IOSCO-ARENAC DISTRICT LIBRARY

MINUTES OF THE BOARD OF TRUSTEES REGULAR MEETING

Place:      Iosco-Arenac District Library Administrative Headquarters

Date:       April 14, 2011

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

Absent:    Jerry Brown

ITEM 1.     CALL TO ORDER       

Chairperson Klender called the meeting to order at 4:38 p.m.

ITEM 2.     APPROVAL OF THE AGENDA - AUDIT REPORT FROM STEPHENSON, GRACIK & CO., P.C.

Rudzinski moved and Rockwell seconded approval of the agenda.  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, 2010.  The District Library received an Unqualified Opinion, which is the highest possible rating.  Director Olson noted that there is one correction on page 2, paragraph 3, line 3.  Carruthers said that on the copy submitted to the State of Michigan the words "which includes" will be changed to read "and".  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 enjoyed assisting Stock with his AARP income tax preparation program.  She said that they are co-sponsoring with the District two Master Gardening programs on May 14, 2011 and will be having Junque in the Trunk and Booksale at the Library on May 21, 2011.  Stock reported that the Friends of the Robert J. Parks Library are co-sponsoring with the District an Investing Fundamentals program on April 21, 2011 and on May 14, 2011 will be offering a genealogy program.  Klender reported that the Friends of the Mary Johnston Memorial Library made $1,200 on their booksale at the VFW.  She said that they purchased a large banner and will be using it to march in the Loyalty Day Parade on April 30, 2011.  Klender passed around bookmarks that the Friends made and said that they would be taking the library workers to lunch next week.  The Standish Friends made baskets for National Library Week to be given away in a drawing of patron names that had checked out items that week.  Western commented that the Tawas Bay Players were very pleased to co-sponsor the Peter Fletcher concert in March.

ITEM 4.      BOARD COMMENTS

None.

ITEM 5.     APPROVAL OF THE MINUTES OF THE FEBRUARY 10, 2011 REGULAR MEETING 

Rudzinski moved and Stock seconded approval of the minutes of the February 10, 2011 Regular Meeting.  Motion carried.

ITEM 6.     TREASURER’S REPORT

Director Olson requested a line item transfer of $4,000 from Capital Outlay-Furniture Fund to Office Equipment-Furniture.

Rockwell moved and Michalke seconded approval of the March 31, 2011 Treasurer's Report and a line item transfer of $4,000 from Capital Outlay-Furniture Fund to Office Equipment-Furniture.  A roll call vote was taken as follows:  Brown, absent; Michalke, aye; Rockwell, aye; Rudzinski, aye; Stock, aye; Western, aye; Klender aye; Strughold, aye.  Motion carried.

ITEM 7.      RATIFICATION OF THE BILLS

Stock moved and Western seconded ratification of voucher #11-06 dated February 17, 2011 in the amount of $14,457.79, voucher #11-07 dated March 3, 2011 in the amount of $21,822.51, voucher #11-08 dated March 17, 2011 in the amount of $56,578.56, voucher #11-09 dated March 31, 2011 in the amount of $20,954.14, voucher #11-10 dated April 14, 2011 in the amount of $20,504.34 and voucher #11-11 dated April 21, 2011 in the amount of $375,027.72.  A roll call vote was taken as follows:  Brown, absent; Michalke, aye; Rockwell, aye; Rudzinski, aye; Stock, aye; Western, aye; Klender aye; Strughold, aye.  Motion carried.

ITEM 8.      DIRECTOR’S REPORT

Director Olson reported that she learned from the District insurance agent that the current policy does not include coverage for employment  practices liability.  Olson asked our agent for a quote on this coverage.  After discussion on the risk versus cost, it was determined that Director Olson should acquire more information on this matter and report back to the Board at a future meeting.  Rockwell asked Olson about her upcoming meeting with the Standish City Manager.  Olson said that she is going to ask the City Manager about making some modifications to the library building and grounds.  She is also going to ask him if the library can again be included in the City's appeal for another 2% Indian Grant.

