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2011 Minutes
_____________________________________________________________________ Minutes of the regular monthly meeting of the Anderson City, Anderson, Stony Creek and Union Townships Public Library Board of Trustees
January 19, 2011
President Stuart called the meeting to order at 4:15 p.m. in the Board Room of the Main Library.
Duane Hoak moved to approve the minutes of the regular monthly meeting held December 15, 2010 as distributed. Motion carried.
Greg Fisher has examined the claims and found them to be in order subject to an outside audit and moved to approve the claims as presented. Motion carried.
Sarah has recommended using Unique Integrated Communications to answer the phone calls coming into the Circulation Department. Rob Klaus, with Unique Integrated Communications, was present to answer questions. Duane Hoak moved to approve Sarah’s recommendation. Motion carried.
Greg Fisher moved to approve the Resolution to Pay Bills with Prior Approval. Motion carried.
Duane Hoak moved to approve the Resolution for the Executive Session held December 15, 2010. Sarah’s 2% merit raise has gone into effect. Motion carried.
President Stuart has appointed Paul Muething, Jessica Stalnaker, and Christi Maidlow to the Nominating Committee. Officers will be elected in February and will start their terms in March.
There have been minor changes made to the Circulation of Materials Policy, Materials Borrowing Policy, and Lost or Damaged Materials Policy. The Diversity Policy has been replaced with the Non-Discriminatory Service Policy. The Board asked that the word irrespective be replaced with regardless in this policy. Duane Hoak moved to approve the policies with the changes discussed. Motion carried.
Paul Muething moved to approve the Board By-laws as printed in the last revision. Carried.
Jackie Davis gave a report on digital materials and resources.
Mary Lee Ewald gave a presentation on the Early Literacy Brief, Madison County Indiana. The Board supports this effort.
Sarah gave her Director’s report and reported on Legislative issues.
Being no other business and no comments from the floor, Jessica Stalnaker moved to adjourn. Meeting adjourned at 5:35 p.m. Trustees PresentJames Stuart, President Tammy Ihnat, Vice President Jessica Stalnaker, Secretary Greg Fisher, Treasurer Christi Maidlow Duane Hoak Paul Muething
___________________________ Jessica Stalnaker, Secretary
_____________________________________________________________________ Minutes of the Board of Finance meeting of the Anderson City, Anderson, Stony Creek and Union Townships Public Library Board of Trustees
January 19, 2011
President Stuart called the meeting to order at 5:35 p.m. in the Board Room of the Main Library.
Paul Muething moved to have the officers of the Board serve in their same capacity as officers of the Board of Finance. Motion carried.
Tonya Carman presented the report of investments for First Merchants Bank. The interest rate was corrected on the checking account report to .05%. She also presented the register of investments.
Duane Hoak moved to approve the Finance and Investment Policy. Motion carried.
Jessica Stalnaker moved to designate the Anderson Herald–Bulletin and the Pendleton Times-Lapel Post as the newspapers to be used for advertising. Motion carried.
Jessica Stalnaker moved to adjourn. The meeting was adjourned at 5:45 p.m.
Trustees PresentJim Stuart, President Tammy Ihnat, Vice President Jessica Stalnaker, Secretary Greg Fisher, Treasurer Christi Maidlow Duane Hoak Paul Muething
_________________________ Jessica Stalnaker, Secretary _____________________________________________________________________ Minutes of the regular monthly meeting of the Anderson City, Anderson, Stony Creek and Union Townships Public Library Board of Trustees
February 16, 2011
President Stuart called the meeting to order at 4:15 p.m. in the Board Room of the Main Library.
Paul Muething moved to approve the minutes of the regular monthly meeting held January 19, 2011. Motion carried.
Greg Fisher moved to approve the minutes of the Board of Finance meeting held January 19, 2011. Motion carried.
Jim Bittner reported a social service agency is interested in buying the Extension building. They are waiting on grant funding to begin the process. He will keep the Board informed.
Greg Fisher has examined the claims and found them to be in order subject to an outside audit and moved to approve the claims as presented. Motion carried.
