Milan Public Library Board of Trustees

Public Meeting of February 10, 2009

Regular Meeting, 7:00 p.m.

Milan Public Library Meeting Room

 

• Call to order at 7:06 p.m., Biederman

Trustees present: Millard Phillips, Larry Biederman, Darlene Middleton, and Randy Westbrooks, Valorie Gleason & Nancy Shaw.

Staff Present: Library Director Susan Wess

Public Present: Rod Hill

 

• Public comment – None
• Suggestion Box – Patrons suggested the purchase of:The Ernest Movies; How to use computers courses; What’s Age got to Do With It by Robin McGraw; the Choose Your Adventure series; and Broadway Tails by Bill Berloni
• Approval of Agenda – MOTION: To approve agenda with addition to XIII.Old Business f. Obituary Books, and to move item XIII. Old Business a. Logo/Branding information presented by Rod Hill to the next item in the agenda by Biederman/Westbrooks, approved unanimously.
• Reading and Approval of Minutes – MOTION: To approvethe minutes for the December 9, 2008 and January 13, 2009 regular meeting by Shaw/Westbrooks, approved unanimously.
• Correspondence – The Library received a notice from the State of Michigan indicating our audit is late. Director Wess contacted the auditors.
• Financial Report – Trustee Phillips presented the financial report for the month of January 2009. MOTION to approve by Westbrooks/Middleton, approved unanimously.
• Approval of Bills and Payables - Motion to approve by Westbrooks/Gleason, approved unanimously.
• Budget Amendments – None.
• Building Study/District Library – An update was provided summarizing the questions prepared at the work session to present to the Library attorney for the State of Michigan.
• Committee Reports – The ad-hoc logo committee met to work with Rod Hill on the Library’s new logo.
• Director’s Report –
• Jennifer applied for and received a grant from the National Endowment for the Humanities. The grant is “Picturing America” and the Library will receive 40 high-quality reproductions of American art for display and educational purposes.
• Patrons can now receive email notifications on overdue books or on books that they have reserved and are now available for pick up.
• The Library is planning to purchase 2 new computers – one for a 15 minute express and the other for a genealogy research computer.
• Millard, Jennifer and Susan met with Nina Pemberton (mother of Carol Mohr) to discuss concerns with the Mohrs/Walls Fund. They felt they were able to resolve the concerns by clarifying the endowment brochure.
• Governor Granholm has proposed doing away with HAL (History, Arts & Libraries) – a department within the State government.
• Old Business:
  • Logo/Branding information – Rod Hill presented 2 logos. The board unanimously voted for the logo with the crooked tree. Trustee Shaw will meet with the Milan Historical Society to determine whether there are restrictions on using a crooked tree in a logo (i.e. whether it is copyrighted.)
  • Audit Form – The board will meet in a work session to complete this audit form in April or May 2009.
  • Sick Leave – Implementation of the revised sick leave policy will coincide with each employee’s anniversary date in calendar year 2009.
  • Fine amounts to be transferred – The old library system was queried and total late fines of $4.99 or less total $1,005.59; $5 - $10 totaled $2,577.35. MOTION to approve writing off and not transferring to the new system, late fines of $4.99 or less by Shaw/Westbrooks, approved unanimously.
  • Mission Statement - MOTION to table review of Mission Statement to policy committee meeting to be held in April or May by Biederman/Middleton, approved unanimously.
  • Obituary books – Trustee Phillips presented the newest installment of obituary books that he has assembled. Very nice work !
• New Business:
  • Election of Officers – MOTION to approve Lar Biederman as President, Randy Westbrooks as Vice President, Millard Phillips as Treasurer and Darlene Middleton as Secretary by Westbrooks/Gleason, approved unanimously.
  • Auditor’s Contract – MOTION to approve the auditor’s contract (See Attached) for the year ended June 30, 2009, by Westbrooks/Middleton, approved unanimously.
• Adjournment: MOTION to adjourn at 8:40 p.m. by Westbrooks/Biederman, approved unanimously. Next regular meeting March 10, 2009, 7:00 p.m. Respectfully submitted,

 

Darlene Middleton, Secretary

Laurence Biederman, President

Milan Public Library Board of Trustees

Public Meeting of February 10, 2009

Regular Meeting, 7:00 p.m.

