IOSCO-ARENAC DISTRICT LIBRARY

MINUTES OF THE BOARD OF TRUSTEES REGULAR MEETING

Place:      Iosco-Arenac District Library Administrative Headquarters

Date:       November 12, 2009

Present:   Jerry Brown, Rick Rockwell, Eileen Rudzinski,  Dan Stock, Tara Western, Phyllis Klender, Stephanie Olson and Diane Bushman

Absent:    Karen Strughold and Paul Michalke

ITEM 1.     CALL TO ORDER

Secretary Western called the meeting to order at 4:35 p.m.

ITEM 2.     APPROVAL OF THE AGENDA.

Rudzinski moved and Brown seconded approval of the agenda.  Motion carried.

ITEM 3.     PUBLIC PARTICIPATION AND REPORTS FROM FRIENDS OF THE LIBRARY GROUPS

Mary Taube, President of the Friends of the Plainfield Township Library, Maureen MacKinnon, President of the Friends of the East Tawas Library and Luann Elvey, East Tawas Librarian were present.  Western reported that the Tawas City Library Friends made $546 at their last booksale.  They have expanded and painted their booksale room.  They had 25 participants in their quilting program.  They created a book club called the Tawas Bay Bookers.  Klender reported that the Friends of the Mary Johnston Memorial Library made $685 on their last booksale.  The "Reading with Paws" programs that they are sponsoring each Wednesday in November had nine children at the first program.  Omer's Ric Mixter program at Ye Olde Courthouse promoting his new book "The Wheelsmen" had 36 attendees.  McKinnon reported that the Friends of the East Tawas Library made $821 at their last booksale.  They asked the Tawas High School art class to design a new logo for the Friends in exchange for a $100 donation to the art department.  They are working on their winter "Cabin Fever" series.   Taube reported that the Friends of the Plainfield Township Library purchased three new computer chairs for the library.  The Plainfield librarian requested that the Friends make a donation to help cover the wages of the library helper.  The three gardening workshops were well attended.  They are making plans for programs for adults in 2010.  Their next booksale will be August 2010.

ITEM 4.      BOARD COMMENTS

Stock announced that Al Sherman, genealogy volunteer at the Robert J. Parks Library, received an outstanding genealogist award from the Michigan Genealogical Council in Lansing. 

ITEM 5.     APPROVAL OF THE MINUTES OF THE OCTOBER  8, 2009 REGULAR MEETING 

Rockwell moved and Klender seconded approval of the minutes of the October 8, 2009 Regular Meeting.  Motion carried.

ITEM 6.     TREASURER’S REPORT

Brown moved and Rudzinski seconded approval of the October 31, 2009 Treasurer's Report.  A roll call vote was taken as follows: Brown, aye; Michalke, absent; Rockwell, aye; Rudzinski, aye; Stock, aye; Western, aye; Klender, aye; Strughold, absent.  Motion carried.

ITEM 7.      RATIFICATION OF BILLS

Rockwell moved and Klender seconded to ratify voucher #09-30 dated October 15, 2009 in the amount of $13,182.16, voucher #09-31 dated October 29, 2009 in the amount of $15,243.97, voucher #09-32 dated November 12, 2009 in the amount of $29,952.56 and voucher #09-33 dated November 19, 2009 in the amount of $22,812.14.  A roll call vote was taken as follows: Brown, aye; Michalke, absent; Rockwell, aye; Rudzinski, aye; Stock, aye; Western, aye; Klender, aye; Strughold, absent.  Motion carried.

ITEM 8.      DIRECTOR’S REPORT

Director Olson reported that by next week the initial list of title purchases for Overdrive will be completed.  She expects that with training and marketing, Overdrive will be available to patrons early next year.  Klender asked if the list of uncirculated items was broken down by percentage between fiction, non-fiction, etc.  Olson said that they were not, but they were welcome to look at the list to see what was on it.  This list is used as a tool to determine if a title should move to another branch or be weeded.  It is also a good marketing tool for the branch librarians.

ITEM 9.    OLD BUSINESS

9A.        HORIZON, MERIT, USF AND MELCAT UPDATES

Director Olson reported that there is a survey on the Mel Databases website.  This survey is to help the State determine what is important to people in the Mel Databases.  This will be used to determine what databases will be cut in response to probable loss of LSTA funding.  Olson encouraged all Board members to complete this survey.

9B.        CONCEPT OF ONE LIBRARY FOR THE TAWAS AREA (DISCUSSION ONLY)

Western asked that Olson clarify the responsibilities of the District vs. the Units of Government in the event that Tawas City and East Tawas should decide to combine into one branch.  Director Olson first clarified that the District is not authorized to make a decision to combine the Tawas libraries.  The District is available as a resource if the Cities ask for information.  The Cities would decide who would manage a merged facility and would set the library hours.  The District Library Board will decide the proper way to distribute the millage that they currently disburse to Tawas City and East Tawas based on how the Cities decide to merge the libraries (form an authority or have one of the cities manage it).  The District currently offers grants of $1,250 per year to each of the eight branches to help defray the cost of providing programs for adults.  If East Tawas and Tawas City were to merge libraries, the total grant budget would probably be split seven ways, rather than eight, increasing the grant amount to $1,428.57 for each of the seven branches.  However, the Board could decide to increase or decrease the budget for Adult Program grants as funds allow.  The same situation applies for the Branch Library Book Allowance, which is currently at $2,000 per branch annually.  Western asked about children's services and programs.  Olson said that children's services would not change.  The Children & Teen Services Coordinator determines the programs in each branch based on space availability and program attendance.  MacKinnon asked if there were guidelines for the Friends in regards to donating money to their branch library.  Olson said that the Units of Government should have policies covering such donations.  She suggested that the Friends contact their Unit of Government for information.   MacKinnon said that when approached by the public questioning the combining of the Tawas library branches, she has told people to contact their Unit of Government for more information.

