Septmber 24, 2009 Library Board Minutes

SEPTEMBER 24, 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, Elaine Piper, and Michael Way
Others Present: Jean Dailey, Administrative Secretary; Lorraine Butchart; Nicole Gilbert; Donna Smith; Jackie Smith; and Karen Veramay. 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 August 13, 2009, as well as the Gifts and Donations and Personnel Actions. Motion carried unanimously.

Public Forum: The meeting was opened for public comment. Elaine Piper introduced Nicole Gilbert as the new branch manager at Napoleon. Ishwar introduced Jackie Smith who is an intern at the Jackson Citizen Patriot.

Current Bills: Moved by George Sewell, supported by James Best, to approve the bills for August, 2009, as presented. Motion carried unanimously.

Financial Reports: Moved by Teressa Delph, supported by James Best, to approve the financial reports for August, 2009 as presented. Discussion was held regarding property taxes. Motion carried unanimously.

Committee Reports:
Facilities Committee: Darrell Durham reported that the Facilities Committee would be meeting on Wednesday, October 7, 2009 at 4:00 p.m. in the Administration Building Conference Room. He asked Mike Way to give his facilities update at this time. Mike reported that this had been a very busy month for facilities. The roof was completed at the Carnegie branch and they will be finishing up the work on the gutters next week. Also, the glass partition at the Carnegie branch will be sealed within the next week or two. Carpeting was installed at both the Brooklyn and Spring Arbor branches. The new furnace was installed at Brooklyn and installation is being scheduled at Parma. Other work has been completed at Grass Lake (roof and front façade) and Hanover (front door and building front) by their local governmental units.
Finance Committee: James Best reported that the Finance Committee has met twice since the previous board meeting. The minutes from the August 18, 2009 and September 15, 2009 meetings were distributed with the board packet. These minutes are attached and considered read into the minutes. The next committee meeting is scheduled for October 20th, at 2:00 p.m. with the entire board invited to attend.
Personnel Committee: Teressa Delph reported that the Personnel Committee had not met this month. Minutes from the August meeting were included in the board packet. The next Personnel Committee meeting will be October 1st.

Director's Report and Activities: The report was included in the packet. Ishwar highlighted some very successful programming including the World War II series, "In Their Own Words" and the Summer Reading Program. The transition to the new Symphony system went very well and kudos to all the staff, especially the committee who managed this transition. So far there have been no major glitches. Fiber was installed at the Carnegie and Administration Building today and plans are to have the Springport and Summit branches hooked up by the end of the month also. The branch managers and coordinators meeting on Tuesday was a follow-up for the Strategic Planning Retreat. Taskforces will be formed and they will create action plans for the identified priorities. These groups will be meeting soon so that preliminary budget figures can be determined for 2010. The community survey was finalized this morning and will be ready for distribution by October 1, 2009. Ishwar will be hosting a meeting of Class 6 Library Directors tomorrow at the Carnegie Branch.

Statistics - Reports were included in the packet.

Concord Branch Presentation - Karen Veramay reported on activities at the Concord Branch. They are very involved with the schools, local governments, and organizations. The Concord community has been facing some very tough times reflective of the economic conditions with businesses closing and changes in community leadership. Many of their patrons have moved; however, more are coming in. Computer usage is increasing and some patrons are now "biking" in using the new Falling Waters Trail. Karen circulated pictures from a number of their programs and activities. Programs have included Tail-Waggin' Tutors, Summer Reading Programs, Knitting and Crochet Classes, Overnight Lock-in, Big Read, Family Night, Reading Month, Writers Camp, Drama Camp, Halloween and Homecoming. The branch also provides space for VITA and community organizations, activities and events.

Old Business:
Legislative Update - Ishwar reported that everything is very uncertain right now with competing bills being introduced and the state facing a $2.8 billion deficit.
Facilities Update - This was covered under the Facilities' Committee Report.
NAACP 68th Annual Fight for Freedom Banquet - Larry Sanders will use one of the tickets and a staff member will use the other to represent the Library at this event.
Write on Jackson! - Jean Dailey distributed the brochures and entry forms for Write on Jackson! and updated the Board about this event.
Strategic Plan Update - This was included under the Director's Report section.
Other: There was no other Old Business.

New Business:
2009 Tax Rate Request - Each year the Library has to request the voted millage from the County Board of Commissioners. Moved by Darrell Durham, supported by James Best, to approve the 2009 Tax Rate Request as submitted to the Jackson County Board of Commissioners. Motion carried unanimously.
MERS Retiree Health Funding Vehicle Trust - Moved by Teressa Delph, supported by James Best, to fund the MERS Retiree Health Funding Vehicle Trust with a contribution of $114,000 for 2009. Motion carried unanimously.
Investment Policy - Ishwar reviewed the proposed changes to the Investment Policy. It is the recommendation of the Finance Committee that the Board approve the updated Investment Policy. Jim Delaney reviewed a couple of areas where the wording needs to be reviewed with the committee member who proposed it. Although everyone on the committee understood the intent, the wording may need to be altered slightly for clarification purposes. Moved by Darrell Durham, supported by James Best, to approve the updated Section K, Investment Policy, of the Finance Policies for the Jackson District Library subject to two possible wording revisions. Motion carried unanimously.
Investment Policy, Standard of Prudence Resolution - Deborah Herbert read the Investment Policy, Standard of Prudence Resolution. Jim Best raised some concerns about the wording of the proposed resolution. This item was tabled and referred back to the Finance Committee for review and possible revision.
Woodlands Library Cooperative - Lawrence Sanders reported that Woodlands is still awaiting more definite information from the State of Michigan regarding the state aid allocations.
Other - Donna Smith reported on JDL's planned participation in the Women's Expo on Saturday, October 3, 2009 and JAXPO on October 15, 2009. She also shared information on upcoming library programs, including Railroads, Book Sales, the World War II Series "In Their Own Words", Fall Gardening Clinics, Write on Jackson! workshops, films and Reception.
There was no other new business.

Communications: The communications were included in the board packet.

Public Forum: The meeting was opened for public comment.
Larry Sanders encouraged everyone to see the new exhibit at the Ella Sharp Museum entitled, "History of African Americans in Jackson".

Moved by Lawrence Sanders, supported by George Sewell, that the meeting be adjourned at 7:15 p.m. Motion carried unanimously.

Respectfully submitted,

James E. Best