January 22, 2020
MINUTES OF THE MEETING
1. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ meeting was called to order by Don Montgomery, President, on Wednesday, January 22, 2020, at 2:30 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.
Those members in attendance:
Don Montgomery, President
Doug Wickstrom, Vice President
Judy Lange, Secretary
John Pugh, Member
Mike Wilkerson, Member
Members absent:
Patrick Dougherty, Member
Barbara Holdcraft, Member
Others in attendance:
Don Glossinger, Director
Andrew Smith, Assist. Director
Kurt Earnst, Legal Counsel
Edward Claussen, Treasurer
Susan Blumenfeld, Rec. Secretary
Robin Kohn, Public Relations
Tamara Ansel, Accounting Clerk
2. OATH OF OFFICE: Mr. Kurt Earnst, our Legal Counsel, presided over the Oath of Office taken by Mr. Doug Wickstrom, who was reappointed to this Board by the Michigan City School Board. Mr. Wickstrom was welcomed for his return.
3. ADJOURNMENT: Motion was made by John Pugh and seconded by Judy Lange to adjourn this portion of the meeting in order to hold a Board of Finance meeting. All yea. No nay. Motion carried.
1. CALL TO ORDER: The Board of Finance meeting was called to order by Don Montgomery, President, at 2:33 PM.
2. ELECT PRESIDENT AND SECRETARY: It was agreed by the Board members that Don Montgomery will preside as President and Judy Lange will preside as Secretary for the Board of Finance. All yea. No nay. All agreed.
3. REPORT ON 2019 INVESTMENTS: Edward Claussen reported on the Library’s monies and fund accounts. The total monies on deposit at December 31, 2019, is $4,771,659.40. The Library’s General Checking Account and the Credit Card Account at Horizon Bank has a balance of $2,869,086.67 as of December 31, 2019. Fifth Third Bank, our 2nd depository account, has a balance of $35,061.42. Horizon Trust, where our Endowment Investments are held, has a total on deposit of $1,368,192.85. The Michigan City Public Library Investment Management Account, also held at Horizon Trust, has a total on deposit at December 31, 2019, of $499,318.46.
4. SET INVESTMENT POLICY: There is no change from the Library’s Investment Policy from last year. Briefly, the policy is the Board of Finance meets annually after the first Monday of the year and on or before that last day of January in order to review the written report of the investments made by the Library during the previous year and to review the investment policy. Receipts are deposited in our designated depository the same day they are collected. As received, county tax draws are deposited immediately. The Endowment Investment account and the IMA account are invested in fixed income certificates of deposit and fixed income mutual funds that invest in U.S. government securities made up of United States Treasury notes and Government Agencies on the advice of Trust Officers from the Horizon Trust and Investment Management. The Library receives 67% of the interest earned from the Endowment Investment account and 100% of the interest earned from the IMA account. This money is deposited quarterly into an Endowment Earnings Fund, which is expended according to a budget set every year. The Library receives a complete report every month from the designated depository that holds both the Endowment and IMA Investment Accounts. These reports are reconciled monthly to the Library’s records. Motion was made by Judy Lange to accept the Investment Policy. Seconded by Mike Wilkerson. All yea. No nay. Motion carried.
5. DESIGNATE DEPOSITORIES: It is recommended that the Library stay with the current depositories of Horizon and Fifth Third Banks. Motion was made by Judy Lange and seconded by John Pugh to stay with the current depositories of Horizon and Fifth Third Banks. All yea. No nay. Motion carried.
6. BOARD OF FINANCE ADJOURNMENT: Motion was made by Judy Lange and seconded by John Pugh to adjourn this Board of Finance meeting. All yea. No nay. Motion carried. The Board of Finance meeting adjourned at 2:46 PM.
I. RESUME MCPL REGULAR BOARD MEETING: The Michigan City Public Library Board of Trustees’ meeting was called to order again by Don Montgomery, President, at 2:46 PM.
II. PUBLIC COMMENTS: No comments.
III. MINUTES: Motion was made by Judy Lange and seconded by John Pugh to approve the Minutes of the regular Board meeting of December 18, 2019, as presented. All yea. No nay. Motion carried.
IV. FINANCIAL REPORTS:
The Statement of Receipts and Disbursements for the month ended December 31, 2019, shows an operating fund balance of $495,007.63 and a total funds balance of $4,771,659.40. The operating fund receipts for December were $1,269,734.02 and the disbursements were $1,407,501.17.
On December 13, 2019, the Michigan City Public Library received from LaPorte County Auditor the December Settlement for 2019. Total receipts on December 13, 2019, were $1,228,536.17 and were broken out as follows: Property Tax $1,140,175.61, License Excise Tax $72,986.36, Financial Institution Tax $7,203.20 and CVET $8,171.00.
On December 31, 2019, Michigan City Public Library received from LaPorte County Auditor the December 2019 Local Income Tax totaling $33,458.91.
In the month of December 2019, the Library Operating Fund paid back borrowings of $1,100,000.00 to the Rainy Day Fund.
On January 2, 2020, the Library Endowment Earnings Fund received fourth quarter 2019 dividends and interest of $8,767.27. Endowment Investment Fund contributed $5,618.12 and IMA Fund contributed $3,149.15.
2020 Money owed to the Library Rainy Day Fund is $1,100,000.
B. Approval of Bills: The revised list of warrants is increased by $128,582.53. Library Furniture International, in the amount of $118,431.00, was included in the additional warrants. Motion was made by Judy Lange and seconded by John Pugh to approve the revised list of warrants of January 22, 2020, in the amount of $220,134.44. All yea. No nay. Motion carried.
C. Cancellation of Outstanding Warrants: Pursuant to IC 5-11-10.5, the following check has been outstanding for more than two years and therefore, shall be voided and amount returned to the fund upon which it was originally drawn. Motion was made by John Pugh and seconded by Judy Lange to cancel outstanding check #44423 to Serena Sutliff in the amount of $35.00 and return to Endowment Earnings–Speaker. All yea. No nay. Motion carried.
D. Resolution to Transfer Funds to the Rainy Day Fund: Whereas, the Board of Trustees of the Michigan City Public Library finds that the purposes of the Operating Fund have been fulfilled and there is an unused and unencumbered balance; therefore,
Be It Resolved, that the Board of Trustees of the Michigan City Public Library do hereby transfer $23,533.21 from the Operating Fund to the Rainy Day Fund based on the year 2019 actual and budget expenditures. This fund shall be subject to the same appropriation process as other funds that receive tax money. Motion was made by Judy Lange and seconded by Doug Wickstom to adopt the resolution to transfer funds to the Rainy Day Fund. All yea. No nay. Motion carried.
DULY ADOPTED by the Board of Trustees of the Michigan City Public Library at its regular meeting held on the 22nd day of January, 2020, at which meeting a quorum was present.
V. CORRESPONDENCE: Judy Lange reported that Mr. Stewart Diamond, Attorney At Law, donated $100 to the Writing Out Loud Program.
VI. OLD BUSINESS: No report.
VII. DIRECTOR’S REPORT: This report was submitted in the packet and will be filed with these Minutes.
VIII. COMMITTEE REPORTS:
President Don Montgomery appointed the same chairpersons and members as previously appointed. They are:
Building & Grounds – Chair is Doug Wickstrom and members: Mike Wilkerson, John Pugh and the alternate member is Barb Holdcraft.
Budget & Finance – Chair is Mike Wilkerson and members: Barb Holdcraft, Patrick Dougherty and the alternate member is John Pugh.
Policy & Procedures – Chair is John Pugh and members: Doug Wickstrom, Judy Lange and the alternate member is Mike Wilkerson.
Personnel – Chair is Judy Lange and members: Barb Holdcraft, Patrick Dougherty and the alternate member is Doug Wickstrom.
The Liaison to Friends of the Library is Judy Lange.
A. Building & Grounds Committee Update: Doug Wickstrom reported that the Committee met prior to this meeting and was updated on needed additions to the Phase 2 project. They are: New security system; New video surveillance system, Data rack and cabling cleanup and upgrade; Wireless upgrades and expansion of wireless points; Trays around the perimeter of the building for cabling per inspector requirements; and Replacement of the parking lot lights. These issues were financed through the project’s contingency. Current Remodeling Phase 2 project is near completion and very successful.
