Source: http://www.mclib.org/about-us/board-of-trustees/2018-meeting-minutes/
Timestamp: 2019-04-23 08:46:07+00:00

Document:
1. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ meeting was called to order by Don Montgomery, President, on Wednesday, January 24, 2018, at 2:30 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.
2. OATH OF OFFICE: Mr. Kurt Earnst, our Legal Counsel, presided over the Oath of Office taken by Mr. John Pugh, who was reappointed to this Board by the LaPorte County Commissioners. Mr. Pugh was welcomed for his return.
3. ADJOURNMENT: Motion was made by Doug Wickstrom and seconded by Mike Wilkerson 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 Doug Wickstrom will preside as President and Judy Lange will preside as Secretary of the Board of Finance. All yea. No nay. All agreed.
3. REPORT ON 2017 INVESTMENTS: Edward Claussen reported on the Library’s monies and fund accounts. The total monies on deposit at December 31, 2017, is $4,923,043.06. The Library’s General Checking Account at Horizon Bank has a balance of $3,118,862.78 as of December 31, 2017. The Credit Card Account balance is $28,513.31. Fifth Third Bank, our 2nd depository account, has a balance of $35,129.45. Horizon Trust, where our Endowment Investments are held, has a total on deposit of $1,258,874.87. The Michigan City Public Library Investment Management Account, also held at Horizon Trust, has a total on deposit at December 31, 2017, of $497,649.30. The December 31,2017, market value total balance for both funds is $1,765,524. A $168,348 increase over the December 2016 balance.
In 1994, the Library established an endowment fund with the Unity Foundation. The Unity Foundation holds the money and directs the investment of the fund. The Library receives disbursements from this fund at the discretion of the Unity Foundation.
4. SET INVESTMENT POLICY: There is no change from the Library’s Investment Policy from last year. Briefly, the policy is that the Board of Finance meets annually after the first Monday of the year and on or before the 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 that 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.
The Treasurer of the Library makes monthly financial reports on all receipts and expenditures to the Board of Trustees.
As soon as all county agencies set up direct deposits for their tax draws, they will all receive direct deposits. Until then, checks will continue to be issued.
The Library holds a petty cash fund for emergency purchases and employee reimbursement. This fund is reconciled by the petty cash custodian and reimbursed each month.
Motion was made by Don Montgomery and seconded by John Pugh to continue with the current investment policy. All yea. No nay. Motion carried.
5. DESIGNATE DEPOSITORIES: Administration recommends that we retain our current depositories. Motion was made by Don Montgomery and seconded by John Pugh to retain our existing deposit accounts: Horizon and Fifth/Third. All yea. No nay. Motion carried.
6. BOARD OF FINANCE ADJOURNMENT: Motion was made by Don Montgomery 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 2:40 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 2:40 PM.
II. PUBLIC COMMENTS: No comments.
III. MINUTES: Motion was made by Judy Lange and seconded by Doug Wickstrom to approve the Minutes of the regular Board meeting of December 20, 2017, as presented. All yea. No nay. Motion carried.
A. Financial Reports: The Statement of Receipts and Disbursements for the month ended December 31, 2017, shows an Operating Fund balance of $380,640.51 and a total funds balance of $4,923,043.06.
The Operating Fund receipts for December were $1,269,444.48 and disbursements were $1,328,248.98.
Included in the packet is a resolution to move $175,869 to the Library Rainy Day Fund for the year 2016.
The Library paid back 2017 LIRF and Rainy Day Fund borrowings in the month of December 2017: $200,000 to LIRF and $900,000 to Rainy Day fund from Operating Fund.
B. Approval of Bills: The revised list of warrants is increased by $14,660.78. Motion was made by John Pugh and seconded by Mike Wilkerson to approve the revised list of warrants of January 24, 2018, in the amount of $113,629.66. All yea. No nay. Motion carried.
Pursuant to IC 5-11-10.5, there are checks that have been outstanding for more than two years and therefore shall be voided and the amount returned to the fund upon which they were originally drawn.
There are a total of 5 checks: 4 for Lost Book Refund and 1 check for Bremen Public Library for Prof. Meetings and Education. Motion was made by Judy Lange and seconded by Doug Wickstrom to approve of the cancellation of outstanding warrants in the total amount of $51.00 as presented. All yea. No nay. Motion carried.
Be It Resolved, that the Board of Trustees of the Michigan City Public Library do hereby transfer $174,529.87 from the Operating Fund to the Rainy Day Fund based on the year 2016 actual and budget expenditures. This fund shall be subject to the same appropriation process as other funds that receive tax money.
DULY ADOPTED by the Board of Trustees of the Michigan City Public Library at its regular meeting held on the 24th day of January, 2018, at which meeting a quorum was present.
Motion was made by Judy Lange and seconded by Mike Wilkerson to approve of the resolution to transfer $174,529.87 from the Operating Fund to the Rainy Day Fund based on the year 2016 actual and budget expenditures. All yea. No nay. Motion carried.
VI. OLD BUSINESS: No report.
VII. DIRECTOR’S REPORT: The report was submitted in the packet and will be filed with these Minutes. Don Glossinger said that today, January 24, marks his 17th anniversary as Director and it is a pleasure. We’ve done good things to improve this library and he looks forward to many more years as Director.
VIII. COMMITTEE REPORTS: The Board members received a new list of Committee assignments.
A. Building and Grounds Committee Update: Chairperson Doug Wickstrom. No report.
B. Budget and Finance Committee Update: Chairperson Mike Wilkerson. No report.
C. Friends of the Library: Liaison Judy Lange. The Collectors Corner Breakfast is planned for April 21 at the Full Gospel Church (same location as last year) and the tickets are $25.00.
D. Policy and Procedures Committee Update: Chairperson John Pugh. No report.
E. Personnel Committee Update: Chairperson Judy Lange. No report.
IX. NEW BUSINESS: No report.
X. PUBLIC COMMENTS: No comments.
XI. BOARD COMMENTS: Doug Wickstrom said that the publicity for the Library’s renovations is positive. He saw it on Channel 22.
XII. QUORUM DETERMINATION: The next Board meeting is Wednesday, February 28, 2018, at 2:30 PM in the Meeting Room. Those members unable to attend will inform the Library Administration office.
