Approved Minutes of the. Ray Township Public Library Regular Board Meeting November 17, 2016

Transcription

1 Approved Minutes of the Ray Township Public Library Regular Board Meeting November 17, 2016 Ray Township Public Library Board Vice Chairperson Ann Ripley called the meeting to order in the Ray Township Public Library, located at Wolcott Road, Ray Township, Michigan, at 6:33 p.m. PRESENT: Ann Ripley, Vice Chairperson Terry Goike, Treasurer Elli Minert, Secretary James Jerse, Member Christy DeMeulenaere, Director ABSENT: ALSO PRESENT: Amanda Osborne, Chairperson; John Shamley, Member Tom Hancock, Public; Heather Phipps, New Board Member Elect APPROVAL OF AGENDA Jerse suggested removing item 4A. Swearing in the new Members, Election of New Board member titles. Goike suggested adding 7E. 2016/2017 Budget Amendments. DeMeulenaere suggested removing item 7A. Approval of 2017 Board meeting dates and 7C. Board Meeting Dates for MOTION by Goike supported Jerse to approve the agenda as revised, removing item 4 A Swearing in the New Members, removing item 7 A Approval of 2017 Board meeting dates, removing item 7 C Board Meeting Dates for 2017, and adding item 7 E 2016/2017 Budget Amendments. APPROVAL OF OCTOBER MINUTES Goike noted that the minutes stated that the Board met in the Library, when they actually met in the Senior Center. MOTION by Goike supported by Minert to approve the October 20, 2016 Board Meeting minutes as amended. REPORTS

2 a. Treasurer Goike stated that the total October revenue was $ Goike stated that the total October expenses were $6, Goike stated that the budget should be around 58%. Goike stated that any item that is above 58% is highlighted. MOTION by Jerse supported by Minert to accept the Treasurer s Report as presented. i. Approval of the Bills Goike gave Board Members a bills list dated through November 10, Goike stated that there were 2 bills from ABC Home. Goike stated that the Library s portion of the Accident Fund is $ Goike stated that the bill for PNC Bank for $ is all for programming. Goike stated that there were 2 pay periods on the bills list. Goike stated that the bills totaled $3, for the month. MOTION by Minert supported by Jerse to approve the bills through November 10, 2016 as presented. b. Director Goike noted that Wayne Conner (Library Board elect) arrived. Goike noted that John & Claudia (public) arrived. DeMeulenaere gave the Board Members a copy of the monthly report. DeMeulenaere stated the total book circulation was 610. DeMeulenaere stated that she uses this report to complete her State Aid report. DeMeulenaere explained the report to the new members and public. DeMeulenaere gave Board Members a copy of the programs the Library will be offering in DeMeulenaere stated that the Library will be offering other programs that are not on the list yet. DeMeulenaere stated that the Library had an adult cooking class. DeMeulenaere gave Board Members a copy of the evaluation the patrons filled out after the class. 2

3 DeMeulenaere stated on October 27 th the Library held a kids music class with 6 kids and 5 adults. DeMeulenaere stated that there was no cost for this program. DeMeulenaere stated on November 3 rd the Library had a kid s talent show with 1 kid and 1 adult. DeMeulenaere stated that there was no cost for this program. DeMeulenaere stated on November 10 th the Library had an adult cooking class with 8 adults and 4 kids. DeMeulenaere stated that the cost was $5.32 per adult. DeMeulenaere stated that Library Clerk Karam-Burk and herself attended a kid s story time program at CMM. DeMeulenaere stated that the Library staff attended Zing Training. DeMeulenaere stated that it was amazing and a great benefit to attend. DeMeulenaere stated that she spoke with maintenance man Bob Prior about putting up Christmas lights. DeMeulenaere stated that the Township will not be renting a lift this year to put the lights up. DeMeulenaere stated that it will take 3 men to put up the lights and it would be costly to the Library. The Library Board decided to put up a few lights around the windows. DeMeulenaere stated that she received an from Board Member Shamley that stated that he would be taking a leave of absence for the next few months. c. Friends of the Ray Township Public Library and Historical Society Goike stated that the group has 4 quarterly meetings. Goike stated that the meetings are scheduled for the 2 nd Thursday of the month in January, May, August, and November at 6:00 p.m. in the Library. Goike explained that the group also has committee meetings. Goike stated that the committees are; 2018 Calendar, Tree Lighting, and Preserving the Archives. Goike stated that 30 people attended the calendar launch at Heritage Oaks. Goike stated that the Friends of the Ray Township Public Library and Historical Society are looking for new members. Goike stated that new membership will start in January. Goike stated that the cost is $10 per person or $15 per family. d. Committee i. Policies Nothing to report. ii. Personnel Nothing to report. UNFINISHED BUSINESS 3

