MINUTES OF THE REGULAR MEETING OF THE BOARD OF TRUSTEES
JULY 10, 2008
CLARE H SERGEANT AUDITORIUM, 244 W. MICHIGAN AVE., JACKSON, MI
Vice President Darrell Durham called the meeting to order at 6:10 p.m.
Absent: Deborah A. Herbert (Excused)
Director: Ishwar Laxminarayan
Administrators Present: Vicki Baldwin, Jim Delaney, Mike Way
Others Present: Donna Smith, Administrative Secretary/Marketing Officer and Lorraine Butchart. Public attendance sign sheet attached to official minutes. .
Consent Calendar: Moved by Teressa Delph, supported by Theodore Kolman, that the consent calendar be approved as presented, inclusive of the Gifts and Donations and Personnel Actions. Motion carried unanimously. Ishwar referred to the minutes on page 3 regarding the new gaming collection. Most of the items have already been checked out per Sara Tackett.
Public Forum: The meeting was opened for public comment. Jim Delaney introduced Jean Dailey as the new Administrative Secretary beginning Monday, July 14. Jean stated that she comes to us from Spring Arbor University’s School of Business, Program Coordinator. Ishwar added that Donna Smith has assumed the Marketing role.
Current Bills: Moved by George Sewell, supported by Lawrence Sanders, that the Board approve the current unaudited bills for June, 2008. Motion carried unanimously.
Financial Reports: Vicki pointed out that the balance sheet reflects a negative in the checking account; however, the deposit made the last day of June had not yet posted. Ishwar stated that we have reached proposed property tax budget for the year. The Board discussed several items on the Financial Statements. Moved by James Best, supported by Theodore Kolman, that the Board approve the unaudited financial reports for June, 2008. Motion carried unanimously.
Facilities Committee: Darrell Durham stated that the Facilities Committee has not met this month. The next Facilities Committee meeting is to be determined.
Finance Committee: James Best reported that the Finance Committee has not met this month and the July 22 was cancelled. The next meeting will be scheduled at a later date.
Personnel Committee: Teressa Delph stated that the Personnel Committee met today at 3:30 pm. The committee discussed retiree health care and new hires. A motion will be brought to the Board later on the agenda. The next meeting is tentatively August 21, 2008 at 4:30 p.m. The minutes will be included in the next Board packet.
Director’s Report and Activities: The complete report is on file. Ishwar stated he was among approximately 2,000 attendees at the Gemini folk singer concert at the Cascades last night. This event was sponsored by JDL as part of the Summer Reading Program.
The community forum that normally meets at Carnegie will do a “Town Hall Night” in Bucky Harris Park on Thursday, August 21 for all the entities that will be on the November ballot. This will be a great opportunity for all to be heard and engage the community.
Concord Branch celebrated its first anniversary with cake and punch and other refreshments.
Henrietta Branch had a decrease in computer usage since we have instituted the new policy requiring a library card for sign-up. This policy was implemented due to some security issues we have had in the recent past. The new policy is working very well system wide and has contributed to a more pleasant atmosphere and much better working conditions.
Meijer Branch had a decline in their used book sales, which demonstrates the challenging economic times.
Jill Mason is leaving the Summit Branch to pursue a graduate degree and Melissa Peters will be moving into the Branch Manager position there.
Lorraine and Ishwar attended the American Library Association Conference in Anaheim, California June 28 through July 2, 2008. Lorraine reviewed her report which is on file in this Board packet. Ishwar reported that at the conference he attended a fundraising workshop and another on funding.
All staff training will be on Tuesday, July 29 at the 1st United Methodist Church 8:30 a.m. to 4:30 p.m. This will be a full day session. All Board members are invited to attend as there will be some very important topics of discussion. Please RSVP to Joyce Betz.
Erica Grimm is the new branch manager at Brooklyn; she will be introduced at the next meeting.
We are hosting a Wizard of Oz program on Friday, August 1 from 7 pm to 10 pm. The library will be transformed into scenes from the movie with prizes, refreshments, games and more.
Circulations statistics are continuing to increase; Lorraine is still working on the new borrower reports. There has been an increase in fines being paid due to the requirement of a library card for patron computer use.
Old Business: NAACP’s Fight for Freedom Fund Banquet: Ishwar explained that this event had been included on the Board agenda last year, but that the meeting had subsequently been cancelled. Hence, Ishwar contacted Teressa and together they made the decision not to sponsor a table. This year Teressa will be honored for a lifetime membership at this banquet. Moved by George Sewell, supported by James Best, that the Board reserve seating for 8 at $600 for the 2008 Fight for Freedom Fund Banquet. Motion carried unanimously. Please RSVP to Jean Dailey.
The Big Read: Donna reported that the Jackson District Library was awarded a $20,000 grant again this year from the National Endowment of the Arts. The Grapes of Wrath was selected because the committee thought it was a very appropriate title given the current economic conditions in Jackson County. The committee is planning many events that will go along with the theme. All JDL branches will hold at least one book discussion and one program. We have contacted Rick Wartzman, author of Obscene in the Extreme: The burning and the Banning of The Grapes of Wrath, to be a keynote speaker at one of our events.
Other: No other old business.
New Business: American Library Association Conference: This was covered earlier in the agenda.
IRS Mileage Rates: Due the rising cost of gasoline, the IRS has announced an increase to 58.5 cents per mile as the standard mileage rate for the final six months of 2008.
Woodlands Library Cooperative: Lawrence Sanders reported that Woodlands has not met this month yet. No report.
Retiree Healthcare – Administration: Jim Delaney explained that last year we discontinued retiree health care for anyone hired on or after July 1, 2007 to mitigate benefit exposure for everyone but administration staff. For administrative consistency and to manage benefits costs, the Personnel Committee unanimously recommends that retiree health care benefits be discontinued for new staff in library Administration hired on or after July 1, 2007. Moved by James Best, supported by Theodore Kolman, that the Jackson District Library discontinue offering retiree healthcare benefits for new Administration staff hired on or after July 1, 2007. 5 yeas, 1 nay (Larry Sanders), motion carried.
Communications: Ishwar stated that along with the listed communications, the library has received a fair amount of press coverage, including the stories about the DVD’s, Chris Sadler from Parma, the Big Read, and Word Wise 2009 announcing the visiting author.
Teressa Delph announced that the 6th Annual HRC picnic will take place at Ella Sharp Park pavilion on Saturday, July 19 from noon to 5 pm. There will be free food, lots of games and prizes. JDL will have a table with giveaways and information.
Public Forum: The meeting was opened for public comment. Lorraine announced that the library will be participating in the American Cancer Society’s Relay for Life on August 1 and 2 at the Cascades. Please see Vicki or Lorraine for contributions or to sign up to walk.
Moved by Lawrence Sanders, supported by Darrell Durham, that the meeting be adjourned at 6:52 p.m. Motion carried unanimously.
James E. Best