MINUTES OF THE

BAY COUNTY LIBRARY SYSTEM

BOARD OF TRUSTEES

REGULAR BOARD MEETING

February 22, 2006

Ella Jane Martini, Chairperson, called the regular board meeting of the Bay County Library System Board of Trustees to order at 5:15 p.m. on February 22, 2006 in the Community Room,

Alice & Jack Wirt Public Library. 

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

Excused:                Howard Wetters

Other:                   Georgianne Adcock, Kevin Ayala, Denise Dansereau, Chris Gerard,

                            Marilyn Kaeckmeister, Fred Martini, Roger Mendel, Fred Paffhausen,

                            Sheila Pearsons, Eileen Schulz, Jane Smith, and Denise Trudell

MINUTES

Motion by J. Davison, seconded by D. Adcock, to approve the minutes of January 18, 2006 Regular Board meeting.  Motion carried. 

BILLS PAYABLE

Motion by D. Adcock, seconded by J. Davison, to approve the bills as presented in the amount of $1,310,919.20.  Motion carried.

FINANCIAL REPORT

January 2006 Financial Report

Motion by J. Davison, seconded by D. Adcock, to receive the January 2006 Financial Reports.  Motion carried.

January 2006 Penal Fine Report – Kevin Ayala commented that the Penal Fines for January came in at $4,606 more than what was budgeted.  Ella Jane Martini shared she has been told the law has been changed in regards to attaching fines to cases that have been prolonged or dismissed in an effort to recoup administrative and other costs involved with cases.  This could result in higher penal fines for the Library.

Motion by D. Adcock, seconded by M. Kaplenski, to receive the Penal Fine report.  Motion carried.

DIRECTOR’S REPORT

Fred Paffhausen shared there are several items that will need board action.  He received a letter from the Genealogical Society stating their proposal to loan a part of their collection to the Library.  Trustees discussed the liability for such a collection and suggested a memo of understanding to address this issue.  He would like to see Mary Mcmanman, the contact person for this project, as she has worked closely with this group in the past and is the head of the Reference Department. 

Trustees clarified that any information within the Director’s report, which needs board action on, also be placed on the agenda as a separate item. 

James Davison asked about the information listed in the Director’s report regarding the United Way request.  This is listed under New Business on the agenda and will be discussed then. 

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

F. Paffhausen shared there were three items received after the board packet was distributed; a letter from Bay City Public Schools with a request from the Board of Education to have on display at AJWPL a collection of art work by local artist Mark Coomer; a notice from the City of Bay City alerting property owners of the upcoming Planning Commission meeting; and an email from Avram Golden regarding the Downtown Bay City Gallery Walk & Art Film schedule for the 2006/2007 season.  F. Paffhausen met with A. Golden at Wirt Library to discuss the possibility of displaying art at the Library.  Trustees questioned how this would be managed as the Library is not yet prepared to display art and have concern for the liability of such a collection.  F. Paffhausen suggested looking into attaching a rider policy to the Library’s insurance policy to cover items such as these.  He shared that after discussing the liability issue with A Golden, he was told by him that rarely has he experienced any problem with displays.  E. J. Martini asked the Director to be certain when he works out the agreement with A. Golden that it states the Library would not be held responsible for the collection as the AJWPL has just opened and the security for this area is not yet been determined. 

Open of Alice and Jack Wirt Public Library – Mark Kaplenski took this opportunity to thank staff for their hard work and dedication he has witnessed, as they have gone beyond their daily responsibilities in getting the AJWPL ready by February 14, 2006.  His thanks also includes all library pages, technical support staff, Managing Librarians and also many of the staff from other branches, who spent time helping prepare the building for opening day.  He commented that what staff has accomplished was very impressive as they moved from what was chaos, to pull off a very big move in time for opening day.  He shared that the community owes the staff a big thank you and invited everyone to come and visit the Library and to meet the staff.

