2025 Board Meeting Minutes
BOARD OF FINANCE ANNUAL MEETING
Elwood Public Library January 13, 2025 4:30 p.m.
CALL TO ORDER
President Glenn Eddleman called the annual Board of Finance meeting to order on January 13, 2025 in the Meeting Room 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.
BUSINESS
Elect President and Secretary of Board of Finance
Mike Bomholt made a motion to maintain the current President of the North Madison County Public Library Board of Trustees, Glenn Eddleman, and Kathy Small as Secretary of the Board of Finance. Kenny Giselbach made a second and the motion carried.
Register distributed and reviewed
The 2024 financial report was distributed and reviewed. Discussion was had about the increase in interest on the high yield savings account, an increase of $23,088.72 from last year. Also, discussion was had about the increase in Property Tax Revenue Received. Overall the taxes received in 2024 were $1 , 362,362.98 from $1 ,247,081.36 in 2023. The library had a cash balance of $ 1,619,895.69 between all accounts at year end.
Resolution for Depositories
Kathy Small made a motion to keep Star Financial Bank of Elwood and First Farmer's Bank and Trust of Elwood as the library's depositories. Mike Bomholt made a second and the motion can-ied.
Motion for newspapers as official notification
Lisa Hobbs made a motion to use the Elwood Call Leader and the Anderson Herald Bulletin as official notifications. Kathy Small made a second and the motion carried.
Motion for regular meeting date, time. and location
Janet Stover made a motion to hold the library board meetings on the second Monday of each month beginning at 4:30 p.m. Included in the motion was to maintain the location of the meetings in Elwood. April and November meetings will be an exception with the April meeting being in Summitville at the Ralph E. Hazelbaker Library. The November meeting will be held at the Frankton Community Library. Kenny Giselbach made a second and the motion carried.
Glenn Eddleman adjourned the meeting by consent.
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Elwood Public Library January 13, 2025
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 13, 2025 immediately following the Board of Finance meeting.
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 Assistant, Sarah Huffman.
CONSENT AGENDA
Kathy Small made a motion to approve the consent agenda. Janet Stover seconded and the motion carried. Treasurer Kenny Giselbach signed checks and submitted the 100-R filing prior to the meeting.
OLD BUSINESS
No old business to address.
NEW BUSINESS
Resolution to Transfer Appropriations- PERF
Secretary Kathy Small read the Resolution to Transfer Appropriations for PERF. The resolution states that $ 1300 be moved from Employee Benefits to Employer Contribution PERF. Larry Watson inquired why this was not moved in December. It was explained that the most recent 2025 PERF payment posted in 2024, so bookkeeping needed to be updated to reflect that posting. Kathy Small moved the Resolution be adopted as read. Mike Bomholt seconded and the motion carried.
Personnel Policy
The members of the board were consulted about procedure and policy regarding contract, seasonal, and temporary employee's benefits. From May 2024 through August 2024, a seasonal employee was paid for holiday wages. As of the employee's return in
November 2024, they did not receive holiday pay. The board discussed the entitlements of full-time, part-time, pages, contract, seasonal, and temporary employees. It was agreed that only employees that work 20 hours per week consistently will qualify for benefits. The policy will be amended for the February 2025 meeting with date of change as of January 13, 2025.
Lisa Hobbs made a motion to pay Danielle Tate for holiday backpay as of November 2024 and moving forward for the duration of her employment with NMCPLS. Kathy Small seconded and the motion carried.
Service Fees
Director Scott shared that there has been patron interest in adding sweatshirts and hoodies to the items able to be purchased from the Marvin Crim Painting collection. It was determined that Jamie will create a margin of markup moving forward for any new items added. This will allow price changes and markups to be created within a board approved threshold. This will be presented at the February meeting.
In the interim, Larry Watson made a motion to approve the $26 sale price of a sweatshirt to satisfy immediate need. Janet Stover seconded and the motion carried.
Library Closings
As per suggestions made at the November Board Meeting, the Library Closings were updated to remove the word "holiday". Also, In-Service dates for May and November were moved to the third Wednesday of the month. Kathy Small made a motion to approve the changes as presented. Lisa Hobbs seconded and the motion carried.
2024 Program Statistics
Based on time and preparation, Director Scott requested that this be continued at the February Board Meeting. Lisa Hobbs made a motion for a continuance of 2024 Programming Statistics. Kathy Small seconded and the motion carried.
Directors Report
Director Scott passed around the updated version of "The Big Four" painting from Marvin Crim. The update included a more accurate paint color of the train.
Public Comment
There was no public comment.
Adjournment
President Eddleman adjourned the meeting by consent.
NORTH MADISON COUNTY PUBLIC LIBRARY SYSTEM
BOARD OF TRUSTEES
Elwood Public Library
Regular Meeting
February 10, 2025
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 10, 2025 in the meeting room of the Elwood Public Library.
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 Assistant, Sarah Huffman.
CONSENT AGENDA
Kathy Small made a motion to approve the consent agenda. Janet Stover seconded and the motion carried. Updated minutes with the Personnel Report separated for November and December were presented. The members signed minutes for November, December, and January, as well as the claims register. Treasurer Kenny Giselbach signed checks.
OLD BUSINESS
Personnel Policy — Seasonal, Contractual and Temporary Employees
The Board of Directors was presented with the following updates regarding the definition of part-time employees and employees not eligible for benefits based on the conversation at the last meeting:
Part-time employees are employees who work less than forty hours per week,
Add: and 20 or more hours per week consecutively. Part-time defined as of February 17, 2025. 7 Full-time employees are eligible for all benefits. Part-time employees scheduled to work 20 or more hours per week are eligible for most benefits, but usually at one-half the rate of the full-time employees. Add: Employees not scheduled for 52 consecutive weeks may be hired when necessary
but are not eligible for benefits. Add: Benefits include, but are not limited to:
health insurance or paid time off such as sick time, vacation time, personal time,
or paid holidays.
Lisa Hobbs made a motion to accept the changes to the Personnel Policy. Kathy Small seconded and the motion carried.
Service Fees
Per request from the January meeting, Director Scott presented the Board with current sale versus cost price margins for postcards, prints, and apparel. These calculations were presented to establish a margin to adjust the price of sale items as needed. Director Scott also presented the Board with suggested price changes based on the calculations.
Lisa Hobbs made a motion to update the Service Fees per Director Scott's average cost margins. Kathy Small seconded and the motion carried.
Lisa Hobbs made a motion to allow sale prices to be adjusted moving forward with a maximum 35% increase rounded to the nearest dollar for like items. Janet Stover seconded and the motion carried.
NEW BUSINESS
Non-Resident Fee Resolution
The Resolution to Establish Non-Resident Fees at $65 per year was read by Secretary, Kathy Small. It was explained that this resolution needs to be evaluated and signed annually. It was also discussed that the state statute requires at least a minimum fee of $25 if the libraries per capita is less than $25, but is not applicable to NMCPLS. Kathy Small made a motion to accept the resolution as read. Lisa Hobbs made a second and the motion carried.
