IOSCO-ARENAC DISTRICT LIBRARY
MINUTES OF THE BOARD OF TRUSTEES REGULAR MEETING
Place: Iosco-Arenac District Library Administrative Headquarters
Date: November 18, 2010
Present: Jerry Brown, Rick Rockwell, Eileen Rudzinski, Dan Stock, Karen Strughold, Tara Western, Phyllis Klender, Stephanie Olson and Diane Bushman
Absent: Paul Michalke
ITEM 1. CALL TO ORDER
Chairperson Klender called the meeting to order at 4:30 p.m.
ITEM 2. APPROVAL OF THE AGENDA
Director Olson requested the removal of Item 9C. Strategic Plan Draft
Rudzinski moved and Rockwell seconded approval of the agenda. Motion carried.
ITEM 3. PUBLIC PARTICIPATION AND REPORTS FROM FRIENDS OF THE LIBRARY GROUPS
Present were Diana London, Oscoda Librarian; Linda Kauffman, AuGres Librarian; John Cargo, Technology Coordinator; Lynne Bigelow, Children and Teen Services Coordinator; and Arleen Wood, Community Liaison Librarian. Director Olson introduced Alyce Riemenschneider of Riemenschneider Design Associates, Inc. Ms. Riemenschneider presented the results of their space and signage study for the Robert J. Parks Library and signage study for the AuGres Community Library followed by a question and answer period from the Board and audience. Her report was very well received and greatly appreciated.
Western reported that the Tawas City Library Friends purchased new children's furniture (with Shirley Klenow memorial money), a coatrack, a magazine rack and five magazine subscriptions. They are working on an event based on "Deal or No Deal" and are making plans for a Master Gardener workshop in 2011. They renewed memberships with the Tawas Area Chamber of Commerce and the Friends of Michigan Libraries. Klender reported that the Friends of the Mary Johnston Memorial Library will be making more cards for U.S. Veterans. Their Pause for Paws reading programs are going well. They are working on their next newsletter. She said that the Ric Mixter program in Omer had 27 attendees.
ITEM 4. BOARD COMMENTS
No Board comments.
ITEM 5. APPROVAL OF THE MINUTES OF THE OCTOBER 14, 2010 REGULAR MEETING
Brown moved and Rockwell seconded approval of the minutes of the October 14, 2010 Regular Meeting. Motion carried.
ITEM 6. TREASURER’S REPORT
Stock moved and Rudzinski seconded approval of the October 31, 2010 Treasurer's Report. A roll call vote was taken as follows: Brown, aye; Michalke, absent; Rockwell, aye; Rudzinski, aye; Stock, aye; Western, aye; Klender, aye; Strughold, aye. Motion carried.
ITEM 7. RATIFICATION OF BILLS
Brown moved and Western seconded to ratify voucher #10-30 dated October 28, 2010 in the amount of $19,491.56, voucher #10-31 dated November 10, 2010 in the amount of $17,085.75, and voucher #10-32 dated November 24, 2010 in the amount of $43,494.26. A roll call vote was taken as follows: Brown, aye; Michalke, absent; Rockwell, aye; Rudzinski, aye; Stock, aye; Western, aye; Klender, aye; Strughold, aye. Motion carried.
ITEM 8. DIRECTOR’S REPORT
Director Olson asked Arleen Wood, Community Liaison Librarian, to give a report on her first program for adults. Wood passed around a sample of the flyer and program used for the "Frightful Tales of the Night" program. She enlisted readers from the Tawas Bay Players and the Shoreline Players to read scary stories. The event was held at the Iosco County Historical Museum and was attended by 43 people. A local musician volunteered to play spooky music on a pump organ and the Historical Society helped by providing some of the refreshments in addition to the venue. Wood said that the people liked it so much that they even had two "encore" stories. Some people asked if this was going to become an annual event. Olson said that there has been discussion about doing this adult readings program at the courthouse in Omer next year. Director Olson reported that penal fines collected in Arenac County through the end of October totaled $71,111.90. She said that if they keep on this pace, they will exceed the amount collected for the same period in 2009.
ITEM 9. OLD BUSINESS
9A. HORIZON, MERIT, USF AND MELCAT UPDATES
Director Olson reported that MelCat just updated all of the DCB-1 servers. She said that Merit has started the fiber work. Olson said that USF is changing their application requirements, so she will have to learn their new procedures for 2011.
9B. ACTIVITIES REPORT ON SPACE PLANNING PROJECT
Director Olson said that furniture has yet to arrive at East Tawas, AuGres, Whittemore and Omer. She said that Klender has volunteered to help with the move at Omer which is scheduled for December 1st. Olson said that she would like to spend the remaining Standish space planning money for new flooring in the bathrooms. She is having difficulty getting local flooring companies to bid on the project before the end of the year.
