MINUTES OF THE

BAY COUNTY LIBRARY SYSTEM

BOARD OF TRUSTEES

REGULAR BOARD MEETING

July 28, 2004

Michael Gray, Chairperson, called the regular board meeting of the Bay County Library System Board of Trustees to order at 5:19 p.m. on July 28, 2004 in the County Commission Chambers, Bay County Building. 

Roll call present:  Derald Adcock, Michael Gray, Ella Jane Martini, and Howard Wetters

             Excused:  James Davison

Other:                    Georgeanne Adcock, Kevin Ayala, Rick Bukowski, Trish Burns, Jim Hammond, Marianne Hartzell, Steve List, Joe Mika, Sheila Pearsons, Eileen Schulz, and Denise Trudell

Rick Bukowski asked for a correction to page 4 of the regular board meeting minutes, under the discussion for Central Library Exterior, the dollar amount should read, ‘….would be a credit of $54,000.’ not $5,400 as it states.

MINUTES

Motion by Ella Jane Martini, seconded by Derald Adcock, to approve the minutes of June 23, 2004 regular board meeting as amended and the June 23, 2004 Work Session meeting.  Motion carried. 

BILLS PAYABLE

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

FINANCIAL REPORT

June 2004 Financial Report

June 2004 Penal fine Report

K. Ayala reported finances to be on track with the budget adjustments made last month. 

Motion by D. Adcock, seconded by E. J.  Martini, to receive the June 2004 Financial Report and the June 2004 Penal Fine Report.  Motion carried.

OPEN TO THE PUBLIC

There was no public input.

PROGRESS AND SERVICE REPORT

Summer Reading Program - Trish Burns reported that the Summer Reading Program is going very well this year with the number of sign-ups close to last year’s total.  The deadline for finishing the program is August 14. 

Friends Annual Book Sale - The Friends of the Bay County Libraries annual used book sale will be held August 5-8 at the Hampton Towne Centre.  Set-up will take place on August 4 and tear-down will take place immediately following at the close of sale on Sunday, August 8.  Volunteers are still needed.

Motion by E. J. Martini, seconded by D. Adcock, to receive the Progress and Service Report.  Motion carried. 

CORRESPONDENCE

Letter from Linda Heemstra - Michael Gray read a letter of appreciation and thanks he received from Linda Heemstra, in regards to a retirement party given in her honor at Studio 23.

Motion by E. J. Martini, seconded by D. Adcock, to receive the correspondence.  Motion carried.

As a courtesy to those present, the report from Library Jobs Network was moved up on the agenda.

UNFINISHED BUSINESS

Library Jobs Network – Marianne Hartzell - Marianne Hartzell reported that Library Jobs Network received 16 resumes for the position of Director for the Bay County Library System.  After the initial review, it was determined three of the candidates did not meet the minimum qualifications for the position as set by the board.  One other candidate chose to withdraw their resume.  On July 19^th M. Hartzell met with Ella Jane Martini to review the remaining twelve resumes.  Although Michael Gray was unable to attend this meeting, he was able to review these resumes as well and with input from E. J. Martini and M. Hartzell, determined the top 6 candidates for preliminary interviews and background reference checks.  After the completion of these interviews, the board has been presented with the top three resumes of who Library Jobs Network believes to be the most qualified candidates and who most closely match the requirements set by the board.  These candidates are: Sharon Winkle, Sandra Wilson and Frederick Paffhausen.

Trustees discussed a date and time to schedule interviews for the three candidates. 

M. Gray called for a 5 minute recess to allow for trustees to check their schedules.

Motion by E. J. Martini, seconded by D. Adcock to recess the meeting at 5:35 p.m.  Motion carried.

At 5:44 the meeting was called back to order.

Howard Wetters arrived 5:52 p.m.

Trustees scheduled the interviews for August 2, 2004 providing all candidates can be available. 

