BOARD MINUTES, 14 January 1999

The meeting was called to order at 5:30 p.m. by President Senger. Present were Senger, Pratt, Maxson and Mesch. Brown arrived at 5:35 and Welch at 5:36. Nelson was absent. Also present were McGuire, Nowinski, Vreeland, Schneider and Buchanan (Staff). Judson (Counsel) arrived at 5:35.

This being the Annual organizational Meeting, Senger turned the meeting over to McGuire, who opened the floor for nominations for President. Mesch nominated Senger, supported by Maxson. Pratt nominated Welch, supported by Senger. Motion by Pratt, supported by Senger to close the nominations. Carried. McGuire called for votes for Senger, then for Welch. Welch received four votes, Senger none. Welch was elected President.

McGuire opened the floor for nominations for Vice President. Pratt nominated Brown, supported by Senger. There were no further nominations. Motion by Senger, supported by Maxson to close the nominations and cast a unanimous vote for Brown. Carried.

Welch arrived, and the meeting was turned over to him. He opened the floor for nominations for Secretary. Pratt nominated Mesch, supported by Maxson. There were no further nominations. Motion by Pratt, supported by Senger to close the nominations and cast a unanimous vote for Mesch. Carried.

Welch opened the floor for nominations for Treasurer. Brown nominated Maxson, supported by Pratt. There were no further nominations. Motion by Senger, supported by Mesch to close the nominations and cast a unanimous vote for Maxson. Carried.

Motion by Pratt, supported by Senger to set the second Thursday of every month as the date of the Board’s regular meeting. Following brief discussion, Pratt and Senger amended their motion to include setting the time as 5:30 and the place as the Library meeting room. Motion carried as amended.

Motion by Pratt, supported by Mesch to approve the minutes of the December 10, 1998, Regular Meeting. Carried.

McGuire reported that 1500-2000 people attended the pre-opening Gala on Saturday, January 9, and about 6000 people came and went during the public Grand Opening on Sunday, January 10. Circulation for Sunday was 3,040 items, an all-time record, including 12-hour days. Circulation on Monday was 2600 items and 2500 items each Tuesday and Wednesday. There are still some things to be finished and/or adjusted, but overall the staff has done a fantastic job of getting things ready for opening.

Welch complimented McGuire and everyone else involved on the success of the Gala. McGuire gave credit to the Friends of the Library and said that the food vendors suggested doing an event annually during National Library Week.

McGuire reported that since the new library opened on Sunday, there have been 270,000 hits on web sites coming from the building. Welch asked if there would be more items on the shelves. McGuire said that staff is working on ordering more materials, but things are being checked out faster than new items can be added. Pratt asked if there has been a problem with re-shelving materials. McGuire said that yes, there is quite a backlog. Additional staff is being hired to deal with the situation. Pratt asked about call numbers on the ends of shelves and was told that they should be on by the end of the evening.

Pratt asked how the punch list is coming. McGuire said that it’s almost complete. The architects have been talking with the carpeting subcontractors about the problems with the carpeting and tiles.

Welch asked if staff needed help from the Personnel Committee for hiring. McGuire said that Schneider has a handle on the situation.

Pat Metzger, Peninsula Community Library Board President, thanked the TADL Board and the community for the fantastic new building.

Vreeland reported that the staff has had fire and police (security) training, and the fire and police representatives will be coming back to do training again for all the new staff hired after the initial training.

Maxson asked about the status of the Member Library contracts. They are on McGuire’s desk awaiting signing.

Maxson asked about a report on the Year 2000 situation. McGuire said that technology staff is working on it and will have a report for a future meeting.

Senger suggested sending a letter to the Friends of the Library for all their work over the last two years and especially for the Gala. McGuire said thank-you’s were sent to all the vendors. Brown said that an ad is being prepared for the newspaper with thanks to all the appropriate people and the texts of the remarks that were to be made the night of the Gala but were canceled because people were enjoying themselves too much to stop for a program.

Motion by Senger, supported by Pratt to table consideration of establishing a branch in Long Lake Township until the next regular meeting. Carried.

The meeting was opened for public comment regarding reuse of the Carnegie Building. The following people addressed the Board in support of various groups interested in having a space in the building: Pat Ward, representing Northwest Michigan Artists and Craftsmen; Clint Kennard, member of the Pioneer and Historical Society; Ann Hoopfer, with Friends of the Con Foster Museum; Peg Jonkhoff, supporting the idea of a history center; Stan Silverman, of the Traverse Area Arts Coundil; Mike Kroes, of tctv2 public access television; Dee Blair, neighbor, supporting the idea of an arts and history center; Dan Jonkhoff, neighbor, suggesting an arboretum. The Board thanked all the speakers for their suggestions and said that the major question now is to decide who will be landlord for groups using the Carnegie building, the Library or the City.

Motion by Maxson, supported by Brown to authorize the Director to negotiate an agreement with C&H Maintenance for janitorial services for 1999, not to exceed the bid amount of $5,355 monthly. Carried.

Motion by Senger, supported by Brown to authorize payment of various bills as presented. Carried.

Motion by Senger, supported by Maxson to enter into an agreement with Smith Haughey Rice and Roegge for legal services during 1999 as proposed in their letter dated December 31, 1998. Carried.

Motion by Brown, supported by Maxson to amend the Library’s Meeting Room Policy as proposed. Carried.

Motion by Brown, supported by Maxson to set a study session for Thursday, January 28, at 5:30 p.m., to discuss use of the Sixth Street facility and to receive public comment about the same. Carried.

The meeting was opened for public comment. The following people addressed the Board: A. Burns, Friends of the Library, reported that there will be an ad in the newspaper on Sunday, January 17, with the history of the building project and announced a press conference scheduled for Thursday, January 21, to announce the Friends’ Foundation. E. Long thanked Betty Parker for spearheading the League of Women Voters’ Library Committee and keeping alive the vision of a new library. B. Parker thanked and congratulated all involved in the building project. Pratt emphasized that the taxpayers can be proud of their new building. P. Leinbach commented on the meeting room policy. A. Rossi congratulated the Board and community on the new library and suggested that anyone concerned about the difficulty of walking to the new library communicate their concerns to the City Manager by January 31.

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