XIII. 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 2:50 PM.
1. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ meeting was called to order by Don Montgomery, President, on Wednesday, February 28, 2018, at 2:30 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.
2. OATH OF OFFICE: Mr. Kurt Earnst, our Legal Counsel, presided over the Oath of Office taken by Mr. Patrick Dougherty, who was appointed to this Board by the Michigan City School Board. Mr. Dougherty was welcomed.
3. ADJOURNMENT: Motion was made by Judy Lange and seconded by John Pugh to adjourn this portion of the meeting. All yea. No nay. Motion carried.
I. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ meeting was called to order by Don Montgomery, President, at 2:32 PM.
III. MINUTES: Motion was made by Judy Lange and seconded by John Pugh to approve the Minutes of the regular Board meeting of January 24, 2018, as presented. All yea. No nay. Motion carried.
A. Financial Reports: The Statement of Receipts and Disbursements for the month ended January 31, 2018, shows an Operating Fund balance of $1,152,480.38 and a total funds balance of $4,719,300.84. The operating fund receipts for January were $1,180,052.09 and the disbursements were $408,212.22.
Per January, 2018 Board resolution, the Library transferred $174,529.87 from Operating Fund to Rainy Day Fund. This transfer is from 2016.
Per December, 2017 Board resolution, the Library made a short term anticipated warrant inter fund loan of $1,100,000 from the Rainy Day Fund to Operating Fund in the month of January, 2018.
Because our Line “14. Net Amount to Raise” found on the Library’s 1782 Form was reduced by Levy Excess, the Library was able to transfer $41,242.21 from our Levy Excess Fund to our Operating Fund in the month of January, 2018. Levy Excess Fund now equals $0.00.
B. Approval of Bills: The revised list of warrants is increased by $125,469.27. This increase is mostly from Library Furniture International for the purchase and installation of shelving for the start of our remodeling. Motion was made by Judy Lange and seconded by John Pugh to approve the revised list of warrants of February 28, 2018, in the amount of $268,467.48. All yea. No nay. Motion carried.
The Library’s financial information for 2017 was loaded up into the Gateway System.
V. CORRESPONDENCE: Judy Lange reported that Mr. & Mrs. Bourland donated $150 to the Endowment Honoree program. Mr. & Mrs. James Brown donated through the Unity Foundation $100 that will go into our Endowment Fund. J&L Dimensional Services, Inc., Attn. Lisa Corey donated $25 through the Unity Foundation that will go into our Endowment Fund. Mrs. Lange thanked them all for their generosity.
VII. DIRECTOR’S REPORT: The Library’s remodeling project has begun and is going quite smoothly with the staff working hard taking DVD’s, Magazines and Audio Books off the old shelves and putting them back on the new shelves. It is looking good with all the new shelving installed. The PR that was done for our remodeling was very effective.
We had the first story time at the Lubeznik Center for the Arts and it was a hit. These programs will occur monthly at the Center through the spring.
Jessica Hoffmaster reports on two success stories. One of our middle school math students who was in danger of failing has progressed so much this grading period that she has consistently been earning 90% and above on her tests. Her mother and teacher have attributed it directly to the time she spends with her tutor here.
Another middle school reading student has made it his mission to work hard enough with his tutor to earn a spot in an honors reading class next year. His grades have improved enough that if he continues to improve, he should qualify for the program for the next school year.
VITA (Volunteer Tax Assistance) has begun. So far 7 volunteers are on board. A record number of calls have begun. Purdue Northwest has stopped their program so we are getting their overflow of requests. We also received another grant from United Way’s VITA program for a new computer.
A. Building and Grounds Committee Update: John Pugh reported that the bids for construction management will be opened on Monday, March 5, at 3:00 PM. On Wednesday, March 7, there will be a Special Board Meeting at 2:30 PM to approve a bid.
B. Budget and Finance Committee Update: No report.
C. Friends of the Library: Judy Lange reported that the next meeting is Wednesday, March 7, at 2:00 PM. Tickets will be available for the Collectors Corner Breakfast then and cost is $25. Portofino’s will again serve the breakfast.
D. Policy and Procedures Committee Update: No report.
E. Personnel Committee Update: No report.
XI. BOARD COMMENTS: Barb Holdcraft asked if we have a record of what items are eliminated and who decides what is eliminated. Andrew Smith said there are certain staff members who have their areas to keep maintained, including weeding, repair, replacement and binding of materials, based on the condition and relevancy of the items. Technical Services does the repair of books but some cannot be restored.
XII. QUORUM DETERMINATION: The next regular Board meeting is Wednesday, March 28, 2018, at 2:30 PM in the Meeting Room. Those members unable to attend will inform the Library Administration office. There is a Special Board Meeting at 2:30 PM on Wednesday, March 7.
XIII. ADJOURNMENT: Motion was made by Patrick Dougherty and seconded by Judy Lange to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:45 PM.
The Michigan City Public Library Board of Trustees’ special meeting was called to order by Don Montgomery, President, on Wednesday, March 7, 2018, at 2:30 PM. This special meeting was held in accordance with the Indiana Open Door Law.
Don Glossinger introduced Anthony J. Oss, Director of Preconstruction Services from Larson Danielson, Construction Company, Inc. who is the Construction Management Company overseeing the Library’s remodeling project.
Mr. Oss reported that for the last couple of months they were busy preparing a budget, doing evaluations and reviewing production drawings that were developed for this remodeling project. Then they sent this out for public bids. The bids were received Monday, March 5, 2018, in the afternoon and were publicly read in the Meeting Room. Mr. Oss thought there was a fair turnout considering this is a busy time of year. In reviewing the bids received, the best bid received was from general contractor, Brown & Brown, from Wakarusa. Mr. Oss said that they have solicited from Brown & Brown additional information to complete their bidding process which involved submitting a materials subcontractor list, which they reviewed and are comfortable with to proceed. At this time, based on the letter that Larson Danielson prepared for the library and pursuant to requirements set forth in Indiana law that pertains to construction managers as constructors, as Larson Danielson is, they are submitting to the Michigan City Public Library Board a Guaranteed Maximum Price (GMP) offer which includes all the construction services that were on the specifications for the construction phase services, project contingency, building permit, Larson Danielson’s management fees and the cost that will be required for Larson Danielson on site supervision, management and documentation for the Phase I – Youth Services Department Renovations. This is all outlined in the letter that was submitted to the Library.