4 a. Future Planning i. Building Renovations Nothing to report. ii. Funding for Renovations DeMeulenaere stated that there are 2 grants that the Library would like to apply for. Goike stated that one of the Board Members needs to write a letter to the State Representative, Legislators, and Governor letting them know that the Library was approved for a grant from the Michigan Council of Arts and Cultural Affairs. Goike stated that the form for the grant needs to be signed, and the budget needs to be revised before any funding will be given. MOTION by Goike supported by Minert to allow Chairperson Amanda Osborne to sign the letter accepting the grant from the Michigan Council of Arts and Cultural Affairs for $30,800. Minert stated that she will write the letter. Goike stated that the Board needs to get a revised budget from Library Design. Goike stated that once the Library gets the revised budget the Library can apply for a grant from H.H. Dow. Goike stated that the grant would need to be submitted by January. Goike stated that another grant the Library could apply for was through the 4 County Community Foundation. Goike stated that they accept grants quarterly. Goike, Minert, and DeMeulenaere will work on writing up a grant. b. Maintenance Charges & Insurance Charges from the Township DeMeulenaere stated that Shamley was supposed to set up a meeting with the Township Supervisor, but was waiting for the transition to happen. DeMeulenaere stated that now that the transition has happened she will set up a meeting and asked Board Members if anyone would like to go with her. Board Member Elect Phipps stated that she will go with DeMeulenaere. c. Strategic Plan Ripley stated that Osborne has been working on the strategic plan. Ripley suggested tabling this item until the next meeting. d. Elf Night DeMeulenaere stated that elf night will be on December 1, DeMeulenaere stated that the kids will be making ginger bread houses, snowmen out of marshmallows, and a Christmas ornament. 4

5 NEW BUISNESS a. Approval of 2017 Board Meeting Dates Item removed from the agenda. b. Township Tree Lighting DeMeulenaere stated that the township tree lighting is on December 7, 2016 from 7 8 p.m. DeMeulenaere stated that the Library will have a table in the Senior Center. c. Board Meeting Dates for 2017 Item removed from the agenda. d. Library Closed from to Reopening on the 5 th DeMeulenaere stated that due to a scheduling conflict she would like to close the Library from December 29, 2016 to January 4, DeMeulenaere stated that it would only be 2 extra days that the Library would be closed. MOTION by Goike supported by Jerse to allow Library Director Christy DeMeulenaere to close the Library from December 29, 2016 to January 4, 2017 as needed. e. 2016/2017 Budget Amendments Goike stated that the budget committee met. Goike stated that the items the budget committee is proposing to amend are highlighted on the report. Goike stated that the committee is proposing to increase State Aid under revenue to $2,500 and increasing State Aide to Cooperative under expenses to $1,250. Goike stated that under revenue the committee would like to decrease Charge for Services from $1,500 to $1,250, increasing sale of assets from $500 to $750 and increasing Donations from $2,000 to $2,500. Goike stated that under expenses the committee would like to decrease Utilities Electric from $1,500 to $1,000, decrease Utilities Heating from $2,500 to $2,000, increase Operating Supplies from $1,500 to $2,000, and increase Printing & Publishing from $500 to $600. Goike stated that the proposed amendments would increase the revenue by $800 and the expenses would stay the same. MOTION by Minert supported by Jerse to accept the proposed budget amendments as presented. 5

6 ITEMS FOR DECEMBER Approval of Board Meeting Dates Look at Staff wages Appoint Board Member ACTION ITEMS Minert write letter letting State of Michigan know the Library received a grant. Osborne sign grant letter. PUBLIC COMMENT/COMMUNICATION John stated he spoke with Ken DeCook about preserving farm land and was told he could get some information to apply by attending the Library Board Meeting. Minert explained that it was probably the Township Board Meeting that he would want to attend. DeMeulenaere stated that she will look into it for him. Ripley stated that there was a comment in the comment box from Helen Bohm stating that she feels the 3 colors chosen for the Library remodel should be of a lighter hue. Bohm feels the colors are too dark. Goike stated that the Library Board has 45 days to appoint a Board Member. Jerse stated that if the Board cannot find anyone to fill the spot he will stay on the Board. Tom Hancock stated that he is interested in being on the Board. ADJOURNMENT MOTION by Jerse supported by Minert to adjourn the meeting at 8:06 p.m. Respectfully submitted by: Dawn Bettcher, Recording Secretary 6

7 Approved by: Amanda Osborne, Chairperson Elli Minert, Secretary 7