MINUTES

Board of Trustees Regular Meeting

Thursday, December 9, 1999

Traverse Area District Library

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

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            The meeting was called to order at 5:30 p.m. by President Welch.  Present were Welch, Nelson, Maxson, Mesch, Brown, and Pratt.  Senger arrived at 5:31 p.m.  Also present were Judson (Counsel), McGuire, Vreeland, Schneider and Buchanan (Staff).

 

            Motion by Nelson, supported by Pratt to approve the minutes of the Regular Meeting of November 11, 1999.  Carried.

 

            McGuire mentioned a Year 2000 Compliance report from Bonhag in the meeting packets and reported that as far as staff can tell, all of the Library’s systems are ready for the year 2000.

 

            Several days prior to the meeting, the Library received a Freedom of Information Act request from the American Family Association of Michigan for information regarding what Web sites have been accessed on the library district’s computers via the Internet.  Information regarding the cost to provide this information has been sent to the requesting organization, and the Library is awaiting their reply.

 

            The Internet Public Access Catalog is up and running through the Library’s home page, tadl.tcnet.org.  The catalog can be accessed by anyone with a computer and Internet access and can be used to place reserves as well as review the holdings of all of the District libraries.  Publicity will be going out to the media.

 

            Maxson reported that the Finance Committee met on December 6 to review the budget.  Suggested amendments to the 1999 budget will be dealt with under a separate agenda item.

 

            Pratt reported that the Policy Committee has completed a draft of a policy regarding employee use of facilities and equipment.  Counsel has requested that action on this policy be tabled until the next regular meeting so that he can review it.

 

            McGuire and Judson reported that Judson and the City Attorney are still working on the lease for the Carnegie building.  Judson hopes to have the lease ready by the next regular meeting.

 

            Nelson reported that the Facilities Committee met briefly with representatives from Long Lake Township immediately prior to the regular meeting to view drawings of the proposed remodeling of a building owned by the Township that they hope to convert for use as a branch library.  The Township is pursuing grant money.  They would provide the building and ask TADL to furnish and staff it.  No action was proposed at this time. 

 

            There were no other committee reports.

 

            J. Maxson, Peninsula Community Library, reported that PCL has just completed its first audit independent of Peninsula Township and came out looking pretty good.  They have also completed and sent in their State aid report.

 

            There were no other member library reports.

 

            Motion by Brown, supported by Mesch to enter into an agreement with C&H Maintenance for custodial services as proposed.  Carried.

 

            Motion by Maxson, supported by Nelson to amend the 1999 Budget as recommended by the Finance Committee.  Carried.

 

            Action on the proposed policy regarding employee use of facilities and equipment was postponed until the next regular meeting for review by Counsel.

 

            Action on amending the Internet Access Policy was also deferred until the next meeting.

 

            Motion by Brown, supported by Maxson to enter closed session immediately following public comment to review the performance evaluation of an employee, as requested by the employee, pursuant to Section 8(a) of the Open Meetings Act.  Motion carried on a unanimous roll call vote.

 

            Motion by Maxson, supported by Senger to amend the Employees’ Investment Plan to allow employees to elect to receive distributions while working after the age of 59 ½.  Carried.

 

            Motion by Nelson, supported by Pratt to close the Library at 1:00 p.m. December 24.  Carried.

 

            Motion by Pratt, supported by Brown to authorize holiday gifts to all staff of the District and member libraries in an amount not to exceed $1800 total with thanks from the Trustees.  Carried.  Maxson abstained.

 

The meeting was opened for public comment.  M. Wyckoff addressed the Board regarding Internet access issues.  J. Maxson expressed a desire for a uniform Internet Access Policy for all of the District libraries.  Vreeland reported that at their December 7 meeting the Friends of the Library voted to give the Long Lake Reading Room some funds to purchase books.

 

There was no further public comment.

 

Brown presented a Certificate of Appreciation to Pratt for his service on the Board.  Welch presented a Certificate of Appreciation to Nelson.  Both Pratt and Nelson made brief farewell statements.  E. Long of the League of Women Voters Library Committee commended both Pratt and Nelson for their service.

 

The meeting was recessed at 6:40 p.m.  Following a Closed Session, the meeting reconvened at 6:50 p.m.  Motion by Nelson, supported by Pratt to enter into a contract with Robert Bonhag as presented.  Carried.

 

The meeting was adjourned at 6:50 p.m.

 

Respectfully submitted,

 

Dawn Buchanan, Recording Secretary

John Welch, President