MINUTES OF THE
BAY COUNTY LIBRARY SYSTEM
BOARD OF TRUSTEES
REGULAR BOARD MEETING
JANUARY 26, 2005
Michael Gray, Chairperson, called the regular board meeting of the Bay County Library System Board of Trustees to order at 5:15 p.m. on January 26, 2005 in the County Commission Chambers, Bay County Building.
Roll call present: Derald Adcock, Michael Gray, Ella Jane Martini, and Howard Wetters
Excused: James Davison
Other: Georgianne Adcock, Kevin Ayala, Trish Burns, Firemen from ‘C’ shift, Marilyn Kaeckmeister, Steve List, Fred Paffhausen, Sheila Pearsons, and Eileen Schulz
Bay City Fire Department Recognition – Michael Gray and Fred Paffhausen asked the firemen from Bay City Fire Department’s C shift to step forward and be recognized for their outstanding response to an emergency call from the Sage Branch Library. M. Gray explained that on January 23 in the early hours of Sunday morning, a third floor sprinkler head had burst resulting in 700 gallons of water pouring out and seeping down through to the basement. Due to the quick response of the fire department and library staff, damage was kept to a minimum. Through the efforts of firemen from C shift, F. Paffhausen, Sarah Wohlschlag, Steve List, and many other library staff, further water damage was avoided. M. Gray assured the public that there would not be any cost to the taxpayers to repair the damage. Library staff will be meeting with the Construction Manager and architects to determine the cause. A claim has been submitted with the library’s insurance carrier immediately upon becoming aware of damage.
MINUTES
Motion by H. Wetters, seconded by D. Adcock, to approve the minutes of the December 15, 2004 Regular Board meeting and the minutes from the Closed Session meeting on December 15, 2004. Motion carried.
BILLS PAYABLE
M. Gray questioned check #33443 to the Fraser Township Treasurer for $41.88 which is labeled Property Tax. As a non-tax paying entity the library does not pay property taxes. Kevin Ayala responded this amount is for a drain assessment for the Linwood lot.
Motion by D. Adcock, seconded by H. Wetters, to approve the bills as presented for payment. Motion carried.
FINANCIAL REPORT
December Penal Fine Report
2004 December Financial Report – E. J. Martini questioned the 2004 December Penal fines, noting that they have come in below budget and asked whether or not it has been taken into consideration for 2004. K. Ayala responded December’s penal fines have been factored into the 2004 budget. He also added that F. Paffhausen and he have discussed that it may be prudent now to adjust the 2005 budget to reflect the lower amount. He will bring this to the next Finance Committee meeting for discussion. K. Ayala explained the 2004 Financial Report included in this packet is just a first look for the year end, as there are still invoices coming in from December but anticipates that by the end of February there should be a final 2004 report to be presented to the auditors.
Motion by D. Adcock, seconded by H. Wetters, to receive the December 2004 Penal Fine report and the December 2004 Financial Report. Motion carried.
As a courtesy to those present M. Gray asked Chris Girard from the Do-All Center to give his
presentation.
Mall Library Café/Do-All Inc. – Chris Girard – M. Gray shared there has been several meetings with the Bay City Mall management to determine whether a satellite branch of the Bay County Library System could be maintained at the mall. It is the intention that a satellite branch would also include a coffee shop. M. Gray, Howard Wetters, F. Paffhausen and Trish Burns recently visited the Grace A. Dow Library who opened a coffee shop this past year, called the Cup and Chaucer. This coffee shop is jointly operated by the A.R.C. and the Midland library. Chris Girard, V. P. of Operations of Do-All Inc., a similar organization to the A.R.C. of Midland, approached the Bay County Library System with a proposal for his organization to operate a coffee shop similar to the set up the Grace A. Dow Library. C. Girard explained that Do-All Inc. is a private non-profit corporation dedicated to serving persons with disabilities by providing work services, personal and social adjustment services, work readiness, and supported employment for persons with disabilities both within a controlled environment and within the community. Included in the board packet is a proposal for a joint project with the Bay County Library System and Do-All Inc. C. Girard believes that this project is a win-win situation for the library, Do-All Inc., and for the community. He is currently working on a budget for operating a coffee shop and would like to bring this back for administration and the library board to review. F. Paffhausen shared that he has recently been contacted by Barb Behmlander, Property Manager of the Bay City Mall, who would like to schedule a meeting with C. Girard and library staff to further discuss this proposal. F. Paffhausen intends to set a meeting within the next two weeks. M. Gray asked C. Girard what sort of time line he anticipated if this project could move forward. C. Girard responded that he hopes it could happen within the next three months. F. Paffhausen added that if this project would become a reality, then perhaps the library itself could be reopened, building up clientele, while the coffee shop portion is being set up.
