2024 Board Meeting Minutes
NORTH MADISON COUNTY PUBLIC LIBRARY
BOARD OF TRUSTEES
Elwood Public Library January 8, 2024
Immediately following Board of Finance meeting
CALL TO ORDER
President Glenn Eddleman called a regular meeting of the North Madison County Public Library Board of Trustees to order on January 8, 2024 immediately following the Board of Finance meeting.
CALL FOR QUORUM
Present were members Glenn Eddleman, Mike Bomholt, Janet Stover, Lisa Hobbs, Larry Watson, and Kenny Giselbach. Also in attendance were Director Jamie Scott and Administrative Assistant Sheri Wallace.
CONSENT AGENDA
Janet Stover made a motion to approve the consent agenda. Mike Bomholt seconded and the motion carried. Treasurer Kenny Giselbach signed checks.
OLD BUSINESS
Summitville South Pavilion
Director Scott shared photos of the completed Pavilion at Summitville. We have landscaping. We need two of the can lights to stay on through the night because it is very dark without them. Pridemark will be contacting the electricians.
Personnel Policy: Wage and Salary Administration
Director Scott would like to remove including but not limited to any written warnings for being late three times during a payroll period from Section 16 Wage and Salary
Administration. Kenny Giselbach made a motion to accept these changes to the Personnel Policy. Janet Stover seconded and the motion carried.
Materials Selection Policy
Director Scott would like to add the following to the Materials Selection Policy under Book Complaint Procedures. l. The patron must be an active NMCPLS library patron living or owning properly within our service area. Add to 6. Explaining the form should be completed by hand. Larry Watson made a motion to accept these additions to the Materials Selection Policy. Lisa Hobbs seconded and the motion carried.
NEW BUSINESS
Review of 2023 Programs and Stats
Director Scott would like to commend the staff on how many programs were hosted and how well they were attended at each location. Staff is also doing more outreach, We had a total of 568 programs with 5,375 attendees. Statistics are up from 2022 in number of programs and attendance. We have not made it back to our 2019 level but we continue to grow.
Directors Report
Director Scott will be attending a Madison-Grant High School board meeting with a staff member to speak out against the superintendent requesting the school librarian withdraw or remove a book from the school library. Senate Bill 32 would eliminate public libraries as an independent taxing authority. Which means our funding would come through the county. Indiana Library Federation does not support this bill and is urging us to contact our legislators.
Public Comment
Larry Watson wanted to commend Todd Buckmaster for going above and beyond when it comes to helping patrons get the books they are looking for. Mr. Watson is very pleased with the level of assistance he and his mother receive.
Adjournment
President Eddleman adjourned the meeting by consent.
NORTH MADISON COUNTY PUBLIC LIBRARY
BOARD OF TRUSTEES
Elwood Public Library
Regular Meeting
February 12, 2024 4:30 PM
CALL TO ORDER
President Glenn Eddleman called a regular meeting of the North Madison County Public Library Board of Trustees to order on February 12, 2024 in the meeting room of the Elwood Public Library.
CALL FOR QUORUM
Present were members Glenn Eddleman, Mike Bomholt, Janet Stover, Kathy Small, Larry Watson, and Kenny Giselbach. Also in attendance was Jamie Scott, Director and Sheri Wallace, Adminstrative Assistant.
CONSENT AGENDA
Kathy Small moved to approve the consent agenda. Mike Bomholt seconded and the motion carried. The members signed the minutes and claims register. Treasurer Kenny Giselbach signed checks.
NEW BUSNESS
Non-Resident Fee
The Resolution to Establish Non-Resident Fees at $65 per year was read. Kathy Small, made a motion to accept the resolution as read. Janet Stover made a second and the motion carried.
3D Print Policy
The 3D Print Policy was reviewed. Director Scott would like to add the following to the current policy:
Ill. ADD: All 3D models must be paid for in full before being released to patrons.
IV. Only designated Library staff and volunteers will have hands-on access to the 3D printer.
V. ADD: To request a specific 3D print you can either fill out our 3D print request form, bring your file to the Library on a USB drive, or upload the file from a library computer to a provided USB drive. We will review your file and a staff member will place your file in our 3D printing queue. STL files can be exported from most 3D design software packages. Additionally, you can find models in .STL format on websites like thingiverse.com printables.com thangs.com
VI. ADD: Elwood Public Library staff have the sole discretion to determine the order in which 3D models are printed. Patrons are limited to printing one 3D item at a time and may have only one item in the print queue at a time. If a 3D model consists of multiple separate parts, each part will constitute a single item. Because of limited staff and hardware resources, the Elwood Public Library cannot guarantee completion times. Library staff will contact patrons when printing is complete, and patrons must pick up
3D Print Policy-continued completed models within three weeks. If models are not picked up within three weeks following completion, then the print becomes the sole possession of the Elwood Public Library who may apply them in any manner it deems appropriate.
VIl. ADD: 3D printed objects may have small bumps, holes, and/or rough edges. These can be cleaned up using fine sand paper or steel wool. Objects are printed from the bottom up, If a design has a large overhang or suspended parts, support material and/or rafts may be used. These additions are easily removed by the patron. The Library will not be responsible for removing any supports and/or rafts.
VIIL ADD: Because of inherent limitations with equipment, the Elwood Public Library does not guarantee that any 3D model will print successfully. If a print fails due to Library staff error or hardware failure, the Library will attempt to reprint the object, and the patron will not be charged for the failed attempt. The Library may refuse to reprint the object after two unsuccessful attempts.
Larry Watson moved to accept these changes to the policy. Mike Bomholt seconded and the motion carried.
ADDITION: Wendell Willkie Monument
The Wendell Willkie Park is getting a makeover. Mayor Jones would like to donate the Wendell Willkie Monument to the library to set under the arch. Director Scott invited him to attend our meeting today but he declined. The Board of Trustees discussed future plans for the arch and patio area. The Board will make a decision after getting additional information.
Directors Report
An older gentleman is stealing our newspaper. He is banned for six months.
Three young ladies trashed the women's restroom. They were banned for three months.
