IOSCO-ARENAC DISTRICT LIBRARY

MINUTES OF THE BOARD OF TRUSTEES REGULAR MEETING

 

Place:      Iosco-Arenac District Library Administrative Headquarters

Date:       November 14, 2013

Present:   Jerry Brown, Rick Rockwell,  Dan Stock, Paul Michalke, Sue Kingsbury,  Phyllis Klender, Karen Strughold, Stephanie Olson, and Diane Bushman

Absent:    None

 

ITEM 1.     CALL TO ORDER

Chairperson Rockwell called the meeting to order at 4:30 p.m.

 

ITEM 2.     APPROVAL OF THE AGENDA

Director Olson requested the following addition to the agenda:  Item 10D.  Resolution for Promise Zone Innitiative.

Michalkei moved and Brown seconded approval of the agenda, as amended.  Motion carried.

 

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

Gary Kellen, Manager of the Oscoda-Wurtsmith Airport Authority was present.  He presented information about the Oscoda-Wurtsmith Airport Authority, itsnewly approved TIFA distict, and how this TIFA would impact the District's millage revenue.  Kingsbury reported that the Tawas City Library Friends had a successful booksale.  After the sale they donated a large quantity of unsold books to Arenac Opportunities. 

 

ITEM 4.      BOARD COMMENTS

Klender said that Ye Olde Courthouse made $1,450 on the sale of books.  Michalke said that he was so impressed with the Kindle that he borrowed from the District that he bought one for himself.   Brown wished everyone a Happy Thanksgiving and Merry Christmas.  Rockwell said that he brought homemade jams and jellies for everyone as a Christmas gift.  (Michalke and Strughold brought treats, too.)

 

ITEM 5.     APPROVAL OF THE MINUTES OF THE OCTOBER  10, 2013 REGULAR MEETING 

Stock moved and Klender seconded approval of the minutes of the October 10, 2013 Regular Meeting.  Motion carried.

 

ITEM 6.     TREASURER’S REPORT

Director Olson said that line items that are over-budget will be taken care of upon approval of the 2013 Budget adjustment.

Brown moved and Michalke seconded approval of the October 31, 2013 Treasurer's Report.  A roll call vote was taken as follows: Brown, aye; Michalke, aye; Rockwell, aye; Stock, aye; Kingsbury, aye; Klender, aye; Strughold, aye.  Motion carried.

 

ITEM 7.      RATIFICATION OF BILLS

Brown moved and Klender seconded to ratify voucher #13-31 dated October 24, 2013 in the amount of $20,002.30, voucher #13-32 dated November 7, 2013 in the amount of $19,906.07, and voucher #13-33 dated November 21, 2013 in the amount of $37,880.89.   A roll call vote was taken as follows: Brown, aye; Michalke, aye; Rockwell, aye; Stock, aye; Kingsbury, aye; Klender, aye; Strughold, aye.  Motion carried.

 

ITEM 8.      DIRECTOR’S REPORT

Director Olson passed around some thank-you notes for the Board to read.  Olson said that she wanted to show the Board the MeLCat instruction manual that Arleen Wood compiled, but Wood is attending MeLCat Users Day in Lansing and took the book with her.  Olson passed around a Declaration for the Right to Libraries.  She is considering posting it at the branches for patrons to sign like a petition.  Stock asked about the back door issue in regards to the proposed lease with the City of East Tawas.  Olson said that this is the door coming out of the utility room.  It has been written into the proposed lease that the City will replace or repair that door.  She said that the City is looking into a rebate from Consumers Energy for relamping the building.  Olson said that if the City insists on increasing our liability insurance coverage, Tawas Bay Insurance Agency said that this would increase our premium by $125 the first year.  Olson said that the final lease would be ready to be signed at the January 2014 Board meeting.

 

Kingsbury asked if the District will be increasing the amount spent on downloadable audiobooks and ebooks.  Olson said that this is already in the budget for 2014. 

 

ITEM 9.    OLD BUSINESS

9A.        HORIZON, MERIT, USF AND MELCAT UPDATES

Director Olson reported that the USF 486 form has been certified.

 

9B.        UPDATE ON BRANCH $10,000 PROJECTS AND ADULT PROGRAM GRANTS

Director Olson reported the security system in Standish has been installed, however the contractor has to come back to relocate the recording unit to a more secure location.  They are currently installing the new fencing around the ditch in Standish.  The footings and electrical for the  new sign in AuGres is being installed.  Whittemore has their new sign installed and the new Historical Photo wall is complete. 

 

9C.        EVALUATION FORMS FOR DIRECTOR EVALUATION

Forms for the evaluation of the District Director were distributed to the Board.  All evaluations are to be received by Michalke on or before December 10, 2013  for compilation.  Michalke asked that they be returned before November 30th, if possible.

 

9D.       STRATEGIC PLAN 2014-2016 DRAFT

Director Olson presented a draft of the 2014-2106 Strategic Plan for review.  After some questions and comments from the Board, Olson said that she would have the final copy ready to be approved at the January 2014 Board meeting.

