MINUTES OF THE
BAY COUNTY LIBRARY SYSTEM
BOARD OF TRUSTEES
REGULAR BOARD MEETING
April 27, 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 April 27, 2005 in the County Commission Chambers, Bay County Building.
Roll call present: Derald Adcock, James Davison, Michael Gray, and Ella Jane Martini
Excused: Howard Wetters
Other: Georgianne Adcock, Rick Bukowski, Stephanie Corona, Glen Fitkins,
Scott Frey, Marilyn Kaeckmeister, Steve List, Steve Neavling
Fred Paffhausen, and Eileen Schulz, and Sarah Wohlschlag
MINUTES
Motion by D. Adcock, seconded by E. J. Martini, to approve the minutes of the March 30, 2005 Regular Board meeting and the March 30, 2005 Closed Session minutes. Motion carried.
BILLS PAYABLE
E. J. Martini asked that the check numbers and total dollar amount for the month be included in the motion.
Motion by D. Adcock, seconded by E. J. Martini, to approve the bills as presented, numbered from 33820-33993, for a payment of $359,470.49. Motion carried.
FINANCIAL REPORT
March 2005 Financial Report
March 2005 Penal Fine Report – Kevin Ayala noted the below budget penal fines and that he has begun looking at the overall budget for areas to cut back on. He has come up with approximately $30,000 in expenditure reductions and will continue to look for additional savings. He estimates that if this trend continues there will need to be approximately $50,000 total to compensate for the below budget Penal Fines.
Motion by E. J. Martini, seconded by D. Adcock, to receive the March 2005 Financial Reports and March 2005 Penal Fine Report. Motion carried.
DIRECTOR’S REPORT – Fred Paffhausen responded to Jim Davison’s question regarding the Bay City Garden Club’s donation to the Capital Campaign. In addition to the $25,000 donated, they intend to donate an additional $25,000 in order to include a fountain for the Reading Garden Area of the Central Library. It was discussed at the last construction project meeting, that if a fountain is planned for this area, the infrastructure necessary for this to happen, should be done now. F. Paffhausen assured the board there would not be any cost for maintenance/upkeep for the fountain to the library. This fountain will be part of the garden reading area which is completely fenced in and accessible only from 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 – Mike Collins, Geraldine Higgs, Janet Karr, Anthony Oswald and Mary Stagray
Letter from Pinconning Area Schools – Maureen Fenton
Motion by J. Davison, seconded by D. Adcock, to receive the correspondence. Motion carried.
COMMITTEE REPORTS
Personnel Committee – James Davison, Chairperson
No meeting - No report.
M. Gray asked Personnel Committee Chair, J. Davison, to schedule a Personnel Committee meeting as the Director’s contract calls for a six month evaluation. In addition to this the Personnel Manual update needs to be completed.
Finance Committee: - Ella Jane Martini, Chairperson
Purchasing Opening Day Collection –F. Paffhausen explained that staff reviewed proposals from three major library vendors. After this review it is being recommended to contract with Baker & Taylor for the Opening Day Collection. It was determined they provide the best overall combination of pricing and delivery of service. The funds for this purchase are included in the Budget.
Motion by J. Davison, seconded by D. Adcock, to approve contracting with Baker & Taylor to purchase the Opening Day Collection for Central Library. Motion carried.
Union Negotiations – E. J. Martini noted there has been a Tentative Agreement reached with both unions and will be discussed further in Closed Session this evening.
UNFINISHED BUSINESS
Policy Manual – Community Room Use – Trustees reviewed the recommended changes from the last board meeting for the Community Room Use. F. Paffhausen added that in addition to these changes, suggestions from the Managing Librarian in Pinconning was considered as well, to allow groups to use the rooms more than twice per month as it now stands. She would like to see an allowance for Managing Librarians or the Director to make this exception on an individual basis. She noted the 4-H groups; Wednesday and Noon Book Clubs that meet more than twice per month.
Motion by J. Davison, seconded by D. Adcock, to approve the revised language for the Community Room Use policy. Motion carried.
Auburn Branch Boiler – Update – Stephanie Corona clarified that the Auburn Branch Boiler Warranty will include labor and material. M. Gray pointed out that although the cover letter states that labor is included in the warranty, he asked that it also be added to the actual warranty certificates. He believes this would avoid any misunderstanding when work would need to be done on the boiler. S. Corona assured the board she has spoken directly with the contractor who has assured her this warranty will include everything to do with the boiler. Trustees requested this warranty be given to the Building Authority to be included at their meeting next month.
Motion by J. Davison, seconded by E. J. Martini, to approve the Auburn Branch Boiler Warranty and a copy of this warranty be delivered to the Building Authority’s Project Manager. Motion carried.
Auburn Branch Duct Insulation – Trustees had requested from the architect, F.T.C. & H. that they would submit a letter explaining the work that needs to be done on the insulation and duct work for the Auburn Branch. This letter, dated April 21, 2005, states that F.T.C. & H. is in concurrence with Skanska as to the work that will be done. M. Gray asked that this letter be handled in the same manner as the Auburn Branch Boiler Warranty in that it is delivered to the Building Authority’s Project Manager for approval.
Motion by D. Adcock, seconded by J. Davison, to approve the Auburn Branch Duct Insulation and the documents listing the work to be done, be submitted to the Building Authority’s Project Manager. Motion carried.
Central Library Update – S. Corona gave a brief video presentation of the progress for the Central Library construction project.
OTHER
Bay City Branch R.F.P. – Kevin Ayala asked for board direction on the Request for Proposal for the sale of the Bay City Branch building. He shared that as directed by the Finance Committee last week; this R.F.P. was reviewed by legal counsel and is now ready to be issued.
Motion by J. Davison, seconded by D. Adcock, to approve the R.F.P. for the Bay City Branch building in the final form and to authorize staff to proceed. Motion carried.
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 E. J. Martini, to adjourn for Closed Session at 5:55 p.m.
Roll call: D. Adcock – yes; E. J. Martini – yes; J. Davison – yes; M. Gray - yes. Motion carried.
Trustees returned to open session at 6:20 p.m.
As discussed in Closed Session, M. Gray explained that National City Bank has offered to donate their abandon bank building to the City; the City of Pinconning in turn will donate this building to the library for resale in exchange for the abandoned Pinconning Branch building that is attached to Pinconning City Hall.
Motion by J. Davison, seconded by D. Adcock, to authorize library legal counsel to proceed with the closing documents and to submit the BEA to the Department of Environmental Quality as required in order to insure the Bay County Library System from environmental liability.
Roll Call: D. Adcock – yes; E. J. Martini – yes; J. Davison – yes; M. Gray – yes. Motion Carried.
M. Gray stated the Library Director has received a letter from Bay County Corporation Counsel dated April 26, 2005.
Motion by E. J. Martini, seconded by J. Davison, to receive the correspondence received by the Library Director and to refer it in its entirety to the library’s legal counsel. Motion carried.
Motion J. Davison, seconded by D. Adcock, to adjourn the meeting at 6:23 p.m. Motion carried.
_____________________ _______________________
Derald Adcock Eileen Schulz
Secretary/Treasurer Recording Secretary