10 E. Chicago St. - Coldwater, MI BRANCH DISTRICT LIBRARY SYSTEM BOARD MINUTES Central Library Meeting Room. July 16, :00 P.M.

Transcription

1 10 E. Chicago St. - Coldwate, MI BRANCH DISTRICT LIBRARY SYSTEM BOARD MINUTES Cental Libay Meeting Room % v* July 16, :00 P.M. PRESENT FOR ROLL CALL Mailyn Ashdown, Caol Bown, Doothy Chey, Gayle Clove, Jack Gay, Adam Hollingswoth, John Swanson, Pesident. No one. ABSENT FOR ROLL CALL ALSO PRESENT Jane Baldwin & Bobbie Bickey, Quincy Libay Boad; Fank Hemphill, Libay Diecto; Richad Shaland, BDLS Boad Consultant; & Libay Staff. APPROVAL OF AGENDA Bown moved, seconded bv Gay to appove the Agenda of July 16, 2002, as amended with the additions to Pesonnel Committee: Adoption of the Diecto's Evaluation Fom; unde Diecto's Repot: Results of Audit Poposals No one at this time. BRIEF PUBLIC COMMENTS APPROVAL OF MINUTES Chey moved, seconded by Bown to appove the minutes of June 18, 2002 as amended with two coections: unde Diecto's Repot motion suppoting Peachtee should ead "No suppot fo the motion - omit wods (will stick with Rumsey & Watkins.") Unde Shewood: Bat Pogam schedule 3:00 p.m. instead of 1:00 p.m. CORRESPONDENCE Michigan Tax Tibunal - Tax abatements. (June 26, 2002) - No action needed. Southen Michigan Bank & Tust (July 2, 2002) - discussed. Dean Insuance (July 8, 2002) Chey moved to authoize John to sign the Statement of Values with claification of what 90% Coinsuance means on the page maked Statement of Values, seconded by Bown.

2 FINANCES 1. Appoval of Bills: Gav moved to appove the bills as submitted, seconded by Chey. 2. Financial Statement: Bown moved to accept the Financial Statement, seconded by Chey. 3. Penal Fine Chat: Discussed. %3 7 PENDING BUSINESS Repots fom Cental and Banch Liaisons: a. Coldwate: Hemphill epoted: > Boad membes ae coveed by the City of Coldwate Eos and Omissions Insuance. > David Renshaw & Nola Bake will be shaing 27 hous a week of wok in the Holbook Heitage Room. Nola is on a Health Leave of Absence, and David will wok the full 27 hous pe week at this time. > Fank is investigating the possibility and feasibility of a Libay Community Foundation to ean a bette inteest ate. b. Bonson: Gayle Clove epoted: > Tuck pointing on building has stated. > Funace ewoking ai condition & heating fo efficiency. > Flag dedication ceemony will be on Sept. 11. Lage ceemony. Eveyone invited. > 110 childen signed up fo Summe Reading Pogam 40 have finished. The pogam uns fo two moe weeks. > The bat consevation pogam will be on Fiday, July 26th at 10:00 a.m. > Pizes fo childen that completed the Summe Reading Pogams will be awaded afte the Bat Pogam. Some pizes have been donated locally. Thee banks in Bonson ae each donating a $50.00 bond. Fiends ae donating a book fo each child that has finished the pogam. Thee is a vey active Pak Pogam and the Bonson Youth Cente and Summe Bible Pogams going on in aea chuches, we have a lot of compition of ou Reading Pogam. > 2 new flat sceen computes fo libay use. > Rewiing downstais of libay. Landscaping and lighting of the flag should be completed soon. c. Quincy: Caol Bown epoted: > Iigation estimates. > Phase 3 shelving estimates. > Pet Paade was July 5 geat success, less than 20 pets. > Summe Reading this Thusday. 100 childen signed up, 60 expected at paty; yad games and efeshments. > Summe Stoy Times (June & July on Fidays.) > Pie sale was successful made ove $ d. Union Twp: Pat Kaniewski epoted: > Summe Reading ends Fiday, with picnic on Satuday 7/20 at 1:00 p.m. at the local pak. > We've been asked to suppot "Ameica Goes Back to School" by having a box in the libay fo donations of school supplies and a money caniste. > A boating safety couse is scheduled fo 9/18/02 thu 10/9/02. > Community Unlimited is going afte a gant and wants us to help out with "in kind" sevices. (21st Centuy Community Leaning Centes Gant.) > Basic Quilting class is in the making. > Capital expenditues - Fax, copie, pinte, scanne combination has been installed. We ae appeciating it. Cost - $

