MINUTES OF THE
BAY COUNTY LIBRARY SYSTEM
BOARD OF TRUSTEES
REGULAR BOARD MEETING
July 27, 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 July 27, 2005 in the County Commission Chambers, Bay County Building.
Roll call present: Derald Adcock, James Davison, Mark Kaplenski, Ella Jane Martini, and Howard Wetters
Other: Kevin Ayala, Georgianne Adcock, Marilyn Kaeckmeister, Steve List, Fred Paffhausen, Jan Rise, Eileen Schulz, and Sarah Wohlschlag
Commendation to the Bay County Master Gardener Volunteer Program – Jan Rise – On behalf of the Bay County Library System Board of Trustees and Sage Branch staff, Steve List presented a certificate of appreciation to Jan Rise and the members of the Bay County Master Gardener Volunteer Program. J. Rise and several volunteers put in many hours to help chose the perennials, prepare and assist in the planting of two flowerbeds at the Sage Branch Library. J. Rise spoke briefly about the Master Gardener Volunteer Program and that one of its purposes is to educate Bay County residents on home horticulture matters. While at the Sage Branch Library, they were able to set up an information booth where they were available to answer questions and give advice to home gardeners. J. Rise thanked the board for the opportunity to help with the landscaping of Sage Branch Library and hopes to be able to continue working at the branch on other areas in need of landscaping.
Motion by H. Wetters, seconded by J. Davison, to move the HelpNet presentation to this point in the agenda. Motion carried.
HelpNet – Dan Fry, HelpNet Employee Assistance Program, gave a brief background of his company and how it can benefit employees. HelpNet provides a variety of confidential services for any type of personal problem employees and their families may be experiencing. These services would provide the initial contact for an employee with follow up referrals if necessary. HelpNet partners with network agencies that are local to the organization to avoid excessive travel time for the employee and their families. E. J. Martini asked that a presentation be made for the Labor Unions as well. D. Fry responded that HelpNet does provide presentations specifically for employees and would be pleased to set up a time when one could be scheduled. Jim Davison asked who HelpNet would partner with in Bay County to offer their services to the Library. D. Fry shared that HelpNet has a formalized business relationship with List Psychological Services, who have multiple offices, two in Bay City and one in Caro, MI. In addition to these offices, HelpNet has partnered with a private practitioner in Midland and in the HelpNet office in Saginaw, for a total of five offices that employees can chose from. D. Fry explained that as these contacts made by employees are kept in strict confidence, there are three exceptions where it would not remain confidential; if child abuse has occurred in the home but has not been reported; the individual has the potential to do harm to themselves or others and if a judgment has subpoenaed the records. Other than these three situations there would need to be written consent by the employee for any records to be released. Trustees thanked D. Fry for his presentation.
MINUTES
Motion by J. Davison, seconded by D. Adcock, to approve the minutes of June 22, 2005 Regular Board meeting and the June 30, 2005 Special Board meeting and the June 30, 2005 Closed Board meeting. Motion carried.
BILLS PAYABLE
Howard Wetters asked for an explanation on the payment to Waste Management. Kevin Ayala responded it is for regular trash pick-up at the Pinconning Branch Library and is not connected with the construction project.
Motion by D. Adcock, seconded by J. Davison, to approve the bills as presented, numbered: 34303-34460 and 4226-4250 for a total payment of $420,772.88. Motion carried.
FINANCIAL REPORT
June 2005 Financial Report
June 2005 Penal Fine Report
J. Davison noted that the Penal Fines came in higher than budgeted and asked if staff ever received an explanation as to why there is an increase and wondered if it was due to the recent checkpoints set up for seatbelt use. K. Ayala responded that it may be due to this, but normally he does not get an explanation for either increases or decreases but would ask as to why for the month of June, they are slightly higher. It was noted this is the first time this year they have come in higher than what was budgeted but that the difference does not make up for the deficit experienced during the first part of the year.
Motion by H. Wetters, seconded by J. Davison, to receive the June 2005 Financial Reports and June 2005 Penal Fine Report. Motion carried.
DIRECTOR’S REPORT
J. Davison commented on the plan to only hydro seed the grounds for the Wirt Library this fall, while waiting until spring to do the bulk of the landscaping. He agreed with this plan as he did not want to see the planting done in the same time frame as it was for the Auburn Branch, only to have it die during the winter and be out of warranty. H. Wetters referred to a past meeting where the decision was made to remove some of the money for landscaping from the GMP to allow the Library to do the bulk of the planting themselves next spring. The Hydro seeding will help keep the topsoil in place during the winter months.
