BOARD MINUTES, 19 June 1997

The meeting was called to order at 5:30 p.m. by President Senger. Present were Senger, Welch, Viskochil and Brown. Bynum, Nelson and Pratt were absent. Also present were Bob Somerville (architect), Judson (Counsel), McGuire, Vreeland, Nowinski and Buchanan (Staff).

Motion by Welch, supported by Viskochil to amend the agenda to include under New Business as Item f.: Authorization to pay Engberg-Anderson for services rendered; and, as Item g.: Authorization to pay Member Library grants; and, as Item h.: Consideration of closing the Library early on Thursday, July 10. Carried.

Motion by Brown, supported by Welch to approve the minutes of the 29 May 1997 Regular Meeting. Carried.

McGuire had no report but deferred to Vreeland, who reported on recent staff training on materials selection. She also reminded the Board that the Materials Selection Policy contains a provision for review at least every five years, and it was last reviewed in 1993.

Brown reported that the Personnel Committee met briefly and decided to wait until after Strategic Planning goals are reviewed on June 26 before finalizing the Director's goals for 1997.

Senger reported that the Carnegie Renaissance Committee met on June 11 with groups interested in future use of the Carnegie. Discussion centered around space needs for the various groups.

McGuire reported for the Building Committee that Engberg-Anderson will be sending revised pallet swatches by the end of next week. The swatches will be available for the Finishes Committee to review.

B. Harding reported for Peninsula Community Library that their Summer Reading Club has started; Wanda Crampton, Librarian, has received a scholarship from the American Library Association to attend the ALA annual conference June 23-27; and the PCL Friends are sponsoring a picnic at Chateau Chantal on July 16.

Candy Fettes, Kingsley Public Library Board President, reported that Jennifer Drabek has requested to be relieved of her co-director's duties and is now Assistant Director, with Mary Fraquelli continuing as Director. M. Fraquelli reported that KPL has three new trustees; they have 158 kids signed up for the Summer Reading Club; two summer school classes are coming to the Library every week; and the Board has approved some major cleaning. She also thanked TADL employees M. Wyckoff and R. Flickinger for their assistance.

Julie Gray of Fife Lake Public Library reported that their circulation increased 23% in April and 25% in May; they have an entry in Fife Lake's 4^th of July parade; they are collecting quilts for display; and their Member Library Agreement was signed at their last Board meeting, and they would like their additional funds as soon as possible so they can pay their July bills.

Senger reported that he had received a letter from Interlochen Public Library's Board requesting a renegotiation of their agreement before the 1998 finding process begins.

In response to a question from Viskochil, McGuire reported that all of the Member Libraries except Kingsley have signed their Member Library Agreements and checks for their additional funding are ready for distribution.

Motion by Brown, supported by Welch to authorize payment to NuGen Systems in the amount of $7,298.60 for supplies and services received. Carried.

Motion by Welch, supported by Viskochil to adopt a "Unanimous Consent Resolution for the Library's Employees' Investment Plan." Carried.

B. Sommerville addressed the Board regarding the construction contracts. Because of some questions regarding subcontractors' bids, the contracts are not ready to be signed. Sommerville gave the trustees a synopsis of their contract considerations, with a recommendation to accept the low bids for general contractor and electrical subcontractor and two suggested options for plumbing, mechanical and fire protection subcontracts. He suggested that if the Board was not prepared to make a decision on the subcontracts, Hallmark Construction should be notified of the Board's intent to award the contract to them so that they can start the process of preparing for construction.

Following discussion, motion by Brown, supported by Viskochil to authorize the Director to submit a letter of intent to award the combined trades contract to Hallmark Construction, subject to approval as to form by Counsel. Carried.

Motion by Welch, supported by Brown to defer awarding of construction contracts to the June 26 Special Meeting. Carried.

Motion by Welch, supported by Viskochil to authorize payment to Business Printing Plus in the amount of $6,229.73 for forms received. Carried.

Motion by Viskochil, supported by Welch to postpone the regular July meeting to July 17. Carried.

Motion by Welch, supported by Viskochil to authorize payment to Engberg Anderson in the amount of $39,849.97 for services rendered. Carried.

Motion by Brown, supported by Welch to authorize payment to the Member Libraries of additional grant funds upon receipt of a signed revised agreement. In response to clarification from Judson, Brown and Welch amended the motion to read "contract funds" rather than "grant funds." Motion carried as amended.

The meeting was opened for public comment. D. Voice addressed the Board regarding Fife Lake Public Library's funding. E. Long from the League of Women Voters requested an update on the status of the Library Manager position. A. Burns of the Friends of the Library asked the Board for continued consideration of the need for space in the new library for book storage for the Friends. C. Fettes of Kingsley Public Library's Board said that their Member Library Agreement will be signed at their next meeting. M. Vreeland announced that the Friends will have their annual Almost Rare Book Sale on September 20. J. Gray announced that Fife Lake PL will have a bake and book sale on July 4, 10:00-3:00.

Senger reminded the trustees of the Special Meeting on Thursday, June 26, at 5:30 p.m.

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