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Meeting Minutes -- August 21, 2008

August 21, 2008
7:30 p.m.

The meeting was called to order by the Chairman, James Gillig, at 7:30 p.m.
Present: J. Fausone, J. Gillig, C. Van Auken, N. Williams, G. Snow, C. Young
Absent:
Also Present: E. Davis, S. Rzetelny, Eric Hess

CALL TO AUDIENCE

No comments. (R. Havenstein-Coughlin, A. Heidemann, C. McLaughlin, Don Turner, Michael Siegrist)

APPROVAL OF AGENDA

The agenda was approved as presented.

APPROVAL OF MINUTES

Minutes of the July 17th meeting were approved as submitted.

COMMUNICATIONS

  • MLA Membership cards were distributed to Board members.

REPORT OF THE LIBRARY DIRECTOR

  • Patron Celebration Day was well attended and enjoyed by all. Eva thanked Chair Gillig for attending and the staff for planning another successful event.
  • The Staff Picnic took place today and the staff thanked the Board for the fruit trays they provided.
  • Two CPL staff members are speaking at upcoming conferences. Brad Czerniak is speaking at the Eastern Great Lakes Innovative Users Group regarding his work on the library catalog and Anna Slaughter will be speaking at the Fall American Library Association Conference on video gaming programs.
  • Trustee Young asked the director if the library has received comments about letters sent to the Metronet Dial-up Internet users regarding the end of the service. Eva reports few concerns.

OLD BUSINESS

  • Roof Replacement Update - The punch list items have been completed and PSI will conduct the final walk through with J.D. Candler. When the Manufacturer's and Installation Warranties and Waiver of Lien are received final payment will be processed.
  • Discussion of 2009 Board Goals - Some of the Administrative/Organizational and Planning board goals have been included in the 2009 operating budget. None of the Capital or service improvements were included at this time. A discussion was held pertaining to Trustee Snow's request for a limited time experiment with later weekend hours. Eva explained that CPL is currently open the most hours (72) of all surrounding libraries. She also stated that in Ann Arbor they do have later hours on Fridays until 9:00 PM and had tried family specific programs which did not attract new patrons to the library, only regular users - particularly internet use and DVD checkouts. She suggested a survey be included in the 5-year Strategic Plan, rather than an actual trial of extended hours. Trustee Van Auken questioned the affordability of a trial in light of the reduced revenue for 2009. Trustee Fausone questioned the purpose of an extended hours experiment and offered a suggestion for earlier hours.

NEW BUSINESS

  • Jungle Java Express Rent/Commission Waiver Review - The January through June 2008 Jungle Java Express financial statement was reviewed. Trustees held a discussion regarding the feasibility of continuing the rent/commission waiver verses reestablishing all or part of the rent and commission per the terms of the lease, which expires May 2009. Eva reviewed her discussions with area libraries that also have a café. The Board requested that Eva meet with Jungle Java to explain the phase in of rent. J. Fausone moved and C. Van Auken supported a motion to reestablish rent charged to Jungle Java Express to be phased in as follows: October, November and December 2008 - $250/month. January through April 2009 $400/month and continue to waive the royalty on sales. The motion passed unanimously 8/08-21-1
  • 2009 Budget Proposal Proposal - The Board reviewed the two Library millage rate options presented by the director. Option #1 levies the full millage (1.5437) and results in revenue of $6,047,660, with a reserve of $200,000. Option #2 levies a reduction in millage of .0529 (1.4908) resulting in revenue of $5,848,022 with 0 in reserve, reflecting a $6.00 savings per parcel. Trustee Fausone stated that the current undesignated fund balance is approximately $1.8 million with an additional $130,000 carrying over at the end of 2008 and that is enough cushion to justify a millage reduction. In response to Trustee Fausone's questions of what reductions the proposed budget reflects, the director identified reductions in every budget line, especially materials, supplies and programming. Concern was raised over a possible increase in 2009 gas rates and the director was asked to increase that utility line item by 20% (with a reduction elsewhere). The budget will be revised and presented again at the September Budget Hearing. J. Fausone moved and N. Williams supported a motion to enact the reduced millage levy- Option #2 Aye: J. Fausone, G. Snow, N. Williams, C. Van Auken Nay: C. Young Abstain: J. Gillig The motion passed 8/08-21-2
  • 2009 Library Calendar J. Fausone moved and C. Van Auken supported a motion to accept the 2009 calendar as submitted. The motion passed unanimously 8/08-21-3
  • 2009 Board Meeting Calendar J. Fausone moved and N. Williams supported a motion to adopt the 2009 Board Meeting Date calendar as presented. Aye: J. Fausone, J. Gillig, C. Van Auken, N. Williams, C. Young Nay: G. Snow The motion passed 8/08-21-4
  •  Jungle Java Q & A - with Eric Hess Eric Hess apologized for the insect issue which seems to have been resolved and committed to consistent sanitation. He also stated that they have a new manager which should help the matter. He brought up his past request to seal the opening between the lower cabinets and the floor but wants to wait a while longer. Eva will address the rent phase in with Eric next week and the contract will be reviewed in May 2009.

CALL TO AUDIENCE

No Comments.
Chairman Gillig reminded the Board of their responsibilities as elected officials. He noted that no other the board members attended the Friends Dinner, Patron Appreciation Day, or the Employee Picnic and that their responsibilities went beyond attending board meetings which should not have to be rescheduled due to vacations.

ADJOURN

Meeting was adjourned at 8:40 p.m.
Dr. James Gillig – Chairman