IOSCO-ARENAC DISTRICT LIBRARY

MINUTES OF THE BOARD OF TRUSTEES REGULAR MEETING

 

Place:      Iosco-Arenac District Library Administrative Headquarters

Date:       January 10, 2013

Present:   Karen Strughold,  Rick Rockwell, Eileen Rudzinski, Paul Michalke, Sue Kingsbury, Phyllis Klender,  Dan Stock, Stephanie Olson and Diane Bushman

Absent:    Jerry Brown

 

ITEM 1.     CALL TO ORDER

Chairperson Klender called the meeting to order at 4:30 p.m. and welcomed new Board member, Sue Kingsbury

 

ITEM 2.     APPROVAL OF THE AGENDA.

Rudzinski moved and Michalke seconded approval of the agenda.  Motion carried.

 

ITEM 3.     PUBLIC PARTICIPATION AND REPORTS FROM FRIENDS OF THE LIBRARY GROUPS

Kingsbury distributed bookmarks with the Tawas City Library Friends 2012 Annual Report on them.  She said that TCLF has been working to develop a mission.  She said that the Friends fundraiser murder mystery event will be on January 12, 2013.  They donated $300 for the 2013 Summer Reading Program.  Stock reported that the Friends of the Robert J. Parks Library also donated $300 to the Summer Reading Program.  They also donated $100 to the District to be used for prizes for the "Passport" program.  He said that they will be purchasing sticky notes with the library name on them to be handed out to patrons participating in the Passport program.  Stock said that the Friends had a nice discussion with Jim Baier, Oscoda Township Supervisor, about the lack of lighting in the parking lot.  Klender reported that the Friends of the Mary Johnston Memorial Library ordered note pads to be handed out during the Passport event.  She said they donated $100 for prizes for the Passport event.  They will be making hearts to be distributed to patrons for Library Lovers Month in February.  Fifty of the hearts will be marked to allow the recipient to get a prize.  She said that the Friends have been discussing possibilities for this year's adult programs.  Their next booksale is March 22, 2013.  Technology Coordinator John Cargo gave an update on the tentative timeline on the fiber project.  He said that the Bay City to Standish link is completed and testing will occur on 1/11/13; Standish to Omer will be completed on 1/11/13 and testing will be done by 1/16/13; Omer to AuGres will be completed by 1/18/13 and testing will be done by 1/23/13; AuGres to the Tawases will be completed by 1/22/13 and tested by 1/25/13; the Tawases to Oscoda finished by 1/21/13.  The lighting dates are as follows: Standish and Omer on 1/18/13, AuGres and both Tawas locations on 1/25/13; Oscoda will be connected temporarily to Alpena Community College by 1/22/13, with permanent connection after 2/1/13.

 

ITEM 4.      BOARD COMMENTS

Klender thanked John Cargo for his informative and easy-to-understand technology report.  Klender passed around an update to the Open Meetings Act for review.

 

ITEM 5.     APPROVAL OF THE MINUTES OF THE NOVEMBER 15, 2012 REGULAR MEETING 

Rudzinski noted the incorrect spelling of her name in Item 8.

Rudzinski moved and Strughold seconded approval of the minutes of the November 15, 2012 Regular Meeting, as corrected.  Motion carried.

 

ITEM 6.     TREASURER’S REPORT

Stock moved and Michalke seconded approval of the December 31, 2012 Treasurer's Report, as presented.  A roll call vote was taken as follows:  Brown, absent; Michalke, aye; Rockwell, aye; Rudzinski, aye; Stock, aye; Kingsbury, aye; Klender, aye; Strughold, aye.  Motion carried.

 

ITEM 7.      RATIFICATION OF BILLS

Rockwell moved and Michalke seconded to ratify voucher #12-34 dated November 21, 2012 in the amount of $36,434.29, voucher #12-35 dated December 6, 2012 in the amount of $20,168.25, voucher #12-36 dated December 20, 2012 in the amount of $53,747.13, voucher #13-01 dated January 3, 2013 in the amount of $16,823.70, and voucher #13-02 dated January 17, 2013 in the amount of $40,422.90.  A roll call vote was taken as follows:  Brown, absent; Michalke, aye; Rockwell, aye; Rudzinski, aye; Stock, aye; Kingsbury, aye; Klender, aye; Strughold, aye.  Motion carried.

