MINUTES OF THE

BAY COUNTY LIBRARY SYSTEM

BOARD OF TRUSTEES

REGULAR BOARD MEETING

March 30, 2005

Michael Gray, Chairperson, called the regular board meeting of the Bay County Library System Board of Trustees to order at 5:16 p.m. on March 30, 2005 in the County Commission Chambers, Bay County Building. 

This meeting was rescheduled from March 23, 2005 in order to accommodate for an event also schedule for the 23^rd that library trustees wished to attend.  The rescheduled meeting has also allowed for Mike Seward, Chair of the Bay Area Chambers of Commerce, to present the Bay County Library Board of Trustees with the Ambassador Brick Award.

Roll call present:  Derald Adcock, James Davison, Michael Gray, Ella Jane Martini, and

                             Howard Wetters

Other:                    Georgianne Adcock, Rick Bukowski, Marilyn Kaeckmeister, Steve List,

                             Fred Paffhausen, Sheila Pearsons, Eileen Schulz, Mike Seward,

                             and Sarah Wohlschlag

MOMENT OF SILENCE

Michael Gray asked for a moment of silence for Linda Davison and Irene Warsaw who recently passed away.  These two women were dedicated library supporters.  L. Davison served on many of the library renewal millage campaigns and the Capital Campaign for the new and renovated libraries. 

Irene Warsaw, a local humorist poet, participated in the groundbreaking ceremony for Central Library and has also been part of many library programs in past years.

M. Gray asked to deviate from the agenda to allow for the presentation by Mike Seward, Chairperson from the Bay Area Chamber of Commerce.

Brick Award – Michael Seward, Chairperson of the Bay Area Chamber of Commerce, made a presentation of the Chamber’s Ambassador Club Brick Award to the Bay County Library Board of Trustees.  This award is given to County businesses who contribute to Bay County by building new or renovating their businesses.  A brick was presented for each of the finished projects of the Bay County Library System.  The renovation of the Auburn Area Branch Library and the Sage Branch Library and for the construction of the Pinconning Branch Library.  He thanked them for their dedicated work on these projects.  M. Gray thanked M. Seward and the Chamber for this award.  These bricks will be on display at each of the designated branches.

The meeting returned to the agenda schedule.

MINUTES

M. Gray requested that the Closed Session minutes be held for discussion during Closed Session meeting. 

Motion by J. Davison, seconded by H. Wetters, to approve the minutes of the February 23, 2005 Regular Board meeting and to defer the minutes from the Closed Session meeting to the Closed Session for further discussion.  Motion carried. 

BILLS PAYABLE

M. Gray questioned the notation for Construction expense on the Check Register.  He asked Kevin Ayala whether this amount is included in with the pay applications that are presented at the joint, board meeting with the Building Authority.  K. Ayala responded that it is included in the Bills payable packet that is approved at the joint board meeting and that this amount is for F.F. & E. and Technology only, which the library pays out of the 1 mil monies.

Motion by D. Adcock, seconded by J. Davison, to approve the bills as presented for payment.  Motion carried.

FINANCIAL REPORT

February 2005 Financial Report

February 2005 Penal Fine Report - It was noted the Penal Fines are $6,000 less than what is budgeted for the month of February 2005 and if this trend continues, a budget adjustment will have to be made.  K. Ayala shared that library administration continues to monitor this closely.  K. Ayala also stated that the County auditors will be auditing the library’s books sometime next month. 

Motion by H. Wetters, seconded by J. Davison, to receive the February 2005 Financial Reports and February 2005 Penal Fine Report.  Motion carried.