Director’s Report – F. Paffhausen commented on the building issues in his report. The situation at the Auburn Branch Library is due to a design flaw as two roof lines meet, causing water runoff onto the sidewalk, with no means in place to carry the water away from the building. There has already been one slip and fall incident of a staff person on the ice that has formed there, and it is only a matter of time before more accidents occur, whether from staff or a patron. Discussions have taken place with the architect on a solution for this problem as well as with the Construction Manager. Steve List shared that this item will be added to the agenda for the upcoming meeting with the architects.
Regarding the Bay City Branch, Tom Birch, Managing Librarian, raised the issue last year and again this year as to whether an awning or covering of some kind could be installed over the staff entrance for protection from falling snow and ice. It was decided last year that since there has never been a reported injury the Bay City Branch would be closing and moving into the Central Library, it would not be considered a worthwhile expenditure to use 50% of the maintenance budget for Bay City Branch to have an awning installed. Based on this information F. Paffhausen is recommending not having this work done.
Motion by H. Wetters, seconded by D. Adcock, to receive the Director’s report. Motion carried.
OPEN TO THE PUBLIC
There was no public input.
CORRESPONDENCE
Please Tell Us What You Think – Robert Lanctot, Ann Marie Middleton, Jane Quinn,
Kim Robins and Cheryl Zuehlddorff.
Motion by E. J. Martini, seconded by H. Wetters, to receive the correspondence. Motion carried.
PROGRESS AND SERVICE REPORT
Patron Stats - Trish Burns explained that since the migration from Dynix to Horizon, information is reported in a different format than what staff had been accustomed to; statistics are more general rather than a breakdown of each branch. She is currently working with staff and VLC to revert back to a more detailed report.
H. Wetters asked that a report for the people counters be included in this report once they are all installed in the branches. S. List added that there will also be a people counter available for the satellite branch in the Bay City Mall.
Sage Attic Books – The Sage Attic Books have now all been sold, for a total of $86,065.36. Ella Jane Martini shared that this money has been placed in a special fund awaiting board and staff decision on where to use this money.
Adult Programming – T. Burns shared that some of the adult programming has begun. A ‘Get Organized’ workshop was held last week at the Auburn Branch. This same workshop was scheduled for this week at Sage but as Sage needed to be closed for a portion of this week due to the water problems, this program has been rescheduled for February 9 at 7:00 p.m. There are two programs scheduled in March on Alzheimers – Information for Care Givers; along with Booked for Lunch scheduled through February. It is the intention to have an adult program for each month. T. Burns invited trustees to let her know of any adult programs they would like to add to the list staff had come up with at Staff Development Day.
Gift of Reading Comparison Chart – M. Gray thanked staff for supplying this as it was requested at last month’s meeting.
Motion by H. Wetters, seconded by D. Adcock, to receive the Progress and Service Report. Motion carried.
COMMITTEE REPORTS
Personnel Committee – James Davison, Chairperson
No meeting - No report
Finance Committee: - Ella Jane Martini, Chairperson
No meeting - No report
E. J. Martini, as a member of the negotiating committee for labor contracts, shared that a meeting has been scheduled for tomorrow to discuss strategy.
Kevin Ayala shared that he is working on scheduling a Finance Committee meeting for March and will contact trustees with the time and date. He is waiting to hear from the insurance company on the new rates for 2005 and was told not to expect them much before the second week in March. He has contacted the insurance company several times to get this information sooner but they do not believe they can get it to him much before the first part of March. He will continue to stay in close contact with the insurance company in an effort to receive the figures for 2005 sooner than March.
