IOSCO-ARENAC DISTRICT LIBRARY
MINUTES OF THE BOARD OF TRUSTEES REGULAR MEETING
Place: Omer Little Eagles Nest Library
Date: July 11, 2013
Present: Paul Michalke, Dan Stock, Karen Strughold, Sue Kingsbury, Phyllis Klender, Eileen Rudzinski, Rick Rockwell, Stephanie Olson and Diane Bushman
Absent: Jerry Brown
ITEM 1. CALL TO ORDER
Chairperson Rockwell called the meeting to order at 4:35 p.m.
ITEM 2. APPROVAL OF THE AGENDA
Michalke moved and Stock seconded approval of the agenda. Motion carried.
ITEM 3. PUBLIC PARTICIPATION AND REPORTS FROM FRIENDS OF THE LIBRARY GROUPS
Arleen Wood, Community Liaison Librarian, was present. Kingsbury reported that the Tawas City Library Friends cancelled their July meeting but would be having a large booksale on July 13, 2013 at the Farmers Market in East Tawas. Stock reported that the Friends of the Robert J. Parks Library donated $250 to pay for a program speaker.
ITEM 4. BOARD COMMENTS
Stock said that the Huron Shores Genealogical Society is working on a "Who Do You Think You Are?" project using two local celebrities.
ITEM 5. APPROVAL OF THE MINUTES OF THE JUNE 13, 2013 REGULAR MEETING
Klender moved and Michalke seconded approval of the minutes of the June 13, 2013 Regular Meeting. Motion carried.
ITEM 6. TREASURER’S REPORT
Rudzinski moved and Kingsbury seconded approval of the June 30, 2013 Treasurer's Report. A roll call vote was taken as follows: Brown, absent; Michalke, aye; Rockwell, aye; Rudzinski, aye; Stock, aye; Kingsbury, aye; Strughold, aye; Klender, aye. Motion carried.
Director Olson requested a line item transfer of $300 from Contingency to Gifts and Memorials.
Rudzinski moved and Stock seconded approval of a line item transfer in the amount of $300 from Contingency to Gifts and Memorials. A roll call vote was taken as follows: Brown, absent; Michalke, aye; Rockwell, aye; Rudzinski, aye; Stock, aye; Kingsbury, aye; Strughold, aye; Klender, aye. Motion carried.
ITEM 7. RATIFICATION OF BILLS
Klender moved and Michalke seconded ratification of voucher #13-18 dated June 20, 2013 in the amount of $15,558.98, voucher #13-19 dated July 3, 2013 in the amount of $21,085.19, and voucher #13-20 dated July 18, 2013 in the amount of $24,288.34. A roll call vote was taken as follows: Brown, absent; Michalke, aye; Rockwell, aye; Rudzinski, aye; Stock, aye; Kingsbury, aye; Strughold, aye; Klender, aye. Motion carried.
ITEM 8. DIRECTOR’S REPORT
Director Olson said that Arleen Wood was present to answer Board questions about her Trial Databases Report. Wood said that she contacted the branch librarians, headquarters staff and key members of the local communities and asked them to test out the trial versions of several databases. Based on her research and the response of others, she recommends that the District subscribe to Sanborn Maps, Newspapers Archives and eSequels. These databases provide information that is of general interest to our patrons and communities for a relatively reasonable rate. Some of the other databases reviewed either had outdated data or the information was newly available through MeL Databases. Rudzinski asked what eSequels was. Wood said that it is a database where a person that is reading a series of books can look up all the books in the series and find the order they were published. This information can be accessed by the name of the author, series or main charcter. She said that due to cost constraints, the databases would only be available to people using the library's public computers or WiFi. People would not be able to access them from their home computers. Wood said that she will be working on a marketing campaign to inform the public that they are available at the District Library. Wood added that she is in the process of investigating an online magazine subscription service called Zinio. She will have more information on this later. Olson said that the cost of these databases would be taken from the Materials line item of the budget.
