April 22, 2010 Library Board Minutes

JACKSON DISTRICT LIBRARY

MINUTES OF THE REGULAR MEETING OF THE BOARD OF TRUSTEES
APRIL 22, 2010
MCINTYRE ROOM, 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 (6:10 p.m.), 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; Jake Bolitho, Kate Burns, Lorraine Butchart, Donna Smith, and Sara Tackett.  Public attendance sign in sheet attached to official minutes. 

Consent Calendar:  Moved by George Sewell, supported by Teressa Delph, that the consent calendar be approved as presented, inclusive of the minutes of the Regular Meeting of March 11, 2010, 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.

Special Announcements/Presentations: Sara Tackett presented information on grants which have been received over the past few weeks.
•    We the People.  Five branches will be presenting programming through the ”A More Perfect Union” Bookshelf received from the National Endowment for the Humanities. This bookshelf includes a set of seventeen hardcover books as well as a number of bonus selections including The Civil War: A Film by Ken Burns that comes with performance rights.
•    Prime Time Reading.  This is a $9,000 grant through the Michigan Humanities Council which will support workshops for parents and children.  We will be partnering with a Humanities Scholar, Thomas A. McMillen-Oakley, Assistant Professor of Studio Art, Jackson Community College; and a storyteller, Judy Gail Krasnow.
•    Great Parents, Great Start.  Through the Jackson County Intermediate School District an $8,023 grant was awarded for the Every Child Ready to Read program.
•    Leveled Reader.  The Napoleon Branch will be partnering with the Napoleon Schools to house a collection of Easy Reader Books.  Nancy Evanson, Reading Recovery Coordinator for Napoleon Schools, raised $7,000 to get this program started.

Current Bills:  Moved by Teressa Delph, supported by George Sewell, to approve the current bills for February and March, 2010 as presented.  Motion carried unanimously.

Financial Reports:  Moved by James Best, supported by Darrell Durham, to approve the current financial reports for February and March, 2010 as presented.  There was a brief discussion regarding Property Taxes, Income, Data Lines, and Retirement accounts. Vickie Baldwin gave a brief overview of the 2009 Fund Statements.  Motion carried unanimously. 

Committee Reports: 
Facilities Committee:  Darrell Durham reviewed minutes from the Facilities Committee meeting held on April 14, 2010 and highlighted the water main situation at the Carnegie Library. .  These minutes are in the board packet.

Finance Committee:  Jim Best’s reviewed the minutes from the April 15, 2010 meeting. He noted that Ishwar had approved the allocation of $4000 from the Strategic Initiatives (101-799) account to provide a matching contribution to the Prime Time Family Reading grant that the library had recently received from the Michigan Humanities Council.  The minutes are in the packet and the next Finance Committee meeting is scheduled for 2:00 p.m. on Tuesday, May 18, 2010.
 
Personnel Committee:  Teressa Delph reviewed the April 14, 2010 Personnel Committee minutes which were in the packet.  The next Personnel Committee meeting is scheduled for Thursday, May 20, 2010 at 4:00 p.m.

Director’s Report and Activities:  The report was included in the Board packet.  Ishwar highlighted the small business start-up classes scheduled to be held at Carnegie in June, September and December; the VITA program, the conclusion of the Big Read, the Young Poets 2010 Ceremony on April 27th; Word Wise scheduled for May 14-15, and the Open House and Tape Sale set for June 5, 2010.  He also spoke briefly of the PLA Conference which he recently attended and the dinner with Alice Walker, author of The Color Purple.

Circulation and public computer use statistics for March 2010 were discussed.

Parma Branch Presentation.  Parma Branch Manager, Kate Burns updated the board on activities at the Parma Branch.  Two new employees (a LA1 and Page) were recently hired and are working out very well.  Over the past few months the branch has been rearranged to create a more welcoming and open environment as well as experimenting with new programming opportunities.  Kate is working closely with the schools and the local newspaper which has offices across the street from the library.  

Old Business:  Carnegie Auditorium Project:  Mike Way gave a report on the construction project which is on target for completion by May 1, 2010.

Strategic Plan Update: Ishwar reported that all the Task Forces have been hard at work.  The May board packet will include the updated action plans reflecting the progress made through the first quarter of 2010.

Woodland Library Cooperative: Larry Sanders reported on the meeting.  The state aid cuts will have a direct impact on Woodlands’ services.  The financial situation is dire and they are dipping into the reserves.  Ishwar reported that they are trying to confront the challenges; however, there will be a number of changes.

The Big Read:  Donna Smith presented a wrap-up of the Big Read activities.  Approximately 630 people participated in the programs that culminated with the Wizards Ball.  She announced that Patty Snoblen will chair the programming for next year’s Big Read and that we should hear soon about the grant application.

Young Poets 2010 Contest:  Jean Dailey invited the Board members to participate in the Young Poets 2010 Awards Ceremony to be held April 27th at 6:00 p.m. at Jackson High School.  Student authors of the winning entries will receive gift certificates from Best Books, certificates of appreciation, and ribbons. Their poetry readings will be recorded for podcast on the JDL website.  There were 764 entries from all Jackson County school districts, parochial and charter schools as well as homeschooled students.

Books on Tape/Videotapes:  Ishwar announced that on June 5, 2010, there will be a sale of the withdrawn Books on Tape and Videotapes.  This will be held in conjunction with the Open House for the renovated Auditorium project.

Other:  Elaine Piper reported on Word Wise to be held on May 14-15, 2010.  Jewell Parker Rhodes is the featured author.  The menu has been finalized and will feature a Creole theme.  Donna has mailed over 500 invitations to this event, as well as press releases, brochures and advertisements.

New Business:   Administrator Salary Adjustments: Moved by George Sewell, supported by Teressa Delph, to approve the Personnel Committee’s unanimous recommendation and annual salary adjustment for the Public Services Administrator, the Human Resources Administrator, and the Facilities Administrator.  Motion carried unanimously.

Labor Negotiations – Closed Session: Moved by George Sewell, supported by Jim Best, to adjourn into Closed Session for the purpose of discussing Labor Negotiations.  Motion carried unanimously.  Adjourned into Closed Session at 7:35 p.m.

The Regular Meeting reconvened from Closed Session at 8:05 p.m.

Other: Moved by George Sewell, supported by Lawrence Sanders, to ratify the 2010-2013 labor agreement with the MEA.  Motion carried unanimously.

Communications:  Copies of Communications were included in the board packet.

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

Trustee Comments:  This is a new section of the meeting to allow trustees to share observations, comments or concerns.
•    Larry Sanders thanked the staff for all their hard work.  “Everyone is doing a great job.”
•    There were no other Trustee Comments.

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

Respectfully submitted,


James E. Best
Secretary/Treasurer

(Jean Dailey, Recorder)