MINUTES

Board of Trustees Regular Meeting

Thursday, November 14, 2002

Long Lake Township Hall

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

            The meeting was called to order at 5:40 p.m. by President Brown, who thanked Long Lake Township for their hospitality.  Present were Brown, Lawrence, Mesch and Luyt.  Welch, Quick and Maxson were absent.  Also present were Judson (Counsel), McGuire, Schneider and Buchanan (Staff).

 

Motion by Mesch, supported by Lawrence to approve the minutes from the Regular Meeting of October 10, 2002.  After McGuire clarified a couple of points from the minutes in response to questions from trustees, motion to approve the minutes carried.

 

McGuire reported that he had included in the meeting packets revised copies of his Management Plan and Planning Calendar.

 

Also included in the meeting packets were copies of a recent article from the Record-Eagle reporting on a letter received from a Seattle author praising TADL.

 

McGuire reported that on Tuesday, November 26, at 6:00 p.m. there would be a public meeting in TADL’s meeting room addressing Woodmere Avenue corridor improvements.  He said he planned to attend, and it would be good if some trustees could also attend.

 

In response to a question from Luyt, McGuire said that there is long waiting list for “Peace like a River,” the T.C. Reads selection. TADL has 150 copies on back order to meet the demand.  The author will be at TADL for a “Live @ the Library” program on January 24.

 

Staff is starting to schedule some of the Live @ the Library programs on Friday evenings after the Library closes. 

 

McGuire and Brown reported that they had a good meeting with representatives of the Village of Fife Lake.  A number of issues were clarified and the lines of communication were opened so that as issues come up in the future they can be addressed quickly.

 

Brown said that the Finance Committee had not met.  A financial report for September was included in the meeting packets.

 

Mesch reported for the Personnel Committee that McGuire’s most recent update of his Management Plan, which was included in the meeting packets, was based on suggested changes from the committee.  She said the committee appreciated McGuire’s patience with all of their suggestions.  The committee is also working on the process of evaluating the administrative staff and updating job descriptions.   The committee’s goal is to have the job descriptions updated and ready for Board review by January. 

 

            Lawrence reported that the Policy Committee had not yet met to review policies.  The Materials Selection Policy needs to be reviewed by the entire Board.  It is supposed to be reviewed every five years, but the last review was in 1993.  The committee would like all of the trustees to look at the policy and give any comments or suggestions to the committee. 

 

            C. Downey, Fife Lake Public Library, reported that the FLPL Board recently met with village and township representatives to discuss the Breton Group report.  They are not ready to give up on a new library, even though they know it won’t happen in the near future and will require a lot more work.  Their President and Vice President recently resigned, and they are working on replacing them.

 

            M. TerBeek, Long Lake Reading Room, thanked everyone for coming to Long Lake Township for the meeting.  She announced that on December 8, 9:00-noon, LLRR will have an open house and used book sale during the township’s pancake breakfast.

 

            Brown acknowledged receipt of a letter from McGuire regarding his pay and referred the letter to the Personnel Committee for review. 

 

            Brown also said that he had attended the Michigan Library Association annual conference and that it was a great experience.  He recommended that other trustees participate in MLA activities.  He is on the Trustee Roundtable, which is trying to find ways to encourage more trustees to participate.  He would like suggestions from TADL trustees of programs that would be useful for them.  One example is a program coming up in March 2003 on the Patriot Act.  This program is an important one for as many trustees as possible to attend, because it is incumbent on the trustees to become more familiar with the Act, especially the provisions that directly affect libraries.

 

            Motion by Lawrence, supported by Luyt to authorize payment in the amount of $24,554.84 to Priority Health, and further, to increase the Director’s authorization for future payments to Priority Health to an amount not to exceed $26,000.  Carried.

 

            Motion by Luyt, supported by Lawrence to authorize the purchase of holiday gift certificates for library staff at a cost not to exceed $2000.  Carried.  Luyt commented that the reason the Library is so great is because of the staff, so it’s really good to acknowledge that with some token of appreciation.

 

The meeting was opened for public comment.  K. Rosa of Long Lake Township addressed the Board regarding plans for the Long Lake Township Branch Library.  They have hired the Breton Group to guide them through the next steps and have set up a Steering Committee and three sub-committees.  Brown requested that McGuire and the Facilities and Services Committee go over the building plans with Long Lake Township representatives to work out whatever issues there are with the differences between TADL’s approved prototype design and Long Lake’s proposed design and then make a recommendation to the Board.  He also directed the Facilities and Services Committee to recommend a trustee to be on the Long Lake building committee.

 

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

 

 

Respectfully submitted,

 

Dawn Buchanan, Recording Secretary                

Douglas Brown, President

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