August 26, 2010 Board Minutes

JACKSON DISTRICT LIBRARY

MINUTES OF THE SPECIAL MEETING OF THE BOARD OF TRUSTEES
AUGUST 12, 2010
ADMINISTRATIVE CONFERENCE ROOM, 290 W. MICHIGAN AVE., JACKSON, MI


President Deborah Herbert called the meeting to order at 4:00 p.m. and thanked everyone for being in attendance for this Special Meeting.
Roll Call:
Board Members Present: James E. Best, Teressa T. Delph, Darrell J. Durham, Deborah A. Herbert, and Lawrence S. Sanders (arrived at 4:10 p.m.)
Board Members Absent: Theodore R. Kolman (excused) and George H. Sewell (excused)
Director: Ishwar Laxminarayan
Administrators Present: Vicki Baldwin, Jim Delaney, Elaine Piper, Michael Way
Others Present: Jean Dailey, Administrative Secretary; Kathy Schoening, and Sara Tackett. Public attendance sign in sheet attached to official minutes.


Committee Report:
Facilities Committee: Darrell Durham reviewed the minutes of the August 11, 2010, Facilities Committee meeting which were distributed. He, Mike and Ishwar explained the urgency of the situation with the HVAC system in the Silo addition to the Carnegie Branch which required calling this special meeting. Mike noted that the original time line for this project presented at the Facilities Committee meeting (approximately four weeks) has been reduced to two weeks.
Ishwar also thanked the staff for researching the height requirements for the railings in the Auditorium. Because of their hard work, the railings will be lowered to 32 inches at a cost not to exceed $1750. Mike explained the process involved in this project and informed the board that the height of 32 inches is within code requirements and has been approved by the building inspector.


Public Forum: The meeting was opened for public comment. There were no comments at this time.


New Business: Carnegie Building Silo HVAC System: Moved by Darrell Durham, supported by Jim Best, to accept the proposal from Ajax Heating and Air Conditioning in the amount of $11,460 to replace the HVAC system which serves the Silo area of the Carnegie Branch. Motion carried unanimously.


Public Forum: The meeting was opened for public comment.


Moved by Larry Sanders, supported by Darrell Durham, that the meeting be adjourned at 4:15 p.m. Motion carried unanimously.


Respectfully submitted,
James E. Best
Secretary/Treasurer


(Jean Dailey, Recorder)

 

JACKSON DISTRICT LIBRARY

MINUTES OF THE REGULAR MEETING OF THE BOARD OF TRUSTEES
AUGUST 26, 2010
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, Theodore R. Kolman and Lawrence S. Sanders (arrived at 6:05 p.m.).
Board Members Absent: Darrell J. Durham (excused), George H. Sewell
Director: Ishwar Laxminarayan
Administrators Present: Vicki Baldwin, Jim Delaney, Elaine Piper, and Mike Way
Others Present: Jean Dailey, Administrative Secretary; Joyce Betz; Lorraine Butchart; Sheri Butters, Steven George, Kathy Schoening, Donna Smith and Sara Tackett. Public attendance sign in sheet is 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 July 22, 2010, the minutes of the Special Meeting of August 12, 2010, as well as the Gifts and Donations and Personnel Actions. Mike Way informed the Board that the HVAC System discussed at the Special Meeting will be received within the next week and that the Auditorium Railings would be lowered to 36”. Ishwar highlighted a couple of the donations which were received from the Michigan State Police and Friends of the Eastern Branch Library. Motion carried unanimously.


Public Forum: The meeting was opened for public comment. There were no comments at this time.


