IOSCO-ARENAC DISTRICT LIBRARY
MINUTES OF THE BOARD OF TRUSTEES REGULAR MEETING
Place: Iosco-Arenac District Library Administrative Headquarters
Date: February 14, 2013
Present: Paul Michalke, Karen Strughold, Rick Rockwell, Phyllis Klender, Eileen Rudzinski, Dan Stock, Sue Kingsbury, Stephanie Olson and Diane Bushman
Absent: Jerry Brown
ITEM 1. CALL TO ORDER
Chairperson Rockwell called the meeting to order at 4:35 p.m.
ITEM 2. APPROVAL OF THE AGENDA
Director Olson requested the addition of Item 10C: Request for Change in American United Life Distribution Procedure
Klender moved and Michalke seconded approval of the agenda, as amended. Motion carried.
ITEM 3. PUBLIC PARTICIPATION AND REPORTS FROM FRIENDS OF THE LIBRARY GROUPS
Klender reported that the Friends of the Mary Johnston Memorial Library will be handing out candy for Library Lovers Month and they have scheduled a used booksale for March 23-24, 2013 at the Standish VFW Hall.
ITEM 4. BOARD COMMENTS
Rockwell noted that all Board members received a letter from a staff member that had submitted her resignation. This letter identified her reason for quitting as a high level of contention between her and a co-worker. Michalke asked if there was a grievance committee. Olson replied that if an employee chose to go beyond discussions with the Director, they could request a meeting with the Personnel Committee. In this case, even though the Director offered this option numerous times, the employee chose not to pursue it. Olson said that she has a written response to some of the concerns in the letter. Olson said that this situation has impressed upon her the importance of annual evaluations, although she did emphasize that she didn't have any issues with the quantity or quality of either employee's work. Rudzinski requested that the Director give the Board notice if a similar issue should arise in the future. Olson said that the Policy Committee might want to review and possibly clarify the grievance procedure in the Personnel Policy Manual.
ITEM 5. APPROVAL OF THE MINUTES OF THE JANUARY 10, 2013 REGULAR MEETING
Stock moved and Strughold seconded approval of the minutes of the January 10, 2013 Regular Meeting. Motion carried.
ITEM 6. TREASURER’S REPORT
Rudzinski moved and Klender seconded approval of the January 31, 2013 Treasurer's Report. A roll call vote was taken as follows: Brown, absent; Michalke, aye; Rockwell, aye; Rudzinski, aye; Stock, aye; Kingsbury, aye; Klender, aye; Strughold, aye. Motion carried.
ITEM 7. APPROVAL OF BILLS
Kingsbury moved and Strughold seconded ratification of voucher #13-03 dated January 17, 2013 in the amount of $20,408.00, voucher #13-04 dated January 31, 2013 in the amount of $17,407.81, voucher #13-05 dated February 14, 2013 in the amount of $15,599.80 and voucher #13-06 dated February 21, 2013 in the amount of $17,465.41. A roll call vote was taken as follows: Brown, absent; Michalke, aye; Rockwell, aye; Rudzinski, aye; Stock, aye; Kingsbury, aye; Klender, aye; Strughold, aye. Motion carried.
ITEM 8. DIRECTOR’S REPORT
Director Olson said that previously, when an employee quit or retired, if they wanted to take their retirement funds out of American United Life, AUL would write a check to the District, then the District would have to write a check to the employee and issue them a 1099-R. Olson contacted AUL and found out that the District can write a letter to AUL requesting that they send the funds directly to the employee and issue the 1099-R. This service will be at no charge to the District. Olson requested Board approval for this change. Director Olson said that she has an appointment with East Tawas City Manager Ron Leslie to start discussions on a new lease. Rockwell noted that circulation increased in January.
ITEM 9. OLD BUSINESS
9A. HORIZON, MERIT, USF AND MELCAT UPDATES
Director Olson reported that she has five requests for RFP's for the USF Form 470. The bids will be opened on March 7th, after which Olson will complete Form 471. She said that there are no other updates for Horizon or MelCat.
9B. BRANCH $10,000 PROJECTS AND ADULT PROGRAM GRANTS
Director Olson reported that East Tawas has ordered more face-forward book display bins as part of her $10,000 project. Olson said that she has received several requests for Adult Program Grants. Oscoda - a total of $600 for two programs: Social Media Businesses on February 16th and So, My Business is on Facebook... Now What? on April 6th; Plainfield - a total of $1,250 for three workshops: Eating on $2 a Day on May 16th, a gardening workshop on September 19th and a hands-on cake decoration workshop with tea following on October 17th; Tawas City - $829.05 for an Antique Appraisal program on April 13th; Standish - a total of $1,220 for two programs: Write Your Family History with Mardi Link on April 25th and Shopping for Hidden Treasures on June 5th.
Rudzinski moved and Michalke seconded approval of adult program grants from Oscoda, Plainfield, Tawas City and Standish totaling $3,899.05, as presented. A roll call vote was taken as follows: Brown, absent; Michalke, aye; Rockwell, aye; Rudzinski, aye; Stock, aye; Kingsbury, aye; Klender, aye; Strughold, aye. Motion carried.
9C. REVIEW TIMELINE AND PLANS FOR BRANCH TREK PASSPORT PROGRAM
Director Olson presented open invitation to councils, commissions, boards and friends to participate in the Branch Trek program. She also showed the Board the "goodie" bag that every participant will receive when they sign up. She said that most of the Friends groups will have a little favor to give to each participant when they visit their library. Rudzinski requested that we replace the Shell Card prize with something different in case a juvenile wins. There was general agreement on this.
9D. APPOINTMENTS TO COMMITTEES
Director Olson requested that there be three Board members on the Personnel/Policy Committee. Chairperson Rockwell appointed Kingsbury to Personnel/Policy and Strategic Planning. Rockwell requested to relinquish his position on the Technology Committee. Olson said that there is nothing requiring three members on that committee, so it was agreed to reduce it to two members at this time. Rockwell said that all other committees will remain the same as 2012.
Michalke moved and Stock seconded approval of committee assignments, as stated. Motion carried.
ITEM 10. NEW BUSINESS
10A. REVIEW OF DIRECTOR'S GOALS FOR 2013
Olson presented her goals for 2013 for review. Stock said that they are very ambitious goals. They suggested that she give herself more leeway in some areas. Rudzinski asked about the goal to find a person to help with e-reader training. Olson said that she would like to contract with somebody who could go to four branches at least twice a year to hold clinics to assist patrons with their e-readers. This person would need to be knowledgeable in many types of e-readers and able to communicate this knowledge with people.
10B. SCHEDULE MEETINGS OF POLICY COMMITTEES FOR MANUAL REVIEW
A Personnel/Policy Committee meeting was scheduled for April 11, 2013 at 3:30 pm at Iosco-Arenac District Library District Headquarters.
10C. Request for Change in American United Life Distribution Procedure
Director Olson requested that the Board authorize American United Life to prepare all future distributions taken by plan participants and distribute them directly to the participants, their beneficiaries or their designated rollover companies. In addition, she asked to authorize American United Life to produce any and all future 1099-R forms for our plan. (No formal motion was made. Motion will be made and voted on at the April 11, 2013 Board meeting.)
ITEM 11. ITEMS FOR NEXT AGENDA.
Add: Request for Change in American United Life Distribution Procedure
ITEM 12. ADJOURNMENT
Rudzinski moved and Michalke seconded to adjourn this meeting at 5:38 p.m. Motion carried.