August 13, 2009 Library Board Minutes


AUGUST 13, 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, Lawrence S. Sanders, and George H. Sewell
Board Members Absent: Theodore R. Kolman (excused)
Director: Ishwar Laxminarayan.
Administrators Present: Vicki Baldwin, James Delaney, and Michael Way
Others Present: Jean Dailey, Administrative Secretary; Lorraine Butchart; and Heidi Fenton. 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 Special Meeting of June 23, 2009, the Regular Meeting of June 25, 2009, 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.

Current Bills: Moved by Darrell Durham, supported by James Best, to approve the bills for June and July, 2009, as presented. Motion carried unanimously.

Financial Reports: Moved by James Best, supported by Teressa Delph, to approve the financial reports for June and July, 2009 as presented. Discussion was held regarding Nancy Cross Memorial Fund, contracted services with OCLC, Hardbound Trade, Interest Earned, Unemployment and Health Insurance. Motion carried unanimously.

Committee Reports:

Facilities Committee: Darrell Durham reported that the Facilities Committee had met on August 6, 2009 and reviewed the minutes which were distributed to the Board Members. The committee reviewed bids received for carpet at both the Brooklyn and Spring Arbor branches, HVAC units at Brooklyn and Parma, and roof replacement at the Carnegie Building. In addition, discussion was held regarding the Consumers Energy Rebate Program, lights in the auditorium, and landscaping work at the Carnegie Branch. Mike Way reported that the Village of Grass Lake had received no bids for the roof replacement project and would go out for bids again in August. In the meantime, more patching will be required due to new leaks caused by last weekend's storms.
Finance Committee: James Best reported that the Finance Committee has not met since the previous board meeting. The next committee meeting is scheduled for August 18th, at 1:00 p.m. in the Administration Building Conference Room.
Personnel Committee: Teressa Delph reported that the Personnel Committee had met prior to the Board meeting. Minutes from that meeting will be included in the next board packet. She reviewed the minutes from the June 25, 2009 meeting which were included in the board packet.

Director's Report and Activities: The report was included in the packet. Ishwar highlighted Congressman Schauer's Small Business Workshop held July 1, 2009 at the Carnegie Branch, staff attendance at the ALA Conference, the Summer Reading Program, and the training for all staff using the new Symphony system scheduled to "go live" on September 17, 2009. He also reported the concerns regarding the Governor's Executive Order which dismantles the Library of Michigan. State Aid remains a concern and hopefully more details will be available by mid-September. This issue will greatly impact the Cooperatives and he has a meeting next week with the Woodlands Library Cooperative Advisory Board. He noted that there has been a great deal of national media exposure on the issue of library funding and the impact in both Michigan and Ohio. Ishwar shared information with the Board regarding his participation in the Senior Executives in State and Local Government Program which he attended at Harvard during the month of July with seventy participants (elected and appointed public officials) representing fifty states and eight countries.

Deborah Herbert noted that the Eastern Branch's Special Collection Book Sale mentioned in the Director's Report was run by the Friends group and featured books from the Larry Gerig (1944-2008) estate donated by Al and Mary Ellen Jehnzen.

Statistics - Reports were included in the packet. Deborah Herbert stated that she was pleased to see that the computer usage numbers have rebounded.

Old Business:
Legislative Update: This was covered under the Director's Report.

Facilities Update: This was covered under the Facilities' Committee Report.

Other: There was no other Old Business.

New Business:
Strategic Planning Retreat: Ishwar reported that the Strategic Planning Retreat has been scheduled for Thursday, September 3, 2009 at Arbor Hills Golf Club. The first half of the day will be a facilitated discussion with the entire staff and board members. After lunch, the retreat will continue by working through a plan of action for the priorities identified, with board members, administrators, branch managers and coordinators. There will also be an all-staff meeting on September 1, 2009 to prepare for the retreat and a follow-up meeting will be held a couple of weeks afterwards to update the staff. After that, there will be a community survey conducted for approximately a month. We also plan to conduct focus groups and a couple of town hall meetings to update the community on the plan.  Moved by George Sewell, supported by Lawrence Sanders, that the board approve postponing the opening of the Brooklyn, Carnegie, Concord, Eastern, Meijer, Napoleon, and Summit branches on Thursday, September 3, 2009, until 2:00 p.m. to allow all employees to participate in the morning session of the Strategic Planning Retreat. Motion carried unanimously.

Woodlands Library Cooperative: Lawrence Sanders reported that Woodlands is still awaiting more definite information from the State of Michigan regarding the state aid allocations. There is an Advisory Committee meeting next week.
Deborah announced that we had received a letter from the City of Jackson announcing Lawrence Sanders' reappointment to the Jackson District Library Board for a four year term.

Other: Darrell Durham reported that the bids received for carpet replacement at the Brooklyn and Spring Arbor branches, HVAC for Brooklyn and Parma branches, and roof replacement for the Carnegie branch had been reviewed by the Facilities Committee. The committee makes the following recommendations:

  • Carpeting - Recommend acceptance of the bid from Collins Brothers Floor Covering, Inc. for carpeting at the Brooklyn Branch ($5325) and Spring Arbor Branch ($4708). Moved by George Sewell, supported by James Best, to award the contract to Collins Brothers Floor Coverings, Inc. on the recommendation of the Facilities Committee. Motion carried unanimously.
  • HVAC - Recommend acceptance of the bid from Arctic Service for HVAC (Payne/Bryant units) at the Brooklyn Branch ($4850, Payne/Bryant - 90% efficiency) and Parma Branch ($5237, Payne/Bryant - 91% efficiency). Moved by James Best, supported by Teressa Delph, to award the contract to Arctic Service on the recommendation of the Facilities Committee. Motion carried unanimously.
  • Roofing - Recommend acceptance of the bid from Mc Donald Roofing for roof and gutter repair and liner at the Carnegie Branch ($38,941 and $900 for liner). Moved by James Best, supported by Teressa Delph, to award the contract to Mc Donald Roofing on the recommendation of the Facilities Committee. Motion carried unanimously.

Ishwar announced that he had received a call from the White House, Office of Scheduling and Events, notifying them that the President had received the letter sent with the Young Poets' Booklet and would keep the invitation to visit the Carnegie Library on file.

There was no other new business.

Communications: The communications were included in the board packet.

Public Forum: The meeting was opened for public comment.
Lorraine Butchart reported $663 in donations have been raised by Team JDL for the Relay for Life. Unfortunately, due to the weather, the event was cut short and we were not able to raise more funds on Saturday as planned. The board thanked Lorraine and Vicki Baldwin for their efforts with our Relay for Life team.

Moved by George Sewell, supported by Lawrence Sanders that the meeting be adjourned at 7:08 p.m. Motion carried unanimously.

Respectfully submitted,

James E. Best