IOSCO-ARENAC DISTRICT LIBRARY

MINUTES OF THE BOARD OF TRUSTEES REGULAR MEETING

Place:      Iosco-Arenac District Library Administrative Headquarters

Date:       November 13, 2008

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

Absent:   None

ITEM 1.     CALL TO ORDER

Chairperson Strughold called the meeting to order at 4:31 p.m.

ITEM 2.     APPROVAL OF THE AGENDA.

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

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

Klender reported that the Mary Johnston Memorial Library Friends made $507 at their most recent booksale.  They had 49 people attend the program about the Edmund Fitzgerald.  Western distributed the Tawas City Library Friends informational brochure and annual report.  Their Friends group will be presenting their Murder Mystery at the Northeast Michigan Arts Council in Standish to help them with raising funds.  She said that Christopher Knight (Johnathan Rand) will be conducting a writing workshop for adults and a program for kids on December 6, 2008.  They purchased seven portable tables to be used for workshops and other library events and they have plans to purchase a sign to put in front of the library.  She reported that their Election Day booksale raised $147.  Their Moira Maus writing workshop had 12 attendees. 

ITEM 4.      BOARD COMMENTS

Western said that the Tawas City Librarian was inquiring if there is some District funds that could be used to purchase seasonal decorations for the branch libraries.  Olson replied that at this point in time it is not in the budget.

ITEM 5.     APPROVAL OF THE MINUTES OF THE OCTOBER  9, 2008 REGULAR MEETING 

Rudzinski moved and Klender seconded approval of the minutes of the October 9,  2008 Regular Meeting.  Motion carried.

ITEM 6.     TREASURER’S REPORT

Brown moved and Michalke seconded approval of the October 31, 2008 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.

ITEM 7.      RATIFICATION OF BILLS

Brown  moved and Klender seconded to ratify voucher #08-30 dated October 16, 2008 in the amount of $14,270.46,  voucher #08-31 dated October 30, 2008 in the amount of $16,453.57, voucher #08-32 dated November 13, 2008 in the amount of $14,273.83 and voucher #08-33 dated November 20, 2008 in the amount of $34,085.22.   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 the City of AuGres Town Crier which had several library related articles.  Olson said that Cargo, Bushman and herself will be going to a training session on Envisionware, a software for public computer time and print management.  This software will be installed at the Standish, AuGres, Whittemore and Oscoda branches.  Director Olson reported that she received a call from a company called Book Prospector that purchases used library books.  She thought that the various Friends groups might be interested in this company.  Director Olson said that Valley Library Consortium has started a capital campaign to raise $400,000 to replace their current computer hardware and software.  They would like the Friends groups of their member libraries to consider a donation to this cause.  Olson passed around a copy of a list of the magazines that are available at each branch.  Rudzinski asked if Olson was considering a change in the health insurance offered to Staff.  Olson said that she reviews the policy every year to see if there are any significant changes or opportunities in coverage.  Olson reported that she has received notice from Arenac County that Brown has been reappointed to the District Board for another four years.

ITEM 9.    OLD BUSINESS

9A.        HORIZON, MERIT, USF AND MELCAT UPDATES

Director Olson said that there is nothing new to report.

9B.        APPROVAL OF POLICY MANUAL AND PERSONNEL POLICY MANUAL

Stock said that he found a small grammatical error in the Policy Manual.

Western moved and Michalke seconded approval of the Personnel Policy Manual, as presented and the Policy Manual, as amended, with the increase in the cost of color printing to $.50 to become effective on January 1, 2009.   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 10. NEW BUSINESS

10A:     BOARD CHAIR APPOINTMENT OF NOMINATING COMMITTEE

Chairperson Strughold appointed Western and Rudzinski to the Nominating Committee..

10B:      END OF YEAR MOTIONS FOR FINANCIALS

Rudzinski moved and Rockwell seconded to allow the District Director to line item transfer for expenses for 2008, if needed.   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.

Western moved and Brown seconded to designate any net revenues from contributors and millage to Mary Johnston Memorial Library as of December 31, 2008 to the Mary Johnston Memorial Library Fund Balance.   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.

Brown moved and Klender seconded to allow the District Director to pay final bills for 2008 on the last day allowed through voucher from the County of Iosco for calendar year 2008.   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.

Michalke moved and Western seconded to designate net revenues as of December 31, 2008 to the following fund balances:  Building Fund, $10,000; Vehicle Fund, $2,156.   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.

Klender moved and Michalke seconded to approve the budget adjustment of the 2008 Budget as presented.   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.

Stock moved and Rudzinski seconded to cancel the December 11, 2008 meeting as allow by the bylaws.   Motion carried.

10C:     APPROVAL OF THE 2009 BUDGET

Western moved and Klender seconded to approve the 2009 Budget as presented.   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.

10D:     APPROVAL OF THE BY-LAWS (REVISION TO ARTICLE VI - ORDER OF BUSINESS)

Rockwell moved and Rudzinski seconded to approve the revised By-Laws, as presented.   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.

10E:      PROCEDURE FOR EVALUATION OF DISTRICT DIRECTOR

Forms for the evaluation of the District Director were distributed to the Board.  Michalke said that he would compile the results and asked that he receive all evaluations by December 15, 2008.

Brown moved and Michalke seconded to authorize the evaluation of the District Director, as stated.  Motion carried.

ITEM 11. ITEMS FOR NEXT AGENDA.

No changes.

ITEM 12. ADJOURNMENT

Brown moved and Michalke seconded to adjourn this meeting at 5:29 p.m.  Motion carried.

Respectfully submitted,

Diane Bushman

Recording Secretary