MINUTES

Board of Trustees Regular Meeting

Thursday, October 23, 2003

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 Mesch.  Present were Mesch, Lawrence, Welch, Quick, Brown, Luyt and Maxson.  Also present were Judson (Counsel), McGuire, Schneider and Buchanan (Staff).

 

Motion by Welch, supported by Luyt to approve the minutes from the Regular Meeting of September 11, 2003 and the Public Hearing and Special Meeting of September 25, 2003.  Carried.

 

         McGuire reported that he, Schneider and Brown will be attending the Michigan Library Association’s Annual Conference in Lansing October 29-31.  Also, November 6-7 McGuire will be attending Mid-Michigan Library League’s Plan-of-Service meeting.

 

         McGuire has been invited to sit on a committee working on developing a new program for Interlochen Public Radio, tentatively called Traverse Area Community Conversation.

 

         Shea Bonhag has resigned his position at the Library to seek private business opportunities.  McGuire is temporarily supervising the Technology Department while the job description for the position of Head of Technology is reviewed and revised.  The Personnel Committee will be asked for input on the position description.

 

         Quick said that the Facilities and Services Committee had not met.  McGuire said that he had met with J. Lowe, Supervisor of Blair Township, regarding progress on the township’s plans for a branch library.  Quick asked for a written report of that meeting.  Also, Lawrence and McGuire recently toured a building that Fife Lake Township is interested in purchasing for a new library.  The building will need some improvements to be suitable for library use, so whether they decide to purchase it will depend on the cost of improvements and the availability of grants. 

 

Maxson reported that the Finance Committee had met, primarily to talk about three items that would be dealt with as New Business.  Also, a financial report for September was handed out prior to the meeting.  It still looks favorable for coming in on budget at the end of the year.

 

Luyt reported that the Personnel Committee had met to talk about administrative staff evaluations.  McGuire will have staff evaluations and his recommendations completed before the November meeting, and the committee is moving forward on their evaluation of McGuire.

 

         Lawrence said that the Policy Committee had met to discuss an item that would be dealt with as New Business.

 

J. Maxson, Peninsula Community Library, reported that PCL has recently hosted some very successful special activities and is looking forward to a special evening with local author Lucile Cummings Bagley on November 13.  Thanks to their Friends group, PCL will be recarpeted in December during the school break.  They will be looking for volunteers to move everything out in preparation for the carpeting.

 

A written report from J. Ransom, Interlochen Public Library, was included in the meeting packets.  There were no other member library reports.

 

Lawrence reported that the Friends’ Calvin Trillin event was wonderful.  It was taped for broadcast on tctv2.

 

Schneider reported that the current issue of Traverse, the Magazine included an article on 21 things to do in the Grand Traverse Area in the winter.  One of the featured activities was a visit to TADL’s Sight & Sound Center.

 

Motion by Lawrence, supported Brown by to certify to the Universal Service Administrative Company that the Library is undertaking such actions necessary to comply with the requirements of the Children’s Internet Protection Act with regard to Universal Service Funds for funding year 2004.  Carried.  The Policy Committee and staff will continue to work on this issue.

 

Motion by Maxson, supported by Luyt to close a dormant payroll account at Fifth Third Bank.  Carried.

 

Motion by Welch, supported by Maxson to close the Library’s account at Prudential Securities.  Following a comment by Schneider, motion by Maxson, supported by Brown to amend the motion to correct the institution’s name to Wachovia.  Carried.  Motion carried as amended. 

 

Motion by Luyt, supported by Lawrence to open an investment agency account at Fifth Third Bank.  Carried, with Welch abstaining.  Welch also stated that he had abstained from the decision-making at the committee level.

 

Motion by Brown, supported by Quick to authorize payment to Fifth Third in the amount of $182,143,75 for bond interest.  Carried.

 

Motion by Lawrence, supported by Maxson to authorize payment to Priority Health in the amount of $24,034.45 for insurance premiums; and, to authorize future monthly payments in an amount not to exceed $25,000.  Carried

 

Motion by Welch, supported by Luyt to amend the 2003 General Fund Budget to increase professional services by $7,000; repairs and maintenance by $5,700; and, equipment by $23,000.  Following brief discussion, Welch and Luyt withdrew the motion, pending further clarification to be provided at the next meeting.

 

The meeting was opened for public comment.    There was none.   The meeting adjourned at 6:17 p.m.

 

 

Respectfully submitted,

 

Dawn Buchanan                                          

Recording Secretary

 

Shirley Mesch

President

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