IOSCO-ARENAC DISTRICT LIBRARY
MINUTES OF THE BOARD OF TRUSTEES REGULAR MEETING
Place: Omer Little Eagle's Nest Library
Date: August 11, 2011
Present: Dan Stock, Paul Michalke, Tara Western, Jerry Brown, Karen Strughold, Phyllis Klender, Eileen Rudzinski, Rick Rockwell, Stephanie Olson and Diane Bushman
ITEM 1. CALL TO ORDER
Chairperson Klender called the meeting to order at 4:31 p.m.
ITEM 2. APPROVAL OF THE AGENDA.
Change Item 10.B. to read "Discussion of GASB 54 Fund Balance Policy".
Western moved and Michalke seconded approval of the agenda, as amended. Motion carried.
ITEM 3. PUBLIC PARTICIPATION AND REPORTS FROM FRIENDS OF THE LIBRARY GROUPS
Western reported that the Tawas City Library Friends purchased a bench in honor of the librarian's parents. She said that they purchased more books to give away at Booked 4 Lunch programs. They are having a booksale at the Farmers Market on August 13th. Western said that they are purchasing two subscriptions for the library. They will be sponsoring a Master Gardener program on September 10th. They renewed their membership with the Tawas Area Chamber of Commerce. Stock said that in September Lugene Daniels will be conducting a walking tour through the Reno Township Cemetery. Klender said the the Friends of the Mary Johnston Memorial Library will not be having the Sidewalk Days booksale. She said that the Doc Fletcher program went well. He was entertaining and the 25 attendees had a good time. Olson said that Western and herself volunteered at the Uncork'd and Untap'd event.
ITEM 4. BOARD COMMENTS
Strughold congratulated Lynne Bigelow on the great job she did on the Summer Reading Program. She was very impressed with the attendance numbers. Strughold has a library promotional idea. She said that she met a lady from the Cass City Library with an oversized library card that travels with library employees & patrons. They have people take their picture of them with the card at different places throughout the country. They post these pictures back home in the library to show that the library card is well-traveled.
ITEM 5. APPROVAL OF THE MINUTES OF THE JULY 14, 2011 REGULAR MEETING
Western moved and Brown seconded approval of the minutes of the July 14, 2011 Regular Meeting. Motion carried.
ITEM 6. TREASURER’S REPORT
Stock asked why Iosco County's penal fines were so much lower than Arenac. Director Olson said that it was because of several factors including plea bargaining, less aggressive road patrols and that Iosco hadn't yet distributed their July penal fines. Rockwell said that Arenac County periodically gets enhanced freeway patrol from the State Police.
Rudzinski moved and Rockwell seconded approval of the July 31, 2011 Treasurer's Report. A roll call vote was taken as follows: Brown, aye; Michalke, aye; Rockwell, aye; Rudzinski, aye; Stock, aye; Western, aye; Strughold, aye; Klender, aye. Motion carried.
Director Olson asked for a line item transfer in the amount of $5,000 from Capital Outlay-Furniture to Repair and Maintenance-Contractual.
Rudzinski moved and Rockwell seconded a line item transfer in the amount of $5,000 from Capital Outlay-Furniture to Repair and Maintenance-Contractual. A roll call vote was taken as follows: Brown, aye; Michalke, aye; Rockwell, aye; Rudzinski, aye; Stock, aye; Western, aye; Strughold, aye; Klender, aye. Motion carried.
ITEM 7. RATIFICATION OF BILLS
Brown moved and Michalke seconded approval of voucher #11-21 dated July 21, 2011 in the amount of $15,224.67, voucher #11-22 dated August 4, 2011 in the amount of $23,968.50 and voucher #11-23 dated August 18, 2011 in the amount of $35,619.12. A roll call vote was taken as follows: Brown, aye; Michalke, aye; Rockwell, aye; Rudzinski, aye; Stock, aye; Western, aye; Strughold, aye; Klender, aye. Motion carried.
ITEM 8. DIRECTOR’S REPORT
Director Olson noted that circulation has dropped. Discussion ensued on the possible reasons for the drop. Rudzinski asked about enhanced imaging. Olson said that when you go into websites that have old public records, like Ancestry.com, some of the old records are hard to read. Enhanced imaging is a download that sharpens the images and makes the records more readable. The Technology Coordinator will download it individually for each of the District's computers (about 60). Rudzinski again commended Bigelow on the great job she did with the Summer Reading Program. Olson said that the District has received $21,000 worth of computer equipment through the BTOP Grant program. The required cash match of $3,000 was reduced by the purchase of software through TechSoup. This reduced the total cash match paid out by the District to $803.
ITEM 9. OLD BUSINESS
9A. HORIZON, MERIT, USF AND MELCAT UPDATES
Director Olson reported Merit is starting the work on the fiber project. She said that she is looking at a "Stock Rotation" module with Horizon. This module is designed to help libraries that rotate their materials between branches. Olson is going to look into it to see if it will save time and money for the District. The USF form 486 is completed.
9B. UPDATE ON BRANCH $10,000 PROJECTS
Director Olson said the Whittemore shelving is on order and anticipated to be delivered the week of August 22nd. Olson has narrowed the potential vendors for the flooring project in Standish to three. Tawas City's first shelving is done with another small order planned for September. Oscoda is done. Plainfield has ordered computer chairs and a drop box cart. The cart is in and the chairs should be in around the end of August. East Tawas has not started yet. AuGres has ordered their Walker Display System, library signage and Donor Wall signs. Omer has decided to purchase new tables for their meeting room and will be ordering a Walker Display System for two locations in the library.
9C. BUDGET COMMITTEE REPORT
Director Olson said that she gave the committee a draft of the 2012 budget. This budget will include the purchase of a panel van for delivery purposes. Given the lack of trade-in value of the existing vehicle, she proposes that the District keep it to be used by other personnel on delivery days (children's programs, computer delivery, etc.). It could also be used to take multiple people to library conferences such as Rural Library Conference. Olson said that a panel van would be within our budget. She said that the 2012 budget also includes a minimal increase in wages.
9D. PUBLIC RELATIONS AD HOC COMMITTEE REPORT
Director Olson said that the committee brainstormed different ideas for promoting the library to the public. Rudzinski suggested that a limited time be designated in each agenda for the Board to make suggestions for library promotion.
ITEM 10. NEW BUSINESS
10A: SCHEDULE PUBLIC HEARING TO APPROVE THE L-4029 FORM AND REVIEW THE 2012 BUDGET
Director Olson proposed that a Public Hearing date be set for September 8, 2011 at 4:30 pm at District Headquarters.
Western moved and Rudzinski seconded to hold the Public Hearing for the millage rate (L-4029) and 2012 Budget on September 6, 2011 at 4:30 pm at the Iosco-Arenac District Library Administrative Headquarters. A roll call vote was taken as follows: Brown, aye; Michalke, aye; Rockwell, aye; Rudzinski, aye; Stock, aye; Western, aye; Strughold, aye; Klender, aye. Motion carried.
10B: DISCUSSION OF GASB 54 FUND BALANCE POLICY
Director Olson said that she has a copy of the City of East Tawas GASB 54 Fund Balance Policy which is very well done. She said that she will be using this as a guide for the District. Olson will e-mail a copy to the Board for review when completed. It will be on the agenda to be adopted at September Board meeting.
ITEM 11. ITEMS FOR NEXT AGENDA.
Add: Ideas for Public Relations
Millage Distribution to Branch Units of Government
ITEM 12. ADJOURNMENT
Rudzinski moved and Western seconded to adjourn the meeting at 5:35 p.m. Motion carried.