CUTPL Board Minutes for June 2009
June 16, 2009
Date: June 16, 2009
Time: 7:00 pm, ending time 9:30 pm
Place: Library Conference Room
Members: Rita Lawson, Melanie Robertson, Ron Cole, Jim Hahn, Carol Saft
Staff: Colleen McCarty, director, Jim Faulkner, finance, Andrew Baker Computer tech
Absent: Peg Schuldt
The meeting was called to order by President Jim Hahn and a quorum was established, the President led the members of the board and the public in the Pledge of Allegiance.
Secretary’s Report: no corrections for the May 19th meeting, motion to accept by Melanie, seconded by Rita, minutes accepted
Minutes May 19, 2009 motion to approve by Melanie, seconded by Rita, approved
Treasurer’s Report for June 2009
1) Monthly claim Register.
June expenses to date and expected:
Claims paid since the printed May report: $5,996.32
Payroll claims so far this month (one more scheduled): 7,941.88 *includes FICA & ADP fee
Payroll claims still scheduled for this month (average): 7,941.88 (Month total $15,883.76)
Outstanding ordinary June invoices: 4,938.84
Anticipated ordinary June Total: $26,218.92
Outstanding June debt payment: 100,500.00
Anticipated June Total: $126,718.92
Outstanding July invoices: $2,050.00
- 2) Our semi-annual mortgage payment of $100,500.00 will be due on July first. We currently have only $94,950.09 in our Debt Service Fund, and the County Auditor said that we will not receive our June draw until mid-July. Therefore we must loan sufficient money to make the payment from our Operating Fund to our Debt Service Fund; we will be considering a resolution for this loan tonight. Once the June draw comes in the Debt service Fund will repay the loan to the Operating Fund.
- 3) Colleen and Jim attended the regional annual Budgeting Workshop on June 3rd. The Ad Hoc finance committee is using guidelines and procedures recommended at that meeting and our financial records from the past year to prepare a proposed budget for 2010. Initial publication of our proposed Budget is scheduled for early August; we expect to have a proposed Budget prepared in time for the July Board Meeting.
- 4) The new money market account for some of our reserve cash-on-hand was opened on May 25th. The monthly reconciliation report now contains new lines to incorporate this account. It appears that we will receive about $300.00 interest per month on this account.
- 5) The Ad Hoc Finance Committee has been evaluating the performance of the Library Improvement Gift Fund that we hold at the Marshall County Community Foundation. We have concluded that CDs or a money market account at an FDIC insured institution would be a better way for us to invest that fund. We are conducting research to determine the most favorable investment options available in local financial institutions, and the Board will be considering Resolutions in regard to this issue tonight.
Discussion: need an immediate transfer of funds until monies are received approx $300.00 in interest is forthcoming from a money market account as of June 9, 2009; this amount is not on the attached statement, will be entered next month
Resolution #1: funds to be transferred and repaid when distribution is received
Resolution #2: Motion made by Rita, seconded by Ron to accept; motion carried
Treasurer’s report approved: motion made by Carol and seconded by Melanie, approved
Ali Schuldt Gaskill has had her baby, Wm Joseph Gaskill
Frances Kent has been hired to work Children’s for 20 hours a week; she is a retired 4th grade teacher, coming from St Michael’s, Plymouth IN
The Friends: to be thanked for the new display panels and the very successful program, The Passerby by Thomas Crowell; attendance was about 55 for the one hour program
Stats for May (see attached page) up from April, which is normal for this time of year. activities held at the library for May showed 27 days open with 50 meetings; attendance down slightly
Garden Club putting flowers into the outside urns
Evergreen Circulation program may replace Follett as soon as Nov 1, 2009; CUTPL is the 51st Evergreen Indiana Library; staff will receive training nearer to the installation date; a Code of Ethics is to be signed by staff, it is very similar to our existing one
Evergreen Code of Ethics, CUTPL existing vs proposed; items tabled for future discussion: Conflict of Interest agreements; vacation pay regarding a part time employee who has recently become a full-time employee
Finance committee report: (ref: Treasurer’s Report page 2 #5 June 16, 2009) (see attached statements)
Financial Manager is researching the area for deposit of this fund
Motion made by Ron Cole and seconded by Carol Saft to establish
Motion passed with Rita Lawson abstaining
Resolution # 3:
motion made by Carol Saft and seconded by Ron Cole
motion passed by all
Clerks leaving for college: Nick Arzola and Tiana Basham; candidate Volunteer Cameron Turney will be hired as a page.
CUTPL Logo needed: 5 samples will be place in the main lobby for patrons to vote on the one they like; an article will be placed in The Culver Citizen to announce contest with 7-10-09 the last day to vote
New Web Page presented by Andrew Baker: it is a work in progress; hoping to have this in place by July; Federal standards are being followed in creating this site
Question raised about when the State if IN will perform routine audit of CUTPL, unknown at this time
The Marshall Co Commissioners needs to appoint a library board member, this will be done soon
Public Comment: none
Meeting was adjourned 9:30
CULVER UNION TWP PUBLIC LIBRARY
Board Meeting June 16, 2009
Transcribed by Shirley Gut
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