Mr. Wickstrom also reported on the proposed projects after completion of Phase 3. The proposed projects start in 2021 and go through 2025.
B. Budget & Finance Committee Update: No report.
C. Friends of the Library: Judy Lange reported the next meeting is May 11. The Collector’s Breakfast is April 25 and there is a Give-back May 7 by Galveston’s.
D. Policy and Procedures Committee Update: No report.
E. Personnel Committee Update: No report. Don Glossinger reported that a meeting is needed next month right before the regular Board Meeting. It will be 2:00 PM on February 26. A notice will be sent to members.
IX. NEW BUSINESS: No report.
X. PUBLIC COMMENTS: No comments.
XI. BOARD COMMENTS: No comments.
XII. QUORUM DETERMINATION: The next regular Board Meeting is Wednesday, February 26, 2020, in the Library’s Meeting Room.
XIII. ADJOURNMENT: Motion was made by Judy Lange and seconded by John Pugh to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 3:00 PM.
February 26, 2020
MINUTES OF THE MEETING
I. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ meeting was called to order by Don Montgomery, President, on Wednesday, February 26, 2020, at 2:30 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.
Those members in attendance:
Don Montgomery, President
Doug Wickstrom, Vice President
Judy Lange, Secretary
Patrick Dougherty, Member
John Pugh, Member
Mike Wilkerson, Member
Members absent:
Barbara Holdcraft, Member
Others in attendance:
Don Glossinger, Director
Andrew Smith, Assist. Director
Kurt Earnst, Legal Counsel
Edward Claussen, Treasurer
Susan Blumenfeld, Rec. Secretary
Robin Kohn, Public Relations
Tamara Ansel, Accounting Clerk
II. PUBLIC COMMENTS: No comments.
III. MINUTES: Motion was made by Judy Lange and seconded by John Pugh to approve the Minutes of the regular Board meeting of January 22, 2020, as presented. All yea. No nay. Motion carried.
IV. FINANCIAL REPORTS:
A. Financial Reports: The Statement of Receipts and Disbursements for the month ended January 31, 2020, shows an operating fund balance of $1,198,210.01 and a total funds balance of $4,403,793.15. The operating fund receipts for January were $1,141,378.29 and the disbursements were $438,175.91.
The transfer of $23,533.21 from the Operating Fund to Rainy Day Fund which was authorized at the last meeting was completed.
2020 Money owed to the Library Rainy Day Fund is $1,100,000.
January 31, 2020, the Michigan City Public Library received from the LaPorte County Auditor’s office the January 2020 Local Income Tax distribution of $35,472.00. This amount is $2,013.09 per month greater than 2019. A 6.0% per month increase over 2019.
B. Approval of Bills: The revised list of warrants is increased by $19,321.14. Motion was made by Judy Lange and seconded by Doug Wickstrom to approve the revised list of warrants of February 26, 2020, in the amount of $352,237.79. All yea. No nay. Motion carried.
C. OTHER: No report.
V. CORRESPONDENCE: Judy Lange reported that Doug and Linda Wickstrom donated $250 to the Library. This was placed in the Endowment Fund.
VI. OLD BUSINESS: No report.
VII. DIRECTOR’S REPORT: Don Glossinger reported Phase 2 of the remodeling has been completed and with great success. The work area was re-opened to the public on February 10. The new study rooms were opened on Monday, February 17. Reference staff got acquainted with their new work environment. The new fire alarm system had a live test on Tuesday, February 11, with the fire marshal and city inspector present. It was tested through our new security system and dispatch, provided by Sentinel Alarm. Everything went smoothly and we were issued the Certificate of Occupancy on that day. Phase 3 remodeling plans have begun. Preparations for Second Annual Makerfaire began in the fall of 2019. Two meetings were held so far in January and February. This is a collaboration of the Library, Michigan City Area Schools, Unity Foundation, Mainstreet Association, the Uptown Arts District, LaPorte County Public Library and the Center for Creative Solutions.
Jessica Hoffmaster related the story of a student’s weak areas of study and through work in our literacy program, that student will receive additional services at school to help narrow her achievement gap more efficiently than the two hours a week she is getting here. A 3rd grade student has been working with his tutor diligently and is now on grade level for reading. He is now sharing his tutor with his younger brother and helping to facilitate his brother’s learning by reading to him at home, which helps both of them. Their mother is pleased by the progress that both boys are making. Robin Kohn worked with Bobby Talamine to feature his photography on the gallery wall. These are all candid photos of well known musical acts.
VIII. COMMITTEE REPORTS:
A. Building & Grounds Committee Update: Doug Wickstrom reported that the committee met today to review proposals for a replacement video surveillance system. Due to demo and construction in the Reference area, half of the pre-existing system was removed and not reinstalled. The new system will give library-wide coverage, including the main entrance, two staff entrances, and views outside those areas. Motion was made by Mike Wilkerson to accept the quote from Winstar Video Security, in the amount of $28,777, to have a video surveillance system installed as soon as possible. This was seconded by John Pugh. All yea. No nay. Motion carried.
B. Budget & Finance Committee Update: No report.
C. Friends of the Library: The next Friends meeting is March 11 at 2:00. The tickets for the Collector’s Breakfast will be for sale in March and cost $25. The Breakfast will be April 25 at St. John’s Church.
D. Policy and Procedures Committee Update: No report.
E. Personnel Committee Update: Judy Lange reported that the Committee met today to discuss some in-house personnel changes. Judy Lange made a motion to create a Specialist IV position in the Circulation Department, create a Specialist 1/Assistant Controller position in Administration, and change Librarian IV position to Librarian II in the Youth Services Department. This was seconded by Mike Wilkerson. A question was asked if there would be a financial impact. Don Glossinger said the impact is small and within range. A vote was called. All yea. No nay. Motion carried.
IX. NEW BUSINESS:
A. Board approval is needed to open the Library at 10:00 AM on May 14 instead of 9:00 AM. Motion was made by Judy Lange and seconded by Pat Dougherty to open the Library at 10:00 AM instead of 9:00 AM on May 14, 2020, to have the annual staff appreciation breakfast. All yea. No nay. Motion carried. Board members are welcome.
X. PUBLIC COMMENTS: No public comments.
XI. BOARD COMMENTS: Judy Lange commented that the remodeling project is beautiful and pleasant. Mike Wilkerson used one of the new study rooms for a meeting and it was very nice. All agreed the remodeling so far is very good.
XII. QUORUM DETERMINATION: The next regular Board meeting is Wednesday, March 25, 2020, at 2:30 PM in the Meeting Room. Any member unable to attend will inform the Library Administration.
XIII. ADJOURNMENT: Motion was made by John Pugh and seconded by Judy Lange to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:47 PM.
March 25, 2020
MINUTES OF THE MEETING
I. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ meeting was called to order by Don Montgomery, President, on Wednesday, March 25, 2020, at 2:30 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.
Those members in attendance:
Don Montgomery, President
Doug Wickstrom, Vice President
John Pugh, Member
Mike Wilkerson, Member
Members absent:
Judy Lange, Secretary
Patrick Dougherty, Member
Barbara Holdcraft, Member
Others in attendance:
Andrew Smith, Assistant Director
Edward Clauseen, Treasurer
Kurt Earnst, Legal Counsel (via phone)
Sue Blumenfeld, Rec. Secretary
II. PUBLIC COMMENTS: No comments.
III. MINUTES: Motion was made by John Pugh and seconded by Mike Wilkerson to approve the Minutes of the regular Board meeting of February 265, 2020, as presented. All yea. No nay. Motion carried.
IV. FINANCIAL REPORTS:
A. Financial Reports: The treasurer pointed out the February 29, 2020 Combined Statement, Receipts Statement, Expenditure Statement and Cash Flow Analysis was part of the packet for Boards review.
The Treasurer pointed out that the forecasted March 31, 2020, ending cash balance for the Operating and Rainy Day fund is $1,713,942.
2020 money owed to the Library Rainy Day Fund is $1,100,000.