3 e. Shewood: Fank Hemphill epoted: > July 30 Summe Reading Pogam ends. > Pizza paty fo the end of the Summe Reading Pogam. > Bat Pogam will be 3:00 p.m. > Looking into shelving. > Balloon Animal Pogam was successful. daft f. Algansee: Lynnell Eash epoted: > Ai Conditioning is in. > The fax, copie, pinte, scanne installed and woking. > Thee wee 68 childen in the Summe Reading Pogam. > Fiday will be the last day fo Stoy Hous. > Fiends of the Libay had thei Book Sale/Gaage Sale/Bake Sale and made $ > The signs on van ae giving the Libay publicity. 2. Building Committee: Did not meet. 3. Childen's Committee: Did not meet. 4. Pesonnel Committee: (Minutes of July 15th) Employee Tuition Reimbusement Policy, Application, Pomissoy Note, Ageement. Discussion was held on the Policy. Gay moved to accept the Employee Tuition Reimbusement Policy, Application, Pomissoy Note & Ageement, seconded by Clove. Diecto's Evaluation: Discussed. Bown moved that M. Hemphill's contact be enewed and based on M. Hemphill's pefomance, he eceive $1, incease in salay and an additional one week of vacation which would aise his vacation time to five weeks. His contact fom last yea would be enewed to be effective June 19, 2002 with amendment of Paagaph 8, on vacation so that the additional week can be added to eithe of the 10 day peiods mentioned o split between them in a flexible manne, seconded bv Gav. Diecto's Evaluation Fom: Discussed. Ashdown moved that we table appoving the evaluation until the Pesonnel Committee has a chance to eview the diecto's job desciption and his goals and objectives, seconded by Bown. 5. Plan of Sevice Committee: Did not meet. 6. Technology Committee / Childen's Intenet Potection Act: (Minutes of July 1st) Boad eviewed. Continuing to monito Intenet filtes to comply with the Childen's Intenet Potection Act. Summay of Technology Committee Meeting: Stat budgeting fo new technology. Peachtee softwae would be helpful in implementing ou technology plan that has been appoved by the Libay of Michigan and tacking the assets to comply with the new accounting standads. Childen's Intenet Policy - ou policy was lacking in one espect in tems of waning o advising childen not to disclose pesonal infomation egading themselves on the Intenet. In othe espects ou Intenet Policy is adequate. So it is the ecommendation of the Technology Committee that we place signs on the compute monitos waning minos not to give out pesonal infomation. The Libay would put up signs and amend ou Intenet Policy to include saying the libay is going to put up signs on compute monitos waning people not to disclose thei pesonal infomation. Chey moved, that the libay amend the Intenet Access Policy of Septembe 18, 2000 and adopt the new Intenet Access Policy witten by Buce and that the waning be

