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CUTPL Board Minutes for 2006

2006 Library Board Meeting Minutes

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Culver-Union Township Public Library

Board Meeting

January 3, 2006

Members Present:

Ron Cole, Barbara Behnke, Rebecca Church, Cindy Gerber, Peg Schuldt

Also Present Scott Pletka, Library Director; Gene Chipman, Library Attorney; Ms. Angie Jablonski

The meeting commenced at approximately 7:00 PM.

Ms. Angie Jablonski presented a business proposal to conduct weekly fitness classes and monthly health seminars at the library. Both activities would utilize the library's meeting room. The seminars would be free of charge, and the fitness classes would cost participants $10 per month per person (payable to Ms. Jablonski). The library board agreed in principle to allow her to conduct those activities pending a written agreement reviewed by library attorney Gene Chipman and Board president Ron Cole.

The minutes from the December 6th, 2005 executive and regular sessions were unanimously approved on a motion by Cindy Gerber.

Claims # 301 - 305 and # 2129 - 2168 were approved on a motion by Cindy Gerber.

Barbara Behnke made a motion to elect the following slate of Board officers for 2006:

The motion passed unanimously.

On a motion by Barbara Behnke, the Board unanimously passed resolution 2006-1 Resolution to Pay Bills With Approval, a copy of which is included with these minutes.

The Board reviewed the following proposed staff holidays/library closures for the new year:

The library board approved the holiday/closure dates on a motion by Barbara Behnke.

Scott Pletka distributed a proposed Board calendar for 2006, a copy of which is included in these minutes. Due to individual time conflicts, rescheduling of the July 11 meeting will be considered later this year. The calendar was approved on a motion by Barbara Behnke.

The members of the Board of Finance for 2006 will be Barbara Behnke, Dave Campbell, and Ron Cole. The Board will meet later this month for the following purposes:

  1. To elect a president and secretary. [IC 5-13-7-6]
  2. To receive and review the investment officer's report on investments, which is required under IC 5-13-7-7 and to review the overall investment policy of the library. [IC 5-13-7-6,7]
  3. To designate the newspapers or qualified publications in which the library shall publish notice. [IC 5-3-1-4]

Barbara Behnke made a motion to approve a $789 quote to add a thermostat to in the new computer lab room, located adjacent to the main meeting room. The thermostat will be tied in to the library's temperature control system. The library board unanimously approved the quote, which is attached to these minutes.

On a motion by Barbara Behnke, the Board retroactively enacted 2006 salary increases to begin on December 28t", 2005. This action was undertaken on a recommendation from the State Board of Accounts. December 28th, 2005 is the first two-week pay period to include work dates in 2006. The Board intends to set a specific starting date for each annual salary adjustment in the future.

Staff members will be given surveys later this month requesting opinions and suggestions with regard to the library. Surveys will be forwarded directly to Board president Ron Cole. Barbara Behnke inquired as to the status of developing a history room in the lower level of the Carnegie (old) library. Scott reported that Jeff Kenney and he are communicating with Antiquarian and Historical Society representative Jim Peterson regarding ideas for the room. The Antiquarian and Historical Society will present a proposal to the library board later this year. Scott reported that the library received a gift of $2,500 in from Richard Ford in member of Robert F. Osborn, Sr., father of long-time former library board member Bob Osborn.

Barbara Behnke asked about how meeting space was affected by the designation of the downstairs computer lab. Scott acknowledged that there was an effect when one or more groups desired to meet at the library; however, the library should be able to handle most of these instances by allowing small groups to meeting in the Friend's book sale room, the upstairs study room, or the staff break room. Future renovations for a history room will likely include a small meeting space.

The meeting adjourned at approximately 8:10 PM.

Culver-Union Township Public Library

Board Meeting

February 7, 2006

Members Present: Ron Cole, Barbara Behnke, Rebecca Church, Peg Schuldt, Kathleen Kline

Also Present: Scott Pletka, Library Director; Gene Chipman, Library Attorney

The meeting commenced at approximately 7:00 PM.

The meeting adjourned at 8:00 PM.

