MINUTES

Board of Trustees Regular Meeting

Thursday, August 14, 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, Luyt, and Maxson.  Brown arrived at 6:30 p.m.  Welch and Quick were absent.  Also present were Roe (Counsel), McGuire, Schneider and Buchanan (Staff).

 

Motion by Luyt, supported by Maxson to approve the minutes from the Regular Meeting of July 17, 2003.  Carried.

 

         McGuire brought to the trustees’ attention his response to the Auditor’s Report on Compliance, which was included in the meeting packets.

 

         McGuire reported that the Library’s penal fines from Grand Traverse County were about $35,000 less than anticipated.  He and Schneider will need to look at the budget to see exactly how the decrease will impact both 2003 and 2004.  Also, the premiums for health insurance will increase about 20% effective October 1, 2003.

 

         The Town Meeting on the USA PATRIOT Act was very successful.  It received a lot of publicity and a lot of praise. 

 

         Staff is looking at features and costs for an integrated library system (circulation and cataloging) and hopes to have something for the Board by the end of September.  Staff is also looking at in-house accounting systems and will have information and possible a recommendation for the next regular meeting.

 

         Barbara Nowinski has been appointed as TADL representative to the KPL capital campaign committee.

 

         Information on the Children’s Internet Protection Act and the Universal Service Fund was included in the meeting packets.  There are still a lot of questions to be answered, both practical and philosophical.

         An intergovernmental group (City, County, NMC, TCAPS, TADL) has been meeting for about a year to discuss joining the various entities by fiber optic cable.  Since the jail will soon be moved to new quarters, the hope is that the cable can be run at the same time.

 

         Roadwork on Woodmere Avenue is set to begin in September and continue through June 2004.

 

         The Facilities and Services Committee had not met, but McGuire said that he had been in contact with Kingsley, Blair Township and Long Lake Township regarding the building plans status reports requested by the TADL Board.  A report from Kingsley was handed out and reviewed by McGuire and G. Travis from the KPL Friends.  Blair and Long Lake Townships will be sending written reports soon.

 

         Maxson said that the Finance Committee hadn’t met but would be meeting soon to review the staff response to the audit report and the accounting software proposals.  There were no financial reports included in the meeting packets, but Schneider said that the budget is looking pretty good through July.

 

         Lawrence reported that the Policy Committee had met to discuss CIPA and the Records Retention Policy.  The latter will be addressed as an agenda item.

 

         A written report from Interlochen Public Library was included in the meeting packets.  J. Ransom reviewed the report and also added that one of their board members moved away about a month ago but has already been replaced.

 

         J. Maxson, Peninsula Community Library, reported that July was a really big month for kids at PCL, with a very successful Summer Reading Club.  Right after the end of the Summer Reading Club, they had a book sale, which was the biggest they’ve ever had.  They are in the process of reviewing all of their policies and job descriptions and working on forming a new five-year plan.

 

         G. Travis reported that Kingsley Public Library also had a very successful Summer Reading Club.  The village has put a sign (donated by Scheck Sign Systems) on the Kingsley DPW Building that says “Future Home of Kingsley Public Library.”

 

         There were no other member library reports.

 

         McGuire said that he had received a letter from Rep. Howard Walker complimenting the Library, and especially Chimera Smith, on the service he and his staff have received when using the Library’s meeting room.     

 

Motion by Lawrence, supported by Luyt to enter into a revised support agreement with NuGen Systems, Inc., as approved as to form by Counsel and as to substance by the Library Director.  After Maxson pointed out that the trustees had not received copies of the proposed revised agreement, motion by Maxson, supported by Lawrence to postpone this item until the September Regular Meeting.  Carried.  Maxson said that he would like to consider the requirements for an integrated library system together with the consideration of renewing the NuGen agreement.

 

Motion by Maxson, supported by Lawrence to adopt the Records Retention Policy as recommended by the Policy Committee.  Carried.  The approved policy has to be filed with the State.  Roe will take care of that.

 

Motion by Lawrence, supported by Maxson to enter into a sub-agreement with Michigan State University for the “Making of Modern Michigan” project.  Carried, with Brown abstaining because he was not present for the discussion.

 

Motion by Luyt, supported by Lawrence to amend the 2003 General Fund Budget by increasing capital outlay by $29,000 and decreasing the fund balance in the Equipment Replacement Fund by the same amount.  Carried.

 

The meeting was opened for public comment.  J. Maxson thanked the TADL Friends for the money that gave to all of the members and branches for summer programming, which allowed them to hire professional entertainers.  G. Travis and J. Ransom echoed Maxson’s thanks.  There was no further public comment.   The meeting adjourned at 6:35 p.m.

 

 

Respectfully submitted,

 

Dawn Buchanan                                          

Recording Secretary

 

Shirley Mesch

President

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