This does not include furniture, equipment and architectural fees.
Mr. Oss stated that Larson Danielson is requesting, at this time, authorization to proceed and with this authorization, they will prepare an addendum to the contract that would specify this Guaranteed Maximum Price (GMP) and would include a copy of the letter that was submitted to the Library and all the appropriate references to the construction document. This will be submitted to the Library Director and Board for approval and then they would proceed. Brown & Brown will work for Larson Danielson.
Mr. Oss asked if there were any questions or concerns. He also said that they will provide supervision, coordination and documentation of the work’s progress to the Director and the Board. Mr. Glossinger asked, if this is approved, when they would be able to get started. Mr. Oss said the actual work behind the scenes would start tomorrow, including the execution of the contract with Brown & Brown. Larson Danielson will meet with Brown & Brown and their vendors to build a schedule that everyone can meet. The schedule now is to shut down the Youth Services Department either the first or second week of April and limit the amount of time to shut down that portion of the library. It will be approximately 80-90 days to get everything done. Larson Danielson will schedule a preconstruction meeting soon with Brown & Brown and necessary library staff.
The hardest work will be electrical. Mr. Glossinger said most of the Youth Services materials will be moved to a temporary location so we can keep the material available for the public.
Mr. Montgomery asked Mr. Kurt Earnst what his thoughts were on this. He said from a legal standpoint it looks good.
Mr. Montgomery asked if there were any more questions or discussion. There were none so he called for a vote for Larson Danielson to proceed with construction. Judy Lange made the motion to proceed with construction with Larson Danielson as the construction manager and Brown & Brown as the contractor. Seconded by Doug Wickstrom. All yea. No nay. Motion carried.
Motion was made by Judy Lange and seconded by Doug Wickstrom to adjourn this Special Board Meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:44 PM.
I. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ meeting was called to order by Don Montgomery, President, on Wednesday, March 28, 2018, at 2:30 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.
A. Regular Board Meeting of February, 28, 2018: Motion was made by Judy Lange and seconded by John Pugh to approve the Minutes of the regular Board Meeting of February 28, 2018, as presented. All yea. No nay. Motion carried.
B. Special Board Meeting of March 7, 2018: Motion was made by Judy Lange and seconded by John Pugh to approve the Minutes of the Special Board Meeting of March 7, 2018. All yea. No nay. Motion carried.
A. Financial Reports: The Statement of Receipts and Disbursements for the month ended February 28, 2018, shows an Operating Fund balance of $798,533.78 and a total funds balance of $4,361,309.71. The operating fund receipts for February were $37,536.97 and the disbursements were $391,483.57.
B. Approval of Bills: The revised list of warrants is increased by $6,901.54. Motion was made by Patrick Dougherty and seconded by Judy Lange to approve the revised list of warrants of March 28, 2018, in the amount of $101,475.65. All yea. No nay. Motion carried.
V. CORRESPONDENCE: Judy Lange reported that Bill and Shelley Van Atta donated $100 to the Library in memory of Marjorie Delehanty. This was placed in the Endowment Fund. United Way of Greater LaPorte County donated to our VITA program for the purchase of a new computer. The amount is $478.79 and the contact person is Dave Sisk.
VII. DIRECTOR’S REPORT: This report was submitted in the packet and will be filed with these Minutes.
Mr. Glossinger said the library is in the beginning phase of remodeling. We’ve had to move and rearrange books and materials. There is a spirit of cooperation among our staff and a willingness to help each other and the public. This represents what the staff does all the time.
The Literacy program has been active for 35 years and is very successful. Our Reference Department helps those that are looking for work. They help with online applications and with resumes. Our VITA program is helping 300 people; that is 50% more than last year. We are in the first phase of our remodeling and Mr. Glossinger thanked Andrew Smith for his organizing the moving of all the materials. He also thanked the staff from Maintenance, Technical Services and Youth Services for doing such a fine job. Mr. Glossinger said if he did not mention everyone by name, just know it is very gratifying that all our staff is so cooperative.
Mr. Glossinger continued with the statistics, our accomplishments in 2017, the financial state of the library and the goals for the library. This report will be filed with these Minutes.
A. Building and Grounds Committee Update: Approval is needed to purchase Youth Services’ furniture for the remodeling project. Motion was made by Doug Wickstrom and seconded by Judy Lange to approve the purchase of Youth Services’ furniture for the remodeling project. All yea. No nay. Motion carried.
C. Friends of the Michigan City Public Library Update: Judy Lange reported that the tickets for the Collectors Corner Breakfast are now available for sale. Mrs. Lange has tickets to sell and so does the Library’s Circulation Department. The cost of the tickets is $25 each.
A. Board approval is needed to open the Library at 10:00 AM on May 22 instead of 9:00 AM. Motion was made by Barb Holdcraft and seconded by John Pugh to open the Library at 10:00 AM instead of 9:00 AM on May 22, 2018, to have the annual staff appreciation breakfast. All yea. No nay. Motion carried. Board members are welcome.
XII. QUORUM DETERMINATION: The next regular Board meeting is Wednesday, April 25, 2018, at 2:30 PM in the Meeting Room. Those members unable to attend will inform the Library Administration office.
XII. 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.
I. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ meeting was called to order by Don Montgomery, President, on Wednesday, April 25, 2018, at 2:30 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.
III. MINUTES: Motion was made by Judy Lange and seconded by Patrick Dougherty to approve the Minutes of the regular Board Meeting of March 28, 2018, as presented. All yea. No nay. Motion carried.
A. Financial Reports: The Statement of Receipts and Disbursements for the month ended March 31, 2018, shows an Operating Fund balance of $546,862.39 and a total funds balance of $4,114,527.44. The operating fund receipts for March were $38,719.31 and the disbursements were $290,390.70.
On April 11, 2018, the Library Endowment Earnings Fund received $6,098.00 from the following Unity Foundation of LaPorte County Funds: $525.00 from the Donald Zalac M.D. Library Fund, $5,025.00 from the Michigan City Public Library Endowment Fund and $548.00 from the Library Services for the Disabled Fund.
B. Approval of Bills: The revised list of warrants is increased by $3,861.17. Motion was made by Judy Lange and seconded by Doug Wickstrom to approve the revised list of warrants of April 25, 2018, in the amount of $86,157.54. All yea. No nay. Motion carried.
