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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 May 8, 2006 at the Ellis Reference and Information Center , 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, Trustee; Nancy Colpaert, Director; and Diane Ohlemacher, Recording Secretary.

Excused: Catharine Calder, Trustee

Staff: Nancy Bellaire

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

2. Motion by Vice-Chair Gregory, supported by Secretary Taylor, that the agenda be approved as amended. Item E. Presentation by Dave Foster about what a buyer's agent does and F. Consider the appointment of Dave Foster as our buyer's agent were added. Motion carried. Chair Lux received an email from Trustee Calder expressing concern that a decision on property would be made tonight. Chair Lux indicated that the board has a lot more work to be done and the full board should be present when a decision is made.

3. Motion by Trustee Bourque, supported by Secretary Taylor, to approve the minutes of the regular board meeting April 10, 2006 as printed. Motion carried.

4. Public Comment - None

5. Circulation Coordinator Bill Reiser briefed the board on the application of the Michigan Council Arts and Cultural Affairs grant for the 20 th Annual Black History Month Blues Series February 2007. February 1 st Robert Jones will perform at Navarre , where it all began 20 years ago. Two big concerts are scheduled again at MCCC and RRCA. The grant request seeks $12,000 which is 1/3 of the budget.

6. Consent Agenda

Motion by Secretary Taylor, supported by Vice-Chair Gregory, to accept the items on the consent agenda as presented, including the April 2006 Financial Report, and place on file. Motion carried.

7. Committee Reports

Finance Committee

No meeting.

Facilities Committee

Trustee Bourque reported that we have received signed service agreements from five municipalities where eight of our branches are located. The City of Luna Pier is in the process of looking for a larger facility to house the Rasey Memorial Branch Library. The City of Monroe has approved Phase II renovations for the Dorsch Memorial Branch Library. The Library Building Authority in Petersburg is preparing ballot language for a millage for the renovation of the Summerfield-Petersburg Branch Library. Berlin Township has closed the South Rockwood Branch Library for renovations to the building.

Board members toured the Ellis building support staff offices to see the crowded office conditions. The tour began at 6:12 p.m. and ended at 6:39 p.m.

Policy and Personnel Committee

No meeting.

Community Partnering Committee

No meeting.

Technology Committee

Chair Lux said the committee did not meet. We are still waiting for a new proposal from Troy Tech on the technology upgrade.

Woodlands Update

Vice-Chair Gregory said they will meet next week.

Legislative Update

Vice-Chair Gregory said tomorrow is the Michigan Library Association Legislative Day and Director Colpaert and Asst. Director Bellaire will meet with Senator Beverly Hammerstrom and Rep. Kathy Angerer.

8. Unfinished Business - none.

9. New Business

Motion by Secretary Taylor, supported by Vice-Chair Gregory, to approve payment of the bills for the month ending April 30, 2006, in the amount of $484,452.67. Motion carried.

Motion by Trustee Bourque, supported by Secretary Taylor, to approve the MCACA grant application for the 20 th Black History Month blues programming in February 2007. Motion carried. Vice-Chair Gregory thanked Mr. Reiser for all his efforts.

Motion by Vice-Chair Gregory, supported by Secretary Taylor, to approve five facility service agreements from Ash, Bedford , Berlin , Erie and Frenchtown Townships . Motion carried.

Chair Lux appointed board members MaryAnn Bourque and Cathe Calder to the strategic planning committee. Trustee Bourque initially served on the committee as a community representative and Trustee Calder as a board representative.

Chair Lux said board members received an email from library attorney Bruce Laidlaw in their board packet giving them a brief synopsis of how a person would represent the library in negotiations for a building purchase. Mr. Lux introduced Dave Foster to talk in more detail about how a buyer's agent works in a property purchase. Mr. Foster began his presentation. Motion made by Secretary Taylor to go into closed session to discuss issues relating to possible purchase or lease of a property, supported by Vice-Chair Gregory. Roll call vote: Larry Gregory, yes, MaryAnn Bourque, yes; Fred Lux, yes; and Betsy Taylor, yes; Cathe Calder excused. Meeting adjourned at 6:50 p.m. and reconvened at 7:14 p.m.

Facilities chair MaryAnn Bourque said the committee met prior to the board meeting and discussed the possibility of engaging a buyer's agent. Motion by Trustee Bourque supported by Vice-Chair Gregory, upon hearing Mr. Foster's presentation, upon approval of an agreement by the library's attorney Bruce Laidlaw, and upon Director Colpaert signing the contract, agrees to engage the services of Mr. Foster as the library's buyer's agent. Motion carried. Secretary Taylor asked Chair Lux how Mr. Foster came to appear before the board. He said he had a real estate license many years ago and had worked with Mr. Foster's father. He called Mr. Foster inquiring about a piece of available property and then asked Mr. Foster to address the board on the function of a buyer's agent and answer any questions the board may have. Secretary Taylor then asked Mr. Foster some questions about the standard boilerplate contract he brought with him.

10. Director's Report

Director Colpaert noted that the South Rockwood branch library was closed today for renovation that could last many months. Demolition is scheduled to begin next week. Berlin Township is providing a trailer and a barn for the library to store materials and furnishings. Computers will be moved to the Newport branch and hours will be extended beginning next Monday.

All Staff Day will be held on Thursday, May 18 th at Ellis from 8:30-1:30. An employee recognition luncheon will be held and board members are invited to attend to participate in the awards ceremony.

The 34 th annual City-County of Monroe juried art show will be held on Ellis June 10 th and will remain on display until June 23 rd .

400 pre-school children and their parents have signed up to attend musician Jim Gill's performance at a "Concert of Music and Play", May 11 th at 10:30 a.m. at the ISD. This is part of the "Be Their Hero From Age Zero" initiative.

She showed the board an architect's drawing of the Summerfield-Petersburg Library's expansion project. It nearly doubles the space of the existing library.

11. Board Comments

Vice-Chair Gregory wished both Nancy 's luck on their visit to Lansing tomorrow. "Let our elected officials know what we are doing." He complimented the library on Fine Friendly First Friday donations; we are making a difference in the community.

Secretary Taylor thanked the Facilities Committee for all their hard work, it is very difficult. She said the Summer Reading '06 t-shirts are really cool and she would like one.

Trustee Bourque thanked Nancy for preparation work done for the Facilities Committee meetings.

Chair Lux thanked the board for their thoughtful consideration tonight. "It is a big step we've taken, even though we've not committed any money. The decisions we, the board, make over the next several months will have a long term effect on the library regardless of whether we decide to purchase, build, or neither." He also said he attended the Trustees training workshop held last weekend in Marshall Michigan, sponsored by Woodlands. It was excellent, and is the first of a series of eight. The Library of Michigan attorney noted in one session that when the board goes into closed session, the minutes from that meeting have to be approved at the next closed session.

12. Announcements

Date of Next Board Meeting - Monday, June 12, 2006 @ 6:00 p.m., at the Carleton Branch Library.

13. Adjournment

Motion by Vice Chair Gregory, supported by Trustee Bourque, to adjourn the meeting at 7:48 p.m. Motion carried.

Respectfully submitted,

Elizabeth J. Taylor, Secretary

Fred Lux, Chairperson


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