June 21, 2010 Library Board Minutes


JUNE 21, 2010

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, and Lawrence S. Sanders
Board Members Absent: George H. Sewell (excused)
Director: Ishwar Laxminarayan
Administrators Present: Vicki Baldwin, Jim Delaney, Elaine Piper, Michael Way
Others Present: Jean Dailey, Administrative Secretary; Lorraine Butchart, Kyle Feldscher, Melissa Peters, Kathy Schoening, Deb Sears, and Donna Smith. 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 May 27, 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:
Database Statistics. Debby Sears distributed information regarding the JDL Databases. Patrons currently have access to sixty-seven databases through JDL and the Library of Michigan (MeLCat). Starting this month, the board will be receiving statistics on database usage.
Summit Branch Presentation. Melissa Peters shared a power point presentation with the board which highlighted the various programs and activities offered at the Summit branch. Highlighted areas included new movie screenings for both adults and children; educational programs such as “Dog Tails” and Sign Language; and summer fun with Summer Reading Programs featuring service dogs, hermit crabs, puppet shows, etc. She is very grateful for the community support through the Friends’ Group, Vandercook Lake Lions Club, and school collaborations. Melissa also noted that the successful programming wouldn’t be possible without the support of the staff, JDL administration and the Board. Deborah Herbert thanked Melissa for her very informative and interesting presentation.

Current Bills: Moved by Jim Best, supported by Teressa Delph, to approve the current bills for May, 2010 as presented. Vicki Baldwin gave a brief review of the current bills and answered questions regarding Health Insurance and Building Additions and Improvement line items. Motion carried unanimously.

Financial Reports: Moved by James Best, supported by Larry Sanders, to approve the current financial reports for May, 2010 as presented. Vicki reviewed the financial reports which reflect the new funds and investments as set at the May 27, 2010 JDL Board meeting. Motion carried unanimously.

Committee Reports:
Facilities Committee: Darrell Durham reviewed the minutes of the June 17, 2010, Facilities Committee meeting which were distributed in the supplemental board packet. Items highlighted from the meeting included the Carnegie Auditorium Project change orders; issues with the auditorium railings and women’s restroom door; branch updates; and the condition of the roof at the Eastern Branch. Bids have been received from roofing companies for the replacement of the Eastern Branch roof.
Per the recommendation of the Facilities Committee, Darrell Durham moved, supported by Ted Kolman, to accept the low bid from Billy White Roofing of $11,972.00 (plus $30.00 per sheet for replacement of any plywood needed and $3.00 per foot for bad boards), for replacement of the roof at the Eastern Branch Library. Motion carried unanimously.

Finance Committee: Ted Kolman reviewed the minutes and discussions regarding revenue forecasting, UBS investment program, new computers, and new projectors, from the June 16, 2010, Finance Committee meeting.
Per the recommendation of the Finance Committee, it was moved by Ted Kolman, supported by Darrell Durham, to approve the purchase of 103 Dell computers at a cost of $66,090.98 to replace the aging Gateway computers system-wide. Motion carried unanimously.
Also, per the recommendation of the Finance Committee, Jim Best moved, supported by Darrell Durham, to approve the purchase of eleven NEC projectors at a cost of $5390.00 for library branch locations. Motion carried unanimously.

Personnel Committee: Teressa Delph reviewed the minutes of the May 27, 2010, Personnel Committee meeting. In addition, the Personnel Committee met prior to this meeting and the minutes will be included in the next board packet.

Director’s Report and Activities: Ishwar highlighted several items from the Director’s Report that was in the board packet including the Summer Reading Program Kick-Off at the Cascades on Saturday; the successful sale of audiocassettes and videotapes held June 5, 2010; the Collections Committee visit to the Kalamazoo Public Library regarding their “Hot Picks” program; the Gillespie Group Carnegie District project; and Staff Development Day held on June 15, 2010. Deborah Herbert and Teressa Delph attended Staff Development Day and were very impressed with the staff and information presented.
Statistics. The May Circulation and Public Computer Usage statistics were discussed. These figures continue to show declines and Ishwar is proposing a board retreat which would focus on these statistics in depth.

Old Business: Woodlands Library Cooperative: Larry Sanders reported that there had not been a meeting since his previous report.

Reciprocal Borrowing Agreement with Albion District Library: The board received and reviewed information about this proposed agreement at the previous board meeting. Ishwar reported that the Albion District Library board approved this agreement at their last meeting. Moved by Jim Best, supported by Ted Kolman, to approve the Agreement between the Albion DistrictLibrary and the Jackson District Library for Reciprocal Borrowing Privileges effective starting July 1, 2010 for one year ending on June 30, 2011. Motion carried unanimously.
Other: There was no other Old Business.

New Business: MERS Hybrid Plan: Moved by James Best, supported by Teressa Delph, to adopt the MERS Hybrid Plan for all full-time employees hired on or after July 1, 2010. Motion carried unanimously.
Fines and Fees Schedule Revision: The proposed Fines and Fees Schedule Revision was tabled for further review and proposed revisions.
Labor Negotiations: Moved by Teressa Delph, supported by James Best, to adjourn into Closed Session for the purpose of discussing labor negotiations. Motion carried unanimously and the board met in closed session from 6:58-7:20 p.m. Moved by James Best, supported by Larry Sanders, to ratify the 2010-2013 labor agreement with the Teamsters, contingent upon their ratification. Motion carried unanimously.
Administrator Salary Adjustment. Moved by Teressa Delph, supported by Larry Sanders, to approve the Personnel Committee’s unanimous recommendation of annual salary adjustments for the Finance Administrator. Motion carried unanimously.
Other: There was no other New Business.

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: Deb Herbert noted that it was great to see Jim Best here after his recent illness. Darrell Durham commended Mike Way, Cunningham Construction, and staff on the successful outcome of the Carnegie Auditorium Project, especially considering the very tight time constraints.

Moved by Larry Sanders, supported by Darrell Durham, that the meeting be adjourned at 7:24 p.m. Motion carried unanimously.

Respectfully submitted,
James E. Best

(Jean Dailey, Recorder)