May 27, 2010 Library Board Minutes

MAY 27, 2010

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

Board Members Present: James E. Best, Teressa T. Delph, Deborah A. Herbert, Theodore R. Kolman, Lawrence S. Sanders, and George H. Sewell
Board Members Absent:  Darrell J. Durham (excused)
Director: Ishwar Laxminarayan
Administrators Present:  Vicki Baldwin, Jim Delaney, Elaine Piper, Michael Way
Others Present:   Jean Dailey, Administrative Secretary; Lorraine Butchart, Tessa Eger, Kyle Feldscher, Sue Herrington, Diana Hill, Scott McLane, Deb Sears, and Donna Smith.  Public attendance sign in sheet attached to official minutes. 

Consent Calendar:  Moved by Teressa Delph, supported by George Sewell, that the consent calendar be approved as presented, inclusive of the minutes of the Regular Meeting of April 22, 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:
Jackson County Data Network Advisory Board.  Tessa Eger gave a brief overview of the Jackson County Data Network which is partially funded through the United Way.  The Advisory Board composed of representatives from the library and various community agencies meets quarterly and oversees the policies of the Data Network.  Tessa, on behalf of the committee requested that the JDL Board of Trustees appoint a member to serve on the Advisory Committee.  The board was receptive to this request and will discuss this matter later in the meeting.

Presentation of 2009 Audit.  Scott McLane, Markowski and Company, presented the 2009 Audit report by reviewing the audit letters and financial statements.  He complimented the Board and administration for their financial management this past year and expressed appreciation for implementing controls suggested in the 2008 report. The board thanked Scott for his report.

Spring Arbor Branch Presentation.  Diana Hill introduced herself and shared information about the Spring Arbor Branch.  Diana has been employed by JDL since 1996 and has served as Spring Arbor Branch Manager since January 2009.  Exciting facility updates this past year included new carpeting, new shelving, new paint and solar shades.  They have had a lot of programs and activities including a Lego Tournament, Princess Party, Plant Sale and are looking forward to having Nancy Buckland’s dog “Clint” visit during the month of June so that children can read to him.

Current Bills:  Moved by Jim Best, supported by Teressa Delph, to approve the current bills for April, 2010 as presented.  Deb Herbert had a question regarding an entry for Children’s Programs. This was for the Summer Reading Program.  Motion carried unanimously.

Financial Reports:  Moved by James Best, supported by George Sewell, to approve the current financial reports for April, 2010 as presented. Motion carried unanimously. 

Committee Reports: 
Facilities Committee:  The next meeting is scheduled for Monday, June 14, 2010 at 4:00 p.m. in the Administration Building Conference Room.

Finance Committee:  The Finance Committee minutes were included in the packet and briefly reviewed by Jim Best. The next Finance Committee meeting is scheduled for 4:00 p.m. on Wednesday, June 16, 2010 in the Carnegie Auditorium.
Personnel Committee:  The Personnel Committee met prior to this meeting and the minutes will be included in the next board packet.  The next Personnel Committee meeting is scheduled for Thursday, June 17, 2010 at 4:00 p.m. in the Administration Building Conference Room.

Director’s Report and Activities:  Ishwar asked Elaine Piper to give a report on the recent Word Wise Program.  Elaine stated that this program received the highest marks on evaluations that we have ever received for Word Wise.  Although there was a smaller attendance this year than in the past, the program, events and workshops were outstanding.  Everyone enjoyed Jewell Parker Rhodes.  The renovated Auditorium and restrooms worked very well and received many compliments.  It was an excellent luncheon and over $1000 worth of books were sold.

Ishwar reviewed his report in the board packet highlighting the Meijer’s Friends’ Book Sale and the Young Poets Contest Ceremony. Upcoming events included the Open House and Audio Tape/Videotape Sale on June 5th at Carnegie; Staff Development Day on June 15th and the Summer Reading Program Kick-off on June 19th. 

Statistics.  The March and April Circulation statistics were discussed.  Concern was expressed regarding decreasing circulation numbers. “Family Friendly Hours” at all branches, “Hot Picks” program and other options were discussed as avenues to increase circulation.  The public computer use statistics report for April 2010 was presented, reviewed and discussed.

Old Business: 

Carnegie Auditorium Project:  Mike Way thanked everyone for their complimentary remarks regarding this renovation project.  He stated that “it was a good project and there are just a few things that need to be finalized”.  The board commended Mike for his work on this renovation.

