Library Minutes

 

2010 Minutes

 

Minutes 1/19/10

Board of Trustees

T. A. Cutler Memorial Library

312 Michigan Ave.

St. Louis, MI 48880

Members present: Holly Brannan-Harris, Dave McMacken, Linda Roberson

Members absent: Peg Boyd, Bill Shrum

Also present: Jessica Little, Library Director

Meeting was called to order at 5:05 by Dave McMacken

Minutes: The minutes from the November 17, 2009 meeting were reviewed by the board. Linda Roberson made a motion to accept the minutes as presented, motion was supported by Holly Brannan-Harris, motion passed.

Public Comment: None

Reports: During review of the financial report Jessica pointed out that the only adjustment made to the budget was the increase in revenues from penal fines. The statistical report showed a marked increase in donated books during the month of December, 2009. The librarian's report announced the theme for the summer reading program and that the Summer Youth Employment program providing the library with an intern ended on December 18.

Old Business: Jessica gave the board the information on the automatic door adaptor that would make the front door handicap accessible. After review of products and pricing, the board selected a contractor, Great Lakes Automatic Door, to install the ADA operator. Holly Brannan-Harris moved to approve the purchase, motion was supported by Linda Roberson, motion passed.

New Business: The Sponsor an Author program was presented to the board by Jessica. A proposed policy change was made by Jessica that would make patrons financially responsible for depreciation damage to books. A motion was made by Dave McMacken to include this in library policy, motion was supported by Linda Roberson, motion passed.

Announcements: None

Adjournment: A motion was made by Holly Brannan-Harris to adjourn the meeting; meeting adjourned at 5:50

Minutes respectfully submitted

Dave McMacken, President
Holly Brannan-Harris, Secretary
 

Minutes 3/16/10

Board of Trustees

T. A. Cutler Memorial Library

312 Michigan Ave.

St. Louis, MI 48880

Members present: Dave McMacken, Linda Roberson, Bill Shrum

Members absent: Peg Boyd, Holly Brannan-Harris

Also present: Jessica Little, Library Director

Meeting was called to order at 5:00 p.m. by Dave McMacken

Minutes: The minutes from the January 19, 2010, meeting were reviewed by the board. Bill Shrum made a motion to accept the minutes as presented; motion was supported by Linda Roberson; motion passed.

Public Comment: None

Reports:

Librarian's Report: In the librarian's report, Jessica mentioned the Friends of the Library will be holding a Scavenger Hunt fundraiser on Saturday, March 20th, at the library; the library is weeding its fiction collection in preparation for the next book sale, which will be April 14th through 16th, and has been utilizing volunteers for this project; an application has been submitted for inclusion in a BTOP Computer Center's grant, which if approved will provide $4000 in federal funding for the purchase of two new PAC's and related software/hardware; and the library will be closed April 2nd through 4th in observance of Good Friday and Easter.

Financial Report: In the financial report two new line items in the revenues account (Pilot—Cambridge and Pilot—Greenland) were pointed out, as was the payment for installation of an ADA operator.

Statistical Report: In the statistical report it was noted that donations to the library are still high, so fewer books have been purchased in the past two months.

New Business:

Jessica presented the changes to the QSAC Essential requirements and explained how what was a one-time certification now requires renewal every three years. A few changes were highlighted as a concern including a mandatory minimum of 7% of operating expenses on collection development and the creation and maintenance of a technology plan and budget. After discussion, it was the consensus of the board that since there were no material benefits to renewing the certification and there are concerns about the time and expense of renewal, it is not worth pursuing at this time.

The second order of business was the budget for both the current fiscal year and the next year. For the current year, expenditures are on track for at or a little below what was anticipated for the year while revenues are anticipated to come in about $14,000 higher than originally estimated. It was the consensus of the board, quotes should be solicited from three companies to repair the seven windows with faulty seals since the funds are there. Jessica also suggested purchasing two new towers for the OPAC's if there is still room in the supply budget in May, because the current computers run very slowly and inexpensive towers should improve their performance quite a bit. Bill also suggested looking into whether the library will need to change to more energy efficient lighting fixtures.