Regarding the increase of topsoil from 4” to 12”, J. Davison asked what had prompted this decision. F. Paffhausen responded that this increase for topsoil is for the reading garden and planting beds with the balance of green space at the Library only having 4” of topsoil. He added that on the original landscape drawings only the planting beds called for 12” of topsoil. Members from the Bay City Garden Club have asked that the entire Reading Garden area have 12” of top soil noting that this group has pledge $25,000 and intend to pledge an additional $25,000. Staff will determine a price breakout for the additional 8” of topsoil, which the Bay City Garden Club will pay for.
E. J. Martini commented on employee, Christine Neirink, as she has accepted a new position with the Frankenmuth School System. She applauded C. Neirink for the wonderful job she has done for the Bay County Library System and more specifically, the Children’s Department. E. J. Martini pointed out that this is the position trustees were accused of eliminating when in fact this position has continued and held by C. Neirink. F. Paffhausen agreed adding that he, C. Neirink and Paul Lutenske, Managing Librarian for the Auburn Branch, recently conducted interviews for a replacement in this position and hope to have someone on board before C. Neirink’s last day.
Mark Kaplenski commented on the Friends of the Bay County Libraries Book Sale coming in August 4th through the 7th, and how wonderful a program it is. He has attended this book sale many times noting the staff and volunteers alike who give their time in setting up and maintaining the sale throughout the weekend. He commended these individuals for their outstanding dedication to the book sale. F. Paffhausen added that in addition to the volunteers, Library staff, Sallie Hirschman and Tim Rys along with several others, work all year long on this
program by sorting through the donated material, boxing and transporting to the Hampton Towne Centre where they are stored until the time of the book sale.
F. Paffhausen spoke briefly on the information listed later on the agenda, the Pension Benefits Qualification, and asked that trustees submit a written request to the County Commissioners allowing the Library to change the number of hours that part-time staff can work per year. He explained that at the Finance Committee meeting copies of county documents on how they have addressed this issue were given to trustees. In comparison, part-time staff at the County can work 29 hours/week/year and currently, part-time Library staff can only work 800 hours/year. If part-time Library staff work past the 800 hours they become eligible for the pension benefit and become an added cost for the Library. Staff is requesting a change to the pension benefit policy from 800 hours per year to 1,440 hours per year before the pension benefits would be activated.
F. Paffhausen directed trustees’ attention to the patron registration report for the second quarter of 2005, noting that the number of Library cardholders continue to grow along with increased material circulation.
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 – Amy Block, Dawn Houthoofd, Leson Kobetic, Tina Laughner, Diane Reed, Rodney Reinhart, Robert Stedry, and Lynette Wisniewski
Letters of trustee appointment for Mark Kaplenski and reappointment of Derald Adcock
Thank you from Michael Gray – E. J. Martini read a thank you from M. Gray to the board of trustees and Library Director for the recognition given to him for his years of service to the Bay County Library Board of trustees.
Motion by H. Wetters, seconded by J. Davison, to receive the correspondence, the letters of appointment for Mark Kaplenski and reappointment of Derald Adcock and the thank you card to trustees and Director from Michael Gray. Motion carried.
COMMITTEE REPORTS
Personnel Committee – James Davison, Chairperson
No Meeting – No Report.
Finance Committee: - Ella Jane Martini, Chairperson
2005 Budget Adjustment – E. J. Martini recommended approval of the 2005 Budget. H. Wetters stated the main purpose for this adjustment is due to the reduced Penal Fines and the potential reduction in State Aid. He added that this adjustment is for the 2005 Operating Budget and not for the building project and due to reductions in revenues. It was noted that despite the loss in Penal Fines and reduced State Aid, Library has continued to have a balanced budget, keep all staff employed and continue to provide all services to the public.
Motion by H. Wetters, seconded by D. Adcock, to approve the 2005 Budget adjustment. Motion carried.
Purchase New Delivery Vehicle – The Finance Committee is recommending purchasing a new delivery van for the Library. E. J. Martini explained that the current delivery van would be assigned to the puppeteer staff for transporting the equipment needed for each performance. James Davison questioned the cost for gas at a $1.46/gal. listed in the projected expense for operating a van for the puppeteers. Kevin Ayala explained that the Library is able to purchase the gas from the City of Bay City, which they receive at a reduced rate for governmental vehicles. The Library then reimburses the City for the gas purchased for not only the delivery van but also the Bookmobile. The Library appreciates the City including them, as it is a considerable cost savings. K. Ayala shared he will be sending out bid packets for a new van this week and will bring back to the board for their approval.
