MINUTES OF THE
BOARD OF TRUSTEES
REGULAR BOARD MEETING
Ella Jane Martini, Chairperson, called the regular board
meeting of the Bay County Library System Board of Trustees to order at
Roll call present: Derald Adcock, Don Carlyon, James Davison, and Ella Jane Martini
Excused: Mark Kaplenski
Other: Georgianne Adcock, Kevin Ayala, Matt Bolt, Linda Heemstra, Bev Humerickhouse, Steve List, Mark Maul, Paula Pashak, Nicole Paquette, Beth Rye, Ryan Sequin, Linda Smith, Marge Spiker, and Sarah Wohlschlag
MINUTES
Motion by J.
Davison, seconded by D. Adcock, to approve the minutes of May 16, 2006 and May
31, 2006 Special Board meetings and
the May 24, 2006 Regular Board meeting.
Motion carried.
BILLS PAYABLE
Motion by D.
Adcock, seconded by J. Davison, to approve the bills as presented in the amount
of $304,202.82. Motion carried.
FINANCIAL REPORT
May 2006 Financial Report
May 2006 Penal Fine Report – report was not available by meeting time.
Kevin Ayala reported the April penal fines came in $4,000 over what was actually budgeted. A copy of the May penal fine report will be sent to the board when it is received. The first four months of 2006 Penal fines are up $40,000 compared to actual budgeted figures.
Motion by J. Davison,
seconded by D. Adcock, to receive the May Financial Reports. Motion carried.
OPEN TO THE PUBLIC
Nicole Paquette and Ryan Sequin, Library pages from Sage,
representing the teen millage renewal committee, addressed the Board. They expressed the importance of Libraries to
teens and are hoping to get the message out that Libraries are a gift of
knowledge and how important the passing of the millage is to young people. The teen millage committee is sponsoring a
car wash to be held this Friday, at the K-mart parking lot from 10-3:00 pm. Proceeds
will go toward the expense of building the teen float, which will be entered in
the Auburn Corn Fest Parade on Sunday, July 16th to encourage
support of the Library millage renewal vote on August 8th.
Ella Jane Martini thanked them for their enthusiasm and support.
Matt Bolt, owner and operator of Harvest Coffee Café located in the Alice and Jack Wirt Library, reported sales are slower than expected. He pointed out that his business relies on Library patrons, and by not allowing beverages into the library, believes it is hindering sales at the Café. M. Bolt is requesting that the Board consider lifting the ban on beverages in the Library.
Linda Heemstra reported from an inquiry she made that over 20 Libraries responded stating they do allow covered beverages in their Libraries with stipulations they are not allowed by computers or Local History/Genealogy rooms.
Motion by J.
Davison, seconded D. Adcock, that staff will bring back a policy in regards to allowing
beverages in the Library. Motion
carried.
CORRESPONDENCE
Bay County Board of Commissioners – five year
appointment of Don Carlyon
Please Tell Us What You Think – Beth Gunther
Carolyn Wierda, Superintendent – Bay City Schools
B.A.I.S.D.
J. Davison asked if a written response had been sent to Beth Gunter. L. Heemstra replied that she has talked with Beth Gunter, and will also be drafting a written response to her.
Motion by J.
Davison, seconded by D. Adcock, to receive the correspondence. Motion carried.
