December 10, 2009 Library Board Minute

JACKSON DISTRICT LIBRARY

MINUTES OF THE JACKSON DISTRICT LIBRARY BOARD OF TRUSTEES
PUBLIC HEARING FOR THE 2010 PROPOSED BUDGET, DECEMBER 10, 2009,

CARNEGIE BRANCH LIBRARY, CLARE H. SERGEANT AUDITORIUM
244 W. MICHIGAN AVENUE, JACKSON, MI




President Deborah Herbert called the meeting to order at 6:00 p.m. stating that the purpose of this special meeting is to conduct the public hearing for the 2010 proposed budget.

ROLL CALL:
Board Members Present: James E. Best, Darrell J. Durham, Deborah A. Herbert, Theodore R. Kolman, George H. Sewell
Board Members Absent:    Teressa T. Delph (excused), Lawrence S. Sanders
Director:  Ishwar Laxminarayan
Administrators Present:  Jim Delaney, Elaine Piper, Mike Way
Others Present:  Jean Dailey, Administrative Secretary; Lorraine Butchart; Regina Funkhouser, Jackie Smith, John and Sandy Steele.

Ishwar Laxminarayan shared information on the proposed budget and areas that may require possible future adjustments.

The meeting was opened for public comment.  There was no comment from the audience. 

Moved by Darrell Durham, supported by James Best, that the meeting be adjourned.  The meeting was adjourned at 6:05 P.M.

Respectfully submitted,


James E. Best
Secretary/Treasurer




MINUTES OF THE REGULAR MEETING OF THE BOARD OF TRUSTEES
DECEMBER 10, 2009
CLARE H. SERGEANT AUDITORIUM, 244 W. MICHIGAN AVE., JACKSON, MI




President Deborah Herbert called the meeting to order at 6:05 p.m.

ROLL CALL:
Board Members Present: James E. Best, Darrell J. Durham, Deborah A. Herbert, Theodore R. Kolman, Lawrence S. Sanders (arrived at 6:10 p.m.), George H. Sewell
Board Members Absent:    Teressa T. Delph (excused) 
Director:  Ishwar Laxminarayan
Administrators Present:  Jim Delaney, Elaine Piper, Mike Way
Others Present:  Jean Dailey, Administrative Secretary; Lorraine Butchart; Regina Funkhouser, Jackie Smith, John and Sandy Steele.

Consent Calendar:  Moved by Darrell Durham, supported by James Best, 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:  No report.

Financial Reports: No Report

Committee Reports:
Facilities Committee:  Darrell Durham reported that there was a Facilities Committee meeting held November 19th.  At that meeting, the committee discussed facilities’ updates, the exterior camera bids for Carnegie, and the United States Department of Agriculture Rural Development (USDA) Community Facilities programs and funding opportunities.  Our rural library branches would not qualify for this USDA program as they are part of the larger library district; however, some of the villages and/or townships may be eligible for joint projects.  Ishwar and Mike Way will continue to explore these opportunities.  The committee also reviewed the preliminary findings from the Facilities Task Force site visits.  .

Finance Committee:  James Best reviewed the minutes from the Finance Committee meeting on December 9, 2009.  The committee discussed the Grass Lake Charter Township DDA status, Rosebud Maintenance and Upgrade Funds, Collections Budget and reviewed the proposed 2010 budget.  The next Finance Committee meeting is scheduled for Wednesday, January 20, 2010 at 2:00 p.m.

Personnel Committee:  Deborah Herbert stated that the next meeting of the Personnel Committee was scheduled for Thursday, December 17, 2009 at 4:00 p.m.

Director’s Report and Activities:  The Director’s Report was in the Board packet.  Some of the items from the report that Ishwar highlighted were the quality programs district-wide, MLA reports, rock concert and podcast at Napoleon Branch, Reference, Data Network, VITA, bandwidth growth, piloting of the computer reservation software, and the Big Read.  He also noted that the circulation numbers are up for the year and there was discussion regarding the computer usage statistics.

Old Business: 

Strategic Plan Update: Regina Funkhouser presented the Executive Summary of the Strategic Plan.  She had accolades for the Administration and staff for their hard work and follow-through with this whole process.  JDL has the tools and process in place to ensure success.  She commented that the four priorities identified by the staff were strongly affirmed by the public survey and that 97.1% of all survey respondents were either “Very Satisfied” or “Satisfied” with Jackson District Library services.  Ishwar noted that the proposed 2010 Budget reflected the priorities and commitment to the strategic planning process.  There was discussion regarding the survey findings including areas of improvement. Notably, 48.9% of the respondents  had indicated that our libraries were not open when they wanted to visit. . The Task Forces are developing their recommendations, priorities and plans of action.  The board commended Regina for her facilitation and leadership with the strategic planning process

Legislative Update:  There was no report.

Woodlands Library Cooperative:  Larry Sanders reported that the funding for public libraries from the State of Michigan was discussed at the Cooperative meeting.

Grass Lake DDA:  Ishwar reported that after the Finance Committee meeting, there were still some questions remaining on this issue. He is following up with the involved parties and this item was tabled until the next board meeting.

Other:  There was a brief discussion regarding statistics reported by some of the rural branches.  Darrell Durham observed that quite often people who live in rural area use the library closest to where they work instead of near home due to the limited hours in that branch.  Ishwar reported that the Operations Task Force would be exploring both the issues of Open Hours and statistical reporting.

New Business:  

Jackson District Library Strategic Priorities 2010-2011:  Moved by George Sewell, supported by Lawrence Sanders to approve the Jackson District Library Strategic Priorities for 2010-2011 and the Executive Summary as presented.  Motion carried unanimously.

2010 Budget: Moved by Darrell Durham, supported by Ted Kolman, that the proposed 2010 Budget be approved as presented at the open hearing held prior to this meeting on December 10, 2009.  Motion passed unanimously.

2010 Holiday Observances:  Moved by Ted Kolman, supported by Jim Best, that the Jackson District Library shall be closed to observe the 2010 holidays as presented, and eligible employees will receive payment for these as well as one floating holiday according to policy.  Motion carried unanimously.

2010 Board Meeting Dates:  Moved by Ted Kolman, supported by Jim Best, that the Board approve the Alternate 2010 Board meeting dates as presented.  This reflects a change to one meeting per month.  Motion carried.  (Aye - Best, Herbert, Durham, Sewell, Kolman; Nay – Sanders.)

Other:  George Sewell had reviewed the publication, Treasures of the Jackson District Library, about the art collection.  He inquired as to how insurance was handled for these items.  Jim Delaney reported that they are covered in our  policy and listed individually, with their appraised value.

Communications:  Communications were included in the packet.  Ishwar highlighted the thank you card to Jim Delaney for the Reemployment Workshops; explained the Brownfield Redevelopment process; and expressed gratitude to the Jackson Citizen Patriot for their very positive support and comments in a recent “mini” editorial. 

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

Moved by Ted Kolman, supported by Darrell Durham, that the meeting be adjourned at 6:55 p.m.  Motion carried.

Respectfully submitted,


James E. Best
Secretary/Treasurer