MINUTES

Board of Trustees Regular Meeting

Thursday, June 11, 1998

(minutes are unofficial until approved by the Board of Trustees)

The meeting was called to order at 5:35 p.m. by Secretary Nelson, who presided. Present were Nelson, Maxson, Brown and Mesch. Senger, Welch and Pratt were absent. Also present were Judson (Counsel), McGuire, Vreeland, Schneider and Buchanan (Staff).

Motion by Maxson, supported by Brown to amend the agenda to add under New Business the following: item d.: Authorization to pay Engberg Anderson for services rendered, and, as item e.: Declaration of a display shelf as surplus.. Carried.

Motion by Maxson, supported by Mesch to approve the minutes of the May 14, 1998, Regular Meeting. Carried.

McGuire recognized staff member Denise Bearre for her recent graduation from Leadership Grand Traverse. She was the first Library staff person to go through the program, and this accomplishment will be good for her and for the Library.

McGuire informed the trustees that the Universal Service Fund, which was expected to provide funds for communications needs, is in jeopardy in Congress. There might be some money available yet this year, but the amount is uncertain, and next year is even more uncertain.

In reference to information in the meeting packets regarding future use of the Carnegie building, Judson asked if there were any restrictions in the bond that were site-specific. McGuire said that there were no such restrictions in the bond. In planning, money was designated for repairs to the Carnegie and to establish remote sites, but that money may not all be needed for those uses, so some of it might be available to cover cost overruns on the building project.

McGuire asked whether the Personnel Committee should be part of the negotiating team for the new Union contract. The consensus of the Board was that the Committee should not be directly involved in the negotiations but should be available for consultation.

In a meeting with Rotary Charities, McGuire prioritized the items requested in TADL's grant application in case Rotary can fund part but not all of the grant request.

The architects have been asked to redesign the main staircase in the new building to make it wider than three feet. They have managed to extend it to about five feet without having to undo the work that has been started. They have not submitted a cost estimate yet, but it shouldn't be too expensive.

Copies of the Library's new Welcome Booklets, designed by a student in NMC's design class, were included in the meeting packets. Mesch suggested that the Library check out the public schools for printing jobs.

Brown reported for the Financial Committee that revenue and expenses for 1998 seem to be on track as of the end of May. He thanked Schneider for his report on the monthly financial report.

There were no other committee reports. The Personnel Committee set a meeting for Monday, June 22, at 12:00 noon.

V. Shurly reported Peninsula Community Library's circulation statistics for May. Circulation was up more that 100 items over May 1997. PCL's Friends group recently sponsored a plant exchange. Summer storytimes will be held on Wednesdays. PCL's new Assistant Director, Charlotte Swanker, started June 8. Wanda Crampton's last day will be June 30, and there will be an open house in her honor on Sunday, July 12, at PCL. Their Friends will have a picnic on July 1 at Chateau Chantal. The PCL Board invites the TADL Board to hold its August 13 Regular Meeting at PCL. Nelson accepted the invitation on behalf of the TADL Board.

Motion by Brown, supported by Mesch to table until the next meeting consideration of accepting a proposal for the meeting room sound system in the new building. Carried.

Motion by Maxson, supported by Brown to close the Library (both Sixth Street and East Bay branches) at 6:00 p.m. on Tuesday, July 7, and Thursday, July 9. Carried.

Motion by Brown, supported by Mesch to cancel the Regular Meeting of July 9 and to schedule a Special Meeting on July 23. Carried.

Motion by Maxson, supported by Brown to authorize a change order in the amount of $6,750.45 to extend drywall as required by code, and a change order in the amount of $520.19 for changes related to the fire protection system. Following discussion Maxson and Brown withdrew the above motion and moved to authorize only the change order of $520.19 for the fire protection system. Motion carried. The Board directed McGuire to express to the architects their concerns about these changes for items that should have been foreseen by the architects, and to at least obtain from the architects an explanation of the changes and why they should be the responsibility of the Library and not of the architects.

Motion by Brown, supported by Maxson to authorize payment in the amount of $11,624.66 to Engberg-Anderson Design Partnership for architectural services rendered. Carried. Maxson suggested that McGuire relay to the architects the Board's desire to have the next billing more in line with the contractor's percent of completion.

Motion by Brown, supported by Maxson to declare as surplus one display shelf. Carried.

Mesch inquired as to whether McGuire had any information in response to Brown's request at the last meeting for ideas on where additional funds could be found for the building project if the construction contingency is used up. McGuire replied that there was some money in the bond for remote centers that could be used for the building, some could come from the operating budget, and Nowinski is working on a list of items that people can buy for the new building. Brown requested that McGuire provide a written summary of these additional funding sources for the next meeting.

The meeting was opened for public comment. A. Burns of the Friends of TADL reported that again this year the Friends are helping to fund the summer Stories and Songs in the Park. 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. This year they hope to sell all the books so none will be left over to be moved to the new building. Burns, Welch and Schneider are still working on the concept of a foundation.

There was no further public comment. The meeting was adjourned at 6:15 p.m.

Respectfully submitted,

Dawn Buchanan, Recording Secretary
Fred Nelson, Presiding Officer

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