9D. PROCEDURE FOR EVALUATION OF DISTRICT DIRECTOR
Forms for the evaluation of the District Director were distributed to the Board. All evaluations are to be received by Michalke by December 10, 2010 for compilation.
9E. REVIEW AND AFFIRM THE BOARD BYLAWS
Olson presented the Board Bylaws with the only change being the spelling of "bylaws". She asked for the Board to re-affirm them.
Rockwell moved and Strughold seconded affirmation of the Board Bylaws, as presented. Motion carried.
ITEM 10. NEW BUSINESS
10A: POSSIBLE POLICY/PERSONNEL POLICY MANUALS DRAFT
Olson will e-mail drafts of the revised Policy/Personnel Policy Manuals to the Board for review.
10B: AUDIT CONTRACT AWARD (THREE YEAR CONTRACT)
Director Olson said letters were sent out to four CPA firms requesting audit bids for a three-year contract. One firm replied that they did not wish to bid. Of the three remaining bids, Stephenson, Gracik & Co. PC was the lowest bid. Olson asked for Board approval to accept the bid from Stephenson, Gracik.
Western moved and Brown seconded to accept the bid from Stephenson, Gracik & Co., PC for a three-year audit contract for the fiscal years ending 2010, 2011 and 2012. A roll call vote was taken as follows: Brown, aye; Michalke, absent; Rockwell, aye; Rudzinski, aye; Stock, aye; Western, aye; Klender, aye; Strughold, aye. Motion carried.
10C: END OF YEAR MOTIONS FOR FINANCIALS
Rockwell moved and Klender seconded to allow the District Director to line item transfer from Contingency for expenses for 2010, if needed. A roll call vote was taken as follows: Brown, aye; Michalke, absent; Rockwell, aye; Rudzinski, aye; Stock, aye; Western, aye; Klender, aye; Strughold, aye. Motion carried.
Stock moved and Western seconded to designate any net revenues from contributors and millage to Mary Johnston Memorial Library as of December 31, 2010 to the Mary Johnston Memorial Library Fund Balance. A roll call vote was taken as follows: Brown, aye; Michalke, absent; Rockwell, aye; Rudzinski, aye; Stock, aye; Western, aye; Klender, aye; Strughold, aye. Motion carried.
Western moved and Rockwell seconded to allow the District Director to pay final bills for 2010 on the last day allowed through voucher from the County of Iosco for calendar year 2010. A roll call vote was taken as follows: Brown, aye; Michalke, absent; Rockwell, aye; Rudzinski, aye; Stock, aye; Western, aye; Klender, aye; Strughold, aye. Motion carried.
Brown moved and Stock seconded to designate unrestricted fund balance as of December 31, 2010 to the following restricted fund balances: Building Fund, $10,000; Vehicle Fund, $5,000; Technology Fund, $10,000; and MERIT Fund, $20,000. A roll call vote was taken as follows: Brown, aye; Michalke, absent; Rockwell, aye; Rudzinski, aye; Stock, aye; Western, aye; Klender, aye; Strughold, aye. Motion carried.
Rockwell moved and Klender seconded to authorize the evaluation of the District Director. Motion carried.
10D: APPROVAL OF THE 2010 BUDGET ADJUSTMENT
Strughold moved and Klender seconded to approve the 2010 Budget Adjustment, as presented. A roll call vote was taken as follows: Brown, aye; Michalke, absent; Rockwell, aye; Rudzinski, aye; Stock, aye; Western, aye; Klender, aye; Strughold, aye. Motion carried.
10E: APPROVAL OF THE 2011 BUDGET
Rudzinski moved and Western seconded to approve the 2011 Budget as presented. A roll call vote was taken as follows: Brown, aye; Michalke, absent; Rockwell, aye; Rudzinski, aye; Stock, aye; Western, aye; Klender, aye; Strughold, aye. Motion carried.
10F: ADULT PROGRAM GRANTS 2011
Director Olson noted the change in the Adult Program Grants guidelines for 2011 stating that the primary contacts for the grants would be required to meet with her. Stock asked if all of the reports for 2010 grants have been submitted. Olson replied that she has not yet received one from Oscoda for the Genealogy program.
ITEM 11. ITEMS FOR NEXT AGENDA
No changes.
ITEM 12. ADJOURNMENT
Western moved and Brown seconded to adjourn this meeting at 6:09 p.m. Motion carried.
Respectfully submitted,
Diane Bushman
Recording Secretary