MINUTES

Board of Trustees Regular Meeting

Thursday, January 11, 2001

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, Mesch, Schermerhorn and Lawrence.  Also present were Judson and Roe (Counsel), McGuire, Nowinski and Buchanan (Staff).

 

         This being the annual organizational meeting, Welch turned the meeting over to McGuire, who opened the floor for nominations for President.  Welch nominated Brown, supported by Schermerhorn.  There were no further nominations.  McGuire declared the nominations closed.  Brown was unanimously elected President.

 

         McGuire turned the meeting over to Brown, who opened the floor for nominations for Vice President.  Maxson nominated Mesch, supported by Lawrence.  There were no further nominations.  Brown declared the nominations closed.  Mesch was unanimously elected Vice President.

 

         Brown opened the floor for nominations for Secretary.  Schermerhorn nominated Lawrence, supported by Welch.  There were no further nominations.  Brown declared the nominations closed.  Lawrence was unanimously elected Secretary.

 

         Brown opened the floor for nominations for Treasurer.  Welch nominated Maxson, supported by Mesch.  There were no further nominations.  Brown declared the nominations closed.  Maxson was unanimously elected Treasurer.

 

         Motion by Welch, supported by Schermerhorn to establish the second Thursday of each month at 5:30 p.m. as the regular meeting date and time.  Carried.

 

         Motion by Maxson, supported by Welch to suspend the agenda to deal with Item 6a. as the next order of business.  Carried.

 

         Traverse City City Manager Richard Lewis presented and explained proposed architectural drawings for improvements to the Sixth Street facility.  Following questions and discussion from the Board, motion by Welch, supported by Maxson to approve the proposed changes and improvements to the Sixth Street facility as outlined in the presentation by the City of Traverse City.  In response to a suggestion from Schermerhorn, Welch and Maxson amended the motion to include delegation of construction oversight to the City.  Motion carried as amended.

 

         Motion by Maxson, supported by Lawrence to approve the minutes from the Regular Meeting of December 14, 2000.  Carried.

 

         McGuire brought to the trustees’ attention a flyer included in the meeting packets announcing February events at the Library.

 

         The Library distributes a lot of brochures and flyers about non-profit and governmental agencies, including the diversity bumper stickers printed by the City.  Those stickers are currently unavailable.

 

         As part of the strategic plan, staff is putting together a survey to send to other libraries regarding what fees they charge for services.

 

         The Senior Corner, which is hosted on the Traverse Community Network, was voted Northern Michigan Site of the Year.  McGuire complimented moderator Mike Sheehan for the work he’s done on that site.

 

         A letter was sent to everyone who made a donation in memory of Frank Senger asking whether they intended the donation to go to the Library or to the Friends’ Foundation.  Most of the donors have responded, and all but one directed their donations to the Foundation.  McGuire has instructed staff to explain alternatives (i.e., Library or Foundation) to anyone interested in donating to the Library.  For donations that are received without direct contact with the donor, there is a form that will be sent to determine the donor’s intent.  Judson will provide a written opinion regarding the legality of directing funds to the Foundation when the checks are written to “Traverse Area District Library.” 

 

         At McGuire’s suggestion, Brown referred to the Policy Committee a letter from Judson included in the meeting packets regarding activities sponsored by the Friends of the Library.

 

         McGuire has talked with the member librarians about technology problems.  The Technology Department is making progress, but there are still some problems.

 

         Maxson reported that the Finance Committee had not met but a financial report for November 2000 was included in the meeting packets and things look to be going well.

 

         Brown reported that the Personnel Committee had met and had placed two items of business on the agenda.

 

         There were no other committee reports.

 

         Judy Anderson, Interlochen Public Library, announced several upcoming events at IPL and an Interlochen Arts Academy concert to benefit IPL.  She also reported that even though they were under construction for renovations most of last year, their circulation still increased.

 

         Julie Maxson, Peninsula Community Library, reported that the PCL Board had just elected new officers.  The new President is Bill Harding.  She announced some upcoming events at PCL and invited the TADL Board to hold its May meeting at PCL.

 

         Welch asked that McGuire email reminders of upcoming activities to the trustees.  McGuire asked the member librarians to email that information to him and also to send a list of current trustees and officers.

 

         Art Burns, Friends of the Library, reminded the trustees of the next Live at the Library program on January 25 with author Tom Grace.  He also thanked the Board for its cooperation and interest in working with the Friends on the Foundation.

 

         Brown mentioned an announcement/invitation in the meeting packets of the “Annual Leadership Training” conducted by the City for board and commission members.  Brown won’t be able to attend, but he has talked with the City Clerk, who will send him copies of the handouts from the training.  He will be glad to share the handouts with other TADL trustees who are interested.

 

         Brown said that he would welcome any suggestions regarding the structuring of committees.  For the time being all committees will be continued as they are, except that the Building Committee will be combined with the Facilities Committee, and Welch, who is currently the only member of the Building Committee, will move to the Facilities Committee.

 

         In response to a question from Schermerhorn, McGuire said that appointment of someone to fill the vacancy on the TADL Board is on the City Commission’s agenda for January 15.

 

         Motion by Maxson, supported by Mesch to amend the employment agreements of Shea Bonhag, Margaret Braden, Dawn Buchanan, Bernadette Groppuso, Barbara Nowinski and Richard Schneider as recommended by the Director and as reviewed by the Personnel Committee.  Carried.

 

         Motion by Welch, supported by Maxson to accept a proposal for legal services with Smith Haughey Rice & Roegge as described in the letter dated December 12, 2000, from Chuck Judson.  Carried.

 

         Motion by Schermerhorn, supported by Welch to amend the Library Director’s Employment Agreement as recommended by the Personnel Committee.

Carried.

 

         Motion by Maxson, supported by Mesch to authorize payment in the amount of $25,190.38 to Old Kent Insurance Group for 2001 insurance coverage.  Carried. 

 

         The meeting was opened for public comment.  E. Long, League of Women Voters Library Committee commented on the importance to the Library of recognizing the director’s work with a suitable salary increase. 

 

         Welch suggested that the Library should post the Heritage Center’s hours.  He asked about the donor wall, and Nowinski reported that it is in the manufacturing process and should be ready in about six weeks.  McGuire said that something special will be done when the wall is installed.

 

         In response to a question from Maxson, McGuire said that he had not yet met with the Elmwood Township board to discuss their agreement with the Library because they have an entirely new board and he wanted to give them a chance to get organized.

 

         There was no further public comment.  The meeting was adjourned at 6:30 p.m.

 

Respectfully submitted,

 

Dawn Buchanan, Recording Secretary

Douglas Brown, President

---

[ Home ] [ Policies / Special Services ] [ Other Meeting Minutes ]

---