MINUTES OF THE

BAY COUNTY LIBRARY SYSTEM

BOARD OF TRUSTEES

REGULAR BOARD MEETING

June 22, 2005

Ella Jane Martini, Vice Chairperson, called the regular board meeting of the Bay County Library System Board of Trustees to order at 5:15 p.m. on June 22, 2005 in the County Commission Chambers, Bay County Building. 

Roll call present:  Derald Adcock, James Davison, Ella Jane Martini and Howard Wetters

Other:        Georgianne Adcock, Denise Dansereau, Cliff DuPuy, Mike Gray, Sally Gray,   

                 Marilyn Kaeckmeister, Steve List, Mark Maul, Beth McQueen, Judy Mullison,

                 Steve Neavling, Jeannie Nichols, Fred Paffhausen, Sheila Pearsons,

                 Eileen Schulz, Denise Trudell, and Sarah Wohlschlag

Resignation of Library Board Trustee, Michael Gray – Ella Jane Martini read with regret, the resignation of Bay County Library Board of Trustee Chairperson, Michael Gray.  Trustees presented M. Gray with a plaque commemorating his 22 years of service to the Bay County Library System. 

Motion by H. Wetters, seconded by D. Adcock, to receive the resignation letter from Michael Gray.  Motion carried.

M. Gray thanked the board and staff for their support and shared that it has been very much a pleasure to serve on the library board for the past 22 years.  He leaves with regret but due to other professional obligations he can no longer serve as a trustee on the Bay County Library Board of Trustees.  He is looking forward to the opening of the Alice and & Jack Wirt Public Library, which he believes will be a library system that will serve the public for many years to come. 

MINUTES

Motion by J. Davison, seconded by D. Adcock, to approve the minutes of May 25, 2005 Regular Board meeting.  Motion carried. 

BILLS PAYABLE

James Davison asked for clarification on the notation ‘Lost Ills’ listed on the check register.  Kevin Ayala explained that it is payment for lost interloaned material the Bay County Library System asks for from patron requests.  If the patron does not return the material, the Bay County Library System pays for it.  This same process works when other libraries borrow material from the Bay County Library System but is not able to return, a statement is sent to the borrowing library to cover the replacement cost.

Motion by D. Adcock, seconded by H. Wetters, to approve the bills as presented, numbered: 4207-4225 and 34137 - 34302 for a total payment of $301,455.51.  Motion carried.

FINANCIAL REPORT

May 2005 Financial Report

May 2005 Penal Fine Report

Motion by J. Davison, seconded by D. Adcock, to receive the May 2005 Financial Reports and May 2005 Penal Fine Report.  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

CORRESPONDENCE

Please Tell Us What You Think – Mary Kaye Bluhm, David Deciercg, Ben Glowiak,

Tim Switala, and A. Walkowiak

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

M.M.L.C.- Roger Mendel – Trustees discussed the reappointment of Jane Smith as representative for the Bay County Library System to the Mideastern Michigan Library Cooperative.  According to a letter received from Roger Mendel, Director of the M.M.L.C., Jane Smith’s current term expires on September 30, 2005.  Trustees are aware J. Smith has submitted her application for the trustee vacancy for the Bay County Library Board of Trustees, which will be addressed at the County Commission meeting next month.  Trustees believe if she was appointed to this board, she could continue to represent the library on the M.M.L.C. board as well.  Fred Paffhausen added that he understands when the Library joined M.M.L.C., the board, wanted to choose an individual from the community to represent the library to broaden citizen involvement for the Bay County Library System.  With J. Smith’s application for the Library board, she would be on both boards, which does meet with the guidelines of choosing a representative, but this may change the original purpose her appointment to the M.M.L.C. board.  He suggested that trustees might want to table this appointment until after next month when the County Commissioners meet to appoint candidates for the Bay County Library Board.  After hearing this discussion, H. Wetters stated he is in favor of reappointing J. Smith to the M.M.L.C. board now, pointing out that it is not always easy to find an individual who is willing to put in the time and support as she has done for the Bay County Library System. 