M. Hartzell invited trustees to send any questions or topics they wished to have asked during the interviews to her so that they can be included with the list of interview questions.  M. Hartzell will contact the candidates and make the necessary arrangements. 

The meeting returned to the original agenda schedule.

COMMITTEE REPORTS

Personnel Committee – James Davison, Chairperson

Increased Staffing for Pinconning – In the absence of James Davison, M. Gray reported for the Personnel Committee.  The Personnel Committee recommends for approval the increased staffing for the Pinconning Branch Library and that the cost will come from the increased operating budget.  The recommended increased staffing for Pinconning Branch Library is as follows:  40 hours library assistant, 22 hours clerical support; 19 hours for custodial; and 20 hours for library page.  Kevin Ayala explained that this additional cost for staffing has been included in the budgeted projections out to the year 2020. 

Motion by E. J. Martini, seconded by D. Adcock, to approve the recommendation of the Personnel Committee for the increased staffing at the Pinconning Branch Library.  Motion carried.

LIBRARY IMPROVEMENT PROJECT

Status of Battery Park - Howard Wetters reviewed from previous discussions held prior to the drafting of a lease for Battery Park that is before trustees this evening for their review.  The law firm of Braun Kendrick Finkbeiner from Saginaw has drafted this lease according to the parameters set by the Bay County Board of Trustees.  H. Wetters pointed out this lease would be effective for 25 years.  Steve List added that this lease would be renewable for another 25 years and is very similar to the one the library has for Pershing Park.

Motion by H. Wetters, seconded by D. Adcock, to adopt the lease proposal from the City of Bay City.  Motion carried.

E. J. Martini offered a friendly amendment to authorize the chairperson and the secretary/treasurer of the board of trustees to sign the lease.  H. Wetters accepted the amendment. 

OTHER

Sage Basement - E. J. Martini questioned when the work to correct the water problem at the Sage Branch Library would begin.  Steve List responded he believes it will start next week.  Regarding the issue of who will be responsible for payment of the additional work, S. List shared that it was briefly discussed at the Progress meeting, and that he and Curt Welch will be meeting soon to further discuss this issue.

Central Library – S. List reported the construction project for Central Library has begun.  Fencing has been erected to enclose the construction site.  Demolition has begun on the abandoned buildings; utilities to the Old Jail have been retired and demolition for this building is scheduled for August 9. 

M. Gray asked if there was any update from the June 23 board meeting where the GMP for Central was discussed, specifically the addition of interactive features, if a donor for these projects could be found.  He noted that the discussion included the possibility of a school group would be asked to construct these items after the construction project is complete, however it needs to be determined if the projects will be planned as sprinkler systems would need to be included during the construction.  S. List shared that he would discuss this project next week with the Bay Arenac Intermediate School District.

CLOSED SESSION to discuss strategy connected with the negotiation of a collective bargaining agreement (as provided for under P.A. 267 of 1976)

Motion by E. J. Martini, seconded by H. Wetters, to adjourn for Closed Session at 6:26p.m.  Motion carried.

Roll Call:  Daryl Adcock – yes; Ella Jane Martini – yes; Howard Wetters – yes;

Michael Gray – yes.  Motion carried. 

Trustees returned to open session at 7:28.

Motion by H. Wetters, seconded by E. J. Martini, to proceed as discussed in Closed Session.  Motion carried.

Motion by H. Wetters, seconded by D. Adcock, to approve the March 10 closed session minutes as they were discussed.  Motion carried.

M. Gray asked how the state wide delivery system, he has read about in the July issue of Access, will affect the Bay County Library System.  Trish Burns responded the new delivery system began the first week of July for the Bay County Library System and the Mideastern Michigan Cooperative is paying for 5 days of delivery for its members. 

Motion by D. Adcock, seconded by H. Wetters, to adjourn the meeting at 7:31 p.m.

_____________________                                          _______________________

Derald Adcock                                                             Eileen Schulz

Secretary/Treasurer                                                      Recording Secretary