MINUTES

Board of Trustees Regular Meeting

Thursday, November 8, 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, Schermerhorn and Quick.  Also present were Judson (Counsel), McGuire and Buchanan (Staff). 

 

         Motion by Maxson, supported by Welch to amend the agenda to add under New Business:

 

e.     Declaration of various items as surplus; and,

f.      Consideration of applying for a minigrant from the Michigan Council for the Arts and Cultural affairs.

 

Motion carried.

 

         Motion by Welch, supported by Lawrence to approve the minutes from the Regular Meeting of October 11, 2001, and the Study Session of October 17, 2001.  Carried

 

         McGuire said that a synopsis of the “Could/Should Do” list has been sent to all trustees.  Quick suggested that the Facilities and Services Committee should review the synopsis and report back to the full Board.

 

         McGuire also reported that work on the area for the Friends’ store probably would not be completed in time for them to open the store for their special sale the end of November but hopefully it will be ready for them to open by Christmas.

 

         Quick reported that the Facilities and Services Committee had received a letter from Fife Lake Public Library, which was forwarded to the Finance Committee.  The committee had met to discuss branch libraries.  Their recommendation from that meeting is included on the agenda under Old Business.

 

Maxson reported that a financial report for September was included in the meeting packets.  Schneider and the Finance Committee anticipate a year-end surplus of about $44,000.  A recommendation from the Finance Committee regarding branches will be presented following Old Business.

 

Mesch reported that the Personnel Committee had a meeting scheduled for November 26.

 

Lawrence requested comments on the proposed Trustee Orientation handout distributed at the last regular meeting.

 

Julie Gray, Fife Lake Public Library, reported that they are having a feasibility study done and are surveying community leaders regarding the need/support for a new library in Fife Lake.  They have been very busy this fall with special events and have more coming up for the holidays.  Their Friends group now has more than 100 members.

 

Julie Maxson, Peninsula Community Library, reported that their audit has been completed.  They also have several events planned for the holidays, and they are revamping their quarterly newsletter.

 

There were no other Member Library reports.

 

Brown reported that he had attended the Trustee Roundtable session at the Michigan Library Association annual conference and expects some good things to come out of that session.  Lawrence reported that she went to a Library of Michigan “Roadshow” at Mid-Michigan Library League and found it very helpful.

 

There were no other reports or communications.

 

Motion by Quick, supported by Welch to adopt a resolution supporting establishment of a branch library in Blair Township.  Maxson read a report from the Finance Committee supporting this resolution.  The Board accepted public comment from J. Gray, C. Downey, R. French and D. Biegler regarding the resolution.  The motion carried.  Brown asked McGuire to schedule meetings with representatives from Blair and Long Lake Townships, and the village of Kingsley/Paradise Township to discuss various matters addressed in the resolution.  He also directed the Finance Committee to review the budget to determine the availability of funds for branches and bring a report and recommendations to the full Board.

 

Motion by Lawrence, supported by Mesch to adopt the “Prototypical Branch Library Building Program Document” as submitted.  Carried.

 

Motion by Mesch, supported by Maxson to authorize payment to Priority Health in an amount not to exceed $17,000 per month through the month of September 2002.  Carried.

 

Motion by Maxson, supported by Mesch to sponsor the annual holiday party for TADL and member library staff and guests at a cost not to exceed $4,000.  Carried.

 

There was no action regarding contract negotiations at this time.

 

Motion by Schermerhorn, supported by Lawrence to declare as surplus the following:  3 laser video disc players; 2 VCR’s; 1 AM/FM cassette player; 1 telecaption converter; and 1 programmable slide projector dissolve.  Carried.

 

Motion by Welch, supported by Mesch to authorize a grant application in the amount of $3,000 to the Michigan Council for the Arts and Cultural Affairs.  Carried.

 

The meeting was opened for public comment.  C. Downey asked about the dates of the meetings with Blair Township, Long Lake Township and Kingsley.  M. TerBeek, Long Lake Reading Room, announced that the LL Reading Room would host an open house on Sunday, December 2, 8:00-1:00.  D. Biegler thanked the Board for supporting a branch in Blair Township.  S. Burke requested that the Study Session with the above-mentioned groups be publicized so that interested persons would be able to attend. 

 

There was no further public comment.  The meeting was adjourned at 6:26 p.m.

 

Respectfully submitted,

 

Dawn Buchanan, Recording Secretary

Douglas Brown, President

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