IOSCO-ARENAC DISTRICT LIBRARY

MINUTES OF THE BOARD OF TRUSTEES REGULAR MEETING

 

Place:      Iosco-Arenac District Library Administrative Headquarters

Date:       May 9, 2013

Present:  Dan Stock, Karen Strughold, Phyllis, Klender, Rick Rockwell, Eileen Rudzinski, Jerry Brown, Sue Kingsbury, Stephanie Olson and Diane Bushman

Absent:   Paul Michalke

 

ITEM 1.     CALL TO ORDER

Chairperson Rockwell called the meeting to order at 4:30 p.m.

 

ITEM 2.     APPROVAL OF THE AGENDA.

Brown moved and Klender seconded approval of the agenda.  Motion carried.

 

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

Kingsbury reported that the antique appraisal program co-sponsored by the Tawas City Library Friends was well attended.  Participants were pleased with the program.  TCLF will be having a booksale and Junk in the Trunk sale on May 18th.  Klender reported that the Friends of the Mary Johnston Memorial Library walked in the Loyalty Day Parade.  She said that the winners of the baskets given away for National Library Week were very happy with their prizes.  Klender said that although the attendance at the "Write Your Family History" workshop was lower than anticipated, it was an excellent program and the people that did attend really liked it.  Stock said that the Friends of the Robert J. Parks Library might contribute some funds for the parking lot lighting program, if the cost goes over budget.

 

ITEM 4.      BOARD COMMENTS

Strughold said that she thought the Branch Trek was fun.  She had an opportunity to speak to all Branch Librarians and they were all enthusiastic about the program.  Kingsbury said that the librarians were excited to show off their library and the improvements that have been made in the last few years.  Stock said that the Trek got him to read a lot of books that he otherwise would have not read.  Rockwell said that he and his wife completed the Trek in four days.  He is in the process of writing a report on his experience.  Rockwell would like the Board to think about different ways to spend the $80,000 that has been used each year for branch facility improvements for the past three years.  He feels that the branches have incorporated almost all of the improvements that the District is able to provide and he would like to see the money spent in other ways, such as a large event or hiring someone to train patrons on e-readers.  He would like the Board to "think outside the box" and come up with suggestions.

 

ITEM 5.     APPROVAL OF THE MINUTES OF THE APRIL 11, 2013 REGULAR MEETING 

Rudzinski moved and Kingsbury seconded approval of the minutes of the April 11, 2013 Regular Meeting.  Motion carried.

 

ITEM 6.     TREASURER’S REPORT

Rudzinski asked why there is always extra money in Childrens Programs Income.  Olson replied that Children and Teen Services Coordinator Lynne Bigelow does an excellent job of soliciting donations from service organizations and library friends groups.

Klender moved and Stock seconded approval of the April 30, 2013 Treasurer's Report. A roll call vote was taken as follows: Brown, aye; Michalke, absent; Rockwell, aye; Rudzinski, aye; Stock, aye; Kingsbury, aye; Strughold, aye; Klender, aye.  Motion carried.

 

Director Olson requested a line item transfer of $300 from Contingency to Gifts and Memorials.  Rudzinski asked why this transfer is needed.  Olson said that we received an unanticipated $525 from the Friends groups to help defray the cost of prizes for the Branch Trek.

Stock moved and Brown seconded approval for a line item transfer of $300 from Contingency to Gifts and Memorials.  A roll call vote was taken as follows: Brown, aye; Michalke, absent; Rockwell, aye; Rudzinski, aye; Stock, aye; Kingsbury, aye; Strughold, aye; Klender, aye.  Motion carried.

 

ITEM 7.      RATIFICATION OF BILLS

Brown moved and Klender seconded ratification of voucher #13-12 dated April 25, 2013 in the amount of $29,061.87, voucher #13-13 dated May 9, 2013 in the amount of $13,791.88, and voucher #13-14 dated May 16, 2013 in the amount of $18,962.63.   A roll call vote was taken as follows: Brown, aye; Michalke, absent; Rockwell, aye; Rudzinski, aye; Stock, aye; Kingsbury, aye; Strughold, aye; Klender, aye.  Motion carried.

