IOSCO-ARENAC DISTRICT LIBRARY
MINUTES OF THE BOARD OF TRUSTEES REGULAR MEETING
Place: Robert J. Parks Library
Date: October 11, 2012
Present: Eileen Rudzinski, Paul Michalke, Karen Strughold, Phyllis Klender, Tara Western, Rick Rockwell, Jerry Brown, Stephanie Olson and Diane Bushman
Absent: Dan Stock
ITEM 1. CALL TO ORDER
Vice Chairperson Strughold called the meeting to order at 4:40 p.m.
ITEM 2. APPROVAL OF THE AGENDA.
Western moved and Brown seconded approval of the agenda. Motion carried.
ITEM 3. PUBLIC PARTICIPATION AND REPORTS FROM FRIENDS OF THE LIBRARY GROUPS
Western reported that Tawas City Library Friends painted the back wall of the library. They made $500 at their September 22nd booksale. She said that they are buying two clocks for the library and that they were going to place a "gravestone" at the Tawas Point Haunted Lighthouse cemetery for advertising. They made a donation to the East Tawas Assembly of God Church as a thank you for their help at the Booked 4 Lunch reading program. The Friends will be performing their murder mystery at the Northeast Michigan Arts Council in Standish on November 3, 2012 as a fundraiser for the Arts Council. Western said that TCLF will be helping with the Dia De Los Muertos Craft Program at the Tawas City Library on October 24th. Klender reported that the Friends of the Mary Johnston Memorial Library had ten kids at their first Reading with Paws program. They had three winners in their library card sign-up drawing that each received a free pizza. They will be buying four 6-foot folding tables. She said that they made $130 at the Depot Days booksale. They will be having another booksale at Harvest Bazaar this Saturday. Rudzinski reported that the Friends of the Plainfield Township Library were voted 1st place for enthusiasm at the Iosco County Fair. At their last meeting they were able to see the new bathroom addition. The used books will now be in the meeting room. The Plainfield Friends purchased $1,184 worth of books for a Scholastic literacy program at the Hale Elementary School. The Friends helped with the Hale Hot Air Balloon Festival. They are advertising for more used books for booksales and they are getting more volunteers and members for the Friends. Olson reported that the East Tawas Friends of the Library will be holding a luncheon on October 26th at 1:00 to present a check for the proceeds from their wine festival to the Iosco County Community Foundation's East Tawas Library Building Fund. Olson said that the Robert J. Parks Friends of the Library have their slate of officers. They developed a list of items to purchase for the library in 2013.
ITEM 4. BOARD COMMENTS
Western announced that after serving on the District Library Board for 23 years, she will be resigning effective December 31, 2012. She is recommending to the Iosco County Board of Commissioners that they appoint Sue Kingsbury as her replacement. Kingsbury is an avid library user and a member of the Tawas City Library Friends. The Board indicated that Western would be missed.
ITEM 5. APPROVAL OF THE MINUTES OF THE SEPTEMBER 13, 2012 REGULAR MEETING
Rudzinski noted that the word "projected" in Item 9B should be "project". Klender noted that the motion Item 10A should say "seven branches" instead of "eight branches".
Rudzinski moved and Rockwell seconded approval of the minutes of the September 13, 2012 Regular Meeting, as corrected. Motion carried.
ITEM 6. TREASURER’S REPORT
Rudzinski moved and Western seconded approval of the September 30, 2012 Treasurer's Report. A roll call vote was taken as follows: Brown, aye; Michalke, aye; Rockwell, aye; Rudzinski, aye; Stock, absent; Western, aye; Klender, aye; Strughold, aye. Motion carried.
Director Olson requested a line item transfer from Appropriation of Fund Balance: Unrestricted: Contingency in the amount of $32,000 with $26,000 going to Repair and Maintenance: Maintenance Contractual and $6,000 to Capital Outlay: Equipment Fund.
Rudzinski moved and Michalke seconded approval of a line item transfer from Appropriation of Fund Balance: Unrestricted: Contingency in the amount of $32,000 with $26,000 going to Repair and Maintenance: Maintenance Contractual and $6,000 to Capital Outlay: Equipment Fund. A roll call vote was taken as follows: Brown, aye; Michalke, aye; Rockwell, aye; Rudzinski, aye; Stock, absent; Western, aye; Klender, aye; Strughold, aye. Motion carried.
ITEM 7. RATIFICATION OF BILLS
Brown moved and Rudzinski seconded approval of voucher #12-28 dated September 27, 2012 in the amount of $21,481.51, voucher #12-29 dated October 11, 2012 in the amount of $17,471.74, and voucher #12-30 dated October 18, 2012 in the amount of $24,530.52. A roll call vote was taken as follows: Brown, aye; Michalke, aye; Rockwell, aye; Rudzinski, aye; Stock, absent; Western, aye; Klender, aye; Strughold, aye. Motion carried.
