Monroe County Library System,  Monroe, MI 48162

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MONROE COUNTY LIBRARY SYSTEM
BOARD OF TRUSTEES MEETING MINUTES

1. At a Regular Meeting of the Board of Trustees of the Monroe County Library System held on August 9, 2004 at the Vivian Branch Library , the meeting was called to order by Chairperson Catharine Calder. Roll call by Secretary Larry Gregory follows:

Present: Cathe' Calder, Chair; Fred Lux, Vice-Chair; Larry Gregory, Secretary; MaryAnn Bourque, Trustee; Nancy Colpaert, Director; and Diane Fetterly, Recording Secretary.

Excused: Elizabeth Taylor, Trustee

Staff: Frenchtown Community Librarian Jane Steed

A quorum being present, the Board proceeded to transact business.

2. Motion by Secretary Gregory, supported by Trustee Bourque, to accept the agenda. Motion carried.

3. Motion by Vice-Chair Lux, supported by Trustee Bourque, to accept the minutes of the regular board meeting on July 12, 2004 as printed. Motion carried.

4. Public Comment - None.

5. Consent Agenda
Motion by Vice-Chair Lux, supported by Secretary Gregory, to accept the items on the consent agenda, including the July 2004 Financial Report, and place on file. Motion carried.

6. Committee Reports
Finance Committee
Chair Calder said the committee reviewed the financial reports and bills for July. Penal fines were reviewed and July 2004 was the highest for that particular month in five years. We will meet the projected penal fine budget for 2004.

Facilities Committee
No meeting.

Policy and Personnel Committee
No meeting.

Community Partnering Committee
No meeting.

Technology Committee
No meeting.

Woodlands Update
Secretary Gregory and Vice-Chair Lux attended the meeting on July 15th. The cooperative will receive 5,000 cd's from a lawsuit settlement against the record industry. Ernie Harwell is the new spokesperson for PLFIG. State funding will be $.45 per capita. Woodlands received the Reed Grant to purchase a mobile laptop training lab which will include 11 laptops to train the unemployed.

Legislative Update
Nothing new to report.

7. Unfinished Business
None.

8. New Business
Motion by Secretary Gregory, supported by Vice-Chair Lux, to approve the bills for the month ending July 31, 2004 in the amount of $630,372.45. Motion carried.

Motion by Trustee Bourque, supported by Vice-Chair Lux, to approve sending out the 2005 tax notices as prepared based on figures provided by the Equalization Dept. Secretary Gregory will sign Form L-4029. Motion carried.

Motion by Vice-Chair Lux, supported by Trustee Bourque, to approve the contracts with Woodlands Library Cooperative beginning October 1, 2004 through September 30, 2005 totaling $168,695.12. The contracts are for automation services, fiscal services, cooperative periodicals, interlibrary loan services and delivery services. Motion carried.

Motion by Vice-Chair Lux, supported by Secretary Gregory, to approve the membership contract with Woodlands Library Cooperative for fiscal year 2004-2005. Motion carried.

Motion by Vice-Chair Lux, supported by Trustee Bourque, to reappoint Secretary Gregory to the Woodlands Library Cooperative Governing Board for the three year term October 2004 to September 2007. Motion carried.

Motion by Secretary Gregory, supported by Vice-Chair Lux, to approve a $2000 contribution to the Public Library Funding Initiative Group for their public education campaign in Michigan. Motion carried.

Tabled Item #G to allocate funds to purchase hardware/software product for digitization of library card and Internet account applications. Technology will demo the unit before purchase. Vice-Chair Lux asked that Ms. Braden bring the product and purchasing information to the Technology Committee meeting on September 20.

9. Director's Report
Director Colpaert thanked the board for their support of the very successful millage campaign. She passed out a spreadsheet of millage results by precinct. Ms. Colpaert and the Finance Committee will attend the Milan Library Board meeting tomorrow night to discuss the Milan board's decision to rescind the reciprocal borrowing agreement between MCLS and Milan. She has prepared a timeline of communication with them from 1989 to present.

We received a $2,000 grant from Mercy Memorial Hospital Foundation to purchase copies of "Read to your Bunny" for the BabyNet packets distributed to new mothers. We also received a grant from Premier Assistive Technology for software for our low vision computer at Ellis .

Frenchtown Senior Center newsletter featured an article encouraging seniors to sign up for library cards.

Director Colpaert has prepared a letter to be sent to staff, library branch friends groups, and Citizens for Libraries committee, thanking everyone for their support of our millage and would like board members to sign it.

A new self-checkout service will debut at Ellis soon. The new Innovative Millennium software will enable patrons to scan their library card and check out their own items. If they have items overdue, on hold, or need CD's and DVD's, the computer will instruct them to see someone at the circ desk. This will give staff more time to assist patrons.

10. Board Comments
Vice-Chair Lux said it is absolutely wonderful that the millage passed. The board needs to express their thanks to the staff. Chair Calder said she would send out an email message to everyone on the listserv.

Trustee Bourque thanked everyone for their hard work on the millage campaign.

Secretary Gregory is very thankful that the millage passed, although disappointed that it did not carry in his township and that voter turnout was so low. The big picture though is that the money will be used wisely and will make a difference in the Monroe County Library System.

Chair Calder said she always felt that the millage results would be very close, but didn't think we would be sweating through the results precinct by precinct. She contributed the results to tough economic times, low voter turnout, ill will towards the Bedford Township building project, and people misinformed about how our library branches are funded. It was a tough sell and she credited Director Colpaert and her staff for their hard work.

11. Public Comment - Librarian Jane Steed recalled the night of the election, watching as results were coming in precinct by precinct and said it started to turn around when Frenchtown Township passed the millage in eight of their nine precincts.

12. Announcements
Date of Next Board Meeting - Monday, September 13, 2004 @ 6:00 p.m., at the Dundee Branch Library , 144 E. Main St., Dundee.

13. Adjournment
Motion by Vice-Chair Lux, supported by Secretary Gregory, to adjourn the meeting at 6:35 p.m. Motion carried.

Respectfully submitted,
Larry Gregory, Secretary
Catharine Calder, Chairperson

Click here to go back to Board of Trustees Meetings for 2004


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