Motion by H. Wetters, seconded by J. Davison, to reappoint Jane Smith to the Mideastern Michigan Library Consortium Board as representative for the Bay County Library System for the term commencing on October 1, 2005 through September 30, 2008.  Motion carried.

Don Massnick’s Resignation – E. J. Martini asked for a motion to receive the resignation letter from Don Massnick as the Capital Campaign Steering Committee Co-Chair.  J. Davison asked that the Director draft a thank you letter to D. Massnick for his time spent on this committee.

Motion by H. Wetters, seconded by D. Adcock, to receive the letter of resignation from Don Massnick.  Motion carried.

Letter to Alice and Jack Wirt – E. J. Martini asked for a motion to receive the letter written by F. Paffhausen to Alice and Jack Wirt thanking them for their generous donation.

Motion by J. Davison, seconded by D. Adcock, to receive the letter written by F. Paffhausen to Alice and Jack Wirt.  Motion carried.

CONSTRUCTION PROJECT

Parking lot – D.D.A. – H. Wetters shared that he and F. Paffhausen attended the City Commission meeting on the 13^th where the City Commissioners made the decision to table the proposal of selling a parking lot to the library until such time the study they are conducting on the parking lot is concluded in October.  It was hoped that the library could have taken ownership of the parking lot now while the equipment to resurface the lot was on site.  To wait until October for a decision would mean that the equipment needed to do the work on the lot would have to remobilize on site for an additional cost to the overall project.  At this time the Library will need to look to the city for staff parking once the Alice and Jack Wirt Library is completed.

Battery Park – F. Paffhausen reported he and Steve List met with Jim Bedell, Planning Department Manager for the City, and understands from him it appears that the library will be able to sign an agreement to take over the use of Battery Park, maintain it as a park and obtain a 99 year lease.  The final action to execute the lease with the Bay County Library System will be on July 25, 2005 and the Bay City Commission meeting.  It was established the Master Plan for the City has now been changed to allow for the 99 year lease to the Bay County Library System.

Smoke Dampers at Wirt Library – Steve List shared he has met with Fishbeck, Thompson, Carr & Huber to refine the original quoted price for the smoke dampers.  According to Skanska they estimate the cost for the fourteen dampers should be less than $6,000.  Staff is recommending for Skanska to proceed with purchasing the material in order to avoid delay of the project.

Motion by J. Davison, seconded by D. Adcock, to approve the recommendation presented by Steve List.  Motion carried. 

COMMITTEE REPORTS

Personnel Committee – James Davison, Chairperson

Bylaws – J. Davison shared from the Personnel Committee meeting held on June 14, 2005, that the committee is recommending adopting the revised Bylaws.

Motion by J. Davison, seconded by D. Adcock, to approved the revised bylaws as written.  Motion carried.

Personnel Manual – J. Davison shared the Personnel Committee has made revisions to the Personnel Manual and have also added the job descriptions of each position in the library for staff review.  The Personnel Committee is recommending board approval. 

Motion by J. Davison, seconded by D. Adcock, to adopt the Personnel Manual as presented. 

Roll Call:  D. Adcock – yes; H. Wetters – yes; J. Davison – yes; E. J. Martini – yes.  Motion carried.

Director’s Six Month Evaluation – J. Davison shared that all trustees have had an opportunity to rate the Director according the evaluation procedure.  The Personnel Committee and the Director have reviewed these evaluations.  J. Davison stated that the Director has received a good evaluation and the board supports him 100%.  The board feels very lucky to have a Director as Fred Paffhausen working for the Bay County Library System.  F. Paffhausen thanked the board for their favorable evaluation.  He shared that as the Bay County Library System moves forward he asked that trustees continue to set policies and broad goals for the Library in order to continue giving the direction needed to operate the Bay County Library System to the best of staff’s ability.  Trustees thanked F. Paffhausen for his expertise he has brought to the construction projects with the many cost saving ideas he has offered and for his positive input for public relations for the library.  

Assistant Director Job Description – There was no discussion.

