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 February 13, 2006 at the Dundee Branch Library, the meeting was called to order by Chairperson Lux. Roll call by Secretary Elizabeth Taylor follows:

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

Staff: Marie Sowa, Allison Enger

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

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

3. Motion by Secretary Taylor, supported by Trustee Bourque, to approve the minutes of the regular board meeting January 9, 2006 as printed. Motion carried.

4. Public Comment - Mr. Frank Moynihan addressed the board regarding defacement of library books. He finds it objectionable to have writing, underlining, and highlighting in them and demonstrated a book he currently has checked out. He asked that a warning label be placed in books, stating the law, that it is a criminal act to deface library property and that the perpetrator pay a fine.

Chair Lux asked Mr. Moynihan to consider the fact that many books, especially reference books, are books we have purchased used in good condition, and may have marks in them when purchased. He said the library will take Mr. Moynihan's suggestions under advisement and thanked him for coming to the board.

5. Board Chair Lux announced Board Committee Appointments.

Finance: Cathe Calder, Chair and Betsy Taylor

Policy and Personnel: Larry Gregory, Chair and Cathe Calder

Technology: Fred Lux, Chair and MaryAnn Bourque

Facilities: MaryAnn Bourque, Chair and Larry Gregory

Community Partnering: Betsy Taylor, Chair and Fred Lux

6. Consent Agenda

Motion by Trustee Calder, supported by Secretary Taylor, to accept the items on the consent agenda as presented, including the January 2006 Financial Report, and place on file. Motion carried.

7. Committee Reports

Finance Committee

Trustee Calder said the committee met last week and reviewed bills and the January financial report. They discussed the specs and need to replace the delivery van. The 2005 audit is in process.

Facilities Committee

There was no meeting.

Policy and Personnel Committee

Vice-Chair Gregory said the committee met. They discussed Unique Management Services who has retrieved more than $5500 in overdue materials, 22% of what was originally submitted to them for collection. The committee is working with Attorney Michael VanOverbeke on a policy for the retirees' 13 th check. A number of action items on tonight's agenda were also discussed.

Community Partnering Committee

There was no meeting.

Technology Committee

There was no meeting.

Woodlands Update

Vice-Chair Gregory said the Woodlands Governing Board met. Director Seidl mentioned the governor is working on the budget right now and it is projected the State of Michigan will have a $400 million budget deficit for next year and potentially the following year. There shouldn't be much more of a reduction to library services. There is a May 21 st Tiger Game benefiting Michigan libraries and he encouraged board members to attend.

Legislative Update

Vice-Chair Gregory said the Monroe County Library System would be hurting from Governor Granholm's budget cuts if the millage had not been passed in 2004.

8. Unfinished Business - none.

9. New Business

Motion by Trustee Bourque, supported by Secretary Taylor, to approve payment of the bills for the month ending January 31, 2006, in the amount of $589,393.16. Motion carried.

Motion by Secretary Taylor, supported by Trustee Calder, to advertise and seek bids for a new delivery van. The current delivery van has many miles on it from bi-weekly delivery trips to Woodlands Cooperative libraries. Those trips are no longer made by MCLS due to the new statewide delivery system, so the new van should last longer. Chairperson Lux reviewed the specifications and he said, although they are very thorough, they could be too specific. He recommended some changes because some spec combinations are no longer available like they were five or six years ago. Secretary Taylor made an amendment to the motion to advertise and seek bids for a new delivery van and change the delivery specs to read: Minimum Truck Specifications, okay to over-spec, and Automatic Transmission that is appropriate for diesel engine provided. Motion to amend supported by Trustee Bourque. Motion to amend carried. Motion carried.

Motion by Trustee Calder, supported by Vice-Chair Gregory, to adopt an amendment to correct an error in the Retiree Health Care Plan. The words: and deferred vested retirees are to be stricken from the plan language. Director Colpaert said the actuary doing the retiree health care report asked us to clarify the language because all the years we have been sending data to them since the plan was adopted, only regular service retirees have been entitled to healthcare. The boilerplate language was adopted into the plan and Attorney VanOverbeke suggested that the board adopt an amendment to the plan stating that this has never been, nor is it the intention of the board to provide retiree health care to deferred retirees. Motion carried.

Motion by Secretary Taylor, supported by Trustee Bourque, to increase the replacement charge for books on tape sets from $20 to $40 per set as recommended by Policy and Personnel Committee. Single tape replacement will remain $5, but most sets have 8-10 tapes with them. Motion carried.

10. Director's Report

Director Colpaert reported that penal fines for the month of January were $85,541. An interim report for digitizing materials on the War of 1812 and the Battle of River Raisin was in the board packet. The grant will be completed in June.

Chapter Two of the Trustee Manual - Bylaws and Board Organization was included also in your packet. Director Colpaert said the board is covered under the general insurance, errors and omissions.

New monthly statistics are available and will be distributed monthly. Circulation for 2006 topped the million mark.

The Interim Director at Milan Public Library faxed a copy of a letter they are distributing to Monroe County residents regarding borrowing privileges. The letter has not been mailed, but handed out to patrons explaining why they might be denied services.

The American Cancer Society presented to Monroe County Library System 17 sets of books they published about cancer and related subjects.

11. Board Comments

Trustees thanked Community Librarian Allison Enger and Dundee Branch Library for hosting the meeting. Ms. Enger told the board that there is a lot of building going on in Dundee and the new Village Hall is being erected directly behind the library. They are losing one of their circ clerks, the wife of former Dundee School Supt. Black who is moving out of town.

Chair Lux asked the Policy and Personnel Committee to take Mr. Moynihan's comments under advisement. Look at his suggestions and see if placing a label in front of the book is something we wish to pursue. Since he took the time to come to address the board, we need to take time to seriously consider his request and concerns.

12. Announcements

Date of Next Board Meeting - Monday, March 13, 2006 @ 6:00 p.m., at the Ida Branch Library, Lewis Avenue, Ida

13. Adjournment

Motion by Secretary Taylor, supported by Vice-Chair Gregory, to adjourn the meeting at 6:33 p.m. Motion carried.

Respectfully submitted,

Elizabeth J. Taylor, Secretary

Fred Lux, Chairperson


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