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CUTPL Board Minutes for December 2010

December 16th Board Meeting

CULVER UNION TOWNSHIP PUBLIC LIBRARY

Board Meeting December 16, 2010

TIME: 7:00 pm - 8:00 pm

PLACE: Large Meeting Room

MEMBERS: James Hahn, Pres, Alfred Nyby, Melanie Robertson, Joyce Greeson, Carol Saft, Peg Schuldt

AB: Carol Saft

CALL to Order

PLEDGE of Allegiance to the Flag

MEMBERS present: President- James Hahn, Al Nyby, Melanie Robertson, Joyce Greeson, Peg Schuldt

QUORUM established

moment of silence in memory of Rita Lawson, former board member and treasurer

PUBLIC Comments: none

SECRETARY Report: Melanie

3 corrections to the November minutes: Indian to Indiana, Year –to-Date receipts were $299,682.28 instead of $243,382.28; remove1% from Ali’s raise to meet her position level

moved to accept by Peg, seconded by Joyce as corrected

MSC

TREASURER’S Report

Alfred reported as Jim Faulkner was ill

Financial Highlights for December 2010

Collection development for November:
Books:$3,048.02
Non-print Materials:$620.27
Audio Books:$442.80
Total:$4,111.09
Transfers and actual Operating Fund Receipts and Expenditures for the Month and Year to Date:
Monthly TransfersMonthly ReceiptsYear-to-Date ReceiptsMonthly ExpendituresYear-to-Date Expenditures
$20,000$13030.57$312712.85$33,651.54$408,698.42

Note that there was an error in the Year-to-Date Receipts amount reported in this chart last month. The correct amount should have been $299,682.28.

3) Our first semi-annual Debt service payment for 2011 in the amount of $100,500.00 is due by January 1st. That will leave a balance of $16,151.13 in our Debt Service Fund, and $1,755,000.00 outstanding on our mortgage which is due to be retired in January of 2022.

4) We have received our 1782 Notice from the DLGF for our 2011 budget. The amounts for our Funds were all approved as requested:

Operating$579,000.00
Rainy Day3,200.00
Debt service201,000.00
LIRF35.850.00

5) The County auditor has indicated that our December property tax distribution is expected to be available by end of this month. The amounts are not yet known, but will be lower than those received in July when we received almost 60% of our annual expected amount.

motion made by Melanie and seconded by Alfred to accept as presented

MSC

DIRECTOR’S REPORT: Colleen

a new flag is flying at half mast

library stats are up from 2009

Andrew keeps a log of wireless users, November count was 256

Colleen has contacted Mark Keiser of HG Services of S Bend to look into air conditioning for the server room

There are 3 housekeeping bids in, all references have been checked:

all qualify as independent contractors

will use their own equipment and cleaning supplies

all prefer working AM before library hours begin

Alfred was contacted by a member of the public about the number of lights left on during closed hours

PARK BOARD REPORT: Peg

resignation by member Eddie Pinder

OLD BUSINESS:

Antiquarians had nothing to report, no rep present

Pres Hahn reported an e-mail encouraging the Antiquarians to apply for Rita Lawson’s position; the town council appoints this position

FINANCE COMMITTEE REPORT: Al

met on Dec 2 – due to Rita’s passing, the board voted to have Alfred Nyby fill this office for the remainder of 2010 and all of 2011.

motion to accept this change by Peg and seconded by Melanie

MSC

ATT phone system is adequate for 2011, another system may be in the future

a simple people counter at both doors will be less than $1000.00

3-30” x “84” high bookcases from Medallion would be$2,084.00; They would be ordered from Bennett’s

Motion was made by Melanie and seconded by Joyce to purchase these bookcases

MSC

Colleen will ask the Friends for part of the money: $500 towards the total.

POLICY COMMITTEE:

need to add the IT Disaster Recovery plan using the IN state guidelines to the handbook. It consists of 170 pages done by Andrew

hard copies will be available, as are DVDs; some will be stored off site

motion made by Peg/Joyce and seconded by Al to accept the guidelines and put them in the Policy Handbook

MSC

a request had been made for hardcopies of the floor plan, these are now available; digital copies will be put in the safe deposit box

NEW BUSINESS:

Printing fees:

will remain the same except for two sided, they will be $.40 now

own paper charges will be $.20 each page

student assignments will be free, lab assistants will monitor for abuse

Friends will not be charged for copies, this is a change

motion by Melanie, seconded by Joyce to accept fee charges

MSC

2011 holiday schedule presented

motion to accept by Joyce and seconded by Alfred

MSC

2011 Holiday Closings
HolidayDate Closed
New Year's DaySaturday, January 1
Presidents DayMonday, February 21
Memorial DayMonday, May 30
Independence Day*Monday, July 4
Labor DayMonday, September 5
Thanksgiving EveWednesday, November 23--close at 5 pm
Thanksgiving DayThursday, November 24
Day after ThanksgivingFriday, November 25
Christmas EveSaturday, December 24
Christmas DayMonday, December 26*
New Year’s EveSaturday, December 31—close at 3 pm

2011 Board meeting dates submitted, keeping the 3rd Tuesday of the month at 7:00 pm

ADJOURMENT: motion by Peg, seconded by Melanie

Transcribed by S. Gut

Approved by Melanie Robertson

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