Motion by H. Wetters, seconded by D. Adcock, to approve the purchase of a 2006 van to be used for delivery. Motion carried.
2006 Preliminary Budget – The Finance Committee recommends approval of the 2006 Preliminary Budget for submittal to the County. K. Ayala confirmed this 2006 preliminary budget is in line with the 20 year projection for the Library. There is $386,000 budgeted for additional staff at the Alice and Jack Wirt Public Library but it is yet to be determined how staffing will be filled at the new Library.
Motion by J. Davison, seconded by H. Wetters, to approve the 2006 preliminary budget. Motion carried.
Wireless Service for Bookmobile – F. Paffhausen explained that the Library has received a refund for $14,500 from the Mideastern Michigan Library Cooperative with the requirement the refund can only be spent on Technology. He shared that when the bookmobile was purchased it was equipped with the capabilities to provide wireless service to patrons. By receiving this refund, the Library can now purchase the necessary equipment and pay for a year of internet service through SpeedNet. Staff is requesting that $2,000 of this money be used to purchase a laptop, antenna and cover the cost for one year worth of internet service. The deadline to use these funds is September 15.
Motion by H. Wetters, seconded by D. Adcock, to approve purchasing wireless service for the Bookmobile and not to exceed $14,500. Motion carried.
Fix Lighting issue at Pinconning Branch
Motion by J. Davison, seconded by D. Adcock, to approve the lighting issue at Pinconning Branch. Motion carried.
Pension Benefits Qualification – As discussed earlier in the agenda, F. Paffhausen asked for a board directive to submit a request, similar to that which is included in this packet drafted in 1983 to the County Personnel Committee, which would allow part-time staff to work additional hours per year. He explained that the Bay County Library System needs approval from the County to change the language of the Pension Benefits Qualification policy. This would allow part-time staff to work no more than 29 hours per week. H. Wetters recommended that in following the Library policy for agenda items, this request should be brought back for a third time at the next regular board meeting for board approval. J. Davison pointed out that in the correspondence from Danean Wright it suggests discussing this request with legal counsel before proceeding further. F. Paffhausen confirmed that he would discuss this with Pat Kaltenbach, attorney for the Library.
Motion by H. Wetters, seconded by J. Davison, to receive this information and direct staff to draft a memo requesting the change and be brought back to the next regular Bay County Library Board of Trustees meeting. Motion carried.
UNFINISHED BUSINESS
Unique Management Services – K. Ayala explained that Unique Management has the capabilities to go back two years to collect outstanding fines. He added that during the 90 day free trial, the Library has had great success with the partnership with Unique Management Services, receiving an equivalent of $7.00 worth of materials returned for every $1.00 spent on this service. Trustees briefly discussed that this program is generating revenue for the Bay County Library System and believe they should approve going back to 2003 forward to collect past due materials and fines.
Motion by J. Davison, seconded by M. Kaplenski, to authorize Unique Management Service to address patron records from 2003 forward collecting past due materials for the Bay County Library System. Motion carried.
HelpNet – H. Wetters commented that he had requested K. Ayala to bring back membership fees for area fitness centers for trustees review. He pointed out that along with the HelpNet program the County has purchased memberships for employees and their families to use as well. This could be considered another benefit for employees if funding is available.
NEW BUSINESS
Re-appointment of Board Officers and Committee Chairs – E. J. Martini, as acting chairperson for the Library Board of Trustees, asked for reappointment of board officers due to the resignation of M. Gray and the appointment of a new trustee, M. Kaplinski. J. Davison nominated E. J. Martini to fulfill the position of Chairperson until the end of 2005. E. J. Martini accepted the nomination.
Motion by J. Davison, seconded by M. Kaplenski, to appoint E. J. Martini as Chairperson for the remaining of 2005. Motion carried.
As chairperson, E. J. Martini appointed M. Kaplenski to the Finance Committee.
E. J. Martini stated the need for a millage campaign committee to be formed of the full board and appointed M. Kaplenski as chairperson of this committee. M. Kaplenski accepted the position.
