IOSCO-ARENAC DISTRICT LIBRARY
MINUTES OF THE BOARD OF TRUSTEES REGULAR MEETING
Place: Iosco-Arenac District Library Headquarters
Date: October 10, 2013
Present: Eileen Rudzinski, Paul Michalke, Karen Strughold, Phyllis Klender, Sue Kingsbury, Rick Rockwell, Dan Stock, Jerry Brown, Stephanie Olson and Diane Bushman
ITEM 1. CALL TO ORDER
Chairperson Rockwell called the meeting to order at 4:40 p.m.
ITEM 2. APPROVAL OF THE AGENDA.
Director Olson requested the addition of Item 10D Approval of Audit Contract Award (Three Year Contract) and deletion of Item 9D Strategic Plan 2014-2016 DRAFT.
Stock moved and Klender seconded approval of the agenda, as amended. Motion carried.
ITEM 3. PUBLIC PARTICIPATION AND REPORTS FROM FRIENDS OF THE LIBRARY GROUPS
Kingsbury reported that the Tawas City Library Friends will be having a booksale in conjunction with Customer Appreciation Day on October 26th. Stock reported that the Friends of the Robert J. Parks Library made $230 at the booksale held during the Lions Club Craft Show. They are considering paying for sidewalk snow removal next year to help out the library staff. Klender reported that the Friends of the Mary Johnston Memorial Library gave out gift cards to the winners of the Library Card Sign-up Month drawing. Reading with Paws will again be offered on Wednesdays through October. They will be having a booksale at the Harvest Bazaar on October 12th where they will also be selling bookbags that they had printed. Klender said that the Friends are discussing the possibility of purchasing a new sign for the Standish Library. She also said that Omer is trying to organize a Friends group for their library. Olson reported that the Friends of the Whittemore Library borrowed the "Blind Date with a Book" idea from Standish are wrapping some donated books and asking for a donation. Rockwell said that another booksale idea is "a dime an inch or dollar a foot".
ITEM 4. BOARD COMMENTS
Kingsbury asked if there is any more news on the East Tawas Library. Olson said that there is nothing new to report. Rudzinski said that she has thoroughly loved being on the District Library Board. She feels that this Board has been about the mission and that the leadership and staff has been phenomenal. She said that she will really miss working with the people.
ITEM 5. APPROVAL OF THE MINUTES OF THE SEPTEMBER 12, 2013 REGULAR MEETING
Rudzinski moved and Michalke seconded approval of the minutes of the September 12, 2013 Regular Meeting. Motion carried.
ITEM 6. TREASURER’S REPORT
Klender moved and Kingsbury seconded approval of the September 30, 2013 Treasurer's Report. A roll call vote was taken as follows: Brown, aye; Michalke, aye; Rockwell, aye; Rudzinski, aye; Stock, aye; Western, aye; Klender, aye; Strughold, aye. Motion carried.
Director Olson requested a line item transfer from Contingency in the amount of $2,000 with $500 going to Children's Programs and $1,500 to Subscriptions/Periodicals.
Michalke moved and Stock seconded approval of a line item transfer from Contingency in the amount of $2,000 with $500 going to Children's Programs and $1,500 to Subscriptions/Periodicals. A roll call vote was taken as follows: Brown, aye; Michalke, aye; Rockwell, aye; Rudzinski, aye; Stock, aye; Western, aye; Klender, aye; Strughold, aye. Motion carried.
ITEM 7. RATIFICATION OF BILLS
Brown moved and Klender seconded approval of voucher #13-28 dated September 26, 2013 in the amount of $20,187.04, voucher #13-29 dated October 10, 2013 in the amount of $20,362.86, and voucher #13-30 dated October 17, 2013 in the amount of $21,101.92. A roll call vote was taken as follows: Brown, aye; Michalke, aye; Rockwell, aye; Rudzinski, aye; Stock, aye; Western, aye; Klender, aye; Strughold, aye. Motion carried.
