April 23, 2009 Library Board Minutes


APRIL 23, 2009

President Deborah Herbert called the meeting to order at 6:02 p.m.

Board Members Present: James E. Best, Teressa T. Delph, Darrell J. Durham, Deborah A. Herbert, and Lawrence S. Sanders, George H. Sewell
Board Members Absent: Theodore R. Kolman (excused)
Director: Ishwar Laxminarayan.
Administrators Present: Vicki Baldwin, James Delaney, Elaine Piper and Michael Way
Others Present: Jean Dailey, Administrative Secretary; Heather Guenther, Jeff Reichel, Chris Sadler, Donna Smith and Marcia Young. 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 Regular Meeting of March 16, 2009, 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 Lawrence Sanders, to approve the current bills as presented. Motion carried unanimously.

Financial Reports: Moved by Darrell Durham, supported by James Best, to approve the current financial reports as presented. There was discussion regarding Building and Grounds Contracted Services account. Vicki stated that expenses totaling $7000 will be moved from Building and Grounds Contracted Services to Building and Grounds Building Additions and Improvements to better reflect the expenditures. Motion carried unanimously.

Committee Reports: Facilities Committee: Darrell Durham reviewed the minutes from the April 2, 2009, 4:00 p.m. at the Summit Branch. Since the meeting, the roof at the Grass Lake Branch has been patched and they are getting bids to replace it this summer. Mike Way reported that he and Ishwar will attend the Library Journal's Design Institute on "Going Green," May 8, 2009 in Arlington, Virginia. JDL is one of five libraries, nationwide, to have a project selected for a case study at the conference. Library Journal will be matching our project with an architectural firm who will work with Mike on the Carnegie project to develop some preliminary designs and plans to make this project energy efficient.

Finance Committee: James Best reported that the Finance Committee has met twice since the last board meeting, on March 17th and April 21st. He reviewed the minutes and highlighted subjects from both of the meetings.

Personnel Committee: Teressa Delph reported that the Personnel Committee had met prior to the board meeting and that the minutes would be included with the next board packet.

Director's Report and Activities: The report was included in the packet. Ishwar highlighted the Hanover Branch Teen Programs, Big Read Programs, and articles in the Washington Post, Library Journal and the Woodlands Cooperative Newsletter.

Statistics - Lorraine updated the February report to reflect a correction in the percentage area on Juvenile Books. The formula in this area was wrong. She also noted that the statistics do not included electronic books circulation at this time. There is a slight decline in the March statistics compared to March 2008 and it is being monitored. Computer use statistics continue to increase.

Napoleon Branch Presentation - Jeff Reichel reported on the Napoleon Branch and shared a PowerPoint presentation featuring various programs, activities, photos and patrons. His report focused on four main areas: programming in the past year, community involvement, changes made and upcoming changes. Successful programs have included thirteen Summer Reading programs, Writers' Workshop and Master Gardener. In addition, Jeff has represented the Library and participated in community programs such as PTO Meetings, Chili Cook-offs, Citizen's Committee, and Schools, Reading Programs at Napoleon schools and March Reading Month activities including presenting on the Summer Reading Program and giving out Young Poets Participation certificates to Napoleon students.

Some recent changes at the branch include a new LA1, an expanded Graphic Novels section, a new Book Sale Cart, and organized storage space. Upcoming changes and goals focus on more community involvement, an internal drop box, signage, slat board on end caps, relocation of the circ desk and increased programming. The board thanked Jeff and complimented him on his good work.

Old Business: Economic Stimulus Package Update: Ishwar participated in a teleconference with other nonprofit organizations that also submitted shovel ready projects. Most of the projects submitted to the state will not be funded; however there are many grant opportunities that will be available; especially for collaborative community efforts.

Legislative Update: The future of State Aid is still uncertain.

Big Read: Donna Smith and Marcia Young were present to update the Board on a very successful Big Read. Donna reported on marketing efforts which included flyers, bookmarks, billboards around the county, an events' brochure, radio ads, newsletter, Kick-Off posters displayed at community organizations and branches, ads in the Citizen Patriot, and free advertising on JTV for the month of March. The closing event featured the Young Poets Contest Award Ceremony. There was an excellent turnout of over 225 students, families, teachers and friends that was held March 26th at Jackson High School. Jill Cline spoke to the group, Joyce Betz made podcasts of forty-one students reading their poems and these are posted on the JDL website, there was depression era music by Ernie Velasco and 70 pizzas were donated by 10 area pizzerias. A poetry booklet, signed by the young poets, was sent to President Obama via Congressman Mark Schauer. Donna thanked Deb Herbert, Elaine Piper, Joyce Betz, Jean Dailey, Sara Tackett, Vicki Baldwin, Chris Sadler, Sue Herrington, Brittany Sssex and Marcia Young for their help with this event.

Marcia expressed her appreciation to Donna and everyone who participated in the Big Read programming. The Kick-off on February 28th featured a Service Fair and depression era music. Additional programs included Kit Kitteridge American Girl Party, film showings at the Michigan Theatre, Rick Wartzman, and Bill Jamerson. All the branches had special Big Read programs and we had a number of schools who also participated this year with presentations by Bill Jamerson and Rick Wartzman. Special programming that addressed poverty issues in Jackson County included providing information to struggling families at the Service Fair during the Kick-off, the Big Read Food Drive and Consumers Energy which raised $2000 for the Salvation Army as part of their Big Read promotion. Marcia had a great time and is looking forward to continuing with Big Read programs in the future. The Board praised Donna, Marcia and their committee for a job well done!

Other: There was no other Old Business.

New Business: Woodlands Library Cooperative: No Report.

Woodlands Plan of Service: Moved by Darrell Durham, supported by Teressa Delph, to ratify the Woodlands Library Cooperative Plan of Service. Motion carried unanimously.

Finance Administrator Contract Renewal and Salary Adjustment: Deb Herbert reported that due to time limitations, the Personnel Committee was not able to adequately discuss this issue to make a recommendation. This item will be tabled until after the next Personnel Committee meeting.

9th Annual Word Wise: Elaine Piper reported that the 9th Annual Word Wise ill be held May 8-9, 2009 with Diana Gabaldon as the featured author. Registrations are headed toward record attendance with people coming from Colorado, Ohio, Pennsylvania, Virginia and Canada. She has already received a thank you note from a patron thanking the Library for bringing Diana here. There will also be a bagpiper coming on Saturday who will lead the participants from the workshops at Carnegie to the luncheon at the First United Methodist Church.

Other: There was no other New Business.

Communications: The communications were included in the board packet.

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

Moved by Lawrence Sanders, supported by George Sewell that the meeting be adjourned at 7:18 p.m. Motion carried unanimously.

Respectfully submitted,

James E. Best