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CUTPL Board Minutes for April 2012

April 2nd Executive Session

April 17th Board Meeting


Executive Session April 2, 2012

An executive session of the Board of Trustees of the Culver Union Township Public Library was held on April 2, 2012 at 10:00 a.m. Members of the Board present were, Melanie Robertson, Alfred Nyby, Carol Saft, Joan Bess and President, Jim Hahn presiding. Absent were Peg Schuldt and Joyce Greeson. Director Colleen McCarty was also present.

The purpose of the meeting was to discuss confidential records of individuals over whom the governing body has jurisdiction: per IC 5-14-1.5-6.1 (B) (6)

No further business was discussed and the meeting was adjourned at 10:30 a.m.

Respectfully submitted,

Melanie Robertson



Board Meeting April 17, 2012

Time: 7:00 pm -8:30 pm

Place: Library Large Meeting Room

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

Attendance: all present

Pledge of Allegiance:

Agenda approval: moved by Peg seconded by Joyce


Public Comment: Charlotte Hahn

The Friends of the Library will have a book sale April 27-28 from 9:00 am to 1:00 pm each day

Report from the Antiquarian & Historical Society: Rachel Meade

2 grants received from the Marshall Co Community Fund

scanning equipment for digitalizing documents

toward the the creation of historical document of Culver history, a Vonnegut project

possibility of retaining the History Museum in the CUTPL past Board decision, third party issue

The Museum uses public funds and they are a not-for-profit group

CUTPL's insurance cannot cover the Museum's property; presently the Museum does not carry property insurance for its belongings

a new contract would be needed to retain the Museum

limited space for the library use now and the future

future need for a Media Commons room to accommodate electronic devices

Friends of the Library need shelving and space for sorting and storage

Tutoring and private study rooms are needed

Technical Services needs to be moved out of break room

would then have the Museum area for meeting rooms; electrical wiring not available

demands for patron usage is up but space not available

Secretary Report: Melanie Robertson

two corrections to the March 20, 2012 meeting: Jim Hahn presided, and the annual inspection of the alarm system was certified for another year

motion to accept by Carol and seconded by Peg


Treasurer's Report: Al Nyby

transactions close to budget

two unbudgeted expenses were for licensing of computers and the alarm inspection

motion to accept the report was made by Peg and seconded by Joyce


motion to accept the claims as presented by Joyce and seconded by Peg


Finance Committee Report: Al

continuing to investigate newer smoke and burglar alarm systems

upcoming budget workshop by the state

Jim will be attending a CompuTrain summit which updates our accounting program

an inventory of our library starts tomorrow (4-18) for insurance purposes

the Director asked for additional funding to add more shelving to the new Science Fiction area; these will also accommodate the Bishop Sheridan personal library collection which was donated to the Library by his family

it was moved by Carol and seconded by Melanie to obtain 24 additional shelves at a quote of $1555.00 to be paid for out of the gift fund


after the roof inspection it was recommended that the Plexiglas cleats be repaired by Korellis Roofing Inc

it was moved by Joyce and seconded by Peg to have these Snow Gems repaired with the estimated cost of $1500.00


CUTPL should be getting approximately $14,000 from the state from the "found moneys" because of a computer glitch; the funds are from refunded income tax monies

a motion was made by Peg and seconded by Joyce to accept the finance committee report


A PowerPoint presentation: Andrew Baker and Teresa Hudson

to be presented at the Evergreen International Conference to be held at Indianapolis 4-26-12

created Inventory Program by Andrew and Teresa

general question and answer session

Policy Committee: Colleen

vacation policy presented:

a motion to accept the equal employment opportunity policy to be in compliance with Indiana State Law made by Joan and seconded by Carol


a motion to accept the Family Medical Leave policy was made by Joan and seconded by Joyce


the motion to accept the sick leave policy as presented was made by Peg and seconded by Joan

MSC (6-1)

the motion to accept the vacation pay schedule as presented was made by Joan and seconded by Alfred

MSC (6-1)

Director's Report: Colleen McCarthy

Circulation numbers continue to increase over last year's numbers: March 2011-4589, March 2012-- 4938

thank you to the Friends of the Library for the Luncheon give for the staff, 4-11-12

honored were: Teresa and Esmie for 5 years and Linda Johnston for 15 years of service

activities winding down this month for One Book One Town

Margaret Carter will present a program here 4-18-12 at 6:30 pm

Jim will lead another discussion group on Shelby Foote's Shiloh 4-28

Margaret and Ali will present a program at Culver's middle school 4-20

Park Board: Peg Schuldt

pier installation is progressing

Unfinished Business:

a motion to accept the resolution requiring the CUTPL Board Treasurer to take an Oath of Office was made by Melanie and seconded by Joan


New Business:

remembrance of Connie Van Horn

Adjournment: motion by Carol and seconded by Joan


transcribed by S Gut

approved by M Robertson