E. J. Martini nominated J. Davison as Vice chairperson. J. Davison accepted the nomination.
Motion by E. J. Martini, seconded by H. Wetters, to appoint J. Davison as Vice Chairperson of the Library Board of Trustees for the remaining of 2005. Motion carried.
Battery Park – E. J. Martini expressed her displeasure with the recent article in the Bay City Times written by reporter Tim Younkman. She explained that the Library Board has worked with the City of Bay City from the very beginning stages of planning for the new Library; have letters from the City of Bay City agreeing to the use of Battery Park by the Library. This property will remain a park and be maintained by the Library as a park. She further stated that during the construction of all the projects, the Library has continued to stay open and offer full services to patrons.
H. Wetters commented on T. Younkman’s article, in which he suggests that the Bay County Library System is destroying Battery Park. H. Wetters asked that the public compare this with the agreement that the Library has with the City for Pershing Park, located adjacent to the Sage Branch Library. The Library has maintained this park for the City for approximately 17 years and it has remained a park as Battery Park will. He urged taxpayers to drive by the site of the new Wirt Library and note that Battery Park is not being destroyed, in fact care has been taken to preserve the trees in the park, removing only the few that were directly in line with the building and sidewalks that would be installed. He quoted from T. Younkman’s article ‘…all the public can do is take officials word for it that the land will be restored better than before in fact, they said.’ He made it very clear that the site plan, which includes the plan for Battery Park, was submitted to the City and is a legal document that the Library must comply with. If the Library system would not comply with the site plan, they would need to petition the City to make any changes. He pointed out that there is approximately $200,000 in the budget for improvements to the park, including restoring and improving Battery Park. For that investment, according to T. Younkman’s article the Library is accused of destroying public assets. H. Wetters pointed out that T. Younkman is aware of the Library’s plans for Battery Park; has had discussions with the Library board and Building Authority, and is aware of the documents that are in place to assure that Battery Park will remain a park. T. Younkman also has a copy of the letter dated June 22, 2004, addressed to the Library’s Buildings and Grounds Superintendent from City Manager, Robert Belleman, referred to by E. J. Martini, which states: ‘Pursuant to your request I hereby authorize the immediate placement of temporary construction fence in the two southern quadrant’s of Battery Park which is the same area to be included in a license agreement between the City of Bay City and the Bay County Library System currently undergoing review by counsel.’ Further in T. Younkman’s article he states how the Library is going to buy the property, by taking the property, when actually the Library is requesting the same type of long-term lease the Library has with the city for Pershing Park, which has been maintained for the past 17 years. T. Younkman has written an article that is completely unfounded and completely untrue. H. Wetters urged anyone interested to drive by Pershing Park to see how the Library intends to maintain Battery Park.
OTHER
Environmental Invoices – E. J. Martini explained trustees need to approve payment to Bay County for three invoices, two for Superior Environmental in the amounts of $9,804.70 and $12,556.55; and one to Bodman Longley for $131.25. F. Paffhausen explained that these invoices are the closing documents for the final report on the environmental remediation for the Alice and Jack Wirt Public Library site. Once the final bill is paid, a copy of the final report will be given to the Library with one given to the Michigan Department of Environmental Quality.
Per the purchasing agreement the Building Authority has with the County, all bills that were expended for environmental clean up purposes must be submitted by July 28, 2005. Marty Fitzhugh, Corporate Counsel for the County, will then review and make a recommendation for reimbursement of funds to the Library Board and County Commissioners. It is recommended that the Library authorize payment of these invoices so that the Building Authority, who is meeting tomorrow, can approve and authorize payment as well. These invoices will then be submitted to M. Fitzhugh on time according to the July 28, 2005 deadline as stated in the purchase agreement.
Mark Kaplenski requested to abstain from the motion, as he was not a board trustee at the time these invoices were submitted or the discussion for them. Trustees were in agreement.
Motion by H. Wetters, seconded by J. Davison, to pay the three outstanding bills that have been submitted for the environmental closure in the amount of $22,492.5 and that the source of those funds should come from the construction project.
Roll Call: D. Adcock – yes; H. Wetters – yes; J. Davison – yes; M. Kaplenski – abstained; E. J. Martini – yes. Motion carried.
ANNOUNCEMENTS
No Announcements
Motion J. Davison, seconded by D. Adcock, to adjourn the meeting at 6:39 p.m. Motion carried.
_____________________ _______________________
Derald Adcock Eileen Schulz
Secretary/Treasurer Recording Secretary