IOSCO-ARENAC DISTRICT LIBRARY

MINUTES OF THE BOARD OF TRUSTEES REGULAR MEETING

Place:      Iosco-Arenac District Library Administrative Headquarters

Date:       January 13, 2011

Present:   Karen Strughold,  Rick Rockwell, Phyllis Klender, Paul Michalke, Tara Western,  Dan Stock, Stephanie Olson and Diane Bushman

Absent:    Jerry Brown, Eileen Rudzinski

ITEM 1.     CALL TO ORDER

Chairperson Klender called the meeting to order at 4:30 p.m.

ITEM 2.     APPROVAL OF THE AGENDA.

Western moved and Michalke seconded approval of the agenda.  Motion carried.

ITEM 3.     PUBLIC PARTICIPATION AND REPORTS FROM FRIENDS OF THE LIBRARY GROUPS

Western reported that Dan Stock spoke about the AARP volunteer income tax program at the last meeting of the Tawas City Library Friends.  Members of the Friends will be helping Stock this year.  They are having a book sale and regifting opportunity on January 15, 2011.  TCLF gave $100 to the District for the Summer Reading Program.  They will be sponsoring "Sale or No Sale" for their winter fundraiser on March 19, 2011.  They will be having Tales to Tails on Mondays in March.  They purchased a rolling stool for the library.  Olson said that the Friends of the Robert J. Parks Library will be purchasing a security system for the library.  It will consist of four panning cameras, a monitor and a DVD recorder.  Stock said that 2011 has started out great for selling used books online to raise money for the Friends.  Klender reported that the Friends of the Mary Johnston Memorial Library made snowflake decorations for the Veterans Home.  They ordered four more new chairs and a new task chair to be paid for with District Space Planning money.

ITEM 4.      BOARD COMMENTS

Western asked if theft is a problem in the branch libraries.  This question initiated a discussion on the topic.

ITEM 5.     APPROVAL OF THE MINUTES OF THE NOVEMBER 18, 2010 REGULAR MEETING 

Rockwell moved and Stock seconded approval of the minutes of the November 18, 2010 Regular Meeting.  Motion carried.

ITEM 6.     TREASURER’S REPORT

Rockwell moved and Michalke seconded approval of the December 31, 2010 Treasurer's Report, as presented.  A roll call vote was taken as follows:  Brown, absent; Michalke, aye; Rockwell, aye; Rudzinski, absent; Stock, aye; Western, aye; Klender, aye; Strughold, aye.  Motion carried.

ITEM 7.      RATIFICATION OF BILLS

Western moved and Strughold seconded to ratify voucher #10-33 dated November 24, 2010 in the amount of $28,292.81, voucher #10-34 dated December 9, 2010 in the amount of $18,511.86, voucher #10-35 dated December 22, 2010 in the amount of $86,625.26, voucher #11-01 dated January 6, 2011 in the amount of $14,588.66, and voucher #11-02 dated January 20, 2011 in the amount of $48,276.29.   A roll call vote was taken as follows:  Brown, absent; Michalke, aye; Rockwell, aye; Rudzinski, absent; Stock, aye; Western, aye; Klender, aye; Strughold, aye.  Motion carried.

ITEM 8.      DIRECTOR’S REPORT

Director Olson pointed out all of the various statistic reports.  She asked the Board to look them over and let her know if there are any questions.

ITEM 9.    OLD BUSINESS

9A.        HORIZON, MERIT, USF AND MELCAT UPDATES

Director Olson reported that she will be reviewing information sent to her by Merit regarding the establishment of two anchor institutions for the fiber project.  Merit is requiring a commitment from the District.  She will also be contacting USF to find out what kind of modifications she will need to do on the 471 form.  MelCat is continuing to grow.  She will be reporting to MelCat continuing delays in items being delivered.  The problem appears to be with the ProMed delivery system.

9B.         WRAP-UP REPORT ON 2010 SPACE PLANNING PROJECT

Director Olson passed around a list of all the items purchased with 2010 funds budgeted for the space planning project.  A total of $139,221.66 was spent out of the $160,000 budgeted.  She said that some of the projects came in for less money than was originally bid.

9C.         STRATEGIC PLAN

Director Olson presented a draft of the Strategic Plan.  She said that she will add the Annual Report to the Public Relations section.  There was discussion about the best means to disseminate the Annual Report.  Other changes were suggested by the committee, staff or branch librarians.  Olson asked for approval of the Strategic plan with the noted changes.