The Annual Library Report is posted on the wiki. Open house is scheduled for June 1 at Summitville at 3:30 pm. Mr Hazelbaker will do a quick ribbon cutting ceremony for the new pavilion. Carolyn Lambertson, manager at Summitville, has passed away. Her son would like to donate $2,500.00 in her name to the library. We are going to purchase two memorial benches for the pavilion in her name. The library has $61 in tax abatements. We will be copywriting nine more paintings from Marvin Crim. We have three people waiting on prints. There is a problem with being able to log on to our new website from the library. Our stats are up 12% over last year.
Public Comment
Mike Bomholt thanked Director Scott and Sarah Huffman for speaking at the Optimist
Club luncheon, They did a wonderful job promoting the library in a professional manner.
Adjournment
President Eddleman adjourned the meeting by consent.
NORTH MADISON COUNTY PUBLIC LIBRARY
BOARD OF TRUSTEES
Elwood Public Library Regular Meeting
March 11, 2024 4:30 PM
CALL TO ORDER
President Chenn Eddleman called a regular meeting of the North Madison County Public Library Board of Trustees to order on March I l , 2024 in the meeting room of the Elwood Public Library.
CALL FOR QUORUM
Present were members Glenn Eddleman, Mike Bomholt, Janet Stover, Kathy Small, Larry Watson, Lisa Hobbs and Kenny Giselbach. Also in attendance was Jamie Scott, Director and Sheri Wallace, Adminstrative Assistant.
CONSENT AGENDA
Kathy Small moved to approve the consent agenda. Janet Stover seconded and the motion carried. The members signed the minutes and claims register. Treasurer Kenny Giselbach signed checks.
OLD BUSINESS
Pavilion Lighting-Summitville
Director Scott met with Trent from Nugent Electric about the lighting in the Pavilion at Summitville. It was decided to install a wired security camera with motion sensor lights in the same place as our previous outdoor light.
NEW BUSINESS
Leave Without Pay-Personnel Policy
Director Scott would like change the Leave Without Pay policy as follows:
Pa.rt-Time Employees on Leave Without Pay do not accrue Sick Leave.
Larry Watson moved to accept these changes. Kathy Small seconded and the motion carried.
Elwood Lawn Mower Issue
The Lawn Tractor at Elwood has been in the shop since last September. We are waiting on a new mower deck that is supposed to be in April 5. Director Scott will speak with Bendle's about options and programs. We will also get bids on having a company come mow for us. The board will visit this issue after we receive additional information.
Occupancy Sensors for Restrooms
Stacey Jones, Manager of Frankton Community Library, has received a request for Occupancy Sensors on the restroom lights. Director Scott received a quote from Nugent Electric for $ 1405.00 to install these sensors in all restrooms at all locations. The Board declined to move on this issue.
Internal Controls Review
Internal Controls were reviewed. Staff will review Internal Controls at the May InService. There has been a request for TShirts of a Marvin Crim painting. Larry Watson moved to charge $2.00 over the cost of the TShirt. Janet Stover seconded and the motion carried.
ADDED Conrad's Seal Coating
We received quotes from Conrad Dautrich to coat each of our parking lots. Elwood is $5,982.00, Frankton is $1,780.00. Summitville is $1,780.00. The total is $9,520.00. Lisa Hobbs moved we accept this quote. Mike Bomholt made a second and the motion carried.
Directors Report
We are cooking other libraries items and we are going to stop. At the May InService we will train staff and set up guide lines. The restrooms at Elwood are locked. The restrooms in the children's area have signs on the door to ask staff before using because they can not be locked from the outside. We have had a woman staying in the children's restroom for 45 minutes to an hour at a time. We have had vaping, vandalism and possible drug use. Lights on the canopy at Elwood were not working, We had a ballast burn up. Trent from Nugent is converting that to LED. The Wendell Willkie memorial is going to stay where it is. Sheri Wallace will be retiring August 30, 2024. We have a staff member interested in her position,
Public Comment
Mike Bomholt thanked Director Scott and Sarah Huffman for speaking at the Optimist Club luncheon. They did a wonderful job promoting the library in a professional manner.
Adjournment
President Eddleman adjourned the meeting by consent.
NORTH MADISON COUNTY PUBLIC LIBRARY
BOARD OF TRUSTEES
Ralph E. Hazelbaker Library
Regular Meeting
April 8, 2024 4:30 PM
CALL TO ORDER
President Glerm Eddleman called a regular meeting of the North Madison County Public Library Board of Trustees to order on April 8, 2024 on the Community Patio of the Ralph E. Hazelbaker Library.
CALL FOR QUORUM
Present were members Glenn Eddleman, Mike Bomholt, Janet Stover, Larry Watson, Lisa Hobbs and Kenny Giselbach. Also in attendance was Jamie Scott, Director, Sheri Wallace, Administrative Assistant and Sarah Fox, Branch Manager.
CONSENT AGENDA
Lisa Hobbs moved to approve the consent agenda. Mike Bomholt seconded and the motion carried. The members signed the minutes and claims register. Treasurer Kenny Giselbach signed checks.
OLD BUSINESS
Summitville South Pavilion
The new camera and flood lights have been installed. There is a question concerning the wiring. They wired the lighting with residential wiring. There was no cover on the junction box. No building permit was issued. Brian from Pridemark said they will take care of anything the inspector finds. The landscaping will be finished up, the drain will be taken care of and the mulch will be removed for river rock. A small piece of railing will need to be fixed as well. The door needs to be removed and reframed for the door closer to work properly.
Elwood Lawn Mower Issues
Bendle Lawn Equipment has not received the new mower deck to repair our mower.
Bendle quoted a price of $4,300 for a new 42" zero turn mower. Idlewine Mowers and
Trimmers quoted $4,249 for a new 42" zero turn mower and a Kawasaki for $3,899.00. We also have a quote for $100 and $75 for someone to come mow. Mike Bomholt moved to hire Cody Harrison for $75 per mowing. Larry Watson seconded and the motion catTied.
