IOSCO-ARENAC DISTRICT LIBRARY
MINUTES OF THE BOARD OF TRUSTEES REGULAR MEETING
Place: Iosco-Arenac District Library Administrative Headquarters
Date: April 14, 2012
Present: Phyllis Klender, Rick Rockwell, Paul Michalke, Karen Strughold, Tara Western, Eileen Rudzinski, Stephanie Olson and Diane Bushman
Absent: Jerry Brown and Dan Stock
ITEM 1. CALL TO ORDER
Chairperson Klender called the meeting to order at 4:35 p.m.
ITEM 2. APPROVAL OF THE AGENDA - AUDIT REPORT FROM STEPHENSON, GRACIK & CO., P.C.
Director Olson requested the addition of Item 10D. Request from Tawas City to Scrap Old Shelving
Western moved and Rudzinski seconded approval of the agenda, as amended. Motion carried.
Jamie Carruthers from the accounting firm of Stephenson, Gracik & Co., P.C. presented the Auditor's Report for the year ended December 31, 2011. The District Library received an Unqualified Opinion, which is the highest possible rating. Carruthers commended the Board and Director and Administrative Assistant/Bookkeeper for the excellent job that they did of budgeting, preparation and assistance.
ITEM 3. PUBLIC PARTICIPATION AND REPORTS FROM FRIENDS OF THE LIBRARY GROUPS
Western reported that the Tawas City Library Friends will be offering patrons the opportunity to have their picture put on a READ poster for National Library Week. TCLF will be participating in World Book Night by distributing 20 books to non-library users. Western distributed the TCLF 2011 Annual Report. She said that their next booksale and Junk in the Trunk will be on May 19, 2012 and that their Tales to Tails in March was very successful. Klender reported that the Friends of the Mary Johnston Memorial Library is sponsoring a Michigan's Biggest Loser program on April 25th at the Standish-Sterling High School Auditorium. Klender also distributed a 2011 Annual Report for the MJML Friends. She said that for National Library Week they will be doing gift baskets to be given away in a drawing. The Friends treated the library staff to lunch. They made $1,300 at their April booksale and sponsored a successful Reading with Paws program in March. The Friends will be marching in the Loyalty Day Parade in May and handing out coupons for free books. Director Olson reported that the MJML Friends paid to have a light installed over the back door to improve security for the staff.
ITEM 4. BOARD COMMENTS
Rockwell said that work is continuing on the mural at the library in Omer.
ITEM 5. APPROVAL OF THE MINUTES OF THE FEBRUARY 9, 2012 REGULAR MEETING
Western moved and Michalke seconded approval of the minutes of the February 9, 2012 Regular Meeting. Motion carried.
ITEM 6. TREASURER’S REPORT
Rockwell moved and Rudzinski seconded approval of the March 31, 2012 Treasurer's Report. A roll call vote was taken as follows: Brown, absent; Michalke, aye; Rockwell, aye; Rudzinski, aye; Stock, absent; Western, aye; Klender aye; Strughold, aye. Motion carried.
Director Olson requested a line item transfer of $200 for Audit-GASB and SAS Costs from Contingency to Professional Fees-Accounting.
Western moved and Rockwell seconded approval of a line item transfer of $200 from Contingency to Professional Fees-Accounting. A roll call vote was taken as follows: Brown, absent; Michalke, aye; Rockwell, aye; Rudzinski, aye; Stock, absent; Western, aye; Klender aye; Strughold, aye. Motion carried.
ITEM 7. RATIFICATION OF THE BILLS
Rockwell moved and Michalke seconded ratification of voucher #12-06 dated February 16, 2012 in the amount of $14,774.67, voucher #12-07 dated March 1, 2012 in the amount of $19,512.41, voucher #12-08 dated March 15, 2012 in the amount of $29,863.35, voucher #12-09 dated March 29, 2012 in the amount of $22,857.51, voucher #12-10 dated April 12, 2012 in the amount of $17,761.15 and voucher #12-11 dated April 19, 2012 in the amount of $360,348.90. A roll call vote was taken as follows: Brown, absent; Michalke, aye; Rockwell, aye; Rudzinski, aye; Stock, absent; Western, aye; Klender aye; Strughold, aye. Motion carried.
ITEM 8. DIRECTOR’S REPORT
Director Olson had no additions to her written report.
ITEM 9. OLD BUSINESS
9A. HORIZON, MERIT, USF AND MELCAT UPDATES
Director Olson reported that all required forms for USF have been submitted and she is awaiting the award notification.
