Library Board Meeting Minutes

Bristol-Washington Township Public Library

Board of Trustees Meeting

July 26, 2018


The meeting was called to order at 5:30 p.m.

Members present: Tami DeLucenay, John Nymeyer, Scott Smith, Richard Rice, Cathy Schaefers, Carol Anderson (Library Director), Tehillah Moses (Treasurer), Cyd Sunday (Secretary pro tempore), and Kyna Morgan (guest).

Discussion took place concerning what to do with the 10' x 14; map of Elkhart County (which was spread out upon the floor). Carol will check with the Elkhart County Historical Muesum; perhaps the fire station could use it. The mpa was ordered and paid for in 2016 but only very recently delivered to the library.

Our guest, Kyna Morgan (Linda's daughter), is now considreing the office of Board secretary. Introductions were made, and during the meeting Tami added a few explanatory comments concering our procedures.

Minutes: The minutes from the June meeting were reviewed breifly. John commented concerning the lower participation in the summer reading program. The minutes were approbed as submitted (Nymeyer/Smith).

Treasurer's Report: Carol recieved a card from Linda, which was circulated.

--The State Library Consortium: Every year the library indicates that we will continue to be a member of the Consortium, and a sheet indicatiing such was passes among Trustees for signature.

--Louck's (CPA) advises we need to do a transfer of funds on accouting: the "office supplies" and "other supplies" lines are out of sync. A resolution to transfer funds was passed among Trustees for signature; the Resolution is effective as of June 30.

--A copy of a document entitled "Resolution No. 7-19-18R" (Declaratory Resolution Designating Economic Revitalization Area and Qualifying Certain Real Estate Improvements and Certain Personal Property for Property Tax Phase-in, adopted by the Town Council on July 19, 2018) was passed around for Trustees to see. Carol did not know why the library recieved it.

--As Tehillah will be resigning as Treasurer (August 11 is her final day --- and her baby is due August 21!), that position will be vacant. Carol said one person is interested in the position.

--Dawn makes $10.00/hour and does most of the adult programming. Carol opens the discussion of our considering a $1.50/hourly raise for Dawn. Tami suggested $12.00/hour. John moved that Dawn Powell's pay rate be raised from $10.00 to $12.00 per hour; Richard seconded the motion, and all voted in favor.

Old Business: The residential vinyl flooring (for the baths and lobby) that Carol ordered will not work for our commercial puropses; and we want the flooring to be consistent throughout the library, i.e., the kind in the history room. Tami said the library should go ahead and purchase what it wants; we are within the appropraited amount of expenditure for this. Discussion was had regarding what to do with the residential flooring we have on hand: We cannot return it (37-38 boxes at $10.98 per box), but will recieve part of the money back. We will advertise it for sale, perhaps on FaceBook; will take photos of it and post.

--The builder will be at the site this coming Saturday (7-28) to start work on the pavilion. In connection with the grand openin of the pavilion, Carol said plans are in the making for the "Corn Dog Capital of the World" to sell corn dogs at the affair.

--Two new categories or items ("programming" and "programming supplies") are to be added to our Operating Fund line items.

--Tuesday, August 28, 2018, is Hacienda Night (Friends of Bristol Public Library), and token tickets were passed among Trustees.

--The annual policy review will take place at the August meeting. Our policies are now posted on the Library's home page online.

--The library would like to host a Red Cross blood drive, and 20 people are needed to make it happen; 10 are signed up currently. A sign-up sheet was circulated.

New Business: Tonight's meeting is Tehillah's final one as a Treasurer. No nominations were made; is anyone on the Board interested in the position (no). However, Dawn Powell has indicated an interest. The stipend is $125 per month. John moved that we allow Dawn to assume the position of Treasurer; Scott seconded the motion, and the motion apssed by acclamation. Dawn Powell will therefore be the new Treasurer.

Old Business: An update on the park/pavilion has been made.

With no further business before the Board, adjournment was at 6:18 p.m. (Smith/Rice).  The next meeting wil be August 23, 2018, at 5:30 p.m.

Cyd B. Sunday

Secretary Pro Tempore


Bristol-Washington Township Public Library
Board of Trustees Meeting
August 23, 2018

The meeting was called to order at 5:33 p.m.

Members present:  Tami DeLucenay, John Nymeyer, Scott Smith, Library Director, Carol Anderson and Treasurer, Dawn Powell. 

Public Hearing for 2019 Budget:  The hearing was opened at 5:35p.m.  With no public attendance, the hearing was closed at 5:37 p.m. without discussion.

Minutes:  The minutes were passed after an amendment was made by adding the results of an email vote by board members to approve additional money for both the lobby and bathroom projects.  (Smith/Nymeyer)

Treasurer’s Report:  The beginning balance this month was $170,462.41, and the ending balance was $150,686.34.  Income for the month was $6,493.58.  Expenses were $26,269.65.  The trustees signed the vouchers sheet.

Director’s Report
---Children’s Programming Report
-Britney Powell was introduced as the new Youth Coordinator.  She was able to be with Tehillah for a storytime and then has done another two on her own.  She will also be taking over responsibilities for the Teen programing. 

---Teen Programming Report – A formal roll-out of the revised Teen Night programing will begin trying to get more attendance.  It was reported that there were seven teens in attendance on 8/22/18.

---Adult Programming Report 
-John Hooley presented a program on the Iditarod that was very well attended. 
-This month’s First Saturdays sale was another success. 
-A local designer taught a class at the library on bracelet and earring design and assemblage. 
-Another Murder Mystery Dinner will be held in February of 2019 at the New York Central Railroad Museum in Elkhart.  The theme will be similar to Murder on the Orient Express. 
-The library will be hosting an American Red Cross Blood Drive on October 27 from 9am – 3pm.
-The Friends of the Library will be holding a fundraiser at Hacienda restaurant in Elkhart on 8/28/18 with proceeds benefiting the library.

