MINUTES OF THE

BAY COUNTY LIBRARY SYSTEM

BOARD OF TRUSTEES

SPECIAL BOARD MEETING

August 9, 2006

Ella Jane Martini, Chairperson, called the Special Board meeting of the Bay County Library System Board of Trustees to order at 5:18 p.m. on August 9, 2006 in the Community Room of the Alice and Jack Wirt Public Library.

Roll call present: Don Carlyon, James Davison, Mark Kaplenski and Ella Jane Martini

Excused: Derald Adcock

Other: Connie Barton, Judy Brown, Tracie Compton, Denise Dansereau,

Brooke Garcia, Esther Harrington, Linda Heemstra, Don Johnson,

Martha Johnson, Marilyn Kaeckmeister, Karen Koroleski, Jane Leavitt,

Steve List, Mark Maul, Fred Martini, Laura Meirlaen, Reginald Meirlaen,

Mark Oetting, Betsy Osborn, Cordean Perrault, Nicole Pacquett, Paula Pashak,

Sheila Pearsons, Deb Reeves, Virgil Richards, Janice Sass, Eileen Schulz,

Linda Smith, Marge Spiker, Ryan Stanton, Denise Trudell, Julie Trudell,

Kurt Welch, Sarah Wohlschlag and others from the public.

MINUTES

Motion by J. Davison, seconded by M. Kaplenski, to approve the minutes of July 12, 2006 Special Board meeting. Motion carried.

Before continuing on with agenda items, Ella Jane Martini took this time to thank everyone who worked on the Millage Renewal campaign. She commented that although it did not have the results hoped for, there will be a request made to place it on the November Ballot. Along with this request, she will ask staff to put together a recommendation of budgetary adjustments.

November Ballot Resolution – Ella Jane Martini asked for a motion to request that the County Commissioners place the millage renewal question on the November 2006 Ballot. James Davison stated that according to the County’s legal department, this resolution needs to be made this evening in order to meet the deadline for the November Ballot. He believes it is very important this millage renewal request is presented to the taxpayers one more time.

Motion by J. Davison, seconded by D. Carlyon, to pass a resolution stating that the same ballot language as used in the August 2006 campaign be placed on the November 2006 ballot. Motion carried.

Staff Budgetary Recommendations – E. J. Martini requested a resolution to direct staff to prepare recommendations for the library board to address possible closings of the branches and staff layoffs.

Motion by M. Kaplenski, seconded by D. Carlyon, to direct staff to prepare recommendations for the board for the budgetary adjustments to close libraries and staff layoffs.

Before voting on this recommendation J. Davison stated that he is not in favor of closing any of the Library buildings; however he agreed there may be need to reduce the hours the Libraries are open to the public. In response to J. Davison’s concerns, E. J. Martini offered the following friendly amendment: To adjust the open hours of each of the Library buildings. M. Kaplenski and D. Carlyon accepted the amendment. Motion carried.

E. J. Martini shared that she had received several calls today requesting the renewal be placed on the November ballot and only one caller who was not in favor of it.

OPEN TO THE PUBLIC

Virgil Richards – Virgil Richards shared his thoughts on why the millage did not pass in Bay County. He believes it is due to the presence of Ella Jane Martini and the re-hiring of retired Library Director Linda Heemstra. In addition, he also believes the expense of the lawsuit that has been filed against the Library by the recently fired Library Director Fred Paffhausen, has also contributed to the millage not passing. E. J. Martini thanked him for his input.

Denise Trudell – Denise Trudell stated for clarification that it is the County Board of Commissioners who appoint Library Board trustees. Library trustees do not get paid nor do they rarely submit mileage slips for traveling to and from meetings. The Library Board is the only group that can hire, fire or terminate any employee of the Bay County Library System and pointed out that because an individual has filed a lawsuit against the Library, does not necessarily mean they will be successful. She is of the opinion that the Library will need to reduce services and hours and that it should be done right away; not wait until after the November election. She is confident the Library Board will treat the employees fairly and give them enough notice of their recommendations.

