March 24, 2011 Library Board Minutes

JACKSON DISTRICT LIBRARY

MINUTES OF THE REGULAR MEETING OF THE BOARD OF TRUSTEES
MARCH 24, 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, Deborah A. Herbert, Theodore R. Kolman, Lawrence S. Sanders (arrived 6:02)
Board Members Absent: Darrell J. Durham, George H. Sewell (both excused)
Director: Ishwar Laxminarayan
Others Present: Donna Smith, Marketing Officer; Vicki Baldwin, Lorraine Butchart, Jim Delaney, Erica Grimm, Elaine, Piper, Mike Way. Public attendance sign in sheet attached to official minutes.

Consent Calendar: Moved by James Best, supported by Ted Kolman, that the consent calendar be approved as presented, inclusive of the minutes of the Special Meeting of March 15, 2011 and the Regular Meeting of February 24, 2011, as well as the Gifts and donations and Personnel Actions. Motion carried unanimously.

Special Announcements/Presentations:
Brooklyn Branch Report: Erica Grimm, Brooklyn Branch Manager, shared background information on the activities and staff of the Brooklyn Branch. . They have been working on teen programming, outreach to local schools and daycares, Early Literacy programs, family friendly seating, slat wall displays, solar shades, carpet upgrade, patron computers and new indoor signage. The board thanked Erica for her branch update.

Current Bills: Moved by Teressa Delph, supported by James Best, to approve the current bills for February, 2011 as presented. Motion carried unanimously.

Financial Reports: Vicki explained the penal fines deposit/adjustment for December, January, February. She also explained the adjustment of $25,000 from strategic initiatives to online databases to enhance our ebook/audiobook collection. We will receive a refund from the County on Sears’ property tax appeal. Ishwar explained the bill being introduced by Representative Poleski that allows entities to opt out of DDA tax captures. Moved by James Best, supported by Ted Kolman, to approve the current financial reports for February, 2011 as presented. Motion carried unanimously.

Committee Reports:
Facilities Committee: In Chairperson Darrell Durham’s absence, Deborah Herbert reviewed the minutes from the Facilities Committee meeting of March 3, 2011 highlighting Mike Way’s study of the Administration building. Mike will email the electronic report to the board. The next meeting has been rescheduled to Wednesday, April 13, 2011 at 4:00 p.m.

Finance Committee:  James Best reviewed the minutes of the March 15, 2011 Finance Committee meeting. The next Finance Committee meeting is scheduled for Tuesday, April 19, 2011 at 2:00 p.m. Jim Best commended Vicki Baldwin on the results of the audit. Vicki Baldwin expanded on the Investment Status report that she handed out. Ishwar stated that all the technology contracts have been signed and submitted for approval.

Personnel Committee: Teressa Delph reported that the Personnel Committee met today to discuss the Public Services Administrator’s contract. The next Personnel Committee meeting is scheduled for Thursday, April 28, 2011 at 4:30 p.m.

Director’s Report and Activities: Ishwar highlighted items from the report that was included in the packet including the very successful Michigan Budget: What would YOU cut? Community Forum with Representatives Earl Poleski and Mike Shirkey and the popular A Taste of Tech program for patrons who need assistance with their electronic devices. Next month’s Community Forum will feature the documentary GASLAND. Other upcoming programs are Jackson and the Civil War on Saturday, April 16 and the Read-a-Thon, kicking off National Library Week, on Saturday, April 9 featuring local celebrities reading to children. Ishwar reminded the board of the upcoming meeting and luncheon on April 15 from 10:00 a.m. to 12:00 with the Community Link Foundation. He also mentioned the latest census resulting in a slight increase in population for the County of Jackson.

There was a general discussion regarding the library system’s statistics for February and the year-to-date figures as well as the new 5-year chart. Lorraine Butchart reported that the Hot Picks are still very popular with both fiction and non-fiction.

Old Business:
Woodlands Library Cooperative: Larry Sanders reported that Woodlands had received a payment from the State of Michigan. He also emphasized the need to continue to engage with our local representatives to restore library funding cuts.

2011 Young Poets Contest: The awards ceremony is Thursday, April 14, 2011 at 6:00 pm in the Jackson High School Auditorium. Deborah Herbert encouraged the board to attend if possible as it is an outstanding program. Senator Mike Nofs will be the guest speaker at the event.

Other: No other Old Business was reported.

New Business:
Public Services Administrator’s Employment Agreement Renewal: The Personnel Committee unanimously recommends a renewal of the Public Services Administrator’s three year Employment Agreement. Teressa Delph moved to approve the unanimous recommendation of the Personnel Committee to renew the Public Services Administrator’s three year Employment Agreement, supported by Ted Kolman. Motion carried unanimously.

Staff Development Day: The Library’s annual Staff Development Day will be held on Tuesday, June 14, 2011 from 8 a.m. to 2 p.m. at Baker College. Library Administration recommends to the Board that the Carnegie, Meijer and Napoleon branches open for business at 3:00 p.m. on Tuesday, June 14, 2011 to enable all staff members to attend the Staff Development Day. Moved by James Best, supported by Teressa Delph to approve opening the Carnegie, Meijer and Napoleon Branches at 3:00 p.m. on Tuesday, June 14, 2011 to enable all staff members to attend the Staff Development Day. Motion carried unanimously.

Investment Recommendations: Deborah Herbert stated that the board reviewed this topic earlier in the meeting and all questions were answered when James Best gave the Finance Committee Meeting report. Ishwar also noted that this information was being provided as a courtesy to the Board since it had delegated day to day management of the investments to the director or his designee.

Other: Ishwar reviewed the article from the Jackson Citizen Patriot regarding the 2010 Census.

Mike reported on the program that he and Donna Smith attended hosted by the Jackson Citizen Patriot. The program addressed the newspaper’s print future and what they are doing to keep up with the electronic age.

Ishwar reminded the board that the Board Retreat is scheduled for Monday, April 18 at 4:00 – 7:00 pm, followed by dinner.

Ishwar thanked Donna Smith for sitting in for Jean Dailey.

Communications: Communications were included in the packet.

Public Forum: Lorraine Butchart announced to the board that former staff member, Karen Moore, had passed away and asked that the board send a sympathy card to her son. Memorial donations can be made to Friends of the Jackson District Library in her name.

Carnegie Book Sale is Friday, March 25 from 9 – 5:30 and Saturday, March 26 from 10 – 4:30.

Trustee Comments: Lawrence Sanders commended Ishwar for his work with the State Legislators. Teressa Delph appreciated being contacted by Jim Delaney regarding Karen Moore’s passing. She was, in turn, able to contact past director, Bescye Burnett.

Moved by Lawrence Sanders, supported by Teressa Delph, that the meeting be adjourned at 7:00 p.m. Motion carried unanimously.

Respectfully submitted,
James E. Best
Secretary/Treasurer
(Donna Smith, Recorder)