MINUTES OF THE

BAY COUNTY LIBRARY SYSTEM

BOARD OF TRUSTEES

ANNUAL BOARD MEETING

December 14, 2005

Ella Jane Martini, Chairperson, called the regular board meeting of the Bay County Library System Board of Trustees to order at 1:15 p.m. on December 14, 2005 in the County Commission Chambers, Bay County Building. 

Roll call present:  James Davison, Mark Kaplenski, and Ella Jane Martini

Excused:                Derald Adcock and Howard Wetters

Other:                   Kevin Ayala, Steve List, Marilyn Kaeckmeister, Fred Paffhausen, and

                            Eileen Schulz

MINUTES

Ella Jane Martini corrected the motion on page 10 to read, ‘….the Director has received a satisfactory rating in his evaluation.’ 

Motion by J. Davison, seconded by M. Kaplenski, to approve the minutes of November 9, 2005 and the corrected minutes of November 30, 2005 Special Board meeting, November 16 Regular Board meeting.  Motion carried. 

BILLS PAYABLE

Mark Kaplenski asked for an explanation of check #35148 for $1,200 to Jeannie Wolicki-Nichols.  Kevin Ayala responded this check was in payment for the virtual tour Library staff took part in for the Staff Development day at BAISD.  M. Kaplenski also questioned check #35175 for $737.50 to Gilbert Smith & Borrello.  K. Ayala explained these charges were for attorney Bill Smith for his work on the environmental clean up at the Alice & Jack Wirt Public Library.

Motion by E. J. Martini, seconded by J. Davison, to approve the bills as presented, numbered: 35073 through 35202 and 4328 through 4337 and 4339 through 4347, for a total payment of $357,175.06.  Motion carried.

FINANCIAL REPORT

November 2005 Financial Report

October 2005 Penal Fine Report

November 2005 Penal Fine Report – K. Ayala handed out an update on Penal Fines, as he just this morning received the amount for November which came in at $33,113.07.  This amount is over the budgeted amount of $22,500.  He shared that for 2006 the Penal fine budget is set at $280,000.

M. Kaplenski thanked K. Ayala for the thorough reports he supplies to the trustees and being available for questions and comments from the board.  He believes the community is well served by his financial expertise.  K. Ayala thanked him and will pass these comments along to his staff for they too put many hours into creating these reports.

Motion by M. Kaplenski, seconded by J. Davison, to receive the November 2005 Financial Reports and October 2005 Penal Fines.  Motion carried.

DIRECTOR’S REPORT

James Davison asked that as Paul Lutenske, Managing Librarian at the Auburn Branch Library, has submitted his resignation when this position would be posted.  Fred Paffhausen responded that the last time trustees discussed staffing, E. J. Martini had suggested that because the board decided to fill both the position of an Assistant Director for the Library and a Managing Librarian for Wirt Library, that perhaps, once those two positions are filled, the Managing Librarian of the Sage Branch Library could divide her time and manage the South Side Branch as well, eliminating a full time M. L. just for the South Side Branch.  Now that P. Lutenske is leaving, instead of waiting six months to put this in place, trustees could consider exercising contractual rights now by assigning this change of responsibilities for the M. L.’s.  He suggested assigning South Side Branch Managing Librarian, S. Pearsons, to manage the Auburn Branch Library and assign Sage Branch Managing Librarian, Sarah Wohlschlag, to assume the leadership role of both the South Side and Sage Branch Libraries, for a period of time to determine whether it could work out.  F. Paffhausen explained that it would put back roughly $70,000 into the contingency for next year, based on P. Lutenske’s salary and benefits.  It accomplishes two things; it puts in a known quality as far as a Librarian running the Auburn Branch Library as S. Pearsons is a Librarian II and has been with the Bay County Library System for 27 years. It will also help to put some money back into the fund balance.  If the board decides not to do this, the position can be posted and possibly get someone hired in late January.  J. Davison commented that he understands from reading the union contract for the Managing Librarians, in order to transfer staff within the system, it would be the individual with the least amount of seniority. 

