October 22, 2009 Library Board Minutes


OCTOBER 22, 2009

President Deborah Herbert called the meeting to order at 6:04 p.m.

Board Members Present: James E. Best, Teressa T. Delph, Darrell J. Durham (arrived at 6:05 p.m.), 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; Donna Smith; Jackie Smith; Sara Tackett and Becky Turyan. Public attendance sign in sheet attached to official minutes. 

Consent Calendar:  Moved by James Best, supported by Lawrence Sanders, that the consent calendar be approved as presented, inclusive of the minutes of the Regular Meeting of September 24, 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 Teressa Delph, supported by James Best, to approve the bills for September, 2009, as presented.  Motion carried unanimously.

Financial Reports:  Moved by Lawrence Sanders, supported by James Best, to approve the financial reports for September, 2009 as presented.  Discussion was held regarding revenues received from the sale of used computer equipment. Motion carried unanimously. 

Committee Reports: 

Facilities Committee:  Darrell Durham reviewed the minutes from the Facilities Committee meeting on Wednesday, October 7, 2009 at 4:00 p.m. in the Administration Building Conference Room.  The projects discussed at that meeting were all budgeted items and within the director’s budgetary authority limits. The committee also reviewed a spreadsheet reflecting the current and projected expenditures for Line Item #101-975, Building Additions/Improvements for 2009.  Ishwar thanked Jackie Smith for the nice article in today’s Citizen Patriot regarding the improvements at the Hanover Branch.
Finance Committee:  James Best reviewed the minutes from the Finance Committee held on Tuesday, October 20, 2009.  He felt that this meeting went very well, a lot of business was discussed and the committee reached a number of conclusions.

Personnel Committee:  Teressa Delph reported that the Personnel Committee had met on October 1, 2009 and those minutes are in the board packet.  They continued the discussion at another meeting which was held on October 19 and those minutes will be in the next board packet.

Director’s Report and Activities:  The report was included in the packet. Ishwar highlighted the Community Foreclosure Coalition town hall meeting to be held on Wednesday, October 28, 2009 in the Auditorium; kudos received from the Ann Arbor Film Festival and Larry Martin, organizer of the World War II series, “In Their Own Words”; Brooklyn Branch Manager, Erica Grimm’s, attendance and training at a program on how public libraries are helping with employment issues; the branch reports; and the number of events held in September and October.  He also commented on the extensive mailing list that Donna Smith has compiled over the past couple of years and the number of people we are now reaching with news of our programming and events.
Statistics – The computer usage reports was included in the packet; however there were no circulation statistics.  Due to the migration from Horizon to Symphony, there are some inconsistencies. He is meeting with Karl and Lorraine to determine the actions needed to generate the correct numbers.

Summer Reading Program – Sara Tackett reported on this year’s successful Summer Reading Program.  An overview was included in the board packet; however, Sara mentioned that several good partnerships were formed with community groups and individuals.  Next year’s theme will be “Making a Splash @ Your Library.  The board thanked Sara for coordinating a consistently successful program.

Henrietta Branch Presentation – Becky Turyan reported on activities at the Henrietta Branch for the last time as Branch Manager. She is retiring on Friday, October 30, 2009 after eleven years in her position.    In addition to Becky, Gale Borchert has been with the library for twenty years and they have a page, Patrick Lukowicz, who was hired about five months ago. Becky stated that the community and Board of Trustees have been very generous to the library over the years starting in 1982 when the township donated the land for the branch.  In 2000, area resident Lucille Jenkins donated $25,000 (which the board matched) to add a modular unit and basement that doubled the existing space.  Over the years, residents have donated their time, energy and talents to lead numerous classes and programs including photography, exercise, landscaping, crafts, etc. They have three internet public computers as well as two wireless stations.  The branch serves as a community meeting place and hosts a knitting group, book club and open houses.  They have many activities and programs for all ages – adults, teens and children and are very busy with the upcoming Halloween and Thanksgiving programs.  She spoke briefly about how the usage at the branch increased two years ago when Jackson County residents were no longer allowed to use the CADL branch in Stockbridge. This affected a large number of students who live in Jackson County but attend Stockbridge Schools. Becky invited everyone to a “Farewell” Open House to be held in her honor next Friday from 2-7 p.m.  She stated that this has been a “great, great job” and thanked the board and administration for their support.  She would like to be on the substitute list for JDL and also plans to spend time with her family and traveling during her retirement.  The board thanked Becky for her years of service and wished her well.
Old Business:  Legislative Update – There is nothing to report at this time.

Facilities Update – Mike Way updated the Board on all the work that has been accomplished at the Grass Lake Branch by both the Village of Grass Lake and our facilities staff.  He presented bids for the Circulation Desk for Grass Lake Branch.  He recommended that the Board accept the bid for TMC for a total of $5539.39 including desk, installation and freight.  This is less than the $6000 budgeted amount.  Moved by Lawrence Sanders, supported by James Best, to accept the TMC bid for the Circulation Desk for Grass Lake Branch.  Motion carried unanimously.

NAACP 68th Annual Fight for Freedom Banquet – No report.

Grass Lake DDA – Ishwar distributed drafts of an inter-local agreement and a proposed resolution with regard to the Grass Lake Charter Township DDA.  It is his recommendation that the Board opt back into  this DDA as per the terms of the agreement which limits the scope and timeline for tax capture.  After discussion, it was moved by James Best, supported by George Sewell, to authorize Ishwar and Deb Herbert to complete the paperwork needed to execute the inter-local agreement. Motion carried unanimously.

Strategic Plan Update – Ishwar reported that the six (6) task forces have been meeting and undertaking projects.  So far, over 600 surveys have been returned and appear to be overwhelmingly positive.  There are a lot of comments that will be compiled as part of the reporting process.  The survey will continue throughout the month of October.

Other: There was no other Old Business.
New Business:   Woodlands Library Cooperative – No Report.

2009 Budget Adjustments:  These proposed adjustments were reviewed at the October 20, 2009 Finance Committee meeting and the committee recommends their approval.  Moved by Darrell Durham, supported by James Best, to accept adjustments to the 2009 Budget as presented.  Motion carried unanimously.

Closed Session:  The board adjourned into Closed Session at 7:10 p.m. to consider the Director’s personnel evaluation.  At 8:36 p.m., the board returned to regular session.

Other – There was no other new business.

Communications:  There were no communications. 

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

Moved by Lawrence Sanders, supported by James Best, that the meeting be adjourned at 8:38 p.m.  Motion carried unanimously.

Respectfully submitted,

James E. Best