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CUTPL Board Minutes for February 2009

February 17th Board Meeting

Library Board Meeting

Date: February 17, 2009

Time: 7:00 p.m. Ending Time: 7:45 p.m.

Place: Library Conference Room

Members: Alfred Nyby, Carol Saft, Ron Cole, Rita Lawson, Peg Schuldt, Melanie Robertson, Director Colleen McCarty.

Absent: Jim Hahn

The meeting was called to order by Ron Cole in the absence of the president, Jim Hahn. Members were accounted for and a quorum was established.

Secretary Report: The minutes were distributed for the regular meeting of January 20, 2009. The corrections were made and the minutes were approved as presented. The Executive Session minutes of January 30, 2009 were read and words adjusted to clarify the adjustment of funds at the end of the year and to approve the clarification of job titles and adjustment of salaries to job qualifications. All were approved.

Treasurer's Report: Treasurer's Report for February 2009

  1. Monthly claim Register.

    February expenses to date and expected:

    Claims paid since the printed January report: $1,933.01

    Payroll claims so far this month (one more scheduled): 8,588.37 *includes FICA & ADP fee

    Payroll claims still scheduled for this month (average): 8,588.37 (Month total $17,176.74)

    Outstanding February invoices: 1,812.01

    February Total: $27,340.83

    Outstanding March invoices: $6,419.07

  2. We have received the remaining 30% property tax distribution for 2008. That is why there are significant receipts in both the Operating and Debt Services Funds for this month ($23,767.85 and $18,421.54 respectively).
  3. All adjusting entries for 2008 have been made and 2008 has been closed out. That procedure was delayed in order to make the proper year-end appropriation adjustments required to ensure that we were not over-expended in any budgeted account for the year. Notice that the result of these appropriation adjustments is that on the revised December Appropriation Report, no Operating Fund Account has a negative Adjusted Balance and no Account has an Adjusted Percent (expended) of more than 100. The attached Excel worksheet verifies that after adjustments we are not over-expended in any account for the year - despite what is shown on the final Appropriation Financial Report. Compare the shaded columns on the spreadsheet to ending balances and percentages on the December Report - the ending percentages on that report are based on the original appropriation amounts, not on the adjusted appropriations.
  4. Last month we discussed re-categorization of all of our Payroll accounts into a separate Fund (#200). Currently only the employee retirement fund contributions are processed through the 200 Fund, while the regular salaries are paid through Operating Fund (100) accounts. Ron Griffin of CompuTrain states that this is the proper method for handling payroll. No change has been made to the existing procedure, and we are checking with the State Board of Accounts to ensure that we are using the correct method.

The 2009 Budget has yet to be entered but Jim Faulkner is working on inputting the new numbers.

The report was approved.

Director's Report: Colleen McCarty informed the Board that during the March board meeting there will be a state library representative, Jessica Jacko, coming to talk to us about the new Evergreen system that is being implemented in Indiana libraries. Any preliminary information can be found on the State Library web site.

Andrew printed out the circulation reports for the year of 2008 using figures and graphs. The graphs indicated that the youth circulation does go up during the Summer Reading programs. DVDs have a high circulation each month. All across the board, during the months of summer there shows an increase of use of the library.

Even thought overall circulation was down for the month of January, of which weather could be a major factor, the adult fiction is up. Large print books were moved up front and the circulation reports show that check out on this type of book has increased. The children's library continues to show increased circulation. Ali Gaskill reported that the Hoosier Books for this year have been ordered.

Budget Friendly Meals will be a program in February 26th from 6:00 p.m. to 8:00 p.m. partnered with Purdue Extension Services and Grace Church training people in money management program then programs will be given at the library. The

The AT&T mobile phone has been cancelled with 11 months left on the contract. Cost of $175 to cancel which would be less than 11 months times the $65 monthly cost. The Blackberry phone can be donated to the Friends of the Library and their committee can determine what organization would benefit from the use of the cell phone.

Old Business:

The Ad Hoc committee for rewriting the Policy and Procedure Manual has met and has printed out the requirements set forth by the State Library. The old manual will be combined with the changes that are made. All changes will be made in red and with the already approved parts of the manual being written in black. One of the items that is required is the By-Laws which were somehow eliminated from the last revision. Those By-laws have been found and put back into the manual.

A discussion was held about having a vice president for the board. There was a suggestion for Ron Cole to fill the vice president of the board. A motion was made by Carol Saft to have Ron Cole fill the position of vice president, Melanie Robertson seconded, and motion was approved.

The meetings will be held according to Robert's Rule and books have been purchased for each board member.

Peg Schuldt recommended that sections be presented to the board instead of the entire manual at one time.

TASTE of CULVER: Ali Gaskill reported that she has met with Greg Fascett, the president of the Chamber of Commerce. The Chamber is excited and is talking about the possibility of when to hold the event. Ali said she would be willing to work with the Chamber to assist them. When asked about the Chamber purchasing the tents, Ali reported that there may be the possibility of renting these tents out to other organizations.

New Business:

Reluctant Reader Workshop was attended by Ali Gaskill and she reported on the findings of the workshop. She will be working on trying to create interest for boys to get them to read. There was a suggestion to put some of the books on the web page to help parents encourage boys in starting to read.

PERF authorization is currently just Jim Faulkner but the board authorized the addition of Colleen's name so she can work with the organization and get questions answered. Motion was made to accept Jim and Colleen as agents of PERF. Motion approved.

Public Comment: No public comment

Adjourn: Meeting was adjourned at 7:45 p.m.