V. CORRESPONDENCE: Judy Lange reported that Lynn Shoot donated $10.00 in memory of Marge Delehanty. Marianne Morrison donated $20.00 to the Library because she enjoyed the Library’s Irish music program on St. Patrick’s Day. James & Grace Bowen donated $75.00 to the Library for the VITA services they received. All these donations were placed in the Endowment Fund.
VII. DIRECTOR’S REPORT: The Youth Services Department presented many programs during Spring Break Week: the film “Coco”, “The Ugly Duckling” by Chicago’s Improv Playhouse, the return of “Hedgehog Hannah”, the exotic wild animals, hands-on family program, and a very popular program “Sand Art” which is now an annual event.
The Youth Services Department is now closed for reconstruction but relocated to the Meeting Room lobby area. Thanks to Andrew Smith’s leadership and a very cooperative staff, the shifting of materials went smoothly and efficiently. Also, notifying the public of these renovations was thorough thanks to our Public Relations and Reference Departments.
The VITA program is an important service for the public; Robin Kohn reported that there were 323 returns filed this year.
The Volunteers Luncheon was well attended and catered by Bella Bistro. The food was spectacular. Also the Collector’s Breakfast was very good and catered by Portofino’s. They also provided very good food.
Mr. Glossinger reported on a noteworthy story. A 7th grade student brought in her progress report and was proud of the fact that she has improved her reading from 60% to 100%, and her science from 62% to 100%. Her tutor is a college student at PNW, majoring in both education and science. The targeted instruction, combined with the individual attention, has truly been a benefit to this student, while providing valuable practice for the tutor.
A resume patron that Aurelia Ploutis has helped on numerous occasions found full-time employment at the Indiana State Prison. A veteran whom Michelle Burkhart has been assisting also found full-time employment in the Federal Government.
A. Building and Grounds Committee Update: No report.
C. Friends of the Michigan City Public Library Update: Judy Lange reported that the Collector’s Breakfast is a fun program and successful but attendance is dwindling. Only 44 attended and we made about $200. Sixty-five would be a good number of people to have in attendance.
X. PUBLIC COMMENTS: No report.
Judy Lange thanked the staff for the wonderful volunteer luncheon and said it was very good.
XII. QUORUM DETERMINATION: The next regular Board meeting is Wednesday, May 23, 2018, at 2:30 PM in the Meeting Room. Any member unable to attend will inform the Library Administration office.
XIII. ADJOURNMENT: Motion was made by Patrick Dougherty and seconded by Doug Wickstrom to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:45 PM.
I. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ meeting was called to order by Don Montgomery, President, on Wednesday, May 23, 2018, at 2:30 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.
III. MINUTES: Motion was made by Judy Lange and seconded by Doug Wickstrom to approve the Minutes of the regular Board Meeting of April 25, 2018, as presented. All yea. No nay. Motion carried.
A. Financial Reports: The Statement of Receipts and Disbursements for the month ended April 30, 2018, shows an Operating Fund balance of $395,088.33 and a total funds balance of $3,951,874.33. The operating fund receipts for April were $38,185.33 and the disbursements were $189,959.39.
B. Approval of Bills: The revised list of warrants is increased by $10,873.57. Motion was made by Barb Holdcraft and seconded by Judy Lange to approve the revised list of warrants of May 23, 2018, in the amount of $94,306.09. All yea. No nay. Motion carried.
V. CORRESPONDENCE: Judy Lange reported that Barb and Charles Wendt donated $100 to the Library in memory of Bill Glenday. This was placed in our Endowment Fund. A book plate will be placed in a book of their choice. Gloria Girard donated $20 to the Endowment Fund to honor Lorraine Ginthner on her 90th birthday. A book plate will be placed in a book of her choice. Larry and Ilene Satkoski donated $3,637.00 to purchase a Carlisle Settee in memory of Marge Delehanty. This settee will be placed in our new Youth Services Department. Mrs. Romona Hay donated $500 to the Library through the Unity Foundation. This was placed in our Endowment Earnings Fund. Judy Lange thanked all who donated.
VII. DIRECTOR’S REPORT: Andrew Smith reported that the construction work is on schedule. He invited the Board members to take a tour after this meeting. The report was submitted in the packet and will be filed with these Minutes.
A. Building and Grounds Committee Update: No meeting. Doug Wickstrom did report the remodeling is progressing very well.
B. Budget and Finance Committee Update: No meeting.
C. Friends of the Michigan City Public Library Update: Judy Lange reported the Collectors’ Breakfast netted the Friends $365.00. Mrs. Lange also thanked the Board members for everything they do and reminded them to please join.
D. Policy and Procedures Committee Update: No meeting.
E. Personnel Committee Update: No meeting.
XI. BOARD COMMENTS: Board members thanked Mr. Glossinger and Mr. Smith for the appreciation breakfast they had yesterday at the library. It was very good.
XII. QUORUM DETERMINATION: The next regular Board meeting is Wednesday, June 27, 2018, at 2:30 PM in the Meeting Room. Any member unable to attend will inform the Library 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.
I. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ meeting was called to order by Don Montgomery, President, on Wednesday, June 27, 2018, at 2:30 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.
III. MINUTES: Motion was made by Judy Lange and seconded by John Pugh to approve the Minutes of the regular Board Meeting of May 23, 2018, as presented. All yea. No nay. Motion carried.
A. Financial Reports: The Statement of Receipts and Disbursements for the month ended May 31, 2018, shows an operating fund balance of $231,462.64 and a total funds balance of $3,784,457.75. The operating fund receipts for May were $37,752.56 and the disbursements were $201,378.25.
$1,507,801.86 for General Property Tax, $62,917.41 for License Excise Tax, $4,413.53 for Financial Institutional Tax and $6,713.00 for CVET Tax. These four amounts, totaling $1,581,845.80 were transferred via ACH electronic payment into our bank account on June 22, 2018.
Also, on June 25, 2018, the Library received $2,500 from the Blue Chip Wagering Tax Distribution.
2018 Money owed to the Library Rainy Day Fund is $1,100,000.
B. Approval of Bills: The revised list of warrants is increased by $8,564.16. Note: The invoice for Larson-Danielson Construction Company is included in the list of warrants in the amount of $216,500.00. Motion was made by Mike Wilkerson and seconded by Judy Lange to approve the revised list of warrants June 27, 2018, in the amount of $321,723.19. All yea. No nay. Motion carried.
