May 28, 2009 Library Board Minutes


MAY 28, 2009

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

Board Members Present: James E. Best, Teressa T. Delph, Darrell J. Durham, Deborah A. Herbert, Theodore R. Kolman, Lawrence S. Sanders, and George H. Sewell
Board Members Absent: None
Director: Ishwar Laxminarayan.
Administrators Present: Vicki Baldwin, James Delaney, Elaine Piper and Michael Way
Others Present: Jean Dailey, Administrative Secretary; Heidi Fenton; Steven George; Juli Kolbe; Scott McLane; Donna Smith and Marcia Young. Public attendance sign in sheet attached to official minutes.

Consent Calendar: Moved by Teressa Delph, supported by Lawrence Sanders, that the consent calendar be approved as presented, inclusive of the minutes of the Regular Meeting of April 23, 2009, as well as the Gifts and Donations and Personnel Actions. Motion carried unanimously.

Public Forum: Vicki Baldwin introduced Juli Kolbe, Jackson County Director of Equalization, who gave a very informative presentation on Jackson County's equalization report including how property taxes are assessed and what effect this will have on the library now and in the future. Property Tax predictions for 2009 contain a .43% increase in property tax revenue; however, the following two years' steadily declining property tax receipts are projected. 2010 and 2011 budget years have an estimated 9-10% decrease. (Printed PowerPoint presentation is attached to official minutes.)

Current Bills: Moved by Darrell Durham, supported by George Sewell, to approve the current bills as presented. Discussion was held regarding the charges reflected on Contracted Services and Gifts and Memorials. Motion carried unanimously.

Financial Reports: Moved by George Sewell, supported by James Best, to approve the current financial reports as presented. There was discussion regarding Wages and Salary, Fiber Optics, Big Read and Penal Fines. Motion carried unanimously.

Committee Reports: Facilities Committee: Darrell Durham reported that the Facilities Committee had not met since the previous board meeting. There will be a meeting scheduled in June.

Finance Committee: James Best reported that the Finance Committee has not met since the previous board meeting. The next committee meeting is scheduled for June 9, 2009 at 2:00 p.m. in the Administrative Conference Room.

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. She reviewed the minutes from the April 23, 2009 meeting which were also included in the board packet.

Director's Report and Activities: The report was included in the packet. Ishwar highlighted the very successful Word Wise program and asked Elaine Piper to report on this event. Elaine stated that we had an unusually huge turnout with over 300 people in attendance at the Friday evening Book Signing and Reception, Saturday Workshops at capacity with 86 attendees, and 250 served at the Saturday Luncheon. This was a very successful event with all positive comments for authors Diana Gabaldon and Beverly Jenkins. Led by Bagpiper, Bob Doppleman, the bagpipe procession from the Carnegie Library to the church for the luncheon, stopped traffic and drew a great deal of attention. She shared pictures from the event with the Board. The committee was great - helpful, hard workers, creative and cooperative.
Complimentary comments have been posted on the JDL website and other letters are in the board packet. Ishwar stated that this was an excellent, quality program.

Statistics - An updated Statistics report for April was distributed.

2008 Audit Report: Ishwar requested that the 2008 Audit be moved to this point in the meeting. The Board agreed and Scott McLane presented his report. He complimented the Board and administration for their financial management this past year in view of all the challenges faced. Scott reviewed the audit letters and financial statements. The board thanked Scott for his report. Moved by George Sewell, supported by James Best, to accept the 2008 Audit Report as presented. Motion carried unanimously.

Eastern Branch Presentation - Steven George reported on the Eastern Branch and shared a PowerPoint presentation (attached to the official minutes) featuring branch statistics, staffing, meeting space, displays, school partnerships, community involvement and programming. The board thanked Steve and his branch for all their successes.

Old Business: Economic Stimulus Package Update: No update at this time.

Legislative Update: No update at this time.

Word Wise 2009: Elaine Piper reported on Word Wise 2009 as part of the Director's Report.

Finance Administrator Contract Renewal and Salary Adjustment: The Personnel Committee unanimously recommends a renewal of the Finance Administrator's three year Employment Agreement and annual salary adjustment Moved by Teressa Delph, supported by George Sewell, to approve the unanimous recommendation of the Personnel Committee to renew the Finance Administrator's three year Employment Agreement, and also their salary recommendation. Motion carried unanimously.

Other: Marcia Young reported that she had taken part in a radio interview for National Public Radio regarding the Big Read. This interview will be broadcast on Friday afternoon on the "Here and Now" show. In addition, Donna and Marcia participated in a panel discussion about Big Read activities at a Library Conference in Ann Arbor last Saturday with a representative from the National Endowment for the Arts.

New Business: 2008 Audit: The presentation by Scott McLane with Markowski & Company CPAs, of the 2008 Audit report is recorded under the Director's Report portion of these minutes.

Woodlands Library Cooperative: Lawrence Sanders reported that Woodlands is still awaiting more definite information from the State of Michigan regarding the state aid allocations.

Staff Development Day, June 16, 2009: Moved by George Sewell, supported by Teressa Delph, to approve closing the Carnegie, Eastern, Meijer, Brooklyn, and Henrietta branches on Tuesday, June 16, 2009 to allow all employees to attend Staff Development Day. Motion carried unanimously.

June Meeting Date: Moved by Darrell Durham, supported by Teressa Delph, to reschedule the June 2009 board meeting from June 11 to June 25, 2009. Motion carried unanimously.

Board Retreat Date: Moved by George Sewell, supported by James Best, to schedule a Board Retreat for Tuesday, June 23, 2009 from 3:00-7:00 p.m. in the Clare H. Sergeant Auditorium at the Carnegie Library. Motion carried unanimously.

Other: Donna Smith introduced Heidi Fenton, a Central Michigan University student majoring in Journalism. Heidi will be serving as an Intern for the Jackson Citizen Patriot and will be reporting on library activities.

Ishwar updated the Board regarding the recent Broadband Summit he attended in Lansing. Community collaborations are being encouraged to prepare proposals for possible funding opportunities. He will have more information to present at a future board meeting.

Communications: The communications were included in the board packet.

Public Forum: The meeting was opened for public comment.

Donna Smith reported that the Jackson Citizen Patriot is changing their format for community activity updates. Library events will be published on the Book Page in the Sunday edition instead of daily in the "Your Four-Day Outlook" column on Page 2.

Jim Delaney announced that two interns from Michigan Works will be working at the Administration Offices for the next three months.

Moved by Lawrence Sanders, supported by James Best that the meeting be adjourned at 7:46p.m. Motion carried unanimously.

Respectfully submitted,

James E. Best