Milan Public Library Board of Trustees

Public Meeting of January 13, 2009

Regular Meeting, 7:00 p.m.

Milan Public Library Meeting Room

 

Call to order at 7:03 p.m., Biederman

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

Trustees excused absent: Randy Westbrooks

Staff Present: Library Director Susan Wess & Jennifer Perryman.

Public Present: None

 

• Public comment – None
• Suggestion Box – Patrons suggested the purchase of: Rush Hour 1, 2 & 3 DVD’s ; The Notebook; Margaret Peterson Haddix Among the Brave, Among the Enemy, Among the Free; Last Holiday with Queen Latifah DVD; Erin Einhorn The Pages in Between; Mary Kay Andrews – Hissy Fit, Itsy Bitsy Lies, Savanna Blues; Gene Logsdon – Practical Skills (and any other titles by this author); Lerangis – Spy X Series.
• Approval of Agenda – MOTION: To approve agenda by Biederman/Middleton, approved unanimously.
• Reading and Approval of Minutes – MOTION: To approvethe minutes for the December 9, 2008 regular meeting, with the correction of the December 16, 2008 meeting from policy committee to Logo committee, by Biederman/Gleason, approved unanimously.
• Correspondence – Trustees Westbrooks, Shaw & Biederman met with Rod Hill to brainstorm ideas for the Logo. The goal is to have an approved logo by National Library Week in April. Discover Milan News is interested in including Library news in their paper.
• Financial Report – Trustee Phillips presented the financial report for the month of December 2008. MOTION to approve by Biederman/Gleason, approved unanimously.
• Approval of Bills and Payables - Motion to approve by Middleton/Gleason, approved unanimously.
• Budget Amendments – Motion to approve Resolution 40, 1-2009 (see attached) by Biederman/Middleton, approved unanimously.
• Building Study/District Library – President Biederman presented a revised map of the area, including school district, county and township boundaries. There is an area in Saline that is not supported by any library. Work session to be held on 2/3/09 to develop a list of questions related to forming a district library, for the State of Michigan attorney that specializes in library related law.
• Committee Reports – None.
• Director’s Report –
• Pump replaced on heating system.
• The Friday after Christmas, the parking lot was icy. Director Wess contacted DPW, via the police department, and the lot was salted.
• Many generous donations received.
• New automation system is up and running. Fines from the previous system did not transfer – Director Wess will summarize and discuss with the board to determine if small fines will be written off and not manually transferred to the new system.
• Schedules were adjusted and a temporary staff was not required. The reference librarian will be on medical leave for a portion of January.
• Old Business:
  • Mission Statement –MOTION to table, to be addressed at the work session scheduled for 2/3/09 by Biederman/Middleton, approved unanimously.
  • Job Descriptions – Motion to approve revised job descriptions by Biederman/Shaw, approved unanimously.
  • Written Policy for Direct Deposit –MOTION to table, pending an example to be provided by the auditor by Biederman/Middleton, approved unanimously.
  • Audit Form – to be addressed by the finance committee – meeting not scheduled.
  • Sick Leave – MOTION to approve the sick leave policy, with revision to clarify that sick leave cap relates to both part and full time employees by Shaw/Biederman. Implementation timing to be discussed at work session on 2/3/09.
• New Business:
  • Election of Officers – requires full board presence and, therefore, will be tabled until the next regular board meeting.
  • Appointee to Woodlands Cooperative Board – Trustee Phillips agreed to be the Library’s representative on the Coop board.
  • Maximum Overdue Fines
    • Our current maximum fine – to be raised from $3.50 to $10.00
    • Maximum fine amount to transfer to new system – Director Wess will run summaries of fine amounts in ranges (i.e. total value of fines under $1, $5, etc) so that a determination can be made regarding the cost vs. benefit of manually transferring small dollar fines to the new system.
  • Renewal policies – MOTION to approve the allowance of renewals by phone by Shaw/Middleton, approved unanimously.
• Adjournment: MOTION to adjourn at 8:39 p.m. by Biederman, approved unanimously. Next regular meeting February 10, 2009, 7:00 p.m. Next work session – February 3, 2009, 7:00 p.m.