Culver-Union Township Public Library

Board Meeting

March 7, 2006

Members Present: Ron Cole, Barbara Behnke, Peg Schuldt, Kathleen Kline, Cindy Gerber.

Members Absent: Dave Campbell, Rebecca Church.

Also Present: Scott Pletka, Library Director; Gene Chipman, Library Attorney; students from Paul Pare's high school government class.

The meeting commenced at approximately 7:10 PM.

The February meeting minutes, as well as claims #312-316 and #2208-2241, were approved on a motion by Cindy Gerber.

At Scott Pletka's request, discussion of the library's long range plan was tabled until a future meeting.

Discussion of the library's Internet Policy followed. Scott reported that upon the opening of the computer lab in January, software had been used to monitor the screens of patron computers from one of the computer lab staff computers. Notices indicating that the library was monitoring patron computers were posted throughout the lab. This periodic monitoring was designed to ensure that patrons were adhering to the library's Internet Policy, particularly with regards to prohibitions on displaying sexually explicit content. In February, an incident occurred where content was observed in a patron's personal email. Scott expressed his discomfort at having surveillance of patron personal email, and commented that he now believed that the software had too many privacy concerns to continue utilizing it at the library. Scott noted that one area public library, the Plymouth Public Library, also utilizes the software that our public library was using. In discussing the software with Plymouth staff, Scott learned that they specifically do not use the software to monitor email. At Plymouth this is a procedural matter; i.e., the prohibition is not outlined in their Internet policy. Scott felt that it was important that, as a matter of library policy, the library not engage in monitoring patron email and recommended such to the library board.

Some discussion ensued from the library board, including a question from Cindy Gerber asking how the monitoring took place and if it was done in real time. (Scott reported that a window could be brought up on one of the staff computers featuring a slightly smaller version of any patron computer monitor screen, and the monitor screen movements could be observed in real time.) During the discussion Scott noted that the lab was laid out in such a way that many of the screens were openly visible to staff sitting at the desk. He also noted that the library does, and will continue to employ filtering software that blocks many objectionable Web sites (though does allow personal emails to go through).

Following the discussion, the library board unanimously, on a motion by Barbara Behnke, approved revisions to the Internet Policy stating that the library will not employ software to monitor patron Internet usage in real time and eliminated language specifically disallowing use of chat rooms at the library (though prohibitions on sexually explicit language still apply). The motion was later amended to allow for the elimination of language that officially prohibited buying or selling from library computers (for example, shopping online or bidding on eBay items).

On a motion by Barbara Behnke, an addition $4,000 was approved to be spent on improvements in library displays and furniture. The improvements must include some comfortable seating and a small table to be placed in the area where the computers were once located in the new wing of the library.

Scott reported on upcoming programs in the month of March.

Barbara Behnke expressed two comments with regard to a press release the library sent out soliciting student film submissions for a planned summer film festival at the library. First, Barbara expressed concerns that the library have careful criteria for selecting the films. She noted that what students consider correct, others often find offensive. Second, Barbara asked that books, book clubs, and reading programs not be forgotten and suggested that more effort be channeled into those areas.

The meeting adjourned at 8:00 PM.

Culver-Union Township Public Library

Board Meeting

April 4, 2006

Members Present: Ron Cole, Barbara Behnke, David Campbell, Kathleen Kline, Rebecca Church

Members absent: Peg Schuldt, Cindy Gerber

Also Present: Pam Fisher, Wendy Loehr of the building corp. Liz Whitelegb of Baker & Daniels. Scott Pletka, director. Mary Harris, office manager. Eugene Chipman, attorney.

Meeting called to order at 6:15 P.M.

Culver-Union Township Public Library

Board Meeting

May 2, 2006

Members Present: Ron Cole, Rebecca Church, Kathleen Kline, Peg Schuldt, Dave Campbell.

Members Absent: Cindy Gerber, Barbara Behnke.

Also Present: Scott Pletka, Library Director; Gene Chipman, Library Attorney.

The meeting commenced at 7:07 PM. The April 4th minutes were accepted as amended, on a motion by Barbara Behnke. Scott will put the final version of the grievance policy in the minutes and also distribute the final version to the Board via email.