Milan Public Library Meeting Room

 

• Call to order at 7:06 p.m., Biederman

Trustees present: Millard Phillips, Larry Biederman, Darlene Middleton, and Randy Westbrooks, Valorie Gleason & Nancy Shaw.

Staff Present: Library Director Susan Wess

Public Present: Rod Hill

 

• Public comment – None
• Suggestion Box – Patrons suggested the purchase of:The Ernest Movies; How to use computers courses; What’s Age got to Do With It by Robin McGraw; the Choose Your Adventure series; and Broadway Tails by Bill Berloni
• Approval of Agenda – MOTION: To approve agenda with addition to XIII.Old Business f. Obituary Books, and to move item XIII. Old Business a. Logo/Branding information presented by Rod Hill to the next item in the agenda by Biederman/Westbrooks, approved unanimously.
• Reading and Approval of Minutes – MOTION: To approvethe minutes for the December 9, 2008 and January 13, 2009 regular meeting by Shaw/Westbrooks, approved unanimously.
• Correspondence – The Library received a notice from the State of Michigan indicating our audit is late. Director Wess contacted the auditors.
• Financial Report – Trustee Phillips presented the financial report for the month of January 2009. MOTION to approve by Westbrooks/Middleton, approved unanimously.
• Approval of Bills and Payables - Motion to approve by Westbrooks/Gleason, approved unanimously.
• Budget Amendments – None.
• Building Study/District Library – An update was provided summarizing the questions prepared at the work session to present to the Library attorney for the State of Michigan.
• Committee Reports – The ad-hoc logo committee met to work with Rod Hill on the Library’s new logo.
• Director’s Report –
• Jennifer applied for and received a grant from the National Endowment for the Humanities. The grant is “Picturing America” and the Library will receive 40 high-quality reproductions of American art for display and educational purposes.
• Patrons can now receive email notifications on overdue books or on books that they have reserved and are now available for pick up.
• The Library is planning to purchase 2 new computers – one for a 15 minute express and the other for a genealogy research computer.
• Millard, Jennifer and Susan met with Nina Pemberton (mother of Carol Mohr) to discuss concerns with the Mohrs/Walls Fund. They felt they were able to resolve the concerns by clarifying the endowment brochure.
• Governor Granholm has proposed doing away with HAL (History, Arts & Libraries) – a department within the State government.
• Old Business:
  • Logo/Branding information – Rod Hill presented 2 logos. The board unanimously voted for the logo with the crooked tree. Trustee Shaw will meet with the Milan Historical Society to determine whether there are restrictions on using a crooked tree in a logo (i.e. whether it is copyrighted.)
  • Audit Form – The board will meet in a work session to complete this audit form in April or May 2009.
  • Sick Leave – Implementation of the revised sick leave policy will coincide with each employee’s anniversary date in calendar year 2009.
  • Fine amounts to be transferred – The old library system was queried and total late fines of $4.99 or less total $1,005.59; $5 - $10 totaled $2,577.35. MOTION to approve writing off and not transferring to the new system, late fines of $4.99 or less by Shaw/Westbrooks, approved unanimously.
  • Mission Statement - MOTION to table review of Mission Statement to policy committee meeting to be held in April or May by Biederman/Middleton, approved unanimously.
  • Obituary books – Trustee Phillips presented the newest installment of obituary books that he has assembled. Very nice work !
• New Business:
  • Election of Officers – MOTION to approve Lar Biederman as President, Randy Westbrooks as Vice President, Millard Phillips as Treasurer and Darlene Middleton as Secretary by Westbrooks/Gleason, approved unanimously.
  • Auditor’s Contract – MOTION to approve the auditor’s contract (See Attached) for the year ended June 30, 2009, by Westbrooks/Middleton, approved unanimously.
• Adjournment: MOTION to adjourn at 8:40 p.m. by Westbrooks/Biederman, approved unanimously. Next regular meeting March 10, 2009, 7:00 p.m. Respectfully submitted,

 

Darlene Middleton, Secretary

Laurence Biederman, President