January 24, 2008 Library Board Minutes

MINUTES OF THE ANNUAL MEETING OF THE JACKSON DISTRICT LIBRARY BOARD OF TRUSTEES
JANUARY 24, 2008
CARNEGIE LIBRARY, McINTYRE ROOM, 244 W. MICHIGAN AVENUE, JACKSON, MI

Vice-President George Sewell called the meeting to order at 6:02 p.m.

ROLL CALL:
Board Members Present: James E. Best, Teressa T. Delph, Darrell J. Durham, Deborah A. Herbert, Theodore R. Kolman, George H. Sewell
Board Members Absent:  Lawrence S. Sanders
Director: Ishwar Laxminarayan.
Administrators Present:  Vicki Baldwin, Jim Delaney, Elaine Piper, Michael Way
Others Present:   Donna Smith, Administrative Secretary; Debby Sears, Reference Coordinator; Amy Sayles, Marketing Officer; Nancy Lake, Technical Services.  Public attendance sign in sheet attached to official minutes. 

Darrell Durham nominated Deborah Herbert for President.  James Best nominated George Sewell who respectfully declined the nomination.  There were no further nominations for President.   Deborah Herbert accepted the nomination. 

Teressa Delph nominated Darrell Durham for Vice President.  There were no other nominations for Vice President.  Darrell Durham accepted the nomination.

Deborah Herbert nominated James Best for Secretary/Treasurer.  There were no other nominations for Secretary/Treasurer.  James Best accepted the nomination.

All nominations were voted unanimously.

The meeting was opened for public comment.  Amy Sayles introduced Dena Defevre, Jackson Citizen Patriot Intern.  Dena added that she attends CMU and will be supporting the library through Jackson Citizen Patriot through May.

James Best moved, Darrell Durham supported, that meeting be adjourned.  The meeting was adjourned at 6:07 p.m.

Respectfully submitted,

James E. Best
Secretary/Treasurer

 


MINUTES OF THE REGULAR MEETING OF THE JACKSON DISTRICT LIBRARY BOARD OF TRUSTEES
JANUARY 24, 2008
CARNEGIE LIBRARY, McINTYRE ROOM, 244 W. MICHIGAN AVE., JACKSON, MI

President Deborah Herbert called the meeting to order at 6:08 p.m.

ROLL CALL:
Board Members Present:  James E. Best, Teressa T. Delph, Darrell J. Durham, Deborah A. Herbert, Theodore R. Kolman, George H. Sewell
Board Members Absent:  Lawrence S. Sanders
Director:  Ishwar Laxminarayan
Administrators Present:  Vicki Baldwin, Jim Delaney, Elaine Piper, Mike Way
Others Present:  Donna Smith, Administrative Secretary.  Public attendance sign sheet attached to official minutes.  Amy Sayles, Debby Sears, and Nancy Lake were also present.

Consent Calendar:  Moved by James Best, supported by Teressa Delph, that the consent calendar be approved as presented, inclusive of the minutes of the Public Hearing and the Regular Meeting of December 13, 2007, as well as the Gifts and Donations and Personnel Actions.  Motion carried unanimously.

Public Forum:  The meeting was opened for public comment.  There were no comments at this time.

Current Bills:  Moved by James Best, supported by Darrell Durham, to approve the current bills as presented.  Motion carried unanimously.

Financial Reports:  Moved by Darrell Durham, supported by Teressa Delph, to approve the current financial reports as presented.  Motion carried unanimously.  There was a wide ranging discussion on the finances of the library, investments and projections for the year ending and the upcoming months.

Committee Reports:  Facilities Committee:  Darrell Durham reported that the Facilities Committee met on January 10 at the Hayes building for a tour of the facility.  The minutes are on file in the Board packet.  The next meeting will be Tuesday, February 5, 2008 at 4 p.m.  Michael Way added that the boiler is complete and should be shipped by next Friday.  We are hoping to hold off installation for warmer weather.  Mike explained the recent boiler problems.

Finance Committee:  James Best reported that the Finance Committee met January 15 at 10:30 a.m. to  review budget adjustments.  The minutes are on file in the Board packet.  The next meeting is scheduled for February 12, 2008 at 1:00 p.m.

Personnel Committee:  Teressa Delph reported that the Personnel Committee met today prior to the Board meeting.  Minutes of the December 13 meeting are on file in the Board packet and the minutes from today’s meeting will be available in the next packet.  The next meeting is January 24 at 5:00 p.m.

Director’s Report and Activities:  Ishwar indicated that his written report was included in the Board packet and proceeded to highlight the table showing statistics from the last two years that continue to show growth.  Circulation has crossed the 800,000 mark for the first time in many years, cardholders increased to 95,000, visits are up and the most significant increase is public computer use.  Elaine announced that Bernadette Stanis from “Good Times” will be visiting the library on February 21.  The program will be at the 1st United Methodist Church.  Debby Sears added that the community forum will be talking about cross cultural adoption.  A gospel history program will be at the library with live music.

