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 March 14, 2005 at the Rasey Memorial Branch Library, Luna Pier, the meeting was called to order by Chairperson Catharine 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 Fetterly, Recording Secretary.
Staff: Nancy Bellaire, Marie Sowa, Dawn Shock
A quorum being present, the Board proceeded to transact business.
2. Motion by Vice Chair Gregory, supported by Trustee Lux, to accept the agenda as amended. Motion carried.
3. Motion by Secretary Taylor, supported by Trustee Bourque, to accept the minutes of the regular board meeting February 14, 2005 as printed. Motion carried.
4. Public Comment - Community Librarian Dawn Shock welcomed the board to Luna Pier. She mentioned an article in the Monroe Evening News regarding the establishment of two committees to look into the possibility of doubling the size of the library and parking lot at its present site. The Friends of Rasey recently sponsored a tea for 22 people. They are a very active group, fundraising to purchase items for the library not provided by the City. The Rasey and Erie branches welcomed new youth technician, Louise Bauerschmidt, a retired teacher from Mason Schools .
5. Deb Sabo, Auditor for Cooley, Hehl, Wohlgamuth & Carlton, presented the audit report for 2004 to the board. Ms. Sabo said there were no comments or recommendations that should be brought to the attention of the board. Everything was prepared for our arrival and was well organized. The audit went very well.
6. Consent Agenda
Motion by Secretary Taylor, supported by Vice-Chair Gregory, to accept the items on the consent agenda, including the February 2005 Financial Report, and place on file. Motion carried.
7. Committee Reports
Chair Calder reported that many items discussed are action items on tonight's agenda. Director Colpaert has done a good job keeping us posted on any new developments with the Milan Public Library. We received wonderful news that Debbie Shah, owner of Sensational Beginnings, will help us underwrite the children's summer reading program for the next five years.
Policy and Personnel Committee
Chair Gregory said there are several items on tonight's agenda. The committee reviewed a draft of the Public Relations Policy and will present a policy to the board when it is finalized. As Chair Calder indicated, we are still interested in talking to people from the Milan Public Library. Mr. Gregory recently ran into a trustee at the bank and reminded him we are willing to sit down and talk with them about a reciprocal borrowing agreement.
Community Partnering Committee
Meeting on Thursday, March 17 th .
Nothing new to report.
8. Unfinished Business
Chair Calder said there is nothing new to report on the reciprocal borrowing agreement with Milan Public Library . It was sad to see they had to cut hours due to the defeated millage. We will continue to track it and be as supportive as we possibly can.
9. New Business
Motion by Trustee Bourque, supported by Trustee Lux, to approve payment of the bills for the month ending February 28, 2005 in the amount of $485,476.66. Motion carried.
Motion by Trustee Lux, supported by Vice-Chair Gregory, to accept the audit report for year ending December 31, 2004. Motion carried.
Motion by Secretary Taylor, supported by Trustee Bourque, to accept the auditor's recommendation to create three new line items in the budget: 566.00 state grants, 675.24 summer reading and 955.00 miscellaneous expenses. Motion carried.
Motion by Vice-Chair Gregory, supported by Trustee Bourque, to accept the auditor's recommendation to transfer designated funds from 393.02 unemployment reserve into 390.00 undesignated fund balance. Motion carried.
Motion by Secretary Taylor, supported by Trustee Lux, to award the purchase of a 2005 E350 Narrow Body Utilivan from Whitman Ford, Temperance, Michigan , in the amount of $27,750. They submitted the only bid. The van with a lift is to be used for outreach services for seniors. Motion carried.
Motion by Secretary Taylor, supported by Trustee Lux, to amend the Monroe County Library System Deferred Compensation Plan and Trust to allow cash outs up to $1,000 upon terminated employment, per the suggestion of the plan's attorney. Motion carried.
Motion by Trustee Bourque, supported by Secretary Taylor, to adopt a plan allowing young patrons up to 17 years of age to read off their fines. Patrons will receive one "library dollar" for every 15 minutes they read. Graphic Artist Katie Macaro designed the dollar bill certificate. Motion carried.
Motion by Trustee Bourque, supported by Vice-Chair Gregory, to adopt a motion stating outgoing calls placed by patrons using the TDD is limited to local calls. Motion carried.
Motion by Secretary Taylor, supported by Trustee Lux, to move the cash account from Standard Federal to Monroe Bank & Trust. Motion carried. Standard Federal is requiring personal information, including Social Security Numbers for signatories on the library system's account.
10. Director's Report
Director Colpaert thanked Community Librarian Dawn Shock for hosting the meeting. Our first Fine Friendly First Friday was held on March 4; $538.50 was received and donated to the American Red Cross for tsunami relief. Next month's fines will be donated to the American Red Cross for Monroe County 's local disaster relief fund.
Project Read is partnering with us to purchase Read to Your Bunny books given to mothers of newborns at Mercy Memorial Hospital .
Penal fines came in today, one of the lowest March totals in the last few years and it puts us behind last year by 13.6%.
11. Board Comments
Chair Calder announced that Director Colpaert will be one of three women honored at the Soroptimist 10 th Annual "A Celebration of Women" dinner on Thursday, March 31 at the Monroe Golf and Country Club. She encouraged trustees to attend.
Trustee Lux said he logged in religiously to his email while spending a month in Florida and while reading Notes from Nancy after the last board meeting, he saw there was a complete shakeup in the leadership of the board. "As I was reading it, I thought back to the workshop Jim Seidl put on, and one of the things that he stressed was that the board officer positions should be passed around so that everyone on the board sits in the various offices and knows what is going on. I was pleased to see it; it was a great move on the board's part to do what they did.
Board members thanked Ms. Shock for hosting the meeting, and congratulated Director Colpaert on her award.
12. Public Comment - none.
Date of Next Board Meeting - Monday, April 11, 2005 @ 6:00 p.m., at the Bedford Branch Library, 8575 Jackman Road, Temperance.
Motion by Secretary Taylor, supported by Vice-Chair Lux, to adjourn the meeting at 7:03 p.m. Motion carried.
Elizabeth J. Taylor, Secretary
Catharine Calder, Chairperson