Old Business
-The library will be hosting a Grand Opening of the new park/pavilion on 9/22/18 from Noon until 4pm.  This will include a performance by the band The Bigger Picture and storytelling during their breaks. We will have a classic car cruise-in, games, free meals made by Eastern Star (sloppy joe or hot dog, chips, pickle and water or lemonade), and $1 root beer floats. 
-At the 4H fair wrap-up meeting it was determined that attendance was down this year and that other ways to engage fair goers is needed.  They are looking for something with a bigger impact that may not involve as much staff time.

New Business
-Carol stated the need to do an update to the TLC server and database.  Memory was added by Pete in order to make that possible and scheduling an upgrade could be done.
-It was recommended that we get a new server.  We currently have a server and a backup server.  The main server is 4 years old and the backup is 10 years old.  The general recommendation is to replace servers every 4 years.  Pete suggested that we consider getting a new main server and making the current main server our new backup.  It is estimated that a new server would cost approximately $10,000.  Tami requested a better quote with more information for the September meeting.
-Carol will be attending a meeting on 8/27/18 in Plymouth to learn about Category 2 ERate.  This is a category for technology infrastructure.  The money expires at the end of the year.  We could receive an 80% reimbursement on our current E-rate budget of $23,955.57 ($19,164.46 reimbursement).  This information was provided in an email from Charity Hawkins from Adtech.
-The Library Fines and Fees policy was approved. (Rice/Nymeyer)
-The Circulation Policy / Library Cards policy was approved. (Rice/Nymeyer)
-Tree removal was discussed with prior email approval coming from board members on 8/14/18.

Adjournment was at 6:27 p.m.  (Smith/Nymeyer)  The next meeting will be at 5:30 p.m. on September 27, 2018.

Submitted by Scott Smith
Secretary Pro Tempore



Bristol-Washington Township Public Meeting

Board of Trustees Meeting

October 25, 2018

The meeting was called to order at 5:30 p.m.

Members present:  President Tami DeLucenay, Vice-President John Nymeyer, Library Director Carol Anderson, Treasurer Dawn Powell, Secretary Richard M. Rice, Scott Smith, Cathy Schaefers, Kyna Morgan

New Board Member:  New board member Kyna Morgan was welcomed.

Secretary's Minutes:  The minutes of the September 27, 2018, meeting were approved. (Nymeyer/Smith)

Treasurer's Report:  The beginning balance for October, 2018, was $126,275.89, and the ending balance is $103,920.82 (less the amount of the Starks Groundskeeping bill).  Income for the month was $6,493.58.  Expenses were $28,848.65, plus the amount from Starks Groundskeeping (estimated at about $1,400 at the 9/27/2018 Board Meeting).  The trustees signed the vouchers sheet.

Director's Report: The Director submitted her written report and reviewed it with the Board.  The Children's Teen, and Adult Programming projects are going well.  October 25th marks the first outdoor movie presentation at the new pavilion.  Among other events, an Abraham Lincoln presentation (by portrayer Kevin Wood) is planned for November 12th.

Old Business:

New Library Sign. Director Carol Anderson reported further discussions with Premiere Signs of Goshen regarding a new sign for the front of the Library property on Vistula Street (to replace the existing sign).  Drawings of possible designs were reviewed.  The new sign will include LED lights and changeable letters to advertise events, etc.  Some Board members suggested a locking, tamper-proof case for the sign, to prevent possible theft of the letters of vandalism.  The cost estimate for the sign and installation is $10,216.44, which does not include a locking letter case.  Director Anderson will ask about the additional cost for this option.  It was suggested she request some different designs for the sign and, possibly, cost estimates from other contractors.

The Friends of the Library will donate $2,000 toward purchase of the new sign.

E-Rate Funding for additional wi-fi hubs. The Director reported that all necessary information has been provided to AdTEc, which will initiate a bidding process.  This is the first step in securing financial assistance from the federal government.  The entire process is expected to take six-eight months.

The TLC System is now upgraded and working well.

New Business

Staff evaluations will be completed by the Director during November of 2018.  Ms. Anderson recommended raises of 2-3% for eligible staff members.  The Library expects additional income for 2019, which should be more than sufficient for the raises.  The Board unanimously approved a motion to give all eligible staff (other than the Director) a three percent increase in wages/salary for calendar year 2019. (Morgan/Nymeyer)

Evaluation for Director Carol Anderson will be conducted by Board President Tami DeLucenay and other Board members during November of 2018, and a recommendation may then be made for an increase in her salary.

Boiler Repairs are needed as winter approaches.  Havel Corporation of South Bend has submitted a written bid of $1,778.00 for the necessary work.  Discussion was had, with Director Anderson reporting she had contacted fouth other contractors, none of which can service the Library's heating system as it now exists.  The Board voted unanimously to accept Havel's bid and to authorize the boiler repairs.  (Rice/Schaefers)

The Indiana Library Federation convention will be held November 13-14 in Indianapolis.  Director Anderson and Treasurer Powell will attend.  The estimated expense for this professional development event is $400.00.


An updated Trustee Information Sheet was provided to all Board members.

Director Anderson reported an auto accident on October 23, 2018, in which a driver damaged one of the columns at the front of the Library.  No one was injured.  The damage did not require closure of the Library.  A police report was made.  The insurance adjuster has examined the damage and will arrange for repairs.

The Board received information about the funeral of Board Member Cyd Sunday's husband.  The Director and staff have arranged to send a flower arrangement.

Adjournment was at 6:03 p.m. The next meeting will be November 29, 2018, at 5:30 p.m.

Prepared by Rita Parsons-Rice

Approved and Submitted by Richard M. Rice