La Porte County Public Library
Minutes – August 25, 2016
The Board of Trustees of the La Porte County Public Library met on Thursday, August
25, 2016 at the County Complex, Meeting Room #2.
Present:
James Dermody, President
Scott Siefker, Vice-President
Michael Essling, Treasurer
Gregg Fuhlenbrock, Secretary/Assistant Treasurer
Sylvia Smith
Dava Buell
Marie Gilliland
Also in attendance: Fonda Owens, Director
Mark Phillips, Legal Counsel
CALL TO ORDER
President James Dermody called the meeting to order at 6:36 PM.
PUBLIC FORUM
President Dermody called for questions or comments from the public as they may relate
to matters on the agenda. Don Lode, 7882 N Pottawattamie Trail, Rolling Prairie
addressed the board regarding the installation of an electronic sign for the Rolling
Prairie branch that would be funded by the Rolling Prairie Community. Mr. Lode had
sent a letter to James Dermody and Fonda Owens with a request for approval to
accept the donation. The letter was distributed to all board members. The board
asked Mr. Lode to provide more details regarding the specs and pictures of what the
sign would look like.
CONSENT AGENDA
Scott Siefker moved and Sylvia Smith seconded to approve the consent agenda as
presented. The vote was taken and the motion carried.
Board President, James Dermody, introduced new board member, Marie Gilliland. Ms.
Gilliland will be serving out the remainder of Ron Gigliotti’s term.
REPORTS
Director’s Report
Director Fonda Owens reported that a new bid for roof replacement at main was sent
out as monies may be available to do this work. Work at main is still on schedule.
Issues with water seepage in the lower level will be handled by installing a barrier system
and changes to the landscaping on the East side of the building. Ms. Owens continues
to work with IDEM, Larson Danielson and MKM on the placement of well locations at
Fish Lake, Hanna and Rolling Prairie Branches. Bids for work at Kingsford Heights and
Union Mills branches will be opened at a special board meeting on Thursday, September
1, 2016 at 5:30pm at Main Temp location at 1020 Lincolnway, La Porte.
La Porte County Public Library
Minutes – August 25, 2016
Ms. Owens has been working on the 2017 budget to stay within the growth quotient.
Director Owens updated the board on the bed bug situation. Staff discovered bed bugs
in a few items that were returned at Main Temp. and Coolspring Branch. Hatfield Pest
Control did inspections of all locations and sprayed at Main Temp. Additionally, the
library hired the services of Star, a bed bug sniffing dog, to inspect Rolling Prairie and
Fish Lake Branch Libraries for any evidence of bed bugs. Both branches were cleared
A mandatory staff meeting was held on August 22, 2016 to inform staff that the library
does not have an infestation but bedbugs are being found in returned materials. All staff
will be trained on what to look for and what to do if evidence of bed bugs is found on
library materials. Ms. Owens reported that information regarding bed bugs at the library
and in the community will be made available to the community through various mediums.
Legal Counsel
Mark Phillips followed up on the beg bug discussion by informing the board that it is
important for people to be put on notice in order to avoid any possible liability concerns
from the public. Ms. Owens will work on updating the appropriate behavior policy to
address the issue.
Mr. Phillips reported that the month was slow with no new claims. He continues to
work on easement issues at Coolspring Branch’s new location.
Report of Architect and Construction Manager
Kevin Spence from Larson - Danielson reported it was busy month with issuing
contracts for the Coolspring site project and the RFP’s for landscaping at all
locations, roofing bids at the Main Library and bids for the work at Kingsford Heights
and Union Mill branches. Mr. Spence has been working with IDEM on well location
issues at the Rolling Prairie and Fish Lake locations. He has been involved with
working out details regarding siding selections.
Mr. Spence reported that there was a construction accident incident at the Main
library location. Safety meetings with construction workers took place at all locations.
UNFINISHED BUSINESS
Request to Close Fish Lake Branch Due to Construction
Director Owens, presented a recommendation from Tuholski Contruction and Larson &
Danielson to close the Fish Lake branch by September 15, 2016 to allow the new
parking lot to be completed this year before the asphalt plants closed for the 2016
season. Library services will be delivered by the mobile library.
Scott Siefker moved and Gregg Fuhlenbrock seconded to approve the recommendation
for a September 15, 2016 closure of the Fish Lake site. The vote was taken and the
motion carried.
La Porte County Public Library
Minutes – August 25, 2016
Budget 2017
Director Owens reported on the 2017 budget as presented to the board. There will be
a slight increase in the LIRF and Rainy Day Funds with the thought of using these
funds to pay for a new parking lot at main library and possible replacement of the
Mobile Library, which is eight years old. There will be an increases in the Operating
Fund personnel expenses due to a projected increase in health insurance costs. Also
costs for lawn care and snow removal have been increased due to an increase in the
size of lots for new building sites. The property tax cap is now part of the budgeting
process. The tax cap and max levy amounts are supplied by the DGLF. The amounts
for the Debit Service Fund are dictated by the bond amortization schedule.
Sylvia Smith moved and Dava Buell seconded to approve the posting to taxpayers of
the Library’s 2017 budget notice that includes a budget hearing date of September 22,
2016 and an adoption date of October 27, 2016. The vote was taken and the motion
carried.
NEW BUSINESS
Job Classifications 2017
Scott Siefker moved and Gregg Fuhlenbrock seconded the approval of the 2017 Job
Classifications as follows:
Director (Exempt)
Manager (Exempt)
Main Library Services
Branch and Outreach Services
Human Resources/Administrative Services
IT Services
Technical Services
Professional (Hourly/Non-exempt)
Administrative Services (3 positions)
Main Library Services Librarians (7 positions)
Branch and Outreach Services Librarians (3 positions)
Head of Buildings and Grounds
IT Services
Technical Services
Collection Development Librarian
Public Relations
Paraprofessional (Hourly/Non-Exempt)
Branch Supervisor (5 positions)
Administrative Services Assistant
IT Public Services
La Porte County Public Library
Minutes – August 25, 2016
Specialist (Hourly/Non-Exempt)
Main Library (6 full time and 8 part-time positions)
Branches and Outreach (1 full time and 12 part-time positions)
Technical Services (2 full-time and 1 part-time positions)
Maintenance (Hourly/Non-Exempt)
Maintenance I (2 part-time positions)
Maintenance II (2 part-time positions)
The vote was taken and the motion carried.
Internal Controls
Resolution to Establish Internal Controls
Scott Siefker moved and Dava Buell seconded to adopt the resolution to establish
internal controls as follows:
Resolution To Establish Internal Controls
Whereas, the Board of Trustees, of the La Porte County Public Library recognizes their
responsibility to the residents and taxpayers of the service district, to maintain minimum
internal control standards as defined by State Board of Accounts and IC 5-11-1-27(g).
NOW THEREFORE BE IT RESOLVED, that the Board of Trustees of the La Porte County Public
Library do hereby adopt internal control standards and ensure that personnel receive training.
DULY ADOPTED by the Board of Trustees at the La Porte County Public Library at its regular
meeting held on the 25th day of August, 2016, at which meeting a quorum was present.
The vote was taken and the motion carried.
Ethics Policy
Sylvia Smith moved and Marie Gilliland seconded to approve the Board of Trustees and
Library Employee Ethics Policy as follows:
Board of Trustees and Library Employee
Ethics Policy
The La Porte County Public Library is dependent on the trust of its community to
successfully achieve its mission. Therefore, it is crucial that all Board members and
employees conduct business with the highest level of integrity avoiding any impropriety
or the appearance of impropriety.
Guiding Principles:
Board members and employees will:

Act according to the highest ethical and professional standards of conduct;

Ensure compliance with applicable laws, policies, procedures and workplace rules
of the La Porte County Public Library;
La Porte County Public Library
Minutes – August 25, 2016

Follow sound financial practices, including accurate financial reporting, processes
to protect assets, and responsible fiscal management and internal controls;

Refrain from engaging in activities that conflict with their fiduciary, ethical and
legal obligations of the La Porte County Public Library;

Communicate ethical standards of conduct through instruction and example.
Therefore:
To preserve and uphold the La Porte County Public Library’s reputation as an
organization of unimpeachable integrity, each Board member and key employees will
sign a “Conflict of Interest” statement and an “Ethics Statement”.
Compliance:
If any Board member or the executive director appears to be in conflict of the “Guiding
Principles” above, he or she will be asked to meet with the Board to discuss the issue to
come to an acceptable resolution to situation.
Employees who are or appear to be in conflict with the “Guiding Principles” above will be
asked to meet with the director who will make a determination as to discipline or
termination based on his or her findings.
The vote was taken and the motion carried.
Ethics Statement
Scott Siefker moved and Dava Buell seconded to approve the Ethic Statement of the
La Porte County Public Library as follows:.
Ethics Statement
La Porte County Public Library
As an employee or a member of the Board of Trustees of the La Porte County Public
Library, I promise to conduct business with the highest level of integrity, avoiding any
impropriety or the appearance of impropriety. I will act according to the highest ethical
and professional standards of conduct.
I will follow sound financial practices, including accurate financial reporting and
responsible fiscal management. I will refrain from engaging in activities that conflict with
my fiduciary, legal and ethical obligations to La Porte County Public Library.
The vote was taken the motion carried.
QUESTIONS OR COMMENTS FROM THE PUBLIC
La Porte County Public Library
Minutes – August 25, 2016
President James Dermody called for questions or comments from the public. Don Lode
expressed that the Rolling Prairie Community is very excited about the new
construction of the Rolling Prairie Branch Library. Mr. Lode also gave his cell phone
number to the board members so they could contact him with any questions about the
electronic sign.
COMMENTS FROM THE BOARD
President James Dermody called for questions or comments from the board members.
There were none.
ADJOURNMENT
Scott Siefker moved and Sylvia Smith seconded to adjourn the meeting at 7:35 pm. The
vote was taken and the motion carried.