UNFINISHED BUSINESS
Unique Management Services – F. Paffhausen recommends using Unique Management Services for the collection of overdue library materials. He pointed out that before this can happen the application for a library card needs to be changed to include a waiver that will allow parents and legal guardians of minors access to the list of materials checked out by their minor children, as parents and legal guardians are ultimately responsible for any debt incurred by a minor. K. Ayala has contacted two other companies who specialize in debt collection and has determined that Unique Management Services is the least expensive to the library. F. Paffhausen believes there will be minimal staff involvement once Unique Management Services is implemented and also reminded trustees that this company offers a 90 day free trial of their services. M. Gray called for a motion to approve the library using Unique Management Services for the free, 90 day trial providing that the library card application is approved.
Motion by H. Wetters, seconded by D. Adcock, to approve the recommendation to enter into the 90-Day free trial with Unique Management Services providing the application for library card is approved. Motion carried.
Prosecutor Letter – K. Ayala shared that he has scheduled a meeting with Judge Alston for this coming Friday at 10:00 a.m. to review the letter and will bring back a draft to the next meeting.
Monitor Township D.D.A. 25% pass through – update – K. Ayala explained that he has contacted both the Equalization Department and the Bay County Treasurer’s office and with the information he has received, has broken down the D.D.A. 25% pass through by year and the two millages. He has no information yet for fiscal year 2005. He added that this amount represents just 25% of the total captured for the library millage.
Pinconning and Sage Branch stepstool update – T. Burns shared that after checking with the library’s risk manager, it was found out that step stools were not advised for bathrooms and that if they were put in, the stools should be the type that would have handrails and be permanently affixed to the floor. As the restrooms in the branches were not designed with this in mind, there is not adequate room to accommodate this type of stool. It is not recommended to have stepstools in the restrooms.
Punch List update – Steve List received late yesterday afternoon a hand written fax from Skanska with punch list items for the Auburn, Pinconning, and Sage Branch library. The list is down to two – four items per branch. He will include this list with the construction meeting minutes, which will be sent out at the end of this week. M. Gray asked that the list include items that have already been completed along with those that are still outstanding.
NEW BUSINESS
Bank Signature Authorization for Fiscal Year 2005 – M. Gray asked for approval of the Bank Signature Authorization for Fiscal Year 2005. These banks are: Citizens Bank of Bay City, National City Bank, and Independent Bank.
Motion by E. J. Martini, seconded by D. Adcock, to approve the Bank Signature Authorizations for Fiscal Year 2005. Motion carried.
Bay County Library System Patron Application – Trustees reviewed the application for a library card and suggested adding the Michigan State Identification in lieu of a driver’s license if one was not available. M. Gray pointed out the primary issue for the change to the application is the release of a minor’s record to the parent and or legal guardian. This application is attached to these minutes.
Motion by H. Wetters, seconded by E. J. Martini, to approve the Bay County Library System Patron Application as amended. Motion carried.
Casual/Dress Down Day – F. Paffhausen explained this suggestion was made by several of the staff during the library’s Staff Development Day held last November. After discussing this further with the Managing Librarians, it was suggested that staff who wanted to wear jeans on Friday would pay a dollar for the privilege. This money would be held by the managing librarian and at the end of the year each branch could choose how they wished to spend the money; either for a staff party; favorite charity; purchase an item or equipment for their branch, etc. It was made clear that anyone who wears jeans on a daily basis because of their jobs, such as maintenance/custodial employees, would be excluded from paying the dollar.
Motion by H. Wetters, seconded by E. J. Martini, to approve the recommendation by the library director to designate Friday as a Casual/Dress down Day for the Bay County Library System. Motion carried.
Amendment by H. Wetters, accepted by E. J. Martini, this $1.00 fee would not apply to those whose job requires them to wear jeans on a regular basis, such as maintenance/custodial workers.