E. J. Martini stated that although it is the Library Board’s practice not to respond during ‘Open to the Public’ segment of board meetings, she invited V. Richards to meet with her after the meeting to further discuss his concerns.

Mark Kaplenski stated he respected the comments made by both individuals who spoke. After yesterday’s defeat of the millage renewal, he very much wants to hear from the public in order to determine the corrective measures that are needed to pass the millage renewal in November.

OLD BUSINESS

South Side Branch Design – E. J. Martini turned this portion of the meeting over to the architect, Kurt Welch from Fishbeck, Thompson, Carr and Huber and Skanska representative, Mark Oetting. K. Welch recapped from the last design meeting where the board directed the architect to prepare four different design schemes for South Side. Scheme C.1 - includes a garage inside the existing building for the bookmobile. Scheme C.2 – depicts a garage added on to the existing building to house the bookmobile. This was done to allow two things, eliminating some of the extra cost that would be incurred in modifying the existing building and secondly, would allow for a better turning radius for the bookmobile. Option C. 3 – keeps the program room where it currently is and some modifications to the restrooms, moving them slightly further toward the side entrance but keeping costs down by using the existing plumbing. This option shows the bookmobile housed within the current building. The last option, C. 4 – shows an added on garage for the bookmobile as well. Mark Oetting explained that with the first two options, which relocate the restrooms, are not as cost effective as the C 3 and C 4 options, where essentially what is being planned is the remodeling of the plumbing in the existing locations. The cost for these two options is approximately $50,000 each, less than Options C 1 and C 2. The C 3 scheme was cost out at $1,224,000 with Option C. 4 at $1,285,000. He believes both of these options are within reach of the budget.

James Davison questioned the effect of delaying construction if it was decided to wait until after the November millage campaign, knowing that with the bond money, by law, needs to be spent on construction but if the millage should fail, the board may have to look at different options. He asked what ramifications this would have to the project timeline. K. Welch responded that there have been the bare minimum design drawings in existence for quite some time; it would be a board decision to move forward with the current designs that would result in additional design costs, not knowing what the outcome in November would be. On the other hand he noted that material costs will continue to increase, impacting the total cost of the project, the longer it takes for construction. If the project is held up until after the November vote, the project could end up costing more for minimal renovations. K. Welch concurred. K. Welch suggested if a decision was made today on one of the schemes to move forward with, especially scheme C 3, which shows all renovations to take place within the existing footprint; this would be the simplest design scheme. He pointed out however; there has been concern over getting the bookmobile in and out of the garage. M. Oetting added that there is about a month leeway, allowing for preliminary work to be done first, construction could start December 1.

Don Carlyon reiterated that legally, the money to be used for renovations cannot be spent on the operations of the Library, therefore to wait until after the November ballot to begin renovations would have no bearing on whether to move forward with the project. The plan is to have a building to serve the public over the next 20 plus years, not for a short period of time. E. J. Martini asked staff their thoughts on the plans for South Side Branch. Bethany Rye pointed out that the plans do not show a room for a communications closet. K. Welch agreed, however the area designated as office space, is a general description of which some would be designated for this equipment. Sheila Pearsons and Jane Leavitt, Managing Librarians from Auburn and South Side Branch believe either scheme C-3 or C-4 would meet the needs of the community; however they are both in agreement that scheme C-4 appears to offer more storage space.

After further discussion, trustees were in agreement to move forward with scheme C-4.

Motion by J. Davison, seconded by M. Kaplenski, to approve scheme C-4.

Roll call: M. Kaplenski – yes; D. Carlyon – yes; J. Davison – yes; E. J. Martini – yes. Motion carried.

K. Welch will begin discussions with the City Manager on the site plan for the project.

K. Welch suggested that staff meet and review the plans from the original design and the approved Scheme C-4 plan from this evening. E. J. Martini concurred with this suggestion.

ADJOURN

Motion J. Davison, seconded by M. Kaplenski, to adjourn the meeting at 6:22 p.m. Motion carried.

________________________________ ________________________________

Derald Adcock Eileen Schulz

Secretary/Treasurer Recording Secretary