Towel Service/Washer and Dryer Combo — Elwood
The Board of Directors was informed of the vetting of a linen service for towel and mop head delivery. This service was being looked into to alleviate the need for staff to take items home for washing. It was determined that the most affordable service found was approximately $1440 per year with a five-year contract commitment. With that information, the library investigated the option to have a washer/dryer combo installed. It was proposed that a ventless, under-counter washer/dryer be purchased to be placed in the kitchenette in the meeting room. The cost would be between $1300-$1900 for the appliance itself. Members of the board inquired about the drying capability of a 120 volt, as well as the location being in a public accessible room. After discussion, it was determined that these concerns were able to be resolved. Director Scott explained that Roby's Plumbing had inspected the facilities and determined placement of the washer/dryer was an option. Modification of the cabinetry will need to be completed in order to accommodate the plumbing and the appliance. Lisa Hobbs made a motion to allow Director Scott to proceed with modifications to accommodate the appliance so long as costs do not exceed $5000. Mike Bomholt seconded and the motion carried.
Firewall RFP
Director Scott informed all present that the current hardware firewall has an end-of-life (EOL) as of April l , 2025. Director Scott proposed that a form 470 be filed for E-Rate funding to help cover the costs of a new firewall. In tandem with the form 470, a Request for Proposal (RFP) be submitted to solicit bids for the project. The forms are required to be out for bid for 28 days. This would allow the bid to be brought back to the next board meeting. The RFP that Director Scott drafted included the specifications of the project and demographics of the network and library system. Mr. Edelmann inquired about the deadline of April I st, comparable manufacturers, being considerate of sizing of a new hardware device, and also getting clarity about the definition of EOL. Director Scott will update the RFP explaining that we can move forward with the bid as soon as a fund request number is received for funding of the project. Director Scott will also confirm that EOL implies that no patches or support will be offered, but the hardware will still function. Larry Watson made a motion to file the form 470 and RFP. Kathy Small seconded and the motion carried.
Directors Report
Director Scott informed all present that Roby's Plumbing came to the Frankton Branch to give a quote to replace the outside spigot as well as replace the wooden toilet seats with commercial, elongated plastic seats. Roby's also came to the Elwood branch to look at the potential for plumbing for the washer/dryer. While there, Roby's also recommended that a leak detection company be contacted about the glue seeping from the tile at the south entrance. It is believed that a leak or ground water could be causing the glue to continue to come to the surface after all this time. Precision Leak Detection will be contacted.
Public Comment
Janet Stover inquired about new chairs for the IT Manager's office for visitors. Sarah Huffman will look into the purchase of new chairs that are not rolling chairs to accommodate all patrons who might be seeking assistance from the IT department. Mike Bomholt complimented Mike Robertson, IT Manager, on his knowledge and patience in helping the Optimist Club with a communication tool for their members. He also appreciated Mike Robertson coming to the Optimist Club meeting to assist members. Janet Stover echoed her appreciation with Mike Robertson's assistance in helping with her website set-up for her personal business.
Adjournment
President Eddleman adjourned the meeting by consent.
NORTH MADISON COUNTY PUBLIC LIBRARY SYSTEM
BOARD OF TRUSTEES
Elwood Public Library Regular Meeting
March 10, 2025
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 March 10, 2025, in the Elwood Public Library meeting room.
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, Adult Services Manager Wendy Rivera, and Administrative Assistant Sarah Huffman.
CONSENT AGENDA
Lisa Hobbs made a motion to approve the consent agenda. Kathy Small seconded, and the motion carried. The members signed the meeting minutes and claims register. Treasurer Kenny Giselbach signed checks.
OLD BUSINESS
Towel Service/Washer and Dryer Combo — Elwood
Lisa Hobbs spoke to a plumber and contractor regarding the work to be done to implement a washer and dryer in the Elwood Meeting Room. There is a potential that Lisa is able to get the labor donated for the project. Lisa will contact, organize, and oversee the vetting of the services for the project. Larry Watson inquired about publicly thanking the contractors for their services. Director Scott said she would consider how to thank them.
ALA Libraries Transforming Communities Grant
Jamie Scott shared with all present that the library was awarded $20,000 from the ALA grant. Of likely hundreds of applicants, only 50 libraries nationwide were awarded this amount. Wendy Rivera explained more regarding the terms of the grant. Training material will be provided to Wendy, as the project manager. A community conversation is scheduled for Saturday, May 3 rd, from 1-3 pm. This will allow the public to have input for suggestions for improvements. Details of the grant will also be shared on our website, social media, and newsletter to allow public comment outside of the designated meeting. After the community conversation, a definitive plan will be implemented. The suggested updates included a more accessible walkway and parking area, automated doors for the meeting room, and a new accessible water fountain. As per the grant application, there is a potential that the library would need to fund approximately $10,000 from the budget as part of the project.
NEW BUSINESS
Firewall Proposals
After discussion of support ending for the current Sophos firewall, a request for proposal was posted 2/10/2025. Two unopened bids were submitted as a result. Director Scott opened the first bid from ESI. This bid detailed a Fortinet appliance with a total cost of ownership over a five-year period of $12,016.06. This includes labor, appliance, and maintenance fees. Roeing IT Solutions also submitted a bid, but for a Sophos appliance, with a total cost of ownership over a five-year period of $6,678. This also includes labor, appliance, and maintenance fees. Roeing's Representative, Chris Pugliese explained that it was more cost effective to change appliances of the same brand and that's why Roeing's bid was more competitive. Kathy Small made a motion to move forward with Roeing's proposal for the firewall project. Lisa Hobbs seconded the motion, and the motion carried.
Personnel Policy Sections — Vacation, Personal Business Leave, Sick Leave, Compassionate Leave, Leave without Pay, and Retirement
Updates to the leave and retirement portions of the personnel policy were made. Paper three-part forms are becoming obsolete and expensive, so new digitized requests and approvals are being vetted. Changing the policy will allow the updated procedure to be effective. Also, reference to the employee service record slips was removed, as employees will now input their own paid time off in the Time Clock Software. Also, dated information regarding retirement account contributions was updated. Janet Stover made a motion to accept the Personnel Policy updates as presented. Larry Watson seconded, and the motion carried.
Payroll Standard Operating Procedures
Updates to the Payroll SOP referencing the employee service record forms were removed. The new procedure refers to employees inputting their own paid time off in the Time Clock software. Janet Stover made a motion to accept the Payroll SOP as presented. Kathy Small seconded, and the motion carried.
Capital Assets and Depreciation Policy
A clause to the policy was added for non-depreciable assets:
7. NON-DEPRECIABLE ASSETS
Non-Depreciable assets include Land, Investments, or Collectibles. Collectibles can be defined as art, antiques, and historical artifacts. Any non-depreciable asset being considered for sale or disposal must be approved by the Director, as well as a quorum of the Board of Trustees. All avenues for refurbishment or repurposing internally should be considered before disposal or sale.
Kathy Small made a motion to accept the Capital Assets and Depreciation Policy as read. Lisa Hobbs seconded, and the motion carried.
