Library Minutes

 

2012 Minutes

 

Minutes, January 17, 2012

Board of Trustees

T. A. Cutler Memorial Library

312 Michigan Ave.

St. Louis, MI 48880

Members present: Holly Brannan-Harris, Michelle Kelly, Dave McMacken, Linda Roberson, Bill Shrum

Members absent: None

Also present: Jessica Little, Library Director

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

Minutes: The minutes of the November 2011 meeting were read by the board. Bill Shrum moved to accept the minutes as presented, Linda Roberson supported, the motion passed.

Public Comment: None

Reports:

Librarians report: The grant money for the lighting upgrade has been increased. The fiber optic line has been completed, but the server has yet to be connected. Once this is done the library will be running on the City of St Louis server and using the City internet account, which will bring a savings of $5,000.00 per year. Jessica reported that with the exception of one computer, all the library computers have been upgraded.

Financial report: Financials were reviewed, Jessica added that there were $3,000 in donations received by the library at the end of 2011 that were not included in the “Donations” line item.

Statistical report: A number of donated books will be evaluated and some will be added to the library collection.

Old Business:

A motion was mad by Bill Shrum that funds from the Spindler Trust be allocated to pay for the lighting upgrade; the motion was supported by Holly Brannan-Harris, motion passed.

New Business:

Dave McMacken introduced Michelle Kelly to the other board members, a motion was made by Linda Roberson to include Michelle Kelly as a board member, the motion was supported by Bill Shrum; motion passed.

Dave McMacken informed the board that a proposal has been made to honor the late Doris Brondstetter with a memorial plaque for her contribution in sponsoring the library gardens.

Bill Shrum made a motion to use the remainder of the funds in the Spindler Trust to pay for the expense of installing the fiber optic in the library, motion supported by Holly Brannan-Harris; motion passed.

Announcements: Dave McMacken informed the board that there will be a program “Remembering the Titanic” on April 14, to commemorate the 100th anniversary of the event at the Alma Public Library.

Adjournment: A motion was made by Bill Shrum to adjourn, meeting adjourned at 5:40 pm.

Minutes respectfully submitted

Dave McMacken, President
Holly Brannan-Harris, Secretary
 

Minutes, March 20, 2012

Board of Trustees

T. A. Cutler Memorial Library

312 Michigan Ave.

St. Louis, MI 48880

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

Members absent: Bill Shrum

Also present: Jessica Little, Library Director

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

Minutes: The minutes of the January 17, 2011 meeting were read by the board. Linda Roberson moved to accept the minutes as presented, Michelle Kelly supported, the motion passed.

Public Comment: None

Reports:

Librarians report: The lighting upgrade project is finished and paid for with $1,062 from the library upgrade grant. The fiber optic system is up and running. The Friends of the Library book sale is scheduled for April 7 through April 9. The Harmony Arbor of the Gleaners Society are scheduled to come and clean flowerbeds and work on other projects at the library on May 5. The patron demand for e-books has decreased after a post holiday increase in demand; Jessica is still waiting for a feasible and efficient way to access e-books for the library.

Financial report: The fiber optic line item expense will be added to the current financial report, at a cost of $3,000. A new computer to make the system compatible is needed and the cost will be $800 to $900.

Statistical report: Statistics are consistent; 117 new books have been added to the collection, interlibrary loans are up slightly.

New Business:

The proposed 2012-2013 fiscal year budget was presented and reviewed. Revenues from penal fines have been gradually decreasing over the last two years and are expected to drop about 10% this year. Revenues from the State of Michigan are up slightly. The 2011/2012 budget had about $10,000 in unanticipated expenses; there is a $6,500 balance left between expenses and revenues for the 2011/2012 fiscal year.

Grant money is available through the Robert C. Reinhardt Library Fund for building improvements and library technology. Jessica is working on the grant application.

This year the Summer Reading Program will have a night time theme, “Between the Covers of a Book”. Different divisions exist for participants; children ages 5-12, teens 13-18 and adults. The seven week program will begin in June and activities are in the planning stage.