Claims number 322-325 and 2294 - 2336 were accepted on a motion by Kathleen Kline.

Scott reported that 17 applications were received for the library director position. The board will review these applications to determine which candidates will be contacted for further interviewing for the position.

A quote from Easterday Construction to add two child-high portal windows to the children's room doors was reviewed by the board. The quote for the work was $645. The board approved the quote on a motion by Dave Campbell.

The library board reviewed Cindy Gerber's letter of resignation from the library board, due to her upcoming relocation to the Indianapolis area. Peg Schuldt made a motion to accept Cindy's resignation effective upon the appointment of a new board member by the Town Board. Motion carried.

Scott presented a request to change employee Ali Heath from part-time to full-time status. Scott passed out the current computer lab schedule and proceeded to explain that the lab is currently staffed by four people: Jeff Kenney, Ali Heath, Kenny Hjertquist, and Andrew Baker. Kenny and Andrew are contracted out from PC Source to staff the lab during evenings and on Saturdays. Jeff is employed full time by the library as the Programming/Technology Coordinator. Jeff supervises the lab staff, and is in the lab approximately 30 hours during a work week. Ali is employed part time primarily as a Computer Lab Assistant (but also works the main circulation desk about 9 hours a week), and is in the lab approximately 20 hours a week.

Jeff has requested an increase in All's hours so that he can have more freedom to do programming and publicity work and more freedom to do work outside of the lab. All has also made a request to increase hours. Scott mentioned a need to create separate office space for Jeff away from the computer lab public service desk. Scott also noted that, while respecting Jeff's request for more of an ability to be away from the lab, Jeff is often away from lab for meetings already, with Ali providing coverage. It is understood, however, that having to handle clerical duties of the computer lab on top of Jeff's programming responsibilities does create problems.

Scott noted that, while no one has discussed this directly with him, he strongly believes other staff are questioning the number of hours All is working at the library, feeling that she is overscheduled.

Scott noted that Ali's full-time request, if accepted, would be on a trial basis that would be reevaluated at the end of the July.

Several board members commented on the discussion. Kathleen Kline noted that Ali was receiving specific training in Web page design and other computer applications and, given this investment, it was appropriate to maintain her hours at a certain level. Dave Campbell made a motion that Scott be allowed to boost Ali's hours as appropriate, up to full time status. The board approved the motion unanimously, with Peg Schuldt abstaining.

A discussion ensued about the DVD collections. Scott addressed some concerns, forwarded to him by Barbara Behnke, that the library ran Bick's Flicks out of business and the DVDs need to be housed behind the circulation desk to provide adequate security. Scott agreed that the DVDs need to be more secure and placing them behind the desk was an option. Such a move, however, will likely necessitate having an extra staff person available during busy periods to retrieve DVDs for checkout.

Concerning the comment about Bick's Flicks being run out of business, Scott noted that statement was "simplistic." Scott and other board members noted other competition from video stores, both brick and mortar and online, and other contingencies that may have contributed. Scott also noted that even with the few new releases that the library does buy, they check out for one week (so, at most 5 or 6 people were checking out any particular title in a month). Scott believed that this wasn't much of a threat to a store that has a much shorter checkout period. Furthermore, buying for the DVD collection is varied, includes materials of all types, and is a service that our patrons really appreciate and want. Rebecca Church concurred with those comments. Scott further noted that the library's ratio of books to videos was 12 to 1 (12 books for every one video). This is the exact ratio currently maintained at the Plymouth Public Library (the Fulton County Public Library ratio is 8 to 1).

Dave Campbell expressed his feeling that the library could still wait a period time (for example, six months) before obtaining new release DVDs in order not to directly compete with local commercial operators. Dave felt that exceptions could be made for documentaries and other works with primarily educational, not entertainment, value. Dave also believed that this might help control the theft of DVD materials at the library.

Scott noted that these feelings should be expressed in a future collection development policy, if the Board desires.

The meeting adjourned at approximately 8:30 PM.