F. Paffhausen responded he did not recall this requirement but if it is stated that way in the contract, Tracie Compton, Managing Librarian at the Pinconning Branch, would move to the Auburn Branch, leaving S. Pearsons to drive a greater distance to Pinconning.  It may be something S. Pearsons could chose to do if offered that alternative. 

F. Paffhausen offered an update to the progress at Wirt Library.  Since the inspection of the elevator at the Library was not completed on Monday, the shipment of shelving had to be delayed by a few days.  Due to this delay, the shelving was held-over in Toledo, Ohio with the understanding it would be delivered here today.  This did not happen; shelving was not delivered as promised, and now will be delivered tomorrow along with another shipment coming in at the same time.

M. Kaplenski noted F. Paffhausen’s request for review of the Policy Manual and Standard Operating Procedures manual.  F. Paffhausen explained these two documents had been reviewed by staff a year ago and implemented into the system.  They have now had approximately seven months to work with it since it was adopted by the Library Board.  Any changes that need to be made can be done now, as F. Paffhausen pointed out changes in the law, procedures within the system, etc. need to be looked at and it is a good practice to review these types of policies on a yearly basis.  He is asking to have this review delayed for a short time until the move has been completed to the Wirt Library.  His recommendation is to have the Managing Librarians and staff, submit their comments and any changes, to the administration office by mid January in order for the Director to have prepared and ready for the Board for a first reading in February; then to adopt in March.  Normally he would recommend that this review be done in December, ready for a January board meeting and adopt by the February meeting.  It is only this year with the move to Wirt Library, that it will be delayed by one month.  M. Kaplenski complimented him on being on top of keeping these policies up to date. 

Referring to the suggestion to offer an Amnesty Week after opening the Wirt Library, M. Kaplenski asked what this would mean financially for the Library.  K. Ayala responded that if the Library offered to do this for one week, it would be conceivable that the Library could lose approximately $2,500.  F. Paffhausen shared this has only been done twice in the last 27 years and suggested that if Trustees would like to move forward with this, to wait until just before the Wirt Library is opened in February, to offer an Amnesty Week. 

Motion by J. Davison, seconded by M. Kaplenski, to receive the Director’s Report.  Motion carried.

Motion by J. Davison, seconded by E. J. Martini, to approve the Amnesty Week as recommended by the Director.  Motion carried.

OPEN TO THE PUBLIC

No Public Input.

CORRESPONDENCE

Please Tell Us What You Think – Randy Socier

Letter – Darbee Bosco and Hammond re: Dow Corning Corporation

E. J. Martini asked that the letter sent to Library Trustees from the Children Librarians be received as well.

M. Kaplenski asked for clarification of the letter from Darbee Bosco and Hammond.  F. Paffhausen explained that this letter is a routine notification for whenever a request for tax abatement is filed.  As this request affects the Library, notification must be given. 

Motion by J. Davison, seconded by M. Kaplenski, to receive the correspondence.  Motion carried.

COMMITTEE REPORTS

Personnel Committee – J. Davison, Chairperson, reported from yesterday’s Personnel meeting trustees discussed adopting a Violence in the Workplace policy.  There was a change made for the definition of what constitutes a threat.  It now reads: ‘Any verbal or physical contact that threatens property or personal safety or that reasonably could be interpreted as intent to cause harm, would be considered a threat.’  Trustees were in favor of adding this policy which would take effect 30 days after the Bay County Library Board of Trustees adopts it.  This will allow time for the staff to discuss this policy with the employees. 

Motion by J. Davison, seconded by M. Kaplenski, recommends approval of this policy.  Motion carried.

The second item on the agenda was to discuss the custodial/maintenance position for the Wirt Library.  Trustees received the description that was presented by S. List and had previously been discussed and agreed upon by him and Marilyn Kaeckmeister as representative of the Local 542 Union.  This job description was presented as information only.

Finance Committee – H. Wetters, Chairperson, No meeting.