4 % ; put on the compute sceen as follows: (WARNING!!!! All patons, paticulaly minos, when using the Intenet, avoid disclosing pesonal infomation, such as you Social Secuity Numbe, home addess, and phone numbe. AH such infomation disclosed could expose you to identity theft, unwanted telemaketing, o possibly the appeaance of unwanted o unknown pesons at you home), seconded by Bown. Diecto's Repot: BDLS has efunded $36.73 to Banch County fo taxes advanced on popety that was deeded to the State of Michigan. At the time of settlement the County advanced the tax monies fom thei delinquent evolving funds. This happens occasionally thoughout the yea and thee is a line item expense code in ou budget to cove these costs. The paking lost cost $4, to completely edo. The Banch County Road Commission wok cew came back and moved the cement paking blocks as close to the building next doo as possible without the cas touching the building. The cost is highe than the bid, but the commecial bids eceived wee fo topping the asphalt off, not e constucting. Also, I asked the Boad to authoize additional paving on the County's lot whee the pisone van paked in a pea gaveled space. The gavel jammed the book dop bin wheels, stopping the bin abuptly. I had some concens fom staff about this situation. I have looked high and low fo guidelines on puchasing in the BDLS policy handbook and have not been able to find any. I have checked with Jeanne to see if she was awae of any pocedues in place and adopted by the Boad and she was not. Bab emembes vague a discussion between Maiy H. and the Boad about $ limitation that may have been aised to $500.00, but not witten down - "a gentleman's ageement." Buce thinks it was a $ and has been looking though the minutes. We need to develop a policy on EXECUTIVE LIMITATIONS which cove these situations and whee it is stated clealy what the diecto may and may not do. Following ae some examples which I have discoveed. The Boad needs to tell me what othe limitations have been developed ove the yeas that ae not witten down, but may have been passed by the pevious Boads and ae lost in the minutes. What I am tying to aive at ae eal shap STOPS fo myself and successive Diectos. The Diecto: 1 q- must infom the Pesonnel Committee Membes of employee teminations o lay o f f s. o Cannot puchase items fom the Capital Impovement Funds eseved fo the Banches except at the equest of the Banch Manages. Banch Manages o Banch Advisoy Boads must go to the Boad fo appoval o Mateial puchases, i.e. books, video and audio tapes, ae exempt fom any puchase limitations. o Must seek to puchase goods and sevices at the best pice, giving consideation to quality, eputation, and local affiliation. o May puchase items costing up to $1,100 without Boad appoval with the exception of books, audio & video tapes, and othe libay mateials which ae exempt. o No bids/quotes ae necessay when the libay is puchasing unde the umbella pices offeed to libay coopeatives, county/city govenmental picing, o intemediate school disticts. o Cannot change his o he benefits. o Cannot change the pay o benefits of any employee without Boad authoization. In woking on stategies fo inceasing ciculation, I measued aisles though out the libay and found that none of the aisles wee in compliance with handicapped access. Fo libaies the minimum standad is 36", the optimum 42"; at end of ow with wall hung shelving the minimum is 42", optimum 48". What I have found out is that: a. Fiction aisles ae 29"+, none moe than 30"; tun aound is 30" b. Non-fiction aisles ae 32".

5 % / If we wee to confom to handicapped code in the fiction aea, it would mean that thee would be wall hung shelving, two double faced 18' shelving anges and the shelving between the pillas. Boade aisles and casual seating incease ciculation. I had to cash $200 woth of checks made out to Union Township Libay. Joe Wilkinson was soliciting donations fom local Union City Businesses and he needed the checks cashed to puchase pizes fo the eading club. I cashed them at the local Southen Michigan Bank afte cleaing it with Jay Johnson and the local banch manage. Joe is going to povide me with eceipts fo documention. He and I discussed the situation and how illegal it was fo me to cash those checks. Hopefully, he undestands and will not do it again next yea. He eally makes the Union Township eading club a geat activity fo the kids. CAPITAL EXPENDITURES; ACTION ITEM a. 2 - Systemax 15" Flat Panel Monito, Global Computes $658. b. 1 - RAD7KDS LCD Monito, Wal-Mat $599 c. Flat Sceen monitos fo Refeence Desk, Childen's Sevice Desk & Diectos Office. Buce has been egonomically etofitting wok stations. A. Naative Repot: Fank eceived the Policy and Pocedue fo Puchasing. B. Infomation Items: C. Audit poposals - Boad did accept the poposal and will eview it. NEW BUSINESS 1. BDLS Boad Committees DRAFT: It was eviewed and coected. Nothing at this time. INFORMATIONAL ITEMS None. EXTENDED PUBLIC COMMENTS Bown moved to adjoun. Meeting adjouned at 7:45 p.m. ADJOURNMENT Respectfully submitted: Mailyn Ashd-^n, BDLS Boad Secetay The Banch Distict Libay System will povide necessay easonable auxiliay aids and sevices, such as signes fo the heaing impaied and audio tapes of pinted mateials being consideed at the meeting, to individuals with disabilities at the meeting/heaing upon one weeks' notice to the Banch Distict Libay System. Individuals with disabilities equiing auxiliay aids and sevices should contact the Banch Distict Libay System, 10 E. Chicago Steet, Coldwate, MI (517) o FAX (517)