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CUTPL Board Minutes for October 2018

October 5 Special Board Meeting

October 16 Board Meeting

October 22 Special Board Meeting

CULVER UNION TOWNSHIP PUBLIC LIBRARY

Special Board Meeting October 5 2018

Time: 3:05 pm – 4:45 pm

Place: Quiet Study area, Main Level

Members: Karen Boland, Bill Githens, Paul Liette, Flannery Posner, Melanie Robertson

Absent: Bill

Quorum present

Also attending: Colleen McCarty, Martin Elliott, Pam Noble, Dave McCarty

Staff members: Andrew Baker, Chris Emerick, Shirley Gut, Sheldon Hubbard, Jordan Schrimsher, Jen Sprague, Cathy Thomas, Dana Thomas, Polly Thompson Wolf, Janet Winrotte

Presiding: Karen Boland/Melanie

New Business: Presentations by:

  1. Summary of findings—Jason -Source of water? Excessive humidity? Possible groundwater?
    -Jason will return during next week to take air samples in other areas of the Library for analysis.
  2. Health issues—Karen
  3. Remediation—plans, costs and timeframe—Christian
    -Donated books in bookshop to be discarded; Amazon sale books?
    -IN collections need to be kept

Motion by Paul to pay $5000 for remediation, with plans to receive more exact amount of costs Monday, October 8. Second by Flannery

MSC

  1. Floor under carpet—refinish existing concrete floor immediately following remediation
  2. Impact on Library services—keep Library open if possible
    -HVAC work on AHUs 3&4 continues (boiler room, server room)
    -Tech services work on stage, no new materials processed
    -Computer Lab closed
    -New part of building scheduled to be power-washed Monday, Oct.8, in preparation for exterior painting

Adjournment: motion by Paul and seconded by Karen

MSC

transcribed by Colleen McCarty

CULVER UNION TOWNSHIP PUBLIC LIBRARY

Board Meeting October 16 2018

Time: 6:59- 8:02 pm

Place: Carnegie Room

Members: Karen Boland, Bill Githens, Paul Liette, Flannery Posner, Melanie Robertson, Pamela Amick

Absent: None

Presiding: Melanie

Agenda approval: motion to accept by Paul, seconded by Bill G.

MSC

Public comment:

Christian Rackley from SERVPRO: Update on scope of work on remediation. Process of getting carpet and ceiling tiles removed in staff room, computer lab, north meeting room, downstairs lobby. Affected books and upholstered furniture also being removed. Will finish removing items from all affected areas this week. Next week, actual cleaning, HEPA vacuuming twice, wipe down with antimicrobial twice.

Jason Ganser of ACM Environmental Lab did more sampling this week: assessment is complete. Will have data tomorrow morning (10/17). May cause a change in scope of work.

Secretary Report:

October Board Meeting Minutes, Friday, October 5th - motion to accept made by Karen, seconded by Paul. Pamela & Bill abstained.

MSC

September Board meeting Minutes, September 16th - motion to accept made by Karen, seconded by Paul. Pamela and Bill abstained.1

MSC

Welcome to Pamela Amick, newest member to the Board.

Treasurer's Report: Paul

Review and approve September 2018 Allowance of Accounts Payable Vouchers - motion to accept made by Flannery, seconded by Karen.

MSC

Policy Committee: Colleen

LRP: Goal assessments postponed until mold remediation completed.

Employee manual and hiring practices: Policy Committee satisfied with the employee manual as it is now.

Motion to approve the employee manual and hiring practices made by Karen, seconded by Paul.

MSC

Director's Report: Colleen McCarty

Meetings in downstairs meeting rooms have been canceled until further notice. Community very much affected by loss of meeting rooms and computer lab. Cannot catalog any items due to downstairs being closed off.

FOL will continue pursuing membership. Pam Noble will be at November Board meeting. FOL lost book shop, all items. Pam will discuss next month when we know more about the situation.