V. CORRESPONDENCE: Judy Lange reported that the Duneland Stamp Club donated $100. This was placed in our Endowment Fund. Mr. William Walsko is the contact person. American Association of University Women donated to the Library’s Endowment Fund Honoree Program $50 in memory of Mary Christy. President Julie Krieghbaum is the contact person. Suburban Estates Homeowners Assn. donated $50. This was placed in our Endowment Fund. Ms. Manning and Ms. Schwartz are the contacts. Kappa Kappa Kappa, Inc. donated $40. This was placed in our Endowment Fund. Ms. Elizabeth Armstrong is the contact person.
C. Friends of the Michigan City Public Library Update: July meeting was cancelled. The next meeting will be in September.
XI. BOARD COMMENTS: No comments.
XII. QUORUM DETERMINATION: The next regular Board meeting is Wednesday, July 25, 2018, at 2:30 PM in the Meeting Room. Any member unable to attend will inform the Library 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 2:35 PM.
I. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ meeting was called to order by Don Montgomery, President, on Wednesday, July 25, 2018, at 2:30 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.
II. PUBLIC COMMENTS: Lori Richardson introduced new employee Jonathan Lovett who helps with programming and the new Makerspace. He was welcomed by the Board.
III. MINUTES: Motion was made by Judy Lange and seconded by John Pugh to approve the Minutes of the regular Board Meeting of June 27, 2018, as presented. All yea. No nay. Motion carried.
A. Financial Reports: The Statement of Receipts and Disbursements for the month ended June 30, 2018, shows an operating fund balance of $1,591,890.31 and a total funds balance of $4,967,004.49. The operating fund receipts for June were $1,623,347.59 and the disbursements were $262,919.92.
Enclosed in the packet is the proposed 2018 budget dates that will be presented and discussed with Kurt Ott, DLGF Budget Field Representative, on August 7, 2018. The 2019 budget will be sent to Board Members on August 17, 2018.
B. Approval of Bills: The revised list of warrants is increased by $3,556.53. Motion was made by Patrick Dougherty and seconded by Judy Lange to approve the revised list of warrants of July 25, 2018, in the amount of $259,950.32. All yea. No nay. Motion carried.
August 7, 2018 – Don and Chip to meet with DLGF.
August 17, 2018 – 2019 Budget sent to Board Members.
August 22, 2018 – Finance/Budget Committee meet prior to August 22 Board Meeting.
August 22, 2018 – Review 2019 budget and approve Gateway Form 3 at Board Meeting.
August 31, 2018 – Online Submission of Libraries Gateway Form 3, which will serve as notice to taxpayers of Library’s public hearing for the 2019 Budget.
September 26, 2018 – Public Hearing before Board Meeting.
October 24, 2018 – Adopt 2019 Budget at regular Board Meeting.
October 26, 2018 – 2019 Budget submitted to DLGF through Gateway web site.
A. Building and Grounds Committee Update: Doug Wickstrom reported that the Committee will be meeting in the next couple of months to recap the remodeling of the Youth Services Department and to discuss the next phase of the remodeling project.
B. Budget and Finance Committee Update: Mike Wilkerson and members, Barbara Holdcraft and Patrick Dougherty, will meet on August 22, 2018, at 1:45 PM in the Meeting Room to discuss the 2019 budget.
C. Friends of the Michigan City Public Library Update: The next meeting will be in September.
D. Policy and Procedures Committee Update: John Pugh and members, Doug Wickstrom and Judy Lange, will meet on August 22, 2018, at 2:00 PM to discuss Makerspace policies.
E. Personnel Committee Update: Judy Lange and members, Barbara Holdcraft and Patrick Dougherty, will meet on August 22, 2018, at 2:15 PM.
XII. QUORUM DETERMINATION: The next regular Board meeting is Wednesday, August 22, 2018, at 2:30 PM in the Meeting Room. Any member unable to attend will inform the Library Administration office.
XIII. ADJOURNMENT: Motion was made by Patrick Dougherty and seconded by Judy Lange to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:40 PM.
I. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ meeting was called to order by Don Montgomery, President, on Wednesday, August 22, 2018, at 2:30 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.
III. MINUTES: Motion was made by Judy Lange and seconded by John Pugh to approve the Minutes of the regular Board Meeting of July 25, 2018, as presented. All yea. No nay. Motion carried.
A. Financial Reports: The Statement of Receipts and Disbursements for the month ended July 31, 2018, shows an operating fund balance of $1,260,229.80 and a total funds balance of $4,625,350.13. The operating fund receipts for July were $40,446.80 and the disbursements were $372,107.31.
On July 2, 2018, the Library Endowment Earnings Fund received $2,309.97 from the IMA Investment Fund and $3,721.37 from the Endowment Investment Fund. These amounts represent second quarter 2018 distributions. Year to date IMA and Endowment Investment funds distributed is $16,383.86 into Endowment Earnings Fund.
B. Approval of Bills: The revised list of warrants is increased by $8,284.06. Motion was made by Judy Lange and seconded by Pat Dougherty to approve the list of warrants of August 22, 2018, as presented. Mr. Dougherty asked what Fun Express is. It was explained that it is a vendor that the Youth Services Department uses for many of its programming supplies. A vote was called. All yea. No nay. Motion carried. The revised list of warrants in the amount of $93,749.52 was approved.
C. Review 2019 Proposed Budget: The public hearing of the Library’s 2019 Budget will take place at a special Board meeting on September 12, 2018 at 2:30 PM in the Michigan City Public Library meeting room. This special Board meeting will be announced to the public on the DLGF Gateway web site via form No. 3 Notice to Taxpayers. Form No. 3 will be submitted to the Gateway web site on August 24, 2018, after the August 22, 2018, Board meeting.
The Library’s 2019 appropriated expenditures do not exceed the State’s 3.4% growth quotient over the 2018 budget, making the Library a non-binding unit.
The second year of the three year Master Plan Project lead by Product Architecture & Design is included in the 2019 Expenditure Budget. $225,640 is included in the Library’s General Operating Fund under the Misc. Bldg. & Structure expenditure account and $324,360 is included in the Library’s Improvement Reserve Fund expenditure. Total second year Master Plan budget is $550,000.