Policy Manual Update – M. Gray gave as a background the work that has been on going to update the Policy Manual and suggested trustees review each page, asking any questions, offering comments/suggestions they may have. He asked that once this policy is approved, the date of its adoption and by whom, be placed at the bottom of each page. F. Paffhausen recommended as well that this policy be looked at each year to accommodate any changes in the law or any suggestions for additions/deletions and that the board of trustees designate a specific date they will review these changes. M. Gray noted that there is an ADA document that he is aware of that the library has that should also be included in this policy. Trustees proceeded to review the 70 page document, offering their suggestions and requests to staff, who will make these changes and bring the policy manual back for board review.
Motion by H. Wetters, seconded by D. Adcock, to receive the Policy Manual and to refer to next month’s board meeting based on the discussion and changes suggested. Motion carried.
OTHER
Pinconning Branch Library – Train – M. Gray explained that discussions have been on going with the architect to be certain that the train would be built to A.D.A. requirements and barrier free. It was suggested to ask the wood working classes at the Pinconning schools if there would be an interest to be part of the construction of this train. M. Gray shared that there is a northern Bay County business that has agreed to finance this project. S. List has received several quotes for the cost of the project, which exceeds the amount of the donation by approximately $400. M. Gray is in favor of giving contingent authority to S. List to go to the low bidder based on his knowledge of their work, if the schools are unable to accommodate this in their lesson plan.
Motion by E. J. Martini, seconded by D. Adcock, to give contingent authority to S. List to go to the low bidder based on his knowledge of their work, if the schools are unable to accommodate this project in their lesson plan. No deal will be made until contact is made with the Pinconning High School. If the high school cannot take on this project the board recommends allowing the director the flexibility to move onto the next low bidder for the project. Motion carried.
Disposal of meeting tapes – F. Paffhausen briefly discussed the issue of what to do with board meeting tapes and notes, once minutes have been approved. It was suggested that these items could be destroyed after minutes are approved. Trustees would reserve the authority to ask for certain meeting tapes to be kept. S. List suggested that tapes not be destroyed until after the construction of all projects is complete as there are too many incidents when reviews of the tapes are necessary. Trustees asked that staff discuss the issue to determine the best course of action and if need be, bring back for board approval.
Motion by H. Wetters, seconded by E. J. Martini, to destroy all tapes after minutes are approved.
After further discussion staff suggested the tapes would be kept until construction of the projects are complete.
The motion was withdrawn.
Motion by H. Wetters, seconded by E. J. Martini, to defer the issue for destroying board meeting tapes back to staff and to bring back a recommendation to the board for their review. Motion carried.
INFORMATION
Managing Librarian Monthly Branch Reports – M. Gray commented that the Managing Librarian reports are very helpful; he suggested that reports be included in future board packets from the Teen and Children positions.
Vehicle for Puppeteers – F. Paffhausen shared with the board the request from the puppeteers to be able to use the current library delivery van for hauling the puppet equipment to each of their performances. In the past, puppeteers have been willing to use their own vehicles to haul equipment ignoring any damages/scratches etc. that results from heavy use of the vehicle. Puppeteers have since purchased new vehicles and since the puppeteer program began in January have had things broken and received damaged to the interior of their vehicles. Suggestions were made to rent a vehicle, purchase a retired county van for minimal cost, work deliveries into the normal delivery schedule, etc. F. Paffhausen will look into these suggestions.
CLOSED SESSION to discuss strategy connected with the negotiation of a collective bargaining agreement and to discuss property acquisition/lease. (as provided for under P.A. 267 of 1976).
Motion by H. Wetters, seconded by D. Adcock, to adjourn for Closed Session at 7:10 p.m.
Roll call: D. Adcock – yes; E. J. Martini – yes; H. Wetters – yes; M. Gray – yes. Motion carried.
Trustees returned to open session at 8:10 p.m.
ADJOURN
Motion D. Adcock, seconded by H. Wetters, to adjourn the meeting at 8:12 p.m. Motion carried.
_____________________ _______________________
Derald Adcock Eileen Schulz
Secretary/Treasurer Recording Secretary