NEW BUSINESS
Job Descriptions
Director Scott would like to remove the following from Technical Services Manager job description: Item 12 Remove: Twenty (20) hours will be computer or technology related Item 14 Remove: Organizes and preparesfbr shipment all items to be transited 10 other libraries.
Job Descriptions
Change Indiana Public Library to Indiana State Library. Lisa Hobbs moved to approve as presented. Janet Stover seconded, motion carried.
Director Scott would like to make the following changes to Branch Manager job description: Item 5 Add inventory. Item 8 Remove regular deposit. Item 12 Remove Twenty (20) hours will be computer or technoloo related. Add Indiana State Library. Add Item 13: Supervises the reporting and calculation of the branch department statistics. Janet Stover moved to accept the changes as presented. Lisa Hobbs seconded, motion carried.
Director Scott would like to make the following changes to Adult Services Manager job description: Item 4 Add Inventory. Item 6 Add which includes meeting room reservations and collecting and returning meeting room deposits. Item 13 Remove Twenty (20) hours will be computer or technology related. Add Indiana State Library. Add Item 14 organizes andprepares for shipment all items to be transited to other libraries. Add Item 15 Supervises the reporting and calculation ofthe adult department statistics. Lisa Hobbs moved to approve as presented. Mike Bomholt seconded, motion carried.
Director Scott would like to make the following changes to the Youth Services Manager job description: Item 4 Add andperforms clerk duties when necessary, as listed in the clerkjob description. Item 5 Add inventory. Item 13 Remove: Correlates circulaion, acquisitions and patron statistics for the library system and state reports. Add Supervises the reporting and calculation of the youth department statistics and system digital media and database statistics. Item 14 Remove Twenty (20) hours will be computer or technology related. Add Indiana State Library. Janet Stover moved to accept the changes as presented. Lisa Hobbs seconded, motion carried.
Pest Control Prevention and Res onse Polic
Director Scott would like to make the following changes to the Pest Control Prevention and Response Policy: Item 1 Remove: Once a month a licensed pest professional will inspect and spray each facilityfor bed bugs. Item 2 Add: owned by NMCPLS, Add: Incoming items owned by other libraries will be visually inspected. Ifany signs ofpests are found, the item will immediately be quarantined, and the owning library will be contacted. Lisa Hobbs moved to accept these changes as presented, May 6, 2024. Janet Stover seconded, motion carried.
Hazelbaker Covered Patio Policy
Director Scott requested this item tabled until the next meeting.
Frankton Community Library Sign-Added
The sign at the Frankton Library is in need of repair and maintenance. Complete Masonry Service quoted $4,980.00 to install new limestone caps, repair failed mortar joints, tuck point and pressure wash. They will drill weep holes in base block to allow water to drain. Mike Bomholt moved to accept this quote. Janet Stover seconded, motion carried.
Directors Report
Sarah Fox had 15 people for the eclipse and t-shirt craft. Four people came for chair yoga and 8 came to Goosebumps. Preschool is coming for a field trip. The eclipse programs were successful at all the branches. Today was the first program Sarah had on the patio. Lou Gerig donated $250.00 to purchase a plaque for the Willkie items he donated to the library. After talking with Lou a program has been planned for August 1 7th . Marvin Crim is painting the train that brought Willkie to Elwood. Stephen Jackson, Madison County Historian, David Willkie and Michael Mitchell will all be here for a day of Willkie history. We will even have a model train set up. The Call Leader has been asked to come as well. We had a patron want one of Marvin Crim's paintings on a T-shirt so we ordered it and it turned out very well. We are going to promote these.
Public Comment
No public comment.
Adjournment
President Eddleman adjourned the meeting by consent.
NORTH MADISON COUNTY PUBLIC LIBRARY
BOARD OF TRUSTEES
Elwood Public Library
Regular Meeting
May 13, 2024 4:30 PM
CALL TO ORDER
President Glenn Eddleman called a regular meeting of the North Madison County Public Library Board of Trustees to order on May 13, 2024 in the meeting room of the Elwood Public Library.
CALL FOR QUORUM
Present were members Glenn Eddleman, Mike Bomholt, Janet Stover, Kathy Small, Larry Watson, Lisa Hobbs and Kenny Giselbach. Also in attendance was Jamie Scott, Director, Sheri Wallace, Adminstrative Assistant, and Sarah Huffman, Adult Services Manager.
CONSENT AGENDA
Kathy Small moved to approve the consent agenda. Larry Watson seconded and the motion carried. The members signed the minutes and claims register. Treasurer Kenny Giselbach signed checks.
OLD BUSINESS
Summitville South Pavilion-Open House, Donation of Benches and Grass
Director Scott invited all the Trustees to the Ribbon Cutting on June 1 at 3:30 p.m. Mr. Hazelbaker will be in attendance. Carolyn Lambertson's family donated two memorial benches for the patio. The new grass is growing. The electrical and the railing are the last things that need to be fixed. The door to the patio is working well.
Hazelbaker Covered Patio Policy
Director Scott would like to add the covered patio to the current Meeting Room Policy for the Ralph E Hazelbaker Library. Other additions are as follows: Section Il B. Groups of'no more than 50 people can reserve the covered patio. J. illegal substances, candles and other fire lil ma[erials are prohibited. K. Cooking/baking/grillingfåcilities are noi available and noi allowed. All föod producls usedfbr lhe meeling are 10 be prepared ofßile. Section Ill B. $30.00 deposit Section IV A. Returning tables andfolding chairs to their original location. G. Remove overhead projector and lelevision. Add digital projector, and smart Ivför meeting room use only. Digital projector Covered Patio Hours Monday-Saturday 9:30 am 10 7 pm.
Janet Stove moved to accept these changes as read. Mike Bomholt seconded and the motion carried.
NEW BUSINESS
Bank Transfer for Operating Fund
Director Scott would like to transfer $100,000.00 from the investment account at First Farmers Bank and Trust to Star Financial Bank to cover June operating expenses. Kenny Giselbach moved to transfer these funds. Lisa Hobbs seconded and the motion carried.
