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: Don Carlyon, James Davison,
Mark Kaplenski and Ella Jane Martini
Excused:
Derald Adcock
Other: Kevin Ayala, John Decker, Linda Heemstra,
Pat Kaltenbach,
Marilyn Kaeckmeister, Steve List, Fred
Martini, Mark Maul, Paula Pashak,
Sheila Pearson, Eileen Schulz, Linda
Smith, Marge Spiker and Denise Trudell
MINUTES
It was noted an
error had been made and corrected in reporting the millage renewal total that should
read 1.2 mil.
Motion by J. Davison, seconded by D. Carlyon,
to approve the minutes of
BILLS PAYABLE
Motion by J. Davison, seconded by D. Carlyon,
to approve the bills as presented in the amount of $441,660.07. Motion carried.
FINANCIAL REPORT
June 2006
Financial Report
June 2006
Penal Fine Report – Kevin
Ayala shared that the Penal Fine total for June was not available in time for the
board meeting. He shared that as of to
date, Penal Fines have come in over what has been budgeted for the year.
Motion by J. Davison, seconded by D. Carlyon,
to receive the June Financial Report. Motion carried.
OPEN TO THE
PUBLIC
Nicole Paquette – Nicole Paquette is the teen representative
for the Millage Renewal Committee. She
and several of her friends shared the importance of renewing the Bay County
Library’s 1.2 operating millage for another four years. She stressed what the library means to her, the community and especially
to the children of
Kevin Ayala – K. Ayala addressed the millage renewal by
reminding the public that it is a renewal of what is currently on the tax
rolls. He explained that according to
the rules and laws that mandate ballot language, it is worded as an increase,
but as one reads the entire ballot question will understand that it is for a
renewal. He equated it to a home valued
at approximately $100,000 with a taxable value of $50,000; a homeowner is paying
approximately $1.15/week to enjoy all that the Bay County Library System offers
to the public. As a member of the
millage committee he asked for the support of the public to continue these
services in
CORRESPONDENCE
‘Please Tell
Us What You Think’ – Mary Bush and Elizabeth Urban
Letter – Bay
Letter –
Katie Merrill
Letter –
Unique Management Services
James Davison
asked if there were responses sent to those who submitted a ‘Please Tell Us
What You Think’ form. K. Ayala responded
that phone responses were made to both patrons.
Regarding Elizabeth Urban’s comment on the South Side Branch Library
closing, when he did talk to E. Urban he made it very clear that the South Side
Branch Library will be renovated, that there is money in the budget for this
project. She had understood there was no
money left for the project and that the Library would close. He ask that she inform as many of her
contacts as she could to squelch the rumor; and to assure them that the board
is working diligently on approving a renovation plan and to begin this final construction
project.
Motion by J. Davison, seconded by D. Carlyon,
to receive the correspondence. Motion carried.
CONSTRUCTION
PROJECT
Construction
Invoices - $10,563.61 Certificate # 49 – Ella Jane Martini explained that the construction invoices will be
brought to the Library’s regular meeting until the joint board meetings with
the Building Authority resume. These
have been temporarily suspended until construction is ready to begin on the
South Side Branch Library.
E. J. Martini explained
the invoice for legal fees included in this packet are due to title work that
needed to be done on the Wirt Library site as several properties were brought
together to form the current site of the Library.
Transfer of
monies to the County to pay invoices $1,062.00
Motion by J. Davison, seconded by M.
Kaplenski, to approve Construction Invoice # 49 for $10,563.61 and the transfer
of $1,062.00 to the County to pay invoices. Motion carried.
PROJECT
FINANCIAL REPORT
Construction
Project Cost Estimates and GMP Summary
Construction
Project Expense Summary
Capital
Campaign Summary Report –
Linda Heemstra commented that there is $2.8 million pledged of the $3,000,000
goal. The Capital Campaign committee
continues its work to raise the remainder of that pledge.
Motion by M. Kaplenski, seconded by J.
Davison, to receive the Construction Project Cost Estimates, GMP Summary,
Construction Project Expense Summary, and the Capital Campaign Summary
Report. Motion carried.
UNFINISHED
BUSINESS
Code of
Conduct revision – E. J.
Martini asked for approval of the revised Code of Conduct for the Bay County
Library System. She explained the
purpose of this revision was to incorporate the Beverage and Food Policy
adopted earlier in the month. That
policy will now allow covered drinks in designated areas within the
Library. This will begin on
Motion by J. Davison, seconded by D. Carlyon,
to approve the revised Code of Conduct effective
Summer
Reading Program – L.
Heemstra shared that the Summer Reading Program is a huge success, surpassing
last year’s totals of 5,500 children.
With two weeks left of the Summer Reading Program, the number of children
is at 6,092 children and teens participating in this program.
NEW BUSINESS
OTHER
Library
Information – Don Carlyon
commented on the misinformation E. Urban had heard regarding the South Side
Branch Library, which reinforces the importance of trustees and staff alike, to
counteract it at every opportunity by supplying factual information. He brought up another misconception people hear
that there is no need for Libraries, as ‘everyone has computers’. The fact is, not everyone does have computers
but they can come to their local library to use them there.
South Side
Branch Managing Librarian –
K. Ayala announced that Jane Leavitt, the new South Side Branch Managing
Librarian, began
State
Librarian visit – L.
Heemstra announced State Librarian, Nancy Robertson, will be visiting the Alice
and Jack Wirt Public Library on
Director’s
report – L. Heemstra shared that
the Bay County Library System co-sponsored with the Convention and Visitor’s
Bureau the Story Tellers booth at the Tall Ships celebration this past weekend
in
Display Case
policy - Work is being done
toward developing a Display Case policy as there are many organizations and
individuals who wish to lend their collections for display.
Information
Commercials - There have
been two, Bay County Library System information commercials completed by
Charter Communications. The second one
will begin airing on July 27 for 13 weeks on the Lifetime, History, HGTV and Discovery networks.
Bay 3TV - Harold Beauchamp of Bay 3TV, has been
working with staff to produce a 30 minute, informational video highlighting all
the features and services offered by the Bay County Library System. Leeds Bird will supply the narrative for this
video, which will begin airing on
ANNOUNCEMENTS
South
Side Branch Construction Meeting – E. J. Martini stated that trustees will be
notified when the next construction meeting for the South Side Branch Library
will be scheduled.
Primary
Election Day
– E. J. Martini reminded the public to vote on
Lawsuit – E. J. Martini announced
board trustees must meet in Closed session to discuss
the recently received lawsuit.
CLOSED SESSION to consider
matters exempt from disclosure under attorney/client privilege (as provided for
under PA 267 of 1976)
Motion by J. Davison, seconded by M.
Kaplenski, to adjourn for Closed Session at
Roll call: M. Kaplenski – yes; D. Carlyon –
yes; J. Davison – yes; E. J. Martini – yes.
Motion carried.
Trustees returned to open session at
Motion by J. Davison, seconded by M.
Kaplenski, to adjourn the meeting at
____________________________________ __________________________
Derald Adcock Eileen
Schulz
Secretary/Treasurer Recording
Secretary