BOARD MINUTES, 14 March, 2002

MINUTES

Board of Trustees Regular Meeting

Thursday, March 14, 2002

Traverse Area District Library

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

The meeting was called to order at 5:35 p.m. by Vice President Mesch, who presided. Present were Mesch, Welch, Lawrence, Maxson, Schermerhorn and Quick. Brown was absent Also present were Judson (Counsel), McGuire, Schneider and Buchanan (Staff).

In a Special Order of Business, McGuire presented the 2001 Director’s Report to the Traverse Area District Library Board of Trustees.

Motion by Lawrence, supported by Welch to approve the minutes from the Regular Meeting of February 14, 2002. Carried.

McGuire reported that most of the materials for the construction of the Friends’ store have been received. The store should be completed and ready to open in about a week. The Friends are targeting June 1^st as their opening date, but McGuire hopes they might revise their timetable and open during National Library Week (third week of April).

The buried fuel storage tank at the Sixth Street facility has been removed and drained. The Library should receive the report on the testing in about a week.

McGuire has been talking with representatives from Otis Elevator, the City, the Heritage Center and State elevator safety people to review the elevator situation at the Heritage Center. The elevator is not ADA-compliant. The permit as issued to TADL is for a freight elevator that can carry passengers. McGuire would like to meet with the Facilities and Services Committee to look for possible solutions.

The first meeting with the Breton Group, Advantage Design and other interested parties regarding the Feasibility Study is scheduled for March 19, 6:00 p.m.

McGuire has been asked to run for chair-elect of the Michigan Library Association’s Public Libraries Division. If elected, he would serve one year as chair-elect and one year as chair.

In response to a question from Lawrence regarding the Library’s Internet policy and current legislation regarding Internet filtering, McGuire said that the Technology Department has been looking at various filters. A challenge to the law will go to court on March 25. The hope is that there will be a decision on the court case before the deadline for complying with the law, but Technology will have a filtering program ready to implement if necessary.

Quick reported that he had attended a meeting with the City and the Heritage Center regarding the elevator. He also met with the City regarding the status of tctv2. R. Lewis, City Manager, said that agreement between the City and TADL regarding tctv2 expires on June 30 of this year. The City would like the agreement extended. Quick sees no problem with extending it. Lewis will send McGuire a letter. McGuire commented that he thought the agreement had already been extended, and Judson responded that he thought that TADL requested an extension but never received a response from the Cherry Capital Cable Council.

Quick also suggested that McGuire and Judson meet to finalize the memorandum regarding intergovernmental cooperation so that it could be distributed at the Feasibility Study meeting on March 19.

Maxson reported that the Finance Committee had met to review the year-end financial reports and to address some issues regarding the reports prior to the audit. A financial report for January was included in the meeting packets.

Mesch reported that the Personnel Committee had been working with McGuire and Schneider regarding the union contract negotiations. The negotiations are on the agenda later in the meeting. The committee also met to review the March 7 Special Meeting regarding the Director’s evaluation. They will be meeting again on March 18 regarding the Director’s evaluation.

Lawrence reported that the Policy Committee had received all of the comments regarding the proposed by-laws revision. The by-laws are on the agenda later in the meeting.

There were no Member Library reports and no other reports or communications.

Motion by Welch, supported by Maxson to go into closed session immediately following public comment to review strategies for contract negotiations with Teamsters Local 214, pursuant to Section 8(c) of the Open Meetings Act. Roll call vote was as follows:

Motion carried.

Motion by Welch, supported by Schermerhorn to adopt the “Unanimous Consent Resolution of the Board of Trustees” for the Employees’ Investment Plan. Carried.

Motion by Lawrence, supported by Quick to adopt the revised by-laws as recommended by the Policy Committee and reviewed and revised by the Board. Following discussion by the Board and various revisions to specific items, the motion carried. Judson will email the revised by-laws, as further revised at this meeting, to all trustees for final review, after which they will be printed and copies distributed.

Motion by Welch, supported by Maxson to authorize the purchase of computers as recommended in the March 2002 Upgrade Proposal dated March 11, 2002, at a cost not to exceed $76,000 with such funds to come from the Equipment Replacement Fund, and to amend the Equipment Replacement Fund accordingly. Carried.

Motion by Lawrence, supported by Schermerhorn to adopt corporate resolutions for Bank One naming as signatories Doug Brown, Dave Maxson, Mike McGuire and Richard Schneider. In response to a question from Quick, Lawrence and Schermerhorn amended the motion to include Lawrence in the list of signatories, pursuant to the revised by-laws. Motion carried as amended. All other bank accounts will be reviewed to see if changes are necessary in light of the by-laws revisions.

The meeting was opened for public comment. There was none.

Mesch announced that this would be Schermerhorn’s last meeting as a trustee, since he is moving out of the City and no longer meets the qualifications for serving as a City appointee to the Board. Mesch thanked Schermerhorn for his service.

Motion by Maxson, supported by Welch to go into closed session as previously agreed. Carried. The meeting was recessed at 6:43 p.m. and reconvened in closed session at 6:45 p.m. The closed session was adjourned and the open meeting reconvened at 7:50 p.m. There was no further business. The meeting was adjourned at 7:50 p.m.

Respectfully submitted,