The Library Board will be asked to adopt the 2019 Library Budget at the September 26, 2018, meeting. After adoption, the final 2019 Library Budget will be submitted into the DLGF Gateway web site. The schedule for the 2019 budget is about a month earlier as per State mandate.
Patrick Dougherty commended Edward Claussen and Tamara Ansell on the fine work they did on the budget and warrants. The other Board members agreed.
A. Building and Grounds Committee Update: Doug Wickstrom reported that the committee will meet on September 5, 2018, at 2:00 PM to review the 1st phase of the Master Plan and preliminary ideas for Phase 2.
B. Budget and Finance Committee Update: The Committee met today to discuss the 2019 budget. The details were covered under Financial Reports.
C. Friends of the Michigan City Public Library Update: Judy Lange reported the next meeting is September 5, 2018.
The Makerspace contains a wide variety of equipment and technology to allow guided exploration through classes and programs and individual projects. The Makerspace supports learning and imagination through hands-on activities.
The Committee members discussed the three policies relating to the new area. John Pugh made a motion to approve these policies as amended by legal counsel. The documents are: “Makerspace Use and Release of Liability Agreement”; “3D Printing: Safety and Guidelines Policy” and “Makerspace General Guidelines”. Judy Lange seconded the motion to approve these documents. All yea. No nay. Motion carried.
E. Personnel Committee Update: Judy Lange reported that this Committee also met today to discuss two positions. Judy Lange made a motion to re-classify Youth Services Specialist III Graphics & Multi-Media Technician position to Youth Services Specialist IV position. This re-classification was seconded by John Pugh. All yea. No nay. Motion carried.
Motion was made by Judy Lange and seconded by John Pugh to re-classify employee John Kintzele from Security Guard to Head of Security Specialist III, a permanent half-time position paid at the rate of $21.00 an hour, and attached to the Reference Department. This re-classification to begin August 26, 2018. All yea. No nay. Motion carried.
A. Announcing the Open house on September 26 for the remodeled Youth Services area from 3:00 to 6:00 PM. Dedication will be at 4:00 PM. This will be a good event for the library. We will invite local dignitaries, speeches will be made and ribbon cutting at 4:00 PM. We will have demonstrations of the new activities: puppet theater, Makerspace, and baby talk. Refreshments will be available.
XII. QUORUM DETERMINATION: The next regular Board meeting is Wednesday, September 26, 2018, at 2:30 PM in the Meeting Room. Any member unable to attend will inform the Library Administration office. Also, there will be a Special Board Meeting for a Public Hearing of the 2019 budget on September 12, 2018, at 2:30 PM.
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 2:49 PM.
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 12, 2018, at 2:30 PM. This special meeting was held in accordance with the Indiana Open Door Law.
2. PUBLIC HEARING: A quorum of the Library Board exists for this Public Hearing for the proposed 2019 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 12, 2018, at 2:30 PM.
Mr. Claussen stated that the DLGF requested us to move the budget process along sooner to make it easier for DLFG which is a month ahead of last year.
3. ADJOURNMENT: Motion was made by Judy Lange and seconded by John Pugh to adjourn this Special Board Meeting for the Public Hearing. All yea. No nay. Motion carried. This Public Hearing adjourned at 2:33 PM.
I. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ meeting was called to order by Don Montgomery, President, on Wednesday, September 26, 2018, at 2:30 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.
A. Regular Board Meeting Minutes of August 22, 2018: Motion was made by Patrick Dougherty and seconded by Barbara Holdcraft to approve these Minutes as presented. All yea. No nay. Motion carried.
B. Special Board Meeting Minutes of September 12, 2018, for Public Hearing of the 2019 Budget. Motion was made by Patrick Dougherty and seconded by Barbara Holdcraft to approve these Minutes as presented. All yea. No nay. Motion carried.
A. Financial Reports: The Statement of Receipts and Disbursements for the month ended August 31, 2018, shows an operating fund balance of $1,026,347.00 and a total funds balance of $4,398,362.63. The operating fund receipts for August were $42,434.01 and the disbursements were $276,316.81.
B. Approval of Bills: The revised list of warrants is increased by $6,401.85. Motion was made by Patrick Dougherty and seconded by Barbara Holdcraft to approve the revised list of warrants of September 26, 2018, in the amount of $254,738.03. All yea. No nay. Motion carried.
C. Adopt 2019 Budget: Budget Form No. 4 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, 2019 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.
Motion was made by Barbara Holdcraft and seconded by Mike Wilkerson to adopt the 2019 budget as presented. All yea. No nay. Motion carried. The Board signed schedule 4. Don Glossinger and Edward Claussen will submit all budget schedules to the State of Indiana, the DLGF and the LaPorte County Auditor’s office via the Indiana Gateway web site.
D. Other: 2018 Money owed to the Library Rainy Day Fund is $1,100,000.
V. CORRESPONDENCE: Barbara Holdcraft reported the following Writing Out Loud donations: Rita Bayer, $25; Patricia Carlisle, $100; Cleo Brodsky-Juhasz, $27; Marilyn & Loren Hecker, $100; Ted & Lynn Zieke, $25; Jo Pilecki and Dan Tannas, $50; Janet Toyra-Smith, $25; Jackie Kean, $50; Glen & Nancy McGeady, $25. September total donations were $427.00. Total August donations were $1,450.00. The total Writing Out Loud donations for 2018 are $1,877.00.
Diana Taylor donated $40 in appreciation for resume assistance.
VII. DIRECTOR’S REPORT: The report was submitted in the packet. It will be filed with these Minutes.
A. Building and Grounds Committee Update: An informational meeting was held. No report.
C. Friends of the Michigan City Public Library Update: No meeting.
IX. NEW BUSINESS: The Open House for the remodeled Youth Services area will be from 3:00 to 6:00 PM today. Ribbon cutting and dedication will be at 4:00 PM. Refreshments will be available. Lori Richardson said there are photo books displaying the progress of the project.
XII. QUORUM DETERMINATION: The next regular Board meeting is Wednesday, October 24, 2018, at 2:30 PM in the Meeting Room. Any member unable to attend will inform the Library Administration office.
XIII. ADJOURNMENT: Motion was made by Patrick Dougherty and seconded by Barbara Holdcraft to adjourn this meeting. All yea. No nay. Motion carried. This meeting adjourned at 2:40 PM.
I. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ meeting was called to order by Don Montgomery, President, on Wednesday, October 24, 2018, at 2:30 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.
III. MINUTES: Motion was made by Judy Lange and seconded by John Pugh to approve the regular Board Meeting Minutes of September 26, 2018, as presented. All yea. No nay. Motion carried.
A. Financial Reports: The Statement of Receipts and Disbursements for the month ended September 30, 2018, shows an operating fund balance of $693,924.40 and a total funds balance of $4,060,408.40. The operating fund receipts for September were $39,201.94 and the disbursements were $371,624.54.
At the end of the third quarter of the 2018 year, our remaining expenditure balance should be 25%; we are at 29.31% expenditure remaining for the 2018 year budget.
Our current forecasted end of the year cash balance is estimated at $159,165.03.
2018 Money owed to the Library Rainy Day Fund is $1,100,000. This will be paid at the end of the year.
B. Approval of Bills: The revised list of warrants is increased by $8,230.11. Motion was made by Judy Lange and seconded by John Pugh to approve the revised list of warrants of October 24, 2018, in the amount of $90,002.69. Patrick Dougherty asked what Fun Express is. This is a vendor that Youth Services uses for many of their crafts and supplies for their programs. A vote was called. All yea. No nay. Motion carried.
V. CORRESPONDENCE: Judy Lange reported Ruth Mokrycki donated $20 to the honoree program in memory of Eric Mokrycki.
VII. DIRECTOR’S REPORT: This report was submitted in the packet. It will be filed with these Minutes.
A. Building and Grounds Committee Update: Doug Wickstrom is chairperson; Mike Wilkerson and John Pugh are members. A meeting is scheduled for November 28, 2018, at 2:00 PM.
E. Personnel Committee Update: Judy Lange is chairperson; Barb Holdcraft and Patrick Dougherty are members. A meeting is scheduled for November 28, 2018, at 2:15 PM.
A. Board of Trustees 2019 Board Meeting dates and time: The meetings are held on the 4th Wednesday each month, except that November and December’s will be the 3rd Wednesday because of the holidays. The meetings are held at 2:30 PM in the Library Meeting Room. Motion was made by Barb Holdcraft to approve of the 2019 Board Meeting dates and time. Judy Lange seconded the motion. All yea. No nay. Motion carried.
B. Library 2019 Holiday and Summer Sunday Closings: Motion was made by Judy Lange and seconded by John Pugh to approve the 2019 Library holiday closings, Summer Sunday closings and the three comp time holidays. All yea. No nay. Motion carried.
XI. BOARD COMMENTS: Judy Lange commented that she and her husband brought their grandchildren to the library last week and into the Makerspace. There was so much to do and the kids had a great time. The staff were very helpful and enthusiastic in the new area.
Don Montgomery commented the Open House was well attended.
XII. QUORUM DETERMINATION: The next regular Board meeting is Wednesday, November 28, 2018, at 2:30 PM in the Meeting Room. Any member unable to attend will inform the Library 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 2:38 PM.
I. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ meeting was called to order by Don Montgomery, President, on Wednesday, November 28, 2018, at 2:30 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.
III. MINUTES: Motion was made by Judy Lange and seconded by John Pugh to approve the regular Board Meeting Minutes of October 24, 2018, as presented. All yea. No nay. Motion carried.
A. Financial Reports: The Statement of Receipts and Disbursements for the month ended October 31, 2018, shows an operating fund balance of $523,941.96 and a total funds balance of $3,888,239.06. The operating fund receipts for October were $39,471.24 and the disbursements were $209,453.68.
On October 1, 2018, the Library Endowment Earnings Fund received third quarter 2018 dividends and interest of $5,738.83 from the Endowment Investment Fund ($3,358.37) and IMA Fund ($2,380.46). Year to date the Endowment Earnings Fund has received $22,122.69 from both investment funds.
B. Approval of Bills: The revised list of warrants is increased by $4,075.01. Motion was made by Judy Lange and seconded by Doug Wickstrom to approve the revised list of warrants of November 28, 2018, in the amount of $104,329.67. All yea. No nay. Motion carried.
C. Other: Mr. Claussen reported that a transfer of $1,344.89 was made from the Endowment Trust Fund to the Endowment Investment Fund. This amount is from donations throughout the year.
V. CORRESPONDENCE: Judy Lange reported that Patrick Dougherty donated $25 to the Library Endowment Fund. Ms. Sylvia Wilkins donated $20 to the Library honoring Dorothea Liddell for Christmas. Ms. Liddell will have a name plate on the inside cover of a book of her choice. Thank you. Donations are appreciated.
A. Building and Grounds Committee Update: Doug Wickstrom reported that the Committee met at 2:00 PM today to discuss the proposal from Product Architecture + Design for the second phase of the remodeling project. The project is to provide full architectural and engineering services for the renovation of the existing adult services area including new study rooms, reconfiguration of the adult services work room, computer lab, and Indiana Room, along with new carpet and a fire alarm system for the entire building. Motion was made by Doug Wickstrom to accept Product Architecture + Design proposal in the amount of $56,000. Seconded by John Pugh. All yea. No nay. Motion carried. The bidding process will begin in July, 2019.
B. Budget and Finance Committee Update: Edward Claussen reported that the Library received the form 1782 from the DLGF which is a written approval of our 2019 budget. It was signed and sent back yesterday.
C. Friends of the Michigan City Public Library Update: Judy Lange reported that the Friends met and are continuing with the Collectors Breakfast which will be held April 20.
E. Personnel Committee Update: Judy Lange reported that the Committee met today at 2:15 PM. Judy Lange made a motion to give a three percent across the board raise for all employees, except for anyone who would move beyond their pay range. In this case, the employee will receive a one-time payout (calculated for a year) for any amount of the three percent raise that cannot fit into their range, beginning the pay period November 18, 2018 to December 1, 2018, to be paid December 7, 2018. Motion was seconded by Barb Holdcraft. All yea. No nay. Motion carried.
F. Nominating Committee: Don Montgomery appointed Judy Lange, Doug Wickstrom and John Pugh to the Nominating Committee. They will bring nominees for the 2019 officers to the December 19 Board meeting.
A. Board Trustee By-Laws: These were handed out to each Board member to review. Any recommendations should be given to the Policies and Procedures Committee by December 19. These are to be reviewed annually.
