IOSCO-ARENAC DISTRICT LIBRARY
MINUTES OF THE BOARD OF TRUSTEES REGULAR MEETING
Place: Iosco-Arenac District Library Administrative Headquarters
Date: November 15, 2012
Present: Jerry Brown, Rick Rockwell, Dan Stock, Paul Michalke, Tara Western, Eileen Rudzinski, Phyllis Klender, Karen Strughold, Stephanie Olson, Arleen Wood 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
Rudzinski moved and Michalke seconded approval of the agenda. Motion carried.
ITEM 3. PUBLIC PARTICIPATION AND REPORTS FROM FRIENDS OF THE LIBRARY GROUPS
Sue Kingsbury, Tawas City Library Friends member was present. Western has recommended to the Iosco County Commissioners that Kingsbury be considered as Western's replacement on the Board. Western reported for the Tawas City Library Friends that the fireplace and back wall are now complete. She said that TCLF will be working on improving the lighting with new covers and ballasts. Western said that the Walker system is installed and that they hope to start the bathroom improvement project soon. They will be holding their annual murder mystery fundraiser on January 12, 2013. Stock reported that the Friends of the Robert J. Parks Library would like to see improvements to the parking lot lighting. Klender reported that the Friends of the Mary Johnston Memorial Library ordered more of their notepads to be handed out during National Friends of the Library Week. They gave a gift certificate to the owners of the Standish bakery for allowing the Friends to hold their booksales at the bakery. At their January meeting the Friends will be making plans for their 2013 projects. The Friends will be exploring other options for disposing of their leftover booksale books.
ITEM 4. BOARD COMMENTS
Western suggested that the District provide stickers with the branch's name on it for all branches to put on their magazines. This allows for easier identification of the home branch if a patron returns a magazine to a different branch library. Olson said that she has to verify that the branch's copiers will accommodate the printer labels. Stock asked if the construction is completed at the Plainfield Library and if there is a small meeting room. Olson said that they added a restroom and vestibule to the front of the building so that the library would have access to the restroom even when the Township offices were closed. The large meeting room is the same as before. Strughold said that she has enjoyed serving on the Board with Western. The rest of the Board expressed the same sentiments and thanked Western for her 23 years of dedicated service to the District Library.
ITEM 5. APPROVAL OF THE MINUTES OF THE OCTOBER 11, 2012 REGULAR MEETING
Brown moved and Stock seconded approval of the minutes of the October 11, 2012 Regular Meeting. Motion carried.
ITEM 6. TREASURER’S REPORT
Rockwell noted that income has exceeded expectations and asked if there is anything expected in the last two months. Olson said that there will be additional Fines and Fees and possibly a small amount of Miscellaneous. She said that Penal Fines are complete, however Millage may have a few small distributions and chargebacks.
Rudzinski moved and Western seconded approval of the October 31, 2012 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
Stock moved and Brown seconded to ratify voucher #12-31 dated October 25, 2012 in the amount of $28,023.02, voucher #12-32 dated November 8, 2012 in the amount of $30,184.81, and voucher #12-33 dated November 21, 2012 in the amount of $40,129.10. 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 Arleen Wood, Community Liaison Librarian was present to answer questions on her 2012 Adult Program Report. Rudzinski thanked Wood for her work in bringing great programs for adults to the area. The Board was impressed that she had been contacted by Anita Heard, Research Coordinator at the Saginaw-Chippewa Ziibiwing Center Mt. Pleasant for assistance in investigating the recent discovery of human remains found in Oscoda. Wood said that she had made contact with several local organizations and used other resources to help further Heard's research. Wood said that the success of the Steve Hamilton program has laid groundwork for a future visit from the award-winning author and for future collaboration with local businesses. Rudzinski asked Wood what she has learned and how she has benefited from her work during the past year. Wood said that she has the public relations/advertising aspect down to a science. She has developed a checklist with timelines and contacts that helps her when planning programs. She has learned that many local businesses are waiting for an opportunity to collaborate in community events. They just have to be asked. Director Olson reported that the new delivery van has arrived and the District will be taking delivery on November 21st. She said that she has received one bid for getting graphics put on the van. She will be contacting at least one other company for a bid. Rockwell asked if the graphics would be in reflective material. Olson said that we could check with the companies to see if it is available.
ITEM 9. OLD BUSINESS
9A. HORIZON, MERIT, USF AND MELCAT UPDATES
Director Olson reported that we still have not received a bill from Merit. If it arrives after the first of the year, it will be necessary to adjust the budget to cover two billings in one calendar year. Merit has announced the opening of the 470 which we will have to re-apply for starting on December 12th. Olson said that we continue to be very busy with MelCat. She said that we will see some changes in the containers we are required to use with Rides delivery service. Olson said that there is nothing new on Horizon and USF.
9B. UPDATE ON BRANCH $10,000 PROJECTS AND ADULT PROGRAM GRANTS
Director Olson reported that she has been unable to get a response from Tim at Tim's cabinets about the Standish trim work. She said that it is a small part of Standish's project and if it isn't completed this year, it can be included in next year's project. Olson said that all the other branch projects have been completed. Stock asked if there has been any additional committee work on the East Tawas library. Olson said that at the East Tawas Friends of the Library Annual Meeting, East Tawas City Manager, Ron Leslie indicated that progress has been made in securing the upstairs of the East Tawas Post Office as a potential location for the new library location. Olson said that the adult programming is completed except that she is waiting for the bills from the Soups, Stews & Chowders program in Plainfield. She said that they have until December 1st to submit them to the District for reimbursement.