OTHER

2006 Budget – E. J. Martini asked for a motion to adopt the 2006 budget.  She pointed out there is no meeting scheduled for the rest of year therefore the budget for 2006 as it stands now, needs to be adopted.  K. Ayala commented that Trustees have the option to adopt the 2006 balanced budget as it was presented in June of this year, leaving the option open to adjust it next year as it becomes necessary to do so.

Motion by J. Davison, seconded by M. Kaplenski, to concur with the Business Manager and adopt the 2006 budget to be submitted to the County as it was presented in June.  Motion carried.

UNFINISHED BUSINESS

Lawn Mower/Snow Blower equipment cost for extended warranty – K. Ayala explained that a request was made at the last board meeting to get prices on an extended warranty for the lawn mower/snow blower equipment.  Based on the bids that came in O.J. Herman was the preferred vendor to purchase this equipment from.  K. Ayala called all three vendors who submitted a bid and O.J. Herman came in at $300/year for an extended warranty.  Together with the total cost of the equipment and extended warranty, O. J. Herman remains the preferred vendor.  However the extended warranty available is a limited one, covering only a portion of repairs if they are needed.  It is recommended that no extended warranty be purchased at this time; as the equipment will come with a one year warranty when purchased.  The decision to purchase an additional warranty can be determined at a later date.

Plaque for Joann Irvine – Included in this packet is the wording for the plaque that was purchased by Ella Jane Martini and Derald Adcock as a memorial for Joann Irvine.  F. Paffhausen shared that this plaque is now on display at the Pinconning Branch Library. 

McCabe Foundation request – F. Paffhausen shared that the request has been submitted for the McCabe Foundation donation.  It is $8,000 more than what was requested last year due to higher interest earned. 

Donation/Gift policy – E. J. Martini asked that discussion be deferred until Trustees review the entire Policy manual in the beginning of 2006.

NEW BUSINESS

2006 Election of Officers – E. J. Martini asked for a motion of new officers of Chairperson, Vice Chairperson and Secretary/Treasurer. 

Motion by J. Davison, seconded by M. Kaplenski, to continue with current officers for 2006.  Motion carried.

2006 Committee appointments

E. J. Martini, as chairperson, appointed the following Committees:  J. Davison will continue as chairperson of the Personnel Committee with Derald Adcock.  E. J. Martini appointed herself as chairperson of the Financial Committee along with Mark Kaplenski serving on this committee.

2006 Library Board Meeting Schedule

Motion by J. Davison, seconded by M. Kaplenski, to approve the 2006 Library Board Meeting schedule.  Motion carried.

Non-represented employees wage increase for 2006 – K. Ayala explained the 2006 pay scale for non-represented employees reflects a 2.5% wage increase from 2005 rates.  This increase is the same as what is stated in the three labor contracts.  Trustees discussed the increase for Library Pages and agreed on a .10 cent/hour increase.

Motion by J. Davison, seconded by M. Kaplenski, to approve the 2006 increased pay rate of 2.5% for non-represented employees and $.10 cent/hr. increase for Library Pages.  Motion carried.

Library Millage Renewal – Trustees discussed the benefit of requesting the County Commissioners to place the millage renewal on the August Ballot instead of the November ballot of 2006. 

Motion by M. Kaplenski, seconded by J. Davison, to request the County Commissioners to place the Library Renewal on the August Ballot but to wait until the first of the year to submit the request.  Motion carried.

F.O.I.A. Request – E. J. Martini stated the Bay County Library System received a F.O.I.A. from the Bay City Times.  F. Paffhausen submitted a request for a 10 day extension.  F. Paffhausen has received advice from Library attorney Pat Kaltenbach stating what should be included in the F.O.I.A. 

