Baldridge, Botts, Lumpkins, McClary, VanderVelde, Witteveen-Lane 3. APPROVAL OF MINUTES OF REGULAR BOARD MEETING OF DECEMBER 16, 2014

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1 APPROVED BOARD OF LIBRARY COMMISSIONERS FEBRUARY 24, 2015 MINUTES BOARD OF LIBRARY COMMISSIONERS OF THE CITY OF GRAND RAPIDS January 27, :00 pm 111 Library St NE Boardroom Botts called the meeting to order at 4:00 pm. 1. ROLL CALL Board Members Present: Board Members Absent: Administration Present: Staff Present: Baldridge, Botts, Lumpkins, McClary, VanderVelde, Witteveen-Lane Cusack (with notification) Ehlers, Hendrix, Jakel, Warner Mary Knudstrup 2. PUBLIC COMMENTS ON AGENDA ITEMS 3. APPROVAL OF MINUTES OF REGULAR BOARD MEETING OF DECEMBER 16, 2014 Baldridge noted that the minutes should be corrected to state that officers were elected as well as nominated. MOTION: By Commissioner VanderVelde, supported by Commissioner Lumpkins, that the Board of Library Commissioners of the City of Grand Rapids approve the minutes of the regular board meeting of December 16, 2014, as amended. Witteveen- Lane) 4. BOARD COMMENTS Board members discussed the method of receiving tax abatement updates. The board agreed that they should be distributed electronically in the future and that printed copies could be made available on request. 5. COMMITTEE REPORTS No reports.

2 6. OTHER REPORTS No reports. 7. STAFF & FOUNDATION REPORTS A. STATISTICAL REPORT FOR DECEMBER 2014 B. STAFF CHANGES REPORT The board requested that employee separations be broken out into the categories of retirements, resignations, terminations, and layoffs. C. LIBRARY DIRECTOR S REPORT Board members and Warner discussed the director s report. Warner stated that the library had not yet been given a firm date for the city commission s vote on the Transformation Fund, but that she would inform the board when it was scheduled. Warner stated she would send the board a copy of the strategic plan draft well ahead of February s meeting. D. FINANCIAL REPORT Jakel reported on the 218 and 219 funds which covered the first half of FY2015. He stated that expenses in the 218 were currently underbudget, and that the status of the 219 would be contingent on Transformation Fund money from the city. Board members and Jakel discussed the report. E. FOUNDATION UPDATE 8. OLD BUSINESS Warner read a written statement from GRPL Foundation Chair Rob DeVilbiss, who reiterated that the foundation s White Glove event would held at Main on April 22. No old business. 2

3 9. NEW BUSINESS A. POLICY REVIEW Rapids amend policy 40-1(3) to add that The divestiture or removal of any major collection will require Board approval. Board members discussed what constitutes a major collection. Rapids reapprove board policies as amended. B. LLC PLAN OF SERVICE UPDATE Board members and Warner discussed the proposed changes. MOTION: By Commissioner Botts, supported by Commissioner VanderVelde, that that the Board of Library Commissioners of the City of Grand Rapids not approve the modifications to the Plan of Service of the Lakeland Library Cooperative for Section III. Membership, A. Membership in Lakeland Library Cooperative, 3. Withdrawal, which changes notification from six months to twelve (12) months prior to October 1 and adds The change from six months to twelve months takes effect April 1, ACTION: AYES 5-0 (Botts, Lumpkins, McClary, VanderVelde, C. BUDGET INFORMATION REVIEW Jakel stated that the draft budget contained estimated revenues that he hoped would be firmed up by the city later in the week, noting that there would be an adjusted budget for approval in February. Board members and staff discussed the draft budget for FY

4 D. LIBRARY FEE SCHEDULE Rapids approves the fee schedule for FY2016. Warner stated that she might recommend increasing parking rates for FY2017. E. CARPET BID AWARD Board members and Warner discussed the proposed bid awards. MOTION: By Commissioner VanderVelde, supported by Commissioner Rapids award the lower level carpet replacement project to River City Flooring and Rick s Library Moving Services. 10. INFORMATION ITEMS A. MEDIA INDEX B. BOARD & ADMINISTRATOR, JANUARY 2015 C. VOLUNTARY COMMITMENT TO SERVE Board members were asked to sign and submit the annual forms to the director s office. D. ATTENDANCE RECORD 2014 Board members discussed the information item. E. TAX ABATEMENT UPDATES 4

5 11. GRAND RAPIDS EMPLOYEES INDEPENDENT UNION Knudstrup responded that the union had no comments. 12. AGENDA ITEMS FOR REGULAR BOARD MEETING: FEBRUARY 24, Budget approval 13. PUBLIC COMMENTS Meeting adjourned at 5:00 pm. 5