Milan Public Library Board of Trustees
Public Meeting of October 13, 2009
Regular Meeting, 7:00 p.m.
Milan Public Library Meeting Room
I. Call to order at 7:01 p.m., Biederman
Trustees present: Millard Phillips, Darlene Middleton, Valorie Gleason Lar Biederman, Randy Westbrooks & Nancy Shaw.
Staff Present: Library Director Susan Wess
II. Public comment – None
III. Suggestion Box – Patrons suggested the purchase of:
· “The Wedding Date” – DVD
· “Last Song”
· “Alden Amos Big Book of Handspinning”
· “Michigan Rivers Less Paddled”
· “Amulet Book 2”
· “Bill Guy, The Science Guy” -- DVD
· “Kids” – DVD
· “Along for the Ride”
· “True Compass: A Memoir”
· “Real Simple” Magazine
· “Half Broke Horses”
· “An Echo in the Bone”
· “Christmas List”
· “Skippy Jon Jones Lost in Space”
· “Batman : Dead White”
· Batman: Fear Itself
· “Batman: No Man’s Land”
· “The Vampire Diaries: Nightfall”
· “Vampire Diaries: The Return”
· “High on Arrival”
· “Next Day Air” – DVD
· “Their Eyes Were Watching God”
· “Deuces Wild” – DVD
· “Ghost of Girlfriends Past” -- DVD
· “Essence” Magazine
IV. Approval of Agenda – MOTION: To approve agenda with addition to XIII. Old Business b. Liability Insurance, and XIV New Business b. Endowment Program How To Manual, and change order to cover approval of bills/payables prior to financial report, by Westbrooks/Gleason, approved unanimously.
V. Reading and Approval of Minutes – MOTION: To approvethe minutes for the September 8, 2009 regular meeting by Westbrooks/Gleason, approved unanimously.
VI. Correspondence – A small grant was received by the library.
VII. Approval of Bills and Payables - Motion to approve by Shaw/Westbrooks, approved unanimously.
VIII. Financial Report –Trustee Phillips presented the financial results for the month of September 2009. MOTION to approve by Middleton/Westbrooks, approved unanimously.
IX. Budget Amendments – Board discussed possible budget cuts as a result of the tax chargeback in excess of budgeted amount. MOTION to approve Resolutions 46 10-2009 by Biederman/Westbrooks (see attached) and 47 10-2009 by Middleton/Gleason (see attached), approved unanimously.
X. Building Study – We have accumulated the financial and census information that Monroe County Library requested. President Biederman has additional questions on the establishment of a district library. He will document those questions before we meet again with Monroe County Library.
XI. Committee Reports – None.
XII. Director’s Report –
· A patron used an obscenity toward a library employee. In accordance with Library policy – Director Wess and President Biederman will sign a letter with a written warning. The letter will be sent to the patron.
· Circulation and computer use are both up.
· Monroe Heating & Cooling turned on the heating system – HVAC system is running at 80% capacity.
· Chris Slay is still working on issues with our computers and server.
· Looks like State Aid will drop .18 per capita which is a 40% drop.
XIII. Old Business:
a. Tax chargeback – First installment payment was made to the City (was withheld from a payment from the City to the library).
b. Liability Insurance – weigh pros and cons of reducing liability from $10M vs $5M in the Spring 2010 for FY 10.
XIV. New Business:
a. Audit – fieldwork is done. Auditors were happy with fund balance. They mentioned segregation of duties concerns – which is common for a small library with limited staffing resources.
b. Endowment Program How to Manual – Trustee Phillips is preparing an instruction manual on how to complete all duties related to the Endowment Program.
XV. Adjournment: MOTION to adjourn at 8:06 p.m. by Biederman, approved unanimously. Next regular meeting November 10, 2009, 7:00 p.m.
Respectfully submitted,
Darlene Middleton, Secretary Laurence Biederman, President
Milan Public Library Board of Trustees
Public Meeting of October 13, 2009
Regular Meeting, 7:00 p.m.
Milan Public Library Meeting Room
I. Call to order at 7:01 p.m., Biederman
Trustees present: Millard Phillips, Darlene Middleton, Valorie Gleason Lar Biederman, Randy Westbrooks & Nancy Shaw.
Staff Present: Library Director Susan Wess
II. Public comment – None
III. Suggestion Box – Patrons suggested the purchase of:
· “The Wedding Date” – DVD
· “Last Song”
· “Alden Amos Big Book of Handspinning”
· “Michigan Rivers Less Paddled”
· “Amulet Book 2”
· “Bill Guy, The Science Guy” -- DVD
· “Kids” – DVD
· “Along for the Ride”
· “True Compass: A Memoir”
· “Real Simple” Magazine
· “Half Broke Horses”
· “An Echo in the Bone”
· “Christmas List”
· “Skippy Jon Jones Lost in Space”
· “Batman : Dead White”
· Batman: Fear Itself
· “Batman: No Man’s Land”
· “The Vampire Diaries: Nightfall”
· “Vampire Diaries: The Return”
· “High on Arrival”
· “Next Day Air” – DVD
· “Their Eyes Were Watching God”
· “Deuces Wild” – DVD
· “Ghost of Girlfriends Past” -- DVD
· “Essence” Magazine
IV. Approval of Agenda – MOTION: To approve agenda with addition to XIII. Old Business b. Liability Insurance, and XIV New Business b. Endowment Program How To Manual, and change order to cover approval of bills/payables prior to financial report, by Westbrooks/Gleason, approved unanimously.
V. Reading and Approval of Minutes – MOTION: To approvethe minutes for the September 8, 2009 regular meeting by Westbrooks/Gleason, approved unanimously.
VI. Correspondence – A small grant was received by the library.
VII. Approval of Bills and Payables - Motion to approve by Shaw/Westbrooks, approved unanimously.
VIII. Financial Report –Trustee Phillips presented the financial results for the month of September 2009. MOTION to approve by Middleton/Westbrooks, approved unanimously.
IX. Budget Amendments – Board discussed possible budget cuts as a result of the tax chargeback in excess of budgeted amount. MOTION to approve Resolutions 46 10-2009 by Biederman/Westbrooks (see attached) and 47 10-2009 by Middleton/Gleason (see attached), approved unanimously.
X. Building Study – We have accumulated the financial and census information that Monroe County Library requested. President Biederman has additional questions on the establishment of a district library. He will document those questions before we meet again with Monroe County Library.
XI. Committee Reports – None.
XII. Director’s Report –
· A patron used an obscenity toward a library employee. In accordance with Library policy – Director Wess and President Biederman will sign a letter with a written warning. The letter will be sent to the patron.
· Circulation and computer use are both up.
· Monroe Heating & Cooling turned on the heating system – HVAC system is running at 80% capacity.
· Chris Slay is still working on issues with our computers and server.
· Looks like State Aid will drop .18 per capita which is a 40% drop.
XIII. Old Business:
a. Tax chargeback – First installment payment was made to the City (was withheld from a payment from the City to the library).
b. Liability Insurance – weigh pros and cons of reducing liability from $10M vs $5M in the Spring 2010 for FY 10.
XIV. New Business:
a. Audit – fieldwork is done. Auditors were happy with fund balance. They mentioned segregation of duties concerns – which is common for a small library with limited staffing resources.
b. Endowment Program How to Manual – Trustee Phillips is preparing an instruction manual on how to complete all duties related to the Endowment Program.
XV. Adjournment: MOTION to adjourn at 8:06 p.m. by Biederman, approved unanimously. Next regular meeting November 10, 2009, 7:00 p.m.
Respectfully submitted,
Darlene Middleton, Secretary Laurence Biederman, President