Adhesive Issues with Vinyl Tiles — Elwood
Director Scott explained that Precision Leak Detection Company came and evaluated the issue with the glue not setting on the vinyl tiles in the south doorway/hall. The leak detection company determined that the issue was related to humidity. The temperature fluctuation between the entrance and hallway is causing an increase in humidity. The vinyl flooring and rubber floor mats were just trapping the moisture. Jamie has reached out to Vasey HVAC regarding this concern and will also consider all options, such as reinstalling breathable carpet.
Director's Report
Director Scott informed all present that Roby's Plumbing came to Elwood to replace a faucet in the custodial closet. While the plumber was onsite, the heating element on the water heater went out. Director Scott contacted Roby's inquiring about the charge for the heating element, as there was a possibility that the element was blown due to the handling of the water heater by Roby's plumber. Roby's agreed to waive the cost of the heating element.
Director Scott also informed the Board Members that she had been contacted that day by the State Board of Accounts regarding a compliance audit. The audit is to start the following day, May I l , 2025. Kenny Giselbach, Treasurer, agreed to meet at 8 am for a meeting with the auditor.
Public Comment
There was no public comment.
Adjournment
President Eddleman adjourned the meeting by consent.
NORTH MADISON COUNTY PUBLIC LIBRARY
BOARD OF TRUSTEES
Ralph E. Hazelbaker Library
Regular Meeting
April 14, 2025 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 April 14, 2025 in the Ralph E. Hazelbaker Library.
CALL FOR QUORUM
Present were members Glenn Eddleman, Kenny Giselbach, Kathy Small, Janet Stover, and Larry Watson. Also in attendance were Director Jamie Scott and Administrative Assistant Sarah Huffman. Sarah Fox, Branch Manager, joined for public comment.
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. February Meeting Minutes were also re-signed, as a date error was corrected. Treasurer Kenny Giselbach signed checks.
OLD BUSINESS
No old business to report.
NEW BUSINESS
Policy and Instructions for Selling Prints of Mr. Crim's Paintings
Director Scott proposed an update to the Standard Operating Procedure for Internal Controls related to selling Mr. Crim's art reproductions. It was explained that the specific cost of items for patrons and staff would be removed, as that is noted on the Service Fees policy. In its place, the following verbiage will be added:
"Any existing and future items sold using a print or reproduction of Marvin
Crim's artwork will be sold at a 35% increase from the vendor's cost to the library. This percentage increase will be evaluated at least once at the beginning of each year. If there is a significant vendor cost increase during any year, this document will be revisited by the Library Board of Trustees. The individual prices for prints, postcards, t-shirts, sweatshirts, hoodies and any other additional items can be found in the Service Fees policy."
Janet Stover moved to accept this motion. Kenny Giselbach seconded and the motion carried.
Loss of Federal Funding and NMCPLS Services
Director Scott presented marketing materials with information regarding some of the potential impacted library services in relation to the Institute of Museum and Library Services. With changes to IMLS and the possible legislative repercussions, she stated that she wanted to make the board aware of the publications we would like to share with the public. It was explained that over three million dollars could potentially be lacking in state funding from IMLS, possibly affecting services like Evergreen, INSPIRE, InfoExpress, WorldCat, and Indiana Digital Library ( Libby). Director Scott shared the current expenses for Evergreen ($7920), Libby ($3000), and InfoExpress ($8696) annually. It is unknown how much of those total costs are subsidized by grants and where future funding is uncertain. She stated that the potential impacts are being evaluated day by day and preparations are being considered for the future. Director Scott spoke of years past when similar threats to the budget were made and proper action was taken to help the library maintain staff and services to the best of their ability.
Services Fees
Director Scott proposed an addition to the Service Fees policy in regard to the paper the library will offer to the public for copy services.
"The library will only supply standard copy paper. No specialty papers such as cardstock or photopaper will be available."
Kathy Small made a motion to accept the updated Service Fees. Kenny Giselbach seconded and the motion carried.
DIRECTOR'S REPORT
Director Scott shared with the members present that the Compliance Audit for years 2021-2024 had been completed. The Audit Report was shared with all members. There were three matters noted in noncompliance by the auditors, but none that warranted comment in an official report. It was shared that the audit was completed ahead of schedule due to staff being responsive, thus saving money on the overall audit cost. The cost for the audit will automatically be deducted from the LIT Distribution from the County Treasurer.
Director Scott also shared that the HVAC vendor, Vasey, has reported some errors with the chiller. They are awaiting further troubleshooting when temperatures increase, thus causing more frequent use of the chiller. There were also replacement parts quoted for the boiler repair. The quote for the boiler totals $2769.
PUBLIC COMMENT
Sarah Fox, Summitville Branch Manager, joined the meeting for public comment. She shared that they had just completed the Goosebumps program with 13 in attendance. She also shared that they have started two new programs that are gaining traction. One program is a Writing Group, and the other is DND (Dungeons and Dragons). Board Members inquired if Sarah had any needs or wants for the patio or otherwise. Sarah stated that they are satisfied with their current setup and facilities.
Director Scott added that a framed lithograph picture was donated by Marvin Crim. This lithograph's original art was created by Frank Vietor, Marvin Crim's mentor.
ADJOURNMENT
President Eddleman adjourned the meeting by consent
NORTH MADISON COUNTY PUBLIC LIBRARY
BOARD OF TRUSTEES
Elwood Public Library
Regular Meeting
May 12, 2025 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 12, 2025 at the Elwood Public Library.
CALL FOR QUORUM
Present were members Glenn Eddleman, Mike Bomholt, Kenny Giselbach, 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 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
Safety Deposit Box
President Eddleman and Sarah Huffman met at STAR Financial Bank to access the contents of the safety deposit box. The contents included photocopies of dated software licenses, a disaster recovery plan, and lease agreements from the Elwood building and former Frankton building. It was determined that the contents were either dated, or can be stored in an existent cloud storage space. It was also determined that the Historical Database on the Elwood server should be backed up and stored on external storage in a safe at each branch.
NEW BUSINESS
Health Insurance Renewal
Sarah Huffman detailed the renewal option to maintain coverage with current provider United HealthCare at a 7% cost increase. Changing coverage to Anthem was also presented at a 2% reduction in cost. The Board discussed the difference in coverage and considered opinions shared by staff. It was proposed that staff be offered a voluntary dental and vision coverage option fully funded by the employees at a rate of $49.25 per month. Kenny Giselbach made a motion to renew healthcare with Anthem and allow an option for employee funded dental and vision care. Kathy Small seconded and the motion carried.
Internet Policy
An updated Public Access Computer policy was presented with the following changes: Add: for printouts, as outlined in the Service Fees. Remove: often ($. 10) cents per black and white copy andforty ($.40) cents per color copy ifthe patron
wishes to print his work. Remove: Children under the age of 18 will not be allowed to use the computers located in the Indiana Room unless accompanied by a parent or guardian.
The proposed changes were made as the information was outdated or not applicable. Lisa Hobbs made a motion to accept the policy as proposed. Janet Stover seconded and the motion carried.
Wireless Internet Policy_
An updated Wireless Internet Policy was presented with the following change:
Remove: Printing access is available via the wireless connection.