Children's Programs continue to be held; whatever can be held upstairs continues. Growing exponentially. HS Book Club up to 46 members. Started with 11. Approached by middle school to start a book club. FOL have been supporting the book club to provide books to students for them to keep.

Janet, Andrew, Polly have been putting on protective suits to sort through materials in the affected area to salvage what is not affected by mold.

Asked about salary study from Waggoner, Irwin and Scheele: estimated cost would be $3000-$3500. ISL publishes salaries of library employees. Libraries listed by population. Board members agreed that due to money being spent on remediation and working budget not yet completed, we postpone this study until we see what working budget will look like.

Unfinished Business:

Lost two members of Facilities Committee; Melanie asked if it is possible to ask community members to serve on this committee as ex-officio.

Motion that we name Pamela Amick, Karen Boland, Bill Githens, David McCarty, and Colleen McCarty made by Paul, seconded by Flannery.

MSC

Next Facilities Committee meeting will be Saturday, October 27th at 10 am

Remediation update: approve expenditure from SERVPRO: $32k

Motion to approve expenditure to pay SERVPRO in the amount of $32,081.14 made by Bill G., seconded by Paul.

MSC

Structural engineer: would come in to inspect, assess lower/upper level, exterior faces of the building, topography movements, building plans, 4-6 hrs data collection, 2 hrs to bring together report. Phase 1: $2000. Firm recommended by Jason from ACM Lab. Jason highly recommended this inspection.

Motion to approve $2,000 for structural engineer assessment made by Bill G., seconded by Karen.

MSC

Roof work: Carlisle Roof was in the process of preparing bid documents to put new membrane on roof. $60-70k range. Will wait to see what remediation entails before moving forward with bids.

Painting will be completed within the next two days.

New Business:

Paul requested a Finance Committee Meeting, Thursday, November 8th at 10 am.

Paul commended Colleen and employees on handling mold situation; Colleen commended staff

Adjournment:

motion by Bill G. and seconded by Paul.

MSC

minutes taken by Flannery Posner, Secretary

CULVER UNION TOWNSHIP PUBLIC LIBRARY

Special Board Meeting October 22 2018

Time: 10:03 am-10:31 am

Place: Quiet Study Area, Main Floor, CUTPL

Members: Karen Boland, Bill Githens, Paul Liette, Flannery Posner, Melanie Robertson, Pamela Amick, Flannery Posner

Absent: Karen Boland

Presiding: Melanie

Agenda approval: motion to accept by Paul, seconded by Bill G.

MSC

Unfinished Business:

Remediation Update - cost of main floor spot cleaning - Christian Rackley of SERVPRO

Update: Carnegie Room: take out carpet, contents thrown out, spot cleaning walls, ceiling.

Conference room: closets, utilities, spot cleaning.

Upstairs: also needs spot cleaning, wiping everything with antimicrobial

If Library closes to complete cleaning upstairs, ServPro will be done by Friday. If Library remains open, ServPro would clean during after hours and would not be done until Sunday. No extra cost to Library either way.

Consideration of closing Library during upstairs spot cleaning

Difficulties in closing: deliveries, getting the word out

Christian offered name of Jeff Petermann, Marketing to help write press release and distribute to all local news outlets.

Motion to close Library immediately for ServPro to complete remediation, reopening Monday, October 29th made by Paul, second by Bill.

MSC

Motion to pay full-time staff but not part-time staff during closing made by Bill, second by Paul.

MSC

Motion to retain Jeff Petermann’s marketing firm to write PR if it does not exceed $500 made by Bill, second by Paul.

MSC

Motion to approve $5359.33 payment to ServPro made by Bill, seconded by Paul.

MSC

Facilities Meeting canceled; rescheduled for November 3rd at 10 am.

All Board members should try to attend Town Council meeting on October 23rd at 6:30 pm

Adjournment:

motion by Bill G. and seconded by Paul.

MSC

minutes taken by Flannery Posner, Secretary

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