Library Minutes

 

2015 Minutes

 

Minutes January 20, 2015

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

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

Members absent: None

Also present: Library Director Jessica Little

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

Minutes: The minutes from the November meeting were reviewed; Mary Reed asked for clarification on the Alma Used Book Sale Group donations. 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: Jessica noted that the library had received several substantial cash gifts. The IRS has reduced services and is supplying only the Forms 1040, 1040A and the 1040EZ for the public to pick up at the library. Michigan treasury forms are not yet available. The winter reading program is set to start on February 2 and will run for 6 weeks.

Financial Report: The library finances are stable with revenues and expenditures as expected.

Statistical Report: Two school visits were cancelled due to school cancellations and extreme cold temperatures.

Old Business: Discussion of the 2014-2015 fiscal year budget noted that some changes are expected due to changes in millage based tax funding. Penal fines plus the $53,000 in city revenues this spring will be sufficient to start the year. Accessing funds from the equity fund may be necessary to fill in the revenue gap until the new millage funding starts to come in.

New Business: The library is adding color printing and scanning services for a fee to library patrons.

Due to decreasing demands for computers by patrons the library will not replace two of the twelve public computers when updating tech equipment, reducing the total available to ten. The two computers in the childrens library are due for replacement.

Preliminaries for the 2015-2016 fiscal year budget were discussed.

Jessica is requesting a quote for replacement of fluorescent lighting in the library.

The library is currently charging a fee of $1 to replace lost library cards. Discussion was held about replacing that policy with a graduating fee for repeated lost cards by a single patron.

Announcements: None

Adjournment: Motion made by Dave McMacken to adjourn, meeting adjourned at 6:08

Dave McMacken, President
Holly Brannan-Harris, Secretary
 

Minutes March 17, 2015

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

Members present: Michelle Kelly, Dave McMacken, Mary Reed, Linda Roberson

Members absent: Holly Brannan-Harris

Also present: Library Director Jessica Little

Call to Order: Meeting was called to order at 5:09 p.m.

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

Public Comment: None

Reports:

Librarian's Report: Jessica informed the board the refurbished computers that will become early literacy stations have arrived and are in the process of being set-up. Mary Reed requested Phil Hansen be notified of the new stations when they are ready so he can put it in the newsletter.

In total, fifteen people registered for the 2015 adult winter reading program. The theme of the summer reading program is superheroes. While it is still early in the planning process, the current plan is to highlight local heroes at the weekly children's events.

The library is celebrating reading month with a reading-bug-to-butterfly challenge for the kids.

The Friends of the Library group scheduled a book sale April 15th through 18th and is planning a garden tour fundraiser for the summer. Dave McMacken, Mary Reed, and Michelle Kelly all offered to have their gardens on the tour, but recommended it should be scheduled in July instead of August for better flowers.

Jessica described the “Big Talk From Small Libraries” online conference she attended.

The current status of the effort to establish a County Library Board was discussed. Five members have been approved by the County Commissioners but have not yet been appointed.

Jessica informed the board the library was offered a framed collection of local baby pictures. The pictures hung on the wall in the walk-in clinic, but Dr. VanderLugt is retiring and they're looking for a place to donate them. The consensus of the board was the pictures should go to the historical society.

Financial Report: Financial reports were reviewed; current balances are approximately the same as they were at the same time last year.

Statistical Report: Weather conditions in February negatively affected programming and circulation figures. eBook circulation continues to be low—no books were downloaded in February.

Old Business: Budget revisions for the 2014-15 budget were discussed. Collected revenues as of January 31, 2015, exceeded projected revenues for the entire year, primarily because penal fine revenues were higher than anticipated. Expenses are tracking approximately where expected. Factoring in the anticipated revenue from the new county library millage, the library is in a good position for the year-end-balance. The board recommended hiring a janitorial service before the new fiscal year begins.

The budget for 2015-16 was discussed in conjunction with a list of short-term and long-term projects.