The proposed change was made as the information was not applicable. Lisa Hobbs made a motion to accept the policy as proposed. Mike Bomholt seconded and the motion carried.
Services Fees
An updated Wireless Internet Policy was presented with the following change: Remove: 10 copies free ofcharge per day.
It was determined that as of April 2025, the cost of materials and the lease of the copiers exceeded the amount received for photocopies. The library was now operating a loss of revenue on photocopies. After discussion at a manager's meeting, the suggestion was made to no longer allow free photocopies. Janet Stover made a motion to accept the updated Service Fees. Kathy Small seconded and the motion carried.
Administrative Assistant Wages
As per the most recent audit response, it was suggested that the Board vote on the Administrative Assistant's salary, as it was not voted upon when Sarah took on the position in September 2024. There was also discussion of the Director's salary in relation to Federal Minimum exempt employee requirements. It was determined that would be tabled for a later meeting. Kathy Small made a motion to accept the Administrative Assistant's pay at the current salary of $63,957.60 per year. Mike Bomholt seconded and the motion carried.
DIRECTOR'S REPORT
Director Scott shared with the members present that a print of a painting was donated by Kyle Hildman's grandmother. The artist is Connecticut artist, Eric Sloan. The final disposition of the donation is unknown.
The Board was also informed that E-Rate funding, which covers 80% of the cost of highspeed internet was approved at a higher bandwidth tier. This allows room for an increase in internet service. The commitment decision totals $86,208. That amount of money does have to be appropriated in a fund to cover internet costs in the event that the funding would fall through.
Director Scott shared that an unacceptable patron comment to Elwood staff prompted a letter from her to the patron regarding their behavior.
Director Scott shared that all branches are preparing for Summer Reading Program.
PUBLIC COMMENT
Mike Bomholt shared that the Optimist Club will be donating $300 to the Elwood Youth Summer Reading Program. Tori will be speaking at the Optimist Club Meeting on June 5 th on behalf of the library, and accepting the check.
Zina Bartle, Eco-System Navigator from the Indiana Small Business Development Center addressed the room. Zina explained that they work with entrepreneurs and organizations that support entrepreneurs to meet small business needs. This could be making connections for advising, business plans, market research, etc. They also offer workshops for organizations like the library to assist with fostering small business and entrepreneurship. All these services are offered at no cost.
ADJOURNMENT
President Eddleman adjourned the meeting by consent.
NORTH MADISON COUNTY PUBLIC LIBRARY
BOARD OF TRUSTEES
Elwood Public Library
Regular Meeting
June 9, 2025
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 9, 2025, at the Elwood Public Library.
CALL FOR QUORUM
Present were members Glenn Eddleman, Mike Bomholt, Kenny Giselbach, Lisa Hobbs, Kathy Small, and Janet Stover. Also in attendance were Director Jamie Scott and Adult Services Manager Wendy Rivera.
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. Director Scott stated that a correction will be made on May's Board Meeting Minutes, and the Board approved. Treasurer Kenny Giselbach signed checks.
OLD BUSINESS
There was no old business to report on.
NEW BUSINESS
Timeline for 2026 Budget Approval
Director Scott stated that at the August I I th board meeting, the 2026 Budget will be approved for publication. At the September 8th board meeting, there will be a public hearing for the 2026 Budget. At the October 13 th board meeting, the Board will adopt the 2026 budget. The budget adoption will occur before November I st as required. No additional budget meetings are scheduled.
Initial Budget Review
Director Scott shared state funding concerns due to the IMLS cuts. The concerns are related to an increase in the cost of INfoExpress, which the Indiana State Library is attempting to keep at a 1% or 2% increase. Director Scott stated that she is unsure of how the Libby billing will be affected, which provides e-resources to patrons. Additionally, the grant supporting broadband for the Library is no longer in effect, which averages $13,500. INSPIRE, a state library resource hosting several databases, is another service that will no longer be available due to funding cuts. Director Scott informed the Board that State Librarian Jake Speer will have more information detailing the cuts at the end of June, at which time Director Scott will report back to the Board with additional information.
Director Scott stated that the Library loses approximately $165,617 every year from property taxes due to Indiana capping property taxes at 1% for homeowners, 2% for rentals, and 3% for businesses. With new legislation for property tax relief, the Library will potentially lose more. There are concerns about how local income tax will be distributed. The Library currently receives approximately $26,600 per month in local income tax, which totals $3 19,337 per year.
Director Scott informed the Board that there is a USAC federal funding commitment for $86,208, which supports 80% of the Library's internet fiber lines. Additionally, a federal grant application was submitted to replace the firewall, although a commitment decision on that has not been made.
Director Scott notified the Board that the Library currently does not have any debt. Large projects are on hold until there is more information on State and Federal budget cuts. Director Scott reviewed the 2025 Operating Budget, which is $1 ,425,000, while the Rainy Day Fund and LIRF are both at $50,000, respectively. Director Scott suggested increasing the Operating Budget annually. Should the maximum levy growth quotient be 2%, Director Scott suggested increasing the Operating Budget by $30,000 for a total of $1 ,455,00. Should the maximum levy growth quotient be 4%, Director Scott suggested increasing the Operating Budget by $60,000 for a total of $1 ,485,000. Both the Rainy Day Fund and LIRF would remain at $50,000 each.
Wage Scale — Salaried/Exempt Employees
Director Scott stated that the Administrative Assistant received a salary increase earlier this year to be at the new threshold; however, the Director did not receive an increase. Per suggested change of the NMCPLS Wage Scale, if one salaried employee receives a percentage increase to meet the threshold, all salaried employees are to receive the same percentage increase. Director Scott suggested waiting until the July board meeting to decide so that Administrative Assistant Huffman could detail what that would look like and present it to the Board.
Purchasing Policy
Director Scott suggested waiting to review the Purchasing Policy in July so that Administrative Assistant Huffman could also contribute input.
DIRECTOR'S REPORT
Director Scott shared details concerning an incident report involving a patron. Director Scott asked present board members if taking no action at this time and monitoring the situation would be appropriate. President Eddleman agreed, with the board members in agreement.
Director Scott shared that over the weekend, the Hazelbaker Library hosted a tea event to acknowledge Ralph E. Hazelbaker and his contributions to the community by awarding 47 full scholarships to local students. Mr. Hazelbaker attended virtually, with 25 people attending the event.
Director Scott shared that Marvin Crimm donated two model trains, the 1967 Buckeye Division Industry Track Charts, and his newest painting of the Pennsylvania Railroad's "Shark," which was 80 feet long.
Director Scott shared the success of the staff in-service event that was held in May.
PUBLIC COMMENT
There was no public comment.
ADJOURNMENT
President Eddleman adjourned the meeting by consent.
NORTH MADISON COUNTY PUBLIC LIBRARY
BOARD OF TRUSTEES
Elwood Public Library
Regular Meeting
July 14, 2025 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 14, 2025, at the Elwood Public Library.
CALL FOR QUORUM
Present were members Glenn Eddleman, Mike Bomholt, Kenny Giselbach, Lisa Hobbs, Angie O'Donnell, Kathy Small, and Janet Stover. Also in attendance were Director Jamie Scott and Administrative Assistant Sarah Huffman.
