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CUTPL Board Minutes for December 2007

Dec. 4th Board Meeting Minutes

Dec. 13th Board Meeting Minutes

Dec. 20th Meeting Room Minutes

Dec. 20th Board Meeting Minutes

Culver Union Township Public Library

Board Meeting

December 4, 2007

Public Meeting

Call to Order: 7:02 p.m.

Adjourn: 7:55 p.m.

Established quorum

Participants: Ron Cole, Kathleen Kline, Rebecca Church, Rita Lawson, Peg Schuldt, Phil Mallory, Carol Jackson (Director) and Gene Chipman (Attorney)

Absent: Dave Campbell

Secretary’s Report:

Phil made a motion to accept the Nov. 13, 2007 meeting minutes – Peg seconded the motion. The motion passed.

Treasurer’s Report:

Tax Draw: The plan is by the end of December, we will have our entire year’s draw. The last draw was in December 2006. The Library has not used any LIRF funds. The monies have been taken out of Trust funds, Rainy Day & Operating funds. The draw will sift all the monies back into the operating funds. Carol reported she hoped to receive the next draw in June 2008.

State Board of Accounts: The State is in the process of developing a financial report on-line for governmental entities.

Renew bond for Rebecca Church as treasurer for the Library Board.

A motion was made by Rita Lawson to accept the Treasurer Report, Rebecca seconded the motion. The motion passed.

Director’s Report:

Play Away books. Will be available for checkout.

E-rate for the phone. The E-rate allows the Library to participate in a cell phone plan. Monthly charge for 420 minutes per employee on a 5 employee plan at $132.46. The Library would receive 70% back. The plan is government-sponsored plan.

December 9th: Potluck for staff and Board at 1:00 p.m.

Open House: December 11th at 6:30 p.m.

Annual Report meeting: December 13th. The State Library training for Directors.

Rita Lawson organized group to scan books beginning Wednesday, December 5th at 9:00 a.m.

24-hour scrap booking club met – eight people attended. It was a success!

Moving furniture, etc. out of the boiler room until the storage building is completed. May have to upgrade storage room, if needed. Weather is affecting

New Business:

Carol and Allie are working on fine letters. Some of the materials are from 2004. Will begin making phone calls to patrons on late notices.

Public Library Conference (PLA): Carol Jackson and Linda Thorne would like to attend. The cost is $260. The dates: March 25-28th. Will be tabled until January 2008.

Troyer Group: The bids for the meeting room are due on Dec. 13th at noon. The Board meets with Troyer on Dec.13th at 7:00 p.m. Will open the bids – and go through and make a list in money order. Troyer will take three top bids back to Troyer – and will check each bid. On Dec. 20, at 7:00 p.m., The Troyer Group will make their recommendation to the Board. They can begin construction in January 2008. Both meetings will be public.

End of the year finance meeting on December 20th after the Troyer meeting.

Education reimbursement:

Teresa Hudson, Library employee.

Teresa requested the Library to pay for two classes towards her Library Technical Assistance degree at IUPUI/Ivy Tech.

In anticipation for the upcoming certification changes: professional development. Reference, circulation and inter-library loan. The class will also focus on increasing her working knowledge of resources in print and on-line.

Phil made a motion to pay for the two classes for Teresa at Ivy Tech, Peg seconded the motion. The motion passed. Each class is approx. $320.00. The board agreed future requests by employees to exceed the one class per semester class, will be decided on a case by case basis.


Culver Union Township Public Library Meeting

Board Meeting

December 13, 2007

Members Present: Rebecca Church, Ron Cole, Peggy Schuldt, Phil Mallory, Carol Jackson, Director, and Paulette Bentley, Rep from the Troyer Group

The Culver-Union Township Public Library Board met on December 13th, 2007 in a public meeting to open bids for the upcoming construction project.

Sealed bids were opened by Ron Cole, President. Carol Jackson, Director read the bids.

The bids were made as follows: (appear from lowest to highest)

The bids and supporting documents were given to Paulette Bentley in their entirety to be reviewed by the Troyer Group.

The Troyer Group will be reviewing bids and will return them with their recommendation for the project contractor at the December 20, 2007 meeting.

Meeting Adjourned

Submitted Carol Jackson

Culver Union Township Public Library Meeting

Board Meeting

December 20, 2007

Members present: Ron Cole, Phil Mallory, Kathleen Kline, Rebecca Church Gene Chipman, Attorney and Carol Jackson, Director

Absent: Peg Schuldt. Dave Campbell & Rita Lawson

Call to Order: 6:10 p.m

Adjourn: 6:50 p.m.

Established Quorum.

Reading of December 13, 2007 meeting notes. Phil made a motion to accept the minutes – Ron, seconded the motion, the motion passed.

Sean Frederick, Troyer Group, requested the Board accept the lower bid from DT Construction. A number of issues will be decided at the pre-construction meeting. Hope to begin construction the week of January 8th – and to expect to complete within 2-3 months.

One of the concerns presented by Mr. Frederick was the existing plumbing and electrical concerns - and these concerns would be the same with any winning bidder on this project.

Performance and payment bonds are included in contract.

Culver Union Township Public Library

Board Meeting

December 20, 2007

Call to Order: 7:13 p.m.

Adjourn: 8:12 p.m.

Members present: Ron Cole, Phil Mallory, Kathleen Kline, Dave Campbell, Rita Lawson Rebecca Church Gene Chipman, Attorney and Carol Jackson, Director

Absent: Peg Schuldt

Established Quorum.

A motion to accept the DT Construction bid of $63,198 was made by Phil – seconded by Rita Lawson. The motion passed.

Carol reported on the year to date disbursements. There were some inconsistencies as the year closed. Carol met with Larry Cunningham – and due to the books not being closed until late January 2007, it flipped the balances to 2006.

Phil made a motion made to accept new salary schedule – Kathleen seconded the motion. The motion passed.

Rita made a motion to establish a non-resident fee – Dave seconded the motion. The motion passed.

Dave made a motion for a resolution to borrow from the Library Fund in order for bills to be paid before the public board meetings, Kathleen seconded the motion. The motion passed.

Dave made a motion to borrow from LIRF fund to cover operating expenses in the event the Library does not receive its tax draw – no more than $50,000 – Rita seconded the motion. The motion passed.

Phil made a motion to allow Director/book keeper the authority to balance all accounts in accordance with State Audit requirements – it was seconded b y Rita. The motion passed.

Dave made a motion to transfer balance of Levy Access Fund to Operating Fund ($8,000) – Ron seconded the motion. The motion passed.

Rita made a motion to increase copy fees from 10 cents to 25 cents – Phil seconded the motion. The motion passed.

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