Health Insurance Renewal
Our Health Insurance Renewal for 2024-2025 is a 10.7% increase and Life Insurance for full time employees is a 6.89% increase.
Yearly review of Internet Policy and Wireless Internet Policy
The Wireless Internet Policy was reviewed and no changes were made. Director Scott would like to remove the following items from the Public Access Computer Policy: Require the use ofacceptable identification for anyone using [he Internet at the library. This card must be renewed in order 10 continue computer use after its one year expiration. Change one-hour time limit to three hour. Remove if no one is waiting to use the computer, the patron may begin increasing his or her time in fifteen (15) minute increments for a maximum oflwo (2) hours total. The NMCPLS offers laptop computers for checkout. Teenagers wishing to access the teen-rated programs on these machines must have a library card, other approved age verification, or written parental consent on file. Kathy Small moved to accept the changes to the Public Access Computer Policy. Lisa Hobbs seconded and the motion carried.
Elwood Public Library a. Painting and Repairing Soffits, Porches and Dormers b. Repairing Guttering and Downspouts
Director Scott received a quote from Pridemark Construction to pressure wash, repair soffits, and paint for $17, 166.00. Gutter and downspout repair will be $7,054.00. The total quote is $24,220.00. Mike Bomholt made a motion to accept the quote from Pridemark Construction. Kathy Small seconded and the motion carried.
Directors Report
On May 1 we held an in-service and focused on the Patron Behavior Policy and book complaints. Aspen is the new Evergreen Indiana catalog. It seems to offer a lot more information and be easier to use. We have a new WIKI on our new website for staff training. Cartoonist Deon Parson will be back to do another program on June 21 st .
Public Comment
Mike Bomholt thanked Sheri Wallace and Sarah Huffman for their hard work and dedication to the library.
Adjournment
President Eddleman adjourned the meeting by consent.
NORTH MADISON COUNTY PUBLIC LIBRARY
BOARD OF TRUSTEES
Elwood Public Library
Regular Meeting
June 10, 2024 4:30 PM
CALL TO ORDER
President Glenn Eddleman called a regular meeting of the North Madison County Public Library Board of Trustees to order on June 10, 2024 in the meeting room of the Elwood Public Library.
CALL FOR QUORUM
Present were members Glenn Eddleman, Kathy Small, Lisa Hobbs and Kenny Giselbach. Also in attendance was Jamie Scott, Director, Sheri Wallace, Adminstrative Assistant, and Sarah Huffman, Adult Services Manager.
CONSENT AGENDA
Kathy Small moved to approve the consent agenda. Lisa Hobbs seconded and the motion carried. The members signed the minutes and claims register. Treasurer Kenny Giselbach signed checks.
NEW BUSINESS
Timeline for 2025 Budget Approval
Board Members reviewed the timeline for the 2025 Budget. Approval, public hearing and adoption of the 2025 budget will all take place at regularly scheduled board meetings. There were no changes made.
Initial Budget Review
Director Scott proposes keeping the budget for our Rainy Day fund for 2025 to $50,000.00. The LIRF budget will be $50,000.00 for 2025. The operating budget will remain at $1425,000.00 for 2024.
Directors Report
InfoExpress renewals are due and they are outrageous. We will be under contract with Now courier as of July I and we are hoping things improve. Because of the standards set by the State Library, we have to use this company or risk losing funding and being a member of Evergreen. We had a brief power outage a few days ago and when it came back on it affected our HVAC. Some areas were cooling fine and others were not. Dave Oliver from Vasey is working on it. August 1 7th is gaining momentum. David Wilkie will be here. Stephen Jackson, Madison County Historian will be here. Lou Gerig will be the moderator. Marvin Crim will be here to reveal his painting. The Carolyn Gruber and Beverly Duncan of the DAR will be here to present a plaque honoring Henrietta Wilke to David Wilkie. There will also be the Fourth Annual Art Show and a book sale going on. Dave from Simmons Gutters has completed the work on Elwood's gutters. They will check them in three years.
We will be purchasing a sign for the Frankton Library parking lot that says "Library Parking Only". The copyrights for the three train depots and the Tin Plate have been finalized and there are requests for purchases of these prints. Marvin Crim was interviewed for the Call Leader. The interview will be published soon. The festivities for August 17th will be included in the interview.
Public Comment
No public comment was forthcoming.
Adjournment
President Eddleman adjourned the meeting by consent.
NORTH MADISON COUNTY PUBLIC LIBRARY
BOARD OF TRUSTEES
Elwood Public Library
Regular Meeting
July 8, 2024
4:30 PM
CALL TO ORDER
President Glenn Eddleman called a regular meeting of the North Madison County Public Library Board of Trustees to order on July 8, 2024 in the meeting room of the Elwood Public Library.
CALL FOR QUORUM
Present were members Glenn Eddleman, Kathy Small, Larry Watson, Mike Bomholt, Janet Stover and Kenny Giselbach. Also in attendance were Jamie Scott, Director, and Sheri Wallace, Adminstrative Assistant.
CONSENT AGENDA
Kathy Small moved to approve the consent agenda. Mike Bomholt seconded and the motion carried. The members signed the minutes and claims register. Treasurer Kenny Giselbach signed checks.
NEW BUSINESS
2024 Budget Review
Director Scott reviewed the expenditures through June 30 and compared them to June 30, 2023. Our spending is right on track with last year's spending. Because of that we plan to keep our 2025 budget the same as this year. Operating Fund will be $1,425,000.00 with LIRF and Rainy Day at $50,000.00 each.
Indiana State Library Consortium Resolution for Public Internet Access
Kathy Small made a motion to accept the Indiana State Library Consortium Resolution for Public Internet Access as read. Larry Watson made a second and the motion carried.
Schedule Building Committee Meeting
Director Scott would like to meet with the Building Committee to discuss upcoming projects and maintenance as the 2025 Budget is planned. The committee members decided to meet after the regular meeting on August 12, 2024.