Strategic Plan Update: Ishwar reviewed the updated action plans reflecting the progress made through the first quarter of 2010 which were included in the board packet.  Larry Sanders commended the staff for all the work involved with the strategic planning process.

Woodland Library Cooperative: Larry Sanders reported that the financial situation is dire and they are waiting to hear from the state.

Word Wise 2010:  Elaine Piper gave her report earlier in the meeting.

Other:  Ishwar introduced Kyle Feldscher the new Intern from the Jackson Citizen Patriot.

The board took a short break from 7:20 – 7:30 p.m.

New Business:  

Jackson County Data Network Advisory Board: Deborah Herbert volunteered to service on the Jackson County Data Network Advisory Board.

2009 Audit: Moved by James Best, supported by Larry Sanders, to accept the 2009 Audit Report as presented.  Motion carried unanimously.

Retiree Health Care.  Ishwar and Vicki Baldwin discussed the audit recommendations to pay all retiree health care costs through the MERS Trust account at the beginning of the year as funds are available and receive reimbursement from the Trust for the employee health insurance payments periodically during the year.  There was a brief discussion about “lump sum” payment as opposed to monthly payments.

2010 Budget Adjustments.  Ishwar and Vicki reviewed the proposed budget adjustments highlighting the Retirement Account, Retiree Health Care and 2009 Materials Budget Audit Carry Over.  Discussion was held regarding these proposed adjustments.  Ted Kolman stressed the need to analyze our collections inventory and circulation statistics to ensure that we are investing resources in the right materials.  Moved by George Sewell, supported by Larry Sanders, to accept adjustments to the 2010 Budget as presented.  Ayes – Best, Delph, Herbert, Sanders and Sewell.  Nay – Kolman.

Reserve Funds Designations.  Ishwar explained that following discussions at the Finance Committee meeting, they recommend that the Board approve designations of $2,000,000 from the General Fund.  It is recommended that $1,500,000 be designated for the Building Fund for future remodel or renovation opportunities and $500,000 be designated for the Technology Fund for potential upgrades and technological projects.  There was a brief discussion regarding these recommendations in regards to prudent planning and availability to transfer back to the general fund if plans should change.  Moved by Larry Sanders, supported by Jim Best, to approve the reserve fund designations as recommended.  Motion carried unanimously.

Credit Card Policy.  The proposed revised Credit Card Policy was reviewed.  It was suggested to change article 7. to read:  “The Library will use disciplinary measures, including termination, consistent with current law for unauthorized use, and as deemed appropriate by the Board.”  Moved by George Sewell, supported by Jim Best, to approve the revised Credit Card Policy of the Finance Policies for the Jackson District Library as presented and to include the above rewording of Article 7.  Motion carried unanimously.

Proposed Investments.  Ishwar presented the Investment Recommendations as proposed through discussions with the Finance Committee.  Moved by George Sewell, supported by Jim Best, to invest $1,225,000 into the five Financial Institutions as recommended in accordance with the Board Investment Policy.  Motion carried unanimously.

Reciprocal Borrowing Agreement with Albion District Library.  Ishwar reviewed the proposed Reciprocal Borrowing Agreement with Albion District Library that was included in the board packet.  The two library systems share numerous patrons; however, policies are different for materials allowed for circulation.  This is informational only with action to be recommended at the next board meeting.

Staff Development Day:  June 15, 2010.  Moved by George Sewell, supported by Larry Sanders, to approve opening the Brooklyn, Carnegie, Eastern, Henrietta and Meijer branches at 3:00 p.m., on Tuesday, June 15, 2010 to allow all employees to attend Staff Development Day.  Motion carried unanimously.

June Meeting Date.  Moved by Larry Sanders, supported by Ted Kolman, to change the date of the next regularly scheduled Board Meeting from Thursday, June 24, 2010 to Monday, June 21, 2010 due to scheduling conflict with the ALA Conference.  Motion carried unanimously.
Other: No other New Business.

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

Public Forum:  The meeting was opened for public comment.  Lorraine Butchart observed that designated funds may also be used for grants requiring matching funds.  There were no other public comments.

Trustee Comments:  There were no Trustee Comments.

Moved by Larry Sanders, supported by Teressa Delph, that the meeting be adjourned at 8:47 p.m.  Motion carried unanimously.

Respectfully submitted,

James E. Best

(Jean Dailey, Recorder)