BOARD MINUTES, 10 December 1998

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

Motion by Maxson, supported by Nelson to amend the agenda to include under New Business as Item n.: Consideration of authorizing a change order for code work at the new building; as Item o.: Consideration of amending the Director’s Employment Agreement; as Item p.: Consideration of awarding holiday gifts to the staff; as Item q.: Consideration of entering into a lease with the Village of Kingsley; and as Item r.: Consideration of extending by one year the agreement for auditing services with Kalcher, Vanderwal & Torrey. Motion carried.

Motion by Maxson, supported by Brown to approve the minutes of the Regular Meeting of November 10, 1998, as presented. Carried.

McGuire reported that the new library is still on schedule to open on January 10, 1999. There is still some work to be completed, but it is progressing and is expected to be completed in time for the opening.

Maxson asked about the status of a study of the possibility of a branch in Long Lake Township. McGuire said that he hasn’t yet had time to look into it. Maxson suggested that this should go on the agenda as an item of Old Business until it has been resolved.

Maxson also asked about the status of revised contracts with the Member Libraries. Judson said that drafts of the contracts have been sent to McGuire. The contracts have not yet been signed but they will be by the end of the year. The contracts conform to action taken by the Board at the October 8, 1998, Regular Meeting.

Maxson suggested that staff prepare a report for a future meeting as to where the Library stands with regard to the Year 2000 problem.

J. Maxson, Peninsula Community Library, reported that PCL is celebrating the holidays. They believe they have resolved their problems with Peninsula Township. She thanked Schneider for his help and support.

B. Groppuso, Interlochen Public Library, reported that IPL has hired a new librarian, Judith Anderson, to replace Groppuso, who has been hired as Youth Services Coordinator at TADL.

There was a written report from Fife Lake Public Library in the meeting packets.

Motion by Nelson, supported by Brown to table consideration of returning real property to the City of Traverse City until the first regular meeting in January and to advertise this meeting so that members of the community have an opportunity to comment. Carried. Maxson suggested asking City representatives to be present also, to help respond to public comments.

Motion by Maxson, supported by Brown to amend the Overdue Policy as recommended.

Motion by Maxson, supported by Nelson to adopt the "Meeting Room Policy" as presented. Carried.

Motion by Brown, supported by Nelson to accept the collection of the Grand Traverse Genealogical Society. Carried.

Motion by Brown, supported by Maxson to authorize the following payments: Engberg-Anderson in the amount of $5,241.02 for architectural services; NBD in the amount of $6,335.15 for various charge card purchases; Library Design Associates in the amount of $151,194.00 for partial payment for shelving in the new library; 3M in the amount of $5,912.50 for theft detection strips; and Voice Data Systems in the amount of $6,767.20 for upgrades in the computer hubs and switches. Carried.

R. Bonhag introduced Jeff Godin and Paul Kuepfer, who will be assisting him with technology issues. He reviewed the status of work on the computers and networking for the new library. Motion by Maxson, supported by Pratt to accept various proposals in an amount not to exceed $200,000 for the purchase and installation of computers and peripherals in the new building. Carried.

Motion by Nelson, supported by Brown to enter into agreements with Northlink and Wireless First for access to the Internet in the new building. Carried.

Motion by Maxson, supported by Brown to remove Mike McGuire and Dawn Buchanan as 401(k) plan trustees and to appoint Northwestern Savings Bank & Trust as the successor Trustee. Carried.

Motion by Maxson, supported by Nelson to enter into an agreement with C & H Maintenance for custodial services beginning in 1999, subject to review by Counsel. Following discussion of services included in the contract, motion by Nelson, supported by Brown to table the above motion until the January Regular Meeting. Voice vote was not conclusive. Results of a roll call vote on the motion to table were as follows:

Motion to table carried. Staff will look into the issues raised and report back at the next regular meeting. Judson disclosed for the record, since he will be reviewing the contract, that his firm has done some corporate work for C & H Maintenance.

Motion by Maxson, supported by Brown to accept donations as listed on the current list of donations. Carried.

Motion by Nelson, supported by Maxson to adopt a proposal by Kurtz Music and Sound for the purchase of a piano for the new library. Carried.

Motion by Maxson, supported by Mesch to declare as surplus one photocopier and to dispose of the same according to policy. Carried.

Motion by Maxson, supported by Nelson to close the library from December 20, 1998, through January 9, 1999. Carried.

Motion by Maxson, supported by Pratt to issue a change order to Hallmark Construction in an amount totaling $5,543. Following discussion of the various items in the change order, Maxson and Pratt amended their motion to remove the Item #1 totaling $4,571.83, leaving a total of $971.30 for Items 2 and 3. Motion carried as amended. McGuire will look into why Item 1 was included.

Motion by Maxson, supported by Brown to amend the Director’s Employment Agreement as recommended by the Personnel Committee. Carried.

Motion by Maxson, supported by Nelson to award holiday gifts to staff in an amount not to exceed $1200 total. Carried. This amount equals $15 per employee, including employees of the Member Libraries.

Motion by Nelson, supported by Maxson to enter into a lease with the Village of Kingsley for the premises of the Kingsley Public Library and to authorize the Director and Board President to complete all papers necessary to accomplish the transfer, subject to review by Counsel. Carried.

Motion by Nelson, supported by Mesch to extend by one year the agreement for auditing services with Kalcher, Vanderwal & Torrey. Carried.

The meeting was opened for Public Comment. A. Burns of the Friends of the Library reported that invitations to the Gala on January 9 have been sent out, and that the Friends have entered into an agreement with Old Kent Bank for handling the Friends’ Foundation. Burns gave the Board a check from the Friends in the amount of $2400 for two outside benches in front of the new library. D. Viskochil commented on Board action on the maintenance contract and the purchase of a piano. She also supported trustees’ request to have information about agenda items farther ahead of time. E. Long addressed the Board regarding the rental rate for the meeting room in the new library. The trustees requested that Judson look into the issue of separate rates for profit and non-profit groups and how these are defined.

Welch asked when the next meeting would be. The next scheduled meeting is the January 14, 1999, Regular Meeting. Welch also reminded the trustees of the staff holiday party on Saturday, December 19.

Judson introduced Rachel Brochert from his firm, who will be working with the Friends on their Foundation.

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