Debby also talked about collaboration of the United Way, Jackson Non-Profit Agency, Jackson Area Manufacturers Association, Foote Health Services, Community Action Agency, and JDL who are in the process of implementing a data network project.  This will begin with a website able to link to Jackson county data, a helpdesk for grant writing, and community education on how to access the information.  It has been suggested to house this function in the library, but this is not finalized yet.  Both Debby and Kathy Schoening have been attending the monthly meetings.    A partial job description has been created and would like to have it in place this year.

Elaine and Debby have also been involved in the VITA program which will start in February.

Amy Sayles is now the Big Read coordinator.  She distributed some reading guides, books, calendar of events and CD;s.  The kickoff will be March 1 at the Armory Arts Village.  Reuben Rubio, SAU professor will speak at “Justice for My People,” Luis Alberto Urrea will be speaking at our celebration event on March 28, and lots more events in between.  Ishwar commends Amy for picking up this project this year.

Ishwar explained that there is a report from Unique Management in the Board packet detailing the collection of fees owed by patrons and books retrieved from overdues.

The circulation, computer use and new borrowers statistics were also included in the packet.  Ted Kolman asked to have the computer use statistics for year as well as by branch for the last three years.  George Sewell questioned the decrease in circulation stats at Napoleon.  Napoleon has had two branch manager changes in the last year which may explain some of the decrease.  This will be explored.

Deborah Herbert announced that usually after the Board elects new officers, this is the time when committee members can elect to be moved, added, or resign from committees.  If any of the Board members would like to change committees or be added to a committee, please let her or Ishwar know.  Ishwar stated that with Nancy Cross’ passing, a vacancy on the Facilities Committee needs to be filled.  Since Ted is new he may opt to join that committee. 

Old Business:  Hayes Development – Ishwar noted that the agreement between the City and the Hayes development group was signed on January 22.  Originally the building was being planned for mixed used space with commercial on the lower levels and living space on the upper floors.  There has been significant interest in the building going commercial and less in residential so the residential may be dropped from the plan.  We are still looking into the possibility of utilizing space in the building and we are not the only library system who has done something like this.  Ishwar referred to the Kankakee Public Library project.  There was some discussion about funding possibilities and a possible Board retreat.

Big Read: This was reported on under the Director’s Activities.

Poetry Contest:  Donna Smith explained the 4th Annual Poetry Contest for the school aged children has begun.  We begin sending information out in late September/early October to all the schools in Jackson County.  We have received 223 entries so far with about 25 through our web site.  The contest ends January 31 and will send the poems to the judges (Ann Green and the Columbia Women’s Writers group) the following week.  The awards ceremony will be held on April 28 during National Poetry Month.

Other:  Kathy Schoening has set up a web page dedicated to the Board information, minutes and agendas.  Donna Smith will be adding the information to this page and asks the board to submit bios and Amy will take photos of those who would like to have them on the site.

New Business:   United Way Data Network Project:  This was reported on under the Director’s Activities section.

December 2007 Budget Adjustments:  Moved by George Sewell, supported by James Best, to accept the adjustments to the 2007 Budget as presented.  Motion carried unanimously.

Human Resources Administrator Salary Adjustment:  Moved by George Sewell, supported by James Best, that Jim Delaney, Human Resources Administrator, receive a salary adjustment to $59,629 retroactive to his anniversary date.  Motion carried unanimously.

Facilities Administrator Salary Adjustment:  Moved by George Sewell, supported by Ted Kolman, that Michael Way, Facilities Administrator, receive a salary adjustment to $47,379 retroactive to his anniversary date.  Motion carried unanimously.

Summer Reading T-Shirts:  The Library will present “Catch the Reading Bug” summer reading program this summer.  Please leave your T-shirt size and choice of shirt with Donna for ordering purposes.

2008 Mileage Rates:  The Internal Revenue Service issued the 2008 optional standard mileage rates used to calculate the deductible costs of operating an automobile for business, charitable, medical or moving purposes.  Beginning January 1, 2008 the standard mileage rates will be 50.5 cents per mile for business miles driven.

Woodlands Library Cooperative:  No report.

State Support of Public Libraries:  Ishwar reported that the State Librarian is proposing a new formula for the way State Aid is paid out which has not been changed for about 30 years.  Ishwar explained the proposed model and the model proposed by the cooperatives in response to her initial proposal.  She would like to make her decision in 90 days.

Other: Teressa Delph announced the 18th Annual Teressa Delph Essay and Oratorical Contest to be held on Saturday, March 1, 2008 at Jackson Crossing Mall.  She would like to have a library display and a volunteer from the library to act as one of the judges at this contest.

Communications:  George Sewell accepted the reappointment to the JDL Board of Trustees.

Public Forum:  The meeting was opened for public comment.  There were no comments at this time.

Moved by James Best, supported by Darrell Durham, that the meeting be adjourned at 7:14 p.m.  Motion carried unanimously.

Respectfully submitted,

James E. Best
Secretary/Treasurer