January 27, 2011 Library Board Minutes

JACKSON DISTRICT LIBRARY

MINUTES OF THE ANNUAL MEETING OF THE BOARD OF TRUSTEES
JANUARY 27, 2011
CLARE H. SERGEANT AUDITORIUM, 244 W. MICHIGAN AVE., JACKSON, MI

President Deborah Herbert called the meeting to order at 6:00 p.m.

ROLL CALL:
Board Members Present: James E. Best, Teressa T. Delph, Darrell J. Durham, Deborah A. Herbert, Lawrence S. Sanders, and George H. Sewell
Board Members Absent: Theodore R. Kolman (excused)
Director: Ishwar Laxminarayan.
Administrators Present: Vicki Baldwin, Jim Delaney, Elaine Piper, Michael Way
Others Present: Jean Dailey, Administrative Secretary; Lorraine Butchart and Melissa Peters. Public attendance sign in sheet attached to official minutes.

Election of Officers for 2011:

Moved by Darrell Durham, supported by James Best, to elect Deborah Herbert President. Motion carried unanimously.

Moved by James Best, supported by George Sewell, to elect Darrell Durham Vice President. Motion carried unanimously.

Moved by Teressa Delph, supported by George Sewell, to elect James Best Secretary/Treasurer. Motion carried unanimously.

Nominations for Board Committee Chairs were as follows:

2011 Committee Appointments: Deborah Herbert requested board members to inform her if they would like to serve on another committee otherwise committees would stay the same as 2010.

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

Lawrence Sanders moved, Darrell Durham supported, that the meeting be adjourned. The meeting was adjourned at 6:04 p.m.

Respectfully submitted,
James E. Best
Secretary/Treasurer
(Jean Dailey, Recorder)

 

MINUTES OF THE REGULAR MEETING OF THE BOARD OF TRUSTEES
JANUARY 27, 2011
CLARE H. SERGEANT AUDITORIUM, 244 W. MICHIGAN AVE., JACKSON, MI

President Deborah Herbert called the meeting to order at 6:04 p.m.

ROLL CALL:
Board Members Present: James E. Best, Teressa T. Delph, Darrell J. Durham, Deborah A. Herbert, Lawrence S. Sanders, and George H. Sewell
Board Members Absent: Theodore R. Kolman (excused)
Director: Ishwar Laxminarayan.
Administrators Present: Vicki Baldwin, Jim Delaney, Elaine Piper, Michael Way
Others Present: Jean Dailey, Administrative Secretary; Lorraine Butchart and Melissa Peters. Public attendance sign in sheet attached to official minutes.

Consent Calendar: Moved by Teressa Delph, supported by James Best, that the consent calendar be approved as presented, inclusive of the minutes of the Public Hearing and Regular Meeting of December 9, 2010, as well as the Gifts and Donations and Personnel Actions. Motion carried unanimously.

Public Forum: The meeting was opened for public comment. Melissa Peters expressed her gratitude to the Board for their support of the Tuition Reimbursement Program as well as the training opportunities offered to the entire staff. Jim Delaney announced that Melissa is the first JDL employee to receive her MLIS degree through the Tuition Reimbursement Program. Melissa presented the board members with a box of candy.

Special Announcements/Presentations: There were no special announcements or presentations.

Current Bills: Moved by George Sewell, supported by James Best, to approve the current bills for December, 2010 as presented. Motion carried unanimously.

Financial Reports: Ishwar and Vicki Baldwin reviewed the Financial Reports and answered a couple of questions regarding the projected surplus. Moved by Darrell Durham, supported by James Best, to approve the current financial reports for December, 2010 as presented. Motion carried unanimously.

Committee Reports:
Facilities Committee: There was no report as the committee did not meet in January. There will be no February meeting either with the next meeting scheduled for March 3, 2011.
Finance Committee: James Best reported on and reviewed the minutes of the January 18, 2011 Finance Committee meeting. The next Finance Committee meeting is scheduled for February 15, 2011.
Personnel Committee: Teressa Delph reported that the Personnel Committee had just met prior to the Board meeting. She reported that their main topic was the Retiree Health Care issue. In addition, Ms. Delph reviewed the minutes from the December 9, 2010 Personnel Committee meeting.

Director’s Report and Activities: Some of the items from the report that Ishwar highlighted were programs through-out the branches including Movie Nights at Summit, “Just Deserts” at Napoleon, and the Small Business Group meeting at VITA Open House at Carnegie. He also reported that the Henrietta Branch has been rearranged and now has a bigger are for meetings and/or programs. The Taste of Tech program offered by Joyce Betz on Tuesday’s will be featured in the Jackson Citizen Patriot soon as the reporter and photographer attended the last session. Ishwar also noted that the circulation numbers are up for the month over the same period last year, and there was discussion regarding the computer usage statistics. Detailed yearly statistical information will be presented at the March 24, 2011 meeting.

Old Business:
Woodlands Library Cooperative: Larry Sanders reported that at the last meeting the future of cooperatives in Michigan was discussed. He reported that due to very frugal spending and management, Woodlands is one of the few cooperatives in the State that has fund reserves.

Deborah Herbert and Ishwar reported that Woodlands sponsored a meeting with Senator Richardville that they attended last week. He gave very practical advice regarding communicating with legislators. In addition, Deborah also attended a workshop sponsored by the Nonprofit Network on this same topic. Ishwar stressed the importance of using business terms and etiquette when communicating with the Governor’s office and legislators as many of these individuals come from a business background.

