IOSCO-ARENAC DISTRICT LIBRARY
MINUTES OF THE BOARD OF TRUSTEES REGULAR MEETING
Place: Iosco-Arenac District Library Administrative Headquarters
Date: January 12, 2012
Present: Karen Strughold, Rick Rockwell, Eileen Rudzinski, Paul Michalke, Tara Western, Dan Stock, Stephanie Olson and Diane Bushman
Absent: Jerry Brown and Phyllis Klender
ITEM 1. CALL TO ORDER
Vice-Chairperson Strughold called the meeting to order at 4:30 p.m.
ITEM 2. APPROVAL OF THE AGENDA.
Western moved and Michalke seconded approval of the agenda. Motion carried.
ITEM 3. PUBLIC PARTICIPATION AND REPORTS FROM FRIENDS OF THE LIBRARY GROUPS
Stock reported that the Friends of the Robert J. Parks Library voted to fund part of the new carpeting for the library and part of a new scanner for the Huron Shores Genealogy Society. They also donated $300 to the 2012 Summer Reading program. Western reported that the Tawas City Library Friends made $411 at their last booksale. They will be paying for three students to go to Author Quest camp this year. They also donated $300 to the 2012 Summer Reading Program. The Friends hired a carpenter to replace the valances in the library. She said that they are investigating alternatives for a new "Open" sign and a better way to display the library hours. Western said that they have ten members that will be helping with the AARP income tax preparation program this year. She said that their two upcoming events in March are "Tales to Tails" and another booksale. The Tawas City Library Friends have purchased "recommending for reading" books to be housed in the Tawas City Library. These books will be available to all branches for request. Stock noted that the "knitting group" at the Robert J. Parks Library did the same thing with some of their favorite books.
ITEM 4. BOARD COMMENTS
ITEM 5. APPROVAL OF THE MINUTES OF THE NOVEMBER 10, 2011 REGULAR MEETING
Olson said that there is a typographical error in item 9B.
Rockwell moved and Western seconded approval of the minutes of the November 10, 2011 Regular Meeting, as corrected. Motion carried.
ITEM 6. TREASURER’S REPORT
Stock moved and Michalke seconded approval of the December 31, 2011 Treasurer's Report, as presented. A roll call vote was taken as follows: Brown, absent; Michalke, aye; Rockwell, aye; Rudzinski, aye; Stock, aye; Western, aye; Klender, absent; Strughold, aye. Motion carried.
ITEM 7. RATIFICATION OF BILLS
Rudzinski moved and Michalke seconded to ratify voucher #11-34 dated November 23, 2011 in the amount of $27,433.57, voucher #11-35 dated December 8, 2011 in the amount of $33,402.57, voucher #11-36 dated December 22, 2011 in the amount of $35,263.02, voucher #12-01 dated January 6, 2012 in the amount of $15,303.19, and voucher #12-02 dated January 19, 2012 in the amount of $41,496.02. A roll call vote was taken as follows: Brown, absent; Michalke, aye; Rockwell, aye; Rudzinski, aye; Stock, aye; Western, aye; Klender, absent; Strughold, aye. Motion carried.
ITEM 8. DIRECTOR’S REPORT
Director Olson reported that the front door of the Mary Johnston Memorial Library was broken by somebody throwing a rock at it. It was covered under the City of Standish's insurance and is being repaired. She said that Standish also had an issue with a young girl vomiting all over one of the restrooms. They contacted the Health Department for cleaning recommendations. Employees Hilde Carruthers and Elon Basgall followed these recommendations in the cleaning of the restroom. Olson showed the Board a sample of the new carpeting that was installed at the Mary Johnston Memorial Library. Director Olson distributed an informational sheet prepared by MLA about the real property tax issue that is being debated in the Michigan legislature and the ramifications for Michigan libraries. She reported that Arenac County penal fines are down about $5,000 from this time last year. Olson said that the Library Committee for the City of East Tawas will be meeting on Monday, January 16, 2012. Olson noted that the 2010 year-to-date totals on the circulation statistics need to be corrected.
ITEM 9. OLD BUSINESS
9A. HORIZON, MERIT, USF AND MELCAT UPDATES
Director Olson reported that MelCat usage continues to grow. She is in the process of completing form 471 for USF. Merit is continuing to work on their fiber project. She said that Horizon had a scheduled server upgrade in December that left the District without automation service for one day forcing the branch staff to use the meltdown sheets to check out books.