Christi Maidlow moved, on behalf of the Nominating Committee, to approve the following slate of officers; Tammy Ihnat, President, Paul Muething, Vice President, Jessica Stalnaker, Secretary, and Greg Fisher, Treasurer. Motion carried. Greg Fisher, in his capacity as Treasurer, commended Sarah and the Business Office staff on a fine job in the administration of the library finances.
Tammy Ihnat moved to approve the 2012 Holiday Schedule as presented. Motion carried.
A discussion of the Board meeting time was held. It was the consensus of the Board to continue meeting at 4:15pm on the third Wednesday of each month.
Heather Sullivan gave a report on Early Literacy.
Sarah gave her Director’s report and reported on Legislative issues.
Duane Hoak commended staff on their continuing efforts at training, workshops and conferences.
Tammy Ihnat thanked Jim Stuart for his hard work as President this past year.
Being no other business and no comments from the floor, Jessica Stalnaker moved to adjourn. Meeting adjourned at 5:20pm. Trustees PresentJames Stuart, President Tammy Ihnat, Vice President Jessica Stalnaker, Secretary Greg Fisher, Treasurer Christi Maidlow Duane Hoak Paul Muething
___________________________ Jessica Stalnaker, Secretary
_____________________________________________________________________ Minutes of the regular monthly meeting of the Anderson City, Anderson, Stony Creek and Union Townships Public Library Board of Trustees
March 16, 2011
President Ihnat called the meeting to order at 4:15 p.m. in the Board Room of the Main Library.
Christi Maidlow moved to approve the minutes of the regular monthly meeting held February 16, 2011 as presented. Motion carried.
Greg Fisher has examined the claims and found them to be in order subject to an outside audit and moved to approve the claims as presented. Motion carried.
Greg Fisher moved to approve the Resolution for Advance Draw. Motion carried.
Paul Muething moved to accept the nomination of Rhea Parshall and Joni Brinkman as co-recipients of the 2011 Carnegie Award. Motion carried.
Susan Robinson gave a report on Early Literacy for children age birth through 12.
Staci Terrell gave a report on Teen Services.
President Ihnat reminded everyone how important it is to support our Friends group.
Sarah gave her Director’s report.
Being no other business and no comments from the floor, Jessica Stalnaker moved to adjourn. Meeting adjourned at 5:15pm.
Trustees PresentTammy Ihnat, President Paul Muething, Vice President Jessica Stalnaker, Secretary Greg Fisher, Treasurer Christi Maidlow
Trustees Absent Jim Stuart Duane Hoak ___________________________ Jessica Stalnaker, Secretary _____________________________________________________________________ Minutes of the regular monthly meeting of the Anderson City, Anderson, Stony Creek and Union Townships Public Library Board of Trustees
April 20, 2011
President Ihnat called the meeting to order at 4:15pm in the Board Room of the Main Library.
Paul Muething moved to approve the minutes of the regular monthly meeting held March 16, 2011 as presented. Motion carried.
Greg Fisher has examined the claims and found them to be in order subject to an outside audit and moved to approve the claims as presented. Motion carried.
President Ihnat presented the 2011 Carnegie Award to Rhea Parshall and Joni Brinkman.
Jim Stuart moved to extend the real estate listing contract with Jim Bittner for another six months. Motion carried.
President Ihnat appointed Paul Muething and Jessica Stalnaker to the Long Range Plan Committee.
Duane Hoak moved to approve Sarah’s recommendation to give her permission to work with an Architect/Interior Designer to evaluate the Library’s current utilization and develop a program, space plan concepts, and probable cost estimates. Motion carried. Sarah will get estimates from a couple of firms and bring them back to the Board.
Sarah gave her Director’s report and discussed Legislative issues regarding new gun laws.
Being no other business and no comments from the floor, Jessica Stalnaker moved to adjourn. Meeting adjourned at 5:15pm.