The budget for next year looks very similar to this year. Jessica reported the county treasurer's office has penal fines tracking about 3.5% below where they were last year. She based the anticipated tax revenues on a similar percentage reduction. While the governor has not proposed a reduction to state aid this year, a cut in that area is still likely. In the expenditures budget, salary and benefits show an incremental increase while the performance budget has been cut and the periodical and utilities budget were reduced slightly to reflect current year figures.

Formal budget approval by the board will occur at the May 18, 2010, meeting, but the budget as discussed is to be submitted to the City Manager in April.

After conclusion of the above new business, the meeting was closed to board members only for discussion of the director's annual performance evaluation.

Announcements: None

Adjournment: A motion was made by Linda Roberson to adjourn the meeting. Meeting adjourned at 6:40 p.m.

Minutes respectfully submitted by Jessica Little in the absence of the secretary.
 

Minutes 5/18/2010 Meeting

Board of Trustees
T.A. Cutler Memorial Library
312 Michigan Ave.
St. Louis, MI 48880

Members Present: Peg Boyd, Holly Brannan-Harris, Dave McMacken, Linda Roberson, Bill Shrum

Members Absent: None

Also Present: Library Director Jessica Little

Meeting was called to order at 5:04 p.m. by Dave McMacken

Minutes: Minutes of the 3/16/2010 meeting were reviewed; Peg Boyd made a motion to accept the minutes as presented, the motion was supported by Bill Shrum; motion passed.

Public Comment: None

Reports:

Librarians Report: The summer reading program, themed “Make a Splash” will begin registration on June 10. Programs will take place on Thursdays at 2 p.m. from June 17 through July 29. Jessica also apprised board members that a library employee may be going abroad and if so a replacement will be needed.

Statistical Reports: Reviewed by the board, and were shown to be consistent with the average.

Financial Reports: The financial reports were read by the board and Jessica informed the board that to date she had received $275 in donations towards the summer reading program.

Old Business: A budget revision will be necessary when the library receives a payment from the State of Michigan that is due to arrive before the end of the fiscal year which will result in surplus revenue of up to $10,000.

New Business: 9 windows in the library need replacement; to date Jessica had received bids from two companies, a bid of $1,197 was accepted by the board. A motion to approve the expenditure was made by Bill Shrum, the motion was supported by Linda Roberson; motion passed. The Michicard program has become obsolete with the institution of Melcat by the Library of Michigan. A motion was made by Holly Brannan-Harris to discontinue the Michicard program, the motion as supported by Bill Shrum; motion passed.

Announcements: None

Adjournment: A motion was made by Peg Boyd to adjourn; meeting was adjourned at 5:58.

Minutes respectfully submitted,

Dave McMacken, President

Holly Brannan-Harris, Secretary
 

Minutes July 20, 2010

Board of Trustees

T. A. Cutler Memorial Library

312 Michigan Avenue

St. Louis, MI 48880

Members present: Holly Brannan-Harris, Dave McMacken, Bill Shrum

Members absent: Peg Boyd, Linda Roberson

Also present: Jessica Little, Library Director

Meeting was called to order by Dave McMacken at 5:03

Minutes: Minutes from the May 18 meeting were reviewed. Jessica pointed out the error in reporting that the payment from the state of Michigan required correction to show arrival after the end of the fiscal, rather than before. Bill Shrum made the motion to amend the minutes, motion supported by Holly Brannan-Harris, motion passed.

Public Comment: None

Reports: Jessica reported that she has started interviewing applicants to replace Bethany in the part-time position. Due to the large number of book donations the Friends of the Library will be holding a mini-book sale tentatively slated for August 18th and 19th.

Financial reports showed that the library's finances are running according to the amended budget. Funds have been received from Jasper Township and are forthcoming from Pine River Township and the penal fine check has been delayed.

Statistical reports reflected a very large number of donated items (178), added to the collection during June.

Old Business: The window with the rotted sash is awaiting replacement once Jessica receives her price quotes.

