IOSCO-ARENAC DISTRICT LIBRARY
MINUTES OF THE BOARD OF TRUSTEES REGULAR MEETING
Place: Iosco-Arenac District Library Administrative Headquarters
Date: April 11, 2013
Present: Phyllis Klender, Rick Rockwell, Paul Michalke, Karen Strughold, Sue Kingsbury, Dan Stock, Eileen Rudzinski, Stephanie Olson and Diane Bushman
Absent: Jerry Brown
ITEM 1. CALL TO ORDER
Chairperson Rockwell called the meeting to order at 4:33 p.m.
ITEM 2. APPROVAL OF THE AGENDA - AUDIT REPORT FROM STEPHENSON, GRACIK & CO., P.C.
Klender moved and Michalke seconded approval of the agenda, as amended. Motion carried.
Jamie Carruthers from the accounting firm of Stephenson, Gracik & Co., P.C. presented the Auditor's Report for the year ended December 31, 2012. The District Library received an Unqualified Opinion, which is the highest possible rating. Carruthers commended the Board and Director and Administrative Assistant/Bookkeeper for the excellent job that they did of budgeting, preparation and assistance.
ITEM 3. PUBLIC PARTICIPATION AND REPORTS FROM FRIENDS OF THE LIBRARY GROUPS
Klender reported that the Friends of the Mary Johnston Memorial Library made over $1,000 on their booksale. They will be giving away five gift baskets during National Library Week and books for World Book Night on April 23rd. They will also be participating in the Standish Loyalty Day Parade on April 27th. Klender said that the Friends are co-sponsoring a program on Writing Your Family History with Mardi Link. Kingsbury reported that the Tawas City Library Friends will be giving away books at Neiman's Market as part of World Book Night on April 23rd. They are co-sponsoring an Antique Appraisal Show on April 13th that has all 35 seats reserved and a waiting list. On April 20th the TCLF is having their READ poster program. Kingsbury said that due to a slight change in format suggested by Lynne Bigelow, the Tales to Tails program in March went much smoother. TCLF will be sponsoring a Junk in the Trunk booksale on May 18th. Stock said that the Friends of the Robert J. Parks will be having their next meeting on April 16th. He said that Kingsbury has been very diligent in helping him with the AARP tax preparation program. Olson said that the Friends of the Plainfield Township Library agreed to contribute $100 to the District to help defray the cost of prizes for the Branch Trek Program. She was pleased to report that all six Friends groups generously donated to this program.
ITEM 4. BOARD COMMENTS
Michalke said that he has a medical issue that might have compelled him to resign from the Board, but test results came back favorably and he is pleased to be able to retain his Board position. Stock said that the carpeting project in Oscoda is completed and looks very nice.
ITEM 5. APPROVAL OF THE MINUTES OF THE FEBRUARY 14, 2013 REGULAR MEETING
Rudzinski moved and Michalke seconded approval of the minutes of the February 14, 2013 Regular Meeting. Motion carried.
ITEM 6. TREASURER’S REPORT
Stock moved and Kingsbury seconded approval of the March 31, 2013 Treasurer's Report. A roll call vote was taken as follows: Brown, absent; Michalke, aye; Rockwell, aye; Rudzinski, aye; Stock, aye; Kingsbury, aye; Klender aye; Strughold, aye. Motion carried.
ITEM 7. RATIFICATION OF THE BILLS
Kingsbury moved and Klender seconded ratification of voucher #13-07 dated February 28, 2013 in the amount of $17,283.18, voucher #13-08 dated March 14, 2013 in the amount of $27,380.49, voucher #13-09 dated March 28, 2013 in the amount of $19,653.46, voucher #13-10 dated April 11, 2013 in the amount of $26,847.54 and voucher #13-11 dated April 18, 2013 in the amount of $358,739.66. A roll call vote was taken as follows: Brown, absent; Michalke, aye; Rockwell, aye; Rudzinski, aye; Stock, aye; Kingsbury, aye; Klender aye; Strughold, aye. Motion carried.
ITEM 8. DIRECTOR’S REPORT
Director Olson had no additions to her written report. Stock said that he hoped that circulation was down in Oscoda only because of the disruption due to the carpeting project. Kingsbury asked why Omer's circulation has decreased. Olson said that the absence of one or two fervent library users can greatly affect their circulation. Stock asked about the Childrens program attendence. Olson replied that the numbers in storytimes are down in some branches for various reasons ranging from fewer children in a community to lack of transportation from parents to get the children to the program.
