MINUTES OF THE

BAY COUNTY LIBRARY SYSTEM

BOARD OF TRUSTEES

REGULAR BOARD MEETING

September 27, 2006

James Davison, Vice Chairperson, called the regular board meeting of the Bay County Library System Board of Trustees to order at 5:25 p.m. on September 27, 2006 in the Community Room, Alice and Jack Wirt Public Library.

The Pledge of Allegiance was recited.

A moment of silence was observed for Mayor Robert Katt who passed away on September 8, 2006.

Roll call:

Present: Derald Adcock, Don Carlyon, and James Davison

Excused: Mark Kaplenski and Ella Jane Martini

Other: Georgianne Adcock, Kevin Ayala, Linda Heemstra, Jane Leavitt, Steve List,

Mark Maul, Mary McManman, Eileen Schulz, Linda Smith, Ryan Stanton and

Sarah Wohlschlag

MINUTES

Motion by D. Adcock, seconded by Don Carlyon, to approve the minutes of August 23, 2006 Regular Board meeting, August 23, 2006 Closed Session meeting and the minutes of the August 31, 2006 Special Board meeting. Motion carried.

BILLS PAYABLE

Motion by D. Adcock, seconded by J. Davison, to approve the bills as presented in the amount of $343,268.67. Motion carried.

FINANCIAL REPORT

August 2006 Financial Report

August 2006 Penal Fine Report

Letter to Rehmann Robson re: 2005 Final Audit

Motion by D. Adcock, seconded by D. Carlyon, to receive the August Financial and Penal Report and the correspondence from Rehmann Robson re: 2005 Final Audit. Motion carried.

ADMINISTRATION REPORTS

Iterim Director Report - Linda Heemstra shared that the Library continues to hear from people in the community expressing their concerns with the upcoming millage renewal. They are stepping forward and volunteering to serve on the millage renewal campaign.

Motion by D. Adcock, seconded by J. Davison, to receive the Interim Director’s Report. Motion carried.

Assistant Director Report – Kevin Ayala shared as this is his first report submitted to trustees as the Assistant Director for the Bay County Library System, he has listed several goals he believes will help improve services throughout the Library. He will continue to provide updates to the board on these goals.

Motion by D. Adcock, seconded by D. Carlyon, to receive the Assistant Director Report. Motion carried.

Superintendent of Buildings and Grounds Report – Steve List stated, in addition to his report, due to the numerous comments the Library has heard regarding the drive up book return for the Wirt Library, he has contacted the architects to discuss options to make it more user friendly. He will bring these options back to the board once they are finalized.

Motion by D. Adcock, seconded by D. Carlyon, to receive the Superintendent of Buildings and Grounds Report. Motion carried.

OPEN TO THE PUBLIC

There was no input.

CORRESPONDENCE

‘Please Tell Us What You Think’ – Jerry & Linda Doan, R. Harrelson and Rosemary P.

Email messages : Pastor Nathan Bickel, Herbert Brinn, Rosanna Cajigas, Char Johnroe, Diane Kern and Fred Nowak

Thank you note from Bay County Public School Academy

James Davison shared that board chairperson, Ella Jane Martini, has contacted Pastor Nathan Bickel and has answered many of his questions stated in his email message.

Motion by D. Adcock, seconded by D. Carlyon, to receive the correspondence. Motion carried.

COMMITTEE REPORTS

Millage Committee – Don Carlyon – Don Carlyon shared that the Millage Renewal Committee has met three times; the first meeting led by trustee Mark Kaplenski. He offered his gratitude to M. Kaplenski for all of his work done on the August Millage Renewal Campaign. The Millage Renewal Committee has expanded with new members that have served on previous campaigns and will bring valuable experience and information to the committee. L. Heemstra added there have also been several companies in the community who have offered graphic support to help with putting together campaign material. She continues to receive phone calls from the public who want to offer their support to the Library and the millage renewal vote on November 7. L. Heemstra invited any community organization who would like to have a representative from the Library speak at their meetings to provide information, answer questions, etc. Anyone interested may call the office at 894-2837 – ext. 2223.

D. Carlyon also shared that trustee Mark Kaplenski, has written an exceptional report providing a response to the many concerns and questions submitted by the public. It is his intentions to submit this to the Bay City Times.

CONSTRUCTION PROJECT

Construction Invoices - $202,312.80 Certificate # 51

Motion by D. Adcock, seconded by D. Carlyon, to approve Construction Certificate # 51 in the amount of $202,312.80. Motion Carried.

Transfer of monies to the County to pay invoices $192,107

Motion by D. Adcock, seconded by D. Carlyon to approve the transfer of $192,107 to the County to pay the construction invoices. Motion carried.

PROJECT FINANCIAL REPORT

Construction Project Cost Estimates and GMP Summary

Motion by D. Carlyon, seconded by D. Adcock, to receive the Construction Project Cost Estimates and GMP Summary. Motion carried.

Construction Project Expense Summary

Motion by D. Adcock, seconded by D. Carlyon, to receive the Construction Project Expense Summary. Motion carried.

Capital Campaign Summary Report – Linda Heemstra reported the Capital Campaign committee continues to work on obtaining more donations for the Capital Campaign.

Motion by D. Adcock, seconded by D. Carlyon, to receive the Capital Campaign Summary Report. Motion carried.

UNFINISHED BUSINESS

Display Case Policy – L. Heemstra explained this policy is an update to the current Display Case policy for the Bay County Library System. She shared there are several members from the community who have offered their collections to be on display. L. Heemstra has met with department heads to review this policy and to be assured of everyone’s responsibilities in maintaining these collections. J. Davison added that neither he, as the Personnel Committee chairperson, or trustee Derald Adcock, also on this committee, felt the need to call a Personnel Committee meeting solely for the purpose to approve this policy.

Motion by D. Carlyon, seconded by D. Adcock, to approve the Display Case Policy. Motion carried.

OTHER

Sage Statue – J. Davison asked for an update on the vandalism that was done to the The Lady of Learning statue at the Sage Branch Library. Steve List shared that approximately 95% of the red spray paint has been removed; the restoration company is working again this weekend to try and remove more of it before their final cleaning of a lime wash process. J. Davison asked if it had been determined whether the Bay County Library System could offer a reward for information leading to a conviction on the vandalism done to this statue. Kevin Ayala responded he has spoke with legal representatives and was assured the Library can offer a reward. Trustees discussed the amount and agreed on $500 as it has cost approximately $1,000 to restore this statue.

Motion by D. Adcock, seconded by D. Carlyon, to approve the reward amount for information leading to a conviction of up to $500 for the vandalism done to the Sage Branch statue. Motion carried.

NEW BUSINESS

2006 Page Wage Scale – K. Ayala pointed out the new minimum wage will go into effect on October 1, 2006. This will be the first of three increments over the next three years. This increase will stay in compliance with the state mandated increase.

Motion by D. Adcock, seconded by D. Carlyon, to approve the 2006 Page Wage Scale, effective 10-1-06 through 12-31-06. Motion carried.

OPEN TO THE PUBLIC

A second call for public input was made. There was no input.

OTHER

Community Room use policy – J. Davison requested this policy be reviewed again by staff with a recommendation brought back to the next board meeting for trustees’ review.

Motion by D. Adcock, seconded by D. Carlyon, to adjourn the meeting at 5:52 p.m. Motion carried.

____________________________________ __________________________

Derald Adcock Eileen Schulz

Secretary/Treasurer Recording Secretary