Special Announcements/Presentations:
Imagination Library. Sheri Butters, Director, Great Start Collaborative of Jackson County, provided an overview of the organization and the Imagination Library. She thanked the Library for partnering with the Great Start Collaborative to administer the Imagination Library. Consumers Energy is the primary funder for the program and Great Start will continue to pursue fundraising efforts. Sara Tackett added that $1500 from a grant from Target will go toward Imagination Library and that the Early Learning Room receives a book from Imagination Library every month. JDL and Great Start have been working together through marketing and joint sign up efforts at Summer Reading events to promote participation in the Imagination Library program.
JDL Mission Statement. Steven George, Chair of the Service Delivery Task Force, gave a power point presentation to explain the process used to develop a new mission/vision statement for JDL. The process involved research, discussions, and staff input to create a statement that will be used on letterhead, business cards, informational literature and for marketing. The proposed mission statement is: “Inspiring our community to discover, learn and succeed.” It is the recommendation of the staff that this be used as both a mission and vision statement.


Current Bills: Moved by James Best, supported by Teressa Delph, to approve the current bills for July, 2010 as presented. Motion carried unanimously.


Financial Reports: Moved by James Best, supported by Ted Kolman, to approve the current financial reports for July, 2010 as presented. Motion carried unanimously.


Committee Reports:
Facilities Committee: In the absence of Darrell Durham, Facilities Committee Chair, Deborah Herbert reviewed the minutes of the August 11, 2010 Facilities Committee meeting.
Finance Committee: Jim Best reviewed the minutes of the Finance Committee’s meeting on August 10, 2010. Vicki Baldwin clarified a couple of items as highlighted in the minutes. It was noted that it is anticipated that JDL will receive $200,000 less in taxes for 2011.
Personnel Committee: Teressa Delph reported that the Personnel Committee has not met since the last board meeting.


Director’s Report and Activities: Ishwar highlighted several items from the Director’s Report that was in the board packet, including the successful launch of the Hot Picks program; the birth of Kate Burns’ baby; the upcoming Tax Capture Workshop and the Board Retreat. Lorraine Butchart explained the process which is used to select the Hot Picks items. Ishwar also mentioned that the basket of vegetables on the side table was courtesy of the Henrietta Branch Garden.
Statistics. The July Circulation, Data Base Usage and Public Computer Usage statistics were reviewed and discussed.


Old Business: Grass Lake Township DDA: This item was tabled until the September meeting.
Woodlands Library Cooperative: Larry Sanders reported that there has not been a meeting since the previous JDL Board meeting.
Other: There was no other Old Business.


New Business: Jackson District Library Mission Statement: Moved by Teressa Delph, supported by Jim Best, to adopt the proposed Jackson District Library Mission Statement – “Inspiring our community to discover, learn and succeed.” Motion carried unanimously.
Wireless Network Upgrade: Kathy Schoening presented information regarding the need for a new wireless network. Moved by Jim Best, supported by Larry Sanders, to approve the recommendation of the Finance Committee to purchase a new wireless network with a five year maintenance agreement from Meraki at a cost of $10,771.18. Motion carried unanimously.

Write on Jackson! Resolution: The resolution in support of Write on Jackson! was included in the board packet and is considered read into the minutes (resolution is attached to the official minutes). Moved by Jim Best, supported by Teressa Delph, to approve the resolution supporting Write on Jackson! as the local collaboration for celebrating the National Day on Writing on October 20, 2010. Motion carried unanimously.  2010 Tax Rate Request for 2011: Each year the Library has to request the voted millage from the County Board of Commissioners. Moved by Larry Sanders, supported by James Best, to approve the 2010 Tax Rate Request as submitted to the Jackson County Board of Commissioners. Motion carried unanimously.
Special Meeting Date, October 14, 2010: Moved by James Best, supported by Larry Sanders, to schedule a special meeting on October 14, 2010 to review the Director’s job evaluation and goals. 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. Donna distributed bookmarks featuring the new hours for all branches which will be in effect at the time of the next board meeting.


Trustee Comments: Larry Sanders complemented Jim Best on his book being published. Lorraine reminded everyone that it is available from the library.


Moved by Larry Sanders, supported by Jim Best, that the meeting be adjourned at 7:12 p.m. Motion carried unanimously.


Respectfully submitted,
James E. Best
Secretary/Treasurer


(Jean Dailey, Recorder)