B. Approval of Bills: The revised List of Warrants is increased by $18,496.769. Motion was made by John Pugh and seconded by Mike Wilkerson to approve the revised List of Warrants of March 25, 2020, in the amount of $220,138.09. All yea. No nay. Motion carried.
V. CORRESPONDENCE: Doug Wickstrom reported that Daniel and Marlene Nieding donated $25.00 to honor Robin Kohn, who organizes the VITA program.
Harold Wolf donated $100.00 to the Library. This was placed in the Endowment Fund.
VI. OLD BUSINESS: President Don Montgomery read the following Motion for the Board to approve.
The Michigan City Public Library Board of Trustees ratify the executive action taken on March 16, 2020, to close the Michigan City Public Library until further notice, as authorized by the Library’s Emergency Closings Policy. Michigan City Public Library Legal Counsel, Kurt Earnst, approved with this motion as presented. All yea. No nay. Motion approved.
VII. DIRECTOR’S REPORT: Postponed.
VIII. BOARD COMMENTS: No comments.
IX. QUORUM DETERMINATION: The next regular Board Meeting is 2:30 PM Wednesday, April 22, 2020, in the Library’s Meeting Room.
X. ADJOURNMENT: Motion was made by Doug Wickstrom and seconded by John Pugh to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:38 PM.
April 22, 2020
MINUTES OF THE MEETING
I. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ meeting was called to order by Don Montgomery, President, on Wednesday, April 22, 2020, at 2:30 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.
Those members in attendance:
Don Montgomery, President
Doug Wickstrom, Vice President
Judy Lange, Secretary
John Pugh, Member
Mike Wilkerson, Member
Those Members Aabsent:
Patrick Dougherty, Member
Barbara Holdcraft, Member
Others in attendance:
Andrew Smith, Assist. Director
Edward Claussen, Treasurer
Kurt Earnst, Legal Counsel via phone
Sue Blumenfeld, Rec. Secretary
II. PUBLIC COMMENTS: No comments.
III. MINUTES: Motion was made by Judy Lange and seconded by John Pugh to approve the Minutes of the regular Board meeting of March 25, 2020, as presented. All yea. No nay. Motion carried.
IV. FINANCIAL REPORTS:
A. Financial Reports: On April 1, 2020, the Library Endowment Earnings Fund received first quarter 2020 dividends and interest of $8,519.95. Endowment Investment Fund contributed $6,025.42 and IMA Fund contributed $2,494.53. Endowment Earnings is over $50,000.
When we get closer to May and June we will know what our financial situation is. We normally receive four checks: Property Tax, FIT, Excise Tax and CVET.
2020 Money owed to the Library Rainy Day Fund is $1,100,000.
B. Approval of Bills: The revised list of warrants is increased by $11,221.41. Motion was made by Judy Lange and seconded by John Pugh to approve the revised list of warrants of April 22, 2020, in the amount of $125,391.86. All yea. No nay. Motion carried.
C. Other: No report.
V. CORRESPONDENCE: No report.
VI. OLD BUSINESS: No report.
VII. DIRECTOR’S REPORT: Postponed.
VIII. COMMITTEE REPORTS: Postponed.
IX. NEW BUSINESS: As we eventually move into a period of re-opening the library, many issues will unexpectedly arise that need to be addressed to meet our operational needs. The following motion is recommended by Admin and legal counsel to address these needs as they occur.
The following motion was made by John Pugh and seconded by Doug Wickstrom:
“To authorize the Director to take all necessary steps to re-open the library during the Covid-19 pandemic, including, but not limited to, temporary changes to policies and procedures, hours, services, personnel management, financial decisions, and any other operational adjustments needed to ensure as safe an environment as possible until the Covid-19 crisis is over.” A vote was called. All yea. No nay. Motion carried.
X. PUBLIC COMMENTS: No comments.
XI. BOARD COMMENTS: No comments.
XII. QUORUM DETERMINATION: The next regular Board meeting is Wednesday, May 27, 2020, at 2:30 PM in the Meeting Room. Any member unable to attend will inform the Library’s Administration Office.
XIII. ADJOURNMENT: Motion was made by John Pugh and seconded by Doug Wickstrom to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:37 PM.
May 27, 2020
MINUTES OF THE MEETING
I. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ meeting was called to order by Don Montgomery, President, on Wednesday, May 27, 2020, at 2:30 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.
Those members in attendance:
Don Montgomery, President
Doug Wickstrom, Vice President
Patrick Dougherty, Member
John Pugh , Member
Mike Wilkerson, Member
Members absent:
Judy Lange, Secretary
Barbara Holdcraft, Member
Others in attendance:
Don Glossinger, Director
Andrew Smith, Assist. Director
Edward Claussen, Treasurer
Kurt Earnst, Legal Counsel
Susan Blumenfeld, Rec. Secretary
II. PUBLIC COMMENTS: No comments.
III. MINUTES: Motion was made by Doug Wickstrom and seconded by John Pugh to approve the Minutes of the regular Board meeting of April 22, 2020, as presented. All yea. No nay. Motion carried.
IV. FINANCIAL REPORTS:
A. Financial Reports: The Statement of Receipts and Disbursements for the month ended April 30, 2020, shows an Operating Fund balance of $230,383.74 and a total funds balance of $3,446,702.61. The operating fund receipts for April were $35,558.54 and the disbursements $255,549.49.
Every three years Horizon Trust & Investment Management needs the Library Board to act on a “Resolution for Organizational and Entity Accounts”. Resolved that any of the above named individuals (“Authorized Persons”) be and each of them hereby is, authorized and empowered to the fullest extent possible,
To act on behalf of the Organization/Entity, to establish and maintain an Investment Management Account (discretionary or non-discretionary), cash management account or employee benefit plan account (“Account”) with Horizon Bank, N.A. dba Horizon Trust & Investment Management, its subsidiaries, affiliates, and successor firms (“HTIM”) for the purpose of purchasing, transferring, exchanging, borrowing, pledging or otherwise disposing of and generally dealing in and with cash and any and all forms of securities, including but not limited to shares, stocks, bonds, debentures, notes, options, certificates of deposit, mortgages, commercial paper, and interests of any and every kind and nature whatsoever, secured and unsecured, whether represented by trust, or otherwise. Motion was made by Doug Wickstorm and seconded by John Pugh to approve of the Resolution for Organizational and Entity Accounts. All yea. No nay. Motion carried and document signed by those present.
2020 Money owed to the Library Rainy Day Fund is $1,100,000.
A discussion ensued regarding the library and its reopening on June 1. The senior management team have taken all necessary measures to provide staff and patrons the safest environment possible. Sanitation products and masks are readily available. The library will close at 6:00 PM daily until further notice. A staff meeting will be held to inform the staff of the reopening procedures.
B. Approval of Bills: The revised list of warrants is increased by $5,393.43. Motion was made by Patrick Dougherty and seconded by John Pugh to approve the revised list of warrants of May 27, 2020, in the amount of $107,902.26. All yea. No nay. Motion carried.
C. Other: No report.
V. CORRESPONDENCE: Don Montgomery reported that WinStar Video Security donated to the Library $250. This is the company that installed all our new video surveillance system.
VI. OLD BUSINESS: No report.
VII. DIRECTOR’S REPORT: Don Glossinger thanked the Board on behalf of the staff for continuing salaries all these weeks the library was closed because of the coronavirus. Also thanks to Kurt Earnst for all his advice and keeping his phone readily available for him. Another thanks to Andrew Smith for all his work. We have everything we need to open to keep us all safe. John Kintzele will calculate how many people enter the building. We do not want more than 100 at a time, this includes staff. The computer lab and other services are postponed until further notice. A letter was sent to the Mayor that this building is not a cooling center. We are waiting to hear from the IRS if the tax service will be available. Summer Reading Program will be on-line.
Mr. Pugh inquired about the Phase III remodeling. Don Glossinger said we may have a hit on our budget as property taxes, etc. may not be paid. Don Glossinger also said that a decision will have to be made regarding the cost of Phase III.
VIII. COMMITTEE REPORTS: Postponed.
IX. NEW BUSINESS: No report.
X. PUBLIC COMMENTS: No comments.
XI. BOARD COMMENTS: No comments.
XII. QUORUM DETERMINATION: The next regular Board meeting is Wednesday, June 24, 2020, at 2:30 PM in the Meeting Room. Any member unable to attend will inform the Library’s Administration Office.
