November 13, 2008 Library Board Minutes


NOVEMBER 13, 2008




President Deborah Herbert called the meeting to order at 6:02 p.m.



Board Members Present: James E. Best, Teressa T. Delph, Darrell J. Durham (arrived at 6:30 p.m.), Deborah A. Herbert, Theodore R. Kolman, Lawrence S. Sanders, George H. Sewell

Board Members Absent:     none

Director:  Ishwar Laxminarayan

Administrators Present:  Jim Delaney, Elaine Piper, Mike Way

Others Present:  Jean Dailey, Administrative Secretary; Chris Sadler; Donna Smith; Sara Tackett and Craig Trudell.


Consent Calendar:  Moved by James Best, supported by Teressa Delph, that the consent calendar be approved as presented, inclusive of the Gifts and Donations and Personnel Actions.  Motion carried unanimously. 


Sara Tackett updated the Board on the Summer Reading program.  It was a great summer overall and the program came in under budget. There were more programs than in previous summers with increased attendance and included a “kick-off” event at the Michigan Theater, Wizard of Oz Night at Carnegie and the Meier Branch hosted Rock Concerts three times.  There was also more participation from groups (daycare, school, etc.). She reviewed the information that was sent in the board packet and distributed a statistical total summary page which included Teen, Child and Family programs at all branches. Next summer’s program will feature being creative and using art in the Library.  Ishwar mentioned that we also saw a phenomenal increase in participation in the Adult Summer Reading program.  Also, he invited the members to stop by the Early Childhood Literacy Room.


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


Current Bills:  Moved by George Sewell, supported by Darrell Durham, that the Board approve the current unaudited bills for October 2008. Motion carried. 


Financial Reports: Moved by James Best, supported by Teressa Delph, that the Board approve the unaudited financial reports for October 2008.  Questions were offered and answered regarding investment account, periodicals, databases and contributions/grants. Motion carried.


Committee Reports:

Facilities Committee:  Darrell Durham reported that there will be a Facilities Committee meeting on Thursday, December 4th at 4:00 p.m.  The full Board is invited to attend this meeting.


Finance Committee:  James Best reported on the Finance Committee which met on November 6, 2008.  The minutes were distributed.  Items discussed were the IRS CODE Section 403(b) Regulations for Tax-Deferred Annuities, the Revised 2008 Tax Rate Request and the 2009 proposed budget. The Public Budget Hearing will be held on December 11, 2008 at 6:00 p.m. in the Auditorium at Carnegie.  If needed, the next Finance Committee meeting will be held on Tuesday, December 9, 2008 at 1:00 p.m.


Personnel Committee:  Teressa Delph reported that the Personnel Committee had not met since the last Board meeting.


Director’s Report and Activities:  The Director’s Report is in the Board packet.  Some of the items from the report that he highlighted were staff attendance at the Michigan Library Association conference where they learned about new program ideas and trends including creation of Early Literacy Centers/Programs district-wide. Ishwar shared information with the Board regarding the Michigan Library Association Directors’ Summit held this week at the Bloomfield Township Public Library (a spectacular facility).  There were four to five major topics which included: where are libraries headed in the future; population shift and diversity; technology; how do libraries and other institutions manage money in these difficult times; industrial engineering and how do you look at different processes used in institutions; and scanning of the environment to identify what has changed and how (i.e., legislative, social networking, tax captures, diversity). 


There was also discussion about the state of libraries and acknowledgement that communities do support libraries even in these challenging times as demonstrated by our millage request passing in Jackson County.  Ishwar also answered board questions regarding technology trends including the movement toward “Open Source” solutions that Kathy and Karl are actively engaged in.   Ishwar reviewed the development, mission and use of the Early Literacy Center.


Saturday is National Gaming Day and is being celebrated at libraries throughout the country.  Hasbro has donated the board game Pictureka to all public libraries for use on this day.  Larry Sanders requested an update on the Literacy program which started through a grant that the Library received. This program is going strong and has moved to the Community Action Agency.


Old Business:  2008 Revised Tax Rate Request: Moved by Darrell Durham, supported by George Sewell, that the 2008 Revised Tax Rate Request be approved as submitted to the Jackson County Board of Commissioners.  Motion carried (unanimous).


Tax Deferred Annuity Plan Resolution:  Moved by Darrell Durham, supported by Larry Sanders, to approve the Tax Deferred Annuity Plan and the resolution which Darrell Durham read for inclusion in the minutes (resolution attached to official minutes).  Motion carried (unanimous).


November 4, 2008 Election Information:  Ishwar distributed the certified election results from the Jackson Count Board of Canvassers.  There was general discussion regarding the results by individual townships.  Deborah Herbert acknowledged the contributions of Chris Sadler and his committee for all their efforts in the millage campaign.  Larry Sanders noted that Chris and his committee did an excellent job in placing yard signs throughout the entire community.  Ishwar shared a copy of a letter he received today from Jack Daball (former Deputy Director of the Library) congratulating the Library on the success of passing the millage and highlighting that it was a voter’s victory.


Woodlands Library Cooperative:  Larry Sanders reported that the next Woodlands Library Cooperative meeting would be next Thursday, November 20, 2008.


Other:  No other old business was reported.


New Business:   2009 MLK/Diversity Breakfast: Information regarding the 2009 MLK/Diversity Breakfast to be held January 16, 2009. Moved by Darrell Durham, support by Teressa Delph, that the Library sponsor a $250 Youth Table (to be designated for the Jackson County Youth Center whom we have a collaborative effort with) and a $175 Full Table for a total of a $425 donation. Motion carried.


Other:  No other new business.


Communications:  Deborah Herbert stated that several communications were included in the packet.  Jean Dailey presented the souvenir book which was received from the Jackson County Branch of the NAACP for the 67th Fight for Freedom Banquet in acknowledgement of the Library’s sponsorship.


It was announced that the Library had won the Scarecrow Contest for the non-profit division.


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


Moved by Lawrence Sanders, supported by Darrell Durham, that the meeting be adjourned at 6:52 p.m.  Motion carried.


Respectfully submitted,



James E. Best