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MONROE COUNTY LIBRARY SYSTEM
BOARD OF TRUSTEES MEETING MINUTES

•  At a Regular Meeting of the Board of Trustees of the Monroe County Library System held on December 19, 2005 at the Ellis Reference and Information Center , the meeting was called to order by Chairperson Calder. Roll call by Secretary Elizabeth Taylor follows:

Present: Catharine Calder, Chair; Larry Gregory, Vice-Chair; Elizabeth Taylor, Secretary; MaryAnn Bourque and Fred Lux, Trustees; Nancy Colpaert, Director; and Diane Ohlemacher, Recording Secretary.

Staff: Nancy Bellaire

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

•  Motion by Vice-Chair Gregory, supported by Trustee Lux, that the agenda be approved as amended. Motion carried.

•  Motion by Secretary Taylor, supported by Vice-Chair Gregory, to accept the minutes of the budget workshop on November 9, 2005 as amended (change date at top of pg. 2 and secretary's name on last page). Motion carried.

•  Motion by Trustee Bourque, supported by Secretary Taylor, to approve the minutes of the regular board meeting November 14, 2005 as amended. Motion carried.

•  Public Hearing on Proposed 2006 Budget. The budget has been available at all branch libraries since December 1, 2005 and an ad ran in the Monroe Evening News. There was no comment from the public.

•  Presentation by Cathy Nagy, actuary from Gabriel Roeder and Smith. Ms. Nagy passed out a summary of the Monroe County Library System 2004 Actuarial Valuation of the Retiree Health Benefits highlighting the 2004 evaluation results. It is good news. The contribution rate actually decreased from last year from 20.98% of payroll to 19.83% of payroll. The dollar amount for fiscal 2006 to be contributed to the VEBA is $457,362. The contribution decreased mainly because one of the biggest assumptions made is what healthcare costs would be in the future. The fact that MCLS is contributing on a regular basis allows the contribution to somewhat level out.

The plan's funded ratio is 16.10% as of December 31, 2004.

Historical contributions from 1998 through 2004 were noted in a graph reflecting employer normal cost and employer contribution. There have been changes in assumptions and changes in benefits.

GASB 43/45 standards were issued last year and every governmental entity must comply and dates to comply depend on the size of entity. MCLS should confirm with the auditors the date of compliance and GRS will then prepare a GASB compliant actuarial valuation.

Medicare part D prescription drug benefit has not been reflected in this valuation. MCLS has applied for a reimbursement and will consult GRS when the reimbursement is received.

For the retirement system which provides pensions for library system retirees, MCLS employer contributions for fiscal year 2006 remain at zero. Employer contributions are expected to resume for fiscal year 2007. Ms. Nagy reported that GRS is preparing a 5 year projection of employer contributions for the Monroe County Employees Retirement System.

•  Public Comment - Bob Lepsig thanked the board and MCLS for their participation in Homelessness Awareness Week. This will be an annual event and one of its goals is to raise public awareness and try to get people to work with agencies on homelessness. The Homelessness Coalition was impressed with the contribution of over $700 from MCLS' Fine Friendly First Friday program and in addition branches collected food which has been distributed to feeding and sheltering programs.

•  Consent Agenda

Motion by Trustee Lux, supported by Trustee Bourque, to accept the items on the consent agenda as presented, including the November 2005 Financial Report, and place on file. Motion carried.

•  Committee Reports

Finance Committee

Ms. Calder said the Finance Committee met, reviewed bills and noted that December penal fines were lower than projected, yet they made budget for the year. We are not budgeting an increase in penal fines for 2006.

Facilities Committee

Ms. Bourque said the committee did not meet, but Chair Bourque thanked Community Librarian Cindy Green for her update on the Dorsch renovation project that was in the board packet.

Policy and Personnel Committee

There was no meeting.

Community Partnering Committee

There was no meeting.

Technology Committee

There was no meeting.

Woodlands Update

Mr. Gregory reported that Woodlands Governing Board met in November. Woodlands received a "clean" audit again this year. The cooperative operates on a limited budget and Jim Seidl makes use of everything available to the coop. We will celebrate Senator Bev Hammerstrom's award "Legislator of the Year" at a reception prior to next month's board meeting on January 9 th . The Library of Michigan has named a new state librarian, Nancy Robertson.

