MINUTES

Board of Trustees Regular Meeting

Thursday, July 17, 2003

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 President Mesch.  Present were Mesch, Lawrence, Welch, Luyt, Brown and Quick.  Maxson arrived at 5:40 p.m. Also present were Roe (Counsel), McGuire, Nowinski and Buchanan (Staff).

 

            Motion by Brown, supported by Lawrence to amend the agenda to postpone consideration of the audit until after Maxson’s arrival.  Carried.

 

Motion by Luyt, supported by Lawrence to approve the minutes from the Regular Meeting of June 26, 2003.  Carried.

 

            McGuire reported that the Library has applied for a grant from the Traverse City Arts Council to help fund a second season of Cinema Curiosa.  He also reported that the Library has been very busy, even during Cherry Festival.

 

            Quick said that the Facilities and Services Committee hadn’t met, but he, Judson and Mesch had received copies of a resolution from Long Lake Township extending the resolution of intent to establish a branch library in the township.  The resolution is hereby received and filed.  Mesch said that she had received a request to appoint a representative from the TADL Board to act as liaison with the capital campaign committee that Kingsley Public Library is setting up.  Quick suggested that McGuire or a staff person designated by him serve as liaison.  Quick also requested that McGuire ask Blair Township, Long Lake Township and Kingsley submit to the TADL Board before the next regular meeting and quarterly thereafter reports and timelines as to the current status of their building plans.

 

            Dale Vanderwal presented the 2002 Audit Report.  He reviewed the audit and answered questions from the trustees.  Following the discussion, motion by Maxson, supported by Quick that the Board formally request that staff prepare a written management response to the audit report with a specific plan for corrective action and current status of all items cited.  Carried.   

             

Luyt reported that the Personnel Committee hadn’t met but would be meeting soon to talk about administrative staff evaluations and salary adjustments, among other things.

 

Lawrence reported that the Policy Committee had met to discuss the proposed Records Retention Policy, which will be considered as item 6a on the agenda.

 

J. Ransom, Interlochen Public Library, highlighted some of the items on the written report from IPL that was included in the meeting packets.  She also added that the IPL Friends are going to have a “Vintage Book Sale” on August 15 and 16 to sell books donated from the estate of a patron who had an extensive collection of older books.

 

M. TerBeek, Long Lake Township Reading Room, reported that their summer program is in full swing.  They have had three programs so far, averaging about 25 children each time.  Their Summer Reading Club is in its fourth week, with about 50 children signed up, including lots of new faces and some new sponsors.  She reminded the Board and public that the hours of the Reading Room are Tuesday, 9:00-noon, and Wednesday, noon-6:00.

 

C. Downey, Fife Lake Public Library, passed out copies of FLPL’s quarterly newsletter and reviewed it.  She reported that:  they have more than 100 children participating in their Summer Reading Club; their circulation is up about 15% over last year; they are still looking for another board member; they have received a new videotape on the history of the Fife Lake area.

 

There was no report from Peninsula Community Library.

 

M. Braden (Staff) and Quick reported on the Town Meeting on the USA PATRIOT Act to be hosted by TADL on Thursday, July 31, in an effort to educate the public on the provisions and ramifications of the Act.  The Town Meeting will be taped for tctv2, and copies of the tape can be made available for purchase.

 

Motion by Lawrence, supported by Welch to adopt the Records Retention Policy as recommended by the Policy Committee.  Following brief discussion, motion by Maxson, supported by Brown to postpone action on this item to the next Regular Meeting.  Carried.

 

The meeting was opened for public comment.  J. Ransom asked if the item of Old Business had been postponed to the next meeting.  D. Biegler asked about the reports to be requested regarding building plans.  There was no further public comment.   The meeting adjourned at 7:15 p.m.

 

 

Respectfully submitted,

 

 

Dawn Buchanan                                                           Shirley Mesch

Recording Secretary                                                     President

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