Announcements: Dave McMacken relayed the information that the Titanic Anniversayr event at the Alma Public Library has been sold out.

Adjournment: A motion was made by Michelle Kelly to adjourn, meeting adjourned at 6:05 pm.

Minutes respectfully submitted

Dave McMacken, President
Holly Brannan-Harris, Secretary
 

Minutes May 15, 2012

Board of Trustees

T. A. Cutler Memorial Library

312 Michigan Ave.

St. Louis, MI 48880

Members present: Holly Brannan-Harris, Michelle Kelly, Dave McMacken, Linda Roberson, Bill Shrum

Members absent: None

Also present: Jessica Little, Library Director

Meeting was called to order at 5:02 p.m.

Minutes: The minutes from the March 20, 2012 meeting were reviewed, 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: The Harmony Arbor of Gleaners and Boy Scout Troop 609 partnered in a cleanup project on the library grounds, planted flower boxes and did some general maintenance. The library parking lot is scheduled to be resealed and painted. The Friends of the Library book sale raised $800.

Financial Report: Reports were reviewed, and Jessica noted that the payment from the State of Michigan had been received.

Statistical Report: Jessica explained the slight drop in overall numbers from March to April.

Old Business:

Budget for 2012-2013: The board went over the proposed with Jessica. A line item for the lighting upgrade project still needs to be added. Bill Shrum moved to approved the budget as proposed. Michelle Kelly supported the motion and the motion passed.

Summer Reading Program: To date the library has received over $600 from businesses and individuals and the Friends of the Library will be providing another $400 or more for the adult Summer Reading Program. Sign up for the program will begin on June 7 and the program will wrap up the last week of July.

New Business: The library is planning a restoration project for the landscaping around the building. Overgrown shrubs will be replaced with new shrubs more suitable to the building design. Weed barrier, mulch and stones will also be replaced. A motion was made by Linda Roberson to approve the expenditure of $2,250 for the project. The motion was supported by Bill Shrum; motion passed.

Announcements: None

Adjournment: Bill Shrum made the motion to adjourn the meeting; meeting was adjourned at 5:38 p.m.

Minutes respectfully submitted

Dave McMacken, President
Holly Brannan-Harris, Secretary
 

Minutes July 17, 2012

Board of Trustees

T. A. Cutler Memorial Library

312 Michigan Ave.

St. Louis, MI 48880

Members present: Holly Brannan-Harris, Michelle Kelly, Dave McMacken, Linda Roberson, Bill Shrum

Members absent: None

Also present: Jessica Little, Library Director

The board of trustees met in a closed session with a library patron before the meeting started.

Meeting was called to order at 5:20 p.m.

Minutes: The minutes from the May 15, 2012 meeting were reviewed, 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: The landscape project has been completed. The Summer Reading Program is almost complete, teen participation has dropped, possibly due to some teens signing up for the adult program. Josh has turned in his notice of resignation and the library is looking for a new employee for this position.

Financial Report: Financials were reviewed and Jessica reported that the penal fine check should be received by July 31.

Statistical Report: Statistical reports showed no significant changes or topics of concern.

New Business: The election of officers on the board of trustees was attended to, with Bill Shrum suggesting that the sitting officers be reappointed for the new year, resulting in Dave McMacken remaining as president and Holly Brannan-Harris as secretary.

The 2012-2013 meeting schedule was approved by the board.

Jessica sought the input of the board members regarding a procedural change for notifying patrons of overdue materials.

Announcements: None

Adjournment: Bill Shrum made the motion to adjourn the meeting; meeting was adjourned at 5:53 p.m.

Dave McMacken, President
Holly Brannan-Harris, Secretary
 

Minutes September 18, 2012

Board of Trustees

T. A. Cutler Memorial Library

312 Michigan Ave.

St. Louis, MI 48880

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

Members absent: Bill Shrum

Also present: Jessica Little, Library Director

Meeting was called to order at 5:02 p.m.