ITEM 8. DIRECTOR’S REPORT
Director Olson passed around copies of photos that Lugene Daniels selected for the historical wall in Whittemore. She said that the estimated cost of this project is less than what was originally projected. Stock asked what "DCB" refers to on her written report. Olson said that it is the software used by MelCat when checking out/in MelCat requested items. Olson asked Klender if the Standish Friends would still be willing to pay for the Book Page subscription with an increase of $18 in the cost. Klender said that that would be fine. Olson informed Stock that the maintenance agreement for the Scan Pro 2000 does not include software, only hardware and labor. She said that she finally has an agreement with Michigan Office Solutions. Olson passed around a thank you note from GFWC for goodie bags that we gave to them. Director Olson reported that she went to the White Pine Library Cooperative Annual Meeting. She said that they had a presentation on demographics and the state of the Michigan economy. Olson said that she has heard nothing more from the City of East Tawas about the Headquarters building lease.
ITEM 9. OLD BUSINESS
9A. HORIZON, MERIT, USF AND MELCAT UPDATES
Director Olson reported she was contacted by USF requesting clarification on part of our application. She said that she contacted Merit about this issue and is waiting for a reply from them so she can pass the information on to USF.
9B. UPDATE ON BRANCH $10,000 PROJECTS AND ADULT PROGRAM GRANTS
Director Olson reported that a deposit has been paid for a sign for AuGres and it is on order. It will be a lighted, full color sign. She said that a deposit has also been paid for the alarm system in Standish and it is on order. Olson said that she is still waiting for the trees to be cut down to finish the Standish fence project. She was assured by the City that the library would be put at the top of the list, but the trees are still there and the project deadline is fast approaching. It was suggested that the District contract with the person doing the fencing and pay them now based on that contract. The contractor could then complete the project after the trees are removed.
9C. ACCEPTANCE OF THE RESIGNATION OF BOARD MEMBER RUDZINSKI
Stock moved and Brown seconded acceptance of the resignation of Board Member Rudzinski as of October 31, 2013, with regrets. The Board thanks Rudzinski for her many years of dedicated service. Motion carried.
9E. 2014 GRANT CRITERIA FOR ADULT PROGRAMMING
Director Olson said that the amount allocated for adult programming grants for 2014 is the same as 2013. The new Strategic Plan will increase the amount for years 2015-2016, but the amount of the increase has not yet been determined.
ITEM 10. NEW BUSINESS
10A. REQUEST FOR RE-APPOINTMENTS FOR PAUL MICHALKE AND SUE KINGSBURY
Klender moved and Rudzinski seconded to authorize the District Director to write letters to Iosco and Arenac Counties requesting the reappointment of Sue Kingsbury and Paul Michalke, respectively. Motion carried.
10B. MEETING SCHEDULE FOR 2014
Director Olson presented the Regular Board Meeting Calendar for 2014.
Brown moved and Kingsbury seconded to accept the Regular Board Meeting Calendar for 2014, as presented. Motion carried.
10C. NOMINATING COMMITTEE FOR SLATE OF OFFICERS
Chairperson Rockwell appointed Strughold and Klender to the Nominating Committee for the 2014 Slate of Officers.
10D. AUDIT CONTRACT AWARD (THREE YEAR CONTRACT)
Director Olson said letters were sent out to four CPA firms requesting audit bids for a three-year contract. One firm replied that they did not wish to bid. Two firms did not respond. Olson asked for Board approval of the bid from Stephenson, Gracik & Co., PC.
Brown moved and Kingsbury seconded to accept the bid from Stephenson, Gracik & Co., PC for a three year audit contract for the fiscal years ending 2013, 2014 and 2015 and authorize the District Director to sign the contract on behalf of the Board. A roll call vote was taken as follows: Brown, aye; Michalke, aye; Rockwell, aye; Rudzinski, aye; Stock, aye; Western, aye; Klender, aye; Strughold, aye. Motion carried.
ITEM 11. ITEMS FOR NEXT AGENDA.
ITEM 12. ADJOURNMENT
Stock moved and Brown seconded to adjourn the meeting at 5:35 p.m. Motion carried.