DIRECTOR’S REPORT

Fred Paffhausen commented that in addition to the information in his Director’s report he had three other items he brought to the board’s attention.  He shared that Unique Management Services’ 90 day free trial has begun; with the first mailing of collection letters being sent out to borrowers with $75 or more in lost material and fines.  Tomorrow, at the Pinconning Branch Library at 7:30 a.m., Representative Stupak will be available to meet with the public.  F. Paffhausen invited all to attend and take advantage of this opportunity to meet their U.S. Representative.  The Bay County Library System has received a grant from Michigan Mideastern Library Cooperative, the Bay County Library System will host Michigan author, Joseph P. Cabadas, who wrote River Rouge, Ford’s Industrial Colossus.  J. Cabadas is an established author, who has written several books along with numerous articles for automotive type magazines.  Sarah Wohlschlag, along with several staff members, have been gathering publicity information which will be distributed soon and are also putting together a program for J. Cabadas on May 24 at 5:30 p.m. at the Auburn Area Branch Library.  Invitations will also be sent as the date draws nearer.

M. Gray asked for confirmation that according to the Director’s report on insurance, the library will be soliciting bids to comply with the library’s Purchasing Policy.  F. Paffhausen confirmed this stating, that an ad will be in this Sunday’s newspaper requesting insurance bids and assured board members that if the library decides to switch to a different insurance underwriter for less cost, there will not be any penalty to the library. 

Motion by J. Davison, 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 – Kristie Burr, Dan Holden, Brian Kernstock, Kathy Krysiak, Robert Schindehette, and Jim Troester

Letter to Friendship Guild

Letter to Glenda Vandemark

Howard Wetters shared that he has had several people ask him about the library’s policy for computer use.  He referred to the section of the policy that states an individual can only use a computer for up to 2 hours per day.  These individuals understand the policy but question why they cannot use it longer if there is no one waiting for them.  F. Paffhausen responded that the Managing Librarians do have the flexibility to extend the time if it is possible.  The purpose of the two hour time limit is to guard against excessive use when there is a waiting list of patrons wanting to use the computers.  He shared another related question that came up recently asking why adults cannot use the designated Children’s computers if there is no one waiting to use them.  F. Paffhausen explained that these computers are set-aside for children’s use because of the filters installed on them.  M. Gray suggested a notation be made to the computer use policy stating that an exception could be made to increase the users time if there is no one waiting, or something similar to this verbiage.

Motion by E. J. Martini, seconded by H. Wetters, to receive the correspondence.  Motion carried.

COMMITTEE REPORTS

Personnel Committee – James Davison, Chairperson

No meeting - No report.

Finance Committee: - Ella Jane Martini, Chairperson

No meeting – No report.  A Finance Committee meeting will be scheduled in the next few weeks.

UNFINISHED BUSINESS

Policy Manual – M. Gray explained the Policy Manual is before the board this evening for adoption as this is the third reading of the document.  He noted there are editing comments that need to be removed from the meeting room use and equipment page.  Trustees continued their discussion on the section for Computer Use and Internet Policy in an effort to address the time limitations set for the computers.  It was suggested to add a statement explaining that patrons could use the computer for a longer time period of time, providing there is no one else waiting to use it.

Under the General Regulations section, H. Wetters commented on having fees set for using the meeting room and that it should state that fees could be charged for the use of the room regardless of which person or group is reserving it.  Regarding the section on Responsibility, those who sign up to use the meeting rooms are required to have any materials advertising the program, to have these materials to accompany the application to use the room.  He does not agree with this requirement stating that with this requirement in place, the library would have the option to comment on what an organization may or may not have printed in their newsletter advertising a program held at the library.  He believes this requirement would be a deterrent to using the room instead of encouraging the use of it.  He suggested that the following statement be removed from the policy: ‘…and must accompany the application and be approved by the Library.’ 

H. Wetters suggested changing the wording under Scheduling section 5, that now reads: ‘In scheduling the Meeting Room, programs and meetings of the Library shall take priority over reservations, but every attempt shall be made to reschedule other reservations to the group’s satisfaction.’  He asked for clarification as to why the Library should not have to sign up for the room just as any other organization.  James Davison does not interpret this section to mean the library would move an organization out to accommodate the Library.  He believes it is there in case there is a conflict, that the library will do its best to accommodate those who need to use the room.  F. Paffhausen suggested he would rewrite this to be a clearer explanation of how these rooms will be scheduled.