COMMITTEE REPORTS
Finance Committee – Don Carlyon, Chairperson
2007 Budget – K. Ayala stated that the proposed 2007 budget is what is submitted in July to the County. He explained this is a preliminary estimate that will be refined closer to the end of the year. A finance committee meeting will be held in December to finalize the 2007 budget which will then be brought back to the board for final adoption at that time. K. Ayala reported the revenue portion of the operating budget is $5,627,500. He will continue to monitor the state aid and penal fines closely. Penal fines are budgeted for $300,000 for next year also noting that fines are coming in higher than budgeted and all other revenue is being held consistent. Property tax will see a normal 3%- 4% revenue increase. The expense side is a greater unknown with employee benefits/ health insurance. In October, the Library will be notified of health rate increases, which are projected at 15%, also dental at a 5%increase. The Library is now starting to have to contribute an employer’s contribution to the pension. This is projected at 10% contribution level; final revised numbers from studies from retirement board will be received within the next month or two. There is not any pay increases projected as this is a negotiation year with 3 union contracts expiring. An 8% increase for utilities has been factored in for 2007; however the cost will be watched closely as the Library is still learning what the trend will be at Wirt Library. K. Ayala will continue to monitor normal expenses. He will have a better look at the 2007 budget once union negotiations are over. A report will be presented to the full board in December.
K. Ayala explained that VEBA is a voluntary program that was set up a couple of years ago. If the pension fund is greater that 125% funded, the Library can redirect pension contributions into a VEBA fund. At the last study, the Library was funded at 122% and at this time, not allowed to redirect the 4% to the VEBA fund. Although, the Library can always put a percentage of wages or a lump sum into the VEBA fund if the board so chooses. He stated as an example, that along with paying 10% into the pension, the Library could also direct a 1% to VEBA to start funding retiree health care expenditures.
E.J. Martini added that the Finance Committee Board will continue to study the pension fund to prevent any under funding problems.
Motion by Don
Carlyon, seconded by James Davison, to approve the 2007 Preliminary Budget to the
Millage Renewal Committee – Mark Kaplenski, Chairperson
Update at the next meeting.
Personnel Committee – James Davison, Chairperson
Policy Manual – J. Davison reported the committee
met, reviewed the policy manual and numerous changes were made. The employment application was not discussed
but will be included in the packet.
Motion by James
Davison, seconded by Derald Adcock, to approve the Policy Manual. Motion carried.
Managing Librarian III job description. and salary - J. Davison reported this was discussed at the committee meeting and trustees are in favor of creating a Managing Librarian III job description with an equitable salary to enhance the Managing Librarian position at Wirt Library.
Motion by James
Davison, seconded by D. Adcock, to approve the Managing Librarian III job
description and salary. Motion
carried.
UNFINISHED BUSINESS
West Law Library –K. Ayala and Mark Maul have
begun preliminary talks with Kim Meade in regards to the West Law Library moved
to the Wirt Library. Initial concern is
running two data lines that would cost approximately $750-$800. The County will also maintain all updates to
the system at no charge to the Library.
Motion by J. Davison, seconded by D. Carylon, to allow staff to continue and to approve the $750 for data lines. Motion carried.
Technology Plan January 2006 – June 2008
Motion by D. Adcock, seconded by J. Davison to approve the Technology Plan January 2006-June 2008. Motion carried.
Wirt Library Signage - Steve List and L. Heemstra have completed the final walk through at Wirt Library and are now asking for approval to take the Signage out to local vendors for bid.
Motion by J.
Davison, seconded by D. Adcock, to approve the Wirt Library Signage. Motion carried.
OTHER
South Side Branch Renovation - S. List requested
that a work session meeting be scheduled with the board, Skanska and Fishbeck,
Thompson, Carr and Huber for
Dow
The Community Room at Wirt Library will now be underwritten by the Kantzler Foundation after an additional $50,000 donation to the capital fund.
Millage Renewal – L. Heemstra reported that there have been over 5,000 mailers mailed out last week to absentee voters. Fliers will be available in all branches to be passed out at the circulation desk. The message being this is not additional money, but a renewal of the 1.2 mils to keep the Library doors open and service available.
Buy a Book Campaign - L. Heemstra explained the Buy a Book program is still being developed however the focus is currently on the Capital Campaign. This effort will shift to the Buy A Book campaign closer to the holidays.
ANNOUNCEMENTS
A Special board meeting work session has been scheduled
for
Motion by Derald
Adcock, seconded by James Davison, to adjourn the meeting at
___________________________ _______________________
Mark Kaplenski
Trustee Recording
Secretary