9C.        ADULT PROGRAM GRANTS FOR 2010

Director Olson presented a revised Adult Program Grant Application for 2010.  She said that the District is not getting credit for providing funding assistance for these programs.  Western suggested having an Iosco-Arenac District Library sign or banner to display at each program.  Olson said that as soon as the contact people are determined for the programs, she wants to have a meeting with them to emphasize the District's expectations.  Stock asked what could be done if a definite program date could not be determined in time for the grant application deadline.  Olson said that the grant application could be turned in with a tentative program date on it. 

9D.        PROCEDURE FOR EVALUATION OF DISTRICT DIRECTOR

Forms for the evaluation of the District Director were distributed to the Board.  All evaluations are to be received by Michalke by December 10, 2009 for compilation.

9E.        APPOINTMENT OF NOMINATING COMMITTEE

Rudzinski and Western were appointed to the Nominating Committee.

ITEM 10. NEW BUSINESS

10A:     APPROVAL OF THE BUDGET ADJUSTMENT OF 2009

Olson changed the 2009 Budget Adjustment as follows:  Fines and Forfeitures Income decreased to $8,300; Mary Johnston Memorial Library Miscellaneous Income increased to $353; Arenac County Millage Income increased to $207,050; Iosco County Millage Income increased to $543,100, Advertising Expense increased to $5,000; Wages Expense decreased to $274,200; and Per Diem Expense increased to $1,800.

Brown moved and Stock seconded to approve the 2009 Budget Adjustment, as presented with the above changes.   A roll call vote was taken as follows: Brown, aye; Michalke, absent; Rockwell, aye; Rudzinski, aye; Stock, aye; Western, aye; Klender, aye; Strughold, absent.  Motion carried.

10B:      APPROVAL OF THE BUDGET FOR 2010

Brown moved and Rockwell seconded to approve the 2010 Budget as presented.  A roll call vote was taken as follows: Brown, aye; Michalke, absent; Rockwell, aye; Rudzinski, aye; Stock, aye; Western, aye; Klender, aye; Strughold, absent.  Motion carried.

10C:     OTHER END OF YEAR MOTIONS FOR FINANCIALS

Rudzinski moved and Klender seconded to allow the District Director to line item transfer from Contingency for expenses for 2009, if needed.  A roll call vote was taken as follows: Brown, aye; Michalke, absent; Rockwell, aye; Rudzinski, aye; Stock, aye; Western, aye; Klender, aye; Strughold, absent.  Motion carried.

Klender moved and Brown seconded to designate any net revenues from contributors and millage to Mary Johnston Memorial Library as of December 31, 2009 to the Mary Johnston Memorial Library Fund Balance.  A roll call vote was taken as follows: Brown, aye; Michalke, absent; Rockwell, aye; Rudzinski, aye; Stock, aye; Western, aye; Klender, aye; Strughold, absent.  Motion carried.

Stock moved and Western seconded to allow the District Director to pay final bills for 2009 on the last day allowed through voucher from the County of Iosco for calendar year 2009.  A roll call vote was taken as follows: Brown, aye; Michalke, absent; Rockwell, aye; Rudzinski, aye; Stock, aye; Western, aye; Klender, aye; Strughold, absent.  Motion carried.

Brown moved and Rockwell seconded to designate net revenues as of December 31, 2009 to the following fund balances:  Building Fund, $10,000; Vehicle Fund, $5,000.  A roll call vote was taken as follows: Brown, aye; Michalke, absent; Rockwell, aye; Rudzinski, aye; Stock, aye; Western, aye; Klender, aye; Strughold, absent.  Motion carried.

Western moved and Brown seconded to authorize the evaluation of the District Director, as stated.  A new three-year contract will be presented for consideration at the January 2010 Board Meeting.  A roll call vote was taken as follows: Brown, aye; Michalke, absent; Rockwell, aye; Rudzinski, aye; Stock, aye; Western, aye; Klender, aye; Strughold, absent.  Motion carried.

10D:     RE-STATEMENT OF DISTRICT PENSION PLAN AND DOCUMENT SIGNATURES

Olson presented the Re-statement of the District Pension Plan as prepared by American United Life.  Stock asked about  the meaning of item 18b(6).  Olson said that after completing their probationary period, a new full-time employee would be vested in the pension plan retroactive to their date of hire. 

Rudzinski moved and Klender seconded to approve the execution of the Re-statement of District Pension Plan, as presented, and authorized Board signatures on same.  A roll call vote was taken as follows: Brown, aye; Michalke, absent; Rockwell, aye; Rudzinski, aye; Stock, aye; Western, aye; Klender, aye; Strughold, absent.  Motion carried.

10E:      APPOINTMENT OF AD HOC COMMITTEE FOR SPACE PLANNING PROJECT

Klender, Rudzinski and Western were appointed to the Ad Hoc Committee for the Space Planning Project.

ITEM 11. ITEMS FOR NEXT AGENDA

No changes.

ITEM 12. ADJOURNMENT

Brown moved and Western seconded to adjourn this meeting at 5:45 p.m.  Motion carried.

Respectfully submitted,

Diane Bushman

Recording Secretary