March 21, 2007
Tom Bunger, and Antonio Matthews.
President Steve Moberly called the meeting to order at 5:49pm in CATS Studio A.
President Steve Moberly announced that Fred Risinger has been appointed by the County Council to replace David Ferguson on the Board. Steve welcomed Fred, and thanked David for his many years of service to the library as a Trustee and Treasurer of the Board. Steve also acknowledged Pat Steele's public service, and welcomed Randy Paul to the Board.
Cindy Gray presented the consent agenda items. Steve asked if there were any questions to the minutes John Walsh had a correction to the February 20, 2007 Board meeting minutes under the agenda item Elect Officers. The minutes need to show that the vote passed unanimously.
Linda Hunt asked if there is any way we can get a report on how much money is spent through a vendor report. Bonnie replied a report would be prepared for the Board.
Penny Austin stated she would like to have an Executive Board meeting to discuss credit card services and accounting procedures, just to talk about how the procedures are. Linda added that we need to have a summary.
Linda asked about where we were at on the auditing company. Cindy stated that we waited to proceed with the auditing company until Bonnie was hired, and the centralized supply procedures were established. Cindy also stated that we set the May meeting to go over the vendor reports.
Linda moved to accept the consent agenda items. John seconded. The vote was unanimous.
Penny nominated John Walsh as Treasurer. Janice Stockton seconded. There were no other nominations and no discussion.
Bonnie Estell reported that we advertised for a tax anticipation loan. We received 5 bids back today. Bonnie and 2 other staff opened the bids. Bonnie presented a summary of the way they came in, and stated that we already addressed the resolution to precede with this loan.
The 5 rates were:
Steve requested that Bonnie explain a tax anticipation loan. Bonnie stated in case we do not receive our property tax settlement (normally by June 30) on time, this type of loan would provide us with a cash flow to meet payroll and other payments.
Penny asked if we done this before, and if we can borrow on ourselves. Bonnie replied that we have done this at least once before, and we can borrow on ourselves.
Steve asked the library's legal council to respond. Tom Bunger stated that he thinks the lowest bid would be the recommendation for the Board to go with, as they appear to have the lowest interest rate.
Penny made a motion to accept the lowest bid. Janice Stockton seconded.
Randy Paul asked Tom what would happen if we do not need it this time. Tom responded that we have to advertise each year.
Discussion followed regarding the difference of interest rates with Old National. Bonnie explained that the difference had to do with tax exemption status.
The motion was approved unanimously.
Linda requested that the minutes show that Tom Bunger recommends that we do this annually.
Cass Owens presented information, and reported that INCOLSA is the official online center who provides catalog service throughout the world. Cass stated that we have a number of group discounts with them for our database, although some are changing because of the Governor's task force, which is putting things back under the state library responsibilities. Each library has a member on the INCOLSA Board. Elaina Kintgen did this last year, but she has retired. Cindy asked the Board to appoint Cass to this, until we get another person to fill the Collection Services manager position.
Cass stated that it needed to be voted on by the Board and needed signed by the Trustees. John moved to make Cass our interim appointment. Penny seconded.
Brief discussion followed. Linda stated that she thinks it is important to have more than 2 or 3 staff doing things like this. Linda also stated that we need to give other staff a chance for such opportunities.
Steve asked all Trustees in favor of nominating Cass in the interim appointment to say Aye. The vote passed unanimously.
Cindy presented the CATS contract with Monroe County and stated that Tom Bunger has reviewed it. The contract is basically the same as last year, but it was increased by $10,000.00.
Michael White spoke to the Board and reported that this is the agreement we have with the county for coverage of meetings. Michael stated that we are happy with this contract and the $10,000.00 increase.
Discussion followed.
Steve called for a motion. Linda moved to approve the contract between the Board of Commissioners of Monroe County and the Monroe County Public Library on behalf of CATS. Janice seconded. The motion passed unanimously.
There was no Foundation Report presented.
Mark Mobley presented a report on the Facilities Department. Mark reported on the changed positions in Facilities: Donna Brossman is now supervisor of custodians, and Michael Faulkenberg is now supervisor over security officers. Maintenance staff will remain under Mark's supervision. Mark stated that we have decided to do all of our grounds keeping, to save on costs with our budget, which will include: mowing, and trimming. Mark reported that Facilities staff have undergone a lot of training including blood born pathogens training and CPR.
Mark presented one recommendation to the Board regarding a vehicle that we should think about trading in. It is the green voyager, which has 90,000 miles on it. This van is starting to show some considerable signs of wear. The blue van, used by CATS, is considerably older, but it runs well and has less than 40,000 miles on it. Mark stated that he thinks we should keep the blue van.
Discussion followed.
Linda asked how much money Mark thought we would save by bringing lawn care in-house. Mark replied that we spent $6,000 last year, and would save $4,000-$4,500 this year. Linda asked Mark to explain what he would do. Mark stated that there is no cutting here, and trimming isn't a large amount of work. Ellettsville is the same way. We trim hedges twice a year.
Linda asked Bonnie if she agreed with Mark's recommendation. Bonnie replied that we think it will be a cost savings. Cindy stated that at $1,500 a month, it was cheaper to think of doing this in-house, and we added another part-time custodial staff that will help with cleaning and landscaping work. We also have a donation for landscape design, which will be going to the Foundation Board soon, for both Main and Ellettsville.
Discussion followed regarding remaining capital project funds.
Randy stated that the Facilities Department should be commended on their work and willingness to do the outdoor work. Janice stated it is to our benefit that Mark takes pride in how our library looks, and we appreciate the extra effort he is showing.
Cindy presented a director's report and reported that we received notification that the local dept of finance has given us an additional COIT distribution of $191,271.00. They directed us to deposit it in our rainy day fund. Cindy stated that the money is from the Indiana State Income Tax redistribution for 2006.
Discussion followed regarding depositing the money in the rainy day fund.
Cindy presented an update on the Strategic Planning Project and announced that we received a proposal from ETC Institute also.
Cindy reported on the current manager vacancies (Children's Services manager, and Collection Services manager), and presented an update on the 2nd floor renovation. Cindy stated that we plan to present a final drawing to the Board by the April board meeting.
Discussion followed regarding the 2nd floor renovation and costs involved. Cindy stated that we are close to budget.
There was none.
Randy asked if any of the Trustees would be interested in forming a Quiz Bowl team. Cost for the team is $150. Randy encouraged that it would show how much the Trustees supported the program for Adult Literacy funding. A few of the Trustees present showed interest. Steve Moberly encouraged Trustees to contact Randy if they are interested in participating.
There was none.
Steve asked for a motion to adjourn. Linda moved to adjourn the meeting. John seconded. The vote was unanimous.
The meeting adjourned at 6:42pm.
Contact
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Updated:
April 13, 2007
° http://www.monroe.lib.in.us/board/200703min.html
