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CUTPL Board Minutes for April 2019

April 16 Board Meeting

CULVER UNION TOWNSHIP PUBLIC LIBRARY

CUTPL Board Minutes, April 16 2019

Time: 7:00 pm

Place: Carnegie Room, CUTPL

Members: Karen Boland, Paul Liette, Bill Githens, Pamela Amick, Valerie Cultice

Pledge of Allegiance

Attendance: Not present: Melanie Robertson and Flannery Posner; qurom established

Agenda approval: motion to approve minutes from the previous meeting made by Paul, sec. by Karen

MSC

Announcement:

Resignation of Flannery Posner from the CUTPL Board, accepted with regrets, motion to accept made by Karen, sec. by Val

MSC

Motion to elect Bill Githens as president, made by Val, sec. by Pam

MSC

Motion to elect Paul Liette as Vice President made by Bill, sec. by Karen

MSC

Board officers:President, VP, and Secretary are signatories for the Library - At the request of First National Bank of Monterey and First Farmers Bank, new signers for our bank accounts will be authorized at these banks.

Public Comment:

Friends of the Library President, Pam Noble sent word that there will be a pizza party held here at the library for all staff ajnd board members, at 4:30 pm, Wednesday, April 17.

Secretary Report:

Motion to approve the minutes from the March 19, 2019 meetings made by Paul, sec. by Pam

MSC

Karen abstained, brecasue she was absent from the last meeting.

Treasurer's Report:

Cathy Thomas presentthe reports showing cahnges in accound funds - the funds are less, due to the remediation. April is an expensive month for the library, yet receipts remain higher than expected. Our spending is within our projections. Motion to approve the acounts payable voucher and the treasurer's report made by Paul, sec. by Karen

MSC

Facilities Committee:

The Committee recommends that Jennifer Sprague be appointed to serve on the committee, motion to appoint made by Pam, sec. by Karen

MSC

Ceiling Tiles downstairs are complete - cheack has been cashed by Bennett's - things look great! Painting and floors are done, as well. We will be ready for our grand opening when the doors are completed, since we are still under an emergency status.

MSC

Hall Aluminum Products, Inc. presented an estimate for repairs of windows and doors. The repairs would include caulking the curtainwalls (in various places), repairing door thresholds and some hinges, and the installation of drip caps ove doors - for an amount not to exceed $13,000.

MSC

We had difficulties getting other estimates, or bids, for the job - We asked: Lazco, SPS, Percision Wall of South Bend, AGA in Columbia City - all declined to bid, or accept the job (it was too big a job for some, others didn't have enough time in their schedules).

MSC

Motion to approve the contract, which would be paid out of the bond refinance (which will also be used to pay DA Dodd), not to exceed $13,000, made by Paul, sec. by Karen

MSC

Carnegie Exterior Door – three options: wood, steel, or fiberglass – The Board selected fiberglass (the least expensive option) and preferred full light – with sidelights and a transom light. We will get 3 bids in order to apply for a Main Street façade grant from Culver Redevelopment Commission.

MSC

Welcome to CUTPL – a permanent display - lettering to be placed on the wall, by Andrew Wright of World Graphix in Plymouth with our logo and a quote from Carnegie, photo of our board members and the library through the years, our slogan and other photos. The cost would be between $1,600 and $1,800, including installation. This would be paid from the Carnegie Fund. Motion to approve, with a cap of $2,000, made by Paul, sec. by Karen

MSC

Furnishings for the lobby – a bench seat (ottoman – leather, made in 4 sections), under the middle display area as seating. The staff room needs a comfortable chair (faux leather), a couch (3 sections, in faux leather). Would also like to add some window treatments for privacy. The total cost for the furniture would be $1,641.80. The funds would come from Bond money available. Motion to approve the cost made by Paul, sec. Val.

MSC

Policy Committee: Disaster and Safety Manual – is a working document, have added the majority of things necessary at this time, motion to approve the manual as it is at this time, made by Val, sec. by Pam.

MSC

Long Range Plan Assessments – need another member, meets during the day.

MSC

Purchasing Policy Updates – Addition under Credit Cards and Charge Accounts: Electronic Transfer of Funds – through a Pay Pal Account – authorize the Director to establish and pay – authorize director and financial manager to use credit accounts – Change: the President of the Board shall receive an email notice of all Pay Pal transactions – motion to accept these changes made by Pam, sec. by Karen

MSC

Board Student Liaison Sophia George’s Senior Project (Update given by Karen) – book bags to be given out at Culver Community Elementary School preschool classes tomorrow, waiting for authorization to place the lending book box. There is another student who would like to volunteer for next year’s board service.

MSC

Director's Report:

Newsletter is out! There are paper copies here at the Library, and it is available online also. The Historical Walk of the downtown will be happening May 4. May 18 is a possibility for our Grand Re-opening – all Board Members are encouraged to attend. Volunteer hours were 73.5 last month. Colleen will be on vacation the week of April 22, Janet Winrotte will be overseeing the library, along with Polly Thompson Wolf, during that time.

Unfinished Business:

LSTA Grant – demonstration of what we have accomplished with the Grant money, presented by Local History/Genealogy Librarian Janet Winrotte, who has been at CUTPL since March 2017. These are Grants for Technology and Digitization. Monies must be spent by April 30, 2019 – total of $2,975 for Technology, which includes a $300 match from our library; $2,780 for Digitization, with a $280 match from our library.

New Business:

Bill mentioned that he is pleased with the work done by Ted Benchik, the South Bend attorney, Motion to thank Mr. Benchik for his work regarding the replacement of ceiling tiles made by Bill, sec. by Paul

MSC

Adjournment: motion to adjourn made by Paul, sec. by Karen

MSC

adjourned at 8:29 pm

minutes taken by Valerie Cultice, Secretary

© 2019 Culver-Union Twp. Public Library, Culver, IN