Trustees PresentTammy Ihnat, President Paul Muething, Vice President Jessica Stalnaker, Secretary Greg Fisher, Treasurer Christi Maidlow Jim Stuart Duane Hoak
Trustees Absent None
___________________________ Jessica Stalnaker, Secretary _____________________________________________________________________ Minutes of the regular monthly meeting of the Anderson City, Anderson, Stony Creek and Union Townships Public Library Board of Trustees
May 18, 2011
President Ihnat called the meeting to order at 4:15pm at the Lapel Branch Library.
Jim Stuart moved to approve the minutes of the regular monthly meeting held April 20, 2011 as presented. Motion carried.
Greg Fisher has examined the claims and found them to be in order subject to an outside audit and moved to approve the claims as presented. Motion carried.
Jim Bittner presented a non-binding letter of intent from a company to lease part of the space at the Extension Building. Duane Hoak moved to approve the Preliminary Proposal to Lease Space as presented. Motion carried. Jim Stuart moved to approve the Limited Agency Agreement. Motion carried. Sarah has permission to sign both documents and move forward.
Duane Hoak moved, on behalf of the Budget Committee, to approve the recommendation of moving to a health insurance plan with an 85/15 employer/employee share in the premium cost as presented with the budget figures. Motion carried.
Cassaundra Day gave her report on plans for the summer reading program at Lapel.
Greg Fisher gave his Lapel statistical report. He asked that the Budget Committee, when working on the 2012 budget, investigate the possibility of increasing hours at the Lapel Branch and at Main.
Sarah gave her Director’s report and discussed Legislative issues.
There will be 3 presentations given in June on the space study. The Board asked that the presentations be kept to 15 minutes each.
Being no other business and no comments from the floor, Jessica Stalnaker moved to adjourn. Meeting adjourned at 5:45pm.
Trustees PresentTammy Ihnat, President Paul Muething, Vice President Jessica Stalnaker, Secretary Greg Fisher, Treasurer Christi Maidlow Jim Stuart Duane Hoak
Trustees Absent None
___________________________ Jessica Stalnaker, Secretary _____________________________________________________________________ Minutes of the regular monthly meeting of the Anderson City, Anderson, Stony Creek and Union Townships Public Library Board of Trustees
June 15, 2011
President Ihnat called the meeting to order at 4:15pm in the Board Room of the Main Library.
Paul Muething moved to approve the minutes of the regular monthly meeting held May 18, 2011 as presented. Motion carried.
Mike Montgomery, from krM Architecture+ gave his presentation on doing a space study for APL.
Greg Fisher has examined the claims and found them to be in order subject to an outside audit and moved to approve the claims as presented. Motion carried.
Matt Mayol and Deb Sparks, from Odle McGuire Shook gave their presentation on doing a space study for APL.
President Ihnat appointed the following members to the Budget Committee; Duane Hoak, chair, Greg Fisher, and Jessica Stalnaker. Jim Stuart excused himself from the meeting at this time.
Duane Hoak moved to approve the recommendation for the new Weapons Policy as presented. The vote was taken with 1 aye and 4 nays. The motion was defeated. Greg Fisher moved that the new policy read “The Anderson Public Library prohibits the intentional display of firearms during public meetings.” Motion carried.
Kevin Huse, from Ratio Architects gave his presentation on doing a space study for APL.
Jessica Stalnaker moved, on behalf of the Long Range Planning Committee, to hire Mike Collette to conduct focus groups as part of the long range planning process, not to exceed $1,500. Motion carried.
There may not be a quorum for the October 19 meeting which is when the Board will vote on the 2012 budget. Sarah would like to move this meeting to October 12. The members who were present will be available on that date. She will contact Jim Stuart to make sure he will be available also.
Sarah gave her Director’s report.
The space study will be put on the July agenda. Duane Hoak and Christi Maidlow will serve on a Feasibility Study Committee geared toward the facilities.
Being no other business and no comments from the floor, Jessica Stalnaker moved to adjourn. Meeting adjourned at 5:50pm.