Mr. Gregory presented an award to Director Colpaert, a certificate of honor for her work for and on behalf of the Woodlands Library Cooperative Planning and Evaluation Committee.

Legislative Update

It was noted due to the death of Rep. Herb Kehrl, his position remains open and it is up to the governor whether an election to fill the position will be held. We can still contact his office or Rep. Kathy Angerer will gladly assist us.

•  Unfinished Business

None

•  New Business

Motion by Secretary Taylor, supported by Vice-Chair Gregory, to approve payment of the bills for the month ending November 30, 2005, in the amount of $533,970.11. Motion carried.

Motion by Trustee Lux, supported by Trustee Bourque, to approve the 2005 year end budget revisions as recommended. Motion carried.

Motion to adopt a resolution for retirement service credit for temporary and part time employees. The county commissioners have not approved nor even begun work on a resolution. There is a larger impact on the library because of its higher number of part time employees. Finance and Policy and Personnel Committees have reviewed the situation and although there has been much discussion, table for now until we hear a more definitive discussion from the County of Monroe and Attorney Michael VanOverbeke. Ms. Colpaert suggested that the board should make a decision before the actuary begins work on the actuarial report for fiscal year 2005 in April. Motion by Trustee Bourque, supported by Vice Chair Gregory, to table until we have more information. Motion carried. It will be on the agenda under unfinished business for next month's meeting.

Motion by Secretary Taylor, supported by Trustee Bourque, to adopt the resolution for the proposed 2006 budget as presented. Motion carried

Motion by Secretary Taylor, supported by Trustee Lux, to adopt the resolution honoring Senator Bev Hammerstrom, the Michigan Library Association Legislator of the Year for 2005. Motion carried. Director Colpaert has been working with the reference staff at the Library of Michigan, the Michigan law library, and Ellis and Bedford reference librarians.

•  Director's Report

Director Colpaert presented the board with a suggested list of Fine Friendly First Friday partners for 2006. In January, THAW, an organization that provides assistance for heating bills, will be our partner.

Word has been received that we were not successful in our proposal for a grant under the "Ernie and Tram go to bat for Libraries" program sponsored by the Library of Michigan Foundation. There were 37 applications and only 9 were funded.

Staff felt the half day training on December 8 th was very worthwhile, and in the future suggested offering two half days of training instead of a full day. Ms. Colpaert thanked Assistant Director Bellaire for preparing and presenting the training while she was off on a brief leave.

She thanked the board for their expressions of sympathy during the passing of her father.

•  Board Comments

Trustee Lux announced that several terms are expiring on the Retiree Health Care Board of Trustees and reappointments are to be made next month by the Library board; one representative from the library board and one from the community-at-large. At the present time Bob Lepsig is the community representative, and he is willing to continue serving unless there is someone else from the community who would like to step forward. If board members know of someone else from community, think about it and bring to the January board meeting.

Trustee Bourque congratulated Director Colpaert on her award from Woodlands.

Secretary Taylor wished everyone happy holidays.

Vice-Chair Gregory said he is pleased with way things have gone this year, running very smoothly. Fine Friendly First Fridays are a fabulous idea, and, as a veteran who served in Vietnam , he was appreciative the military was included as a partner. He recalled what it was like when he received something from home; it means a lot.

Chair Calder said public service is so important. She loved the new public relations idea orienting promotional materials specific to branches, so that patrons don't get overwhelmed with everything going on. She wished everyone a happy holiday and happy new year.

•  Public Comment - none.

•  Announcements

Date of Next Board Meeting - Monday, January 9, 2006 @ 6:00 p.m., at the Ellis Reference and Information Center, 3700 South Custer Road, Monroe, MI. The board meeting follows the reception honoring Senator Hammerstrom. Refreshments will be served.

•  Adjournment

Motion by Vice-Chair Gregory, supported by Trustee Lux, to adjourn the meeting at 7:05 p.m. Motion carried.

Respectfully submitted,

Elizabeth J. Taylor, Secretary

Catharine Calder, Chairperson


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