ITEM 9.    OLD BUSINESS

9A.       HORIZON, MERIT, USF AND MELCAT UPDATES

Director Olson reported that there is going to be a new version of Horizon.  She is not sure how much training will be involved to learn this version.  Nothing new on Merit and USF.  Olson said that she is very happy to have Arleen Wood to do the MelCat processing for her.

9B:      APPROVAL OF 2010 AUDIT

Olson noted that there was a wording change on the Managment Discussion and Anlysis report.

Western moved and Michalke seconded approval of the Iosco-Arenac District Library Audit Report for the year ended December 31, 2010,presented by Jamie Carruthers of the accounting firm of Stephenson, Gracik & Co., PC., as amended.  A roll call vote was taken as follows:  Brown, absent; Michalke, aye; Rockwell, aye; Rudzinski, aye; Stock, aye; Western, aye; Klender aye; Strughold, aye.  Motion carried.

9C.      ADULT PROGRAM GRANTS FOR 2011

Director Olson presented program (adult) grant applications as follows: Oscoda Library for three programs on Investment Fundamentals, Gardening Fundamentals, and Plant Medicine and Tribal History totalling $1,250; Plainfield Library for three programs on Diving the Great Lakes, Cupcake Tea Party and Bulb Gardening totalling $1,250; Whittemore Library for three programs on Growing Herbs, A Night of Make It and Take It Crafts, and speaker Captain Robert Lesneski totalling $740; and Omer Library with two Ric Mixter programs and a Doc Fletcher Canoeing Michigan Rivers program totalling $1,050.

Rockwell moved and Strughold seconded approval of Program (Adult) Grants for Oscoda, Plainfield, Whittemore and Omer with a total of $4,290, as presented.  A roll call vote was taken as follows:  Brown, absent; Michalke, aye; Rockwell, aye; Rudzinski, aye; Stock, aye; Western, aye; Klender aye; Strughold, aye.  Motion carried.

9D.       SURPLUS SALE PLANNING

Director Olson reported that as we purchase items to improve the aesthetics at the branch libraries, we will have more old items to discard.  She asked the Board if they had any objections to having multiple surplus sales in 2011.  The Board agreed that they had no problem with having more surplus sales this year.

ITEM 10. NEW BUSINESS

10A:      REQUEST TO INCREASE LIMIT ON GENERAL PURPOSE CREDIT CARD FROM $1,500 TO $3,500

Director Olson said that due to doing more online purchases of larger ticket merchandise that require a credit card, the $1,500 limit is insufficient.  She asked that the limit be increased to $3,500.

Stock moved and Western seconded to increase the limit on the general purpose credit card to $3,500.  A roll call vote was taken as follows:  Brown, absent; Michalke, aye; Rockwell, aye; Rudzinski, aye; Stock, aye; Western, aye; Klender aye; Strughold, aye.  Motion carried.

10B:     SCHEDULE TECHNOLOGY COMMITTEE MEETING

A Technology Committee Meeting was scheduled for 3:30 pm on Thursday, May 12, 2011 at the AuGres Library.

10C:      APRIL MILLAGE DISTRIBUTION

Rockwell moved and Strughold 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 $388,338.57, 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, aye; Western, aye; Klender aye; Strughold, aye.  Motion carried.

10D:     APPROVAL OF THE 2010 ANNUAL REPORT

Director Olson presented the draft of the 2010 Annual Report.  Western suggested adding an exclamation point after one sentence.

Western moved and Stock seconded approval of the 2010 Annual Report, as amended.  Motion carried.

ITEM 11. ITEMS FOR NEXT AGENDA.

Add: Possible Surplus Sale and Possible Technology Plan Draft.

ITEM 12. ADJOURNMENT

Rudzinski moved and Western seconded to adjourn this meeting at 6:18 p.m.  Motion carried.

Respectfully submitted,

Diane Bushman

Recording Secretary