MINUTES OF THE
BAY COUNTY LIBRARY SYSTEM
BOARD OF TRUSTEES
REGULAR BOARD MEETING
November 16, 2005
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 November 16, 2005 in the County Commission Chambers, Bay County Building.
Roll call present: Derald Adcock, James Davison, Mark Kaplenski and Ella Jane Martini
Excused: Howard Wetters
Other: Georgianne Adcock, Elizabeth Andresen, Kevin Ayala, Marilyn Kaeckmeister,
Sheila Pearsons, Eileen Schulz and Sarah Wohlschlag
MINUTES
Motion by D. Adcock, seconded by J. Davison, to approve the minutes of October 26, 2005 Regular Board meeting. Motion carried.
BILLS PAYABLE
Motion by D. Adcock, seconded by J. Davison, to approve the bills as presented, numbered: 34924-35072 and 4307-4327, for a total payment of $348,854.84. Motion carried.
Letter from Bay City Electric Light and Power – Ella Jane Martini explained that due to a clerical error by the City of Bay City Electric Light and Power Department, an adjustment has been made to the Library’s account.
Motion by D. Adcock, seconded by M. Kaplenski, to receive the letter from Bay City Electric Light and Power. Motion carried.
FINANCIAL REPORT
October 2005 Financial Report
October 2005 Penal Fine Report – Kevin Ayala explained that the Penal Fines had not been received by board packet distribution deadline. When he is notified on the amount for October Penal Fines, he will contact trustees.
Motion by J. Davison, seconded by D. Adcock, to receive the October 2005 Financial Reports and October 2005 Penal Fines. Motion carried.
DIRECTOR’S REPORT
Motion by J. Davison, seconded by D. Adcock, to receive the Director’s Report. Motion carried.
OPEN TO THE PUBLIC
No Public Input.
CORRESPONDENCE
Please Tell Us What You Think – Pastor Nathan Bickel, Sara Resmer and Fay Pickvet
James Davison asked if Pastor Nathan Bickel’s concerns were addressed. Pastor Bickel suggested a more user friendly way for the public computers to be set up in order to accommodate patrons with limited upper limb usage. His suggestion would allow for more maneuverability within the work station. K. Ayala responded that Steve List has addressed this issue and will also be aware of it when setting up the public computers at the Alice & Jack Wirt Public Library. Mark Kaplenski thanked Pastor Bickel for bringing this to the board’s attention.
Email – Paul Lutenske
Letter – Tracie Compton
Letter – Jim Bedell
Motion by D. Adcock, seconded by J. Davison, to receive the correspondence. Motion carried.
COMMITTEE REPORTS
Personnel Committee – J. Davison, Chairperson, shared that at the Personnel Committee meeting, this past Friday, November 11, trustees discussed Violence in the Work Place policies and staffing at AJWPL. The Personnel Committee will be scheduling a December meeting.
Finance Committee – H, Wetters, Chairperson, was not able to attend this meeting.
Letter from Braun Kendrick Finkbeiner
Motion by J. Davison, seconded by D. Adcock, to receive the Letter from Braun Kendrick Finkbeiner. Motion carried.
Worker’s Compensation Bid Results - K. Ayala explained the Library has received three bids for Worker’s Compensation insurance: Hartleb Agency, Saginaw Bay Underwriters and Meadowbrook. The Finance Committee is recommending to approve Saginaw Bay Underwriters.
Motion by J. Davison, seconded by D. Adcock, to award the Worker’s Compensation bid to Saginaw Bay Underwriters. Motion carried.
OTHER
Committee Board Packets – J. Davison requested to change the practice of only sending committee packets to committee members to sending the packets to all trustees, allowing them to review and attend the meeting if they wish. All trustees were in agreement of this change.
Sage Branch Library – Mark Kaplenski encouraged all taxpayers to stop in and see the Sage Branch Library and to meet the staff. Taxpayers can see first hand how their money was spent to renovate a beautiful building and how great the staff is.
UNFINISHED BUSINESS
Pension Study Results – K. Ayala reported that the Library has received the Pension Study results. There were two assumptions that were calculated as far as rate of returns for the pension plan. The alternate assumption is the one the Library will use for doing budget projections because it is a more conservative one as far as a rate of return that the pension fund will earn. The rate of return for the alternate assumption is for 2005 - 2.2%; 2006 – 3.5%;
2007 – 5.5%; 2008 – 7% and 2009 – 8.6%. If the pension fund meets these rates of return, then the Library’s employer pension contribution will be for 2005 – .68%; 2006 – 3.65%; 2007 – 5.46%; 2008 – 5.64%; 2009 – 6.84% and 2010 – 8.11%. The Library will not know until the end of each year, after the actuarial study is completed, what the required contributions will be.
NEW BUSINESS
Parking Lot for AJWPL employees – E. J. Martini shared that she and K. Ayala contacted the Consistory Cathedral and the Penzien and Steele funeral home to inquire about leasing parking spaces for staff at the AJWPL. She is pleased to report that between the buildings, there will be at least 30 spots, 20 at the Consistory and 10 at the funeral home, with the possibility of an additional 10. She asked for board approval to move ahead with the contracts for these parking spots.
Motion D. Adcock, seconded by M. Kaplenski, to proceed with preparing the contracts between the Library and the Consistory Cathedral and the Penzien and Steele funeral home. Motion carried.
CLOSED SESSION to consider matters exempt from disclosure under statute and to discuss the Director’s annual Evaluation. (as provided for under P.A. 267 of 1976).
E. J. Martini announced that because Library Director, Fred Paffhausen, was unable to attend this meeting, the Closed Session for Director’s Evaluation will be postponed to a later meeting.
ANNOUNCEMENTS
Bylaws – E. J. Martini noted the Library Bylaws call for an annual meeting to be held the second Wednesday of December to elect officers. A posting of this meeting will be forthcoming.
Plaque for Joann Irvine – J. Davison explained that at the September 28, 2005, Regular Board meeting, a motion was made to purchase a plaque in memory of Joann Irvine, long time employee of the Pinconning Branch Library. However after review of the Library’s Purchasing Agreement, it was realized Library funds cannot be used for employees. With this understanding, Ella Jane Martini and Derald Adcock have offered to pay for the plaque.
Motion by J. Davison, seconded by M. Kaplenski, to adjourn the meeting at 5:40 p.m. Motion carried.
___________________________ _______________________
Derald Adcock Eileen Schulz
Secretary/Treasurer Recording Secretary