July 28, 2011 Library Board Minutes

MINUTES OF THE REGULAR MEETING OF THE BOARD OF TRUSTEES
JULY 28, 2011
CLARE H. SERGEANT AUDITORIUM, 244 W. MICHIGAN AVE., JACKSON, MI

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

ROLL CALL:
Board Members Present: James E. Best, Teressa T. Delph, Deborah A. Herbert, George H. Sewell
Board Members Absent: Darrell J. Durham, Theodore R. Kolman, Lawrence S. Sanders (all excused)
Director: Ishwar Laxminarayan.
Administrators Present: Jim Delaney, Sara Tackett, Mike Way
Others Present: Jean Dailey, Administrative Secretary; Lorraine Butchart, Frances Champney, Steven George, Melissa Peters, Kathy Schoening, Donna Smith. Public attendance sign in sheet attached to official minutes.

Consent Calendar: Moved by Teressa Delph, supported by Jim Best, that the consent calendar be approved as presented, inclusive of the minutes of the Regular Meeting of June 23, 2011, 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:
Special Presentation - Frances Champney presented information she had researched regarding six of the JDL branches (Concord, Hanover, Henrietta, Napoleon, Parma and Springport). She visited these branches and reported that all of them were busy when she was there. In addition, she provided figures obtained from each of the townships reflecting the amount of property tax collected for the library as well as the cost to JDL in the areas of rent, utilities and maintenance at each location. It is her feeling that each of these branches fulfills real needs in their communities and should not be closed. The board thanked her for her presentation. (A copy of the presentation is attached to the official minutes.)

Tribute to former board Member, Merrie Patch – Board members and staff shared memories of Mrs. Patch noting her dedication and love for the library. The family has designated Jackson District Library for a memorial in her name.

Eastern Branch Presentation – Steven George gave a PowerPoint presentation on the Eastern Branch. He highlighted the staff, changes in the areas of technology, strategic planning and days/hours open. Other information he presented included programs, outreach activities, statistics and challenges faced by Eastern Branch and the library system due to demographics and economic conditions. The board thanked Steve for his presentation.

Current Bills: Moved by George Sewell, supported by Jim Best, to approve the current bills for June 2011 as presented. Motion carried unanimously.

Financial Reports: Ishwar answered questions regarding the property taxes, building fund, and investments line items. Moved by Jim Best, supported by Teressa Delph, to approve the current financial reports for June, 2011 as presented. Motion carried unanimously.

Committee Reports:
Facilities Committee: The Facilities Committee did not meet this month.
Finance Committee: James Best reported that the Finance Committee did not meet this month.
Personnel Committee: Teressa Delph stated that the minutes from the Personnel Committee meeting on June 22, 2011 were included in the packet. The committee met earlier today and discussed policies, marketing and collaborations. These minutes will be in next month’s packet.

Director’s Report and Activities: Branches are busy with Summer Reading programs and activities. Ishwar was a judge for the Lego Contest held at the Concord Branch yesterday and was very impressed with the creativity and designs representing international monuments such as the White House, Mackinac Bridge, Eifel Tower, etc. He also reviewed a number of different programs that had been held recently in various branches including the Alpacas at Meijer and the community garden at Henrietta. Sue Weible, branch manager at Grass Lake recently presented a history program at Vista Grande Villa.

Statistics May 2011: Circulation statistics continue to increase across all formats which is very encouraging and are up 11% for the year-to-date. It was also noted that computer use continues to show steady growth.

Old Business:
Woodlands Library Cooperative: In Larry Sanders’ absence, Ishwar reported that the cooperative had passed their budget. There will be some changes in the reimbursement process which will result in new line items for the library’s 2012 budget.

Summer Reading Program Activities: Sara Tackett reported that we are now two-thirds of the way through the 2011 Summer Reading Program. Programs and activities have been well received at all locations. She invited the board to attend any of the programs they would find interesting as well as the Family Night which JDL will sponsor at the Cascades on August 17. She also reported on the JDL Bucks, which are teen prizes that may be used for video games and/or movie rentals as well as toward payment of fines.

Other: There was no other old business.

New Business:
Blackman Charter Township LDFA: Ishwar provided information on the Blackman Charter Township LDFA. The County has elected to Opt-Out of this LDFA and the JDL Board’s past precedent is to opt-out of these types of local development authorities. Ishwar stated that there are still questions being investigated and more information will be forthcoming. If the situation changes, the proposed Opt-Out Tax Exempt Resolution allows for the formulation and execution of an inter-local agreement if the board would so desire. Moved by James Best, supported by Teressa Delph, that the Board adopts Resolution (07-11.1) Opt-Out Tax Exempt Resolution, Blackman Charter Township Proposed Amendment to the Tax Increment Financing and Development Plan for the Local Development Finance Authority. Motion carried unanimously. (A copy of this resolution is attached to the official minutes.)

Service Policies: The proposed policies for Computer, Electronic Communications and Voice Mail; Social Media; and Young Adult Library were included for review in the board packet. George Sewell stated that the Personnel Committee reviewed these policies and recommends their approval. Moved by George Sewell, supported by Teressa Delph, to approve the Computer, Electronic Communications and Voice Mail; Social Media; and Young Adult Library Policies. Motion carried unanimously.

NAACP Freedom Fund Banquet: Moved by George Sewell, supported by Teressa Delph, to approve the purchase of a ¼ page ad for the Program Booklet and two tickets for the Jackson County Branch NAACP Freedom Fund Banquet scheduled for Sunday, October 9, 2011. Motion carried unanimously.

2011 Mileage Rates: The information regarding the 2011 mileage rates was included in the Board packet.

Other: There was no other New Business.

Communications: Communications were included in the packet.

Public Forum: The meeting was opened for public comment. On behalf of Vicki Baldwin and herself, Lorraine Butchart announced that the Relay for Life will be held on August 5 and 6, 2011 and invited the board to join staff members in participating in this important event.

Fran Champney inquired about the square footage of the Administration Building. Mike Way will follow up with Mrs. Champney to provide the requested information.

Trustee Comments: There were no Trustee Comments.

Moved by Teressa Delph, supported by George Sewell, that the meeting be adjourned at 6:55 p.m. Motion carried unanimously.

Respectfully submitted,


James E. Best
Secretary/Treasurer
(Jean Dailey, Recorder)