OPEN TO THE PUBLIC

Chris Gerard – Chris Gerard, Chief Operating Officer of Do-All Incorporated, has submitted a proposal for the coffee shop to be installed at the AJWPL.  He offered to answer any questions the board may have on the proposal he submitted.  He thanked the board for their time.

CORRESPONDENCE

Letter from Genealogical Society

Letter to Terry Scheuerlein

Letter from Local 542 Union – Marilyn Kaeckmeister

Letter from James Davison

Motion by J. Davison, seconded by D. Adcock, to receive the correspondence.  Motion carried.

COMMITTEE REPORTS

Personnel Committee – James Davison, Chairperson – J. Davison stated the Personnel Committee met on February 13, 2006 to discuss the Personnel and Policy Manuals.  Although he was prepared to approve these changes, there have been additional changes received since that meeting.  He is requesting to bring these policies back to next month’s meeting after the committee reviews the additional comments and suggestions along with the Water Shut-off policy.  J. Davison asked the Director to contact staff again, for any changes or suggestions they may have as he understands that some were not able to offer input during the move into Wirt Library.

Finance Committee – Ella Jane Martini, Chairperson – E. J. Martini shared there was no Finance Committee meeting and none scheduled at this time.

Millage Renewal Committee – Mark Kaplenski Chairperson – M. Kaplenski reported there is a meeting scheduled this evening of the Millage Renewal Committee.  He shared that he has had many contacts from people in the community, offering to help with the renewal.  He will have a more detailed report next month.

Dedication Committee – E. J. Martini shared there is a meeting scheduled for this Friday to discuss plans for the dedication of the Alice and Jack Wirt Public Library.  She announced that Eric Jylha has agreed to act as the Master of Ceremonies for the program.

OTHER

Mideastern Michigan Library Cooperative – Jane Smith, representative of the Bay County Library System to the Mideastern Michigan Library Cooperative, introduced Roger Mendel, Director of MMLC.  R. Mendel presented a brief report on all that the cooperative has to offer and that it serves 17 Public Libraries covering 7 counties; 17 school districts and 4 academic and 2 special libraries.  Most of the cooperative’s funding comes from State Aid.  Some of the services offered by the cooperative are: delivery services to member libraries; continuing education workshops; discount programs; summer reading programs along with sponsoring author tours and a Technology upgrade program along with many others.  The Bay County Library System, as a member of the MMLC, received nearly $30,000 in services paid for by the cooperative, which equals a 63% return in services of the $47,802 MMLC receives in State Aid due to the Bay County Library System’s membership.  In addition, the Indirect State Aid of $47,802 was used to pay membership for the Library with the Valley Library Consortium.

Jane Smith commented on how well this cooperative is operated by R. Mendel and only one other full time staff.  She pointed out that the Bay County Library System saved over $10,000 in delivery services alone last year.  She shared that her time is strictly on a volunteer basis and does not receive any per diem or millage reimbursement.

UNFINISHED BUSINESS

August millage renewal ballot language – E. J. Martini requested a motion to approve the August millage renewal ballot language, which needs to be sent to the Bay County Commission and the County’s attorney.  Trustees directed the Library Director to submit this request.

Motion by M. Kaplenski, seconded by D. Adcock, to approve the August millage renewable ballot language and that it is sent to the Bay County Commission and County’s Attorney.  Motion carried.

Coffee Shop Vendor Selection – Kevin Ayala shared that from the result of advertising for a business proposal for the coffee shop at the Wirt Library, he received proposals from two interested parties.  At the last joint board meeting, a motion was made to direct him to select a vendor and bring his recommendation back to the board.  After his review, K. Ayala recommends to begin negotiations with the Harvest Coffeehouse and Beanery.  If for some reason this vendor would not work out, he would recommend negotiating with the second vendor’s proposal from the Do-All Center.  He shared that the owners of the Harvest Coffeehouse and Beanery have been in contact with the Health Department to begin the process for approval.