9C. REVIEW IDEAS FOR PUBLIC RELATIONS AND PR AD HOC COMMITTEE REPORT
Director Olson said that she won a prize from the American Library Association for $500 toward merchandise from ALA. One of the purchases was a DVD with new formats for READ posters and bookmarks. The Ad Hoc Committee on Public Relations was able to view the new poster options at their meeting. Olson showed the committee an idea that she learned about at the MLA conference. This "I'm Gonna Make You Famous" project is where several people in the community are "ambushed" and asked to read a line from a public domain poem or story. These are then edited, spliced and background music added to make a video to post on Facebook or You Tube. The reader's names are listed in the credits. These videos can be done several times throughout the year to coincide with holidays or special events. Olson gave the committee a sheet that outlined the approximate time and expense in producing one of these videos. Director Olson showed the Board a draft of a "Branch Trek" that would allow people to enter a contest to win prizes (to be determined) by visiting all eight branches, checking out a library item and getting their "Branch Trek Passport" stamped. This event is planned for April 2013 which includes National Library Week. If they so desire, the various Friends groups could donate money for additional prizes and small handouts or giveaways for the patrons.
ITEM 10. NEW BUSINESS
10A: PROCEDURE FOR DIRECTOR EVALUATION AND CONTRACT RENEWAL
Forms for the evaluation of the District Director were distributed to the Board. All evaluations are to be received by Michalke by December 10, 2012 for compilation. Copies of the proposed contract for the District Director will be sent out to the Board members for review prior to the January 2013 meeting.
10B: APPROVAL OF DISTRICT BUDGET ADJUSTMENT FOR 2012 AND DISTRICT BUDGET FOR 2013
Brown questioned the reason that the delivery person is paid less than substitute librarians. Director Olson noted that the delivery position does include pro-rated annual and sick leave. It was suggested that the delivery position's pay be increased to match the substitute librarian's pay.
Brown moved and Michalke seconded to approve an increase in the hourly rate of the Delivery position to equal substitute librarians. A roll call vote was taken as follows: Brown, aye; Michalke, aye; Rockwell, aye; Rudzinski, aye; Stock, aye; Western, no; Klender, aye; Strughold, aye. Motion carried.
Rudzinski asked why there was nothing budgeted at the beginning of the 2012 fiscal year for HSA Contributions. Olson replied that it was because we didn't know what the health insurance requirements would be at the time the 2012 Budget was developed and approved.
Rudzinski moved and Brown seconded to approve the budget adjustment of the 2012 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 asked if the 2013 Budget includes any intention to buy additional bandwidth. Olson replied that any savings from the fiber project will be spent on additional bandwidth. If the savings is not significant enough, she will come back to the Board and ask for additional funds. Rockwell questioned the increase in the 2013 budget for books. Olson said that if everything that is currently on order arrives by the end of the year, we should come close to the budgeted amount for 2012 and she is looking at adding databases and additional e-books in 2013. Rockwell asked about why the Adult Programming amount was so far below the budgeted amount. Olson said that not all of the branches chose to take advantage of the opportunity for an Adult Programming Grant, but she still has to budget with the assumption that all branches will apply for a grant. Also, some of the programs came in under budget. Rockwell asked if the District will be using all of the Automation budget for 2012 and 2013. Olson said no for 2012, that it is there for any unforeseen emergency. She said that she expects to spend the Automation budget in 2013 because she will be activating Envisionware in the four branches that currently don't have it. Rockwell asked why the Blue Cross budget was adjusted down for 2012 and then increased for 2013. Olson replied that another staff person has recently elected to participate in our health insurance program. He asked why Insurance: General was increased for 2013. Olson said that it is due to the addition of another vehicle and more computers. Rockwell questioned the budget for Internet Access Expense. Olson said that we are still expecting a bill from Merit this year, and plan to purchase additional bandwidth next year. Rockwell asked about the amount budgeted for 2013 in Office Equipment/Furniture compared with the amount spent so far in 2012. Olson said that this is one of the several line items where the Facility Improvement Grant expenses can be applied depending on what the branches choose to purchase with their funds. Being that the branches have not yet submitted their requests, she doesn't know which line item the expenses will fall under, so she has to budget to cover all contingencies.
Stock moved and Western seconded to approve the 2013 Budget, with adjustments to accommodate the change in wages for the delivery position. 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.
10C: END OF YEAR FINANCIAL MOTIONS
Rockwell moved and Strughold seconded to allow the District Director to line item transfer from Contingency for expenses for 2012, 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.
Brown moved and Western seconded to designate any net revenues from contributors and millage to Mary Johnston Memorial Library as of December 31, 2012 to the Restricted Fund Balance: Mary Johnston Memorial Library. 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 Stock seconded to allow the District Director to pay final bills for 2012 on the last day allowed through voucher from the County of Iosco for calendar year 2012. 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.
Rudzinski moved and Western seconded to designate unrestricted fund balance as of December 31, 2012 to the following restricted Fund Balance-Assigned: Vehicle Fund, $30,000. 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 Brown seconded to authorize the evaluation of the District Director and to negotiate a renewed contract for three years, as stated. 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: SCHEDULE MEETING TO DISCUSS FACILITY IMPROVEMENT GRANTS FOR 2013
Chairperson Klender appointed herself and Rudzinski to the Ad Hoc Committee on Facility Improvement Grants for 2013. A meeting is scheduled for the Ad Hoc Committee on Facility Improvement Grants for January 10, 2013 at 3:30 pm at District Administrative Headquarters.
ITEM 11. ITEMS FOR NEXT AGENDA
ITEM 12. ADJOURNMENT
Western moved and Brown seconded to adjourn this meeting at 5:45 p.m. Motion carried.