IOSCO-ARENAC DISTRICT LIBRARY

MINUTES OF THE BOARD OF TRUSTEES REGULAR MEETING

Place:      Iosco-Arenac District Library Administrative Headquarters

Date:       April 8, 2010

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

Absent:    Tara Western and Jerry Brown

ITEM 1.     CALL TO ORDER       

Chairperson Klender called the meeting to order at 4:37 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, 2009.  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.  Carruthers also commended the Director and Administrative Assistant for their efforts to add additional ways to comply with "separation of duties" requirements.

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

Friends of the Robert J. Parks Library President Ed Davis was present and reported that they were pleased with the progress and price for the Automatic Door project funded partially by the Iosco-Arenac District Library Space Planning Project.  He also said that the Friends will be meeting on April 13 at 1:00 pm.  Klender reported that the Friends of the Mary Johnston Memorial Library have designed a Refrigerator magnet and created a list of their funded projects for the public to see.  For National Library Week they will be taking library employees out to lunch and have 5 gift baskets for a drawing (the contents of the baskets are "age appropriate" and purchased from local businesses).  Their Book Sale netted over $1,400.  Dan Stock, representing the Friends of Michigan Libraries asked Board members to consider joining the combined Trustee and Friends Alliance (a Membership Form is forthcoming next week with an annual fee of $35).  The Michigan Friends also approved a grant application from the Friends of the Mary Johnston Memorial for a sign board ($307).

ITEM 4.      BOARD COMMENTS

None.

ITEM 5.     APPROVAL OF THE MINUTES OF THE FEBRUARY 11, 2010 REGULAR MEETING 

Rudzinski moved and Michalke seconded approval of the minutes of the February 11, 2010 Regular Meeting.  Motion carried.

ITEM 6.     TREASURER’S REPORT

Stock moved and Rockwell seconded approval of the March 31, 2010 Treasurer's Report.  A roll call vote was taken as follows:  Brown, absent; Michalke, aye; Rockwell, aye; Rudzinski, aye; Stock, aye; Western, absent; Klender aye; Strughold, aye.  Motion carried.

ITEM 7.      RATIFICATION OF THE BILLS

Rockwell moved and Stock seconded ratification of voucher #10-06 dated February 18, 2010 in the amount of $17,231.89, voucher #10-07 dated March 4, 2010 in the amount of $15,181.40, voucher #10-08 dated March 18, 2010 in the amount of $39,519.12, voucher #10-09 dated April 1, 2010 in the amount of $25,275.37 and voucher #10-10 dated April 15, 2010 in the amount of $378,107.47.  A roll call vote was taken as follows:  Brown, absent; Michalke, aye; Rockwell, aye; Rudzinski, aye; Stock, aye; Western, absent; Klender aye; Strughold, aye.  Motion carried.

ITEM 8.      DIRECTOR’S REPORT

Director Olson reported more in depth on the Mary Johnston Memorial Library lighting project and that she has rescheduled her meeting with Hilde due to staff shortages at HQ.  Olson also reported regret that HORIZON was "down" for several days.

ITEM 9.    OLD BUSINESS

9A.       HORIZON, MERIT, USF AND MELCAT UPDATES

Director Olson reported on HORIZON outage and effects on HIP.  Director Olson and John Cargo will be listening to a Webinar on Round One of the MERIT Fiber Project.  Nothing new on USF.  Director Olson will be attending MEL Users Day in Lansing on April 27.

9B.       ADULT PROGRAM GRANTS FOR 2010

Director Olson presented program (adult) grant applications as follows: Omer Library for two Ric Mixter programs and a program presented by Al Eicher (The History of Michigan's Largest Commercial Fishery) totalling $930, and Whittemore Library for Tracing Your Family History $600 and Jewelry Making for up to $550.  Director Olson asked Board members to think about possible programs the District could sponsor with unencumbered funds.

Michalke moved and Klender seconded approval of Program (Adult) Grants for Omer and Whittemore libraries totaling $2,080.  A roll call vote was taken as follows:  Brown, absent; Michalke, aye; Rockwell, aye; Rudzinski, aye; Stock, aye; Western, absent; Klender aye; Strughold, aye.  Motion carried.

9C.       ACTIVITIES REPORT ON SPACE PLANNING PROJECT

Director Olson reported that most of the initial work (meetings with Librarians and units of government) is done.  Plainfield is very near completion (shelving replacement).  Meeting is rescheduled for Tuesday, April 12 with Hilde.  AuGres will be ordering shelving and computer furniture.  Whittemore will be ordering shelving and furniture.  Oscoda will be adding the automated door openers and a sink and we are writing an RFP for a Space and Signage study.  Tawas City Manager is planning building modifications and Terri will be ordering shelving (and asking Friends for the computer furniture and some moveable displays).  Omer is informed but they have not yet notified us of any action on the new construction.  East Tawas is delayed until May to see what they decide on a potential new site for the library.

ITEM 10. NEW BUSINESS

10A:      APRIL MILLAGE DISTRIBUTION

Rockwell moved and Strughold seconded approval of distribution of millage funds to the eight units of government with library branches in the amount of $376,050.71, 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, absent; Klender aye; Strughold, aye.  Motion carried.

10B:      2009 ANNUAL REPORT PRESENTATION AND APPROVAL

Director Olson highlighted Lynne Bigelow's 25 year anniversary as an employee with the District and Al Sherman's contribution to the District. 

Stock moved and Strughold seconded approval of the 2009 Annual Report.  Motion carried.

10C:      APPROVAL OF 2009 AUDIT

Stock moved and Strughold seconded approval of the Iosco-Arenac District Library Audit Report for the year ended December 31, 2009 as presented by Jamie Carruthers of the accounting firm of Stephenson, Gracik & Co., PC.  A roll call vote was taken as follows:  Brown, absent; Michalke, aye; Rockwell, aye; Rudzinski, aye; Stock, aye; Western, absent; Klender aye; Strughold, aye.  Motion carried.

10D:     EMPLOYEE REPLACEMENT/REVISED JOB DESCRIPTION

Director Olson reported that Russ Besancon will not be able to return to full-time before the May 20 deadline for his leave of absence.  State Aid Guidelines require that we have a full-time person for the majority of the fiscal year with a minimum of a Bachelor's degree (and attendance at the Beginning Librarian Workshop put on by the Library of Michigan).  Olson plans to post the position with an ALA/MLS preferred and a starting date of May 20, 2010.  If the position is filled by a Bachelor's Degree candidate Director Olson would like to consider a contractual arrangement for Russ Besancon to fill as a Non-Fiction Selector for the District.  Olson is writing a new job description to include Adult Programming coordination and liaison work. 

Rockwell moved and Rudzinski seconded to direct the District Director to proceed with the replacement position and the contractual arrangement with Russ Besancon, if the position is filled by a non-ALA/MLS.  Motion carried.

10E:     SURPLUS SALE

Director Olson reported that John has identified obsolete equipment and we need to have a sale before the new hire as the office space needs to be cleared.  This will be the first of at least two sales this year.  The second sale will probably be for old shelving and furniture.  Olson has emailed branch libraries for any additions to the sale. 

Rockwell moved and Michalke seconded to proceed with the surplus sale.  Motion carried.

ITEM 11. ITEMS FOR NEXT AGENDA.

Add: Update on Staffing.

ITEM 12. ADJOURNMENT

Rudzinski moved and Michalke seconded to adjourn this meeting at 5:54 p.m.  Motion carried.

Respectfully submitted,

Stephanie Mallak Olson

District Director