November 12, 2009 Library Board Minute


NOVEMBER 12, 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, Theodore R. Kolman, Lawrence S. Sanders, and George H. Sewell
Board Members Absent:  None
Director: Ishwar Laxminarayan.
Administrators Present:  Vicki Baldwin, James Delaney, Elaine Piper, and Michael Way
Others Present:   Jean Dailey, Administrative Secretary; Donna Smith; and Jackie Smith. Public attendance sign in sheet attached to official minutes. 

Consent Calendar:  Moved by Teressa Delph, supported by George Sewell, that the consent calendar be approved as presented, inclusive of the minutes of the Regular Meeting of October 22, 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 George Sewell, supported by James Best, to approve the bills for October, 2009, as presented.  Vicki pointed out that there were several additional expenses in October due to an extra pay period and increased spending in Contracted Services for Buildings and Grounds, all of which had been budgeted for.  Motion carried unanimously.

Financial Reports:  Moved by James Best, supported by Teressa Delph, to approve the financial reports for October, 2009 as presented.  Discussion was held regarding revenues, interest rates, Nancy Cross Memorial Funds, Technology and Facilities. Motion carried unanimously. 

Committee Reports:  Facilities Committee:  Darrell Durham reported that the Facilities Committee will meet on Thursday, November 19, 2009 at 4:00 p.m. in the Administration Building Conference Room.
Finance Committee:  James Best reported that the next Finance Committee meeting will be December 9, 2009 at 2:00 p.m. in the Administration Building Conference Room.

Personnel Committee:  Teressa Delph reviewed the minutes from the last two Personnel Committee meetings which were included in the board packet.  The Personnel Committee will meet next on December 17th.

Director’s Report and Activities:  The report was included in the packet. Ishwar highlighted the Grass Lake Business After Hours event and reported that our Scarecrow won first place in the competition.  Elaine Piper reported that Teresa Runyon has been hired as the new Henrietta Branch Manager and Donna Smith explained the survey for choosing the Big Read book for 2011.
Statistics – The computer usage and circulation reports were distributed and reviewed. 
Old Business:  Legislative Update – There is not a lot to report at this time.  With the reduction in state aid, there is concern regarding the future of state-wide services and resources.

Facilities Update – Mike Way was unable to attend this meeting; however, Ishwar updated the board on the status of projects at the various branches.  The ceiling was replaced this week at Grass Lake.  They will be painting today and tomorrow with the new circulation desk and carpet both due to be installed in mid-December.  At Parma, the furnace has been replaced and the branch has been painted.  The glass has been sealed at Carnegie in the “silo” and the work has been completed at both Brooklyn and Spring Arbor.

Director’s Employment Agreement – The Personnel Committee unanimously recommends a revision of the Director’s three year Employment Agreement and annual salary adjustment.  Moved by George Sewell, supported by Larry Sanders to approve the unanimous recommendation of the Personnel Committee to revise the Director’s three year Employment Agreement, and their salary recommendation.  Motion carried unanimously.

Grass Lake DDA – Ishwar reported that negotiations are ongoing with an inter-local agreement in regards to the Grass Lake Charter Township DDA.  He will be addressing the concerns raised as a result of the newspaper article after the previous board meeting and will also seek guidance  from  the Michigan Library Association.  The short term financing options which the board had requested have been received and will be available for review at the next Finance Committee meeting. 

Strategic Plan Update – Ishwar reported Regina Funkhouser is in the process of finalizing the survey results.  Preliminary data indicates that over 900 surveys were completed and that 97% indicated they were either satisfied or very satisfied with the Jackson District Library.  A large number of survey participants indicated that branch operating hours  were a concern,  is an issue we hadn’t anticipated.

Other: There was no other Old Business.
New Business:   Woodlands Library Cooperative – Larry Sanders reported that they will be meeting next Thursday, November 19, 2009.

Weapons Policy:  The current weapons policy was reviewed briefly by Jim Delaney.

2010 MLK Diversity Breakfast – Moved by Darrell Durham, supported by Teressa Delph, to sponsor a Youth Table and purchase two additional tickets for the 2010 MLK Diversity Breakfast on Friday, January 15, 2010.  Motion carried unanimously.

2010 Proposed Budget – Ishwar and Vicki reported that there was one change from the review at the Finance Committee meeting.  They have increased Line Item 101-737, Printing/ Promotions/Publicity, to support an event during National Library Week and an Annual Report.

Michigan Library Association Annual Conference Report – Ishwar gave an overview of the conference and workshops that he and other JDL employees attended.  It was an excellent conference and a lot of useful information was presented.

Library Journal Directors’ Summit:  “Successful Fundraising in a Tough Economy” Report – Ishwar reported on the summit he attended in Chicago earlier this week with a hundred other library directors from across the country.  There were very interesting concepts presented about fundraising campaigns, successful initiatives and foundations.

Other – There will be a Holiday Recognition and Breakfast for the Library staff and board held on Tuesday, December 15, 2009 in the Carnegie Auditorium at 8:30 a.m.

Communications:  There were no communications. 

Public Forum:  The meeting was opened for public comment.  Elaine Piper reported that Jewell Parker Rhodes will be the featured author for Word Wise 2010 to be held on May 14 and 15th.

Moved by Lawrence Sanders, supported by Darrell Durham, that the meeting be adjourned at 7:14 p.m.  Motion carried unanimously.

Respectfully submitted,

James E. Best