MINUTES

Board of Trustees Regular Meeting

Thursday, February 13, 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, Brown, Lawrence, Maxson, Quick, Welch and Luyt.  Also present were Judson (Counsel), McGuire, Nowinski, Schneider and Buchanan (Staff).

 

Motion by Maxson, supported by Lawrence to amend the agenda to add as item e. under New Business:  Consideration of amending administrative staff employment agreements; and to move item 5a to immediately following approval of the minutes.  Carried.

 

Motion by Brown, supported by Maxson to approve the minutes from the Regular Meeting of December 12, 2002.  Carried.

 

Motion by Brown, supported by Welch to adopt a “Resolution Regarding Transfer of the 322 Sixth Street Building to the City of Traverse City.”  Following a suggestion by Counsel, Brown and Welch amended their motion to make it contingent on the City exercising its option to purchase the property.  A roll call vote was requested.  The results of that vote were as follows:

 

            Luyt – yes                                Maxson – yes

            Quick – yes                              Welch – yes

            Mesch – yes                             Brown - yes    

 

Motion carried.

 

McGuire brought to the trustees’ attention information in the meeting packets regarding TADL’s participation in the upcoming Grand Traverse Area Community Festival of Education and the Arts Model Demonstration Project.

 

TADL has been named as one of the top three finalists in the Organizations category for Traverse City’s First Annual Arts and Culture Awards.

 

            McGuire apologized to the Member Libraries for not getting the checks for their annual contract payments out to them in a timely manner.  He will put payment of the contract payments on the planning calendar for December.

 

            Quick reported that the Facilities and Services Committee had looked into the possibility of temporarily relocating the Kingsley Public Library and would address this further under New Business.  He welcomed Lawrence to the committee and thanked Welch for his contributions.

 

            Maxson reported that the Finance Committee had been looking at the budget and reviewing it with McGuire and Schneider, who will put together a plan to control costs.  The committee will continue to review how the plan is working.  Discussion of budget issues followed.

 

            Mesch reported that the Personnel Committee had received revised job descriptions for administrative staff and had provided them to all trustees in preparation for amending administrative staff employment agreements.  Discussion of questions relative to the job descriptions followed.

 

            Lawrence requested that trustees insert the revised pages in their policy manuals.  She noted that another policy would be reviewed as item 4b on the agenda.  McGuire requested that the Policy Committee meet soon to review the Internet Access Policy.

 

            J. Maxson, Peninsula Community Library, reported that in addition to their regular ongoing programs they had in the past month had outreach programs for children reaching a total of 75 children.  Their Friends group is very active and has a number of events planned for the near future.  They have two new trustees:  The widow of their former president has volunteered to take over his position, and Bob Schermerhorn, former TADL trustee, has joined the PCL Board.           

 

J. Ransom, Interlochen Public Library, gave trustees a written report.

 

G. Travis, Friends of Kingsley Public Library, said that they have requested that the Village of Kingsley set aside a parcel of land in the village center for a new library.  They expect that the Village Council will act on their request at its March meeting.  Jerry Inman, past township superintendent, has joined their group and volunteered to serve as president.

 

Quick thanked the member libraries for keeping the TADL Board informed through their regular reports at the TADL Board meetings.

 

Lawrence commended TADL staff for their work on the “Traverse City Reads” project.

 

A list of new committee assignments was distributed.

 

Motion by Maxson, supported by Brown to accept the Materials Selection Policy as revised.  Carried.

 

Motion by Brown, supported by Welch to apply for an LSTA ATLAS compliant grant in the amount of $50,000 subject to approval as to form by Counsel and as to content by the Library Director.  McGuire gave the Board background on the ATLAS project, and J. Ransom, IPL, addressed the Board with further information.  Motion carried.

 

Motion by Welch, supported by Luyt to continue supporting the Kingsley community in finding a new permanent facility without moving into a temporary location.   Carried.

 

Motion by Maxson, supported by Luyt to add as a financial depository Fifth Third Bank.  Carried.

 

Motion by Welch, supported by Maxson to amend the administrative employment agreements to include an increase in pay as recommended by the Library Director.  Carried.  Maxson suggested that a survey be done to see how these salaries compare to fair market value and to other similar-sized libraries.

 

The meeting was opened for public comment.  There was none.  The meeting adjourned at 7:20 p.m.

 

 

Respectfully submitted,

 

Dawn Buchanan, Recording Secretary                

Shirley Mesch, President

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