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CUTPL Board Minutes for June 2011

June 21st Board Meeting

CUTPL Board Minutes June 21, 2011

Time: 7:00 pm – 9:00pm

Place: Library Large Meeting Room

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

Attendance: all present

Pledge of Allegiance

Agenda approval: moved by Carol and seconded by Joan to have Public Comment opened after the Ad Hoc Committee Report

MSC motion

Public comments: later tonight

Report from the Antiquarian & Historical Society: none

Secretary Report: Melanie Robertson

there were no corrections or additions

it was moved to accept as presented by Peg and seconded by Joan

MSC

Treasurer’s Report: Al Nyby

Power Point presented – budget very close to projected figures

the 2011 working budgets are now on-line for Jan-April; others will be added once they have Board approval

Budget workshop was held at the Plymouth library, attended by Colleen, Al, and Jim Faulkner

presentations by state agencies: Indiana State Libraries, State Brd of Accounts, Local Dept of Govt. Finance, Recorder for the Archives, etc

a lot to digest

7-1-11 new fire arms law will go into effect, details to be discussed by the policy committee

new library hires and service agencies to be hired by the library must sign an affidavit stating they are not illegal aliens

motion to accept the treasurer’s report made by Melanie and seconded by Peg

MSC

Finance Committee Report: Al

report from a building service company has presented a detailed recommendation for the repair of the exterior of our building

masonry alone could be $10,000 to $20,000, water damage is the main reason

book drop is letting in water

carpet cleaning estimates are being sought

the Children’s area has requested moneys for 2011 programs, there is 0 dollars in the operating budget to date—expenses have come from children’s gift fund.

The Friends have been helping so far

there are 125 children enrolled in summer reading

Arrow Pest Control has done all they can to spray for carpenter bees but carpenter bees return every year and they can’t reach area on east side of building

Arrow Pest suggested staining the wood every 2 years or putting aluminum siding there to prevent recurrence of nesting

limited purchases of materials (books, A/V, periodicals) might save $7,000

Director’s Report: Colleen

library inventory completed in 2 days without closing

minimal inventory is continuing for items being checked in

our inventory system, designed by Andrew and Teresa a possible prototype to be presented at Evergreen conference

Barb Maves has moved to Valparaiso she was a part time cataloguer, financial clerk and circulation clerk

received a communiqué from Principle of Culver High School, Albert Hanselman, thanking us for working with them for the kids of the community

The Friends supplied the books for the book club: hopefully they will continue to purchase them

an Emergency Alert Weather Radio has been given to us by the Marshall Co Emergency Management, it is being set up

The policy committee will be working on a policy for severe weather management

Technical Services will be temporarily moving downstairs into the staff room in July

partitions are ordered, approx. $400.00

acquisitions, cataloguing, processing, repairs, donations will move downstairs

Evergreen holds and reference /adult services will move into space on main floor occupied by tech services

Evergreen transfers are just under 400 a month, compared to 50 per year for ILL

Park Board: none, Peg

Policy Committee: Colleen

we are in the process of reviewing the entire policy manual and adding to it a special section for Disaster and Safety procedures

it is recommended that The Culver Citizen be placed in acid free boxes and be unavailable for public use; microfilm to be made available during library hours

if we don’t have the microfilm needed, The Marshal Co Historical Museum in Plymouth owns a complete run of the film: we are missing a few years on film

Chair Jim Hahn asked for the reading of a previous motion voted pertaining to the digital-ization of The Culver Citizen

Public response by Jeff Kenny, Ginny Bess Monroe, Joan Bess, Jim Faulkner, Charlotte Hahn, Bob Kreuzberger

questioning the value of acid free box storage, since the newsprint that is still crumbling

the amount of training and expense necessary to digitalize

once digitalization is done, it will ease any future transition of data

state policy and legal issues pertaining to the process

where the actual processing should be done and by whom

outsourcing, price, removing pages from bound volumes

value of indexing

security of processing station

the Board wishes more time to consider options

Committee to study in depth: Melanie, chair, members Carol, Joan, with Colleen to assist

Old Business: none

New Business: none

Adjournment: motion by Carol and seconded by Peg

MSC

transcribed by S Gut

approved by M Robertson

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