September 25, 2008 Library Board Minutes


SEPTEMBER 25, 2008




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



Board Members Present: Teressa T. Delph, Darrell J. Durham, Deborah A. Herbert, Theodore R. Kolman, Lawrence S. Sanders, George H. Sewell

Board Members Absent:     James E. Best (excused)

Director:  Ishwar Laxminarayan

Administrators Present:  Vicki Baldwin, Jim Delaney, Mike Way, Elaine Piper

Others Present:  Jean Dailey, Administrative Secretary.  Lorraine Butchart and Craig Trudell were present as well. 


Consent Calendar:  Moved by Teressa Delph, supported by George Sewell, that the consent calendar be approved as presented, inclusive of 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 George Sewell, supported by Teressa Delph, that the Board approve the current unaudited bills for August 2008. Motion carried. 


Financial Reports: Moved by Darrell Durham, supported by Ted Kolman, that the Board approve the unaudited financial reports for August 2008.  Questions were offered and answered regarding penal fines; ordering of books, periodicals and audio visuals materials; and additional Building Additions/Improvements (#101-975) which included handrail repair, door replacement, deadbolts, windshield replacement and a roof on the Springport branch. Motion carried.


Vicki Baldwin presented a report on Cost Comparison for Telephone Services.  Effective as of July 1st, we are under contract for phones which has lowered our expenses resulting in a cost savings of 48%.


Committee Reports:

Facilities Committee: Darrell Durham reported that there hadn’t been a Facilities Committee meeting since the last Board meeting.  Mike Way reported that the Library may not qualify for federal block grant funds for the ramp for the Carnegie Branch as it is a public building; but, is still eligible for the approved DDA grant through the DDA funds.  The DDA staff is working on the application for this project to be presented to both the local and state historical societies.  Ishwar Laxminarayan stated that the goal is to raise the total projected cost of $60,000 through private funding.


Finance Committee:  Deb Herbert reported on the Finance Committee which met on September 18, 2008.  The minutes are in the board packet.  Items discussed were a proposed Retiree Health Funding Vehicle Trust, draft budget projections and the current policy for gifts and donations recognition.


Personnel Committee:  Teressa Delph reported that the Personnel Committee had met prior to the Board meeting. The minutes will be available for the next Board meeting.  There will be some items under new business – salary adjustment of the Finance Administrator and the MERS Retiree Health Funding Vehicle Trust.


Director’s Report and Activities:  The Director’s Report is in the Board packet.  Ted Kolman requested clarification regarding the Retiree Health Fund which Jim Delaney addressed and clarified funding status and requirements.


Old Business:  Grass Lake LDFA: Ishwar explained that due to a wrong date in the original paperwork submitted by Grass Lake Township, they have to reapply for approval to establish an LDFA and had requested a new Opt-Out Tax Exempt Resolution from the Library Board.  Moved by George Sewell, support by Darrell Durham, that the Opt-Out Tax Exempt Resolution be adopted to replace the previous resolution (06-08.1) as approved at the June 12, 2008 meeting of the Library Board.  Motion passed unanimously. The revised resolution will be resubmitted to the Grass Lake Township on September 29, 2008.


United Way Can Food Competition Results:  Deborah Herbert announced that the Library Can Food Sculpture had received “Best in Show” at the United Way Can Food Sculpture Competition.  The Board congratulated and complimented the staff on their sculpture.


Other:  Ishwar announced that the Library has an informational booth at the College Mixer Event taking place this evening at the Jackson County Fairgrounds.  This is open to all college students in the area and in addition to providing information about Library services, we are also holding a Wii tournament.


Donna Smith presented a report of other events that the Library will be participating in.  Board members are welcome to attend these events and help with the Library informational effort.


Deborah Herbert announced that the Arts Alliance Home Tour is also this weekend.


No other old business was reported.


New Business:   MERS Retiree Health Funding Vehicle Trust: Jim Delaney gave an overview of the proposed Trust and discussed funding levels and requirements involved. Moved by Ted Kolman, support by George Sewell, to adopt the Municipal Employees’ Retirement System (MERS) Retiree Health Funding Vehicle Trust.  Motion passed unanimously.


Administration Staff Salary Adjustment:  Moved by Teressa Delph, support by George Sewell, that Vicki Baldwin, Finance Administrator, receive a salary adjustment as recommended by the Personnel Committee retroactive to her anniversary date.  Motion passed unanimously.


Woodlands Library Cooperative:  Larry Sanders reported that the Woodlands Library Cooperative met last week.  They have invested in a couple of Wii systems which are available for us to borrow.  There was discussion about Tax Captures and Larry recommended that they contact Vicki Baldwin for questions and clarification.



Other:  No other new business.


Communications:  Deborah Herbert stated that several communications were included in the packet.  George Sewell requested and received information regarding the web address and direction to access the Historic Photo Gallery as mentioned in the newspaper article included in the board packet.  Darrell Durham reported that at a meeting he attended, no one realized that the Library had a website or that the millage request was county-wide.  He stated that it is important that we have an ongoing effort to education the public that the Jackson District Library is a county-wide entity.


Public Forum:  The meeting was opened for public comment.  Mike Way thanked Sen. Schauer’s office for providing a new State of Michigan flag for the Carnegie Branch.  This flag flew over the Capitol building on August 29, 2008.


Ishwar highlighted the Voice of the People letters from Phillip Berkemeier and Lee Zimmerman regarding the World War II program presented by Larry Martin.  This is a very successful program.  He also mentioned that we had an excellent turnout for the Stem Cell Research Discussion which was held at the Carnegie Library last Thursday evening.



Moved by Lawrence Sanders, supported by George Sewell, that the meeting be adjourned at 6:43 p.m.  Motion carried unanimously.


Respectfully submitted,



James E. Best