BOARD MINUTES, 9 April 1998

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

Motion by Maxson, supported by Pratt to amend the agenda to add under New Business the following: item g.: Consideration of accepting a grant award from the Traverse Area Arts Council; and as item h.: Authorization to pay NuGen systems for materials and services rendered. Carried.

Motion by Welch, supported by Mesch to approve the minutes of the March 12, 1998, Regular Meeting. Carried.

McGuire reported that he has had word from Rotary Charities that TADL's grant application is still under consideration. They will be contacting McGuire in late April or early May to discuss the application.

Pratt and Senger said that there was nothing new to report from the Building Committee. Some staff and trustees have had tours of the new building, and more will be coming up.

Maxson, reporting for the Finance Committee, brought to the trustees' attention the March financial report in the meeting packets. The committee is still working with Schneider to refine the report and would welcome comments and suggestions.

M. Fraquelli, Kingsley Public Library, reported that B. Nowinski and trustee Maxson have both visited KPL in the last month, and KPL has appreciated the visits. They are currently focusing on resolution of the issue of overlapping library districts.

V. Shurly, Peninsula Community Library, reported on PCL's March statistics. They are currently accepting applications for Assistant Librarian. They hope to fill the position by mid-May and have the new person start by June. W. Crampton, retiring librarian, will probably be with them through July.

Senger mentioned that a trustee has suggested forming a policy committee to determine policies needed for the new library. He appointed Pratt to chair the committee and asked any other trustees interested in serving on the committee to let him know at the next meeting.

Motion by Maxson, supported by Nelson to enter into an agreement with Catholic Human Services to establish an Employee Assistance Program for Library staff. Carried.

Motion by Welch, supported by Nelson to authorize payment in an amount totaling $5,591.64 to Guyot Hicks Anderson for insurance premiums. Carried.

Motion by Nelson, supported by Pratt to authorize payment in the amount of $379,556.25 for bond principal, interest and fees. Carried.

McGuire explained the proposals for computer cabling, phone wiring and phone system for the new building. Following discussion, motion by Nelson, supported by Welch to enter into an agreement with Windemuller Electric for the purchase and installation of data cabling, patch cables, jacks, patch panels, hubs and other necessary parts for internal computer connections, and phone wiring, jacks, panels and other necessary parts for internal phone connections in the new building as outlined in their proposal at a cost not to exceed $50,849. Carried, with Pratt voting no.

Motion by Maxson, supported by Welch to enter into an agreement with Windemuller Electric for the purchase and installation of a phone system and related instruments in the new building as outlined in their proposal at a cost not to exceed $15,291. Following further discussion, Maxson and Welch amended the motion to make acceptance of Windemuller's proposal contingent on satisfactory resolution of questions regarding phone system programming, with an alternate of accepting Ascom's proposal if said questions reagrding Windemuller's proposal are not satisfactorily resolved. Motion carried as amended.

Motion by Welch, supported by Mesch to accept a $1300 grant from the Traverse Area Arts Council to help fund the 1998 series of "Stories and Songs in the Park." Carried.

Motion by Welch, supported by Nelson to authorize payment to NuGen Systems in the amount of $26,230.89 for equipment and services rendered.

Following questions and discussion regarding contract terms, Welch and Nelson withdrew their motion pending resolution of questions regarding what should be paid on delivery, how much on installation, etc.

The meeting was opened for public comment. M Vreeland told the trustees about two upcoming events at the Library: open house Saturday, April 25, the last day of National Library Week, with lawmakers invited to be here to meet people; and open house Saturday, May 1, Law Day, to highlight the connection between TADL and the Law Library.

M. Fraquelli told the trustees that Ellen Richardson of the Library of Michigan will be at KPL's Board meeting on Wednesday, May 6, at 6:00 p.m., to talk with them about the issue of overlapping library districts. She invited the TADL trustees to attend the meeting.

C. Blackledge addressed the Board regarding the phone system proposals and concerns about the suitability of the proposal that was accepted. The Board returned to New Business, item e for reconsideration of the acceptance of a proposal for a phone system for the new building. Following discussion of Blackledge's comments, motion by Maxson, supported by Nelson to rescind the acceptance of Windemuller Electric's proposal for a phone system. Carried.

Motion by Nelson, supported by Welch to accept Ascom's proposal for the purchase and installation of a phone system and related instruments for the new building at a cost not to exceed $22,934.65. Carried.

E. Long addressed the Board regarding proposed cuts in the public schools' budget that would include elimination of the media specialist position for the elementary schools.

Maxson stated that he had found that the NuGen contract calls for payment of 50% of the hardware cost once the contract was signed. Since the contract has been signed, payment of that amount was already authorized, so that much of the earlier issue regarding the NuGen payment could be resolved.

Respectfully submitted,

Dawn Buchanan, Recording Secretary
Frank Senger, President

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