New Business: The reference section is becoming outdated and Jessica is planning to implement a new system to streamline reference books by integrating them into the non-fiction collection. She will also be archiving certain out-of-print reference books still in use by the patrons, such as the Chilton auto repair manuals. These materials will not remain in the collection but will be available to the public upon request.

Jessica also proposed starting a probationary period applicable to new patrons which would entail limiting the materials they could check out of the library until they have established a history of returning materials on time and in good condition.

Announcements: Dave McMacken is giving a talk at Roethke House in Saginaw on July 29.

Adjournment: Bill Shrum moved to adjourn the meeting; meeting was adjourned at 5:38.

Minutes respectfully submitted

Dave McMacken, President
Holly Brannan-Harris, Secretary
 

Minutes September 21, 2010

Board of Trustees

T. A. Cutler Memorial Library

312 Michigan Ave.

St. Louis, MI 48880

Members present: Peg Boyd, Dave McMacken, Linda Roberson, Bill Shrum

Members absent: Holly Brannan-Harris

Also present: Jessica Little, Library Director

Meeting was called to order at 5:04 p.m. by Dave McMacken

Minutes: The minutes from the July 20, 2010, meeting were reviewed by the board. Jessica pointed out that funds had been received from Bethany Township not Jasper Township in the financial report. Bill Shrum made a motion to accept the minutes subject to this change; motion was supported by Linda Roberson; motion passed.

Public Comment: None

Reports:

Librarian's Report: In the librarian's report, Jessica mentioned she had hired Josh Benson to fill the Library Technician/Interlibrary Loan position and he has quickly become a valuable member of the staff. Preschool story hour is up and running again with 11 children signed up; there is much interest among the parents and grandparents to help with the program. Jessica also said she has been in communication with Pine River Township about their support of the library. She has sent them a letter outlining the services we provide to their residents and also sent a copy of the contract the board has signed with Bethany Township. The City Manager is also going to talk with the Township Supervisor.

Financial Report: While there was no official report yet from the City, an unofficial list of revenues and expenses for July and August was presented. The penal fine checks from Gratiot and Midland counties were received. The check from Gratiot County was about $13,000 higher than predicted in March, while the check from Midland County was about the same as last year.

Statistical Report: In the statistical report it was noted that new patron registrations were high in August and will probably continue to increase for at least a couple of months. This increase is anticipated because three libraries in Isabella County are closing, at least temporarily, and the Cutler Memorial Library is the closest library outside of Isabella County that does not have nonresident fees for library cards. Alma Public Library also raised their nonresident fees from $10 to $40.

Old Business:

Jessica presented a new policy for probationary and limited accounts. It is similar to the policy that was in effect under Librarian Pamela Carberry. New patrons would have a limit of four items in circulation at one time until they establish a good return record. Patrons with a poor return record would be limited to two items in circulation at one time until they reestablish a good return record. After discussion by the board, a motion was made by Peg Boyd and seconded by Bill Shrum to approve the policy as written; motion passed.

New Business:

Revisions to the Interlibrary Loan Policy, Additional Library Services Policy, and Library Card Policy were discussed. The Interlibrary Loan Policy needed to be revised to reflect that probationary and limited use accounts do not have interlibrary loan privileges. It also needed to be updated to explain how “Visiting Patron Privileges” work and who can request these privileges. These privileges would be limited to adult residents of the library's legal and contracted service area. The Additional Services Policy revision would remove the MichiCard sub-policy since the library no longer participates in that program. The Library Card Policy would be revised to reflect that information on a minor's account is given out to the parent or guardian who if financially responsible for the items, fines, and fees charged to the account. A motion was made by Bill Shrum to accept the revised Interlibrary Loan, Additional Library Services, and Library Card policies; Linda Roberson seconded the motion; motion passed.

Jessica said the library staff members are dealing with an increasing number of instances where the phone number, address, or email address on file for a patron is no longer valid. She proposed an internal change that would require a patron to verify their contact information annually rather than the 3-year period currently in effect. The board supported the change.