CONSENT AGENDA
June Meeting Minutes were amended, updating the commitment decision for e-Rate funding to $86,208. Lisa Hobbs moved to approve the minute updates, Kathy Small seconded, and the motion carried. Janet Stover moved to approve the June consent agenda. Mike Bomholt seconded, and the motion carried. The members signed the minutes and claims register. Treasurer Kenny Giselbach signed checks.
OLD BUSINESS
Wage Scale
Director Scott introduced an update to the Wage Scale to include the same increase for all salaried employees in the event that a Federal minimum threshold is passed. Proposed addition:
If the United States Department ofLabor increases the thresholdfor salaried employees and one salaried employee is below the new threshold, all salaried employees will receive the same percentage wage per hour increase. This increase will be applied before the cost of living increase.
Lisa Hobbs moved to approve the wage scale update, Kathy Small seconded, and all members were in favor.
Director's Salary
With the update to the wage scale, Director Scott proposed that the director's salary be considered for update with the Federal Minimum being updated as of January 1, 2025. January 1, 2025 the only other salaried employee's wages increased by 9.6% before the 5% board approved cost-of-living increase. The board was able to see a spreadsheet detailing the percent changes. Janet Stover made a motion to accept the Director's Salary increase to $91,661.88 ($42.44/hrly) with the Federal Minimum increase and cost of living. The board agreed to pay that retroactively back to January l , 2025 in one lump sum. Lisa Hobbs seconded the motion, and all members were in favor. The retroactive pay to be paid in a lump sum is equivalent to $4,479.60, and the new salary is effective next payroll, check dated 7/30/2025.
NEW BUSINESS
2026 Budget Publication
Director Scott proposed that the board members approve a 2.7% budget increase for the General Operating budget. The Rainy Day and LIRF budgets will remain as is at
$50,000. Secretary, Kathy Small read the proposed budget in its entirety. The approval would allow the budget hearing to be had in August, and adoption in September. Kathy Small made a motion to approve the 2026 budget for publication as stated. Lisa Hobbs seconded and all were in favor.
Frankton Petty Cash Custodian
Lisa Hobbs made a motion to change the petty cash custodian for Frankton from Jamie Scott to Meghan Mabrey. Mike Bomholt seconded and all members were in favor.
State Library_ Consortium Resolution for Public Library Internet Access
Director Scott proposed the agreement to sign the resolution for the Indiana State Library Consortium for the July 2026-July 2027 funding year. Director Scott explained that one of the benefits of being a member of this consortium is the assistance from ADTEC with the E-rate funding and applications. Kathy Small read the resolution in its entirety including details about requirements the library must meet to be a member. Kathy also made a motion to accept the resolution, with Janet Stover seconding. All members were in favor and signed in favor of the resolution.
Elect New Vice President
With the former Vice President's term ending and leaving the board, Mike Bomholt was nominated by Kenny Giselbach to be Vice President. Lisa Hobbs seconded the nomination. All members we in favor, and Mike accepted the nomination.
Employee Separation Checklist
The board had previously approved the checklist to include the procedure when someone is no longer employed by the library. Director Scott is proposing the addition of the following step:
Remove contactfrom Fire Alarm alerts with Elwood Fire Equipment.
It was proposed that Jamie Scott, Mike Robertson, and Sarah Huffman be added to the list. Lisa Hobbs made a motion to accept the addition to the checklist, Kathy Small seconded the motion and all members were in favor.
DIRECTOR'S REPORT
Director Scott shared that the projects related to the ALA Accessibility Grant are moving forward. The water fountains have been ordered and Hope (forrnerly Roby's Plumbing) is coming next week to quote the install. A notice will be published in the newspaper seeking bids for the sidewalk/concrete portion of the proj ect.
The board was informed that the high winds last month broke a globe on the light post at the Frankton Library. Nugent Electricians came and replaced both parking light bulb covers and retrofitted the bulbs to LED.
The board was informed that the e-Rate funds were approved for the firewall replacement project. The total project was $6,678 and approved costs covered by e-Rate are $4,370.11.
Displayed in the meeting room were painted ceiling tiles that juvenile patrons painted for a Summer Reading Program to be hung in the Youth Services Department at Elwood.
Director Scott also shared Marvin Crim's most recent painting, as well as a certificate and medal presented to the library from the Daughter's of the American Revolution. This award was in honor of Henrietta Willkie from the program hosted last August 2024.
Kenny Giselbach inquired as to why the library was closed for a partial day in the month of June for HVAC issues. It was explained that the chiller was not cooling the building properly. Vasey was dispatched and the technician changed a coolant threshold to prevent the alarm from triggering and shutting down one of the two chillers. Jamie spoke about requesting a meeting with Vasey to find closure with the Chiller and Control Replacement Project, as well as to get resolution for the continued alarms and service calls. It was agreed that President Glenn Eddleman and Vice President Mike Bomholt will be part of that conversation.
It was also discussed that during the October meeting the members bring devices and a refresh will be offered on the Microsoft Account corresponding to the library, including email and OneDrive document access.
PUBLIC COMMENT
There was no public comment.
ADJOURNMENT
NORTH MADISON COUNTY PUBLIC LIBRARY
BOARD OF TRUSTEES
Elwood Public Library
Public Budget Hearing
August 1 1, 2025 4:30 PM
CALL TO ORDER
President Glenn Eddleman called the 2026 budget hearing of the North Madison County Public Library Board of Trustees to order on August 1 1, 2025, at the Elwood Public Library.
CALL FOR QUORUM
Present were members Glenn Eddleman, Kenny Giselbach, Angie O'Donnell, Kathy Small, and Janet Stover. Also in attendance were Director Jamie Scott and Administrative Assistant Sarah Huffman.
PRESENTATION OF BUDGET ESTIMATES AND TAX LEVIES FOR THE 2026 BUDGET
The following budget estimates and tax levies were publicized on the Indiana Gateway on 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 library in Elwood on the 2026 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 September 8, 2025 at 4:30 p.m. to adopt the following budget.
The 2025 pay 2026 Certified Net Assessed Valuation estimate is $ 682,696,692. 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 reported NAV was $628,852,684.
The Library Operating Fund Budget estimate is $1,467,000. The maximum estimate funds to be raised are $1,161,818 with a property tax cap credit estimate of $167,800 and current tax levy of $1,116,876.
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 $1,161,818 minus the property tax cap credit.
Public comment was sought, none was forthcoming.
President Eddleman closed the meeting by consent.
Elwood Public Library
Regular Meeting
September 8, 2025 4:30 PM
CALL TO ORDER
President Glenn Eddleman called the regular meeting of the North Madison County Public Library Board of Trustees to order on September 8, 2025, 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.
CONSENT AGENDA
Lisa Hobbs made a motion to approve the consent agenda. Mike Bomholt seconded and the motion carried. Treasurer Kenny Giselbach signed checks.
OLD BUSINESS
There was no old business to report.
NEW BUSINESS
Adopt 2026 Budget
The 2026 budget was read by Secretary, Kathy Small. A motion to adopt the following budget was also made by Kathy Small: Library Operating Fund Budget $ 1
Rainy Day Budget $50,000
Library Improvement Reserve Fund $50,000
Kenny Giselbach seconded and the motion carried.
