BOARD MINUTES, 22 January 1998

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

Senger welcomed new trustees Maxson and Mesch and introduced all of the trustees.

The first Order of Business was election of officers for 1998. Senger turned the meeting over to McGuire, who opened the floor for nominations for President. Nelson nominated Senger, supported by Welch. There were no further nominations. Motion by Brown, supported by Nelson to close the nominations and unanimously elect Senger President. Carried.

McGuire turned the meeting back to Senger, who opened the floor for nominations for Vice President. Nelson nominated Welch, supported by Brown. There were no further nominations, and Welch was unanimously elected Vice President.

Senger opened the floor for nominations for Secretary. Brown nominated Nelson, supported by Welch. There were no further nominations, and Nelson was unanimously elected Secretary.

Senger opened the floor for nominations for Treasurer. Nelson nominated Brown, supported by Maxson. There were no further nominations, and Brown was unanimously elected Treasurer.

Motion by Nelson, supported by Maxson to set the Regular Meeting dates for 1998 as the second Thursday of each month at 5:30 p.m. Carried. Brown suggested that the trustees should also hold the fourth Thursday of each month open on their own calendars in case special meetings are needed.

Motion by Welch, supported by Brown to amend the agenda to add as item g. under New Business: Consideration of entering into an agreement for testing services; and, as item h. under New Business: authorization of signatories. Carried.

Judson requested a change in the wording of the second paragraph of the minutes of the December 11, 1997, Closed Session. Motion by Welch, supported by Brown to approve the minutes of the 11 December 1997 Regular

Meeting as presented and the minutes of the 11 December 1997 Closed Session as corrected. Carried.

McGuire brought to the trustees' attention a copy in the meeting packets of the resolution of the grievance mentioned at the December meeting.

The first Building Bridges workshops, on "Better Understanding," were held January 12 and 13. Sessions are scheduled for March 17 and 18 on Communications and in May on either Conflict Resolution or Stress Reduction. The Member Libraries will be invited to participate in the March and May workshops. Also as part of the Building Bridges process, task forces will be set up to work on employee training needs and new employee orientation. The Building Bridges people will also continue to work with the Library on organizational issues.

McGuire reported that computer training has been scheduled at the Member Libraries.

The Library Business Manager position was offered to Richard Schneider, who accepted. He will start in February.

McGuire reported that Judson is studying the impact of Senate Bill 520 on TADL. The bill prohibits two district libraries covering the same geographical area. Kingsley Public Library is a district library, so TADL and KPL will need to find some way to resolve the issue and maintain operating funds for KPL. The Library of Michigan and Michigan Library Association are also working on clarification of the issues.

The Processing Department added more than 1800 items in December, twice the normal amount.

Senger reported for the Carnegie Renaissance Committee that he and Nelson had recently made a presentation to the City Commission. The Commissioners seemed to like the idea of the Carnegie Building being used to house the collections of various historical organizations. A couple of the Commissioners would also like to see something for children in the Carnegie Building. Nelson stressed that it will not be used as a branch library.

Shirley Murray reported that Interlochen Public Library circulated 36,184 items in 1997, a slight increase over 1996. She relayed B. Groppuso's thanks to the TADL Board for the holiday gifts for the IPL staff. Murray also reported that Interlochen Arts Academy's concerto winners concert will be a benefit for Interlochen Public Library. Tickets are $5 per person ($3 seniors and students) and are available at TADL's Circulation desk as well as at IPL.

Julie Gray, Fife Lake Public Library, reported that the Internet is up and running for the public at FLPL. It was donated by Visions South. Their staff will be getting Internet training at Northwestern Michigan College, and will get Windows training in the summer. They have started a book club and have had some staffing changes. She also thanked the TADL Board for the holiday gifts.

Mary Fraquelli, Kingsley Public Library, introduced two new KPL employees. Their Wigglers' programs are back in session and they are starting a genealogy interest group. They received about a dozen new donated videos in response to a video wish tree they had up during the holidays, and they have been asked to continue the wish list all year. They had an open house and book sale on December 13, which was great success. She also thanked the TADL Board for the holiday gifts. She told the Board that she felt that the Member Libraries' comments in the Building Bridges assessment notes should have been separated by library. She also has been in contact with the Library of Michigan regarding Senate Bill 520. Judson has talked to Cynthia Faulhaber about coming up to address the TADL and KPL Boards on this issue.

A Law Library report from Grace Rudd was included in the meeting packets. In response to a mention in the report of need for clerical assistance, Welch asked if that was something TADL could help out with. McGuire said that he and Rudd would work out something.

McGuire brought to the trustees' attention a letter in their meeting packets from Long Lake Township regarding their interest in having a branch library in the Township.

Motion by Brown, supported by Nelson to enter into an agreement with NuGen Systems for the purchase and installation of an online public access catalog module for Lib/Net and for the purchase and installation of public workstations at a cost not to exceed $35,000. Following discussion, motion by Nelson, supported by Maxson to table this item for discussion at a future meeting. Carried.

Judson stated that he had not had a chance to review the contracts for Fixed Furnishings and Equipment, as they had just come in the day before. He will review them and provide a summary of where the project budget stands for the February meeting.

Motion by Brown, supported by Nelson to enter into a 1998 Wage Agreement with Teamsters Local 214 as amended. Carried.

Motion by Welch, supported by Nelson to adopt Resolutions of Appreciation for former Trustees Beth Bynum and Diane Viskochil. Carried.

Motion by Nelson, supported by Brown to confirm payment in the amount of $24,993.97 and to authorize payment in the amount for $11,447.64 to Engberg-Anderson Design Partnership for architectural services rendered. Carried. Nelson requested that the trustees receive copies of bills they are being asked to approve.

Motion by Nelson, supported by Brown to adopt the change orders dated December 15 through January 8 in the amount of $2,623.04. This includes all the change orders during that time period except the change of various vanity tops. Motion carried.

Motion by Maxson, supported by Nelson to authorize Member Library payments as follows: Fife Lake Public Library - $44,045; Interlochen Public Library - $72,372; Kingsley Public Library - $74,372; and Peninsula Community Library - $89,361. Carried.

Consideration of adopting a resolution regarding the investment of Library funds was postponed until the February meeting to allow time for Judson to make some changes to the proposed resolution.

Discussion of the proposed Technology Plan was deferred to the end of the meeting, after completion of all other business.

Action on entering into an agreement with Roof Spec, Inc., for consulting services during construction was postponed until the next meeting so that the Sommerville (architect) can be present to review the proposal with the trustees.

Motion by Nelson, supported by Maxson to authorize the following as bank signatories: Mike McGuire, Fred Nelson, Barbara Nowinski, Frank Senger, Martha Vreeland and Doug Brown. In response to a question from Maxson, McGuire said that the by-laws require two signatures on checks, one board member and one staff member. Nelson and Maxson revised their motion to include Don Pratt in the list of signatories. Motion carried.

The meeting was opened for public comment. J. Gray, FLPL, thanked the Board for the questions they have been asking about the construction project and requested that they keep questioning cost and consider the

buildings the Member Libraries occupy. She also asked where Interlochen Public Library stands with their contract. (It has been signed.) There was no further public comment.

The meeting was recessed at 6:50 p.m. It was reconvened at 7:00 for discussion of the proposed Technology Plan. No action was taken. Discussion of the Plan will continue at a future meeting. The meeting was adjourned at 7:25 p.m.

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