The library's gazebo is in need of maintenance and a new coat of stain. Mark Abbott is looking into what needs to be done and then the library will proceed from there. It may be possible to coordinate the work among the DPW, the Friends group, and other volunteers.

It was also discussed that the library's sign needs to be made more visible. Trimming the arborvitae around it, replacing the lights that no longer work, and giving the background a new coat of paint might take care of the problem.

Jessica received word the BTOP grant written on behalf of many libraries across the state, including the Cutler Memorial Library, was approved. $2000 will be available sometime between October and early next year to purchase two additional public access computers and related hardware and software. The library will pay $500 in matching funds. The board agreed that if it is possible under the grant to upgrade the operating systems on the 10 PACs the library currently owns to Windows 7 and the office software to M.S. Office 2010, this would be a good idea.

The results of the energy audit performed by Energy Sciences were discussed. Of the four recommendations listed in the report, the board thought it would be a good idea to replace the exterior incandescent light bulbs with CFLs and to replace the existing interior T-12 lighting with T-8 lighting as they fail rather than retrofitting them all at once, though these actions should be discussed with the Electric Department. They rejected the installation of occupancy sensors and agreed it is not necessary to install flow moderators on the sinks at this time.

Announcements:

Dave announced the board will need to elect or reelect officers next spring.

Jessica announced library supporters will be meeting with Representative Paul Opsommer on Friday, September 24th, between 10:00 a.m. and 12:00 p.m. and invited the members of the board to be there.

Adjournment: The meeting was adjourned at 6:21 p.m.

Minutes respectfully submitted by Jessica Little in the absence of the secretary.

Dave McMacken, President
Jessica Little, Library Director
 

Minutes, November 16, 2010

 

Board of Trustees

T. A. Cutler Memorial Library

312 Michigan Ave.

St. Louis, MI 48880

 

Members present:  Peg Boyd, Holly Brannan-Harris, Dave McMacken, Linda Roberson, Bill Shrum

 

Members absent:  None

 

Also present:  Jessica Little, Library Director

 

Meeting was called to order at 5:02 by Dave McMacken

 

Minutes:  The minutes of the September 21 meeting were read by the board.  Linda Roberson moved to accept the minutes as presented, Bill Shrum supported, the motion passed.

 

Public Comment:  None

 

Reports:

Librarians report:  Jessica discussed the completion of the repairs to the gazebo, the Friends of the Library October book sale, which raised $253, and the Christmas Open House, scheduled to take place on Saturday, December 4, from 10:00 a.m. to 2:00 p.m.

 

Financial report:  The financial report is in keeping with projections, revenue from penal fines is on the rise.

 

Statistical report:  Jessica explained that the recent rise in new registrations would probably drop due to the reopening of the Chippewa River District Library branches.

 

New Business:

Discussion of patrons who have been blocked using another patrons account to check out materials or use computers.  At this time no official policy will be proposed, but a case by case procedure will be worked out by library staff.  Motion was made by Peg Boyd,  motion supported by Bill Shrum; motion passed.

 

Jessica explained how the Autographics Illuminar system in use by the library is incompatible with the Melcat system and the duplicate steps that must be done by library staff when processing interlibrary loans.  With an enhancement these two systems can be made compatible; the cost will be a one time fee of $1,000 which should pay for itself in one to two years.  A motion was made by Bill Shrum to authorize the purchase of the enhancement, motion was supported by Holly Brannan-Harris; motion passed.

 

The library hours for the Christmas and New Years holidays were decided.  The library will be closed on Friday, December 24, and Friday, December 31.  The library will also close at 4:00 p.m. on Wednesday, Dec 22, for the staff holiday party.

 

Announcements:  None

 

Adjournment:  A motion was made by Bill Shrum to adjourn, meeting adjourned at 6:38.

 

Minutes respectfully submitted

 

Dave McMacken, President
Holly Brannan-Harris, Secretary

 

 

 
 
 
   
 © 2005 - 2017   City of St. Louis Design by New Moon Visions ~ Site by AccuNet Web Service.