Request for Proposal Concrete Work-Elwood
Director Scott informed the Board that a public notice was published requesting proposals for the concrete and parking lot work as it related to the ADA Accessibility Grant. Proposals were due at 4:00pm on Monday September 8 th, and at that time none had been received. Director Scott explained some information regarding the work to be performed. Discussion was had about reaching out to Lashure Concrete for assistance with the work.
Motion to Transfer Funds to Library Improvement Reserve
Kathy Small read the Resolution to Transfer $10,000 from the Operating Fund to the Library Improvement Reserve Fund. Mrs. Small then made a motion to accept the resolution for transfer. Lisa Hobbs seconded and the motion carried.
Resolution to Reduce Library Improvement Reserve Fund
The Resolution to Reduce Library Improvement Reserve Fund Appropriations was read by Kathy Small. The resolution stated that the $50,000 appropriation would be reduced by $26,560 to fund the 2026 budget. Kathy Small made a motion to reduce 2025 LIRF appropriation to $23,440 to fund the 2026 LIRF budget. Lisa Hobbs seconded and the motion carried.
Motion to Transfer Funds to the Rainy Day Fund
Kathy Small read the Resolution to Transfer $ 100,000 from the Operating Fund to the Rainy Day Fund. Mrs. Small then made a motion to accept the resolution for transfer. Mike Bomholt seconded and the motion carried.
Elwood Meeting Room Policy-Public Events on the Patio
Director Scott approached the Board and explained that someone has inquired about using the arch and patio area at Elwood for a wedding ceremony. Director Scott explained that she could update the Meeting Room/Covered Patio Policy if this was something that the library would like to offer in the future. Janet Stover suggested that Director Scott inquire with insurance about liability. It was also suggested that detail about the liability outside of the building be established. The final suggestion before moving forward was to have the Fire Chief come and give information regarding the capacity for the patio and outdoor area. When the aforementioned information is collected, Director Scott can amend the policy and bring it back to the Board for approval.
Youth Permission Slips and Registration Cards
Director Scott explained that in order for a juvenile under the age of 18 to have permission to use the Internet or check out video games and/or DVDs, two separate permission forms must be completed for each child. She explained that this is often done when a parent signs a child up for a new card, so a parent is often filling out three forms per child at registration. It has been suggested that the parent be given a copy of the policy for Internet and Video Game/DVD permission and then create an acknowledgment on the back of the library card registration to be filled out. This would condense the number of forms that the parent has to sign, as well as decrease the amount of documentation the library staff has to maintain. Mike Bomholt made a motion to place the acknowledgments on the back of the juvenile registration cards. Kathy Small seconded, and the motion carried.
DIRECTORS REPORT
Marvin Crim donated several HO scale model train cars to the library. All the train cars donated are trains that have come through Elwood. The library paid for a display case to house the models. She also informed the Board that Dylan Neal is still working on the model train city scape display that will model 1940's Elwood.
PUBLIC COMMENT
There was no public comment.
ADJOURNMENT
President Eddleman adjourned the meeting by consent.
NORTH MADISON COUNTY PUBLIC LIBRARY
BOARD OF TRUSTEES
Elwood Public Library
Regular Meeting
October 13, 2025 4:30 PM
CALL TO ORDER
President Glenn Eddleman called the regular meeting of the North Madison County Public Library Board of Trustees to order on October 13, 2025, at the Elwood Public Library.
CALL FOR QUORUM
Present were members Mike Bomholt, Glenn Eddleman, Kenny Giselbach, Kathy Small, and Janet Stover. Also in attendance were Director Jamie Scott and Administrative Assistant Sarah Huffman.
CONSENT AGENDA
Mike Bomholt made a motion to approve the consent agenda. Kathy Small seconded and the motion carried. Treasurer Kenny Giselbach signed checks.
OLD BUSINESS
Request for Proposal for Concrete Work-Elwood
Director Scott presented the Board with two proposals to complete the concrete work at the
North Entrance of the Elwood Library as outlined in the ADA Grant. One proposal was from Lashure Concrete totaling $27,495. The second quote was from Black Diamond Earthworks totaling $13,525. Members of the board expressed concerns with the difference in quotes since the Lashure Concrete bid was not itemized and not easily comparable to Black Diamond's bid. With Board Member Lisa Hobbs being the subject matter expert and not in attendance, Director
Scott reached out to her by phone. Lisa suggested moving forward with Black Diamond Earthworks, as they have a one-year labor warranty on the work. Mike Bomholt made a motion to accept Black Diamond Earthworks as the contractor for the project. Kathy Small seconded and the motion carried.
NEW BUSINESS
Resolution for Health Insurance Rebates
The resolution for the health insurance rebate was read by Secretary, Kathy Small. It was explained that United Health Insurance issued a refund to the library for premiums that did not meet the medical care spending threshold. As the library pays 90% of the premiums, they will retain 90% of the rebate. The other remaining 10% will be distributed to employees current and former by check based on the premiums that were paid in 2024. The total rebate was $4009.63. The library will retain $3,608.67 and distribute $400.96 back to participating employees. A motion to adopt the resolution was also made by Kathy Small. Kenny Giselbach seconded and the motion carried. All members present signed the resolution in favor.
Resolution for Fines and Debt Forgiveness
The resolution for fines to be forgiven was read by Secretary, Kathy Small. The resolution echoed the policy that was passed by the Board back in August 2025. It states that any library debt incurred prior to the previous three calendar years, on an inactive account with no new debt will be forgiven. The total stated in the resolution was $49,364.46. Director Scott showed data that explained that these are all the fines from library inception to year 2021. Fines range from a few cents to several hundred dollars. A motion to adopt the resolution was also made by Kathy Small. Kenny Giselbach seconded and the motion carried. All members present signed the resolution in favor.
Vasey Quote to Replace Frankton Furnace and Condenser
Director Scott presented the quote from Vasey to replace the final furnace at the Frankton
Library that has not been recently replaced. The quote presented was a total of $9,978 for a Lennox brand system. Director Scott explained that the other two furnaces are Bryant units, but upon speaking to Kevin at Vasey, the cost for a Bryant unit would be twice the cost currently quoted for the Lennox brand. Director Scott also explained that a meeting with two representatives from Vasey to discuss finalizing the controls project at Elwood and any other concerns is scheduled for October 21 st at 4:30pm. Any Board Members available are invited to attend. The Board members discussed why the possible cost difference in furnaces at Frankton, but in the end agreed to move forward with the lesser quote presented pending no concerns that are raised at the October 21 meeting. Kenny Giselbach seconded and the motion carried.
Nominating Committee
There were no suggestions for a nominating committee, as all members present hold a position, and agreed to maintain their current positions pending the final November meeting vote.