ITEM 9. OLD BUSINESS
9A. HORIZON, MERIT, USF AND MELCAT UPDATES
Director Olson said that there is nothing new to report on Horizon and MelCat. She said that there is a meeting scheduled for Friday with Rob McSwain from Merit regarding their efforts to reduce the costs of Internet service to Plainfield and Whittemore. Olson reported that all forms have been filed for USF and a new 3-year contract was signed with Merit.
9B: BRANCH $10,000 PROJECTS AND ADULT PROGRAM GRANTS
Olson reported that the carpeting projects in Oscoda and Whittemore are completed. East Tawas has purchased some display bins and tabletop-sized book shelves. Olson recommended that the Board allow Plainfield to start purchasing from their "movable items" list.
Klender moved and Michalke seconded to authorize the Plainfield Township Library to purchase from the "movable" portion of their facility improvement project wish list. A roll call vote was taken as follows: Brown, absent; Michalke, aye; Rockwell, aye; Rudzinski, aye; Stock, aye; Kingsbury, aye; Klender aye; Strughold, aye. Motion carried.
Director Olson presented adult program grant proposals as follows: Omer - My Childhood Years During and After Nazi Germany with Peter Scharkow, Walk with the Whitetails with Robert Smith and One Thousand Letters Home with Theresa Irish for a total cost of $1,250; Whittemore - Lighthouses Offshore Outposts with Ric Mixter for $465; Oscoda - Coming to America and Staying with Kris Rzepczynski and Ceil Wendt Jensen for $650. Klender noted that an Omer program and the Whittemore program are scheduled for the same night. Olson said that she would contact the branch librarians involved to try to get one of the programs rescheduled.
Kingsbury moved and Strughold seconded approval of adult program grants from Omer, Whittemore and Oscoda totaling $2,365.00, as presented. A roll call vote was taken as follows: Brown, absent; Michalke, aye; Rockwell, aye; Rudzinski, aye; Stock, aye; Kingsbury, aye; Klender, aye; Strughold, aye. Motion carried.
9C. APRIL MILLAGE DISTRIBUTION
Michalke moved and Strughold seconded approval of distribution of millage funds to the units of government with library branches (Standish funds to be distributed in the form of a journal entry) in the amount of $380,180.27, in accordance with the formula previously approved by the Board of Trustees. A roll call vote was taken as follows: Brown, absent; Michalke, aye; Rockwell, aye; Rudzinski, aye; Stock, aye; Kingsbury, aye; Klender aye; Strughold, aye. Motion carried.
9D. REPORT ON POLICY MANUAL REVISION WORK
Director Olson reported the Policy Committee completed work on the Policy Manual but will have to schedule another meeting for the Personnel Policy Manual. A meeting was scheduled for May 9, 2013 at 3:30 p.m. at the Administrative Headquarters.
9E. AMERICAN UNITED LIFE INSURANCE COMPANY DISTRIBUTION PROCEDURE CHANGE
Stock moved and Rudzinski seconded to authorize American United Life to prepare all future distributions taken by plan participants and distribute them directly to the participants, their beneficiaries or their designated rollover companies, and to produce any and all future 1099-R forms for our plan. A roll call vote was taken as follows: Brown, absent; Michalke, aye; Rockwell, aye; Rudzinski, aye; Stock, absent; Western, aye; Klender aye; Strughold, aye. Motion carried.
ITEM 10. NEW BUSINESS
10A: APPROVAL OF 2012 AUDIT
Rudzinski moved and Kingsbury seconded approval of the Iosco-Arenac District Library Audit Report for the year ended December 31, 2012, presented by Jamie Carruthers of the accounting firm of Stephenson, Gracik & Co., PC., as presented A roll call vote was taken as follows: Brown, absent; Michalke, aye; Rockwell, aye; Rudzinski, aye; Stock, aye; Kingsbury, aye; Klender aye; Strughold, aye. Motion carried.
10B: APPROVAL OF THE 2012 ANNUAL REPORT BROCHURE
Director Olson presented the draft of the 2012 Annual Report.
Rudzinski moved and Michalke seconded approval of the 2012 Annual Report, as presented. Motion carried.
ITEM 11. ITEMS FOR NEXT AGENDA.
Add: Report on Policy Manual Revision Work
ITEM 12. ADJOURNMENT
Rudzinski moved and Michalke seconded to adjourn this meeting at 5:35 p.m. Motion carried.