Finance Committee: - Ella Jane Martini, Chairperson

No Meeting – No Report

UNFINISHED BUSINESS

Satellite Branch – Bay City Mall – K. Ayala has spoken with Barb Behmlander, representative of the Bay City Mall, to further discuss the possibility of a Satellite Branch at the mall.  There has been some conflict with schedules but it is intended to meet with mall representatives to further discuss this. 

Resolution for the Transfer of the Pinconning Property – E. J. Martini explained that a formal resolution is needed for the transfer of the property in Pinconning, which includes the legal description of each of the parcels.  This description had not been included when the board approved the transfer.  This formal resolution has been submitted by the library’s legal counsel, Patrick Kaltenbach and is attached to these minutes.

Motion H. Wetters, seconded by J. Davison, to approve the transfer of the old Pinconning Library building, adjacent to Pinconning City Hall, to the City of Pinconning in exchange for the abandoned bank building located adjacent to the new Pinconning Branch Library.  Roll Call:  D. Adcock – yes; H. Wetters – yes; J. Davison – yes; E. J. Martini – yes.  Motion carried.

OTHER

Unique Management Services – K. Ayala explained that the 90 day free trial is nearly completed and is asking the board this evening for approval to continue with them at the agreed upon price discussed earlier in the year.  He shared that they have collected to date in material and cash a total of $4,297.47 which they equate to every $1 the library would spend on their services, they have collected $7.16.  Staff is recommending that the Library would continue to work with this company as they believe it to be working very well for the library.  F. Paffhausen asked for board approval to set the collection threshold at $50 instead of the $75 the Library now has.  In addition to this, F. Paffhausen shared that U.M.S. has the capabilities to go back two years to collect overdue material and is asking that the board approve U.M.S. to do this for the Bay County Library System.  F. Paffhausen will bring back this information for discussion at the next board meeting.

Buildings and Grounds Funding – J. Davison referred to last month’s meeting where trustees approved the Building and Grounds funding with exception to two items that needed further research.  He offered a motion to approve these two items.  S. List responded that those items were brought up at the last joint Building Authority meeting with the Library Board and suggested they be brought back to next month’s joint meeting with the Building Authority which Skanska should then have the asked for information.

NEW BUSINESS

Bay Arenac Intermediate School District – Virtual Travel Agent – Jeannie Nichols

Beth McQueen explained that back in February of 2004, the Bay County Library System had the opportunity to apply for an LSTA grant.  This grant was a request to purchase equipment for video teleconferencing equipment with the hope of bringing new programs to the library.  The library was awarded this grant and has now developed a partnership with B.A.I.S.D. to bring virtual teleconferencing to the library.  B. McQueen introduced Cliff DuPuy, B.A.I.S.D., who thanked the library board for their involvement in this project.  He explained that since the library received the grant, fiber optic cable has connected Western High School to the Auburn Branch Area Library making it possible to now offer virtual travel programs at the library.  Jeannie Nichols, Virtual Travel Agent, presented an overview of the travel programs available.  She explained how a classroom can be part of a two way interactive program where students can see and talk with people across the country; that an individual would be able to see and talk with the students.  These programs can take abstract lessons and put them in concrete as students can ‘meet’ and talk with a survivor of the Holocaust in California, join a diver in a tank of sharks, or ‘travel’ internationally and take a trip to Spain.  Through the generous donations of SC Johnson and the Community Foundation they have split the cost of these trips with BAISD.  B. McQueen invited those interested to come and visit the Coral Reef on June 30^th at the Auburn Branch Library.  Coming in July patrons can go on a whale watch, be part of a shark dive in August and or take a virtual field trip and experience open heart surgery.  All of these programs will take place at the Auburn Area Branch Library at no charge.

Schedule meeting for Labor Contract - No Discussion

ANNOUNCEMENTS

No Announcements

Motion J. Davison, seconded by D. Adcock, to adjourn the meeting at 6:20 p.m.  Motion carried.

_____________________                                          _______________________

Derald Adcock                                                             Eileen Schulz

Secretary/Treasurer                                                      Recording Secretary