Jackson County Chamber MLK Diversity Breakfast: Larry Sanders and Teressa Delph reported that this was a very interesting event with over 400 in attendance. It was very well organized and the speaker was excellent.
Other: There was no other old business.

New Business:
2011 Mileage Rates: The information regarding the 2011 mileage rates was included in the Board packet and reflects a slight increase over the 2010 rate.

Jackson Citizen Patriot Citizen of the Year Community Awards Dinner, February 24, 2011: Moved by George Sewell, supported by Larry Sanders, to purchase two tickets to be used by the Director and Board President to attend this dinner on February 24, 2011. Motion carried unanimously.

Alternate Time for February Board Meeting: Due to the scheduling of the Jackson Citizen Patriot Citizen of the Year Community Awards Dinner on the next regularly scheduled board meeting, it was moved by Larry Sanders, supported by George Sewell, to change the board meeting time to 4:00 p.m. on Thursday, February 24, 2011. Motion passed unanimously.

Board Retreat in March 2011: Board members discussed possible dates for a board retreat in March 2011. It was moved by Darrell Durham, supported by Larry Sanders, to schedule the retreat on Saturday, March 19, 2011 from 9:00 a.m. to noon. Motion carried: Aye – Delph, Durham, Herbert, Sanders, Sewell; Nay – Best.

Administrator Salary Adjustments: The Personnel Committee has discussed their adjustments and recommends their approval. A question was raised by Larry Sanders regarding the amounts associated with this matter. Moved by George Sewell, supported by Teressa Delph, to approve the Personnel Committee’s unanimous recommendation and annual salary adjustments for the Public Services Administrator, the Human Resource Administrator and the Facilities Administrator. Motion carried: Aye – Best, Delph, Herbert, Sanders, Sewell; Nay – Durham. There was general consensus that this matter needed to have further discussion and it was moved by George Sewell, supported by Teressa Delph, to adjourn into Closed Session. Motion carried unanimously. The Board went into closed session to discuss personnel matters at 6:48 p.m.

The Board reconvened at 7:02 p.m. Moved by George Sewell, supported by Jim Best, to rescind the previous motion to approve the Personnel Committee’s unanimous recommendation and annual salary adjustments for the Public Services Administrator, the Human Resource Administrator and the Facilities Administrator. Motion carried unanimously.

Moved by George Sewell, supported by Darrell Durham, that based on favorable performance evaluations , the Personnel Committee unanimously recommends an annual salary adjustment for the Public Services Administrator, the Human Resource Administrator and the Facilities Administrator. Motion carried unanimously.

2010 Budget Adjustments: Ishwar and Vicki reviewed the recommended adjustments to the 2010 budget. Moved by Darrell Durham, supported by Jim Best, to accept adjustments to the 2010 budget as presented. Motion carried unanimously.

Retiree Health Care: Deborah Herbert reviewed the information on the Retiree Healthcare issue: JDL currently has fifteen retirees covered in the healthcare plan and only four (26%) pay any premium share. Because of escalating healthcare expenses and for reasons of equity the Personnel and Finance Committees recommend that premium sharing for all retirees begin this year by phasing-in with a 10% premium share the first year, a 15% premium share the second year and a 20% premium share the third year and ongoing. Moved by George Sewell, supported by Teressa Delph, that the Jackson District Library accept the recommendation of the Personnel and Finance Committees to begin charging health plan premium sharing to all retirees effective March 1, 2011 on a phased-in basis. Motion carried unanimously.

Other: Teressa Delph announced that the 21st Annual Teressa Delph Essay and Oratorical Contest sponsored by the Human Relations Commission will be held on February 26, 2011 at Jackson Crossing. This year’s theme is “What person, famous or not, has inspired you and why?”. The Library usually has a table there to promote JDL services and support the students and will be there again this year. Everyone is invited to attend.

Jim Best reported that he, Larry, Ted and Deb attended a seminar sponsored by the Nonprofit Network on Board Recruitment. Although it was very interesting, they felt that the JDL board was different as members were appointed. There was general discussion concerning this process.

Deb Herbert reported on a proposed donation to the library from Jerry Blanchard, Bob LaZebnik and George Brown of stained glass windows (each approximately 3’ by 4’) commemorating the African American soldiers who have fought in America’s wars. They would like to have these displayed at the Carnegie Branch and will pay to have them installed. Deborah distributed a packet of information regarding this gift and the topic will be on the February meeting agenda. She will share information on when and where the windows can be viewed prior to that meeting.

Communications: Communications were included in the packet.

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

Trustee Comments: Darrell Durham had a question regarding what is included in audio-visuals in the statistics. Lorraine Butchart and Ishwar explained the composition of that category and the evaluation process of the type of audio-visuals offered. There was also general discussion regarding downloadable materials.

Jim Best mentioned that the Christmas Breakfast was very nice and appreciated. A lot of work was put into it and it was very well done.

Moved by George Sewell, supported by Larry Sanders, that the meeting be adjourned at 7:40 p.m. Motion carried unanimously.

Respectfully submitted,
James E. Best
Secretary/Treasurer
(Jean Dailey, Recorder)