Directors Report
August Il 7 th David Willkie will be here. Stephen Jackson, Madison County Historian will be here. Lou Gerig will be the moderator. Marvin Crim will be here to reveal his painting. DAR will be here to induct Henrietta Willke into the American Womens Hall of Fame through the DAR. The DAR will present a plaque to David Willkie. Henrietta Willke was the first woman in Madison County to become a Lawyer. This will all be taking place from Ipm to 3 pm that day. Greg Butts will have the Carnegie open for tours. There will also be the Fourth Annual Art Show and a book sale going on. We are expecting a large turnout. Kathy Small moved to close the library at 1 pm on August 17, 2024. Mike Bomholt made a second and the motion carried. The Trustees also recommended renting chairs from Byerly in Alexandria. We are still waiting on the limestone for Frankton's sign. It should be here this week. Cody Harrison will meet with Jamie tomorrow about the landscaping at Elwood. The Indiana State Library has found us to be in compliance with state standards. June 14th the dry sprinkler valve had to be replaced at Elwood. The cost was $5,132.00 which was approved by the Board President. Marvin Crim's story was published in the Call Leader. We have received two new paintings from Mr. Crim. A Mae West Cabin Car and the Willkie Locomotive. Also a map of the Penn railroad lines from 1901.
Public Comment
No public comment was forthcoming.
Adjournment
President Eddleman adjourned the meeting by consent.
NORTH MADISON COUNTY PUBLIC LIBRARY
BOARD OF TRUSTEES
Elwood Public Library
August 12, 2024
CALL TO ORDER
President Glenn Eddleman called a regular meeting of the North Madison County Public Library Board of Trustees to order on August 12, 2024.
CALL FOR QUORUM
Present were members Mike Bomholt, Glenn Eddleman, Kenny Giselbach, Lisa Hobbs, Kathy Small, Janet Stover, and Larry Watson. Also in attendance were Director Jamie Scott and Administrative Assistants, Sheri Wallace and Sarah Huffman.
CONSENT AGENDA
Lisa Hobbs made a motion to approve the consent agenda. Janet Stover seconded and the motion carried. Treasurer Kenny Giselbach signed checks.
OLD BUSINESS
There was no old business to report.
NEW BUSINESS
A rove 2025 Bud et for Publication
Director Scott presented the following budget to be requested for publication, following the meeting with DLGF representative on August 21 st . Operating Fund Budget--$ I ,425 ,000
The maximum estimate funds to be raised are $1,117, 133 with a tax rate of 4.05% The current tax levy is $1,073, 644
Rainy Day Fund estimate $50,000. There is no maximum estimated amount to be raised no excessive levy appeals, and no current tax levy. The Library Improvement Reserve Fund estimate $50,000. There is no maximum estimate amount to be raised, no excessive levy appeals, and no current tax levy. Total Budget estimate as stated is $1,525,000, Janet Stover made a motion to approve the 2025 budget for publication. Kathy Small seconded and the motion carried.
Authorized Agent-PERF
Director Scott presented the proposal to update the B4PRS/PERF Authorized Agent from Sheri Wallace to Sarah Huffman. Kathy Small made a motion to approve the request for change of authorized agent. Lisa Hobbs seconded and the motion carried. An official form was signed by Board President, Glenn Eddleman.
Circulation Policy
Director Scott proposed adding the following to the Circulation Policy to make library card registration more attainable. The following changes suggested regarding Evergreen and NMCPLS policies and procedures:
1.Residents and/or property owners applying for library borrowing privileges must complete and sign a library application card and must present REMOVE: one(1) ADD:an accepted form of photo ID ADD: with current address. REMOVE: and one (1) accepted proof of residency document. If the applicant's address is not correct on the photo ID, REMOVE: two ADD:one item from the proof of residency documents with current address will be required. REMOVE: Patrons recently moving to one of our 5 townships upon presenting an unexpired photo ID may be issued a computer courtesy card for 30 days to allow use of the library's computers unless the patron already has an Evergeen account. After 30 days, the patron will be required to provide documentation to obtain a resident card.
2. In addition to the required ID Remove:and Add: or proof of residency, the parent or legal guardian wishing to obtain a card f or a dependent under the age of 18 must ADD: have or obtain a library card in their name in good standing. REMOVE: present a birth certificate or proof of guardianship.
3. Patron's current Evergreen Indiana card ADD:or photo ID is required to check out items.
Larry Watson made a motion to accept these changes as proposed to the Circulation
Policy. Mike Bomholt seconded and the motion carried.
Director Scott proposed adding the following to the Instructions for Daily Collections:
ADD: Following the Service Fees policy, calculate the amount for each transaction. ADD: The total amount is recorded under the appropriate heading....Cash or check is immediately received for the transaction and placed in the cash drawer. We do not have charge accounts ADD: or offer discounts.
Kathy Small made a motion to accept these changes as proposed to the Instructions for Daily Collections. Mike Bomholt seconded and the motion carried.
Library Access Policy_
Director Scott presented several revisions to the Library Access Policy. In short, revisions include:
Addition of Patrons without a permanent residence/Migrant Workers
Requirements for property owners who are not residents in Boone, Van Buren,
Pipe Creek, Duck Creek, or Lafayette townships
Updating the verbiage to remove Evergreen libraries from the Reciprocal Borrowers
Changes corresponding with the updated Circulation Policy regarding accepting
Photo ID and proof of residency
Updating the non-resident fee to $65
Updating the Teacher Card information to specify that the teacher's card will be comparable to a Reciprocal card allowing access to materials at the NMCPLS branches.
Specifying the accessibility and requirements detailed for each resident by township in Madison County. This includes Reciprocal and Non-Resident options.
It was proposed that the patron dress code be removed from the Library Access Policy. After discussion, the board determined it best to have the Handicapped Accessibility information remain in the Library Access Policy, and add it to the Patron Behavior Policy. Please find comprehensive revisions of the Library Access Policy in the Board Meeting Binder, or digitally on the New Wiki.
Larry Watson made a motion to accept these changes as discussed to the Library Access Policy. Kathy Small seconded and the motion carried.
