BOARD MINUTES, 14 August 1997

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

Motion by Pratt, supported by Brown to amend the agenda to include under New Business: as item h.: Authorization to purchase a new vehicle for the Library; as item i: Authorization to pay Engberg-Anderson for services rendered; and, as item j.: Consideration of calling a special meeting for Thursday, August 28. Carried.

Motion by Nelson, supported by Pratt to further amend the agenda to include as the first item under Old Business: Clarification of various issues regarding the contract with Hallmark Construction; and, as item k. under New Business: Authorization of payment to NuGen for services and supplies. Carried.

Motion by Nelson, supported by Bynum to approve the minutes of the July17, 1997 Regular Meeting as circulated. Pratt commented that he didn't recall discussion of burying power lines. Senger replied that the issue had been discussed. Motion carried. In reference to the power line issue, Nelson reported that the lines can't be buried, but they can be moved. T. C. Light & Power will move them.

McGuire reported that he had talked to the auditors earlier in the, day and they had just received the last information needed for the audit. They will have the audit report for the next meeting.

McGuire deferred to Vreeland for a report from the Staff Development Committee. Vreeland introduced the other members of the committee and commented on the report in the meeting packets. The report from this committee will be put on the agenda for discussion at the next meeting.

McGuire reported that he received 43 applications for the Library Manager position, which is no longer being advertised. He has been working on narrowing the field so he can begin interviewing. Senger and Brown suggested communicating with all applicants as to the status of the process.

The IRS field audit of the 401(k) plan has been completed. There were no surprises.

The Library has received this year's payment of penal fines. The amount is up about 5% over last year.

McGuire's and Pratt's trip to the library furnishings plant in Indiana was interesting and informative. They saw the whole manufacturing process. They expect to visit another plant in Holland, MI, in the near future.

The staff Internet Access Committee has been meeting and should have a report for the Board within a month.

Plante & Moran are close to completing the Technology Plan. It won't be ready in time for the next Rotary Charities grant cycle, but Rotary may be flexible.

McGuire has been working on the '98 budget. He expects to have it ready for initial presentation at the next meeting, and it should be scheduled for a public hearing at the regular September meeting.

Pratt reported for the Building Committee that he has talked to the architects about the possibility of extra storage space. They would like a formal request to look into this. Also, it may be necessary to put on some sort of a metal roof because of the necessity of doing the roofing work in the winter. McGuire told the Board that the architects will be at the next meeting. B. Sommerville of AAI reported that they have received an estimate for a steel shingle roof. It is actually somewhat less expensive than asphalt shingles and has a longer warranty.

Sommerville reported that the building project is on or slightly ahead of schedule. He is meeting weekly with Hallmark Construction and the subcontractors on the job at the time. He gave the building committee members hardhats. McGuire says that he has talked to workers at the construction site, and they're all proud to be working on the library.

M. Fraquelli, Kingsley Public Library, reported that they're enjoying catching up and are gearing up for Wigglers' programs to start in September.

Pratt reported that he recently attended a Michigan Library Association Leadership Training Conference. They are making plans for training for trustees, including programs at MLA's annual conference in Grand Rapids in November. He urged all trustees to attend the conference if possible.

Judson addressed the Board regarding two items of concern in the contract with Hallmark Construction, retainage and liquidated damages. Following discussion, motion by Nelson, supported by Pratt to propose a construction contract which amends the bid specifications to propose a retainage of 10% for the first 50% of the project and no retainage for the balance of the project; and to approve liquidated damages in the amount of $1000/day beginning on or after November 15, 1998.

Sommerville handed out a memo itemizing required elevator changes and revisions required by the City. Motion by Pratt, supported by Brown to approve the change orders as itemized. Carried.

Judson reported that because there was some question as to the necessity of posting a Notice of Commencement at the site, he prepared such a Notice. Motion by Brown, supported by Nelson to approve the Notice of Commencement as outlined by Counsel. Carried.

Because of the length of the meeting's agenda and the time needed for discussion of the Goals and Objectives, Senger postponed such discussion until the next meeting.

Motion by Nelson, supported by Viskochil to confirm payment to the City of Traverse City in the amount of $27,141.81 for various permits and fees for construction of the new library. Carried.

Motion by Nelson, supported by Brown to confirm entering into an agreement with Gourdie-Fraser in an amount not to exceed $15,000 for testing services required for construction of the new library. Carried. Nelson requested to see the bids received for testing services. McGuire will provide copies to all trustees.

Motion by Brown, supported by Pratt to authorize issuance of a limited power of attorney to Actuarial Benefit Administrators for the purpose of responding to the IRS audit of the Employees' Investment Trust plan. Carried.

Motion by Pratt, supported by Nelson to close the Library on Monday, September 1, 1997 (Labor Day). Carried.

Motion by Brown, supported by Nelson to authorize payment to Guyot-Hicks-Anderson in the amount of $6,770 for Builder's Risk Insurance. Carried.

Motion by Nelson, supported by Viskochil to adopt the "Policy on Credit Card Use" as submitted. Carried.

Motion by Nelson, supported by Viskochil to reduce the maximum employee deferral to the Library's 401(k) plan to 4% and to maintain the employer's contribution to the Plan at 5.5% for those who previously had been deferring 5% or more, such change subject to agreement by the Union. Carried.

The Board directed McGuire to begin looking into purchasing or leasing a replacement vehicle for the Library at a cost not to exceed $30,000.

Motion by Brown, supported by Nelson to authorize payment to Engberg-Anderson in the amount of $5,712.15 for architectural services rendered. Carried.

Motion by Nelson, supported by Pratt to call a special meeting of the Board on Thursday, August 28, 1997, at 5:30 p.m. Carried.

Motion by Nelson, supported by Brown to authorize payment to NuGen Systems in the amount of $6,142.12 for services and supplies. Carried.

The meeting was opened for public comment. A. Burns of the TADL Friends handed out the Friends' new brochure and membership application. K. Carrier asked whether the Labor Day closing is a paid holiday for staff and was told that it is not. There was no further public comment.

Respectfully submitted,

Dawn Buchanan, Recording Secretary
Frank Senger,President

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