MINUTES

Board of Trustees Regular Meeting

Thursday, June 8, 2000

Traverse Area District Library

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

 

            The meeting was called to order at 5:30 p.m. by President Welch.  Present were Welch, Brown,  Maxson and Lawrence.  Senger arrived at 6:00.  Schermerhorn and Mesch were absent.  Also present were Judson (Counsel), McGuire, Schneider and Buchanan (Staff). 

 

            Motion by Brown, supported by Lawrence to approve the minutes of the Regular Meeting of April 13, 2000, and the Closed Session of April 13, 2000.  Carried.

 

            McGuire brought to the Trustees’ attention the various art displays in the Library during June.

 

            The audit is almost complete and will be on the agenda for the July Regular meeting.

 

            McGuire recently attended the Elmwood Township Board meeting to request that they again present to the voters a request for millage for the Library.  They agreed to put the issue on the ballot.

 

            The Library has received a request to have a wedding ceremony in the Children’s Garden.  This and future requests will be handled administratively unless it becomes a problem.

 

            Maxson reported that the Finance Committee had not met recently, but he and Schneider had reviewed the budget and agreed that it is in good shape.  Welch asked why repairs and maintenance are over budget.  Schneider will review this line item.

 

            Brown reported that the Personnel Committee had met to review the contracts with administrative staff.  They found no problems and agreed that the contracts are in good order and appropriate.  They would like to get the contract reviews on schedule so that evaluations are completed and contracts renewed before the expiration date.

 

            Lawrence reported that the Policy Committee had met to review the Meeting Room Policy.  Item 5c on the agenda is consideration of amendments to that policy.

 

            There were no other committee reports.

 

Pat Metzger, Peninsula Community Library, reported that they have ordered new shelving, which is scheduled to be delivered July 8.  Their Assistant Director Charlotte Swanker recently ran in the Bay Shore marathon and donated all the pledge money she raised to the Library.  They have a number of special events scheduled this summer.  Their pancake breakfast served about 600 people and raised almost $3000.

 

There were no other Member Library reports.

 

A. Burns, Friends of the Library, reported that they are short two Board members and are looking for help.  The Friends Board meets the first Tuesday of every month at 11:00 a.m. at the Library.  The Friends will again participate in Friday Night Live, on July 28, and invite all of the libraries in the District to join them.  The Almost Rare Book Sale will be September 23 and 24.  The Friends are working with Long Lake Township on funding for a branch library in the Township. 

 

Gene Cassidy of Otis Elevator addressed the Board regarding a proposal from Otis Elevator for upgrading the elevator in the Carnegie building at a cost of $46,000-$50,000.  The proposed upgrade would make the elevator more comfortable and easier to use and would bring it up to code for considerably less than the cost of a new elevator.  Motion by Brown, supported by Maxson to accept a proposal from Otis Elevator for the installation of an elevator at the Sixth Street facility provided that it will allow public access at all levels of the building in a manner which meets all state and local building codes.  Carried. 

 

McGuire reported that he, Judson and M. Kroes had met the previous afternoon with representatives from Northwestern Michigan College and Traverse Bay Intermediate School District regarding moving tctv2’s studios from the College to TBA.  A report on that meeting was included in the meeting packets.  Because of miscommunication with TBA, a classroom which was to be converted to part of the studio is now scheduled to remain a classroom next year.  McGuire and Judson explained what this means to tctv2 and TADL and some of the possible options.  Motion by Maxson, supported by Lawrence to request an additional six-month extension to the Library’s administrative agreement with the Cherry Capital Cable Council.  Carried.

 

Motion by Maxson, supported by Senger to revise the Meeting Room Policy as recommended.  Following Board discussion of the provision stating that groups cannot charge an admission fee and the difference between an admission fee at the door and course fees paid in advance, Maxson and Senger withdrew their motion and requested that the above provision be clarified in the policy before the amended policy is accepted by the Board.

 

Motion by Brown, supported by Lawrence to adopt Statement of Assurances resolutions for two LSTA grant applications submitted to the Library of Michigan.  Carried.

 

McGuire reported that staff feels that C&H Maintenance is not living up to their agreement for maintaining the building.  Staff therefore recommends that the agreement be terminated and another janitorial service be retained.   Motion by Maxson, supported by Senger to give C&H Maintenance 30-days notice of termination and to accept a proposal for janitorial services from Sierra Cleaning Company for a six-month trial period.  Carried.

 

Motion by Brown, supported by Senger to declare as surplus items on the “Surplus Computer Equipment” list dated 8 June 2000 and to authorize their disposal.  Carried.  McGuire said that many of the computers would be good for home use, and he would like to have a public sale or auction.

 

Motion by Senger, supported by Lawrence to close the Library Saturday, July 8^th.  Carried.

 

The meeting was opened for public comment.  There was none.  Brown said that he and McGuire have talked about reviving the strategic planning process, starting with a review of what has been done previously.

 

There was no further business.  The meeting was adjourned at 6:35 p.m.

 

Respectfully submitted,

 

Dawn Buchanan, Recording Secretary

 John Welch, President

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