December 11, 2008 Library Board Minutes

 

MINUTES OF THE JACKSON DISTRICT LIBRARY BOARD OF TRUSTEES

PUBLIC HEARING FOR THE 2008 PROPOSED BUDGET, DECEMBER 11, 2008, 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 2009 proposed budget.

 

ROLL CALL:

Board Members Present: James E. Best, Teressa T. Delph, Darrell J. Durham, Deborah A. Herbert, Theodore R. Kolman, George H. Sewell

Board Members Absent:     Lawrence S. Sanders

Director:  Ishwar Laxminarayan

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

Others Present:  Jean Dailey, Administrative Secretary; Lorraine Butchart; Jeff Reichel; Chris Sadler; Donna Smith; and Craig Trudell.

 

Ishwar Laxminarayan shared information on the proposed budget indicating that this reflects the additional .4 mills approved in the November 4, 2008 general election. There are two major focus areas for 2009:  modest upgrades to facilities that have been deferred due to budget constraints and technology enhancements to better serve our patrons. Clarification was given regarding the Rosebud Technology Upgrade line item.

 

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 6:07 P.M.

 

Respectfully submitted,

 

 

James E. Best

Secretary/Treasurer

 

 

MINUTES OF THE REGULAR MEETING OF THE BOARD OF TRUSTEES

DECEMBER 11, 2008

CLARE H. SERGEANT AUDITORIUM, 244 W. MICHIGAN AVE., JACKSON, MI

 

 

President Deborah Herbert called the meeting to order at 6:07 p.m.

 

ROLL CALL:

Board Members Present: James E. Best, Teressa T. Delph, Darrell J. Durham, Deborah A. Herbert, Theodore R. Kolman, Lawrence S. Sanders (arrived at 6:08 p.m.), George H. Sewell

Board Members Absent:     none

Director:  Ishwar Laxminarayan

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

Others Present:  Jean Dailey, Administrative Secretary; Lorraine Butchart; Jeff Reichel; Chris Sadler; Donna Smith; 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.  The $5000 donation received under Gifts and Donations is to enhance our collection of  DVDs. Deb Herbert acknowledged the years of service by Mary Frye who retired.  Motion carried unanimously. 

 

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

 

Current Bills:  Moved by Darrell Durham, supported by Teressa Delph, that the Board approve the current unaudited bills for November 2008. Ted Kolman questioned the increased amount over last month for salaries.  This increase is due to three pay periods in the month of November. Motion carried. 

 

Financial Reports: Moved by James Best, supported by George Sewell, that the Board approve the unaudited financial reports for November 2008.  Questions that were offered last month regarding investment account, periodicals, databases and contributions/grants were explained in detail by Vicki Baldwin. Motion carried.

 

Committee Reports:

Facilities Committee:  Darrell Durham reported that there was a Facilities Committee meeting on Wednesday, December 3rd.  Mike Way updated the committee on various projects and proposed projects for 2009 were reviewed. The five main points for consideration for proposed projects include:  floors, walls, accessibility, safety and restrooms.  The minutes for this meeting were included in the board packet information.  The next meeting will be at the Grass Lake branch in January, 2009.  George Sewell noted that the minutes indicated an update on the Carnegie Ramp project and requested an update for the Board.  Mike indicated that this project is not eligible for the DDA grant because it is a tax payer owned building.  The request will be submitted to the City of Jackson for funding from its block grant program 

 

Finance Committee:  James Best reported that the Finance Committee has not met since the last board meeting.  If needed, the next Finance Committee meeting will be held on Tuesday, January 13, 2009 at 1:00 p.m. in the Administration Conference Room.

 

Personnel Committee:  Teressa Delph reported that the Personnel Committee had not met since the last Board meeting.  The next meeting is scheduled for Thursday, December 18, 2008 at 3:30 p.m.