Culver-Union Township Public Library

Board Meeting

June 6, 2006

Members Present: Role Cole, Barbara Behnke, Rebecca Church, Kathleen Kline, Peg Schuldt

Members absent: Dave Campbell

The meeting was called to order at 6:45 p.m. Kathleen Kline made the motion to approve the executive session minutes from April 17, May 10, May 18, May 25, May 31, and June l, 2006. Peg Schuldt seconded the motion. The executive minutes were approved as written. Peg Schuldt made the motion to approve the regular minutes from May 10 and May 2. Kathleen Kline seconded the motion. The minutes were approved as submitted. Kathleen Kline made the motion to approve the claims from #327-#331, #2337-#2383. Peg Schuldt seconded the motion. The claims were approved as submitted.

The salary of the interim director Larry Cunningham was discussed. Larry will start officially on the 15th of June. He will meet with Jeff and Polly who have been designated as his contacts and point persons in his absence. Larry is not to work over 40 hours a week. Peg Schuldt made the motion to hire Larry Cunningham as interim director for $20.00 per hour with no benefits until the permanent director is hired. Kathleen Kline seconded the motion. Mr. Cunningham is hired as interim director.

Vickie Schumowsky, office manager, recommended that fund transfers be made to cover computer service positions and other payments. Peg Schuldt made the motion to transfer any additional payments needed to Book and Periodicals from the Kinney Mormon Trust Fund and $6,000 from salary of assistants to professional services. Rebecca church seconded the motion. The funds transfers were approved.

After discussion of Jeff Kinney's duties and hours needed to accomplish these duties, Kathleen Kline made the motion to increase Jeff's overtime to 20 hours a month. The number of overtime hours will be reevaluated at the September board meeting. Peg Schuldt seconded the motion. The motion passed.

Kathleen Kline formally accepted the resignation of Scott Pletka as the library director as of June 13, 2006. Peg Schuldt seconded the motion. The motion passed. Scott was thanked for the exemplary job he has done as director.

The motion to adjourn the meeting was made by Kathleen Kline at 7:04 p.m. The motion was seconded by Peg Schuldt. The meeting was adjourned.

Respectfully submitted,

Barbara Behnke

Acting Secretary

Culver-Union Township Public Library

Board Meeting

July 11, 2006

Members Present: Ron Cole, Rebecca Church, Kathleen Kline, Peg Schuldt, Dave Campbell

The meeting was called to order at 7:00 p.m. Kathleen Kline made the motion to approve the minutes from the July 7 meeting. Peg Schuldt seconded the motion. The minutes were approved as submitted. Kathleen Kline made the motion to approve the claims from the prior month. Peg seconded the motion. The claims were approved as submitted.

Ali gave a report on the "Taste of Culver" event. Approximate financial figures were that the event raised $4000 overall. The auction raised $445, book sales totaled $182 and t-shirt sales were $300.

Two members of the Antiquarian Society spoke about their desire to establish an Antiquarian room in the library. Kathleen Kline made the motion to approve the contract, "Museum Agreement" as of July 11, 2006. Peg Schuldt seconded the motion. This motion was approved.

Gene Chipman spoke on a property issue with 5/3 bank. Ron Cole made the motion to authorize Gene to sign the "5/3 Agreement". Dave Campbell seconded the motion. This motion was approved. The meeting was adjourned.

Culver-Union Township Public Library

Board Meeting

August 2006

August meeting minutes were not recorded.

Culver-Union Township Public Library

Board Meeting

September 12, 2006

Members present: Rebecca Church, Rita Lawson, Barbara Behnke, Peg Schult, Ron Cole

The meeting was called to order at 8:01 by Ron Cole. The minutes were not read due to the absence of Kathleen Kline. Peg Schult made the motion to approve claims #343-347 and #2478 to 2523. Rita Lawson seconded the motion. The claims were approved as submitted.