DIRECTORS REPORT
Director Scott explained that all telephone service providers are phasing out copper or plain old telephone lines (POTS). The deadline with AT&T, who services the Elwood and Summitville locations is December 5, 2025. If those lines are not decommissioned by that date, a penalty of $1500-$3000 per month will be charged for those lines at each location. Director Scott explained that staff has been exploring the options of electronic faxing. It appears as though the current copy machines being leased have the capability, and in speaking with an AT&T representative a $134 router will need to be purchased to accommodate e-faxing. Then, a recurring fee of $22.51 will apply. This will be a cost savings of $178 per month at Elwood alone. Director Scott explained that she is awaiting a call back from Elwood Fire and Equipment to move the fire alarm dialer to a digital internet line, as well. This has already been completed at the Summitville branch. Director Scott explained that she will still need to reach out to Frontier, the service provider in Frankton to inquire about the deadline to decommission and efaxing options.
Director Scott explained that the local income tax distributions have been posted for 2026 in the amount of $337,000. She explained that in year 2027, the library system will be required to petition the Madison County Council for future distributions of local income tax monies.
PUBLIC COMMENT
There was no public comment.
ADJOURNMENT
President Eddleman adjourned the meeting by consent.
NORTH MADISON COUNTY PUBLIC LIBRARY
BOARD OF TRUSTEES
Frankton Community Library
Regular Meeting
November 10, 2025 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 10, 2025 in the meeting room of the Frankton Community 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, Branch Manager Meghan Mabrey, and Administrative Assistant Sarah Huffman.
CONSENT AGENDA
Mike Bomholt moved to approve the consent agenda for November. Kathy Small seconded and the motion carried. The members signed the minutes and claims register. Treasurer Kenny Giselbach signed checks.
OLD BUSINESS
There was no old business to report.
NEW BUSINESS
Employee Raises/Director and Administrative Assistant
Board Members inquired about the potential of revenue loss for 2026. Director Scott shared that there was no concern even with tax caps, and LIT seems to be unaffected for the 2026 property tax year. Lisa Hobbs made a motion that all hourly employees receive a 5% raise for 2026. Mike Bomholt made a second and the motion carried.
Lisa Hobbs made a motion that the Director and Administrative Assistant receive a 5% raise for 2025. Mike Bomholt made a second and the motion carried.
All members present signed in favor for 5% increase for all employees.
Personnel Policy-Leave Without Pay and Excessive Absenteeism
Director Scott proposed changes to the Personnel Policy in relation to leave without pay, as well as excessive absenteeism as it relates to disciplinary action. Reevaluating the policy was initiated as a result of staff who have not accrued paid time off, or used all of their paid time off who were taking single or few days off unpaid. Proposed changes include making the leave without pay policy more like the FMLA guidelines. This includes leave without pay being limited to three months. It also includes a requirement that only those employed for one year or 1250 hours are eligible (625 hours for part-time employees). It was also proposed that sick and holiday pay do not accrue on leave without pay, as calculations and withholdings become a conflict for benefits like PERF. The board discussed and determined that the library would continue to pay their portion of the health insurance premium for the employee on leave without pay (currently 90%). As per the policy update suggestion, employees will be responsible for their 10%, as well as any other elective benefit payments such as AFLAC or Deferred Compensation. It was also agreed upon that payment for aforementioned benefits would be due prior to the end of the payroll period before the payment is due. The board discussed and suggested an addition be made to state that if the payments are not made on-time by the empl()yee, the plan will be terminated. Requests must be made in writing or email with a doctor's note included.
Lisa Hobbs made a motion to update the policy as defined, with the agreement that the library would continue to pay their percentage of the group health insurance, the employee is responsible for their percentage, and the late payment statement be added. Mike Bomholt seconded the motion. All members present were in favor.
Excessive absenteeism was defined by Director Scott in the Disciplinary Action portion of the policy. Definition includes:
Excessive absenteeism will apply if all of the following statements are true. An employee
Has exhausted all their vacation, personal and sick time
Calls off for a reason that does not meet at least one of the family or medical reasons listed under leave without pay.
Calls off for 3 consecutive shifts without a doctor's slip or
Calls off in such a way that a pattern is created. For example, calls off on Fridays. Calls off the day before or after a holiday for consecutive holidays.
After discussion about the possibility of holiday pay being withheld if staff call in before or after the holiday, it was determined to move forward with just defining excessive absenteeism without the penalty, as this time. Kathy Small made a motion to accept the excessive absenteeism definition, as stated. Janet Stover seconded and the motion carried.
2026 Holiday Calendar
The Board of Trustees reviewed the 2026 Holiday Calendar. No dates were added or removed. Kenny Giselbach made a motion to accept the 2026 Calendar. Mike Bomholt seconded and the motion carried.
Nominating Committee
The nominating committee presented the following slate of officers. Glenn Eddleman,
President; Mike Bomholt, Vice President; Kenny Giselbach, Treasurer; Kathy Small, Secretary; Janet Stover, Assistant Treasurer. Lisa Hobbs made a motion to maintain the current officers as stated. Mike Bomholt seconded, all present voted in favor.
Homebound Delivery Service
Director Scott proposed that Homebound Delivery Service be discontinued. She spoke with the library's attorney, and they suggested that if service continues, proof of homeowner's or renter's insurance would need to be presented. Director Scott explained that accommodations can be made for pickup by caregivers or family for those who are homebound. After discussion, board members determined the service is too much of a liability at this time and agreed to discontinue. Janet Stover made a motion to cease service. Kathy Small seconded and the motion carried.
Fines and Debt Forgiveness Policy
Director Scott proposed changes to the Fines and Debt Forgiveness Policy to align with the Evergreen requirements for administrative permission to waive fines. Director Scott also noted that the approved amount of $49,364.46 voted to be waived last month was inflated due to inclusion of fines that belong to other libraries. The actual amount waived was $42,568.03. Kenny Giselbach made a motion to approve the amendment to the policy, Lisa Hobbs seconded the motion, and the motion carried.
Rainy Day Funds for Concrete and Furnace Projects
Director Scott suggested that the $23,503 for the concrete and furnace projects be paid from the Rainy Day fund. There is $50,000 appropriated currently in the $399,000 fund, with zero dollars spent in 2025. Director Scott explained that to be compliant on the State Library report, we have to have 8% of our total budget spent on collection development. Taking the cost of large projects can make attaining the 8% more difficult. Lisa Hobbs was in favor of using Rainy Day funds. Kathy Small seconded the motion, all were in favor.
Services Fees
Director Scott proposed changes to the Service Fees policy to give staff the latitude to decline service or modify accommodations due to time or resources.
"For efficient faxing, the patron is expected to have pages in the correct order and staples removed. The library reserves the right to limit the number of pages being faxed." "Library staff reserve the right to decline service or offer alternative accommodations at their discretion. This could be due to time, resource, or staff constraints."
The board discussed the possibility of creating a cutoff time for faxes. After discussion, it was determined that the change to the policy allows staff to use their discretion.
Lisa Hobbs made a motion to accept the changes as proposed. Kathy Small seconded, and the motion carried.