Directors Report
Director Scott showed attendees that Lenny Sharp, local framer, donated a framed CallLeader article of Marvin Crim's newspaper article. Also presented was Marvin Crim's latest painting of the Traction Station that was located where the current Elwood Library is located on Main Street. Director Scott also informed the board that Marvin donated a map of the Indiana Traction Station Lines, and he plans to pay to have it framed for the Library. Director Scott mentioned the Art Show participants as they were displayed for the meeting. It was also mentioned that the large furniture had been moved in the Adult Services area in preparation for the Willkie program the following Saturday. Director
C) Scott also informed the board that a stage and 100 chairs were rented for the program.
Public Comment
Kenny Giselbach had an inquiry on behalf of a patron regarding bringing in personal materials be run through the bug heaters. Director Scott stated that the patron can utilize other means to heat the items to 120 degrees for one hour, but this was not a service we provided. Kenny Giselbach asked if the pest problem had improved. Director Scott reported that she has mailed two letters requiring patrons to seek an exterminating service. Mike Bomholt complimented the painters for the work on the outside of the Elwood building.
Adjournment
President Eddleman adjourned the meeting by consent.
NORTH MADISON COUNTY PUBLIC LIBRARY SYSTEM
BOARD OF TRUSTEES
Public Budget Hearing September 9 2024
Elwood Public Library
CALL TO ORDER
President Glenn Eddleman called the 2025 budget hearing of the North Madison County Public Library System Board of Trustees to order at 4:30 pm on September 9, 2024 at the Elwood Public Library.
CALL FOR QUORUM
Present were members Mike Bomholt, Glenn Eddleman, Kenny Giselbach, Lisa Hobbs, Kathy Small, and Janet Stover. Also in attendance were Director Jamie Scott and Administrative Assistant Sarah Huffman.
PRESENTATION OF BUGET ESTIMATES AND TAX LEVIES FOR THE 2025 BUDGET
The following budget estimates and tax levies were publicized on the Indiana Gateway's Budget Notices for Local Government website, www.budgetnotices.in.gov, for the purpose of notifying taxpayers of North Madison County Public Library System, that officers of said library would conduct a public hearing at the Elwood Public Library on the 2025 budget at 4:30 p.m. today.
Following this meeting, any ten or more taxpayers may object to a budget, tax rate, or tax levy by filing an objecting petition with the proper officers of the library within seven days after this hearing. The objection petition must identify the provisions of the budget, tax rate, or tax levy that taxpayers object, If a petition is filed, the library board shall adopt with its budget a finding concerning the objections filed and testimony presented. Following this hearing; the Library Board of Trustees will meet at the Elwood Public Library on October 14, 2024 at 4:30 p.m. to adopt the following budget.
The 2024 pay 2025 Certified Net Assessed Valuation estimate is $746,738,186 Net Assessed Valuation is the value of all taxable real and personal property in an area after deductions and exemptions which would be the five northern Madison County townships we serve. Last year's estimated NAV was
The Library Operating Fund Budget estimate is $1,425,000. The maximum estimate funds to be raised are $1,117,133 with a property tax cap credit estimate of 180,000 and current tax levy of $1,073,644.
The Rainy Day Fund estimate is $50,000.There is no maximum estimated amount to be raised or any current tax levy.
The Library Improvement Reserve Fund estimate is $50,000. There is no maximum estimated amount to be raised or any current tax levy.
The total maximum estimated funds to be raised are $1,117,133 minus the property tax cap credit.
Public comment was sought, none was forthcoming.
President Eddleman closed the meeting by consent.
NORTH MADISON COUNTY PUBLIC LIBRARY
BOARD OF TRUSTEES
Elwood Public Library
Regular Meeting
October 14, 2024 4:30 P.M.
CALL TO ORDER
President Glenn Eddleman called a regular meeting of the North Madison County Public Library Board of Trustees to order on October 14, 2024 in the meeting room of the Elwood Public Library.
CALL FOR QUORUM
Present were members Mike Bomholt, Glenn Eddleman, Lisa Hobbs, Kathy Small, and Janet Stover. Also in attendance were Director, Jamie Scott and Administrative Assistant, Sarah Huffman.
CONSENT AGENDA
Kathy Small moved to accept the consent agenda. Mike Bomholt made a second and the motion carried. The members signed [he minutes and the claims register, There were no checks to sign,
OLD BUSINESS
There was no old business to report,
NEW BUSINESS
Adopt 2025 Budget
The 2025 budget was read by Secretary, Kathy Small and a motion to adopt the following budget was made by Kathy Small. Library Operating Fund Budget; $1 Rainy Day Budget; $50,000: Library Improvement Reserve Fund; $50,000. Janel Stover made a second. The motion carried.
Motion to Transfer Funds to Librar 1m rovement Resetve and Rain Da Funds
Ka.thy Small read the Resolution to Transfer Funds and made a motion to transft•r
$ 10,000.00 into the Library Improvement Reserve Fund Lisa Hobbs seconded and the
1110tion carried. Kathy Small read the Resolution to Transfer Funds to the Rainy Day
Fund and moved that $100,000.00 be transfu•red into the Rainy Day Fund from the Operating Fund. Mike Bomholt made a second and the motion carried,
Resolution to Reduce Library Improvement Reserve Fund
The Resolution to Reduce Library hnprovement Reserve Fund Appropriations was read by Kathy Small. Kathy Small also made a motion to reduce LIRF appropriations to $ 13,260 to fund the 2025 LIRF budget. Janet Stover made a second. The motion can•ied.
Nominatin Committee
Mike Bomholt volunteered to be on the nominating committee, and will verify continued commitment for the November Board Meeting.
Service Fees Policy.
Director Scott proposed the following update to the Service Fees Policy:
Photocopies and cornputer comes:
Rentove: $0.1() Add: $.20 per side for black and white copies
Rentove: $().40 Add: $.20 per side for color copy
The library reserves the right to limit the number of copies and to restrict the kind of paper used. Rentove: Up to $1.00 per day (10 BW or 2 color) Rentove: from resources in the Indiana Roonl and r€f&rence sections of the Libra1Y including any legal and goverpnnent.fornts and research for school prqjects. ADD: 10 copies free of charge per day.
