January 28, 2010 Library Board Minutes

JACKSON DISTRICT LIBRARY

MINUTES OF THE ANNUAL MEETING OF THE BOARD OF TRUSTEES
JANUARY 28, 2010
CLARE H. SERGEANT AUDITORIUM, 244 W. MICHIGAN AVE., JACKSON, MI


Vice President Darrell Durham called the meeting to order at 6:07 p.m.


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


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


Teressa Delph nominated Darrell Durham for Vice President, Moved by James Best, supported by George Sewell, to elect Darrell Durham Vice President. Darrell Durham nominated Ted Kolman who declined. Motion to elect Darrell Durham as Vice President carried unanimously.


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


Nominations for Board Committee Chairs were as follows:
Finance Committee - Teressa Delph nominated Jim Best. Darrell Durham nominated Ted Kolman who declined. Moved by Lawrence Sanders, supported by Teressa Delph to re-elect Jim Best as Finance Committee Chair. Motion carried unanimously.
Personnel Committee – Lawrence Sanders nominated Teressa Delph. Moved by Lawrence Sanders, supported by Ted Kolman to re-elect Teressa Delph as Personnel Committee Chair. Motion carried unanimously.
Facilities Committee – Lawrence Sanders nominated Darrell Durham. Moved by Ted Kolman, supported by Teressa Delph to re-elect Darrell Durham as Facilities Committee Chair.


The meeting was opened for public comment. Jim Best questioned if Deb Herbert had been contacted about her interest in serving as an officer. Darrell assured everyone that we had contacted her and she indicated that if elected she would be honored to serve.

George Sewell moved, James Best supported, that the meeting be adjourned. The meeting was adjourned at 6:18 p.m.


Respectfully submitted,
James E. Best
Secretary/Treasurer

MINUTES OF THE REGULAR MEETING OF THE BOARD OF TRUSTEES
JANUARY 28, 2010
CLARE H. SERGEANT AUDITORIUM, 244 W. MICHIGAN AVE., JACKSON, MI


Vice President Darrell Durham called the meeting to order at 6:18 p.m.


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


Darrell Durham read an email from Deb Herbert expressing her apologies for not being able to attend this evening’s meeting due to illness. She especially wanted to apologize to the Task Force Chairs for missing their reports.


Consent Calendar: Moved by Lawrence Sanders, supported by James Best, that the consent calendar be approved as presented, inclusive of the minutes of the Public Hearing and the Regular Meeting of December 10, 2009, as well as the Gifts and Donations and Personnel Actions. Ishwar highlighted several of the donations that had been received. Motion carried unanimously.


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


Current Bills: Moved by Teressa Delph, supported by George Sewell, to approve the current bills for November and December 2009 as presented. Motion carried unanimously.


Financial Reports: Moved by George Sewell, supported by Jim Best, to approve the current financial reports for November and December 2009 as presented. There was a short discussion regarding the procedure for budgeting for replacement materials. Motion carried unanimously.


Committee Reports:
Facilities Committee: Darrell Durham reported that the Facilities Committee minutes were in the board packet. Most board members had been in attendance and the committee reviewed the current projects. The next meeting is tentatively scheduled for Tuesday, February 9, 2010 at 4:00 p.m.


Finance Committee: James Best reported that the Finance Committee had met on January 20, 2010 and the minutes were included with the Board packet. Topics discussed included the Grass Lake Charter Township DDA, Brooklyn DDA, MERS 2010 Contributions and the financials for November and December, 2009. he next meeting is tentatively scheduled for February 16, 2010 at 2:00 p.m.

Personnel Committee: Teressa Delph reviewed the Personnel Committee minutes from December 17, 2009. Minutes of the meeting are on file in the Board packet.


Director’s Report and Activities: The report was included in the Board packet. Ishwar highlighted the new computer reservation system (CASSIE) and reported that everyone is very pleased with this product. Our new branch managers at Henrietta, Napoleon and Grass Lake are off to a good start with lots of quality programs. There are several upcoming events and the board is invited to participate and help to staff booths. Donna will speak to the events during her report. Due to the transition to the new computer reservation system, we won’t have computer usage statistics until the next meeting. Circulation statistics show growth, especially in the area of books. Audio books, dvds are experiencing a decrease as more patrons are going to downloadable media.


Old Business: Strategic Plan Update – Ishwar provided a brief summary of the priorities identified during the Strategic Planning Session and the creation of the Task Forces. Kathy Schoening (Technology Chair), Mike Way (Facilities Chair), Sara Tackett (Early Literacy Chair), Debby Sears (Information Fluency Chair), Elaine Piper (Operations Chair), and Lorraine Butchart for Steve George (Service Delivery Chair) reviewed the Task Force Action Plans that were included in the Board packets.


Woodlands Library Cooperative: Larry Sanders reported that he attended the Woodlands Library Cooperative meeting on January 21, 2010 and updated the board as to the topics which were discussed.


Big Read: Donna Smith distributed the Big Read materials to the board members and highlighted several of the upcoming events. The Kick-Off will be held on February 27, 2010 at Jackson High School with Senators Randy Richardville and Mike Nofs, as well as Representative Griffin participating. Donna announced that the 2011 Big Read grant application is being prepared.


Other: Ishwar gave a brief legislative update. The Governor will give her State of the State Address on February 3, 2010. We are already looking at a 20% reduction across the board with the overall budget deficit projected to be in the $1.7 billion range. In addition, this is the year when 29 of the 38 senators are up for re-election as well as 40 of the 110 house members are up for re-election.


New Business: 2010 Mileage Rates: The information regarding the 2010 mileage rates was included in the Board packet.


Jackson Citizen Patriot Citizen of the Year Community Awards Dinner, February 25, 2010: Moved by George Sewell, supported by Ted Kolman, to purchase two tickets to be used by the Director and Board President to attend this dinner on February 25, 2010. Motion carried unanimously.


Alternate Date for February/March Board Meetings: Moved by Ted Kolman, supported by Jim Best, to combine the February and March Board Meetings (due to scheduling conflicts) to meet on March 11, 2010. Motion carried unanimously.

Other: Mike Way presented bids received for Public Computer Chairs. These are the chairs that the Facilities Task Force recommended unanimously that are used at JCC. He recommended the purchase of these chairs through Kentwood Office Furniture. Moved by Larry Sanders, supported by Ted Kolman, to purchase the computers chairs as recommended. Motion carried unanimously.


Communications: Darrell Durham and Ted Kolman were both reappointed to the JDL Board of Trustees. Other communication is in the board packet.


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


Moved by George Sewell, supported by Jim Best, that the meeting be adjourned at 8:10 p.m. Motion carried unanimously.


Respectfully submitted,
James E. Best
Secretary/Treasurer