ITEM 8. DIRECTOR’S REPORT
Director Olson reported that Michigan House Bill 5598 and Senate Bill 1330 have been introduced to allow for county parallel ordinances. If passed, these ordinances have the potential to greatly reduce the amount of penal fines received by libraries. She said that penal fines currently make up 32% of the District's budget. Olson said that Lynne Bigelow, Diane Bushman, Linda Kauffman and herself went to the White Pine Library Cooperative Annual Meeting in Saginaw. Rudzinski asked if there was any more information about the dying trees at Standish. Olson replied that she has been informed that the City will be addressing the removal of the trees. She also was told that the City of Standish applied the herbicide to the ditch to clear the line of sight for vehicles leaving the library. Olson was asked about the insurance coverage on the existing library vehicle once the new delivery van is purchased. She said that she contacted Tawas Bay Agency and was told that they know of no regulation requiring full coverage on governmental vehicles. Olson has talked to other units of government and has been told that they have it in their policies to provide full coverage on all vehicles. Rockwell suggested keeping full coverage but raising the deductible. Olson reported that the Blue Cross premium went up 16.5% for 2013. She said that she will schedule a meeting with Tawas Bay Agency to discuss options. Olson announced that 102 people attended the Steve Hamilton program. She commended Arleen Wood for the great job of pulling this event together.
ITEM 9. OLD BUSINESS
9A. HORIZON, MERIT, USF AND MELCAT UPDATES
Director Olson said that there was nothing new for Horizon or MelCat. She said that the next library scheduled for the fiber dig is going to be Oscoda. Standish and Omer are ready to go and AuGres is waiting for a permit. There is a problem with Consumers Energy in the Tawas City and East Tawas areas. These two locations will have to be re-engineered. Olson wonders if USF is waiting for completion of the fiber project before approving the discount. She received a call from another USF auditor asking questions that were previously answered which indicates that USF is auditing the auditors. She said that because of this, we may end up with two bills in the 2013 billing cycle.
9B. UPDATE ON BRANCH $10,000 PROJECTS AND ADULT PROGRAM GRANTS
Director Olson reported that AuGres is ordering more posters and has received and will be installing the acrylics for the framing system. They are currently at $7,473. East Tawas is at $9,236. Standish is at $6,198. Tim's Cabinets is going to be finishing the trimwork and Olson is waiting for a call back from AuGres Floor Covering about flooring in two rooms. Olson said that Omer is at $3,467, but a bill from the city in the amount of $5,000 should be arriving soon. Plainfield will be sending a bill for $10,000 for their bathroom addition. Tawas City will be purchasing a few more posters and possibly hiring someone to help with framing. Oscoda and Whittemore are done. Director Olson said that all of the adult programs would be done by the end of October. Western asked if the 2013 deadline for grant applications was April 1st. Olson confirmed this. Olson said that the program guidelines will have a stronger statement emphasizing the need to give the District credit for funding the programs.
9C. REVIEW IDEAS FOR PUBLIC RELATIONS. SET MEETING FOR PR AD HOC COMMITTEE.
Director Olson said that Linda Kauffman suggested "Travel Our Libraries" for the passport idea to encourage people to visit all of the District branch libraries. A PR Ad Hoc Committee meeting was scheduled for November 15, 2012 at 3:30 pm at District Headquarters.
ITEM 10. NEW BUSINESS
10A. REQUEST FOR RE-APPOINTMENTS FOR JERRY BROWN AND KAREN STRUGHOLD
Western moved and Michalke seconded to authorize the District Director to write letters to Iosco and Arenac Counties requesting the reappointment of Karen Strughold and Jerry Brown, respectively. Motion carried.
10B. REVIEW OF BIDS FOR DISTRICT VEHICLE PURCHASE FOR POSSIBLE AWARD
Three bids were received for the purchase of a new District Library delivery vehicle.
Michalke moved and Brown seconded to authorize the District Director to open the three bids received. Motion carried.
Director Olson opened the bids as follows: Thelen in Bay City bid $21,987 for a 2012 Dodge Ram Cargo C/V; Zubek Motors in Tawas City bid $21,225 for a 2013 Dodge Ram Cargo C/V; and Dean Arbour in Tawas City bid $21,989 for a red 2012 Ford Transit Connect Van XLT.
Rudzinski moved and Western seconded to authorize the District Director to accept the bid from Zubek's, unless closer review indicates that one of the other bids is more advantageous for the District. If this is the case, she is authorized to accept the bid that she feels best meets the needs and budget of the District. A roll call vote was taken as follows: Brown, aye; Michalke, aye; Rockwell, aye; Rudzinski, aye; Stock, absent; Western, aye; Klender, aye; Strughold, aye. Motion carried.
10C. APPROVAL OF BOARD CALENDAR OF MEETINGS FOR 2013
Director Olson presented the Regular Board Meeting Calendar for 2013.
Rudzinski moved and Brown seconded to accept the Regular Board Meeting Calendar for 2013, as presented. Motion carried.
10D. APPOINTMENT OF NOMINATING COMMITTEE FOR BOARD OFFICERS ELECTIONS
Chairperson Klender appointed Western and Rudzinski to the Nominating Committee.
ITEM 11. ITEMS FOR NEXT AGENDA.
Add: Report on Blue Cross Blue Shield
PR Ad Hoc Committee Report
ITEM 12. ADJOURNMENT
Brown moved and Western seconded to adjourn the meeting at 5:48 p.m. Motion carried.