These changes were presented as a resul( of CASSIE print management functionality. Sarah Huffman also presented a print cost analysis of current print costs and revenue in support of the change. It was also proposecl that long sleeved T-shirts be added to the options: ADD: $18 for sizes small through large $20 for extra large size
Janet Stover moved to accept the changes to the Public Access Computer Policy. Mike Bomholt seconded and the motion carried
Director Scott also explained that costs and revenue will be closely monitored with the new effective fees to be sure that costs are covered.
Hots ot Polic
Director Scott proposed the following update to the Holspol Policy:
If the hotspot is ADD: not returned after it is seven days overdue, the patron will be charged the replacement cost.
Lisa Hobbs moved to accept the changes to the Hotspot Policy. Kathy Small seconded and the motion carried.
Circulation Polic_y
Director Scott proposed the following changes to the Circulation Policy due to Evergreen policy changes a.nd otherwise:
Borrowing privileges are revoked immediately after fees on lost or damaged material(s) becomes greater than Remove * $999 ADD: $10.00.
If one or more card holders living in the same household ADD: collectively have a balance over Renove: $10.00 ADD: $50.00, the entire household will be blocked untif each individual account is at or below Remove: $9.99 ADD: $10.00.
Larry Watson moved to accept the changes to the Circulation Policy. Ka.thy Small seconded and the motion carried.
Payroll Standard Operating Procedure
Director Scott suggested the following amendments to the Payroll SOP after email conversation with the State Board of Accounts:
At the end of the week employees ADD: including managers, print ADD: and initial or sign their tirnesheet, attach any necessary forms (time sheet form or employee service record) and submit it to their supervisor for review and approval.
Each week the supervisor ADD: initials or signs and turns the REMOVE:
initialed tinte sheets and any accompanying paperwork into the Administrative Assista.nt for processing.
ADD: Effective January 2019 as directed by an audit, salaried exempt employees will be required to record their time on a time sheet. ADD: The Director will initial each manager's time sheet including the Administrative Assistant. The Administrative Assistant will initial the Director's time sheet.
Completed direct deposit agreements are kept in the safe. ADD: Upon separation of employment, the direct deposit agreement will be immediately removed and shredded.
Lisa Hobbs moved to accept the changes to the Circulation Policy, Mike Bomholt seconded and the motion carried.
Director's Report
Director Scott informed those present that she had been researching infonnation regarding the Summitville Depot. Upon the suggestion of Malvin Crim, she reached out 10 the New York Central Historical Society and was put in contact with a person from
Auburn, IN, Through this communication, she learned that the color of the Depot was "Big Four Yellow", an orange hue. Mr. Crim will be amending the painting to include the new color.
Public Comment
Mr. Edclleman commended Jamie on her completion of required Library Education and expressed the appreciation for employees and their continued education.
Adjournment
President Glenn Eddleman adjourned the meeting by consent.
NORTH MADISON COUNTY PUBLIC LIBRARY
BOARD OF TRUSTEES
Frankton Community Library
Regular Meeting
November I l , 2024 4:30 P.M.
CALL TO ORDER
President Glenn Eddleman called a regular meeting of the North Madison County Public Library Board of Trustees to order on November I l, 2024 in the meeting room of the Elwood Public Library.
CALL FOR QUORUM
Present were members Glenn Eddieman, Kenny Giselbach, Kathy Small, Janet Stover, and Larry Watson. Also in attendance were Director, Jamie Scott and Administrative Assistant, Sarah Huffman.
CONSENT AGENDA
The members signed the October minutes and the claims register. Treasurer Kenny Giselbach signed checks.
OLD BUSINESS
There was no old business to report.
NEW BUSINESS
Employee Raises/Director and Administrative Assistant
Kathy Small made a motion that all eligible employees receive a 5% raise for 2025. Kenny Giselbach made a second and the motion carried.
Kenny Giselbach made a motion that the Director and Administrative Assistant receive a 5% raise for 2025. Kathy Small made a second and the motion carried.
Pett Cash Instructions
Director Scott proposed some changes to the Petty Cash Instructions to make all managers more effective and efficient with spending and time.
ADD: Do not spend more than the $50 allotted and do not spend your own money. Tax Exempt cards — ADD: Dollar Tree, Lowes, Needlers, GFS, Walmart, Hobby Lobby, and Menards.
ADD: If you need to spend more than $50 in one or more transactions from the petty cash fund, you need to plan and review the vendor list for purchase options. Branch and Adult Services managers can ask the Administrative Assistant or the
Director to assist with other purchase options. e.g. using the library's credit card. ADD: The Administrative Assistant will place a Walmart order at the end of every month. Make sure to share a link to the items you would like to have ordered by Tuesday of the last full week of the month.
ADD: Petty cash purchases outside of businesses in Elwood, Frankton and Alexandria need to be approved by the Director.
Larry Watson made a motion to accept the changes as presented. Janet Stover seconded the motion, and the motion carried.
Employee Separation Checklist
Director Scott presented a protocol for employee separation due to resignation, retirement, or termination in the Employee Separation Checklist. It was suggested that the action item of shredding the Direct Deposit Agreement be moved to the last part of the document, following the final paycheck instructions, With these changes, Janet Stover motioned to accept this document. Kathy Small seconded the motion, and the motion carried.
2025 Holiday Calendar
The Board of Trustees reviewed the 2025 Holiday Calendar. Suggestions were made to remove the word "Holiday" from the title, making the title just 2025 Library Closings, since the list contains holidays and staff training days. It was also suggested that any 2026 dates including the January 13 2026 holiday be removed, as well as specific reference to In-Service days. Larry Watson made a motion to accept the 2025 Calendar. Kathy Small seconded and the motion carried.
Nominating Committee
The nominating committee presented the following slate of officers. Glenn Eddleman, President; Larry Watson, Vice President; Kenny Giselbach, Treasurer; Kathy Small, Secretary; Janet Stover, Assistant Treasurer. All present voted in favor.
