BOARD MINUTES, 11 March 1999

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

Motion by Maxson, supported by Nelson to amend the agenda to include under New Business, item f.: Authorization of payment to BCS Networks; as item g.: Authorization of payment to Henricksen & Co.; as item h.: Authorization of payment to Old Kent Insurance; as item I: Consideration of closing the Library on Sunday, April 4; and, as item j: Consideration of setting a special study session on March 25 to review architectural findings regarding the Sixth Street facility and further discussion of tctv2. Judson requested the addition of item b. under Old Business: review of the construction budget for the Woodmere building and consideration of spending from retainage. Maxson and Nelson amended their motion to include Judson’s request. Motion carried as amended.

Maxson asked that the minutes of the February 11, 1999, regular meeting be amended in the second line of the first full paragraph of the third page to change payer to payee. Motion by Senger, supported by Brown to approve the minutes of the Regular Meeting of February 11, 1999, as corrected, and the Closed Session of February 11, 1999. Judson requested that the Closed Session minutes be reviewed in Closed Session before being approved. Senger and Brown amended their motion to remove the Closed Session minutes. Motion carried as amended.

In a Special Order of Business, McGuire presented the 1998 Director’s Annual Report, followed by Board comments.

R. Bonhag gave a brief report on the Library’s Year 2000 compliance status. There is still some work to be done. Welch requested that McGuire find out how much it would cost to purchase an insurance rider to cover Year 2000 problems.

The Board briefly discussed the February financial report, which was included in the meeting packets. February revenues included an $81,000 gift from the estate of a former volunteer, which McGuire would like referred to the Finance Committee for determination as to whether it should go into the General Fund or into a trust to be used for something special.

Brown reported that the Personnel Committee met with Counsel to discuss Union contract negotiations.

Julie Maxson, Peninsula Community Library, reported that they have hired two new people for their Circulation desk. They have received some significant gifts to their endowment fund. She thanked the TADL Board for the chance to select from items not moved from Sixth Street to the new building.

Julie Gray, Fife Lake Public Library, reported that FLPL had a 21% increase in circulation in February over the same month in 1998, and a 56% increase year-to-date. They have received a grant for shared programming with the Forest Area Schools.

McGuire reported that he visited a couple possible sites for a Long Lake Branch. He would also like to look at the northeast part of the district for a possible branch. He suggests drafting a policy regarding the establishment of branches. No action was taken at this time.

Judson briefed the trustees on the construction budget, including amounts being paid from the retainage. No action was necessary at this time.

Motion by Nelson, supported by Maxson to enter into Closed Session immediately following public comment to discuss personnel evaluations of and revisions to employment agreements with administrative staff, as requested by the staff involved, pursuant to Section 8(a) of the Open Meetings Act. Results of the roll call vote were as follows:

Motion by Maxson, supported by Brown to close the Woodmere library at 6:00 p.m. on Tuesday, April 27, 1999; and, to authorize expenses in an amount not to exceed $1000 to host the Rural Libraries Conference reception. Carried.

Motion by Maxson, supported by Nelson to accept a change order in the shelving contract totaling $13,108. Carried.

Motion by Maxson, supported by Senger to authorize payment in the amount of $20,310.14 for shelving delivered and installed. Carried.

Motion by Maxson, supported by Nelson to authorize payment to Feyen-Zylstra in the amount of $20,563 for additional cabling and wiring. Carried.

Motion by Maxson, supported by Brown to authorize payment to BCS Networks in the amount of $46,419 for the purchase and installation of computer and network equipment. Carried.

Motion by Maxson, supported by Senger to authorize payment to Henricksen & Co. in the amount of $24,684.70 for furnishings and equipment purchased and installed. Carried.

Motion by Nelson, supported by Maxson to authorize payment to Old Kent Insurance in the amount of $13,676 for insurance coverages for 1999. Carried.

Motion by Maxson, supported by Senger to close the Library on Sunday, April 4, 1999. Carried.

Motion by Nelson, supported by Maxson to set a special Study Session on March 25, 1999, at the regular time, to review architectural findings regarding the Sixth Street facility and further discussion of tctv2. Following discussion of the date, Nelson and Maxson amended their motion to change the date to March 23. Motion carried as amended.

The meeting was opened for public comment. D. Viskochil complimented the staff and procedures in the Public Computing Center. Schneider reported for the Friends of the Library that their Foundation is continuing to grow, and they are planning a special program during National Library Week with a speaker on a culinary arts collection from the University of Iowa. J. Gray asked about district-wide Internet policy and help with Year 2000 problems. E. Long commented on the shortage of parking. Senger said that he would like it noted for the public that the Library requested more parking spaces but the City reduced the number allowed.

There was no further public comment. The meeting was recessed at 6:30 p.m. Following a Closed Session, the meeting reconvened at 6:55p.m.

Motion by Nelson, supported by Mesch to approve the minutes of the Closed Session of February 11, 1999, with a correction to remove the third paragraph and replace with the statement that no action was taken. Carried.

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