MINUTES

Board of Trustees Regular Meeting

Thursday, May 8, 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, Maxson, Brown, Quick and Luyt.  Welch arrived at 5:35 p.m.  Also present were McGuire, Nowinski and Buchanan (Staff).  Judson (Counsel) arrived at 5:37 p.m.

 

Motion by Lawrence, supported by Luyt to approve the minutes from the Regular Meeting of April 10, 2003.  Carried.

 

McGuire reported that he had received several calls expressing concern about the tarot card program presented by the Teen Activity Committee in late April.  Only three people showed up for the program.

 

Kingsley Public Library’s Friends group has named a Building Committee that will be meeting on a regular basis.  McGuire will meet with them when possible.

 

Long Lake Township has received a set of revised plans for the Long Lake Branch Library.  McGuire would like the Facilities and Services Committee to meet to go over the revised plans.

 

Quick reported that the Facilities and Services Committee and McGuire had met with representatives from Blair Township regarding the possibility of a branch library in Blair Township.  There is an agenda item related to this.  Kingsley Public Library Friends met with Mark Morrow of the Breton Group to get his recommendations on a capital campaign.  Long Lake Township has started their capital campaign and has received some helpful publicity.  The committee is still working on the parking issue

 

Maxson reported that the Finance Committee had met with staff to review budget figures.  They will continue to monitor the budget but feel cautiously optimistic that things are going well.

                       

Luyt reported that the Personnel Committee had met after the last Board meeting to discuss several issues, none of which was yet ready for full Board consideration.

 

Lawrence reported that the Policy Committee was still working on a Records Retention Policy.  They had also worked on meeting room fees and a resolution regarding the USA PATRIOT Act, both of which are on the agenda.  Brown said that Michigan Library Association staff is working on recommendations regarding Records Retention policies as related to the USA PATRIOT Act.

 

            Julie Gray, Fife Lake Public Library, thanked the TADL Board for making it possible for employees from the Member Libraries to attend the Rural Libraries Conference.  She reported that elementary school students are again coming to FLPL.  Their circulation has been down a little because there is no longer a grocery store in Fife Lake, so people go elsewhere to shop and do other errands instead of coming into Fife Lake.  They have a new hours sign and will be getting a new door.   They will be using the same Summer Reading Club theme as TADL.  Their Friends’ annual meeting, including election of officers, will be Wednesday, May 28.

 

            There were no other Member Library reports.

 

            Nowinski reported that the Friends of TADL elected officers at their board meeting on May 6.  Also at that meeting they did some advance planning for author Calvin Trillin’s visit in October.

 

            Luyt thanked the staff of tctv2 for hosting the Leadership Grand Traverse group as part of LGT’s media day.

 

            Quick suggested that Mesch write a note to the new Friends president, congratulating him and inviting him to attend the TADL Board meetings.

 

            Lawrence reminded the trustees of the Volunteer Recognition Party on May 14.

 

            Motion by Welch, supported by Lawrence to accept a $15,000 LSTA Planning Grant.  Following discussion, Welch and Lawrence amended their motion to make acceptance of the grant subject to approval as to form by Counsel and as to substance by Director.  Motion carried as amended.

 

            Motion by Brown, supported by Quick to extend until November 11, 2004, the Board’s “Statement of Intent” to operate a branch library in Blair Township, which was originally adopted on November 8, 2001.  Carried.

 

            Motion by Lawrence, supported by Brown to approve the change in Section III.A. of the Mid-Michigan Library league Plan of Service allowing for any adult resident of the cooperative library area to be eligible to serve on the League Board.  Voice vote was not unanimous, so a roll call vote was taken, with the following results:

 

           

 

                        Luyt – yes                    Maxson – no

                        Quick – yes                  Welch – no

                        Mesch – yes                 Brown – no

                        Lawrence – yes

 

Motion carried.  McGuire said that he would send the Board’s comments to MMLL along with the results of the vote.

 

            Mesch said that she would like to allow time for Judson to complete his review of the “Resolution on the USA PATRIOT Act and Related Measures That Infringe on the Rights of Library Users.”  She also appointed an ad hoc committee composed of Quick (Chair), Welch and Luyt to review the resolution before prior to Board action.

 

            Motion by Brown, supported by Welch to authorize the purchase of computers and related equipment at a cost not to exceed $30,500, with such funds available in the Equipment Replacement Fund.  Carried.

 

            Motion by Welch, supported by Maxson to adopt the revised meeting room and equipment rental fees as recommended by staff.  Carried.  The fee increases will be effective for any future bookings/rentals.

 

The meeting was opened for public comment.  The following people addressed the Board: B. O’Brien, Traverse City Record-Eagle regarding the USA PATRIOT Act; V. Jones and M. Hanson regarding records retention issues; M. Hanson regarding a Long Lake branch library, the grant that was discussed and the change in the Mid-Michigan Library League Plan of Service.  There was no further public comment.   The meeting adjourned at 6:50 p.m.

 

 

Respectfully submitted,

 

Dawn Buchanan, Recording Secretary                

Shirley Mesch, President

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