Respectfully submitted,

Darlene Middleton, Secretary

Milan Public Library Board of Trustees

Public Meeting of January 13, 2009

Regular Meeting, 7:00 p.m.

Milan Public Library Meeting Room

 

Call to order at 7:03 p.m., Biederman

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

Trustees excused absent: Randy Westbrooks

Staff Present: Library Director Susan Wess & Jennifer Perryman.

Public Present: None

 

• Public comment – None
• Suggestion Box – Patrons suggested the purchase of: Rush Hour 1, 2 & 3 DVD’s ; The Notebook; Margaret Peterson Haddix Among the Brave, Among the Enemy, Among the Free; Last Holiday with Queen Latifah DVD; Erin Einhorn The Pages in Between; Mary Kay Andrews – Hissy Fit, Itsy Bitsy Lies, Savanna Blues; Gene Logsdon – Practical Skills (and any other titles by this author); Lerangis – Spy X Series.
• Approval of Agenda – MOTION: To approve agenda by Biederman/Middleton, approved unanimously.
• Reading and Approval of Minutes – MOTION: To approvethe minutes for the December 9, 2008 regular meeting, with the correction of the December 16, 2008 meeting from policy committee to Logo committee, by Biederman/Gleason, approved unanimously.
• Correspondence – Trustees Westbrooks, Shaw & Biederman met with Rod Hill to brainstorm ideas for the Logo. The goal is to have an approved logo by National Library Week in April. Discover Milan News is interested in including Library news in their paper.
• Financial Report – Trustee Phillips presented the financial report for the month of December 2008. MOTION to approve by Biederman/Gleason, approved unanimously.
• Approval of Bills and Payables - Motion to approve by Middleton/Gleason, approved unanimously.
• Budget Amendments – Motion to approve Resolution 40, 1-2009 (see attached) by Biederman/Middleton, approved unanimously.
• Building Study/District Library – President Biederman presented a revised map of the area, including school district, county and township boundaries. There is an area in Saline that is not supported by any library. Work session to be held on 2/3/09 to develop a list of questions related to forming a district library, for the State of Michigan attorney that specializes in library related law.
• Committee Reports – None.
• Director’s Report –
• Pump replaced on heating system.
• The Friday after Christmas, the parking lot was icy. Director Wess contacted DPW, via the police department, and the lot was salted.
• Many generous donations received.
• New automation system is up and running. Fines from the previous system did not transfer – Director Wess will summarize and discuss with the board to determine if small fines will be written off and not manually transferred to the new system.
• Schedules were adjusted and a temporary staff was not required. The reference librarian will be on medical leave for a portion of January.
• Old Business:
  • Mission Statement –MOTION to table, to be addressed at the work session scheduled for 2/3/09 by Biederman/Middleton, approved unanimously.
  • Job Descriptions – Motion to approve revised job descriptions by Biederman/Shaw, approved unanimously.
  • Written Policy for Direct Deposit –MOTION to table, pending an example to be provided by the auditor by Biederman/Middleton, approved unanimously.
  • Audit Form – to be addressed by the finance committee – meeting not scheduled.
  • Sick Leave – MOTION to approve the sick leave policy, with revision to clarify that sick leave cap relates to both part and full time employees by Shaw/Biederman. Implementation timing to be discussed at work session on 2/3/09.
• New Business:
  • Election of Officers – requires full board presence and, therefore, will be tabled until the next regular board meeting.
  • Appointee to Woodlands Cooperative Board – Trustee Phillips agreed to be the Library’s representative on the Coop board.
  • Maximum Overdue Fines
    • Our current maximum fine – to be raised from $3.50 to $10.00
    • Maximum fine amount to transfer to new system – Director Wess will run summaries of fine amounts in ranges (i.e. total value of fines under $1, $5, etc) so that a determination can be made regarding the cost vs. benefit of manually transferring small dollar fines to the new system.
  • Renewal policies – MOTION to approve the allowance of renewals by phone by Shaw/Middleton, approved unanimously.
• Adjournment: MOTION to adjourn at 8:39 p.m. by Biederman, approved unanimously. Next regular meeting February 10, 2009, 7:00 p.m. Next work session – February 3, 2009, 7:00 p.m.

Respectfully submitted,

Darlene Middleton, Secretary