MINUTES

BALDWIN PUBLIC LIBRARY BOARD MEETING
April 18, 2005

Present

Ileane Thal, Tom Sweeney, Paul Vander Meer, Joan Heinicke, Ann Conigliaro

Absent: Jan Bird
Staff

Martha Custer – Director, Wendy Lampert – Administrative Assistant, Julie Farkas – Associate Director, Doug Koschik – Associate Director , Tracy VanderPol – Adult Services Department Head

Guests

Warren Spatz, Martha Hodge, Seth Chafetz
Call to Order

President Ileane Thal called the meeting to order at 7:30 P.M .

Approval of Minutes
Paul Vander Meer moved that the minutes of the March 21, 2005 meeting be approved as written. Ann Conigliaro seconded.

VOTE: Yeas, Ileane Thal
Ann Conigliaro
Paul Vander Meer
Tom Sweeney
Joan Heinicke
Nays, None
Absent, Jan Bird
Financial Reports

A motion to approve vouchers for March and certifying of claims was initiated by Tom Sweeney. Ann Conigliaro seconded the motion.

VOTE: Yeas, Ileane Thal, Ann Conigliaro, Tom Sweeney, Joan Heinicke, Paul Vander Meer

Nays, None
Absent: Jan Bird

Marti Custer presented the vouchers in the amount of $298,734.54, to Ann Conigliaro to be signed.
President's Report

Ileane Thal brought two news articles to the Board’s attention: one from the NY Times on funding of public libraries and one from the Detroit Free Press on the elections for public school funding.
WOW Presentation

Tracy VenderPol presented doanloadable audiobooks to the Board.
Friends of the Library
The Friends had elections at their annual meeting. The book sale is the first weekend in May and the quality of the books available this year is very good. The Friends are still discussing the Claudia Ireland endowment.
Director's Report Marti announced that How to Hire a Library Director, a professional monograph that she co-authored with a group of area Library Directors, will be published nationally through PLA.  The library is still negotiating the final price and terms with Sirsi but the negotiations are on track.  
Associate Directors Reports
 No questions.
Committee Reports


Building and Grounds

Paul Vander Meer reviewed the summary program report on service improvement with the renovation. This report shows how the renovation project will improve and impact library services in the key areas.

Finance

Tom Sweeney reviewed the Plante Moran results.  The survey indicates that if the library is able to pass the Headlee override we will be able to make an annual substantial loan payment and continue to improve the quality of services.

Resolution:  MCL 397.201a provides, in part, that the board of directors of a free public library shall prepare an estimate of the amount of money necessary for the support and maintenance of the free public library for the ensuing year, not exceeding 2 mills on the dollar of the taxable property of the city; and

MCL 397.201a further provides that the legislative body shall cause to be raised by tax upon the taxable property in the city the amount of the estimate in the same manner that other general taxes are raised in the city; and

The Birmingham City Charter, at Chapter XVI, Section 1, limits the tax the commission may levy for the “library fund” to not more than 1 ¾ mills on the dollar annually on all the taxable property of the city.

NOW, THEREFORE, BE IT RESOLVED:

1. The Baldwin Public Library Board of Trustees determines, based on its attached estimate of the amount of money necessary for the support and maintenance of the library, that it is necessary for 1 ¾ mills to be levied on all the taxable property of the city for the support and maintenance of the library.

2.  The Baldwin Public Library Board of Trustees requests that the City Commission cause to be raised by tax the amount of its estimate in the same manner that other general taxes are raised in the city.

Paul Vander Meer moved to approve the resolution as written.  Tom Sweeney seconded.
Public Comment
 Martha Hodge said the resolution is too vague and should be
more specific on why the library wants the money.  She also
wants to see a sunset provision.

Seth Chafetz agrees with Martha that the library needs to be more specific.  He thinks the library needs to fix its budget first before asking the voters for more money.

Ann Conigliaro read a letter from Jan Bird into the record:

April 14, 2005
Dear Ileane:
I will be out of town on April 18 and unable to attend the Board meeting. Therefore, I am writing this letter to let you and the rest of the Board know that I support the following resolution which will be voted on at this meeting:

Whereas the Baldwin Public Library Board of Trustees finds it necessary to restore the 1.75 millage rate for the operation of the library, the Board of Trustees of the Baldwin Public Library requests the Birmingham City Commission place on the (date TBD) ballot an issue to restore the original tax rate.

I am sorry to miss the meeting, but wanted everyone to know that I fully support going forward with our plan on the date that the Board deems to be the most advantageous.

Sincerely,
Jan

VOTE: Yeas, Ileane Thal
Ann Conigliaro
Paul Vander Meer
Tom Sweeney
Nays, Joan Heinicke
Absent, Jan Bird

Ileane Thal said that the library is going to the City Commission on Monday, April 25th to present the budget and will be second on the agenda.
Community Relations
 Joan Heinicke reported that the Friends are still trying to decide on the Claudia Ireland bequest.
Personnel
 Tom Sweeney made a motion to accept the revised wording for the inspection portion of the substance abuse policy in the employee handbook.  Paul Vander Meer seconded.
VOTE:  Yeas, Ileane Thal
Ann Conigliaro
Paul Vander Meer
Tom Sweeney
Joan Heinicke
Nays, None
Absent, Jan Bird

Ann Conigliaro made a motion to accept the break policy as recommended and to update the handbook accordingly.  Joan Heinicke seconded.
VOTE:  Yeas, Ileane Thal
Ann Conigliaro
Paul Vander Meer
Tom Sweeney
Joan Heinicke
Nays, None
Absent, Jan Bird

Tom Sweeney moved to set the meeting room fee for the Jeanne Lloyd Room at $25.00 for non-profit groups and $40.00 for for-profit groups for each four hours of use.  Seconded by Ann Conigliaro.
VOTE:  Yeas, Ileane Thal
Ann Conigliaro
Paul Vander Meer
Tom Sweeney
Joan Heinicke
Nays, None
Absent, Jan Bird
Miscellaneous
 The lighting audit came back for the QSAC survey and only the Grand Hall has adequate lighting.  Marti will talk to the state about breaking numbers out to show that more than 15% of the budget is spent on materials.  It is an accounting problem.

    No questions on the technology update.
New Business
 Joan Heinicke made a motion that membership in community organizations be discontinued for the Library Director immediately.  Paul Vander Meer seconded.  The Board discussed the issue.
Public Comment
 Seth Chafetz said that continuing education is essential, but community organizations should be a personal expense.  He said approving this motion would show the city commission that the library is being careful about how they are spending money.
Martha Hodge said if this was public knowledge, people wouldn’t want to spend more money for the library.

Marti Custer said she voluntarily decided two months ago not to submit her Rotary lunches for reimbursement anymore.

VOTE:  Yeas, Joan Heinicke
Nays, Ileane Thal
Ann Conigliaro
Paul Vander Meer
Tom Sweeney
Absent, Jan Bird
Adjournment
 The April 18, 2005 meeting of the Baldwin Public Library Board of Directors was adjourned at 8:43 P.M. for the Trust Meeting.   Motioned by Paul Vander Meer.  Seconded by Tom Sweeney.
VOTE:  Yeas, Ileane Thal
Paul Vander Meer
Ann Conigliaro
Tom Sweeney
Joan Heinicke
Nays, None
Absent, Jan Bird
Next Meeting
 May 16, 2005 at 7:30 p.m. in the Board Room