DIRECTOR'S REPORT
Director Scott informed the Board Members about an ongoing situation with the parking lot being filled by the venue nearby, The Carnegie, making it difficult to maintain parking spots for patrons. Director Scott explained that she has had several conversations with the owner about stipulations of using the parking lot. She explained that it is not a public lot, and the library pays to resurface and plow the lot. Board Members suggested instituting signs in the lot that state "Elwood Public Library Parking Only." Lisa Hobbs explained that if the police are involved, no parking must be posted to uphold a violation. Janet Stover made a motion to send a letter to the to the owner of the venue. They discussed that the contents of the letter should include that the use of the lot has become a liability, and include an invitation to the next board meeting if questions arise. Lisa Hobbs seconded, and the motion carried.
Director Scott informed the Board that Elwood Fire Equipment replaced the air compressor for the Elwood sprinkler system.
The board was made aware that the primary book vendor, Baker & Taylor is going out of business. Katie Newby looked into replacement vendors and determined that Ingram will be the new supplier. Amazon has and will be the vendor in the interim while book purchases stabilize.
All present were informed that the library will be closed Wednesday, November 19th for staff training. In-Service training will include things like Spanish and American Sign Language.
Finally, Director Scott informed all present that VolP faxing will be implemented at all the branches, likely before year end. This will allow the removal of the copper lines, and consolidating all vendors to AT&T, getting rid of Frontier as a provider. The fire dialers at Elwood and Frankton have already been changed over to internet dialers in anticipation of these changes.
PUBLIC COMMENT
There was no public comment.
Adj ournment
President Glenn Eddleman adjourned the meeting by consent.
NORTH MADISON COUNTY PUBLIC LIBRARY
BOARD OF TRUSTEES
Elwood Public Library
Regular Meeting
December 8, 2025 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 December 8, 2025 in the Indiana Room of the Elwood Public Library.
CALL FOR QUORUM
Present were members Mike Bomholt, Glenn Eddleman, Kenny Giselbach, Lisa Hobbs, Angie O'Donnell, Kathy Small, and Janet Stover. Also in attendance were Director Jamie Scott and Administrative Assistant Sarah Huffman.
CONSENT AGENDA
Mike Bomholt moved to approve the consent agenda for November. Lisa Hobbs seconded and the motion carried. The members signed the minutes and claims register for the prior month. Treasurer Kenny Giselbach signed checks.
OLD BUSINESS
There was no old business to report.
NEW BUSINESS
Transfer of Appropriations Resolution
Secretary Kathy Small read the Resolution to Transfer Funds Within the Library Operating Fund Major Category. Kathy Small moved that the resolution be adopted as read. Angie O'Donnell seconded and the motion carried.
Transfer from Personal Services Wages of Janitor $10,700
Transfer to Personal Services Salary of Director $10,700
Transfer from Personal Services Employer Contributed PERF $200
Transfer to Personal Services Employer Contr IN Def Comp Match Plan $200
Total Transfers $10, 900
Library By-Laws
Director Scott explained that the By-Laws had been revisited and approved last December 2024 Board Meeting, but they had not been signed. Director Scott read the library by-laws. Janet Stover suggested that the Assistant Treasurer be added as an officer in the by-laws since it is a currently held title. Director Scott agreed to amend the by-laws to include the Assistant Treasurer. Janet Stover made a motion to accept the bylaws with the addition of Officer Assistant Treasurer changes. Kathy Small seconded and the motion passed. All members present signed.
Elwood Meeting Room Policy/Public Events on the Patio
Director Scott revisited the potential of hosting events in Elwood on the patio near the arch, specifically a wedding in the Spring of 2026. Director Scott said after speaking with the insurance agent, and the ongoing concerns with the parking lot being used for non-library events, that it was in the best interest of the library to not move forward with hosting events. Kenny Giselbach spoke up and agreed that it seems like a liability and he didn't want staff to feel as though they are responsible for any requests or situations that might arise with the additional events. Kathy Small agreed that it would be like opening Pandora's box. The topic died due to lack of a motion for approval.
Leave Without Pay-Wendy Rivera
Director Scott explained to the board that an FLMA letter from a doctor had been received requesting leave for Wendy Rivera, Adult Services Manager at Elwood. The request was from December 29th 2025 through March 23 rd 2026. Director Scott reminded the board that the personnel policy states that requests must also be made by the employee in written letter or email, and that had not yet been received from the employee. Director Scott was asking the board if they would like to approve the leave without pay contingent on receipt of written request from employee. Director Scott explained that the dates requested are 12 weeks, aligning with the policy. Mike Bomholt made a motion to approve Rivera's leave without pay from 12/29/2025 through 3/23/2026. Kathy Small seconded and the motion carried.
Personnel Policy Update
Director Scott brings two topics to discuss regarding the personnel policy, the first of which is personal book orders. She explains that with the previous book vendor, they allowed personal checks to be sent so employees could purchase items with the library's book orders. Now that there is more competitive purchasing options, there is not a benefit for employees to purchase from the Library's vendor. It has also become increasingly difficult to obtain personal checks from employees, and there is no agreement with the new book vendor to allow personal checks as payment. Director Scott also spoke about adding a clause to the policy about schedule adjustments, as follows:
Schedule Adjustments
Before the schedule is posted it is the employee 's responsibility to complete a leave request approvalfollowing the vacation, personal, sick and leave without pay guidelines.
Once the schedule has been posted, there are only certain options for that schedule to be changed.
l. The employee calls in with a situation that would warrant the use ofsick or personal time.
2. Employees switch shifts if each shift is the same number of hours worked both employees are in agreement. Both employees are required to fill out a leave request approvalfor this shift change.
was determined to add a third handicapped parking stall in the lane closest to the door for accessibility with the new sidewalk ramp as part of the project.
Director Scott then showed photos of damage to one of the light poles in the Frankton parking lot. It was explained that during the winter storm a few weeks ago, a driver slid on the ice and hit the pole and the "Little Library" book house that was nearby. A contract was found stating the little library belongs to the Frankton Library. The original builder of the little library said he would be happy to help repair it if the cost of the supplies are paid for. Director Scott stated that the police officer who wrote the report said she could come obtain a copy of the police report for $5. Director Scott plans to do so and then turn the information in to insurance.
Director Scott informed the board that the water heater that supplies the meeting room at Elwood appears to have some sediment built up and will need to be replaced. It was purchased from Mr. Rooter with a warranty. When Mr. Rooter came out to assess for the warranty, Director Scott was informed that the warranty is only for parts, that labor would still have to be paid for at a cost of $1871.79. It was also made known that Mr. Rooter has changed payment policy and does not invoice. Payment is required up front. Director Scott explained that we could not write checks on demand, and that had to be requested and signed by the Treasurer. John Cunningham Plumbing was then contacted for a quote. He stated that it would cost $4350 for parts and labor. Director Scott is still weighing solutions for the repair of the water heater.
PUBLIC COMMENT
Lisa Hobbs commented that she appreciated the library's participation in the Tree Auction. Director Scott thanked Lisa for her donation of the tree and described the banned book themed décor with 3D printed ornaments.
Sarah Huffman read an email that was sent on behalf of the Frankton Library employees thanking Director Scott for her assistance with cleaning of the book drop room. To quote the email, "there is nothing she would ask her staff to do that she would not do herself. "
Adjournment
President Glenn Eddleman adjourned the meeting by consent.