 

Director’s Report and Activities:  The Director’s Report is in the Board packet.  Some of the items from the report that Ishwar highlighted were the grant application to the Michigan Library Association for the Data Network project; Lorraine Butchart and Debby Sears made presentations for new MEA members; and Debby participated in Spring Arbor University’s “Create the Dream”, a small business development program.  Deb Herbert commented positively on the choice of The Wizard of Earthsea by Ursula LeGuin as the Big Read title for 2010. Donna Smith explained how the committee reached this choice.  Larry Sanders commented on the great example of our staff’s customer service displayed by Michael Peters teaching a young boy who is legally blind to load music on his MP3 player.

 

Old Business:  MLK Annual Breakfast: Jean Dailey distributed a form to the board members to return indicating their attendance for the MLK breakfast and also their preferences for the Summer Reading Program t-shirts.  These forms need to be completed and returned by Monday, December 15, 2008.

 

Woodlands Library Cooperative:  Larry Sanders reported that the funding for public libraries from the State of Michigan was discussed at the Cooperative meeting.  The full amount of state aid is still in the proposed Michigan budget; however, it is not secure. 

 

Other:  No other old business was reported.

 

New Business:   2009 Budget: Moved by James Best, supported by Ted Kolman, that the proposed 2009 Budget be approved as presented at the open hearing, December 11, 2008.  Motion passed.  (unanimous)

 

2009 Holiday Observances:  Moved by Lawrence Sanders, supported by George Sewell, that the Jackson District Library shall be closed to observe the 2009 holidays as presented, and eligible employees will receive payment for these as well as one floating holiday according to policy.  Motion carried unanimously.

 

2009 Board Meeting Dates:  Moved by George Sewell, supported by Ted Kolman, that the Board approve the 2009 Board meeting dates as presented.  Discussion was held regarding meeting locations.  It was suggested that the Board meet at the branch location which is scheduled for the branch presentation. This would be six meetings a year.  Discussion followed this suggestion and it was decided to discuss this more at the next meeting.  The motion for the meeting dates carried unanimously.

 

Other:  A video clip from  the NBC newscast on December 10, 2008 was screened, focusing on increased library usage and decreased library budgets nationwide.  This report generated discussion on the fact that JDL library usage was down for the month of November from the previous year.  Lorraine explained that this is a trend that happens in November and Jim Delaney commented that some of this could be contributed to the fact that the population of Jackson County has decreased by 7.5% over the past year.

 

Communications:  Jackson Symphony Orchestra:  The Symphony is conducting a capital fundraising campaign and the letter requesting support was included in the board packet.  The board discussed if it would be appropriate for the Library to contribute to JSO using public funds.  It was suggested that board members could give on an individual basis or as a group instead of using the library funds.  The suggestion was made that Ishwar check with other non-profit organizations to determine how their boards will respond to this request. The board decided to table this discussion.

 

Ishwar reported that a very nice letter was received from Georgia Fojtasek, President & CEO of Allegiance Health, congratulating the Library on the success of the millage proposal.

 

Public Forum:  The meeting was opened for public comment. 

 

Jim Delaney shared with the board that he has received a request from the Seattle Public Library for information on the Reemployment Workshops which he facilitates at our libraries.

 

Jim Best commented on the figures which had been supplied by the Jackson County Equalization Department at a previous meeting (up 1% in 2009, down 5% in 2010 and down 3% in 2011) and stated that these figures were used in the budgeting process.  There was discussion on how these projections would be used in future budgeting.  Ishwar commented that we could continue to request updates from the Equalization Department and update  these figures if necessary.

 

Vicki Baldwin requested that the board members submit their per diem requests as soon as possible as we are approaching year end.

 

Mike Way commented as a private citizen that he appreciated the board’s discussion regarding the use of public funding for private institutions.

 

Ishwar drew the board’s attention to the special section in the Sunday, December 4th, edition of the Jackson Citizen Patriot regarding genealogy research.  He noted that our Reference Department contributed information for this publication.

 

Moved by Lawrence Sanders, supported by Darrell Durham, that the meeting be adjourned at 7:04 p.m.  Motion carried.

 

Respectfully submitted,

 

 

James E. Best

Secretary/Treasurer