XIII. ADJOURNMENT: Motion was made by Patrick Dougherty and seconded by John Pugh to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 3:10 PM.
June 24, 2020
MINUTES OF THE MEETING
I. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ meeting was called to order by Don Montgomery, President, on Wednesday, June 24, 2020, at 2:30 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.
Those members in attendance:
Don Montgomery, President
Doug Wickstrom, Vice President
Judy Lange, Secretary
Barbara Holdcraft, Member
John Pugh, Member
Those members absent:
Patrick Dougherty, Member
Mike Wilkerson, Member
Others in attendance:
Don Glossinger, Director
Andrew Smith, Assist. Director
Edward Claussen, Treasurer
Kurt Earnst, Legal Counsel
Susan Blumenfeld, Rec. Secretary
Robin Kohn, Public Relations
Tamara Ansell, Assist. Controller
II. PUBLIC COMMENTS: No comments.
III. MINUTES: Motion was made by Judy Lange and seconded by John Pugh to approve the Minutes of the regular Board meeting of May 27, 2020, as presented. All yea. No nay. Motion carried.
IV. FINANCIAL REPORTS:
A. Financial Reports: The Statement of Receipts and Disbursements for the month ended May 31, 2020, shows an Operating Fund balance of $27,878.49 and a total funds balance of $3,246,859.70. The operating fund receipts for May are $35,586.99 and the disbursement are $238,092.24.
On June 4, 2020, the Michigan City Public Library received $1,305,765.44 from the LaPorte County Auditor’s office. Contributing to this total were the following taxes: $1,229,856.28-General Property Tax; $60,934.97-License Excise Tax; $7,203.19-Financial Institution Tax; $7,771.00-Commercial Vehicle Excise Tax.
This 2020 total amount is ($253,040) less than the amount received in 2019.
The Library is expecting another General Property Tax check at the end of August, 2020 and distribution of all four-tax categories at the end of December, 2020.
On June 8, 2020, the Michigan City Public Library received the June, 2020, LaPorte Income Taxes (LIT) from the LaPorte County Auditor’s office. This amount is reduced by ($5,105) compared to monthly amount of $35,472 received in each of the months on January to May of 2020.
On June 16, 2020, the Michigan City Public Library received $6,043 from the Unity Foundation of LaPorte County. This amount came from the Library’s Request for Direction of 2019 Agency Fund Payout from the Michigan City Library Endowment Fund, Library Services for the Disabled Fund and Dr. Zalac MD Fund for the Library. This amount of $6,043 was deposited into the Endowment Earnings Fund.
2020 Money owed to the Library Rainy Day Fund is $1,100,000.
B. Approval of Bills: The revised list of warrants is increased by $1,546.57. Motion was made by Judy Lange and seconded by Barb Holdcraft to approve the revised list of warrants of June 24, 2020, in the amount of $106,905.12. All yea. No nay. Motion carried.
C. Other: No report.
V. CORRESPONDENCE: Judy Lange reported that Kappa Kappa Kappa, Inc. donated $50.00. Dorothy Jenkins donated $25. Becky and Thomas Mize donated $20. Edward Bundy donated $25. These donations to the Library were placed in the Endowment Fund. Judy Lange thanked them all on behalf of the Library.
VI. OLD BUSINESS: No report.
VII. DIRECTOR’S REPORT: There is not a regular report this month. Patrons have been very understanding of our reduced services since re-opening on June 1, 2020.
VIII. COMMITTEE REPORTS:
A. Building and Grounds Committee Update: No report.
B. Budget and Finance Committee Update: No report.
C. Friends of the Library: Judy Lange reported that the book sale is postponed.
D. Policy and Procedures Committee Update: No report.
E. Personnel Committee Update: Judy Lange reported that the Committee met at 2:00 PM today. Motion was made by Judy Lange to promote Michelle Burkhart from Reference Department Assistant Department Head, Librarian III, to Reference Department Head, Librarian I, at the rate of $25.25 an hour beginning July 1, 2020. Barb Holdcraft seconded this motion. All yea. No nay. Motion carried.
Judy Lange made a motion to follow all directives of the “Emergency Family and Medical Leave Expansion Act” and the “Emergency Paid Sick Leave Act” which were signed into law March 18, 2020, and will expire December 31, 2020. This was seconded by Doug Wickstrom. All yea. No nay. Motion carried.
IX. NEW BUSINESS: No report.
X. PUBLIC COMMENTS: No comments.
XI. BOARD COMMENTS: No comments.
XII. QUORUM DETERMINATION: The next regular Board Meeting is 2:30 PM Wednesday, July 22, 2020, at 2:30 PM in the Meeting Room. Any member unable to attend will inform the Library’s Administration Office.
XIII. ADJOURNMENT: Motion was made by Judy Lange and seconded by Doug Wickstrom to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:40 PM.
July 22, 2020
MINUTES OF THE MEETING
I. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ meeting was called to order by Don Montgomery, President, on Wednesday, July 22, 2020, at 2:30 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.
Those members in attendance:
Don Montgomery, President
Doug Wickstrom Vice President
Judy Lange, Secretary
John Pugh, Member
Mike Wilkerson, Member
Those members absent:
Patrick Dougherty, Member
Barbara Holdcraft, Member
Others in attendance:
Don Glossinger, Director
Andrew Smith, Asst. Director
Edward Claussen, Treasurer
Kurt Earnst, Legal Counsel
Susan Blumenfeld, Rec. Secretary
Robin Kohn, Public Relations
Tamara Ansell, Asst. Controller
II. PUBLIC COMMENTS: No comments.
III. MINUTES: Motion was made by Judy Lange and seconded by John Pugh to approve the Minutes of the regular Board meeting of June 24, 2020, as presented. All yea. No nay. Motion carried.
IV. FINANCIAL REPORTS:
A. Financial Reports: The Statement of Receipts and Disbursements for the month ended June 30, 2020, shows an Operating Fund balance of $1,167,639.61 and a total funds balance of $4,394,275.01. The operating fund receipts for June were $1,376,452.61 and the disbursements were $236,691.49.
On June 8, 2020, the Michigan City Public Library received and we reported at the June 2020 Board meeting, $30,367 that we thought was Local Income Tax (LIT) Revenue from the LaPorte County Auditor’s office. It turns out that this $30,367 was a special LIT Supplemental Distribution not the normal monthly LIT. The June 2020 LIT for $35,472 was electronically deposited into the Library’s bank account on June 26, 2020. For the month of June 2020, the Library’s total LIT received from the LaPorte County Auditor was $65,839.
On July 1, 2020, the Library Endowment Earnings Fund received second quarter 2020 Dividends and Interest of $8,490.38. Endowment Investment Fund contributed $6,260.17 and the IMA Fund contributed $2,230.21.
We held a Microsoft Virtual Workshop at 9:00 AM today, July 22, 2020, with Kurt Ott, DLGF Budget Field Representative. See below “Proposed 2021 Budget Dates” for details. The Public Hearing for the 2021 budget will be September 9, 2020.
2020 Money owed to the Library Rainy Day Fund is $1,100,000.
B. Approval of Bills: The revised list of warrants is increased by $11,272.46. Motion was made by Judy Lange and seconded by John Pugh to approve the revised list of warrants of July 22, 2020, in the amount of $99,585.50. All yea. No nay. Motion carried.
C. Proposed 2021 Budget Dates: The 2021 budget dates were presented to the Board. There will be a Budget and Finance Committee on August 26, 2020. A review of the budget at the August 26 Board meeting and an online submission of Libraries Gateway Form 3 will serve as notice to taxpayers of Library’s public hearing for the 2021 budget on September 9, 2020. On September 23, 2020, the Board will be presented with the 2021 budget for adoption. On September 25, 2020, the approved 2021 budget will be submitted to DLGF through Gateway web site.
D. Other: No report.
V. CORRESPONDENCE: Judy Lange reported that Daniel Hosna and Lorraine Leach donated $20 and Mr. Paul Osisek donated $19.55 to the Library. These donations were placed in the Endowment Fund. Thank you for these donations.