Minutes: The minutes from the July 17, 2012 meeting were reviewed, Linda Roberson made a motion to accept the minutes as presented. Motion was supported by Michelle Kelly, motion passed.

Public Comment: None

Reports:

Librarian's Report: The library is still seeking a replacement for Josh Benson and the process of interviewing candidates is progressing. The Friends of the Library annual membership meeting is scheduled for September 24; and have set the date for the book sale on October 24. The penal fine check for $94,309.58 has been received by the library and is $11,000 more than originally budgeted for. The parking lot has been resealed.

Financial Report: Figures were reviewed; the city audit has not yet been completed and the figures could possibly change.

Statistical Report: Statistical reports were looked over; the numbers reflected were average for the summer months.

New Business: The firewall for the computer system is now five years old and updates are no longer supported; it will be obsolete within two years. Trivalent Group has provided a quote to replace the firewall and update the WiFi system. Michelle Kelly made a motion to approve the expenditure, the motion was supported by Dave McMacken; motion passed.

The White Pine Library Co-Op has scheduled a one day workshop for library staff; the library board approved Jessica's request to close the library for the day so that the entire staff could attend.

Announcements: None

Adjournment: Linda Roberson made the motion to adjourn the meeting; meeting was adjourned at 5:29 p.m.

Dave McMacken, President
Holly Brannan-Harris, Secretary
 

Minutes November 20, 2012

Board of Trustees

T. A. Cutler Memorial Library

312 Michigan Ave. St. Louis, MI 48880

Members present: Michelle Kelly, Dave McMacken, Linda Roberson, Bill Shrum

Members absent: Holly Brannan-Harris

Also present: Jessica Little, Library Director

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

Minutes: The minutes from the September 18, 2012 meeting were reviewed. Bill Shrum made a motion to accept the minutes as presented. Motion was supported by Michelle Kelly. The motion passed.

Public Comment: None

Reports:

Librarian's Report: Jessica introduced Colin Lipka, the library's new employee, to the Board. The library is hosting its third annual Christmas Open House on Saturday, December 1st. The Howe Memorial Library in Breckenridge plans to transition from a village library into a district library. T.A. Cutler Memorial Library and Howe Memorial Library currently split Jasper and Bethany Townships in their service area, which may complicate the process. Jessica will update the Board in future if the transition looks like it will affect the library.

Financial Report: Figures were reviewed.

Statistical Report: Statistical reports were looked over; circulation figures appear to be tracking slightly lower year-to-date than the past couple of years.

Old Business: The changes to the overdue procedure as approved at the July 17, 2012, meeting were reviewed. Jessica presented information about Unique Management Services, Inc., a collection agency that recovers materials and overdue fees specifically for libraries. After discussion, Bill Shrum made a motion to authorize Jessica to pursue hiring a collection agency

to aid in recovery of severely past due library materials and fees. Linda Roberson supported the

motion. The motion passed.

The current policy of maximum fines per item was discussed. Jessica will present a proposed revision to the policy at the January meeting.

New Business: Jessica requested confirmation of verbal approval for estimate #1185 from Mann Painting for covering the exterior trim of the library with dark green aluminum cap. Bill Shrum moved to confirm verbal approval for estimate #1185 in the amount of $4,752.00. Linda Roberson supported. The motion passed.

Jessica requested approval of estimate #1182 from Mann Painting for repairing and staining the library's gazebo, with the work to be completed next summer. Bill Shrum moved to approve estimate #1182 in the amount of $1822.00 from Mann Painting for work to be performed next summer. Michelle Kelly supported. The motion passed.

Jessica presented information about a regional winter reading program to the Board and the potential benefits of a winter program for adults replacing the summer program for adults. Following discussion, it was the consensus of the Board that a winter program starting in January of 2014 should be promoted during the adult summer reading program in 2013.

Announcements: None

Adjournment: Bill Shrum made the motion to adjourn the meeting; meeting was adjourned at

5:59 p.m.

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

Dave McMacken, President
Jessica Little, Library Director
 
 
 
 
 
 
 
 
 
 
 
 
   
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