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CUTPL Board Minutes for May 2009

Board Meeting

May 19, 2009

Date: May 19, 2009

Time: 7:00 p.m. Ending Time: 8:10 p.m.

Place: Library Conference Room

Members: Rita Lawson, Melanie Robertson, Peg Schuldt, Jim Hahn, Carol Saft and Director Colleen McCarty

Absent: Ron Cole and Alfred Nyby

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:

The minutes from the April Board meeting were approved.

Treasurer's Report:

Treasurer's Report for May 2009

  1. Monthly claim Register.
    May expenses to date and expected:
    Claims paid since the printed April report: $9,050.80
    Payroll claims so far this month (one more scheduled): 16,001.40
    *includes FICA & ADP fee
    Payroll claims still scheduled for this month (average): 8,000.70
    (Month total 24,002.10)
    Outstanding May invoices: 1,582.66
    May Total: $34,635.56
    Outstanding June invoices: $786.32
  2. We have received our 1782 Notice, 2009 Budget Order and 100% Budget Levy Certification from the DLGF, and the ad hoc finance committee recently attended the annual state Budgeting workshop, and will be participating in the regional workshop on June 3rd. Using those materials and our financial records from the past year, we are continuing to work on preparation of a proposed budget for 2010 that will meet all compliance requirements and schedule us to keep our anticipated expenditures in line with our projected revenue. We are confident that we are on-target to achieve those objectives.
  3. 3) All of the required paperwork has been completed and proper accounts have been set-up in our accounting software to open the new money market account for some of our LIRF and Rainy Day Fund cash-on-hand. That bank account will be opened this week.

Treasurer's report was approved

Director's Report: Colleen reported that Polly, Linda, Barb and Colleen attended the District One Indiana Library Conference in Michigan City, IN. Colleen reported that the workshops were beneficial for all in attendance.

Linda and Theresa attended a workshop in Plymouth on repairing books which was also very helpful.

Jim Hahn, Jim Faulkner and Colleen attended a budget workshop in Indianapolis that will be very helpful on working on the new budget in June. The Ad Hoc finance committee will be working on the budget also. The State has mandated that the libraries will need to advertise the budgets sooner than in years past.

The new fees for copies and faxes, which were approved by the board last meeting, have been posted.

Statistics for the library were distributed to all board members for the month of April. Numbers were down just a small amount. All programs are being tracked for the usage of the library both library functions and non-library functions.

The new program for Old Business: The policy committee asked for a vote on the new description of job titles and responsibilities. There were no changes or comments and they were approved by the board.

The Ad Hoc finance committee will be looking at the budget in June and discussed opening the account at Monterey Bank previously discussed. The 2009 budget order has been received and next month Jim Faulkner and Colleen will be attending a meeting in Plymouth with the local DLGF representative. This year the budget must be advertised the first week of August and be approved by September.

Carol Saft commented on the new form created by Alfred Nyby which clearly outlines receipts and expenditures on monthly bases and states the remaining balance. It has been requested that this form be given to the board members at each meeting and updated each month. She also congratulated Colleen on keeping expenditures down.

Evergreen ILS recommendation was presented to the Board by Colleen. After the staff members of the CUTPL went through a presentation by the Evergreen representative with favorable results, Colleen is recommending that CUTPL adopt the Evergreen system. A resolution was presented to the board, accepted and signed by the Board. The conversion will probably take place at the beginning of 2010.

Novel Approach had nine people attend. The "Secret Life of Bees" was the last discussion and the new discussion will be the book "Anna and the King of Siam" followed by the movie version of the book.

The resolution read as follows:


Whereas the Culver-Union Township Public Library Board of Trustees wishes to provide its patrons with a feature-rich automation product better suited to our Public Library than the current system we have and sees the need to present more modern interfaces to our users and staff;

Whereas CUTPL wishes to use its financial resources in a prudent manner and the Evergreen Indiana project is an open source product funded by the Indiana State Library through Library Services and Technology Act grants: those services provided by the State Library include purchasing and maintaining the central servers, personnel costs in operating the system, training, software development, data conversion, and other related expenses;

Whereas the Evergreen Consortium has begun accepting applications from Libraries seeking to migrate to Evergreen in 2009 and 2010 and Libraries interested in joining the consortium must have Board approval and submit a completed executed Membership Agreement and Code of Ethics;

Therefore the Culver-Union Township Public Library Board of Trustees hereby approves the decision to join Evergreen Indiana, abide by their Code of Ethics and submit aforementioned Membership Agreement

Adopted this 19th day of May, 2009.


ATTEST: ________________________________________________________________

Secretary of the Board

New Business:

Jim Hahn read the letter of resignation dated April 28, 2009 from Alfred Nyby. A motion was made by Peg Schuldt and seconded by Rita Lawson with added comment that he has done excellent work with the finances and she hates to see him leave. Carol Saft commented that it is a sad day when we lose a member who has devoted so much of his time getting this library back on its feet financially. It is all over one issue that this board can't get its act together on. We would not be in the situation that we are today with receipts 7% over estimated and expenditures 5% under expectations; we might even have had the State Board up here saying "what in the world are you guys doing, you are in debt" if it hadn't been for Al Nyby. It is a sad day that we can't get this one problem solved and keep such a valued member of this community on this board. Jim Hahn said that he was also exceedingly sad to see this resignation. A vote was taken with Peg Schuldt, Rita Lawson, Melanie Robertson, and Jim Hahn accepting the resignation and Carol Saft opposed.

Andrew Baker requested educational reimbursement for continued education classes. Andrew has meet all the requirements set forth by the board. A motion was made to pay Andrew up to $500 for this past semester. Approved by Board.

Resolution to establish non-resident fees was read by Colleen. The resolution was read as follows:


Whereas, IC 36-12-2-25(c) requires that an individual non-resident fee be established, the members of the Culver-Union Township Public Library board do resolve to establish the non-resident fee at $150.00 for an individual non-resident card and $150.00 for a family non-resident card, effective May 19, 2009. Be it further resolved that this fee will remain in effect until such time that the library board passes a new non-resident fee resolution.

Adopted this 19th day of May, 2009.

With the understanding this is required by Indiana law, the resolution was approved.

Public Comment:

Connie Van Horn commented on the resignation of Alfred Nyby and what an asset he was to the library board.

Meeting was adjourned.

Respectfully submitted,

Carol Saft