BOARD MINUTES, 11 December 1998

The meeting was called to order at 5:30 p.m. by President Senger. Present were Senger, Pratt, Nelson, Bynum, Brown and Viskochil. Welch arrived at 5:35 p.m. Also present were Judson (Counsel), McGuire, Nowinski and Buchanan (Staff).

Motion by Pratt, supported by Viskochil to amend the agenda to include as item a. under Old Business: Consideration of entering into an agreement with NuGen Systems for facilities management: and, as item g. under New Business: Consideration of setting a special study session of the Board to discuss the "Building Bridges" report and the proposed Technology Plan. Carried.

Motion by Nelson, supported by Bynum to approve the minutes of the 9 November 1997 Regular Meeting,. Carried.

McGuire brought to the trustees' attention a letter in the meeting packets from Kingsley Public Library expressing thanks for the support, encouragement and friendship TADL has given to KPL during the past year.

McGuire is still interviewing for the Library Manager position. He hopes to fill the position by the first week in January.

Representatives of TADL and Interlochen Public Library met with the Conflict Resolution Service on December 10. A report on that meeting will come later in the agenda.

Immediately prior to the Board Meeting, McGuire met with Teamsters representatives regarding a wrongful discharge grievance concerning dismissal of an employee. The grievance was resolved, and McGuire will provide the trustees with a full report in a confidential memorandum .

B. Sommerville presented a brief report for the Building Committee. Architectural concerns appear again later in the agenda.

J. Trezise reported for Interlochen Public Library that IPL Librarian Bernadette Groppuso was given the "School Friend of the Year" award by the Interlochen School PTO in recognition of her efforts in creating a relationship between the school and the library that was characterized by the Traverse City Area Public Schools as the model of what a school-library relationship should be. The award plaque was passed around for all to see. Tresize also reported that IPL hopes to have its contract with TADL signed before the end of the year.

B. Sommerville presented the architects' report. There will be an additional cost of about $28,000 to install metal roof shingles instead of asphalt. The warranty for metal shingles is 50 years as opposed to 25 years for asphalt.

Motion by Welch, supported by Nelson to enter into an agreement with NuGen Systems for facilities management. Carried.

The bids for Fixed Furnishings and Equipment were opened December 10. They came in at about $880,000, which is $45,000 more than originally budgeted. The architects are reviewing the bids to see what reductions can be made. Motion by Nelson, supported by Welch to table until the first regular meeting in January presentation and acceptance of Fixed Furnishings & Equipment bids. Carried.

Following the review by Sommerville of various change orders for the building project and discussion of same, motion by Welch, supported by Pratt to adopt the change orders as outlined in Bulletins numbered 4-6. Carried.

Motion by Nelson, supported by Brown to approve the change order outlined in a letter of December 5, 1997, from Hallmark Construction for a change in roofing materials at a total additional cost of $27,857. Carried.

Motion by Viskochil, supported by Bynum to award holiday gifts to staff at a cost not to exceed $825 total. In response to a suggestion from Welch, Viskochil and Bynum amended their motion to increase the total to $1000 and to include the staffs of the Member Libraries. Motion carried as amended.

Motion by Nelson, supported by Pratt to enter into closed session immediately following public comment to discuss bargaining strategy with regards to the Employment Agreement, pursuant to Section 8(c) of the Open Meetings Act. Motion carried on a unanimous roll call vote.

Motion by Nelson, supported by Brown to amend the 1997 Budgets as presented. Carried.

Motion by Brown, supported by Welch to authorize payment to Baker & Taylor in the amount of $6,002.84 for books and other library materials. Carried.

The trustees agreed that the Technology Plan and the "Building Bridges" report should be discussed in two separate study sessions. A study Session will be scheduled immediately following the January 8, 1998, Regular Meeting to discuss the Technology Plan. The "Building Bridges" report will be discussed at a Study Session on Thursday, January 22, 1998. Representatives of the staff and of the Member Libraries requested copies of the report.

Senger reported on the Conflict Resolution meeting. Interlochen Public Library's major concerns were: (1) desire to be able to be open an additional day; (2) better communication between TADL and the Member Libraries; (3) clarification of Internet costs; and (4) consideration of amending the current basis for allocating funds to the Member Libraries. Senger, Judson, McGuire and Tresize all agreed that overall it was a good meeting. Nelson suggested that the recommendations from the meeting be put into a memo for discussion as an agenda item at a future Board Meeting.

The meeting was opened for public comment. B. Barker, representing the League of Women Voters, commented on the appointment process for members of the TADL Board. She also thanked Viskochil and Bynum for their participation with the LWV. There was no further public comment.

Senger presented plants as tokens o f appreciation to retiring trustees Viskochil and Bynum.

The Meeting was recessed at 6:46 p.m. Following a closed session, the open session reconvened at 7:12. There was no action required, and the meeting was adjourned at 7:12 p.m.

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