J. Davison asked what the anticipated timeline is for completion of the coffee shop.  K. Ayala shared that he believes it would take approximately 6 to 8 weeks before the coffee shop would be able to open for business.  Once the Health Department has reviewed the plans, which they have 30 days to do so, contractors would then need to be scheduled as it is understood there will have to be some electrical and plumbing work done in order to meet health code requirements.  An effort is being made to have all in place by the end of March.  K. Ayala will bring back to the board the Health Department’s recommendation and the cost to the Library in order to meet these requirements.  In response to J. Davison’s question, K. Ayala shared this additional work is not due to this particular business coming in or is it an error made by the architects.  It is because of the requirements from the Health Department and it would be the same for any business coming in offering the same service.

Motion by D. Adcock, seconded by M. Kaplenski, to give authorization to K. Ayala to move forward with negotiations with the Harvest Coffeehouse and Beanery.

E. J. Martini offered a friendly amendment that if it does not work out with the first vendor to begin negations with the second vendor.  Motion carried.

South Side Building Project – E. J. Martini asked that the Director contact the architect to begin discussions for renovating the South Side Branch Library.

Pinconning Bank Property – K. Ayala shared that the Library has been contacted by an interested party regarding the Bank property in Pinconning.  They have requested, and he has sent, material such as the appraisal and other information to them.  He has spoken with their representative who shared it would be discussed with their committee and that he would contact K. Ayala if there is any additional information they may need.  J. Davison pointed out that if the property is sold, there needs to be included in the agreement the stipulation that the property cannot be used for another bank.  Derald Adcock asked about the roof repairs for the bank building.  K. Ayala responded it was approximately $350 to repair leaks in the roof. 

NEW BUSINESS

2005 End of Year Carry Over Money – K. Ayala shared for background information how it was established approximately a year and a half ago, that each department who do not spend their entire budget, can in the following year, use 25% of that money for additional equipment, programs, materials, etc. that they normally could not afford.  K. Ayala is recommending approving the 2005 carry over money and that it is added to the 2006 budget.  This money will come from the Fund Balance.

Motion by J. Davison, seconded by D. Adcock, to approve the 2005 end of year carry over money to be added to the 2006 budget and that this money come from the Fund Balance in the total amount of $43,350.

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

Amended Board Meeting Schedule – E. J. Martini asked for a motion to approve the amended 2006 board meeting schedule.  This schedule has been changed to reflect the change in location for these meetings which will now be held at the Alice and Jack Wirt Public Library, Community Room.

Motion by D. Adcock, seconded by M. Kaplenski, to approve the amended Board meeting schedule of 2006.  Motion carried.

United Way – F. Paffhausen explained this is a request from the United Way to place a permanent Information Display geared for Parents of young children.  There will be one displayed at the Wirt Library and at the Auburn Branch Library.  Although there is not room at the Sage Branch Library for a permanent display, S. Wohlschlag intends on finding room to display some of the brochures.  F. Paffhausen shared that the United Way will take care of maintaining the inventory of brochures. 

Motion by J. Davison, seconded by M. Kaplenski, to proceed with the informational brochure program offered by the United Way.  Motion carried.

OTHER

Attorney use guidelines – E. J. Martini suggested the Library follow the same guidelines as the County has adopted in the use and hiring of attorneys.  She referred to the article in the Bay City Times.

Motion by J. Davison, seconded by D. Adcock, to authorize staff to work with the Genealogical Society to display some of their materials at the Alice & Jack Wirt Public Library.  Motion carried.

Art Display – J. Davison asked for clarification on the hanging mechanism intended for the gallery area.  F. Paffhausen responded this material will fit the curve of the wall.  He shared the art that is being offered is meant to be displayed throughout the Library as a semi-permanent collection not as a rotating display for the gallery area of the Library. 

Motion by J. Davison, seconded by D. Adock to receive the information and defer to the next board meeting for further discussion.  Motion carried.

Motion by J. Davison, seconded by M. Kaplenski, to adjourn the meeting at 6:24 p.m.  Motion carried.

___________________________                                          _______________________

Derald Adcock                                                             Eileen Schulz

Secretary/Treasurer                                                                  Recording Secretary