Rockwell moved and Michalke seconded approval of the 2011-2013 Strategic Plan, as amended.  A roll call vote was taken as follows:  Brown, absent; Michalke, aye; Rockwell, aye; Rudzinski, absent; Stock, aye; Western, aye; Klender, aye; Strughold, aye.  Motion carried.

9D.         EVALUATION OF DISTRICT DIRECTOR

Michalke presented the compiled results of the evaluation of the District Director.  All eight of the members of the board completed the evaluation form.  The Director received an overall average score of 3.9 covering 13 categories (4=Excellent, 3=Above Average, 2=Satisfactory, 1=Unsatisfactory).  Director Olson and the Board thanked Michalke for his hard work in compiling the results of the evaluation.

Stock moved and Rockwell seconded to accept the evaluation of the District Director Olson with Excellent ratings in all categories.  Motion carried.

9E.       POLICY/PERSONNEL POLICY MANUALS

Director Olson presented drafts of the updated Policy Manual and the Personnel Policy Manual.  There were some minor changes suggested.  Olson asked for approval of the policy manuals and reaffirmation of District policy of adopting the Iosco County Investment Policy.

Strughold moved and Western seconded to reaffirm the District investment policy and authorize the Iosco County Treasurer to invest District surplus funds as per statute.  A roll call vote was taken as follows:  Brown, absent; Michalke, aye; Rockwell, aye; Rudzinski, absent; Stock, aye; Western, aye; Klender, aye; Strughold, aye.  Motion carried.

Michalke moved and Strughold seconded approval of the Policy Manual, as corrected.   Motion carried.

Western moved and Stock seconded approval of the Personnel Policy Manual, as corrected.  A roll call vote was taken as follows:  Brown, absent; Michalke, aye; Rockwell, aye; Rudzinski, absent; Stock, aye; Western, aye; Klender, aye; Strughold, aye.  Motion carried.

ITEM 10. NEW BUSINESS

10A.          ELECTION OF BOARD OFFICERS

Rockwell moved and Michalke seconded to accept and elect the slate of officers recommended by the Nomination Committee for 2011 as follows:  Chairperson, Klender; Vice Chair, Strughold; Treasurer, Brown; and Secretary, Western.   Motion carried.

10B.          ADULT PROGRAM GRANTS 2011

Director Olson said that she will be contacting all of the Branch Librarians to find out if they intend to use the 2011 Adult Program Grant funds offered by the District.  She said that funds not used by the branches will be used by Headquarters.  Community Liaison Librarian, Arleen Wood is working on lining up authors/presenters for a variety of programs.  Wood will be reporting on her plans at the February Board Meeting.

10C.          DISCUSSION ABOUT MLA ANNUAL MEMBERSHIP

Olson reported that the Michigan Library Association is proposing an increase in annual dues rates.  The rate for our District would be $949 and she is unsure if staff and branch librarians would be included in this rate.  If the District would choose to forego the institutional membership and just purchase an individual membership for the District Director, it would be 80% of the institutional rate.  These new rates are scheduled to take effect in July 2011.  Olson said that her membership expires on June 30, 2011.  She will find out if she can renew her membership for another year at the old rate.

10D.          SCHEDULE FURNITURE/SHELVING/DECOR ALLOWANCE AD HOC COMMITTEE MEETING

Chairperson Klender appointed Strughold and Klender to be on the Furniture/Shelving/Decor Allowance Ad Hoc Committee.  Meeting date will be determined.

10E.          SURPLUS SALE

Director Olson reported that with the replacement of furniture and shelving in the branches, there is a need for a surplus sale as soon as possible.  Many branch units of government are being kind enough to provide short-term storage of the old furniture and shelving until the District can arrange a sale, but there are time constraints.  Olson said that she would e-mail the Board a complete list as soon as it is compiled.  Chairperson Klender directed Olson to proceed with the surplus sale.

ITEM 11. ITEMS FOR NEXT AGENDA.

Add:  Surplus Sale

         Update on New MLA Rates 

ITEM 12. ADJOURNMENT

Western moved and Michalke seconded to adjourn this meeting at 5:45 p.m.  Motion carried.

Respectfully submitted,

Diane Bushman

Recording Secretary