IOSCO-ARENAC DISTRICT LIBRARY

MINUTES OF THE BOARD OF TRUSTEES REGULAR MEETING

Place:      Whittemore Library

Date:       August 13, 2009

Present:  Dan Stock, Eileen Rudzinski, Tara Western,  Jerry Brown, Karen Strughold,  Phyllis Klender, Stephanie Olson and Diane Bushman

Absent:   Paul Michalke and Rick Rockwell

ITEM 1.     CALL TO ORDER

Chairperson Strughold called the meeting to order at 4:31p.m.

ITEM 2.     APPROVAL OF THE AGENDA.

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

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

Western reported that the Booked 4 Lunch program ran out of books so the Rotary Club is going to have a "Tip Night" at Big Boy on September 23, 2009 to raise money for more books.  The Tawas City Library Friends July booksale raised $300.  Their next sale is on August 29, 2009.  The program that they will be presenting, with the help of District grant funds, is "A Taste of Quilting"  to be held on September 22, 2009.  They will be presenting another murder mystery on November 21, 2009 and January 16, 2010.  Klender reported that the Friends of the Mary Johnston Memorial Library booksale was rained out.  They are presenting a genealogy workshop with District grant funds on September 19, 2009.   Stock said that the Friends of Michigan Libraries are no longer mailing out their newsletter.  They can be printed out from the website.

ITEM 4.      BOARD COMMENTS

Klender noted that she liked the new look of the District website.

ITEM 5.     APPROVAL OF THE MINUTES OF THE JULY 9, 2009 REGULAR MEETING

Rudzinski moved and Klender seconded approval of the minutes of the July 9, 2009 Regular Meeting.  Motion carried.

ITEM 6.     TREASURER’S REPORT

Klender asked why the amount was so low in the Periodical/Subscription line item.  Olson replied that the majority of our subscriptions are purchased through Popular Subscription Service and they bill the District in August or September each year.

Western moved and Rudzinski seconded approval of the July 31, 2009 Treasurer's Report.   A roll call vote was taken as follows:  Brown, aye; Michalke, absent; Rockwell, absent; Rudzinski, aye; Stock, aye; Western, aye; Strughold, aye; Klender, aye.  Motion carried.

Stock moved and Western seconded approval of a line item transfer in the amount of $600 from Contingency to Children's Program Expense.  A roll call vote was taken as follows:  Brown, aye; Michalke, absent; Rockwell, absent; Rudzinski, aye; Stock, aye; Western, aye; Strughold, aye; Klender, aye.  Motion carried.

ITEM 7.      RATIFICATION OF BILLS

Brown moved and Western seconded approval of voucher #09-21 dated July 23, 2009 in the amount of $17,409.82, voucher #09-22 dated August 6, 2009 in the amount of $16,571.95 and voucher #09-23 dated August 20, 2009 in the amount of $23,951.56.  A roll call vote was taken as follows:  Brown, aye; Michalke, absent; Rockwell, absent; Rudzinski, aye; Stock, aye; Western, aye; Strughold, aye; Klender, aye.  Motion carried.

ITEM 8.      DIRECTOR’S REPORT

Director Olson said the District will be one of twelve White Pine libraries participating in the Overdrive program.  This will allow patrons to download books, music and movies onto their MP3, computer, etc.  When the item comes "due" it will delete itself from the patrons media.  Western said that the Uncork'd and Untap'd event was a success.   Western asked how many branches will be open on August 25, 2009 when Horizon is going to be going through an update.  Olson responded that of the branches that have responded, only Oscoda will remain open, but will not be circulating books.  Rudzinski asked about the letter regarding Governor Granholm's executive order that abolishes the Library of Michigan.  Olson said that she will be doing a letter, but based on new information, she has had to rethink the wording of this letter.  Western said that she appreciated the extra year-to-date column in the circulation report.  Director Olson said that the LSTA information that she gave the Board does an excellent job of explaining their Statewide programs.  Olson said that it was her understanding that the MLA letter was sent to both the Arenac and Iosco newspapers, however it has not appeared, so she is going to fax a copy to them. 

ITEM 9.   OLD BUSINESS

9A.          HORIZON, MERIT, USF AND MELCAT UPDATES  

Director Olson said that she wrote a letter thanking Merit Network for their efforts to enhance broadband coverage in rural Northeast Michigan under the American Recovery and Reinvestment Act.  Merit is writing a grant to try to get fiber optic lines along the US-23 corridor, possibly using District Headquarters as a node.  Olson said that MelCat is busier than ever.  She said that the 486 form is done and certified.  She will start writing the new bid in the second week of September.

ITEM 10. NEW BUSINESS

10A:      REVIEW SPACE PLANNING RFP'S FOR POSSIBLE CONTRACT AWARD

Director Olson said that she received six RFP's for the space planning project.  Three came within budget constraints.  Olson recommended that the RFP from Library Design Associates  be accepted at the lowest cost of $7,950.

Rudzinski moved and Stock seconded to allow the District Director to enter into and sign a contract with Library Design Associates for the space planning project as quoted, total cost not to exceed $8,000.  A roll call vote was taken as follows:  Brown, aye; Michalke, absent; Rockwell, absent; Rudzinski, aye; Stock, aye; Western, aye; Strughold, aye; Klender, aye.  Motion carried.

10B:      BUDGET COMMITTEE REPORT

The committee reviewed a proposed 2010 Budget that includes use of Undesignated Fund Balance.   Olson said that she has budgeted funds to allow the Branches to implement some of the suggestions given as a result of the space planning project. 

ITEM 11. ITEMS FOR NEXT AGENDA.

Add:  Space Planning Update

ITEM 12. ADJOURNMENT

Western moved and Brown seconded to adjourn the meeting at 5:20 p.m.  Motion carried.

Respectfully submitted,

Diane Bushman

Recording Secretary