Special Children’s Feature – Wirt Library – E. J. Martini suggested asking the Managing Librarians and Managing Librarian of Wirt Library to bring back a recommendation for a special feature for the Children’s area at Wirt Library.  M. Kaplenski agreed to the suggestion but as it is unknown at this time who the Managing Librarian will be for Wirt Library, the recommendation should have input from the Children’s coordinator and children’s librarian of the Bay City Branch Library.  F. Paffhausen added that the list of games included in the documents he gave to trustees at yesterday’s meeting was provided by Linda Austin, Bay City Branch’s Children’s Librarian.  He has met with Chris DeBear from Library Design, to discuss having the Worden Company present a plan for a boat feature for this area of the Library.  F. Paffhausen shared he had discussed this with members of the Capital Campaign several months ago about bringing back an A.D.A. compliant boat for the Children’s area.  At that time, there was approximately $200,000 left in the contingency making it possible to put one of the previously discussed features back in to the plans.  He shared that in the original plans there was an allowance figured in of about $20,000 which included an aquarium.  The Capital Campaign Committee was given a deadline of December 2004 to raise the necessary funds to pay for the boat, lighthouse and other features for the Children’s area.  It was understood that if this money was not raised by then, changes would be made to the drawings to change the lighting so that the space tentatively planned for the special features would become more functional.  This deadline was not met; special lighting was removed from the drawing, but with the understanding that if, by the opening date of the Library, there was money available yet in the contingency and other sources, still staying within the budget, a special feature for the Children’s area could still be purchased.  He is in favor of asking Library Design and the Worden Company to design and create this feature as they were responsible for the train in the Pinconning Branch Library which has been well received by patrons.  C. DeBear from Library Design has a quote of $45,000 for an A.D.A. compliant boat from the Worden Company.  Representatives from both of these companies are available to meet with staff to finalize the plans and begin the engineering to have it ready by the 14^th.  In the packet of information F. Paffhausen supplied to trustees there would be approximately $5,000 available for the game features requested by L. Austin.  M. Kaplenski is not sure if he is advocating $45,000 for a boat but is in favor of putting something in the Children’s area.  He suggested that the Children Librarians meet and discuss what they believe would fit in this area; come up with a cost structure for it, etc.  F. Paffhausen is concerned the length of time this will take and if the intentions are to have something in place by the time the Library opens, there is very little time to do so.  J. Davison commented that there is roughly $44,000 more in Penal Fines than was budgeted with one more month to collect, which would put Penal Fines approximately $66,000 over budget; and asked if the Library would use this for the Children’s feature, what impact would it have on the budget.  K. Ayala responded it would simply show as a reduction to the fund balance.  

F. Paffhausen shared he will be meeting with Colleen Land to discuss this in further detail.  While in Auburn F. Paffhausen also spoke with Managing Library Paul Lutenske, who has turned in his resignation, about the possibility of the South Side Managing Librarian, Sheila Pearsons taking over the Managing Librarian responsibilities at the Auburn Branch.  He also talked to P. Lutenske about parceling out some of the other duties he now has such as maintaining the Library’s web page and the Library’s catalog system.

Motion by J. Davison, seconded by M. Kaplenski, to allocate $50,000 from the overall contingency and that the Director meet with staff to determine what is needed out of the $50,000. 

Roll call:  M. Kaplenski – yes; J. Davison – yes; E. J. Martini – yes.  Motion carried.

F. Paffhausen asked if trustees would designate the Worden Company as a sole source as they have proven the quality of their work.  By doing so it would shorten the time in moving forward with this project.  Also from a conversation with Linda Heemstra, she mentioned the possibility of increasing the donation made by her and her husband to pay for half of the boat, explaining the suggestion made by H. Wetters at an earlier meeting. 

Motion by J. Davison, seconded by M. Kaplenski to suspend the Purchasing Policy to all the Worden Company as a sole source supplier for this project.  Motion carried.

ANNOUNCEMENTS

E. J. Martini wished everyone a Merry Christmas and a Happy New Year.

Motion by J. Davison, seconded by E. J. Martini, to adjourn the meeting at 2:15 p.m.  Motion carried.

___________________________                                          _______________________

Derald Adcock                                                             Eileen Schulz

Secretary/Treasurer                                                                  Recording Secretary