Milan Public Library Board of Trustees
Public Meeting of January 12, 2010
Regular Meeting, 7:00 p.m.
Milan Public Library Meeting Room
I. Call to order at 7:04 p.m., Westbrooks
Trustees present: Millard Phillips, Darlene Middleton, Randy Westbrooks, Lar Biederman & Nancy Shaw.
Trustees excused absent: Valorie Gleason
Staff Present: Library Director Susan Wess
II. Public comment – None
III. Suggestion Box – Patrons suggested the purchase of:
1. Weekends at Belleview by Julie Holland
2. Night World Series – books 3 -6 and 8 by L.J. Smith
3. Quantico by Greg Bear.
IV. Approval of Agenda – MOTION: To approve agenda with moving item XIII. Old Business a. Audit to the next item in the agenda and adding items XIV. New Business c. Auditor’s contract and d. Committees by Westbrooks/Shaw, approved unanimously.
V. Reading and Approval of Minutes – MOTION: To approvethe minutes for the December 8, 2009 by Westbrooks/Shaw, approved unanimously.
VI. Correspondence – None.
VII. Financial Report –Trustee Phillips presented the financial results for the month of December 2009. MOTION to approve by Westbrooks/Middleton, approved unanimously. Request that process for endowment gifts and other gifts tracking/accounting be compared – establishing one process using best practices.
VIII. Approval of Bills and Payables - Motion to approve by Westbrooks/Shaw, approved unanimously.
IX. Budget Amendments – None.
X. Building Study/District Library – President Biederman working on a plan of action – will report back when completed.
XI. Committee Reports – None.
XII. Director’s Report –
· Generous donations were received from Martha Seger for $1,000 and another $300. Received from Tim & Nancy Shaw $500 for the Building Fund.
· Maintenance issues – wall heater switch replaced.
· Grant received by library was reported in the Milan News/Leader.
· Time to revisit the personnel policy manual.
· When it’s time to order new library cards – Directory Wess would like to consider key tags.
· State Aid is completed and has been filed.
· Email of overdue notices has been successful and saves the cost of printing and postage.
XIII. Old Business:
a. Audit – Ron Eaton and Holly Spain presented the audited financial statements as of and for the year ended June 30, 2009. The auditors complimented our cost saving measures and stressed that it is important to continue given the uncertain future of property tax revenue. Additionally, the auditors suggested that we request tax appeal meeting updates from the City.
b. Wireless/Wilson Park – tabled until next meeting.
c. 2010 Holidays – MOTION to approve holiday schedule with the change to Dec 23, 2010& Dec 31, 2010 as not a holiday (open) and is replaced by Dec 27, 2010 and January 3, 2011 as holidays.
d. Policy Handbook– Committee meeting set for Wednesday January 27th at 6:30.
e. Update on Endowment Fund – provided by Trustee Phillips.
XIV. New Business:
a. Election of Officers – tabled until full board is present.
b. Sam’s Club Membership – tabled. Board requested other cost saving entities be investigated – due to ethical issues related to Wal-Mart entities.
c. Auditor’s contract – tabled until fee provided.
d. Committees – Policy – Trustees Westbrooks, Shaw, Gleason, Biederman; Financial – Trustees Westbrooks, Phillips, Middleton.
XV. Adjournment: MOTION to adjourn at 8:45 p.m. by Biederman/Westbrooks, approved unanimously. Next policy committee meeting January 27, 2010 at 6:30 p.m. Next regular meeting February 9, 2010, 7:00 p.m.
Respectfully submitted,
Darlene Middleton, Secretary Laurence Biederman, President
Milan Public Library Board of Trustees
Public Meeting of January 12, 2010
Regular Meeting, 7:00 p.m.
Milan Public Library Meeting Room
I. Call to order at 7:04 p.m., Westbrooks
Trustees present: Millard Phillips, Darlene Middleton, Randy Westbrooks, Lar Biederman & Nancy Shaw.
Trustees excused absent: Valorie Gleason
Staff Present: Library Director Susan Wess
II. Public comment – None
III. Suggestion Box – Patrons suggested the purchase of:
1. Weekends at Belleview by Julie Holland
2. Night World Series – books 3 -6 and 8 by L.J. Smith
3. Quantico by Greg Bear.
IV. Approval of Agenda – MOTION: To approve agenda with moving item XIII. Old Business a. Audit to the next item in the agenda and adding items XIV. New Business c. Auditor’s contract and d. Committees by Westbrooks/Shaw, approved unanimously.
V. Reading and Approval of Minutes – MOTION: To approvethe minutes for the December 8, 2009 by Westbrooks/Shaw, approved unanimously.
VI. Correspondence – None.
VII. Financial Report –Trustee Phillips presented the financial results for the month of December 2009. MOTION to approve by Westbrooks/Middleton, approved unanimously. Request that process for endowment gifts and other gifts tracking/accounting be compared – establishing one process using best practices.
VIII. Approval of Bills and Payables - Motion to approve by Westbrooks/Shaw, approved unanimously.
IX. Budget Amendments – None.
X. Building Study/District Library – President Biederman working on a plan of action – will report back when completed.
XI. Committee Reports – None.
XII. Director’s Report –
· Generous donations were received from Martha Seger for $1,000 and another $300. Received from Tim & Nancy Shaw $500 for the Building Fund.
· Maintenance issues – wall heater switch replaced.
· Grant received by library was reported in the Milan News/Leader.
· Time to revisit the personnel policy manual.
· When it’s time to order new library cards – Directory Wess would like to consider key tags.
· State Aid is completed and has been filed.
· Email of overdue notices has been successful and saves the cost of printing and postage.
XIII. Old Business:
a. Audit – Ron Eaton and Holly Spain presented the audited financial statements as of and for the year ended June 30, 2009. The auditors complimented our cost saving measures and stressed that it is important to continue given the uncertain future of property tax revenue. Additionally, the auditors suggested that we request tax appeal meeting updates from the City.
b. Wireless/Wilson Park – tabled until next meeting.
c. 2010 Holidays – MOTION to approve holiday schedule with the change to Dec 23, 2010& Dec 31, 2010 as not a holiday (open) and is replaced by Dec 27, 2010 and January 3, 2011 as holidays.
d. Policy Handbook– Committee meeting set for Wednesday January 27th at 6:30.
e. Update on Endowment Fund – provided by Trustee Phillips.
XIV. New Business:
a. Election of Officers – tabled until full board is present.
b. Sam’s Club Membership – tabled. Board requested other cost saving entities be investigated – due to ethical issues related to Wal-Mart entities.
c. Auditor’s contract – tabled until fee provided.
d. Committees – Policy – Trustees Westbrooks, Shaw, Gleason, Biederman; Financial – Trustees Westbrooks, Phillips, Middleton.
XV. Adjournment: MOTION to adjourn at 8:45 p.m. by Biederman/Westbrooks, approved unanimously. Next policy committee meeting January 27, 2010 at 6:30 p.m. Next regular meeting February 9, 2010, 7:00 p.m.
Respectfully submitted,
Darlene Middleton, Secretary Laurence Biederman, President