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CUTPL Board Minutes for January 2011

January 18th Board Meeting

CULVER UNION TOWNSHIP PUBLIC LIBRARY

Board Meeting January 18, 2011

Members: Joan Bess, Joyce Greeson, Jim Hahn, Al Nyby, Melanie Robertson, Carol Saft, Peg Schuldt

All present

Agenda: accepted without additions

Meeting #1, Annual Financial meeting, all Board members present

Al Nyby presented a slide presentation along with packet

no questions or comments

State requirements for investments are safety, liquidity, and return

Motion to accept the report by Joyce and seconded by Carol

MSC

Motion to adjourn made by Al and seconded by Carol

January 18, 2011 7:10 pm

Meeting #2, Regular Monthly Board meeting was called to order by President Jim Hahn and a quorum was established.

Pledge of Allegiance

Public comments: none

Secretary Report: Melanie Robertson

corrections of minutes from the 12-16-10:

p2, #5 "our" not out

under Financial Committee add motion made by "Peg"

under Policy Committee #4 leave out "and"

motion to accept corrections by Peg, seconded by Joyce

MSC

Treasurer’s Report: Al Nyby (packet and slide presentation)

Financial Highlights for January 2011

2011 projections:

2 year old written checks not cashed to date should be voided; one account, attorney Chipman will be sent a certified letter requesting validation of this uncashed check written to him in 2008

Joyce suggested consulting the laws for abandoned properties

Financial Manager Report: Jim Faulkner

Financial Highlights for January 2011

Collection development for December:
Books:$2,975.91
Non-print Materials:$319.89
Audio Books:$201.96
Newspapers & Periodicals:$124.80
Total:$3,622.56

2) Bank transfers for December.

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
$130,000$238,494.53$551,207.38$140,973.00$549,671.42

We received our December property tax and special taxes distributions on December 28th. The total amounts were $129,211.41 for the Operating Fund and $92,663.96 for the Debt Service Fund.

4) We paid our first semi-annual Debt service payment for 2011 in the amount of $100,500.00 on December 27th. The balance in our Debt Service Fund is now $108,815.09; that is more than enough to cover our next scheduled payment in June, so we will not need an internal loan for that purpose again at that time.

5) The Register of Claims for December shows claims totaling almost $271K. This abnormally high amount results largely from the December mortgage payment and the bank account to bank account transfer that was necessary to put enough money into our checking account to cover that payment.

6) By statute [IC 5-13-7-6 and IC 5-13-7] we must meet annually during January to elect financial officers, to receive and review a summary Annual Investment Report from our investing officer, and to review our overall investment policy. That report is ready for 2010 and is in your reports packet.

7) On December 30th we received our 2010 E-Rate reimbursement from the State in the amount of $2,265.00. This is less than the $5,040.00 we have received in recent years because our internet service provider is charging less than was the case with their old contract, because the State is funding only 92% of the cost, and because our cost has also gone down due to our increased "reduced and free lunch" rating.

8) Each year we are to prepare a Voidable Old Checks Report by March 1st which lists outstanding checks that are more than two years old as of December 31st. The Board is to review and file that report and then those items are to be voided and the amounts returned to the accounts from which the checks were drawn. That list is ready for 2010 tonight and each of you has that list of items in your reports packet.

9) We are currently preparing the 2010 Library Annual Financial Report (LAR) which the SBOA requires to be published by February 28th. This report is prepared electronically with a program provided by the SBOA so that all municipal units generate a standard format report.

Motion made by Carol and seconded by Melanie to accept the Treasurer’s report

MSC

a need for Al Nyby to have a Treasurer Surety Bond with the face value of $19,000.00 with Liberty Mutual

motion to approve this expenditure by Joyce and seconded by Peg

MSC

HVAC quote of $4797.00 has been given by H & G Services to install air conditioning for the server.

motion was made by Carol and seconded by Al to accept this bid, with the stipulation that the unit and maintenance receive a minimum of a one year warrantee

MSC

Director Colleen:

Teresa Hudson our circulation manager has been appointed as a representative to the Evergreen IN Circulation Committee

meetings are held in Greenwood IN six times a year, Teresa attended her first meeting today 1-18-2011

she is to be congratulated by the Board

People Counters were installed 12-31-2010

Director is working on the State Annual Report, due Feb. 1

Library Standards, 1-2011 require a reference/adult services person to be on call at least part-time, our person is Jonathan Gaskill

He staffs our "Reference Outpost" from 3-5:00 pm Mon & Wed

Jon is presently working on his Master of Library Science degree

OverDrive contract has been signed, hopefully will go live 3-1-2011

card holders can access; Jonathan will be assisting in helping patrons learn the system

staff will be given instruction in Feb.

loan time will be 14 days, and we will have access to all Evergreen items in OverDrive

Newest Evergreen Upgrade, 2.0 is forth coming, benefits to include acquisitions module

Friends of the Library

new copier is up and running and staff have been trained in operating it

Dr Jean Preer, Indiana U. Professor, will present a program entitled "Basic Principles of Intellectual Freedom in the Public Library Setting"

possible program for CUTPL staff and Board in late March or early April

Park Board report: Peg, the Park Board is getting ready for Spring; Peg will continue to represent the Board

AHS, no report

New Business:

Election of Board officers

President: nominated Jim Hahn by Joyce and seconded by Peg

MSC

Secretary: nominated Melanie Robertson by Joyce and seconded by Carol

MSC

VP: nominated Peg Schuldt by Joyce and seconded by Al

MSC

it was moved by Melanie and seconded by Joyce to move the March Board meeting from the 15th to the 22, which is a Tuesday

MSC

it was moved by Melanie and seconded by Joan to reimburse Jonathan Gaskill

$500.00 toward the two classes he just finished at IUPUI toward his MLS degree

MSC

it was moved by Al and seconded by Carol to adjourn

transcribed by S Gut

approved by M Robertson

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