VI. OLD BUSINESS: No report.
VII. DIRECTOR’S REPORT: Don Glossinger reported we opened June 1 and we had 5,663 visits and almost 10,000 items circulated that month. The VITA program completed 289 returns, which is considered a successful filing season considering the shutdown. The meeting room remains closed and all in person programming has been suspended. However, plans are being made for a virtual discussion of the book “So You Want to Talk about Race” by Ijeoma Oluo. The sessions will be conducted on Zoom on July 24 and 31. The Youth Services Department is updating a section of the website for the Summer Reading Program, highlighting their weekly activities, book suggestions, virtual tours, and more. The Young Hoosier Book Award information is on the website. The Summer Reading Program ran smoothly for our first venture into a full online program. Youth Services is moving forward with virtual STEM based programs.
VIII. COMMITTEE REPORTS:
A. Building and Grounds Committee Update: Doug Wickstrom reported there is an increase of $3,800 in the architect’s fee for the Library’s Phase 3 Renovation that was approved at the December 2019 Board of Trustees’ Meeting. Motion was made by Doug Wickstrom and seconded by John Pugh to accept Product Architecture’s July 15, 2020, proposal of $47,800 for Professional Architectural Services for the Library’s Phase III Renovation. All yea. No nay. Motion carried. This project is to begin after the first of the year.
B. Budget and Finance Committee Update: No report.
C. Friends of the Michigan City Public Library Update: No report.
D. Policy and Procedures Committee Update: No report.
E. Personnel Committee Update: No report.
IX. NEW BUSINESS: No report.
X. PUBLIC COMMENTS: No comments.
XI. BOARD COMMENTS: No comments.
XII. QUORUM DETERMINATION: The next regular Board Meeting is 2:30 PM Wednesday, August 26, 2020, in the Meeting Room. Any member unable to attend will inform the Library’s Administration Office.
XIII. ADJOURNMENT: Motion was made by Judy Lange and seconded by John Pugh to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:44 PM.
August 26, 2020
MINUTES OF THE MEETING
I. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ meeting was called to order by Don Montgomery, President, on Wednesday, August 26, 2020, at 2:30 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.
Those members in attendance:
Don Montgomery, President
Doug Wickstrom, Vice President
Patrick Dougherty, Member
Barbara Holdcraft, Member
Mike Wilkerson, Member
Those members absent:
Judy Lange, Secretary
John Pugh, Member
Others in attendance:
Don Glossinger, Director
Andrew Smith, Assist. Director
Edward Claussen, Treasurer
Kurt Earnst, Legal Counsel
Susan Blumenfeld, Rec. Secretary
Dave Fink, Assist. Supervisor, YS
Tamara Ansell, Assist. Controller
II. PUBLIC COMMENTS: No comments.
III. MINUTES: Motion was made by Patrick Dougherty and seconded by Barb Holdcraft to approve the Minutes of the regular Board meeting of July 22, 2020, as presented. All yea. No nay. Motion carried.
IV. FINANCIAL REPORTS:
A. Financial Reports: The Statement of Receipts and Disbursements for the month ended July 31, 2020, shows an Operating Fund balance of $908,514.98 and a total funds balance of $4,140,341.15. The operating fund receipts for July were $38,172.75 and the disbursements were $297,297.38.
The Library Finance Committee met today at 2:00 PM with the Library Administration to discuss the 2021 Budget for Operating, Library Improvement Reserve Fund (LIRF) and Rainy Day Fund.
The public hearing of the Library’s 2021 Budget will take place at a special Board meeting on September 9, 2020, at 2:30 PM in the Library’s meeting room. This special Board meeting will be announced to the public on the DLGF Gateway website via form No. 3, “Notice to Taxpayers.” Form No. 3 will be submitted to the Gateway web site on August 27, 2020, after the August 26, 2020, Board meeting.
The Library Board will consider adopting the 2021 Library Budget at the September 23, 2020, meeting. If adopted then, the final 2021 Library Budget will be submitted to the DLGF Gateway website.
2020 money owed to the Library Rainy Day Fund is $1,100,000
B. Approval of Bills: The revised list of warrants is increased by $1,921.85. Motion was made by Patrick Dougherty and seconded by Doug Wickstrom to approve the revised list of warrants of August 26, 2020, in the amount of $79,663.11. All yea. No nay. Motion carried.
C. Proposed 2021 Budget Dates: The online submission of the Library’s Form 3 to Gateway will be posted on August 26, 2020. This serves as notice to taxpayers of the Library’s public hearing on September 9, 2020, for the 2021 budget.
D. Other: No report.
V. CORRESPONDENCE: Don Glossinger reported that Judy and Kent Lange donated $50 to the Library. This was placed in the Endowment Fund. Thank you to Judy and Kent.
VI. OLD BUSINESS: No report.
VII. DIRECTOR’S REPORT: Don Glossinger reported that the staff is performing great under the circumstances. All changes have been made and continue to be made when necessary to keep everyone safe.
We have had 6,100 visits last month; Reference & Genealogy Assistance was 1,544; Internet Sessions were 1,442 and Wi-Fi was 348. We are performing only about 40% of our normal but not too bad considering the circumstances.
VIII. COMMITTEE REPORTS:
A. Building and Grounds Committee Update: Doug Wickstrom introduced Dan Pohrte, Architect, and Jim Lonergan, Engineer, of Product Architecture + Design who are presenting the third phase of the Library’s remodeling project. This third phase should start in March 2021 and take 3-4 months to complete. Bids for construction are going out soon. When construction starts at the front entrance, the employee entrance may be used as the public entrance. A slide show of the remodeling project with explanations was presented at this meeting.
B. Budget and Finance Committee Update: Mike Wilkerson reported that the Committee met today at 2:00 PM to go over the 2021 Operating, LIRF and Rainy Day budgets. The Library’s 2021 total appropriated expenditures from the Operating Fund, Library Improvement Reserve Fund (LIRF) and Rainy Day Fund do not exceed the State’s 4.2% growth quotient over the total 2020 Budget, making the Library a non-binding unit. The Library’s 2021 Property Tax Levy amount is set at $3,782,415 with an estimated Property Tax Cap Credit amount of $883,800 for a net $2,898,615 amount. Total 2021 Operating Revenue Budget is $4,386,605.
C. Friends of the Michigan City Public Library Update: Barb Holdcraft reported there was no meeting.
D. Policy and Procedures Committee Update: No meeting.
E. Personnel Committee Update: Barb Holdcraft reported that the Committee met today at 2:00 PM. Barb Holdcraft made a motion to change the Circulation Department position of Assistant Circulation Supervisor, Specialist IV to Circulation Supervisor’s Assistant, Specialist IV. Seconded by Pat Dougherty. All yea. No nay. Motion carried.
Motion was made by Barb Holdcraft to appoint Max Guncheon, Circulation Supervisor’s Assistant, Specialist IV. Seconded Doug Wickstrom. All yea. No nay. Motion carried.
IX. NEW BUSINESS:
A. Declaration of Fiscal Body: Motion was made by Doug Wickstrom to accept the “Declaration of Fiscal Body” for Michigan City Public Library which reads in part, “In the case of a triggering event under IC 6-1.1-17-20.3 or 20.4 which requires the library to submit its budget to a separate fiscal body for binding budget adoption, the fiscal body that is responsible for the binding adoption is “City Council of the City of Michigan City, Indiana.” Seconded by Barb Holdcraft. All yea. No nay. Motion carried.
X. PUBLIC COMMENTS: No comments.
XI. BOARD COMMENTS: No comments.
XII. QUORUM DETERMINATION: The next regular Board Meeting is 2:30 PM Wednesday, September 23, 2020, in the Meeting Room. There is a public hearing for the 2021 budget on September 9, 2020, at 2:30 PM. Any member unable to attend should inform the Library’s Administration Office.
XIII. ADJOURNMENT: Motion was made by Pat Dougherty and seconded by Doug Wickstrom to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 3:12 PM.
September 9, 2020
MINUTES OF THE SPECIAL BOARD MEETING
FOR PUBLIC HEARING OF 2021 BUDGET
1. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ Special Meeting was called to order by Don Montgomery, President, on Wednesday, September 9, 2020, at 2:30 PM. This Special Meeting was held in accordance with the Indiana Open Door Law.
