BOARD MINUTES, 30 July 1998

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

Motion by Maxson, supported by Welch to approve the minutes of the June 11, 1998, Regular Meeting. Carried.

McGuire was absent but had provided a written Director's Report, which Senger reviewed. In that report he brought to the Board's attention two letters in the meeting packets, one from Chuck Judson to Russ Soyring, City Planner, regarding changing the layout of the parking lot at the Woodmere site to accommodate BATA busses; and the other one from Chuck Judson to the Board regarding the process of changing Kingsley Public Library from a member library to a branch. McGuire's report also mentioned a "Gift List" that Nowinski has been working on. This is a list of items that can be provided to people who wish to make donations for the new building. Welch and Maxson suggested that it should be retitled "Wish List" or something similar and that it should be publicized to try to attract donations. Staff will continue working on the list.

Pratt reported for the Building Committee that the project is about on schedule and is really looking good. Schneider reported that he and McGuire have been talking about the move, and Schneider contacted a professional mover who told him that now is the time to start working on that aspect of the project. Staff will continue the planning process.

Brown reported for the Finance Committee that they had made some minor revisions to the June financial report but nothing material. It looks like spending and income are both on track with the budget and will continue on track for the rest of the year. Maxson mentioned that copies of the Audit Report were included in the meeting packets. The auditors will be at the August meeting to give their report.

Brown also reported for the Personnel Committee. TADL has joined with the City of Traverse City and TC Light and Power for a salary survey that is being done by the Michigan Municipal League.

Senger reported that the Carnegie Renaissance Committee has not met, but Nelson has had conversations with various City personnel.

Pratt reported that the newly-formed Policy Committee is starting with a policy for the meeting room. They will meet on August 20, and once they have consolidated their suggestions, they will bring a proposed policy to the full Board for action.

Pratt also suggested that the Board should review the Library's insurance coverage. He referred to an article included in the meeting packets. Brown suggested that staff review current coverage and prepare a report for the next meeting. Schneider reported that he has already been looking into insurance, especially as related to the new building and the change in status of Kingsley Public Library.

Pratt suggested that a letter be sent to Light and Power expressing the Library's appreciation for the time and expense L&P put into moving the power line that crossed the new Library site. Senger will draft a letter.

William Williams of Engberg-Anderson reported that the building project is progressing very well. Budget-wise, except for the regular project payments, there is very little yet to come. The craftsmanship on the building is beautiful, and the contractors are all proud and pleased to be involved in such a phenomenal project. B. Sommerville, of aai, agreed with Williams that the craftsmanship on the project is very good, which isn't always the case on projects like this.

Paul Cooper of Engberg-Anderson reviewed the project budget and explained the various change orders requiring action. Following discussion, motion by Pratt, supported by Brown to approve Bulletin 11 as submitted. Carried.

Motion by Maxson, supported by Mesch to approve Bulletin 13 as submitted. Carried.

Motion by Brown, supported by Maxson to approve Bulletin 14, omitting items A-3, A-4 and P-1. Carried.

M. Fraquelli, Kingsley Public Library, thanked Maxson for visiting them and showing an interest in that library. She reported statistics for June and for the summer reading club and said that they recently received a $500 donation from the Paradise Eagles Women's Auxiliary and a donation of 30 like-new videos and a complete set of Dr. Seuss books from a patron.

Julie Gray, Fife Lake Public Library, reported circulation statistics for April (increased 92% over last year), May (up 75%) and June (up 61%). They are looking into having their building designated an historical building. They also are trying to raise money for an addition to the building. In order to determine what can be done with the building they either need to find an architect who would donate his/her services, or they need to wait until they raise the money to cover the architect's fees. She mentioned a recent article about FLPL in the Record-Eagle.

Nowinski reported that V. Shurly, Peninsula Community Library, reports that PCL is looking forward to hosting the next TADL Board Meeting.

B. Hanson of NuGen Systems, Inc., provided a written report to the Board on the status of the online public access catalog. He also reported that OPAC workstations are in place in the Children's Department and Sight & Sound at Sixth Street, and the day of the meeting furniture was moved in the Adult Department in preparation for installing their OPAC workstations.

Motion by Brown, supported by Mesch to enter into an agreement with Central Interconnect for the installation of a sound system in the meeting room of the new library at a cost not to exceed $8,000. Carried. A. Smith of Central Interconnect offered his company's services at no charge to move the Library's audio visual equipment when the time comes.

No action was taken on two agenda items to amend the budget. The Finance Committee would like to study these items and make a recommendation to the full Board.

Motion by Maxson, supported by Mesch to accept a grant not to exceed $40,000 from Rotary Charities. Carried.

There was no action on a request to increase the hours for three staff positions. The trustees felt this was an operational issue that could be acted on by McGuire without their involvement.

Motion by Brown, supported by Pratt to declare as surplus one NEC stereo receiver and one Kodak slide projector. Carried.

Motion by Maxson, supported by Mesch to appoint Doug Brown as delegate and Don Pratt as alternate to the MERS annual meeting and to ratify the election of Richard Schneider as employee delegate and Dawn Buchanan as employee alternate. Carried.

Motion by Maxson, supported by Brown to authorize payment in an amount totaling $7,794.03 to Mid-Michigan Library League for cooperative membership fees and processing charges. Carried.

Motion by Brown, supported by Pratt to authorize payment in an amount totaling$6,716.89 to Baker & Taylor for library materials ordered and received. Carried.

Motion by Maxson, supported by Brown to increase the Director's discretionary spending limit to $7,500 for materials ordered through Baker & Taylor. Following discussion, Maxson and Brown withdrew the motion. This item will be postponed until the August meeting to allow for input from Counsel and the auditors.

Motion by Brown, supported by Maxson to authorize payment in an amount totaling $8,897.43 to Engberg Anderson Design Partnership for architectural services rendered. Carried.

Motion by Maxson, supported by Pratt to authorize payment in the amount of $30,954.05 to Feyen-Zylstra for installation of cabling in the new library. Carried.

Motion by Maxson, supported by Mesch to apply for a 1998 LSTA Subgrant in the amount of $16,007 for the Library for the Blind and Physically Handicapped. Carried.

The meeting was opened for public comment. A. Burns of the Friends of TADL reported that the Friends and TADL will participate in Friday Night Live in downtown T.C. on August 14, and the Almost Rare Book Sale is scheduled for Saturday, September 19, 9:00-2:00. M. Fraquelli and J. Gray addressed the Board regarding the question of KPL, and eventually other member libraries, becoming branches of TADL.

Pratt suggested holding the September Regular Meeting at Kingsley Public Library. J. Gray invited the TADL Board to Fife Lake Public Library for the October Regular Meeting.

Respectfully submitted,

Dawn Buchanan, Recording Secretary
Frank Senger, President

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