Directors Report:

  1. The library hours will be changed starting October 2.
  2. Carol will be securing a debit card to run off of our checking account for library purchases.
  3. Carol will check into a Credit Card machine to allow patrons to purchase materials and pay for services.
  4. Carol is looking into power washing the building
  5. Carol is developing a preferred customer plan. September will be library card sign up month. If patrons renew or get a new card, they will be put in a drawing for a free dinner at a local restaurant.
  6. ILF is October 3 in South Bend, Carol will be attending. Cass and Ali will be attending the Childrens and Young Peoples Conference in Lafayette on September 17th and 18th.
  7. Teen read week will be October 15-21.
  8. November 13-19 Childrens Book Week, programs will be planned for this week.
  9. Computers were discussed for Jeff and Carol. Ali needs a laptop with a wireless card. Barbara made the motion to spend up to $2100 for these computers needs. Rebecca seconded the motion. Motion passed.
  10. My Library TV was discussed. The library will get a free 6 month free trial from October 15 to April 15.
  11. Rebecca asked that a link be put on the website to evaluate the use of the My Library TV.
  12. The plaques to remember the individual who died during the construction of the library were discussed and their placement. Any action concerning the plaques was tabled until the next eeting.
  13. Security for the DVD's and cassettes was discussed.

Barbara made the motion to adjourn the meeting. Rita seconded the motion. The meeting was adjourned at 9:00 p.m.

Respectfully submitted,

Barbara Behnke

Culver-Union Township Public Library

Board Meeting

October 3, 2006

Members present: Rebecca Church, Rita Lawson, Ron Cole, Peg Schuldt, Kathleen Daly Kline, Dave Campbell

Member(s) absent: Barbara Behnke

Executive Session Minutes

Meeting was called to order at 6:10 p.m.

Personnel was discussed.

Computer-related issues discussed.

Executive Session was adjourned at 7:30 p.m.

Public Meeting

Meeting was called to order at 7:35 p.m.

Meeting adjourned at 8:45 p.m.

Call To order

Rita made a motion to pass the September 12th meeting minutes, Rebecca seconded the motion.

Public Input

Peggy addressed the Board about her behavior and use of poor language at the Library. She explained that no one at the Library heard her comments. She presented the Board with a hand-written letter from a Library patron, Dusty Hendrix, that he did not hear Peggy's comments. Peggy further explained that she was upset about a personal matter and should have behaved in a professional manner.

Director's Report

Meeting adjourned at 9:10 p.m.

Culver-Union Township Public Library

Board Meeting

November 7, 2006

Members present: Rebecca Church, Rita Lawson, Ron Cole, Peg Schuldt, Kathleen Daly Kline, Dave Campbell & Barbara Behnke.

Meeting called to order at 7:08 p.m.

Kathleen made a motion to pass the 10.03.06 meeting minutes, Peg seconded the motion.

Treasurer Report

Director's Report

Easterday Construction quotes:

  1. Replacement of the bench: $335.00
  2. Exterior railing: $297.00
  3. Repair Bicycle rack: $138.00
  4. Re-do the existing sensors: $1,700

Miscellaneous

Meeting adjourned at 8:35 p.m.

Culver-Union Township Public Library

Board Meeting

December 19, 2006

Members Present: Dave Campbell, Kathleen Kline, Rita Lawson, Rebecca Church & Ron Cole.

Not present: Peg Schuldt & Barbara Behnke

Meeting called to order: 4:40 p.m.

Public input:

Board asked public if there were any specific concerns - there were none.

Treasurer's Report:

Payroll sheet signed (was not available at the 12.5.06 meeting).

Director's Report:

Meeting adjourned: 8:40 p.m.

Executive Session:

Call to order: 8:45 p.m.

Personnel

Adjourned: 9:20 p.m.

Salary/Wage schedule: Rebecca suggested the plus/minus time on hourly employees be deleted. The Director agreed.

The Board decided to table Job descriptions, Personnel Policies & Vacation/Sick Leave - so Board members had more time to review. All will be discussed at the January 9th Board meeting.

Rita reported the Friends of the Library approved the purchase of the credit card machine.

Meeting adjourned: 5:25 p.m.

Executive Session:

Call to order: 5:30 p.m.

Personnel issues.

Meeting adjourned: 6:10 p.m.

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