IOSCO-ARENAC DISTRICT LIBRARY

MINUTES OF THE BOARD OF TRUSTEES REGULAR MEETING

 

Place:      Iosco-Arenac District Library Administrative Headquarters

Date:       November 10, 2011

Present:   Jerry Brown, Rick Rockwell,  Dan Stock, Paul Michalke, Tara Western, Stephanie Olson, Arleen Wood and Diane Bushman

Absent:    Eileen Rudzinski, Phyllis Klender and Karen Strughold

 

ITEM 1.     CALL TO ORDER

Secretary Western called the meeting to order at 4:46 p.m.

 

ITEM 2.     APPROVAL OF THE AGENDA

Brown 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 the Tawas City Library Friends are looking into purchasing a LED Open/Hours sign for the library.  She said that some of the many things the Friends do for the library include maintaining the garden, dusting the library and cleaning the back room.

 

ITEM 4.      BOARD COMMENTS

Western asked if a branch could do one big program in conjunction with another branch.  Director said that they could as long as it is coordinated through both branch librarians.

 

ITEM 5.     APPROVAL OF THE MINUTES OF THE OCTOBER  13, 2011 REGULAR MEETING 

Michalke moved and Stock seconded approval of the minutes of the October 13, 2011 Regular Meeting.  Motion carried.

 

ITEM 6.     TREASURER’S REPORT

Stock moved and Brown seconded approval of the October 31, 2011 Treasurer's Report.  A roll call vote was taken as follows: Brown, aye; Michalke, aye; Rockwell, aye; Rudzinski, absent; Stock, aye; Western, aye; Klender, absent; Strughold, absent.  Motion carried.

 

ITEM 7.      RATIFICATION OF BILLS

Brown moved and Michalke seconded to ratify voucher #11-31 dated October 27, 2011 in the amount of $20,214.17, voucher #11-32 dated November 10, 2011 in the amount of $21,334.00, and voucher #11-33 dated November 17, 2011 in the amount of $29,494.57.  A roll call vote was taken as follows: Brown, aye; Michalke, aye; Rockwell, aye; Rudzinski, absent; Stock, aye; Western, aye; Klender, absent; Strughold, absent.  Motion carried.

 

ITEM 8.      DIRECTOR’S REPORT

Director Olson reported that she received an estimate from MLA that the District would lose about $70,905 in the event that Personal Property Taxes are eliminated.  This figure has not been verified with the two County Treasurers.  Olson distributed a copy of a resolution in support of fully replacing, not erasing, Michigan's Personal Property Tax.  She is asking the Board to review the resolution and revisit the topic at the January 2012 Board meeting.   Arleen Wood, Community Liaison Library, presented a report on the adult programs for 2011.  She felt that the programs were well received by the public.  She talked about ideas for 2012 programs.  Olson said that Klender wanted to report that there were 88 attendees at the Edmund Fitzgerald program presented by Ric Mixter.

 

ITEM 9.    OLD BUSINESS

9A.        HORIZON, MERIT, USF AND MELCAT UPDATES

Director Olson reported that Wood went to MeL Users Day where she was able to attend workshops and network with other MeL Users.  Olson said that there is nothing new on Horizon, Merit and USF.

 

9B.        UPDATE ON BRANCH $10,000 PROJECTS AND SCHEDULE COMMITTEE MEETING

Director Olson said that Omer placed their final order of tables and a bulletin board.  She has contracted with a carpet company to do the flooring in Standish, which will finish their project.  East Tawas and Plainfield are busy ordering pre-approved items for their branches.  Oscoda, AuGres, Tawas City and Whittemore are done.  The Ad Hoc Committee of Western, Klender and Olson will meet at 3:30 pm on January 12, 2012 to review Branch wishlists and discuss a spending plan.

 

9C.      CONTINUE DISCUSSION ON MILLAGE RENEWAL ELECTION TIMELINE

At the January 2012 Board meeting Olson may ask the Board to hire Attorney Dick Butler to handle the millage ballot language.  Mr. Butler specializes in district library law issues.  Olson will be checking into the hourly rates of Anne Seurynck, another highly recommended attorney.  Rockwell said that there is currently legislation pending to change the deadline for filing to be on a ballot.  If this legislation passes, it will affect the election timeline.

 

9D.        REVIEW OF IDEAS FOR PUBLIC RELATIONS

Western said that she knows a journalism major that is willing to write informational articles for free.  She thought that District might be able to use his skills during the millage campaign.

