BOARD MINUTES, 17 July 1997

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

Motion by Nelson, supported by Pratt to amend the agenda to include under New Business as item c.: Authorization to pay Engberg-Anderson for services rendered; as item d.: Declaration of various items as surplus; and as item e.: Consideration of entering into a General Easement with Ameritech. Carried.

Motion by Nelson, supported by Bynum to approve the minutes of the June 19, 1997 Regular Meeting and the July 26, 1997 Special Meeting as circulated. Carried.

McGuire reported that an unfair labor practices charge has been filed against the Library. A copy of the Notice and Charge was included in the board packets, along with Counsel's response. McGuire will keep the board informed as this action progresses.

Plante & Moran were in Traverse City earlier in the week to interview for the Technology Plan and should have a report for the Board by the end of August.

On July 16, McGuire and Counsel attended a pre-construction meeting with the contractors. The steel is expected to arrive in October and will require three months to erect. Because of the winter weather, it will be necessary to close in the building with a metal or temporary roof so that interior work can progress. Final completion is targeted for October '98. The move will be professionally done, probably during the Christmas lull. McGuire has been contacted by a community member who has moved libraries and volunteered to coordinate the move.

Senger noted that the new library has an address, 610 Woodmere. The city assessor will be contacted to request that the address be changed to 600 Woodmere.

Senger and McGuire are scheduled to visit a company in Jasper Indiana to look at custom library furnishings. This company is already doing some of the furnishings, and a larger order could result in cost savings.

The IRS has scheduled a field audit of the Library's 401(k) plan the first week in August.

Elmwood township has passed a uniform traffic code which will change the funding libraries receive from that township. Judson explained Elmwood township's condition of inclusion in TADL's service area and how traffic laws and penal fines affect library funding. Welch asked that McGuire and Senger draft a letter on behalf of the TADL board in support of libraries and funding for libraries to be sent to Elmwood township.

Wanda Crampton, Peninsula Community Library librarian, is in the hospital. She was in intensive care, but is improving.

McGuire reported that there is no building permit as yet, but some site preparation can be done without the permit. Judson advised that the paperwork is in process and there shouldn't be a problem. At the beginning of a project of this size clarification is needed and he and McGuire are working on it.

From now on all change orders will go through Bob Sommerville of aai. Major changes will always come back for board approval.

Don Pratt asked about storage space. The architects are aware of this need. They will be back August 27 and will discuss it at that time. They plan to return once a month throughout the project.

Welch asked about progress on the business manager position. McGuire reported that after advertising locally, there are about 50 applications to sort through and the process of interviewing will begin.

Vreeland reported on the ALA pre-conference, the Poets In Person project funded by American Library Association, American Poetry Association and National Endowment for the Humanities. The programs will start in October with scholar Anne-Marie Oomen and adult service librarian

Sandy Robey coordinating. Part of the grant includes 30 sets of tapes which will be added to the library collection and offered to member libraries. These programs will provide a beginning for the library to offer regular, quality programs for adults in anticipation of the move to the larger location.

Senger discussed the Draft Objective and Action Plans to Reach the Strategic Planning Goals and requested suggestions on how to proceed. Discussion followed. All agreed that the first objective is to open the new

other major points are District-wide funding and staff training. The trustees agreed to set priorities individually and be prepared to discuss them at the next regular meeting. Welch requested that staff prepare visuals to be used at that meeting for the benefit of the public. Trustees who will not be present will prepare written statements of their priorities ahead of time.

Motion by Viskochil, supported by Pratt to authorize payment in the amount of $6,203.36 to Mid-Michigan Library League for cooperative membership fees. Carried.

Motion by Pratt, supported by Bynum to appoint Doug Brown and Fred Nelson as MERS employer delegate and alternate respectively and to ratify the election of Dawn Buchanan and Jill Bert as MERS employee delegate and alternate respectively. Carried.

Motion by Welsh, supported by Brown to authorize payment in the amount of $6,582.33 to Engberg-Anderson for architectural services rendered. Carried.

Motion by Nelson, supported by Welsh to declare as surplus two office desks from East Bay Branch. Carried.

Motion by Brown, supported by Nelson to enter into a general easement agreement with Ameritech subject to approval as to form by Counsel. Carried.

Viskochil asked about wording of the name of the library in the above agreement and in earlier discussion. Judson said that it is a small point, but he will clarify it to avoid future problems.

Discussion followed about burial of TC Light and Power lines while there is a hole. The Board instructed McGuire to write a letter to TC Light and Power to requesting that the lines be buried at this time.

M. Fraquelli, Kingsley Public Library reported that 173 children are participating in KPL's summer reading program. Their written reports are posted in the library. There will be a Reading Club picnic August 18^th with support from many local merchants. R. Flickinger from East Bay Branch came to Kingsley with a story program, which was enjoyed and appreciated very much. They are negotiating with a local artist to do a mural for the front of their library. KPL will hold a book sale on Saturday during Kingsley Heritage Days, the first week of August.

Julie Gray, Fife Lake Public Library, announced that they expanded their open hours the first of July. They are now open Wednesday through Friday, 10:00-6:00, and Saturday, 10:00-3:00. They are installing a new furnace and air conditioner. A survey of patrons for future library services is planned. Thanks to Interlochen for a number of used books, they doubled their profits at a 4^th of July book sale. They also have many children participating in summer reading.

Pratt asked how they were doing with the new NuGen system and both librarians indicated their approval. There is a small learning curve, but the system has good features.

A. Burns of Friends of the Library reiterated Pratt's request for book storage space in the new building.

New contracts have been signed by Peninsula and Kingsley. Interlochen signed their old one. Counsel brought up the Interlochen request for a meeting regarding their funding and requested that this be put on the agenda for the next regular meeting. Fife Lake plans to sign their contract in the near future.

Respectfully submitted,

Dawn Buchanan, Recording Secretary
Frank Senger, President

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