Trustees PresentTammy Ihnat, President Paul Muething, Vice President Jessica Stalnaker, Secretary Greg Fisher, Treasurer Christi Maidlow Jim Stuart Duane Hoak
Trustees Absent None
___________________________ Jessica Stalnaker, Secretary _____________________________________________________________________ Minutes of the regular monthly meeting of the Anderson City, Anderson, Stony Creek and Union Townships Public Library Board of Trustees
July 20, 2011
President Ihnat called the meeting to order at 4:15pm in the Board Room of the Main Library.
Duane Hoak moved to approve the minutes of the regular monthly meeting held June 15, 2011 as presented. Motion carried.
Greg Fisher has examined the claims and found them to be in order subject to an outside audit and moved to approve the claims as presented. Motion carried.
Duane Hoak gave a report from the Budget Committee. There will be a draft 2012 budget presented to the Board in August.
Jim Stuart moved to approve Sarah’s recommendation to accept the proposal from Knauss Property Services, LLC. for the masonry work on the Lapel Branch. Motion carried.
Jim Stuart moved to approve the revision of the Code of Conduct as presented with the addition of moving a statement closer to the top of the page. Motion carried.
Jim Bittner presented a signed lease for part of the Extension Building from Seals Ambulance Services, Inc. Jim Stuart moved to approve the lease as presented. Motion carried unanimously.
Duane Hoak gave a report on the responses to his inquiries regarding architect firms being considered to do a space study for us. This project will be on the agenda for August.
Jim Stuart commented that he thinks the Weapons Policy should be left as adopted last month.
Jill Campbell gave her report on the Information Services Department.
John Anderson introduced Vanessa Courtney, the new Community Relations Manager.
Sarah gave her Director’s report.
Being no other business and no comments from the floor, Jessica Stalnaker moved to adjourn. Meeting adjourned at 5:10pm.
Trustees PresentTammy Ihnat, President Jessica Stalnaker, Secretary Greg Fisher, Treasurer Jim Stuart Duane Hoak
Trustees Absent Paul Muething, Vice President Christi Maidlow
___________________________ Jessica Stalnaker, Secretary _____________________________________________________________________ Minutes of the regular monthly meeting of the Anderson City, Anderson, Stony Creek and Union Townships Public Library Board of Trustees
August 17, 2011
President Ihnat called the meeting to order at 4:15pm in the Board Room of the Main Library.
Jim Stuart moved to approve the minutes of the regular monthly meeting held July 20, 2011 as presented. Motion carried.
Greg Fisher has examined the claims and found them to be in order subject to an outside audit and moved to approve the claims as presented. Motion carried.
Duane Hoak moved, on behalf of the Budget Committee, to advertise the 2012 Tax Levy at $3,974,620. Motion carried. Duane Hoak moved, on behalf of the Budget Committee, to advertise the 2012 Operating Budget at $4,115,766. Motion carried. Duane Hoak moved, on behalf of the Budget Committee, to advertise the 2012 LIRF Budget at $246,371. Motion carried.
Duane Hoak moved to increase hours open at both Main and Lapel by 4 hours weekly starting September 6, 2011. The Main Library will be open Monday thru Thursday from 9:30am-8pm, Friday and Saturday from 9:30am-5:30pm and Sunday from 1-5pm. The Lapel Branch will be open from 10am-7pm on Monday and Tuesday and 11am-7pm on Wednesday and Thursday. Motion carried.
Duane Hoak moved to award the contract for the Space Study to krM Architecture+. Motion carried.
Jim Stuart moved to approve the July 1, 2012-June 30, 2013 renewal for the Indiana State Library consortium for Internet access. Motion carried.
Jay T. Godby-Schwab would like permission to make an outdoor reading area north of the parking lot at the Lapel Branch as his project toward earning his Eagle Scout ranking. Duane Hoak would like for Russ to be involved in the issues of stability and safety. Duane Hoak moved to approve this concept and project pending further investigation.
Jim Stuart moved to approve the sign Seals Ambulance wants to put on the outside of the Extension Building subject to necessary approval by City Planning. Motion carried.
Mary Simpson gave her report on Circulation Services.
Sarah gave her Director’s report.
Being no other business and no comments from the floor, Jessica Stalnaker moved to adjourn. Meeting adjourned at 5:15pm.