Star Financial Bank Safety Deposit Box
Janet Stover made a motion to remove Beverly Austin and Diana Shepard from access to the Safety Deposit Box, and approve access for Sarah Huffman, Administrative Assistant and Glenn Eddelman, Board of Directors President. Kenny Giselbach seconded the motion, all voted in favor.
Gift and Donation Policy
Director Scott suggested the following update to the Gift and Donation Policy:
ADD: Once a year during the months of June and July each branch in the library system holds a six-week summer reading program. In May of each year the Elwood youth services manager and the branch managers send out letters to local businesses asking for monetary support for these programs. If you or your business would like to donate to this program or any other events held during the year, please address the cheek to one of the following libraries: Elwood Public Library, Frankton Community Library or the Ralph E. Hazelbaker Library. To ensure your donation is used as you wish write "gift fund" and the program or area of the library on the check. The staff member receiving your donation will write you a receipt indicating your wishes.
Larry Watson made a motion to approve, Kathy Small seconded the motion, and the motion carried.
Director's Report
Director Scott informed the Board Members about a grant that Wendy Rivera, Adult
Services Manager, has been working on an application for. The grantor is the American Libraries Association. The grant, Libraries Transforming Communities, would assist with improvements to increase library accessibility. Some proposed requests in the grant include updating the north parking lot entrance to make a ramp improvement allowing the entry to be ADA accessible. Other grant requests are making the meeting room and bathroom handicap stall doors automatic. Also, installing a more accessible water fountain, as well as parking lot improvements. Parking Lot improvements include adding a handicap van accessible space, adding a dedicated curbside service space, and improving signs to communicate the assistance we provide for accessibility. Members of the Board inquired about applying for the grant separately for the branch libraries, or the ability to utilize funds for improving accessibility at the branch libraries, as well. It was also suggested that with the grant we investigate raised toilets in the handicap stalls.
Director Scott also informed the Board Members that the electric stovetop in the Elwood Meeting Room kitchenette has been removed due to safety hazards. She has requested a quote from Pridemark Construction for possible improvements such as a new doublesink, new countertop, new cabinets, and new refrigerator.
Adjournment
President Glenn Eddleman adjourned the meeting by consent.
NORTH MADISON COUNTY PUBLIC LIBRARY
BOARD OF TRUSTEES
Elwood Public Library
Regular Meeting
December 9, 2024 4:30 PM
CALL TO ORDER
President Glenn Eddieman called a regular meeting of the North Madison County Public Library Board of Trustees to order on December 9, 2024 in the meeting room of the Elwood Public Library.
CALL FOR QUORUM
Present were members Mike Bomholt, Glenn Eddleman, Kenny Giselbach, Kathy Small,
Janet Stover, and Larry Watson. Also in attendance were: Director, Jamie Scott Administrative Assistant, Sarah Huffman and Adult Services Manager, Wendy Rivera,
CONSENT AGENDA
Larry Watson moved to approve the consent agenda for November and December. Kathy Small seconded and the motion carried. The members signed the minutes and claims register. Treasurer Kenny Giselbach signed checks.
OLD BUSINESS
Nominating Committee
Mike Bomholt made a motion to continue members and officers for the following year.
Kenny Giselbach seconded and the motion carried.
Glenn Edd)eman, President
Larry Watson, Vice-President
Kenny Giselbach, Treasurer
Kathleen Small, Secretary
Janet Stover, Asst. Treasurer
Lisa Hobbs
Michael Bomholt
NEW BUSINESS
Transfer of A ro riations Resolution
Secretary Kathy Small read the Resolution to Transfer Funds Within the Library Operating Fund Major Category. Kathy Small moved the Resolution be adopted as read. Janet Stover seconded and the motion carried.
Frankton Petty Cash Custodian
With the absence of a branch manager at Frankton, a temporary custodian needs to be appointed for necessary purchases. Larry Watson made a motion to make Jamie Scott the interim custodian of the petty cash for the Frankton branch. Mike Bomholt seconded and the motion carried*
Librar B -Laws
The Library Bylaws were reviewed. Kathy Small moved that the existing by-laws remain unchanged. Kenny Giselbach made a second and the motion carried*
Libraries Transform Communities Grant
Wendy Rivera presented the two grant opportunities that she has been preparing for submission. The grant is supported by ALA for small and rural communities to make them more accessible. Wendy stated that there is a $10,000 award and a $20,000 award. She will be applying for both to increase the opportunity for libeary>' improvements for all and especially those with ambulatory impairments, The application for the $10,000 award would include improvements to the North entrance that would make it more accessible. This includes raising the curb to be parallel with the entry doors, and creating a new ADA colnpliant ramp to the West ($4,690). This would also include an additional handicap parking spot, a curbside service parking spot, and all the necessmy signage. Finally, this would include the electrical additions ($ I , 500) and installation of an automatic door for the meeting room ($3,800).
The second submission for the $20,000 award would include all of the aforementioned improvements in addition to automating both restroom doors in the entry ($1 1,480). A more accessible water fountain would also be installed with lower faucets and a water bottle fill station ($2,744).
Leave Without Pay-Employee Karen Larimore
Director Scott shared with the Board that Karen Larimore had requested leave without pay on November 4, 2024. Director Scott under policy granted 30 days of leave without pay. She is requesting the Board to grant six months of leave without pay for Karen as she continues to navigate her medical situation. Kenny Giselbach made a motion to grant leave without pay through May 5, 2026 if necessary, Mike Bomholt seconded and the motion carried,
Director's Report
Director Scott shared that she has been spending a lot of time at the Frankton branch, overseeing daily operations, as well as refreshing training for the current staff until a new manager is hired.
Director Scott also made the Board aware of a gas leak from one of the furnaces at Frankton that occurred on November 1 2 th . Director Scott was working at the branch and she and staff recognized a smell of gas from the furnace room. Police, Fire, Centerpoint Energy Gas Company, and Vasey Commercial were dispatched. Vasey determined a valve leak from the one furnace that has yet to be replaced. It was repaired, and a quote to replace the furnace will be obtained in the spring.
Public Comment
There was no public comment.
Adjournment
President Glenn Eddleman adjourned the meeting by consent.