Those members in attendance:
Don Montgomery, President
Doug Wickstrom, Vice President
Judy Lange, Secretary
Mike Wilkerson, Member
Those members absent:
Patrick Dougherty, Member
Barbara Holdcraft, Member
John Pugh, Member
Others in attendance:
Don Glossinger, Director
Edward Claussen, Treasurer
Susan Blumenfeld, Rec. Secretary
2. PUBLIC HEARING: A quorum of the Library Board exists for this Public Hearing for the proposed 2021 budget of the Michigan City Public Library. No one from the public is in attendance. The proper advertising procedures were followed by submitting Budget Form 3, “Notice to Taxpayers”, in the Indiana Gateway website that the hearing will be held on today’s date and time, September 9, 2020, at 2:30 PM.
3. ADJOURNMENT: Motion was made by Judy Lange and seconded by Mike Wilkerson to adjourn this Special Board Meeting for the Public Hearing of the 2021 Budget. All yea. No nay. Motion carried. This Public Hearing adjourned at 2:33 PM.
September 23, 2020
MINUTES OF THE MEETING
I. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ meeting was called to order by Don Montgomery, President, on Wednesday, September 23, 2020, at 2:30 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.
Those members in attendance:
Don Montgomery, President
Doug Wickstrom, Vice President
Judy Lange, Secretary
John Pugh, Member
Mike Wilkerson, Member
Those members absent:
Patrick Dougherty, Member
Barbara Holdcraft, Member
Others in attendance:
Don Glossinger, Director
Andrew Smith, Assist. Director
Edward Claussen, Treasurer
Kurt Earnst, Legal Counsel
Susan Blumenfeld, Rec. Secretary
Robin Kohn, Public Relations
Tamara Ansell, Assist. Controller
II. PUBLIC COMMENTS: No comments.
III. MINUTES:
1. Regular Board Meeting Minutes of August 26, 2020: Motion was made by Judy Lange and seconded by John Pugh to approve the Minutes of the regular Board meeting of August 26, 2020, as presented. All yea. No nay. Motion carried.
2. Special Board Meeting for Public Hearing of 2021 Budget, September 9, 2020: Motion was made by Judy Lange and seconded by John Pugh to approve the Minutes of the Public Hearing of the 2021 Budget of September 9, 2020. All yea. No nay. Motion carried.
IV. FINANCIAL REPORTS:
A. Financial Reports: The Statement of Receipts and Disbursements for the
Month ended August 31, 2020, shows an Operating Fund balance of $1,097,861.64 and a total funds balance of $4,334,973.54. The operating fund receipts for August were $391,772.44 and the disbursements were $202,425.78.
On August 27, 2020, the Michigan City Public Library received $353,962.40 from the LaPorte County Auditor’s office. This distribution is from the second payment of Spring 2020 Property Taxes. Total first half receipts from 2020 Property Taxes amounted to $1,583,818.68. This is 6.9% greater than last year. Our assessed valuation increased 13%.
2020 Money owed to the Library Rainy Day Fund is $1,100,000.
B. Approval of Bills: There is an addition to the list of warrants. Included this month is the amount of $11,752.00 to Michiana Automatic Door Service for replacement Courtyard doors. The revised list of warrants is increased by $15,857.06. Motion was made by Judy Lange and seconded by John Pugh to approve the revised list of warrants of September 23, 2020, in the amount of $100,630.68. All yea. No nay. Motion carried.
C. Adopt 2021 Budget: Edward Claussen read the ordinance or resolution for appropriations and tax rates. Be it ordained/resolved by the Michigan City Public Library Board of Trustees that for the expenses of MICHIGAN CITY PUBLIC LIBRARY for the year ending December 31, 2021 the sums herein specified are hereby appropriated and ordered set apart out of the several funds herein named and for the purposes herein specified, subject to the laws governing the same. Such sums herein appropriated shall be held to include all expenditures authorized to be made during the year, unless otherwise expressly stipulated and provided for by law. In addition, for the purposes of raising revenue to meet the necessary expenses of MICHIGAN CITY PUBLIC LIBRARY, the property tax levies and property tax rates as herein specified are included herein. Budget Form 4-B for all funds must be completed and submitted in the manner prescribed by the Department of Local Government Finance. Total budget is $4,078,880; Adopted Tax Levy is $3,782,415 and Adopted Tax Rate is 0.2359. Motion was made by Doug Wickstrom and seconded by John Pugh to adopt the 2021 Library budget as presented. All yea. No nay. Motion carried.
D. Other: No report.
V. CORRESPONDENCE: No report.
VI. OLD BUSINESS: No report.
VII. DIRECTOR’S REPORT: The staff is looking for ways to extend our services during this time of social distancing. Microfilm and homebound services are restarting. We have no contact resume service. There will be no Halloween parade for Youth Services but the children will still receive their “goody bags”.
Robin, Lori and Dave are working on virtual programming.
VIII. COMMITTEE REPORTS:
A. Building and Grounds Committee Update: No report.
B. Budget and Finance Committee Update: Mike Wilkerson reported that the Committee met two weeks ago and went over the budget that was just approved.
C. Friends of the Michigan City Public Library: No report.
D. Policy and Procedures Committee Update: No report.
E. Personnel Committee Update: No report.
IX. NEW BUSINESS: No report.
X. PUBLIC COMMENTS: No comments.
XI. BOARD COMMENTS: No comments.
XII. QUORUM DETERMINATION: The next regular Board Meeting is 2:30 PM Wednesday, October 28, 2020. Any member unable to attend should inform the Library’s Administration Office.
XIII. ADJOURNMENT: Motion was made by Doug Wickstrom and seconded by Judy Lange to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:40 PM.
October 28, 2020
MINUTES OF THE MEETING
I. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ meeting was called to order by Don Montgomery, President, on Wednesday, October 28, 2020, at 2:40 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.
Those members in attendance:
Don Montgomery, President
Doug Wickstrom, Vice President
Judy Lange, Secretary
John Pugh, Member
Those members absent:
Patrick Dougherty, Member
Barbara Holdcraft, Member
Mike Wilkerson, Member
Others in attendance:
Don Glossinger, Director
Andrew Smith, Assist. Director
Edward Claussen, Treasurer
Kurt Earnst, Legal Counsel
Susan Blumenfeld, Rec. Secretary
Robin Kohn, Public Relations
Tamara Ansell, Assist. Controller
II. PUBLIC COMMENTS: No comments.
III. MINUTES: Motion was made by John Pugh and seconded by Judy Lange to approve the Minutes of the regular Board meeting of September 23, 2020, as presented. All yea. No nay. Motion carried.
IV. FINANCIAL REPORTS:
A. Financial Reports: The Statement of Receipts and Disbursements for the month ended September 30, 2020, shows an Operating Fund balance of $908,369.11 and a total funds balance of $4,148,306.50. The operating fund receipts for September were $37,684.97 and the disbursements were $227,177.50.
Our current forecasted 2020 end of the year cash balance for the Operating Fund is $226,336.
2020 Operating Money owed to the Rainy Day Fund is $1,100,000.
B. Approval of Bills: The revised list of warrants is increased by $908.09. Motion was made by Judy Lange and seconded by John Pugh to approve the revised list of warrants of October 28, 2020, in the amount of $94,508.30. All yea. No nay. Motion carried.
C. Other: Resolution to Reduce LIRF Budget. WHEREAS, the Board of Trustees of the Michigan City Public Library finds that it is necessary to reduce the 2020 LIRF Budget. NOW THEREFORE BE IT RESOLVED, that the Board of Trustees of the Michigan City Public Library resolves to reduce LIRF Budget categories in the following amounts:
| LIRF Fund | Original Appropriation | Reduction | New Appropriation |
| Supplies – Other Services and Charges | $45,870.00 | ($45,870.00) | $0.00 |
Capital Outlays
BE IT FURTHER RESOLVED, the total reduction reduces the appropriation $45,870.00 in 2020 budget (Amount Appropriated minus amount reduced should equal new appropriation). This LIRF Fund amount of $45,870.00 is appropriated in the Library’s 2021 budget. The December 31, 2020 LIRF ending fund balance will be $45,874.13. Motion was made by Judy Lange and seconded by Doug Wickstrom to adopt this resolution to reduce LIRF budget. All yea. No nay. Motion carried.
