MINUTES OF THE REGULAR MEETING OF THE BOARD OF TRUSTEES
JUNE 12, 2008
CLARE H SERGEANT AUDITORIUM, 244 W. MICHIGAN AVE., JACKSON, MI
President Deborah Herbert called the meeting to order at 6:05 p.m.
Absent: Darrell J. Durham (Excused)
Director: Ishwar Laxminarayan
Administrators Present: Vicki Baldwin, Jim Delaney, Elaine Piper, Mike Way
Others Present: Donna Smith, Administrative Secretary. Public attendance sign sheet attached to official minutes. Lorraine Butchart, Kathy Schoening, and Jeff Reichel were present as well. Amy Sayles, former Marketing Officer and Sara Harbison, Jackson Citizen Patriot Intern attended as guests.
Consent Calendar: Moved by Teressa Delph, supported by James Best, that the consent calendar be approved as presented, inclusive of the Gifts and Donations and Personnel Actions. Motion carried unanimously.
Public Forum: The meeting was opened for public comment. Ishwar asked Amy Sayles to attend the Board meeting to give her recognition for all the work she has done for the Jackson District Library and wish her well in her new position at Foote Hospital. Amy thanked the Board for their marketing support and said it was a pleasure working for JDL. The Board acknowledged that Amy did a wonderful job in her tenure.
Ishwar Introduced Kathy Schoening as the Technology Manager. She has assumed charge of the whole technology area and has done a phenomenal job of pulling things together and making sure we are on the right track to the implementation of new and better technology. Ishwar congratulated Kathy on her upgrade. Kathy stated that she was excited to take this position and looks forward to some positive changes.
Jeff Reichel, Napoleon Branch Manager was also introduced and welcomed by the Board.
Current Bills: Moved by George Sewell, supported by James Best, that the Board approve the current unaudited bills for April May. Motion carried unanimously. George Sewell asked if there were something in the library laws that requires separate motions for the bills and financial reports. Vicki will check into this further. Mike Way added that most Boards have to approve the monthly bills.
Financial Reports: Moved by George Sewell, supported by James Best, that the Board approve the unaudited financial reports for May, 2008. Motion carried unanimously. Deborah Herbert asked what the addition of $9,000 was in the Nancy Cross Fund. Vicki stated that this was additional monies awarded the library through the last trust which was approved previously. Ted Kolman asked if the Interest Earned was something we need to be concerned with. Vicki stated that there an adjustment will have to be made as we won’t actually earn our originally budgeted amount of interest. Vicki added that budget adjustments will be made in September after we have had a better picture on the revenue streams for this year. Lawrence Sanders asked about the Co-op reimbursements. Ishwar stated that this was the final refund of the fund balance from Capital Library Cooperative that was due us. The Woodlands co-op is also not planning any new services in view of the uncertainty of state aid and plans to refund its member libraries a portion of their state aid soon after it is received.
Facilities Committee: Ted Kolman reported for Darrell Durham that the Facilities Committee met on June 5 to discuss security issues and the smoking policy. Mike Way updated the committee on the Replacement Reserve Fund. The minutes of the meeting are on file in the current Board packet. The next Facilities Committee meeting is to be determined.
Finance Committee: James Best reported that the Finance Committee met on June 10 and briefly reviewed the issues discussed. Minutes are on file in the current Board packet. The next Finance Committee meeting will be Tuesday, July 15, 2008 at 1:00 pm, but may be subject to change. On Ted Kolman’s suggestion, Ishwar will look into an analysis of computer usage by branch to be added to the facilities cost analysis. Lawrence Sanders commented on the mileage reimbursement for Woodlands meetings. He stated that he was not looking for extra reimbursement, but noted he could not attend additional meetings when asked by Cooperative Director Jim Seidl due to the increase in gas prices and the non-availability of mileage reimbursement.
Personnel Committee: Teressa Delph read the Personnel Committee minutes from May 22, 2008. The next meeting is June 12, 2008 at 4:00 p.m. These minutes are on file in the current Board packet.
Director’s Report and Activities: The complete report is on file. Ishwar stated that we received the bilingual (Spanish/English) computer workstation through a grant requested of the Rotary Foundation. This is located in the Children’s department in the early learning room.
The Concord library’s first anniversary celebration is June 13 from 12-6 pm. Ishwar asked that the Board members be present. Sara Harbison from the Jackson Citizen Patriot is doing a story on the event.