 

ITEM 8.      DIRECTOR’S REPORT

Director Olson gave Branch Trek information bags to each Board member, one for them and one to give to someone.  She had an interesting factoid that shows Saturday as being the heaviest e-book download day for our District.  Olson encouraged Board members to borrow one or more of the e-readers purchased by the District to give them a try.  Director Olson pointed out that circulation statistics for April 2013 increased.  Olson showed the Board two books that were returned with bullet holes in them.  One still had the bullet in it.  Both books were checked out by the same patron. 

 

ITEM 9.   OLD BUSINESS

9A.          HORIZON, MERIT, USF AND MELCAT UPDATES

Director Olson said that there was nothing new to report with Horizon, MelCat and USF.  She said that Merit is working on the redundancy issue with Omer.  At this time, if Omer has a power outage then everything north of there is out, including places north of Iosco County.  They are scheduled to complete the redundancy installation in June, but John Cargo is working with Merit to find a temporary fix to get us through until June.   

 

9B.          BRANCH $10,000 PROJECTS AND ADULT PROGRAM GRANTS

Director Olson reported that Adult programs are going really well.  Even though attendance at some of them might be a little low, the participants are enjoying the speakers.  Olson said that the District will be discussing with the Friends of the East Tawas Library, the possiblity of collaborating with them to get in Loreen Niewenhuis who did a one-woman trek along the shorelines of all five Great Lakes.  Olson reported that most of the $10,000 projects are in process or have been completed.  The District has mailed the half-down deposit check for the Omer men's restroom project.  The Whittemore and Oscoda carpet projects are done.  East Tawas is in the process of placing orders for items on her list.  Olson has not received anything from Plainfield Library as of this date nor has she heard anything on the signage for AuGres Library. 

 

9C.         BRANCH TREK RESULTS

Director Olson reported that 206 Branch Trek bags were distributed, and out of that 95 completed the Trek and turned in their passports.  Twenty-three passports were handed out to Staff/Board and families and twenty were completed.  (Prizes for Staff/Board/family winners were donated by individuals and not paid for with District funds.)  We received very positive feedback from participants and Branch Librarians.  Many people told us that they learned new things about our libraries and services, i.e. they could return items to any branch, branches had longer hours than they expected, and even that there were branches that they didn't know existed.  There was a 29% increase in library cards issued this April compared with April 2012.  There were 50 participants from Iosco County and 45 from Arenac County.  Rockwell said that while talking to other Trekkers, he found out that a lot of them were going out to eat and doing other shopping while going from branch to branch, thus supporting the businesses in the communities.  Strughold noted that public computers were being used in every branch.  Stock agreed with this observation.  Olson said that a picture of the prize winners will be sent to the newspapers along with an ad to thank all donors for their contributions.  Olson said that she will take the unused passports to the MLA Annual Conference and put them on the Brag Table.  She said that she was invited to share about our Branch Trek program when she attended the Director's Summit recently.

  

9D.         POLICY MANUALS WORK REPORT

Olson reported that the update of the policy manuals is almost complete.  She will incorporate the changes discussed by the Policy Committee and send out drafts of the documents to the Board for review prior to the June Board meeting.  She said that it was agreed by committee members that a separate personnel policy manual is needed for the employees of the Mary Johnston Memorial Library because they don't qualify under the same rules as Headquarter staff.  She will be working on this manual as well.

 

ITEM 10. NEW BUSINESS

10A:       SCHEDULE STRATEGIC PLANNING MEETING

A Strategic Planning Committee meeting was scheduled for July 11, 2013 at 3:30 pm at the Omer Little Eagles Nest Library.

 

ITEM 11. ITEMS FOR NEXT AGENDA.

Add:  Funds for Lunches During Staff In-service Sessions

Remove:  Strategic Planning Progress Report

 

ITEM 12. ADJOURNMENT

Brown moved and Rudzinski seconded to adjourn this meeting at 5:18 p.m.  Motion carried.

 

Respectfully submitted,

 

 

Diane Bushman

Recording Secretary