 

9E.        2014 ADULT PROGRAMMING REQUESTS

None

 

ITEM 10. NEW BUSINESS

10A.      YEAR END FINANCIAL MOTIONS INCLUDING BUDGET ADJUSTMENT 2013 AND BUDGET FOR 2014 

Brown moved and Klender seconded to allow the District Director to line item transfer from Contingency for expenses for 2013, if needed.  A roll call vote was taken as follows: Brown, aye; Michalke, aye; Rockwell, aye; Stock, aye; Kingsbury, aye; Klender, aye; Strughold, aye.  Motion carried.

 

Stock moved and Kingsbury seconded to designate any net revenues from contributors and millage to Mary Johnston Memorial Library as of December 31, 2013 to the Restricted Fund Balance: Mary Johnston Memorial Library.   A roll call vote was taken as follows: Brown, aye; Michalke, aye; Rockwell, aye; Stock, aye; Kingsbury, aye; Klender, aye; Strughold, aye.  Motion carried.

 

Klender moved and Strughold seconded to allow the District Director to pay final bills for 2013 on the last day allowed through voucher from the County of Iosco for calendar year 2013.   A roll call vote was taken as follows: Brown, aye; Michalke, aye; Rockwell, aye; Stock, aye; Kingsbury, aye; Klender, aye; Strughold, aye.  Motion carried.

 

Olson said that she would like to designate $20,000 to Fund Balance-Assigned:  Furniture Fund in the event that the District decides to purchase furniture for the branch libraries and also to replace old furniture at the Administrative Headquarters.

Strughold moved and Kingsbury seconded to designate unrestricted fund balance as of December 31, 2013 to the following Fund Balance-Assigned: Furniture Fund, $20,000.   A roll call vote was taken as follows: Brown, aye; Michalke, aye; Rockwell, aye; Stock, aye; Kingsbury, aye; Klender, aye; Strughold, aye.  Motion carried.

 

Kingsbury moved and Klender seconded to approve the budget adjustment of the 2013 Budget, as presented.   A roll call vote was taken as follows: Brown, aye; Michalke, aye; Rockwell, aye; Stock, aye; Kingsbury, aye; Klender, aye; Strughold, aye.  Motion carried.

 

Michalke moved and Brown seconded to approve the 2014 Budget, as presented.   A roll call vote was taken as follows: Brown, aye; Michalke, aye; Rockwell, aye; Stock, aye; Kingsbury, aye; Klender, aye; Strughold, aye.  Motion carried.

 

10B.       SECTION 125 PREMIUM ONLY PLAN

Director Olson requested a motion to allow the District to use a Section 125 Premium Only Plan to deduct the employee's portion of their health insurance premium from their wages pretax.

Kingsbury moved and Stock seconded to authorize the District Director to sign the necessary document and resolution to establish a Section 125 Premium Only Plan for the Iosco-Arenac District Library.   A roll call vote was taken as follows: Brown, aye; Michalke, aye; Rockwell, aye; Stock, aye; Kingsbury, aye; Klender, aye; Strughold, aye.  Motion carried.

 

10C.       REVIEW OF LEASE FOR 120 W. WESTOVER ST.

Chairperson Rockwell noted that the lease was discussed in the Directors Report. 

 

Stock asked for an update on the East Tawas Library project.  Olson said that the City of East Tawas has narrowed the possible library locations to the American Legion building on East Lincoln St. and adding an addition onto the City Hall/Community Center building on Newman Street.  Olson met with Luann Elvey, East Tawas Librarian and came up with a 3-year plan for improvements to present to the City for consideration in the event that they decide on the American Legion location.

 

10D.       RESOLUTION FOR PROMISE ZONE INITIATIVE

Director Olson presented a resolution for the Promise Zone Initiative.  This is an initiative to designate a six county area in Northeast Michigan as a Promise Zone under a federal government commitment to partner with high-poverty rural communities to create jobs, increase economic activity, improve educational opportunities, leverage private investment and reduce violent crime.  This initiative is being sponsored by the Northern Transformation Organization and they are asking for a resolution of support from the District.

Klender moved and Kingsbury seconded support of the Promise Zone Initiative, as presented and authorized Secretary Strughold to sign said Resolution on behalf  of the Iosco-Arenac District Library Board of Trustees.  A roll call vote was taken as follows: Brown, aye; Michalke, aye; Rockwell, aye; Stock, aye; Kingsbury, aye; Klender, aye; Strughold, aye.  Motion carried.

 

ITEM 11. ITEMS FOR NEXT AGENDA

Add:  Execution of Lease for 120 W. Westover St.

            Approval of 2014-2016 Strategic Plan

 

ITEM 12. ADJOURNMENT

Brown moved and Michalke seconded to adjourn this meeting at 6:50 p.m.  Motion carried.

 

Respectfully submitted,

 

 

Diane Bushman

Recording Secretary