MINUTES
OF THE
BAY COUNTY
LIBRARY SYSTEM
BOARD
OF TRUSTEES
REGULAR
BOARD MEETING
August
23, 2006
Ella Jane
Martini, Chairperson, called the regular board
meeting of the Bay County Library System Board of Trustees to order at 5:20 p.m.
on August 23, 2006 in the Community Room, Alice and Jack Wirt Public
Library.
Roll call
present: Derald
Adcock, Don
Carlyon arrived at 7:40 p.m. James Davison,
and
Ella Jane
Martini
Excused:
Mark Kaplenski
Other: Georgianne
Adcock, Kevin
Ayala, Linda
Heemstra, Marilyn Kaeckmeister,
Laurie
LeVasseur, Steve
List, Mark Maul, Mary Mcmanman, Nicole
Pacquett,
Sheila Pearsons, Eileen Schulz, Marge
Spiker, Linda Smith, Denise Trudell, and
Sarah Wohlschlag
MINUTES
Trustees also reviewed
and included in their motion, the minutes from the last Joint Board Meeting
held on June 14, 2006, which they received at this meeting.
Motion by J. Davison, seconded by D. Adcock,
to approve the minutes of June 14, 2006 Joint Board meeting, July26, 2006 Regular
Board meeting and the minutes of the July 26, 2006 Closed Session meeting. Motion carried.
BILLS PAYABLE
Motion by D. Adcock, seconded by J. Davison,
to approve the bills as presented in the amount of $322,403.67. Motion carried.
FINANCIAL REPORT
July 2006
Financial Report
July 2006
Penal Fine Report
2005 Final
Audit Financial Statement
Kevin Ayala reported the Librarys books were audited again by the same firm
the County uses, Rehmann Robson, and was completed at the same.
It was a successful audit.
Motion by D. Adcock, seconded by J. Davison,
to receive the July Financial Report.
Motion carried.
OPEN TO THE
PUBLIC
No input.
CORRESPONDENCE
Please Tell
Us What You Think Rebecca Freudenburg, Nirmala
V. Kantebet,
Cindy Rauschet
and James Shimmel
Letter
White Schneider, Young & Chiodini, PC
Email
messages : Valerie Bledsoe,
Dawn Grantham & raptor2001@ameritech.net
E. J. Martini
requested the letter from the Bay County Board of Commissioners, granting the
request to place the millage renewal question on the November ballot, be
included.
J. Davison asked if staff is responding to the
correspondence received at the library. Linda Heemstra
acknowledged that they are.
Motion by J. Davison,
seconded by D. Adcock, to receive the correspondence. Motion carried.
CONSTRUCTION
PROJECT
Construction
Invoices - $183,349.66 Certificate # 50
Transfer of
monies to the County to pay invoices $178,088.50
Motion by J. Davison,
seconded by D. Adcock, to approve Construction Certificate # 50 in the amount
of $183,349.66 and the transfer of $178,088.50 to the County to pay the
construction invoices. Motion carried.
PROJECT
FINANCIAL REPORT
Construction
Project Cost Estimates and GMP Summary
Construction
Project Expense Summary
Capital
Campaign Summary Report J. Davison
asked if there are any other potential donations staff is aware of. L. Heemstra
responded there are one or two more that are being discussed.
Motion by D. Adcock, 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
Library
Signage Steve List
reported the Library contacted four vendors, with three being in the area, and
received prices back from two. Priem
Sign Studio submitted the lowest bid at $10,742 and it is his recommendation to
award the bid to them.
Motion by J. Davison,
seconded by D. Adcock, to award the bid to Priem Sign Studio for $10,742, and
to approve the transfer of funds from Personal Services to Office Equipment. Motion carried.
Wirt Library
Statue location S. List
shared he had four options drawn up by the architects for review. He is asking for board approval to submit the
location of the statue to the Bay City Planning Commission. He shared that he and L.
Heemstra met with the donor Bob Hetzler who, along with staff, was in favor of
Option A. J. Davison
asked if staff had reviewed the lease on Battery Park to be certain it is in
compliance with that document. S. List
responded that under Article V of the lease it addresses this issue stating the
submittal of such a request is to be taken to the Bay City Planning
Commission. Once he receives the
approval from the Library Board, he will proceed with submitting the request to
them.
Motion by D. Adcock, seconded by J. Davison,
to support Option A for the site location of the sculpture. Motion carried.
OTHER
Close out of
the Wirt Library project J. Davison
asked for an update of the close out of the Wirt Library construction project. S. List responded he has been in contact with
Mark Paulus, Skanska, who is reviewing the last
of the change orders and closeout documents.
He anticipates Skanska will be ready to meet within the next month to
submit the final documents for the Wirt Library construction project.
NEW BUSINESS
Sage Branch
Statue S. List recapped
from his report stating that on August 11, 2006 the statue, Lady of Learning/Goddess of Knowledge, at
the Sage Branch Library was
vandalized with red spray paint. Sarah Wohlschlag,
Managing Librarian at the Sage Branch Library, and he, contacted the State
Preservation Office for advice on who to contact for repairs to the statue; as
it is approximately 122 years old. It
was recommended to contact several restoration companies that work in this area
for a quote on repair of the statue. S.
List has received two quotes for restoring the statue; one at $735 and another
at $1,300. He will proceed with the
quote of $735. The work could begin as soon as tomorrow. The police department
was contacted and is looking into the matter.
It was suggested that the Library offer a reward for information. K. Ayala
responded he would look into whether the Library could legally offer a
reward. He will get back to the board
with his findings.
OTHER
Circulation E. J. Martini mentioned that the Bay County
Library System should soon reach over 1,000,000 materials circulated. As of the end of July the Library has
circulated, 932,000 items.
Summer Reading Program L.
Heemstra shared the Summer Reading Program was a huge success this year; with an
ending total of 6,760 children participating in Bay County, an increase of more
than 1,000 from last year.
OPEN
TO THE PUBLIC
A
second call for public input was made.
There was no input.
CLOSED SESSION per section
15.268 of the Open Meetings Act to consider matters exempt from disclosure
under attorney/client privilege (as provided for under PA 267 of 1976)
Motion by J. Davison,
seconded by D. Adcock, to adjourn for Closed Session at 5:40 p.m.
Roll call: D. Adcock yes; J. Davison yes;
E. J. Martini
yes. Motion carried.
Trustees returned to open session at 8:13
p.m.
ANNOUNCEMENTS
E. J. Martini
announced there will be meetings schedule for the public to meet with trustees
as follows:
Auburn
Branch on August 24, 2006 from 2:00 p.m. 8:00 p.m.
Pinconning
Branch on August 29, 2006 from 2:00 p.m. 8:00 p.m.
Sage
Branch Library on September 5, 2006 from 2:00 p.m. 8:00 p.m.
South
Side Branch Library on September 12, 2006 from 2:00 p.m. 8:00 p.m.
Motion by J. Davison,
seconded by D. Adcock, to adjourn the meeting at 8:14 p.m. Motion carried.
____________________________________ __________________________
Derald Adcock Eileen Schulz
Secretary/Treasurer Recording
Secretary