Trustees PresentTammy Ihnat, President Paul Muething, Vice President Jessica Stalnaker, Secretary Greg Fisher, Treasurer Jim Stuart Duane Hoak Christi Maidlow
Trustees Absent None
___________________________ Jessica Stalnaker, Secretary _____________________________________________________________________ Minutes of the Public Hearing on the 2012 Budget of the
Anderson City, Anderson, Stony Creek and Union Townships Public Library.
September 21, 2011
President Ihnat called the public hearing to order at 4:15 in the Board Room of the Main Library.
Sarah said the 2012 Operating Budget has been advertised at $4,115,766, the 2012 Levy amount to be raised at $3,974,620 and the 2012 LIRF Budget at $246,371. These figures have been filed and advertised twice in the Herald-Bulletin and the Times-Post. This is a 2.82% increase over 2011.
President Ihnat asked if there were any comments from the public. There was none.
Jessica Stalnaker moved to adjourn the public hearing.
The meeting was adjourned at 4:20 p.m.
Trustees present Tammy Ihnat, President Paul Muething, Vice President Jessica Stalnaker, Secretary Greg Fisher, Treasurer Jim Stuart Christie Maidlow Duane Hoak
Trustees absent None _____________________________________________________________________ Minutes of the regular monthly meeting of the Anderson City, Anderson, Stony Creek and Union Townships Public Library Board of Trustees
September 21, 2011
President Ihnat called the meeting to order at 4:20pm in the Board Room of the Main Library.
Christi Maidlow moved to approve the minutes of the regular monthly meeting held August 17, 2011 as presented. Motion carried.
Greg Fisher has examined the claims and found them to be in order subject to an outside audit and moved to approve the claims as presented. Motion carried.
Duane Hoak moved to approve the Travel and Reimbursement Policy. It was a suggestion from the Auditor that we have this type of policy on file. Motion carried.
Susan Robinson gave her report on Children’s Services.
Sarah gave her Director’s report.
Being no other business and no comments from the floor, Jessica Stalnaker moved to adjourn. Meeting adjourned at 4:55pm.
Trustees PresentTammy Ihnat, President Paul Muething, Vice President Jessica Stalnaker, Secretary Greg Fisher, Treasurer Jim Stuart Duane Hoak Christi Maidlow
Trustees Absent None _____________________________________________________________________ Minutes of the regular monthly meeting of the Anderson City, Anderson, Stony Creek and Union Townships Public Library Board of Trustees
October 12, 2011
President Ihnat called the meeting to order at 4:15pm in the Board Room of the Main Library.
Jim Stuart moved to approve the minutes of the Public Hearing on the 2012 budget held September 21, 2011 as presented. Motion carried.
Jim Stuart moved to approve the minutes of the regular monthly meeting held September 21, 2011 as presented. Motion carried.
Jackie Davis gave her report on Collection Services.
Greg Fisher has examined the claims and found them to be in order subject to an outside audit and moved to approve the claims as presented. Motion carried.
Duane Hoak moved to approve the Resolution to Request Advance Draw. Motion carried.
Tonya talked about the Revenue Comparison Report.
Duane Hoak moved, on behalf of the Budget Committee, approval of entering into a 1 year contract with eKeepersystems for electronic monitoring of our computer services. The cost of this service has been moved out of the Personnel line of the 2012 budget and into the Contractual Services line. Motion carried.
Duane Hoak moved, on behalf of the Budget Committee, to approve the 2012 Operating Budget of $4,115,766. Motion carried. Duane Hoak moved, on behalf of the Budget Committee, to approve the 2012 LIRF Budget of $246,371. Motion carried.
The Board approved the Ordinance for Appropriations and Tax Rates which states the approved 2012 Operating Budget of $4,115,766, a property tax levy of $3,973,479 with a tax rate of .3021.
Jim Stuart moved to extend Jim Bittner’s contract for another year. Motion carried.
There was discussion about the Walking Man Project.
Jim Stuart moved to approve the changes on the Fax/Printing/Copy Charges Policy. Motion carried.
Sarah gave her Director’s report.
