MINUTES OF THE

BAY COUNTY LIBRARY SYSTEM

BOARD OF TRUSTEES

REGULAR BOARD MEETING

April 26, 2006

Ella Jane Martini, Chairperson, called the regular board meeting of the Bay County Library System Board of Trustees to order at 5:15 p.m. on April 26, 2006 in the Community Room,

Alice and Jack Wirt Public Library. 

Roll call present:  Derald Adcock, Don Carlyon, James Davison, Mark Kaplenski, and

                             Ella Jane Martini

Other:              Georgianne Adcock, Kevin Ayala, Dave Clark, Linda Heemstra,

                        Marilyn Kaeckmeister, Steve List, Kathy MacDonald, Mary McManman,

                        Mark Maul, Sheila Pearsons, Eileen Schulz and Marge Spiker

MINUTES

Motion by J. Davison, seconded by D. Adcock, to approve the minutes of March 21, 2006 Special Board meeting and the March 22, 2006 Regular Board meeting.  Motion carried. 

Don Carlyon arrived at 5:19 p.m.

BILLS PAYABLE

Motion by D. Adcock, seconded by J. Davison, to approve the bills as presented in the amount of $426,952.91.  Motion carried.

FINANCIAL REPORT

March 2006 Financial Report

March 2006 Penal Fine Report – K. Ayala reported the Penal fines continue to come in over budget. 

Motion by J. Davison, seconded by D. Adcock, to receive the March Financial Reports.  Motion carried.

Open to the Public

Don Vanderberg – Don Vanderberg asked several questions pertaining to the Construction Project budget; Library Operating budget; and the dismissal of former Director, Fred Paffhausen.  Kevin Ayala supplied the information he requested regarding the budgets.  Trustee James Davison responded that the board has been advised by its legal counsel not to discuss the termination of F. Paffhausen.

Kevin Ayala – K. Ayala reminded the public that the millage renewal vote scheduled for August 8, 2006 ballot, is a renewal for the current $1.2 mil operating budget which will expire at the end of this year.  He stressed that it is not an increase to taxpayers.  The amount will remain the same for what taxpayers are currently seeing on their property tax statements.  This renewal is critical to operating the Bay County Library System and to be able to continue offering the programs and services to the public as it does now.  He invited anyone with questions and comments to call him at the Library.

CORRESPONDENCE

Please Tell Us What You Think - Nancy Piesik

Card – Kathy Gilson

Letter to Penzien Funeral Home

Letter to Congressman Dale Kildee

Motion by J. Davison, seconded by D. Adcock, to receive the correspondence.

Managing Librarians.  Motion carried.

COMMITTEE REPORTS

Personnel Committee – James Davison, Chairperson – J. Davison explained that he has requested staff to submit an up to date list of the open positions within the Bay County Library System.  This is done to let trustees know which positions are being filled, as not all of them come before the Personnel Committee as some of these positions are posted and candidates are interviewed by staff.  These are not new positions but ones that have become vacant as staff has taken positions elsewhere in the system or have left the Bay County Library System. 

Also at last month’s meeting, there was a request for Compensatory Time being available to non-represented full-time employees that are required to attend meetings and such, outside of their regular 40 hour work week.  He stressed they would be compensated for straight time off for the additional hours worked; no additional pay would be given.  This time could only be accumulated up to 40 hours in one year and would need to be used by the end of the year in which it was earned.  There would be no per diem given to employees.

Finance Committee – Ella Jane Martini, Chairperson

No meeting, no report.

Ella Jane Martini appointed Don Carlyon to the Finance Committee. 

Millage Renewal Committee – Mark Kaplenski - Chairperson – Mark Kaplenski shared that the committee continues to meet on a bi-weekly schedule.  He referred to K. Ayala’s comments during Open to the Public, that there seems to be some confusion within the community as to whether this millage is asking for additional money.  It is strictly for a renewal of the current operating 1.2 mils which will expire at the end of this year.  One campaign that will begin shortly is ‘Carry the Message to the Community’, where volunteers will visit many of the township meetings to present a Power Point presentation on the millage renewal.  Another campaign willl focus on teens and will encourage their involvement with the millage renewal vote.  Groups of teens are being organized now from many of the area schools to support the millage renewal. 

UNFINISHED BUSINESS

Interim Director – Linda Heemstra – E. J. Martini asked for a motion to approve hiring Linda Heemstra as Interim Director to begin on May 1, 2006 at an hourly rate of $20.  She shared the board did interview one other candidate that charged $75 per hour. 

Motion by D. Adcock, seconded by M. Kaplenski, to approve hiring Linda Heemstra as Interim Director for $20/hour.  4 yeas and 1 opposed.  Motion carried.

Assistant Director – J. Davison shared there was one candidate, Kevin Ayala, who applied for the position.  He shared that he met with K. Ayala to discuss this position and recommends to hire him as the Assistant Director for the Bay County Library System.  This position will take effect May 1, 2006.

Motion by J. Davison, seconded by D. Adcock, to hire Kevin Ayala to assume the duties of the Assistant Director for the Bay County Library System effective May 1, 2006.  Motion carried.

NEW BUSINESS

Collective Bargaining Schedule – E. J. Martini stated that all three labor contracts will expire at the end of this year.  J. Davison will represent the board during the negotiations for the new contracts. 

New Director – E. J. Martini directed staff to advertise for a new Director in all Library related publications and on Library Internet pages.  J. Davison noted the job description for the Director is current.  K. Ayala pointed out that in addition to advertising in these areas, Director Roger Mendel of the Mideastern Michigan Library Cooperative would be available to assist the Bay County Library System in its Director search. 

Motion by J. Davison, seconded by D. Adcock, to adjourn the meeting at 5:40 p.m.  Motion carried.

___________________________                                          _______________________

Derald Adcock                                                                       Eileen Schulz

Secretary/Treasurer                                                                 Recording Secretary