IOSCO-ARENAC DISTRICT LIBRARY
MINUTES OF THE BOARD OF TRUSTEES REGULAR MEETING
Place: Plainfield Township Library
Date: October 14, 2010
Present: Eileen Rudzinski, Paul Michalke, Dan Stock, Karen Strughold, Phyllis Klender, Tara Western, Rick Rockwell, Jerry Brown, Stephanie Olson and Diane Bushman
ITEM 1. CALL TO ORDER
Chairperson Klender called the meeting to order at 4:30 p.m.
ITEM 2. APPROVAL OF THE AGENDA.
Director Olson asked to remove item 9C: Strategic Plan DRAFT.
Rudzinski and Rockwell seconded approval of the agenda, as amended. Motion carried.
ITEM 3. PUBLIC PARTICIPATION AND REPORTS FROM FRIENDS OF THE LIBRARY GROUPS
Plainfield Township Librarian, Cheryl Tyler was present.
Western reported that the Tawas City Library is looking good after all of the construction and improvements. The Tawas City Library Friends helped to clean the library after the insulation and new ceiling project. She said that the Gardening Programs were very well received. They donated money to the Iosco County Community Foundation. The Tawas City Library Friends is sponsoring a "Tales to Tails" program every Tuesday in October. The first two programs have attracted about 11-12 people per program. They are having their last booksale of the season on October 16th. The Friends have plans to purchase children's furniture, a magazine rack and a coat rack for the library. Stock reported that the Friends of the Robert J. Parks Library made a list of their priorities for 2011. They plan to purchase an outside bench and replace four dying ash trees with new maple trees. Contingent upon the results of the space planning report, they are also considering the purchase of new toys for the childrens area, book carts, and security video cameras. Stock said that the Genealogy program at the Parks Library attracted 27 people. Cheryl Tyler reported that the Friends of the Plainfield Township Library used adult programming grant funds to present an Herbal Tea Program. She said there were 29 participants and that the Friends received many positive comments about the program. The Friends did a nice "tea" display in the library. Klender reported that the Friends of the Mary Johnston Memorial Library made $649 at their last booksale. In September, they had prizes for "Library Card Sign-up Month". There were 29 new people that signed up for a card during that time. During Halloween, they will be putting slips in childrens books that will entitle the borrower to come to the library for a treat. They are having another Reading with Paws month, every Wednesday in November. The Friends of the Mary Johnston Memorial Library would like to have a banner made to display at programs and use in parades. They have a member of the group in the landscaping business that will look at the shrubs currently around the library and develop a plan to enhance the landscaping. Klender said that Omer will be sponsoring a Ric Mixter program at Ye Olde Courthouse on November 8th at 7:00 pm
ITEM 4. BOARD COMMENTS
Rudzinski thanked Tyler, on behalf of the Board, for the refreshments she provided for the meeting.
ITEM 5. APPROVAL OF THE MINUTES OF THE SEPTEMBER 9, 2010 REGULAR MEETING
Stock noted that in Item 3, the "Friends of the Robert J. Parks Library" should be replaced with "Huron Shores Genealogical Society and the Friends of the Whittemore Library". Western said that the date of TCLF Booksale should be October 16th.
Michalke moved and Western seconded approval of the minutes of the September 9, 2010 Regular Meeting, as corrected. Motion carried.
ITEM 6. TREASURER’S REPORT
Rudzinski asked about the negative figures in the "Total Expense" line on page 3 of the Profit and Loss Statement. Olson replied that it means that the District has taken in more money than it has spent to date.
Stock moved and Michalke seconded approval of the September 30, 2010 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 asked for a line item transfer of $3,000 from Furniture to Repair and Maintenance Contractual to cover the cost of Space Planning work not considered furniture.
Rockwell moved and Rudzinski seconded the approval of a line item transfer of $3,000 from Furniture to Repair and Maintenance Contractual. 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 Michalke seconded approval of voucher #10-26 dated September 16, 2010 in the amount of $26,665.07, voucher #10-27 dated September 30, 2010 in the amount of $28,215.28, voucher #10-28 dated October 14, 2010 in the amount of $16,056.75 and voucher #10-29 dated October 21, 2010 in the amount of $28,511.50. 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 said that some of the libraries came in under their budget for the space planning project. She will be presenting a proposal for the Whittemore Library the her report on Space Planning activities in item 9B. Olson said that there will be ads printed in the two counties newspapers for National Friends of Libraries Week. Director Olson said that the District received a check from the State of Michigan for reimbursement of property taxes for renaissance zones. She was unsure if the State would be issuing these checks for 2010, so it was a pleasant surprise to receive it. Olson said that the IRS will no longer be sending tax forms to individual homes, therefore more people will be coming to the library for them. The District has already ordered forms and may have to order more for the increased demand.
ITEM 9. OLD BUSINESS
9A. HORIZON, MERIT, USF AND MELCAT UPDATES
Director Olson said that there's nothing new to report on Horizon and USF. She has been talking to Merit regarding the new circuits and the Omer move. MelCat has had a few issues with requests, but Innovative Interfaces is in the process of fixing the problems.
9B. ACTIVITIES REPORT ON SPACE PLANNING PROJECT
Director Olson reported that Omer has spent almost all of their funds. She passed around a drawing of Whittemore's layout with their new furniture and shelving. They are purchasing new lounge furniture, a table, computer workstations, magazine rack, chairs and picture book shelving. With the remainder of their funds, they will be able to replace some, and maybe all, of their J and YA shelving. Oscoda has ordered ten new computer workstations and additional shelves. Olson that Alyce Riemanschneider of Riemanschneider Design Associates spent a day each at Oscoda and AuGres talking with Olson and the branch librarians. She will make a formal presentation of her space planning and signage studies for these two branches at the November 18, 2010 Board meeting. East Tawas has new modular computer tables on order. They can be moved when the East Tawas Library moves to a new location. Standish has some remaining funds so Olson said that she would like to use it to replace a small table and put new flooring in the public restrooms.
ITEM 10. NEW BUSINESS
10A. POSSIBLE POLICY/PERSONNEL POLICY COMMITTEE REPORT
Director Olson reported that there were very few changes in the policy and personnel policy manuals. She said that at the next Board meeting she will be asking the Board to approve changing the purchase policy to raise the amounts needed before a sealed bid is required. Rockwell asked what the current dollar amount is before an item purchased is considered a fixed asset. Olson said that it is $500. Rockwell responded that the Board may want to look at raising that amount in the future.
10B. NOMINATING COMMITTEE APPOINTMENT
Chairperson Klender appointed Western and Rudzinski to the Nominating Committee.
10C. BOARD MEETING SCHEDULE FOR 2011
Michalke moved and Rudzinski seconded to approve the calendar of 2011 Board of Trustees Regular Meetings, as presented. Motion carried.
10D. REQUEST FOR RE-APPOINTMENT FOR BOARD
Stock moved and Michalke seconded to authorize the District Director to write letters to Iosco and Arenac Counties requesting the reappointment of Eileen Rudzinski and Phyllis Klender, respectively. Motion carried.
ITEM 11. ITEMS FOR NEXT AGENDA.
Add: Director Evaluation
Change: 2011-2013 Strategic Plan to 2011-2013 Strategic Plan DRAFT
ITEM 12. ADJOURNMENT
Brown moved and Western seconded to adjourn the meeting. Motion carried.