 

9E.        HEALTH INSURANCE PREMIUM LEGISLATION

Director Olson reported that Public Act 152 limits the amount that governmental units can spend for employee health insurance.  She contacted Tawas Bay Agency for ways to lower health insurance costs without putting a severe financial hardship on District staff.  They proposed a HSA plan that will keep the premiums within the mandated limit.  This plan substantially increases the deductible, but the District will contribute to a health savings account which the employees can use to paydown on the deductible, if they wish.  Staff can also elect to contribute pre-tax dollars to this health savings account.    Any unused money in the employees account at the end of the year can be rolled over to the next year.  This plan will also offer dental and enhanced optical coverage, which is exempt from the legislation.  Olson requested Board approval of this plan.

Rockwell moved and Brown seconded approval to implement the Blue Cross/Blue Shield of Michigan health savings plan, as presented, for full-time District staff.  A roll call vote was taken as follows: Brown, aye; Michalke, aye; Rockwell, aye; Rudzinski, absent; Stock, aye; Western, aye; Klender, absent; Strughold, absent.  Motion carried.

 

ITEM 10. NEW BUSINESS

10A:     APPROVAL OF 2012 BUDGET AND 2011 BUDGET ADJUSTMENT

Stock moved and Western seconded to approve the 2012 Budget, as presented  A roll call vote was taken as follows: Brown, aye; Michalke, aye; Rockwell, aye; Rudzinski, absent; Stock, aye; Western, aye; Klender, absent; Strughold, absent.  Motion carried.

Michalke moved and Western seconded to approve the budget adjustment of the 2011 Budget, as presented.  A roll call vote was taken as follows: Brown, aye; Michalke, aye; Rockwell, aye; Rudzinski, absent; Stock, aye; Western, aye; Klender, absent; Strughold, absent.  Motion carried.

 

10B:     APPROVAL OF END OF YEAR MOTIONS FOR FINANCIALS

Michalke moved and Western seconded to allow the District Director to line item transfer from Contingency for expenses for 2011, if needed.  A roll call vote was taken as follows: Brown, aye; Michalke, aye; Rockwell, aye; Rudzinski, absent; Stock, aye; Western, aye; Klender, absent; Strughold, absent.  Motion carried.

 

Stock moved and Rockwell seconded to designate any net revenues from contributors and millage to Mary Johnston Memorial Library as of December 31, 2011 to the Mary Johnston Memorial Library Fund Balance.  A roll call vote was taken as follows: Brown, aye; Michalke, aye; Rockwell, aye; Rudzinski, absent; Stock, aye; Western, aye; Klender, absent; Strughold, absent.  Motion carried.

 

Rockwell moved and Western seconded to allow the District Director to pay final bills for 2011 on the last day allowed through voucher from the County of Iosco for calendar year 2011.  A roll call vote was taken as follows: Brown, aye; Michalke, aye; Rockwell, aye; Rudzinski, absent; Stock, aye; Western, aye; Klender, absent; Strughold, absent.  Motion carried.

 

Michalke moved and Brown seconded to designate unrestricted fund balance as of December 31, 2011 to the following restricted fund balances:  Penal Fine Recovery Fund, $50,000;  Vehicle Fund, $5,000; Technology Fund, $10,000; and Building Fund, $20,000.  A roll call vote was taken as follows: Brown, aye; Michalke, aye; Rockwell, aye; Rudzinski, absent; Stock, aye; Western, aye; Klender, absent; Strughold, absent.  Motion carried.

 

Stock moved and Brown seconded to use the Fund Balance Policy adopted at the October 13, 2011 meeting to define Investments in Fixed Assets as Nonspendable Fund Balance-Fixed Assets; Fund Balance-Mary Johnston as Restricted Fund Balance-Mary Johnston Mem. Lib.; the remainder of the Fund Balance items under the current Fund Balance-Designated (Penal Fine Recovery, Building, Merit Network, Technology and Vehicle as Fund Balance-Assigned; and Fund Balance-Undesignated as Fund Balance-Unassigned.  A roll call vote was taken as follows: Brown, aye; Michalke, aye; Rockwell, aye; Rudzinski, absent; Stock, aye; Western, aye; Klender, absent; Strughold, absent.  Motion carried.

 

10C:     DIRECTOR EVALUATION PROCEDURE

Forms for the evaluation of the District Director were distributed to the Board.  All evaluations are to be received by Michalke by December 10, 2011 for compilation.

Rockwell moved and Brown seconded to authorize the evaluation of the District Director.  Motion carried.

 

ITEM 11. ITEMS FOR NEXT AGENDA

Add:  Personal Property Tax Issue

         Recommendations for $10,000 Projects for 2012

 

ITEM 12. ADJOURNMENT

Brown moved and Michalke seconded to adjourn this meeting at 5:38 p.m.  Motion carried.

 

Respectfully submitted,

 

 

Diane Bushman

Recording Secretary