Mar 10, 2009 Minutes

Milan Public Library Board of Trustees

Public Meeting of March 10, 2009

Regular Meeting, 7:00 p.m.

Milan Public Library Meeting Room

Call to order at 7:07 p.m., Biederman

Trustees present: Millard Phillips, Larry Biederman, Darlene Middleton, 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: Community Capitalism: Lessons from Kalamazoo and Beyond; Hotel on the Corner of Bitter and Sweet; All American Rejects CD; Ultimate Gift – DVD; Jonas Brothers – A Little Bit Longer CD; Vampire Academy; Mounting Fears; Double Minds, Edge of Recall, Dark Pursuit; The Secret; Queen of Song and Souls; Summer on Blossom Street; Take One, This Side of Heaven; From circulation clerks: light bulbs to replace burnt out ones above circ desk
Approval of Agenda – MOTION: To approve agenda with addition to XIII.Old Business d. Election status of Trustees by Westbrooks/Gleason, approved unanimously.
Reading and Approval of Minutes – MOTION: To approvethe minutes for the February 10, 2009 regular meeting by Westbrooks/Gleason, approved unanimously.
Correspondence –
- The Library received a notice from the State of Michigan indicating our audit is late. Director Wess contacted the auditors and has since been contacted by the State of Michigan, indicating that the Library is in compliance with audit filing requirements.
- Trustee Shaw and Rod Hill attended the Milan Historical Society (MHS) board meeting on March 10, 2009 to gain approval for the Library’s use of a crooked tree in its logo. The MHS board indicated that they have trademarked the crooked tree and would consider our request, with a final decision at their April 2009 board meeting. MOTION: To not use a crooked tree in our logo and to develop an alternate logo by Westbrooks/Shaw, approved by all trustees except Trustee Biederman.
Financial Report – Trustee Phillips presented the financial report for the month of February 2009. MOTION to approve by Westbrooks/Biederman, approved unanimously.
Approval of Bills and Payables - Motion to approve by Biederman/Gleason, approved unanimously.
Budget Amendments – None.
Building Study/District Library – None.
Committee Reports – None.
Director’s Report –
Waiting on price quotes to replace the orange carpeting.
New copier will be $9 per month more than the old one.
2 new computers have arrived – one for express internet and one for the genealogy room.
Cathy has been working 10 hours per week and will be back to her regular hours shortly.
Director Wess is on the Mel Delivery advisory committee.
Rural and small library annual conference to be held in Traverse City in April – Director Wess has not decided whether or not to attend.
Dexter District Library is having a private preview of its new library (new library is 30,000 sq ft – old library was 4,000).
Governor Granholm and President Obama have both recently emphasized the importance of local libraries during tough economic times.
Old Business:
- Logo/Branding information – see correspondence. The ad-hoc logo committee will meet on March 24, 2009 at 6:30 p.m.
- Question about vacation policy–Staff inquired as to when the new policy will be in effect. The policy was in effect when approved by the board on 9/9/08. Under the previous policy, vacation was accrued throughout the year. The new policy works in the same fashion – the only difference is that a maximum number of hours can be accrued before vacation time stops accruing or is lost.
- Date for work session: audit form/mission statement – no current action taken. Work sessions will be scheduled in April or May 2009.
- Election status of Trustees – We expect to obtain information in April from the City on next steps for those Trustees that will need to run in the November 2009 election. Trustees that will need to run in November include Trustees Middleton, Gleason, and Phillips.

New Business:
- Billing for long overdue or damaged books – no board action required.
Adjournment: MOTION to adjourn at 8:35 p.m. by Westbrooks/Biederman, approved unanimously. Next regular meeting April 14, 2009, 7:00 p.m.

Respectfully submitted,

Darlene Middleton, Secretary