V. CORRESPONDENCE: Judy Lange reported Ms. Joann Chlebek donated $100 to the Library. This was placed in the Endowment Fund.
VI. OLD BUSINESS: No report.
VII. DIRECTOR’S REPORT: This report was submitted in the packet and will be filed with these Minutes.
VIII. COMMITTEE REPORTS:
A. Building and Grounds Committee Update: No meeting.
B. Budget and Finance Committee Update: No meeting.
C. Friends of the Michigan City Public Library Update: No meeting.
D. Policy and Procedures Committee Update: No meeting.
E. Personnel Committee Update: No meeting.
IX. NEW BUSINESS:
A. Board of Trustees 2021 Board Meeting dates and time: Motion was made by Judy Lange and seconded by John Pugh to approve the regular Board Meeting dates for 2021 which are the 4th Wednesday of each month, except for November and December’s Meetings (because of the holidays): November and December’s will be the 3rd Wednesday. The meetings are held at 2:30 PM in the Meeting Room. All yea. No nay. Motion carried.
B. Library 2021 Holiday and Summer Sunday Closings and Comp Time Holidays: Motion was made by Judy Lange and seconded by John Pugh to approve the 2021 Library Holiday Closings and Comp Time Holidays. All yea. No nay. Motion carried.
C. Extra Payday in 2020: Mr. Claussen reported to the Board that the last payday of the year for Library employees falls on January 1, 2021. Therefore, a resolution is needed to move 1/1/21 payroll to 12/30/20.
WHEREAS, the Board of Trustees of the Michigan City Public Library finds that the first payroll date of 2021 takes place on a holiday, January 1, 2021, and there are 27 pays in the year 2021.
NOW THEREFORE BE IT RESOLVED that the Board of Trustees of the Michigan City Public Library resolve to transfer the payment of the January 1, 2021, payroll to December 30, 2020.
BE IT FURTHER RESOLVED, this movement of payroll payment from January 1, 2021, to December 2020, will increase the 2020 payroll payments from 26 to 27 pays and will reduce the 2021 payroll pays from 27 to 26 pays.
Motion was made by Judy Lange and seconded by John Pugh to approve the transfer of the January 1, 2021 payroll to December 30, 2020 which will increase the 2020 payroll payments from 26 to 27 pays and will reduce the 2021 payroll pays from 27 to 26 pays. All yea. No nay. Motion carried.
X. PUBLIC COMMENTS: No comments.
XI. BOARD COMMENTS: No comments.
XII. QUORUM DETERMINATION: The next regular Board Meeting is 2:30 PM Wednesday, November 18, 2020. Any member unable to attend should inform the Library’s Administration Office.
XIII. ADJOURNMENT: Motion was made by Judy Lange and seconded by John Pugh to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:55 PM.
November 18, 2020
MINUTES OF THE MEETING
I. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ meeting was called to order by Don Montgomery, President, on Wednesday, November 18, 2020, at 2:30 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.
Those members in attendance:
Don Montgomery, President
Doug Wickstrom, Vice President
Judy Lange, Secretary
John Pugh, Member
Mike Wilkerson, Member
Those members absent:
Patrick Dougherty, Member
Barbara Holdcraft, Member
Others in attendance:
Don Glossinger, Director
Andrew Smith, Assist. Director
Edward Claussen, Treasurer
Kurt Earnst, Legal Counsel
Susan Blumenfeld, Rec. Secretary
Robin Kohn, Public Relations
Tamara Ansell, Assist. Controller
II. PUBLIC COMMENTS: No comments.
III. MINUTES: Motion was made by Judy Lange and seconded by John Pugh to approve the Minutes of the regular Board meeting of October 28, 2020, as presented. All yea. No nay. Motion carried.
IV. FINANCIAL REPORTS:
A. Financial Reports: The Statement of Receipts and Disbursements for the month ended October 31, 2020, shows an Operating Fund balance of $728,763.11 and a total funds balance of $3,973,791.25. The operating fund receipts for October were $39,438.80 and the disbursements were $219,044.80.
On October 1, 2020, the Library Endowment Earnings Fund received third quarter 2020 dividends and interest of $7,598.06 from the Endowment Investment Fund ($5,971.85) and IMA Fund (1,626.21). Year to date, the Endowment Earnings Fund has received $33,375.66 from both investment funds.
This month the Library will transfer $2,243.46 from the Endowment Trust Fund to the Endowment Investment Fund.
Our current forecasted 2020 end of the year Operating Fund cash balance is $187,120.
2020 Money owed to the Library Rainy Day Fund is $1,100,000.
B. Approval of Bills: The revised list of warrants is increased by $16,502.76. Motion was made by Judy Lange and seconded by John Pugh to approve the revised list of warrants of November 18, 2020, in the amount of $69,390.53. All yea. No nay. Motion carried.
C. Other: Resolution to Reduce Operating Fund July – December 2020 for Necessary Expenditures.
WHEREAS, the Board of Trustees of the Michigan City Public Library finds that it is necessary to reduce the 2020 OPERATING FUND July through December Necessary Expenditures found on line 5 of the DLGF Form 4B.
NOW THEREFORE BE IT RESOLVED, that the Board of Trustees of the Michigan City Public Library resolves to reduce OPERATING FUND July – December 2020 Necessary Expenditures in the following amounts:
| Operating Fund | Original July-Dec. 2020 Expenditures | Reduction | New July-Dec. 2020 Expenditures |
| July-December 2020 Necessary Expenditures | $2,367,268 | ($925,574) | $1,441,694 |
BE IT FURTHER RESOLVED, the total July-December 2020 expenditure reduction will increase the Library’s Form 4-B December 31, 2020, Cash Balance to $413,173, which supports the Library’s original expenditure Budget Estimate to be reestablished at $3,733,010 giving the Operating Fund an estimated December 31st,2021, ending cash balance of $251,891. Motion was made by Judy Lange and seconded by John Pugh to reduce the 2020 Operating Fund July-December 2020 as presented. All yea. No nay. Motion carried.
DULY ADOPTED by the Board of Trustees of the Michigan City Public Library at its regular meeting held on the 18th day of November 2020, at which meeting a quorum was present.
V. CORRESPONDENCE: Judy Lange reported that Mr. & Mrs. Ben Marchlewitz, Mr. & Mrs. John Blubaugh and Mr.& Mrs. Wes Miller jointly donated $1,000.00 total honoring Hoit Miller for his 90th birthday. Mr. & Mrs. Walter Barbknecht donated $100 and these were placed in the Endowment Fund.
VI. OLD BUSINESS: No report.
VII. DIRECTOR’S REPORT: This report was submitted in the packet and will be filed with these Minutes.
VIII. COMMITTEE REPORTS:
A. Building and Grounds Committee Update: Doug Wickstrom reported that the Committee met today at 2:00 to discuss the bids that were received on November 16 to cover the work on the Library’s front entrance and lobby. There were 9 general contractors that responded. Doug Wickstrom made a motion and John Pugh seconded the motion to accept architect Dan Pohrte’s recommendation that the Interior Renovation and New Exterior Canopy project (phase III) be awarded to Brown & Brown General Contractors, Inc. in the amount of $399,100 and that another $36,500 be set aside for 10% construction contingency with a total expense for the project of $435,600. All yea. No nay. Motion carried. The work is expected to start in mid-March and be completed by mid-June.
B. Budget and Finance Committee Update: No meeting.
C. Friends of the Michigan City Public Library Update: No meeting.
D. Policy and Procedures Committee Update: No meeting.
E. Personnel Committee Update: Judy Lange reported that the Committee met today at 1:45 to discuss several issues. Motion was made by Judy Lange to continue to follow the provisions of the Covid-19 Emergency Paid Sick Leave Act for the year 2021. Seconded by Doug Wickstrom. All yea. No nay. Motion carried.
Motion was made by Judy Lange to transfer persons designated as Clerk III to the designation of Clerk II. Seconded by Doug Wickstrom. All yea. No nay. Motion carried.