Being no other business and no comments from the floor, Jessica Stalnaker moved to adjourn. Meeting adjourned at 5:05pm.
Trustees PresentTammy Ihnat, President Jessica Stalnaker, Secretary Greg Fisher, Treasurer Jim Stuart Duane Hoak Christi Maidlow
Trustees Absent Paul Muething, Vice President
___________________________ Jessica Stalnaker, Secretary
_____________________________________________________________________ Minutes of the regular monthly meeting of the Anderson City, Anderson, Stony Creek and Union Townships Public Library Board of Trustees
November 16, 2011
President Ihnat called the meeting to order at 4:15pm in the Board Room of the Main Library.
Christi Maidlow moved to approve the minutes of the regular monthly meeting held October 12, 2011 as presented. Motion carried.
Greg Fisher has examined the claims and found them to be in order subject to an outside audit and moved to approve the claims as presented. Motion carried.
Paul Muething moved to approve the 2012 Salary Schedule. Motion carried.
Jessica Stalnaker moved approval of increasing the corporate credit card limit to no more than $20,000. Motion carried.
Paul Muething moved approval of the 2012-2014 Technology Plan. Motion carried.
Christi Maidlow moved to approve the 2012 meeting dates as distributed. The November meeting was changed to November 14. Motion carried.
Sarah participated in a webinar, Strategic Visions for Public Libraries, presented by Dr. Roger E. Levien, Fellow, OITP, American Library Association. She received permission from Dr. Levien to use a slide from the webinar with the Board as an exercise to help the Board decide on a vision for APL. The Board will discuss again in December.
There was discussion on the draft of the Long Range Plan. Duane would like to see a more specific financial breakdown. This will be on the agenda again in December.
Sarah gave her Director’s report.
Being no other business and no comments from the floor, Jessica Stalnaker moved to adjourn. Meeting adjourned at 5:00pm.
Trustees PresentTammy Ihnat, President Paul Muething, Vice President Jessica Stalnaker, Secretary Greg Fisher, Treasurer Duane Hoak Christi Maidlow
Trustees Absent Jim Stuart
___________________________ Jessica Stalnaker, Secretary _____________________________________________________________________ Minutes of the regular monthly meeting of the Anderson City, Anderson, Stony Creek and Union Townships Public Library Board of Trustees
December 14, 2011
President Ihnat called the meeting to order at 4:15pm in the Board Room of the Main Library.
Jessica Stalnaker moved to approve the minutes of the regular monthly meeting held November 16, 2011 as presented. Motion carried.
Greg Fisher has examined the claims and found them to be in order subject to an outside audit and moved to approve the claims as presented. Motion carried.
Greg Fisher moved to approve the 2011 Transfer Resolution. Motion carried.
Jim Stuart moved to approve the 2011 LIRF Transfer Resolution. Motion carried.
Jim Stuart moved to approve the 2011 Encumbrance Resolution. Motion carried.
Jim Stuart abstained from discussion and voting on the Corporate Credit Card item. Jessica Stalnaker moved to close the Visa account with Madison County Credit Union and establish an account with the Elan One Card Program through First Merchants Bank with a credit limit of $20,000. Motion carried.
Paul Muething moved to approve the Resolution for the Executive Session held November 16, 2011. Motion carried.
Paul Muething moved, on behalf of the Long Range Planning Committee, to approve the Long Range Plan as submitted. Motion carried.
There was discussion on Dimensions of Choice. It was the consensus of the Board to move a little closer to being virtual and community focused, investigate creation, and move closer to being a portal instead of an archive but we will not go to any extremes in any area.
Russ gave his report on the Maintenance Department.
Sarah gave her Director’s report.
Being no other business and no comments from the floor, Jessica Stalnaker moved to adjourn. Meeting adjourned at 5:10pm.
Trustees PresentTammy Ihnat, President Paul Muething, Vice President Jessica Stalnaker, Secretary Greg Fisher, Treasurer Jim Stuart
Trustees Absent Duane Hoak Christi Maidlow
___________________________ Jessica Stalnaker, Secretary _____________________________________________________________________ |
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