9B: UPDATE ON BRANCH $10,000 PROJECTS FOR 2012
Olson reported that shelving has been ordered for Tawas City and Whittemore. She said that there was a small cost overage for Whittemore and that the City has agreed to pay the difference. When asked about the additional hours in Plainfield, Olson said that they have changed their hours to include one evening, although the total hours remain the same at this point. There has been discussion that Plainfield Township will increase hours to include being open Saturday hours all year round. Olson said that it is her understanding that the bids have been let and received for the bathroom project in Plainfield. East Tawas has requested that her list be modified to include another indoor drop box because the one she received last year had a smaller capacity than what was advertised by the distributor. Olson said the the blinds for AuGres are on order. Olson is looking for an insured/licensed painter to paint the interior of the Standish Library.
9C. UPDATE-RESOLUTION/BALLOT PREPARATION CONSULT WITH ATTORNEY RICHARD BUTLER
Director Olson reported that she is having difficulty getting the information on tax captures requested by the attorney. After several attempts to get this information from the counties, she gave Attorney Butler the names and contact information for the two county treasurers and suggested that he contact them directly. She read the statement of purpose from the previous ballot language and asked the Board if the purpose is still appropriate. The Board agreed that the language is still relevant. Olson said that she will have the ballot language for approval at the May 10, 2012 Board meeting so that it can be submitted to the county clerks before the certification deadline for filing ballot requests.
9D. REVIEW IDEAS FOR PUBLIC RELATIONS
Director Olson reported that she has two additional names to contact for billboard advertising.
9E. APRIL MILLAGE DISTRIBUTION
Rudzinski moved and Michalke seconded approval of distribution of millage funds to the units of government with library branches (Standish funds to be distributed in the form of a journal entry) in the amount of $385,140.13, in accordance with the formula previously approved by the Board of Trustees. A roll call vote was taken as follows: Brown, absent; Michalke, aye; Rockwell, aye; Rudzinski, aye; Stock, absent; Western, aye; Klender aye; Strughold, aye. Motion carried.
ITEM 10. NEW BUSINESS
10A: ADULT PROGRAM GRANT APPLICATIONS
Director Olson presented program (adult) grant applications as follows: Omer Library requests $1,250 for three programs 1) author and photographer, Robert Domm on June 13th at 7:00 pm; 2)author Elizabeth Stolarek on July 18th at 7:00 pm; and 3) editor and author Patricia Majher on August 25th at 2:00 pm; AuGres Library requests $1,250 for two programs 1) professional walleye fisherman, Mark Martin on September 27th at 6:30 pm; and 2) wine experts Sharon and Lorri on the history of Michigan winemaking on August 9th; Whittemore Library requests $509 for a Master Gardeners plant propagation program on May 5th at 2:00 pm and additional advertising for two previous approved programs; Plainfield Library requests $450 for a Soups, Stews and Chowders program on October 18th at 1:00 pm; and Oscoda Library requests $1,250 for two programs 1) Women's Expo on June 23rd; and 2) HSGS program on French Canadian Roots on October 13th.
Rockwell moved and Rudzinski seconded approval of Program (Adult) Grants for AuGres, Oscoda, Plainfield, Whittemore and Omer with a total of $4,709, as presented. A roll call vote was taken as follows: Brown, absent; Michalke, aye; Rockwell, aye; Rudzinski, aye; Stock, absent; Western, aye; Klender aye; Strughold, aye. Motion carried.
10B: APPROVAL OF 2011 AUDIT
Rockwell moved and Western seconded approval of the Iosco-Arenac District Library Audit Report for the year ended December 31, 2011,presented by Jamie Carruthers of the accounting firm of Stephenson, Gracik & Co., PC., as presented A roll call vote was taken as follows: Brown, absent; Michalke, aye; Rockwell, aye; Rudzinski, aye; Stock, absent; Western, aye; Klender aye; Strughold, aye. Motion carried.
10C: APPROVAL OF THE 2011 ANNUAL REPORT BROCHURE
Director Olson presented the draft of the 2011 Annual Report.
Michalke moved and Strughold seconded approval of the 2011 Annual Report, as presented. Motion carried.
10D: REQUEST FROM TAWAS CITY TO SCRAP OLD SHELVING
Director Olson presented a request from Tawas City to retire pre-1990 shelving. This shelving in on the District Library inventory in the amount $6,000.
Rudzinski moved and Strughold seconded approval to retire the old pre-1990 shelving at the Tawas City Branch Library and remove it in the amount of $6,000 from the District inventory. A roll call vote was taken as follows: Brown, absent; Michalke, aye; Rockwell, aye; Rudzinski, aye; Stock, absent; Western, aye; Klender aye; Strughold, aye. Motion carried.
ITEM 11. ITEMS FOR NEXT AGENDA.
ITEM 12. ADJOURNMENT
Michalke moved and Strughold seconded to adjourn this meeting at 6:03 p.m. Motion carried.