Director Olson said that the policy of the library has always been that all programs are free. There have been instances where co-sponsors have placed a donation jar in the room, but donations are voluntary and to not benefit the library. She said that there is an opportunity to collaborate with the Iosco County Historical Society on a program but their policy is to require a minimun donation. After discussion it was decided that financial assistance with this program (or any program) would be allowable if people are not required to donate in order to attend the program. It would be allowable to have a donation container in the room (even if it has a "suggested donation" on it) as long as it is not passed around and does not refer to the District in any way.
Rockwell asked about the one year rollback on the Affordable Care Act. Director Olson said we were informed by Mark Elliott that if we change our Blue Cross/Blue Shield renewal date from January 1st to December 31st we could continue with our current health insurance plan for one more year at what would probably be a smaller rate increase. If we don't change our renewal date, our health coverage will change and there would be a probably 30% increase in 2014.
Director Olson said that the State of Michigan will be changing the reporting requirements for the State Aid Report. This will not require budget changes.
Stock asked our about lending status on interlibrary loans. Olson said that we are again a net-borrower on MelCat because a lot of our patrons are requesting music CDs and movies, which we do not purchase.
ITEM 9. OLD BUSINESS
9A. HORIZON, MERIT, USF, AND MELCAT UPDATES
Director Olson reported that we will be doing our annual change of Horizon passwords in August. She said that it appears that Merit has fixed the redundancy issue in Omer. John Cargo will be calling Merit for verification. She has not heard anything from Rob McSwain at Merit about the potential cost savings for our Whittemore and Plainfield branches. Olson still has no news on USF as of this date. She said that MelCat is still going strong.
9B. BRANCH $10,000 PROJECTS AND ADULT PROGRAM GRANTS
Director Olson said that there was nothing new with the $10,000 projects. She is still waiting for information about the Standish painting project.
9C. POLICY MANUALS APPROVAL
Director Olson reported said that the table of contents for the policy manuals will be completed after all other changes are incorporated. Stock asked about the possibility of using direct deposit to pay employees. Bushman explained that in order to do this funds have to be available in our checking account the day before the actual paydate. This is currently not possible because Iosco County hold our funds and we request a check from them to cover our payables and payroll. This check is recieved and deposited on the same day as the paydate. The only way we could do direct deposit is to change our pay dates from Thursday to Friday. After discussion, the Board asked Bushman to investigate bank charges and other possible requirements involved with direct deposit as well as poll staff to see if they are interested in it. Director Olson said that if it's decided to use direct deposit, it would require Board approval of an interim policy change to the Personnel Policy. Rudzinski asked about the removal of the word "perceived" in the grievence part of the Personnel Policy manual. Olson said that due to recent events, it was determined that the wording in the grievence and harrassment section of the policy was not strong enough. Because of this, Olson has removed the word "perceived" from the policy. Olson said that the other major changes in the Personnel Policy manual are the addition of a nepotism policy and a whistleblower policy. Kingsbury pointed out in the Sick Leave section of the Personnel Policy manual that "Section 6" should be "Section VI". Stock suggested rewording the paragraph referring to Unemployment Compensation and Workers Compensation for the Branch Librarians in order to streamline and clarify it. Olson said that she would make the changes stated and e-mail them to the Board.
Stock moved and Kingsbury seconded approval of the revised Policy Manual and Personnel Policy Manual with the corrections and changes discussed by the Board. A roll call vote was taken as follows: Brown, absent; Michalke, aye; Rockwell, aye; Rudzinski, aye; Stock, aye; Kingsbury, aye; Strughold, aye; Klender, aye. Motion carried.
ITEM 10. NEW BUSINESS
10A: STRATEGIC PLANNING MEETING REPORT AND SCHEDULE MEETING FOR SEPTEMBER 12
Director Olson said that the Strategic Planning Committee needs to schedule another meeting to complete the Stratgic Plan. A Strategic Planning Committee meeting was scheduled for Thursday, September 12, 2013 at 3:30 pm at Administrative Headquarters.
10B. SCHEDULE BUDGET COMMITTEE MEETING FOR AUGUST 8
A Budget Committee meeting was scheduled for Thursday, August 8, 2013 at 3:30 pm at the Whittemore Library.
ITEM 11. ITEMS FOR NEXT AGENDA
ITEM 12. ADJOURNMENT
Michalke moved and Strughold seconded to adjourn the meeting at 5:50 p.m. Motion carried.