Motion was made by Judy Lange to eliminate the position of Clerk III. Seconded by Doug Wickstrom. All yea. No nay. Motion carried.
Motion was made by Judy Lange to accept the proposed salary ranges for 2021. Seconded by Doug Wickstrom. All yea. No nay. Motion carried.
Motion was made by Judy Lange to authorize a one-time 3% payout, based on the standard 26 pay day year, to be paid December 18, 2020. Seconded by Doug Wickstrom. All yea. No nay. Motion carried.
F. Nominating Committee: Don Montgomery appointed Mike Wilkerson, John Pugh and Doug Wickstrom as members of the committee to select officers for next year.
IX. NEW BUSINESS:
A. Board Trustee By-Laws are to be reviewed annually: Motion was made by Doug Wickstrom and seconded by Judy Lange to change Section 3, Notice of Meetings, to “be electronically delivered”. Remove the statement “shall be mailed or personally delivered to members at home or business address”. All yea. No nay. Motion carried.
On page 6, Section 2, Membership, should read: “the Director shall be ex-officio member of all committees”. Remove the statement, “President of the Board shall be ex-officio member of all committees”. Motion was made by Doug Wickstrom and seconded by Judy Lange to approve of this change. All yea. No nay. Motion carried.
X. PUBLIC COMMENTS: No comments.
XI. BOARD COMMENTS: No comments.
XII. QUORUM DETERMINATION: The next regular Board Meeting is 2:30 PM Wednesday, December 16, 2020. Any member unable to attend should inform the Library’s Administration Office.
XIII. ADJOURNMENT: Motion was made by Judy Lange and seconded by Doug Wickstrom to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:50 PM.
December 16, 2020
MINUTES OF THE MEETING
I. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ meeting was called to order by Doug Wickstrom, Vice President, on Wednesday, December 16, 2020, at 2:30 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.
Those members in attendance:
Doug Wickstrom, Vice President
Judy Lange, Secretary
John Pugh, Member
Mike Wilkerson, Member
Those members absent:
Don Montgomery, President
Patrick Dougherty, Member
Barbara Holdcraft, Member
Others in attendance:
Andrew Smith, Assist. Director
Edward Claussen, Treasurer
Kurt Earnst, Legal Counsel
Susan Blumenfeld, Rec. Secretary
Dave Fink, Librarian II, Y.S.
Tamara Ansel, Assist. Controller
II. PUBLIC COMMENTS: No comments.
III. MINUTES: Motion was made by Judy Lange, and seconded by John Pugh to approve the Minutes of the regular Board meeting of November 18, 2020, as presented. All yea. No nay. Motion carried.
IV. FINANCIAL REPORTS:
A. Financial Reports: The Statement of Receipts and Disbursements for the month ended November 30, 2020, shows an Operating Fund balance of $576,718.51 and a total funds balance of $3,823,192.63. The Operating Fund Receipts for November were $37,999.99 and the Disbursements were $190,044.59.
B. Approval of Bills: The revised list of warrants is increased by $9,820.58. Motion was made by Judy Lange and seconded by John Pugh to approve the revised list of warrants of December 16, 2020, in the amount of $85,114.33. All yea. No nay. Motion carried.
C. Encumbrances: “WHEREAS, It has been determined that it is now necessary to encumber appropriations from the Operating Fund for items which have purchase orders having not yet been delivered and services which have yet to be met to further the projects of Michigan City Public Library during 2021; Now, therefore be it resolved by the Library Board of the Michigan City Public Library, LaPorte County, Indiana, that the following appropriations hereby be encumbered from the 2020 budget for the Operating Fund and ordered set apart out of that fund herein named and for the purposes herein specified, subject to the laws governing the same.” Motion was made by Judy Lange and seconded by John Pugh to encumber $169,736.00. All yea. No nay. Motion carried.
D. Line Transfers: The Resolution to transfer funds within the Library Operating Fund Major Category is as follows: “Whereas, it has been shown that certain existing appropriations in the Library Operating Fund now need to be transferred from one line to another. We, the Library Board of Michigan City Public Library do resolve that the following transfers be made within the Library Operating Fund: Motion was made by John Pugh and seconded by Judy Lange to transfer from: Line 4 Capital Outlays ($48,000) and transfer to: Line 1 Personal Services – $10,000; Line 2 Supplies – $10,000; Line 3-31 Total Professional
Services – $5,000; Line 3-34 Insurance $2,000; Line 3-36 Repairs and Maintenance- $10,000; Line 3-37 Rentals – $1,000 and Line 3-39 Other Misc. Charges – $10,000.” All yea. No nay. Motion carried.
E. Rainy Day Fund Transfer to Operating Fund: Motion was made by Judy Lange and seconded by John Pugh to approve the following resolution: “Whereas, the Michigan City Public Library Board has been delayed in receiving various forms of revenue from LaPorte County and the State of Indiana, the Michigan City Public Library Board authorizes the Michigan City Public Library Treasurer to make a transfer of funds from the Rainy Day Fund on January 4, of 2021. Be it resolved, by the Board of Trustees of the Michigan City Public Library, Michigan City, LaPorte County, Indiana, to authorize transfer of $1,100,000 from Rainy Day Fund to the Library Operating Fund. This total transfer of $1,100,000 to be repaid at such time our 2020 pay 2021 Property Tax Draw is received.“ All yea. No nay. Motion carried.
F. Non-resident Fee: Motion was made by Judy Lange and seconded by John Pugh to approve of the following resolution: “Whereas, IC 36-12-2-25 (c) requires that an individual nonresident fee be established for a local library card; and Whereas, the minimum fee that the board may set under the statute is the greater of the following: (1) The library district’s operating fund expenditure per capita in the most recent year for which that information is available in the Indiana state library’s annual “Statistics of Indiana Libraries” or (2) Twenty-five dollars ($25). Now therefore be it resolved, that the nonresident fee is hereby set at $95.00 for an individual nonresident card; and be it further resolved, that this fee will remain in effect until such time that the library board passes a new nonresident fee resolution.” All yea. No nay. Motion carried. Duly adopted by the Board of Trustees of the Michigan City Public Library at its regular meeting held on the 16th day of December, 2020, at which meeting a quorum was present.
G. Other: No report.
V. CORRESPONDENCE: Judy Lange reported Paul and Therace Sammann donated $1,000.00. This was placed in the Endowment Fund.
VI. OLD BUSINESS: No report.
VII. DIRECTOR’S REPORT: Andrew Smith reported 2,000 standard masks were used and we ordered another 2,000. We have 144 gallons of hand sanitizers and used 40 gallons so far. We are keeping this place as clean and safe as possible.
VIII. COMMITTEE REPORTS:
A. Building and Grounds Committee Update: Doug Wickstrom motioned to authorize the signing of the November 24, 2020, Phase III renovation contract with Brown & Brown by Assistant Director Andrew Smith in the absence of Director Don Glossinger. Seconded by John Pugh. A vote was called. All yea. No nay. Motion carried.
B. Budget and Finance Committee Update: No report.
C. Friends of the Michigan City Public Library Update: No report.
D. Policy and Procedures Committee Update: No report.
E. Personnel Committee Update: No report.
F. Nominating Committee Update: John Pugh reported the new officers for next year.
Doug Wickstrom – President
John Pugh – Vice President
Mike Wilkerson – Secretary
Edward Claussen – Treasurer
Motion was made by Judy Lange and seconded by John Pugh to accept the new officers of the Michigan City Public Library Board for 2021. All yea. No nay. Motion carried.
IX. NEW BUSINESS: Mr. Claussen said the discretionary budget will be addressed in January.
X. PUBLIC COMMENTS: No comments.
XI. BOARD COMMENTS: Judy Lange said this was her last year, her term is finished. She thanked everyone and hopes everyone has a happy and wonderful holiday. Doug Wickstrom, on behalf of the Board, said Judy did a good job as Board member and she will be missed.
XII. QUORUM DETERMINATION: The next regular Board Meeting is 2:30 PM Wednesday, January 27, 2021, in the Library’s Meeting Room. We are expecting two new members and they will be informed of the time and place the meetings are held.
XIII. ADJOURNMENT: Motion was made by Judy Lange and seconded by John Pugh to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:50 PM.