9B. UPDATE ON BRANCH $10,000 PROJECTS FOR 2012
Director Olson reported that she has received wish-lists from all of the branches for 2012. She will be sharing these lists with the Ad Hoc Committee for review and approval. Olson said that she would like to give Oscoda the go-ahead with their carpeting project when the funding comes through from Oscoda Township. Ad Hoc Committee member, Western, agreed with this plan. Olson said that she will be making two recommendations to the Ad Hoc Committee: 1) that the deadline for all projects be completed and billed by November 1, 2012; and 2) that any purchases through approved District vendors be ordered by only District staff.
9C. CONTINUE DISCUSSION ON MILLAGE RENEWAL ELECTION TIMELINE
Director Olson said that she has quotes from two attorneys that specialize in library law. Richard Butler and Anne Seurynck, both of Grand Rapids, quoted approximately $500 to consult on the millage language issue. The Board agreed that Director Olson should hire the attorney that she feels most comfortable working with. Olson said that she will need a decision by the February Board meeting whether they wish to go for a renewal at .4912 mills (or what ever the Headley rate at filing time) or if they want to go for .5 mills which means that .0088 mills will be shown on the ballot as "new" millage. After much discussion, it was decided to go for a renewal at the Headley rate for a period of 10 years.
Rudzinski moved and Western seconded to direct the District Director to hire the attorney of her choice and to pursue the completion of all requirements to place a proposal on the August 2012 ballot for a millage renewal, subject to Headley rate reduction, for a period of ten years from 2014 through 2023, inclusive. A roll call vote was taken as follows: Brown, absent; Michalke, aye; Rockwell, aye; Rudzinski, aye; Stock, aye; Western, aye; Klender, absent; Strughold, aye. Motion carried.
9D. REVIEW OF IDEAS FOR PUBLIC RELATIONS
Strughold suggested that we post "Did You Know" information in various places. Stock said that handouts could be given to everybody buying books at booksales. Rudzinski suggested the use of billboards. Olson said that she is thinking about having a billboard in each county. Michalke said that he thinks it's a good idea and that Olson should look into the cost.
9E. UPDATE ON NEW HEALTH INSURANCE PROGRAM
Director Olson said that she had nothing new to report.
ITEM 10. NEW BUSINESS
10A. DIRECTOR EVALUATION
Michalke presented the compiled results of the evaluation of the District Director. All eight of the members of the Board completed the evaluation form. The Director received an overall average score of 3.9 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.
Stock moved and Rockwell seconded to accept the evaluation of the District Director Olson with Excellent ratings in all categories. Motion carried.
10B. GEEK YOUR LIBRARY PROGRAM
Director Olson said that because of the program requirements and the lack of staff to implement it, she has decided not to pursue the GEEK Your Library program. The Board agreed unanimously with this decision.
10C. ELECTION OF BOARD OFFICERS
Michalke moved and Rockwell seconded to accept and elect the slate of officers recommended by the Nomination Committee for 2012 as follows: Chairperson, Klender; Vice Chair, Strughold; Treasurer, Brown; and Secretary, Western. Motion carried.
10D. ADULT PROGRAM GRANT APPLICATIONS
Director Olson said that two grant applications have been received from Whittemore. One program is "Eating Well for Only $2 a Day" and the other is a Ric Mixter program on shipwrecks of the Great Lakes. Olson said that she has heard that Plainfield is considering a genealogy program and Standish is working on a program featuring a Michigan "Biggest Loser".
Rockwell moved and Western seconded to accept the adult program grant applications from Whittemore, as presented. A roll call vote was taken as follows: Brown, absent; Michalke, aye; Rockwell, aye; Rudzinski, aye; Stock, aye; Western, aye; Klender, absent; Strughold, aye. Motion carried.
10E. PROCLAMATION FOR LIBRARY LOVERS MONTH IN FEBRUARY
Director Olson presented a Proclamation to declare February as Library Lovers Month.
Western moved and Michalke seconded adoption of the Proclamation that pronounces February 2012 as Library Lovers Month and so directs Board Chairperson Klender to sign said proclamation. Motion carried.
ITEM 11. ITEMS FOR NEXT AGENDA.
ITEM 12. ADJOURNMENT
Western moved and Rudzinski seconded to adjourn this meeting at 6:03 p.m. Motion carried.