Trustees briefly discussed the checkout limits and fee structure.  The director will discuss this further with the Managing Librarians. 

M. Gray asked trustees if they are ready to approve this policy manual this evening or prefer to bring it back to the next meeting.  H. Wetters suggested approving it this evening and to bring back to the next board meeting the Community Room policy with the suggestions made to it as discussed.

Motion by H. Wetters, seconded by D. Adcock, to adopt the Policy Manual on its third reading with the discussed amendments to come back at a subsequent meeting.  Motion carried.

Sage Branch Video Camera – Steve List commented he had received three quotes for a Video Camera to be installed at the Sage Branch Library; the lowest quote was accepted at $2,750.  The video cameral and equipment are now being installed.  He noted that all three bids came in lower than the approved amount.

NEW BUSINESS

Sage Elevator Maintenance Contract – S. List presented three maintenance contract options from Schindler Elevator Corporation for the elevator at Sage Branch Library.  He is recommending Option 3 – Schindler Secure Plus - for a monthly cost of $169.  The cost for this service is within budget.  After reviewing the agreement, J. Davison noted there was no allowance for Sunday coverage if maintenance is needed.  S. List responded that the library would be responsible to cover the additional overtime cost for any Sunday maintenance calls plus travel time. 

Motion by J. Davison, seconded by H. Wetters, to approve the Sage Elevator Maintenance Contract with Schindler Elevator Corporation for a $169/monthly cost.  Motion carried.

ANNOUNCEMENTS

H. Wetters referred to the article in today’s Bay City Times newspaper, which states that it is the City who is selling the Bay City Branch building.  The correct headline should read that it is the Bay County Library System, that has the building for sale, not the City.  K. Ayala shared that he has already spoken to Bay City Times reporter Steve Neavling, to ask for a correction.  He requested that the Bay City Times print a correction notice on the front page as this article is front page news, and could cause much confusion as to who is selling the building and who to contact for information.

Managing Librarian Monthly Branch Reports – J. Davison thanked the Managing Librarians for their monthly reports included in the board packet.  He finds them very useful especially when compared to the usage reports at each of the branches.  M. Gray agrees that these reports are very informative.  He questioned if there is any update with the Teen Advisory Committee, noting that the board had approved $1,000 for the substitute hours in the budget to assure that this Committee could continue.  M. Gray asked the Director to find out what plans are scheduled for this committee for the balance of the year. 

Monthly Calendar – M. Gray noted that Managing Librarian, Paul Lutenske, has placed the Monthly Calendar of library programs on the library’s web page, www.baycountylibrary.org, as well as it being included in the board packet. 

CLOSED SESSION to consider matters exempt from disclosure under statute and to discuss property acquisition/lease and to discuss labor negotiations.  (as provided for under P.A. 267 of 1976).

Motion by J. Davison, seconded by D. Adcock, to adjourn for Closed Session at 6:15 p.m. 

Roll call:  D. Adcock – yes; E. J. Martini – yes;; H. Wetters – yes; J. Davison - yes. 

M. Gray – yes.  Motion carried.

Trustees returned to open session at 7:13 p.m.

Motion by H. Wetters, seconded by J. Davison, to authorize the library Director and staff to follow the course outlined in Closed Session on Real Estate.  Motion carried.

Motion J. Davison, seconded by D. Adcock, to direct the labor negotiating team to proceed as outlined in Closed Session.  Motion carried.

Motion by J. Davison, seconded by H. Wetters, to approved the February 23, 2005 Closed Session Minutes as discussed.  Motion carried.

ADJOURN

Motion J. Davison, seconded by D. Adcock, to adjourn the meeting at 7:15 p.m.  Motion carried.

_____________________                                          _______________________

Derald Adcock                                                             Eileen Schulz

Secretary/Treasurer                                                      Recording Secretary