MINUTES

Board of Trustees Regular Meeting

Thursday, October 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 Brown.  Present were Brown, Mesch, Welch, Lawrence, Maxson and Quick.  Schermerhorn was absent.  Also present were Judson (Counsel), McGuire, Schneider and Buchanan (Staff). 

 

         Motion by Welch, supported by Lawrence to amend the agenda to include the following items of New Business immediately after Old Business:

 

a.     Consideration of submitting a Request for Proposal for architectural services regarding new branch libraries;

b.     Declaration of various items as surplus; and,

c.     Consideration of holding a study session regarding the Director’s recommended priorities.

 

Motion carried.

 

         Motion by Mesch, supported by Maxson to approve the minutes from the Regular Meeting of September 13, 2001 and the Public Hearing and Special Meeting of September 27, 2001.  Several trustees asked that the time of adjournment of the September 13 meeting be corrected from 7:47 to 6:47.  Motion carried as amended. 

 

McGuire said that he had no report except for his prioritized list of possible additional services, which would be dealt with as an agenda item.

 

Quick reported that the Facilities and Services Committee had made recommendations as to the information they need to work on the parking situation.  McGuire will put together a study to collect the needed information.

 

Maxson reported that the Finance Committee had not met , but a Financial Report for the month of August was included in the meeting packets.  There should be a slight surplus at the end of the year.  He also said that there was an error in the sheet titled “Member Libraries for Budget 2002” that was mailed to the trustees, and that the mailed sheet should be replaced by the sheet that he (Maxson) had handed out prior to the meeting.

 

Mesch reported that the Personnel Committee had not met but all had received a copy of the evaluation form for the Director.  Brown suggested that the committee might want to gather information from other parties, such as the Friends and Member Libraries, before meeting to complete the Director’s evaluation.

Lawrence reported that a draft of a proposed Orientation for Trustees was included in the meeting packets.  The Policy Committee would like input from the other trustees before finalizing an orientation document.

 

E. Kage reported that the Friends’ Almost Rare Book Sale was very successful, with proceeds exceeding $8000.00.  Poets’ Night Out is scheduled for Friday, November 9, with more than 100 entries.  They have no date yet for the start of remodeling for the gift shop.  Year-end solicitation letters for the Foundation will be going out within a month.

 

There were no Member Library reports.

 

Motion by Welch, supported by Mesch to authorize payment to Fifth Third Bank in the amount of $202,268.75 for bond interest and fees.  Carried.

 

Motion by Maxson, supported by Welch to refer the Blair Township Branch Library Application to staff for review and then to the Services and Facilities Committee for recommendation to the Board.  Motion carried with Maxson dissenting.  Brown said that the expectation is that this item will be accomplished as quickly as possible and be ready for Board action at the next Regular Meeting.

 

Motion by Lawrence, supported by Maxson to authorize the Director to issue a Request for Proposal for architectural services related to the design of a prototypical branch library.  Carried.

 

Motion by Welch, supported by Maxson to declare as surplus 21 computers, each with monitor, keyboard and mouse; 11 printers; 2 routers; and 3 networking modules.  Carried.

 

Motion by Maxson, supported by Welch to hold a special study session on Wednesday, October 17, 2001, at 5:30 p.m. to review the Director’s recommendations for near-term priorities.  Carried.

 

The meeting was opened for public comment.  B. Parker, League of Women Voters, said that representatives from the LWV Library Committee will no longer be attending TADL Board meetings on a regular basis.  They feel that the TADL Board is currently doing very well, and they have turned their attention to the public school libraries.  J. Roman, Long Lake Township, commented on the architectural proposals for branch libraries.  D. Biegler, Blair Township, commented that she would be continuing to attend the TADL Board meetings until a decision is made on a Blair Township branch.  She also mentioned that the architectural rendering for a possible branch in Blair Township was done without cost to the Township.

 

There was no further public comment.  The meeting was adjourned at 6:10 p.m.

 

Respectfully submitted,

 

Dawn Buchanan, Recording Secretary

Douglas Brown, President

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