MINUTES

Board of Trustees Regular Meeting

Thursday, September 11, 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 and Maxson.  Luyt arrived at 5:35 p.m.  Also present were Judson (Counsel), McGuire, Nowinski, Schneider and Buchanan (Staff).

 

Motion by Brown, supported by Maxson to approve the minutes from the Regular Meeting of August 14, 2003.  Carried.

 

            McGuire reported that the Library has been awarded an $1800 grant from the Traverse Area Arts Council to help fund the second season of the Cinema Curiosa film series.

 

            Mid-Michigan Library League’s annual dinner will be Friday, October 3.

 

            In response to a question from Maxson, McGuire said that staff has been meeting with representatives from the district’s libraries regarding an integrated library system.  McGuire has sent requests for proposals to various vendors but has not received any prices back yet.

 

            Quick said that the Facilities and Services Committee had not met, but a progress report from the Long Lake Branch Capital Campaign Committee was included in the meeting packets, and Kingsley Public Library had given an oral and written report at the August meeting.  Blair Township has not yet submitted a report.  He suggested that the Finance Committee should start looking at how to finance the Long Lake Branch.

 

            Maxson reported that the Finance Committee had met.  They discussed in detail the staff response to the audit report and were satisfied that all concerns have been resolved.  They also discussed the 2004 budget and staff’s suggestion to purchase accounting software in order to bring accounting functions in-house, both of which are included as agenda items.

 

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

            Lawrence said that the Policy Committee had not met.  They need to meet soon to start reviewing CIPA (Children’s Internet Protection Act).  They will meet with staff and counsel to formulate recommendations as to TADL’s response to CIPA. 

 

J. Maxson, Peninsula Community Library, reported that PCL’s Friends had worked very hard this summer and earned enough money to buy PCL a laser color printer.  She thanked TADL employees S. Bonhag and V. Jones for designing a poster for their Family Fun Day Saturday, October 11.

 

J. Ransom, Interlochen Public Library, reviewed her written report, which was included in the meeting packets.  She also said the IPL is looking at reorganizing their space and will be getting outside help for that.  IPL’s Board and Friends have agreed to split the cost of a new photocopier.  Their Friends had a very good turnout for their annual meeting and potluck with guest speaker Helen Milliken.

 

There were no other member library reports.

 

Nowinski reported that the Friends’ annual book sale would be held September 20 and 21, with more books than ever.  They are still looking for community sponsors for “An Evening with Calvin Trillin”, Saturday, October 11, at the Grand Traverse Resort.  There will be a reception after the program.  East Bay Branch Library’s third annual Family Fun Day will be held Saturday, September 13, with an ice cream social and activities for kids. 

 

McGuire reported that he had received letters from Senator Levin and Representative Camp in response to Board’s resolution regarding the USA PATRIOT Act.  Copies of the letters were included in the meeting packets.

 

Motion by Brown, supported by Lawrence to enter into a revised support agreement with NuGen Systems, Inc. as proposed.  Following brief discussion, motion by Quick, supported by Welch to amend the motion to add “subject to approval as to form by Counsel.”  Amendment carried, and motion carried as amended.

 

Motion by Maxson, supported by Welch to hold a Truth in Taxation hearing and a public hearing on the proposed 2004 budget on Thursday, September 25, at 5:30 p.m.  Carried.

 

Motion by Welch, supported by Luyt to close a dormant savings account at Members Credit Union.  Carried.

 

Motion by Brown, supported by Lawrence to amend the Employment Agreement with Teamsters 214 to increase the health insurance co-pay for office visits and prescriptions as proposed.  Carried.

 

Motion by Luyt, supported by Brown to declare as surplus a Sharp photocopier with stand and to authorize disposal of the same according to policy.  Carried.

 

There was no action on consideration of purchasing an in-house accounting system.

 

The meeting was opened for public comment.  M. Galic addressed the Board regarding the possibility of donating a portrait of her grandmother to be hung in the study room that was donated in honor of her grandmother.  G. Galic addressed the Board regarding the Board’s resolution regarding the UAS PATRIOT Act.  There was no further public comment.   The meeting adjourned at 6:40 p.m.

 

 

Respectfully submitted,

 

Dawn Buchanan                                                        

Recording Secretary

 

Shirley Mesch

President

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