McGuire reported that he has been in contact with
three different firms to see what they can offer in regards to studying how best
to deliver services district-wide. He
expects to have packets back from all three firms within a couple of weeks and
will refer them to the appropriate committee.
McGuire has drafted a procedure for
what to do if the Library receives a subpoena for library records. Counsel has reviewed the procedure. McGuire and staff will be looking at what
records are currently kept, what actually need to be kept and for how long. He hopes to have something to the Policy
Committee regarding records retention before the next meeting.
Quick reported that the Facilities
and Services Committee had had some discussion regarding delivery of services
in the Kingsley area relative to the possibility of moving into a different
location. Those discussions will
continue. The Committee has also met
with the Director to discuss parking issues and hopes to have recommendations
regarding the best way to deal with the problem soon. They are also trying to set up a meeting to review the operations
of the gift shop.
The Finance Committee had not met,
and no financial report was available because the year-end figures had not yet
been received. Mesch asked that
Schneider mail the report to the trustees as soon as it is available.
The Personnel Committee had not met,
but has been working on reviewing the job descriptions for administrative
staff.
Lawrence said that the Policy
Committee’s report would be dealt with under New Business.
Janette Ransom, new director of
Interlochen Public Library, introduced herself and said that she would plan to
have reports for future meetings.
C. Downey, Fife Lake Public Library,
reported that their Board has installed new officers. They are still looking for two additional board members. They have been discussing their building
plans and have decided they will need to downsize if they are going to
continue. They have a meeting set with
the company that donated land for a building to see what conditions there might
be on the donation. They will be having
a children’s Valentine tea with costumed characters and a story reading. No date has been set yet.
Quick reported that the Friends
discussed their planning calendar at their last board meeting. No date has been set yet for their annual
meeting. They are planning a fall fundraiser
with a major author. Schneider said
that the date for that event will be October 11 with author Calvin Trillin.
McGuire said that he had received a
letter from Long Lake Township with a draft lease. He has given a copy to Counsel and will be referring it to the
Facilities and Services Committee.
Maxson mentioned that the Board had
received a number of thank-you’s from staff for the holiday gift certificates.
Motion by Quick, supported by Maxson
to recognize Brown for his two years as President of the Board and for his
strong leadership through some difficult issues. Carried. Brown said that
he has appreciated the support and help of the other trustees and of McGuire
and staff during his presidency.
Motion by Luyt, supported by Brown
to authorize payment to Fife Lake Public Library in the amount of $58,425; to
Interlochen Public Library in the amount of $141,215; and to Peninsula
Community Library in the amount of $123,803.
Carried. Maxson abstained.
Motion by Brown, supported by
Lawrence to enter into an agreement with Smith Haughey Rice and Roegge for
legal services as proposed in a letter from Chuck Judson dated December 26,
2002. Carried. Quick abstained.
Motion by Maxson, supported by Luyt
to accept the revisions to the Budget Adjustment and Disbursement Policy as
proposed by the Policy Committee.
Carried. Quick abstained, as he
had not received the materials.
Motion by Brown, supported by Maxson
to accept the revisions to the Charges for Damaging Library Materials Policy as
proposed. Carried. Quick abstained.
Motion by Lawrence, supported by
Luyt to accept the revisions to the Materials Selection Policy as
proposed. Following discussion, motion
by Maxson, supported by Quick to table this item to allow for further editing. Motion to table carried.
Motion by Maxson, supported by Luyt
to accept the revisions to the Policy on Use and Maintenance of Library
Vehicles as proposed. Carried.
The meeting was opened for public comment. There was none. The meeting adjourned at 6:15 p.m.
Respectfully submitted,
Dawn Buchanan, Recording Secretary
Shirley Mesch, President
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