IOSCO-ARENAC DISTRICT LIBRARY

MINUTES OF THE BOARD OF TRUSTEES REGULAR MEETING

Place:      Iosco-Arenac District Library Administrative Headquarters

Date:       January 14, 2010

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

Absent:    Jerry Brown

ITEM 1.     CALL TO ORDER

Chairperson Strughold called the meeting to order at 4:36 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

Western reported that the Tawas City Library Friends performed their murder mystery to raise money for the Northeastern Michigan Arts Council and they are doing a repeat performance on January 16th as a library fundraiser.  The TCLF purchased an outside cigarette butt holder, a folding chair dolly and shelves for the library.  She said that although the bookstore has been slow recently, the gentleman selling books on e-Bay is making about $80 per month for the Friends.  Western said that she is working on completing the grant applications for the 2010 adult programs.   Klender reported that the Friends of the Mary Johnston Memorial Library are working on place cards to put on the patients trays at the Veterans Hospital.  They will be purchasing prizes for the Dr. Seuss Birthday program.  She said that they made about $300 in 2009 selling used books through "Book Prospector".  They are also working on adult program grants ideas.  Klender said that the remainder of the Perlberg memorial funds were turned over to the Friends to be used on library maintenance and building improvements.  Stock reported that the Friends of of the Robert J. Parks Library plan on contributing funds to have automatic door openers installed on the front entrance of the library.  Olson said that Mary Taube of the Friends of the Plainfield Township Library is working on some grant ideas.

ITEM 4.      BOARD COMMENTS

Stock said that he will again be helping with taxes through AARP.  He will be at the Tawas City Library on Tuesdays and at the Oscoda Library on Fridays starting with the first week in February.  He said that he could use some volunteer help.

ITEM 5.     APPROVAL OF THE MINUTES OF THE NOVEMBER 12, 2009 REGULAR MEETING 

Western moved and Klender seconded approval of the minutes of the November 12, 2009 Regular Meeting.  Motion carried.

ITEM 6.     TREASURER’S REPORT

Director Olson noted that the budget for 2009 Interest Income is overstated because interest on government securities has plummeted.  She anticipated the 2009 drop and made a budget adjustment, but it wasn't enough.  She also noted that the District received Community Foundation grant income that was not expected until 2010, so there is no budget amount for these funds.  She reported that she had to do a line-item transfer from contingency to Retirement to cover the $500 administrative fee charged by AUL.

Stock moved and Western seconded the approval of the December 31, 2009 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, aye; Strughold, aye.  Motion carried.

ITEM 7.      RATIFICATION OF BILLS

Rockwell moved and Western seconded to ratify voucher #09-34 dated November 25, 2009 in the amount of $27,166.07, voucher #09-35 dated December 10, 2009 in the amount of $28,815.27, voucher #09-36 dated December 23, 2009 in the amount of $22,049.03, voucher #10-01 dated January 7, 2010 in the amount of $13,311.02, and voucher #10-02 dated January 21, 2010 in the amount of $46,075.01.   A roll call vote was taken as follows:   Brown, absent; Michalke, aye; Rockwell, aye; Rudzinski, aye; Stock, aye; Western, aye; Klender, aye; Strughold, aye.  Motion carried.

ITEM 8.      DIRECTOR’S REPORT

Director Olson pointed out several 2009 end of year statistic reports distributed to the Board.  They include information on collection and borrower counts.  Olson reported that the IRS mileage rate has been lowered to $.50/mile for 2010.  She said that it's the same as the District's current reimbursement rate, so there is no need to change it at this time.

Rockwell moved and Michalke seconded to continue to pay mileage at the rate $.50 per mile for 2010.  A roll call vote was taken as follows:  Brown, absent; Michalke, aye; Rockwell, aye; Rudzinski, aye; Stock, aye; Western, aye; Klender, aye; Strughold, aye.  Motion carried.

Western asked how the training on Overdrive was progressing.  Olson said it has been completed at Tawas City, Standish, Oscoda and Omer.  AuGres has been scheduled.  Marketing for Overdrive will start the week of January 18, 2010.

ITEM 9.    OLD BUSINESS

9A.        HORIZON, MERIT, USF AND MELCAT UPDATES

Director Olson reported that she has completed USF Form 470.  The bidding for a 3-year contract is for 3-6 megabytes/second bandwidth.  At this point, Merit is the only one that has requested an RFP.  The deadline is January 25, 2010.

9B.         ADULT PROGRAM GRANT FOR 2010

Director Olson reported that no applications have been submitted as of this date but there are some branches that are planning on taking advantage of the grant opportunity.

9C.         EVALUATION OF DISTRICT DIRECTOR

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 3.87 covering 13 categories (4=Excellent, 3=Above Average, 2=Satisfactory, 1=Unsatisfactory).  Director Olson responded to some of the comments on the evaluation.  A three-year employment agreement for the District Director was presented.

Rudzinski moved and Rockwell seconded to renew the contract for Director Olson for three years, as presented.  A roll call vote was taken as follows:  Brown, absent; Michalke, aye; Rockwell, aye; Rudzinski, aye; Stock, aye; Western, aye; Klender, aye; Strughold, aye.  Motion carried.

9D.         REPORT FROM THE AD HOC COMMITTEE FOR SPACE PLANNING

Director Olson handed out a report from the ad hoc committee for space planning.  The report included a proposed wish list of improvements for each branch to which District penal fine funds (maximum of $20,000 per branch) could be applied.  These improvements were recommended in the space planning report issued by Library Design Associates in 2009.  The committee report stipulates requirements on the purchase of moveable equipment/furniture, modification/renovation of buildings, and payment of invoices.  All projects must be completed in 2010 to be funded. 

Western moved and Michalke seconded to authorize the District Director to proceed with the library space planning program,as presented in the ad hoc committee report, and to authorize the expenditure of a maximum of $160,000 from penal fine revenues.  A roll call vote was taken as follows:  Brown, absent; Michalke, aye; Rockwell, aye; Rudzinski, aye; Stock, aye; Western, aye; Klender, aye; Strughold, aye.  Motion carried.

ITEM 10. NEW BUSINESS

10A.          ELECTION OF OFFICERS (OFFICERS ASSUME DUTIES AT THE FEBRUARY MEETING)

Western moved and Rudzinski seconded to accept and elect the slate of officers recommended by the Nomination Committee for 2010 as follows:  Chairperson, Klender; Vice Chair, Strughold; Treasurer, Brown; and Secretary, Western.   Motion carried.

ITEM 11. ITEMS FOR NEXT AGENDA.

Add:  Space planning committee update.

ITEM 12. ADJOURNMENT

Western moved and Stock seconded to adjourn this meeting at 5:37 p.m.  Motion carried.

Respectfully submitted,

Diane Bushman

Recording Secretary