 

ITEM 8.      DIRECTOR’S REPORT

Director Olson reported that she and John Cargo are working on updating the Internet guidelines, wireless guidelines and permission slips for minors.  Cargo is also working on an in-house public access computer satisfaction survey.

 

ITEM 9.    OLD BUSINESS

9A.        HORIZON, MERIT, USF AND MELCAT UPDATES

Director Olson reported that the District has been using MelCat for eight years and its usage continues to grow.  She had nothing new to report for Merit, USF and MelCat.

 

9B.         BRANCH $10,000 PROJECTS AND ADULT PROGRAM GRANTS

Director Olson reported that the Ad Hoc Committee reviewed the wish lists from the branches for the $10,000 projects.  They approved all projects with the exception of Plainfield.  Olson will contact Plainfield to find out if they will be moving the library to the old Hale High School.  Approval of any projects for Plainfield will be contingent on the answers received. 

Director Olson presented for approval an adult program grant application from the Friends of the Whittemore Library and Marie Burkholder.  The program is "Living Above Stress" with presenter Sharon Morgan to be held on March 19, 2013 at the Whittemore Chamber of Commerce building.  They have requested $320.

Rudzinski moved and Michalke seconded to accept the adult program grant application in the amount of $320 from Whittemore, as presented.  A roll call vote was taken as follows:  Brown, absent; Michalke, aye; Rockwell, aye; Rudzinski, aye; Stock, aye; Kingsbury, aye; Klender, aye; Strughold, aye.  Motion carried.

 

9C.        REVIEW IDEAS FOR PUBLIC RELATIONS

Director Olson said that for the Passport program the District will be ordering small bags to hold the passports and other handouts for the participants.  The first 250 passports will be printed by an outside source.  If more are needed, they will be done in-house.  The Friends of the Standish and Oscoda libraries have donated $100 each to use for prizes for this event.  Olson said that she will be talking to the other Friends groups to see if they would also like to donate money for prizes.  Rudzinski asked how we will be promoting this event.  Olson replied that we will be using ads in the local newspapers and on radio, posters, Facebook, our website and handouts at all of the branch libraries.

 

9D.         DIRECTOR EVALUATION AND CONTRACT RENEWAL

Michalke presented the compiled results of the evaluation of District Director.  All eight of the members of the Board completed the evaluation form.  The Director received an overall average score of 3.91 covering 13 categories (4=Excellent, 3=Above Average, 2=Satisfactory, 1=Unsatisfactory).  Director Olson and the Board thanked Michalke for his hard work in compiling the results of the evaluation.  A new 3-year contract for the District Director was presented to the Board.

 

Stock moved and Rockwell seconded to accept the evaluation of District Director Olson with Above Average-Excellent ratings in all categories and to accept the 3-year employment contract for the District Director, as presented.  A roll call vote was taken as follows:  Brown, absent; Michalke, aye; Rockwell, aye; Rudzinski, aye; Stock, aye; Kingsbury, abstain; Klender, aye; Strughold, aye.  Motion carried.

 

ITEM 10. NEW BUSINESS

10A.          ELECTION OF OFFICERS

Rudzinski moved and Stock seconded to accept and elect the slate of officers recommended by the Nomination Committee for 2013 as follows:  Chairperson, Rockwell; Vice Chair, Klender; Treasurer, Brown; and Secretary, Strughold.   Motion carried.

 

10B.        APPOINTMENTS TO COMMITTEES

Tabled until the February 2013 meeting.

 

10C.          REVIEW OF BYLAWS

 Director Olson presented the current By-laws for review and reaffirmation.  Stock asked about the wording in describing the duties of the Secretary and Treasurer in Article III.  Olson said that this wording was recommended many years ago.  She feels that the purpose of this wording is to show responsibility of oversight, not necessarily the actual duties of compiling the minutes and financial reports.

Rockwell moved and Michalke seconded reaffirmation of the By-laws of the Iosco-Arenac District Library Board of Trustees, as presented.  Motion carried.

 

10D.          REVIEW OF DIRECTOR'S GOALS FOR 2013

Director Olson presented a list of goals for 2013 for review by the Board.

 

ITEM 11. ITEMS FOR NEXT AGENDA.

Add:  Appointments to Committees

          Director's Goals for 2013 

 

ITEM 12. ADJOURNMENT

Strughold moved and Rockwell seconded to adjourn this meeting at 5:45 p.m.  Motion carried.

 

Respectfully submitted,

 

 

Diane Bushman

Recording Secretary