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CUTPL Board Minutes for September 2008

September 9th Executive Session

September 9th Board Meeting

September 16th Executive Session

September 16th Board Meeting

September 23rd Budget Meeting

Culver Public Library

Executive Session Minutes

September 9th, 2008

Date: September 9, 2008

Time: 6:30 p.m.

Ending Time: 7:09 p.m.

Place: Library Meeting Room

Members: Present: Ron Cole, Melanie Robertson, Rita Lawson, Peg Schuldt, Carol Saft and Al Nyby

Absent: David Campbell

Colleen Carpenter Rowe has submitted her resume for the full time position of director of the library. She has been approved as interim director with a salary of $35,000 retro-active to August 12, 2008.

David Campbell has submitted his letter of resignation from the board. This position will be filled by Marshal County Council. James Hahn has submitted his letter to be on the board in this position.

Respectfully submitted,

Carol Saft Secretary

Culver Public Library

Board Meeting Minutes

September 9th, 2008

Public Meeting for 2009 Budget

Date: September 9, 2008

Time: 7:10 p.m. Ending Time: 8:35 p.m. Place: Culver Public Library Meeting Room

Members: Present: Ron Cole, Melanie Robertson, Rita Lawson, Al Nyby, Peg Schuldt, Carol Saft

Absent: David Campbell

The meeting was called to order and a quorum was established. Copies of the budget were distributed to the board members and public discussion was opened. Some issues discussed by the board members and the public were as follows:

On another issue, the board members agreed that the policies of the Culver Library need to be brought up to date with a look at education reimbursement.

The next meeting will be September 23rd for the approval of the budget.

A note from the secretary: The budget was signed by members of the board but some individual signed the name of Carol Saft without her knowledge or approval. This is a legal document and all signatures need to be original signatures.

Respectfully submitted,

Carol Saft Secretary

Culver Public Library

Executive Session Minutes

September 16th, 2008

Date: September 16, 2008

Place: Library Meeting Room

Time: 6:05 p.m. Ending Time: 6:30 p.m.

Attendance: Ron Cole, Al Nyby, Rita Lawson, Melanie Robertson, Peg Schultz, Carol Saft

Absent: David Campbell

Colleen Carpenter will be offered the job as interim director for a maximum of 3 months at a salary based on $35,000 a year.

The resignation of David Campbell was read and will be presented at the public meeting.

A new attorney for the board is needed. Carol Saft will speak to Ron Gifford to see if he is interested in representing the library or knows of an attorney who would be interested. The discussion of speaking to the Gene Chipman, the attorney now representing the library, was discussed. Colleen will call other libraries to see how they pay and use attorneys.

Culver Public Library

Board Meeting Minutes

September 16th, 2008

Date: Sept. 16, 2008

Time: 7:00 p.m. Ending Time: 8:35 p.m. Place: Library Meeting Room

Members: Ron Cole, Al Nyby, Melanie Robertson, Rita Lawson, Peg Schultz, Carol Saft and Colleen Carpenter, Interim Director

Absent: David Campbell

Meeting was called to order with a quorum established. The minutes from Aug. 19 and Sept. 9th were read and approved.

Treasurer Report: $75,000 needs to be transferred from LIRF to Operating Funds until the new distribution is received. Approved

Financial report was distributed. There is still a question as to why the cell phone bill is so high. Carol Saft will look at the monthly bills to establish what the cell phone is being used for and what features the cell phone has that are not necessary.

Director's Report: Colleen has put an ad in for the new director on the Indiana Library Job Line. Our library is rated as a G4 Level which means that a Bachelors degree in Library Science is needed along with at least 15 hours of additional studies. The ad will run until we pull the ad. The response for prospective employee to respond is October 15th.

An ad was placed in the Culver Citizen thanking those businesses that participated in the Taste of Culver. Colleen will compose a letter to the businesses to be signed by all board members thanking them for their participation.

Jim Faulkner explained recurring monthly and quarterly expenses. Right now, 428 hours per week averaged are being reported to state. Can we still run the library by cutting hours, running with a lower staff and still keep open the same hours?

Colleen will be reviewing the circulation report and be selective in the purchases of new materials for the library according to the popularity of check-outs.

Colleen and Jim are diligently working on keeping track of expenses. Al Nyby stated that we need to get our expenses down to around $35,000 and wondered if 7 people can really run the library with the present hours.

The plan of action is to keep watching expenses and order only necessary items for supplies; review contracts with vendors to see if there are ways to cut expenses; Andrew will review software and see if other options are available and which software is essential.

Carol Saft mentioned that the state does offer Trustee Programs for board members.

Old Business: Paige will return to work with Jim on Sept. 24. The board members would like for her to be present at the next board meeting (September 28, 2008) to present her findings and discuss what the next steps will be.

Troyer Group met with Colleen and presented new ideas on sofa, work table, screen chair for ledge for computers and the children's computer table, including chairs. Troyer Group eliminated the project management fee of almost $2000 and new furniture was chosen for a total of $4988.50 (not including shipping) compared to the original figure of over $12,000.

Ali is working on programs for the Children's Area with the ABC auction still a possibility if she can obtain more books from authors and celebrities.

The resignation of David Campbell was read. The board members approved his resignation. Marshall County Council will meet October 2°d and will be discussing a replacement for the library board.

Colleen Carpenter has accepted the interim director position at a salary based on a yearly salary of $35,000 for a maximum of 3 months. Board members approved

Sue Neikerk will speak to the board members about library fines at the next board meeting. There have been concerns about spending postage for small fines when the postage cost is almost as much as the fine.

Public Comment: Charlotte Hahn addressed the fact that there was a book sale held by the Friends of the Library during the Taste of Culver and wanted to know where the money had been deposited. The Friends of the Library still need to obtain the non-profit number from the State and then the bank will unfreeze their bank account. Until that time, Jim is keeping track of the money and will release the funds as soon as the number is obtained and the bank account can be accessed.

There will be a book sale during the town wide garage sale September 26th and 27th.

No further business. Meeting was adjourned.

Culver Public Library

Budget Meeting Minutes

September 23rd, 2008

September 23, 2008 Budget Approval Begin: 7:00 p.m. End: 7:20 p.m.

Present: Ron Cole, Al Nyby, Rita Lawson, Melanie Robertson, Carol Saft, Peg Schuldt and Colleen Carpenter

After a brief discussion Rita Lawson moved to accept the budget, Peg Schuldt second. All approved and signed the budget. The budget will now be submitted to the Accessor's office for distribution.

Respectfully submitted, Carol Saft

Secretary

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