XI. BOARD COMMENTS: No comments from the Board members. Don Glossinger is asking that we encumber all available money at the end of this year. If we have to come back in January to reduce the estimate, we can do that.
The Library’s lawyer approved of this suggestion.
XII. QUORUM DETERMINATION: The next regular Board meeting is Wednesday, December 19, 2018, at 2:30 PM in the Meeting Room. Any member unable to attend will inform the Library Administration office.
XIII. 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 2:47 PM.
I. CALL TO ORDER: The Michigan City Public Library Board of Trustees’ meeting was called to order by Don Montgomery, President, on Wednesday, December 19, 2018, at 2:30 PM. This regularly scheduled meeting was held in accordance with the Indiana Open Door Law.
III. MINUTES: Motion was made by John Pugh and seconded by Judy Lange to approve the regular Board Meeting Minutes of November 28, 2018, as presented. All yea. No nay. Motion carried.
A. Financial Reports: The Statement of Receipts and Disbursements for the month ended November 30, 2018, shows an operating fund balance of $342,959.32 and a total funds balance of $3,706,694.29. The operating fund receipts for November were $38,261.32 and the disbursements were $219,243.96.
As of this date, we have not received any indication when we will receive our second draw from the County Auditor. In the past, we have received it about December 20th or 21st.
2018 money owed to the Library Rainy Day Fund. The amount of $1,100,000 will be transferred in December 2018 from Operating Fund back to Rainy Day Fund when we receive our second draw from the County Auditor.
B. Approval of Bills: The revised list of warrants is increased by $14,061.16. Motion was made by Judy Lange and seconded by John Pugh to approve the revised list of warrants of December 19, 2018, in the amount of $82,857.25. All yea. No nay. Motion carried.
Presented to the Michigan City Public Library Board, read in full and adopted this 19th day of December, 2018. Motion was made by Judy Lange and seconded by Doug Wickstrom to approve the encumbrances of the operating fund totaling $227,170.95. 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.
Motion was made by Judy Lange and seconded by John Pugh to approve this resolution to transfer funds within the Library Operating Fund. All yea. No nay. Motion carried.
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 2, 2019, to maintain a positive cash balance in the Operating Fund for the first half of 2019.
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 2018 pay 2019 Property Tax Draw is received. Motion was made by Judy Lange and seconded by John Pugh to approve of Rainy Day Fund transfer to Operating Fund. All yea. No nay. Motion carried.
F. Employee Pay Ranges: There were no changes in the pay ranges this year. Motion was made by John Pugh and seconded by Judy Lange to approve the employee pay ranges as presented. All yea. No nay. Motion carried.
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).
BE IT FURTHER RESOLVED, that this fee will remain in effect until such time that the library board passes a new nonresident fee resolution.
DULY ADOPTED by the Board of Trustee of the Michigan City Public Library at its regular meeting held on the 19th day of December, 2018, at which meeting a quorum was present. Motion was made by John Pugh and seconded by Mike Wilkerson to approve this Resolution for the Nonresident Fee to be set at $92.00. All yea. No nay. Motion carried.
V. CORRESPONDENCE: Judy Lange reported that Elaine Finnegan donated $325 to the Endowment Honoree Fund in memory of Marilyn and J. Roger Wallace. Walter and Janiece Barbknecht donated $50 to the Library. This was deposited in the Endowment Fund. Matthew Lundy and Kirk Lundy donated $50 to the Endowment Honoree Fund in memory of J. Roger Wallace.
A. Building and Grounds Committee Update: No meeting.
C. Friends of the Michigan City Public Library Update: Judy Lange reported the next meeting is January 2. The date of the Collectors Breakfast has been changed to April 27.
1. Trustee By-Laws to be reviewed annually. John Pugh reported that the Committee met today at 2:00 PM and reviewed the By-Laws of the Board of Trustees. Removed from the By-Laws was the position of Assistant Secretary and the position of Secretary was revised. John Pugh made a motion to accept the revised By-Laws of the Board of Trustees as presented. Seconded by Judy Lange. All yea. No nay. Motion carried.
2. Annual Resolution for Internal Control Procedures. John Pugh reported that the Committee met right before the Board meeting to make minor changes to the Internal Control Procedures. The procedures for the budget were changed by taking out certain times to have the budget hearing and budget approval as we do not know when the State will mandate when the budget is to be approved by the Board. Also, petty cash was raised to $400 as Fifth Third Bank is no longer next door to the Library. Petty cash will now supply Circulation and Reference with change. Motion was made by John Pugh and seconded by Judy Lange to approve of these changes in the Internal Control Procedures. All yea. No nay. Motion carried.
There are two additional items that were presented by Don Glossinger. The first item is Meeting Room Use and the second is employee sick day policy.
Don Glossinger reported that many groups need to use the Meeting Room more than twice a year and the Meeting Room use is one of the most popular services we offer and we want to expand that service. Motion was made by John Pugh and seconded by Judy Lange to change the Meeting Room use policy from twice a year to four times a year per group. All yea. No nay. Motion carried.
John Pugh reported that it was recommended to change the current sick day policy upon returning to work. Don Glossinger said we want to encourage people not to hurry back to work, especially with colds and flu, and get others sick. Motion was made by John Pugh and seconded by Doug Wickstrom to change the current sick day policy when a doctor’s excuse is required to return to work from after the third day to after the fifth day. All yea. No nay. Motion carried.
F. Nominating Committee Update: Judy Lange reported that the Committee agreed to continue with the same officers this year as we had last year. Motion was made by Judy Lange and seconded by Mike Wilkerson to approve of the following Officers of the Board for 2019: President is Don Montgomery; Vice President is Doug Wickstrom; and Secretary is Judy Lange. All yea. No nay. Motion carried.
A. Approval needed for Discretionary Budget: Don Glossinger reported on the Discretionary Budget for 2019: Adult Programming is $16,800; Youth Services Programming is $15,000; Staff Appreciation is $2,900; and Miscellaneous is $3,300 for a total of $38,000. Motion was made by Judy Lange and seconded by Doug Wickstrom to approve the Discretionary Budget as presented. All yea. No nay. Motion carried.
XII. QUORUM DETERMINATION: The next regular Board meeting is Wednesday, January 23, 2019, at 2:30 PM in the Meeting Room. Any member unable to attend will inform the Library 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 2:52 PM.

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