The circulation statistical report in the packet had some discrepancies in the percentages; a new report was distributed. Lorraine Butchart did a fabulous job of bringing this together on such short notice. Circulation continues to grow, both monthly and year to date, with several branches continuing to register some decent increases. Public Computer Use statistics will be included in the next board packet.
Old Business: Non-Smoking Policy: Jim Delaney indicated that all of JDL’s facilities are smoke-free pursuant to policy. To that end, and for the comfort of all patrons and the upkeep of library grounds, smoking is prohibited in any library building and on all library property. Violation of this policy may result in suspension of library privileges. Moved by Lawrence Sanders, supported by James Best, that the Board adopt Jackson District Library’s Non-Smoking Policy as stated above. Motion carried unanimously.
NAACP’s Flight for Freedom Fund Banquet: Ishwar stated that last year we had opted out on this event in view of our budgetary constraints. There is also an option of purchasing individual tickets at $65 each. After much discussion, it was the consensus of the Board that they will revisit this item at the next meeting. Payment for this event would come out of printing and promotions.
Other: No other business was reported.
New Business: Technology Upgrade: Following the approval of Universal Services Funds to fund a major component of the Jackson District Library’s proposed technology upgrade, the Finance Committee met to review and approve the project. This upgrade will significantly enhance the outdated technology infrastructure of the library system and provide greatly expanded benefits and services to the Jackson community. Moved by Lawrence Sanders, supported by Theodore Kolman, that Board approves the recommendation of the Finance Committee to implement the technology upgrade project at each branch on a case-by-case basis to commence no earlier than July 1, 2008. Motion carried unanimously.
Fines and Fees Schedule: Elaine Piper explained that the library has recently added video games to our collection. Since the addition and after much debate, it was decided that the library charge a fee of $1.00 per week to rent the games with a $25.00 fine for replacement if lost. Ishwar added that this is a proactive way to engage teens. Libraries across the U.S. are circulating game collections because many families can not afford to buy them and collections such as these have been very successful. The selection committee requested we use part of our materials budget for a gaming collection which is new this year; therefore the fines and fees schedule needed to be updated. Elaine added that replacement of library cards and flash drive fees were also added for cost recovery purposes. Moved by George Sewell, supported by James Best, that at the recommendation of the Public Services Administrators and Coordinators that the Board approve the updated Fines and Fees Schedule effective Monday, June 16, 2008. Motion carried unanimously.
Fundraising Consultant Agreement: Ishwar stated that in March 2007 the Board approved an arrangement to contract with a Fundraising Consultant for one year to aid the Library in our fundraising efforts. Very little of the allotted contractual time has actually been executed to date. We request that the Board approve an extension of the Fundraising Consultant Agreement until July 1, 2009 under the same terms and conditions as previously approved. Moved by George Sewell, supported by Lawrence Sanders, that the Board approve the extension of the Fundraising Consultant Agreement to July 1, 2009 under the same terms and conditions as approved by the Board in March, 2007.
Woodlands Library Cooperative: Lawrence Sanders reported that Woodlands has not met this month yet. No report.
Other: Ishwar added that he has two items to bring to the Board. He stated that one of the issues we are constantly confronted with is the creation of entities such as Downtown Development Authorities, Local Development Finance Authorities, and Renaissance Zones which are all created for promoting economic development, but earn some of their revenues by capturing taxes that are assessed to public entities such as public libraries. Schools are automatically exempt from those captures, but libraries are not. In view of our budgetary constraints, we can not afford to lose any more of these revenues. These entities capture taxes indefinitely and we have no way to opt out once the entity is created and the tax is captured. After much discussion and numerous presentations, we have come to the conclusion that we have no other option but to opt out of all future tax captures and abatements. . Ishwar presented two resolutions the Board to opt out. One is for Grass Lake Township and the other for Village of Brooklyn. James Best read the resolutions which are on file and can be viewed at the Administration offices of the Jackson District Library. Moved by George Sewell, supported by James Best, that the Board adopts Resolution (06-08.2) Opt-Out Tax Exempt Resolution Village of Brooklyn DDA (spell this out). Motion carried unanimously.
Moved by George Sewell, supported by Theodore Kolman, that the Board adopts Resolution (06-08.1) Opt-Out Tax Exempt Resolution Grass Lake Charter Township LDFA (spell this out). Motion carried unanimously.
Communications: Ishwar stated that communications included were a very nice Thank You to Patty Snoblen and the Meijer staff from Flora List School as well as some very nice Word Wise photos.
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 6:52 p.m. Motion carried unanimously.
James E. Best