Mary Reed suggested moving the replacement of external book drops with a book return into the library office area up to the short-term projects. Replacing or restoring the weathered library sign and the library road sign were discussed. The board determined the road sign should be removed and Jessica should get quotes for restoring the library sign.

The board would like options presented for installing a sign on the southeast corner of the property or on the southeast corner of the building so it is visible to traffic heading north on Michigan Avenue.

Jessica presented salary information for the part-time staff, the scheduled increases to minimum wage, and median hourly rate for comparable positions as compiled by the Bureau of Labor Statistics. After discussion, the board requested additional information about the City's step-up's for salary, library staff evaluations, and the job responsibilities assigned to staff members. They also requested information on the average salary of library directors at other Michigan libraries of similar service area.

Budget discussion was tabled awaiting further information.

New Business: A library needs assessment survey was discussed. The consensus of the board is to use the survey with suggested revisions. A paper version of the survey will be distributed via city utility bills, library staff will include them in circulation transactions, and copies will available for pick-up in the library lobby and City Hall. An electronic version will be posted to the library's website and Facebook page and Jessica will ask Phil Hansen to include it in his email newsletter. Distribution will begin on April 1st; collection will conclude May 1st.

Announcements: None

Adjournment: Motion made by Mary Reed to adjourn, meeting adjourned at 6:36 p.m.

Minutes respectfully submitted

Dave McMacken, President
Jessica Little, Library Director
 

Minutes May 19, 2015

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

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

Members absent: Mary Reed, Linda Roberson

Also present: Library Director Jessica Little

Call to Order: Meeting was called to order at 5:05 p.m.

Minutes: The minutes from the March meeting were reviewed; Michelle Kelly made a motion to accept the minutes as presented. Motion was supported by Holly Brannan-Harris, motion passed.

Public Comment: None

Reports:

Librarian's Report: The library has received the check for the county library millage revenue for a total of $55,241.15. It is estimated that in 2016 the revenue will be $150,000. The library's Early Literacy Program is still in development. The library system is being integrated with Melcat to allow patrons to access it from their account. The summer reading program will begin on June 1; there will be 6 events and a wrap-up party at the end.

Financial Report: The financial reports were reviewed.

Statistical Report: Statistics remain steady

Old Business: The library received 47 paper responses and 18 digital responses to the needs assessment survey. Since the leading request from patrons was for extended library hours; discussion of hiring a new part time worker. A motion was made by Holly Brannan-Harris to authorize Jessica to hire additional part-time workers as needed, motion was supported by Michelle Kelly; motion passed.

An amendment to the 2014/2015 budget was discussed. A motion was made by Michelle Kelly to approve the amended 2014/2015 budget, the motion was supported by Holly Brannan-Harris; motion passed.

The proposed budget for the 2015/2016 fiscal year was reviewed. A motion was made by Holly Brannan-Harris to accept the budget; the motion was supported by Michelle Kelly; motion passed.

New Business: Jessica presented information gathered on the pay scales of employees at non-academic libraries in the state of Michigan and it was decided that the pay scale for library assistants should be adjusted. A motion was made by Michelle Kelly to increase their pay scale, the motion was supported by Holly Brannan-Harris; motion passed.

The library is seeking new contracted services for cleaning; the library reviewed a bid from Steve's Cleaning Service. A motion was made by Holly Brannan-Harris to authorize Jessica to contract for cleaning services, motion was supported by Michelle Kelly, motion passed.

Meeting was closed to board members only to discuss library director evaluations.

Announcements: None

Adjournment: Motion made by Dave McMacken to adjourn, meeting adjourned at 6:24

Dave McMacken, President
Holly Brannan-Harris, Secretary
 
Board of Trustees
T. A. Cutler Memorial Library
312 Michigan Ave.
St. Louis, MI 48880

Minutes July 21, 2015

Members present: Dave McMacken, Mary Reed, Linda Roberson

Members absent: Holly Brannan-Harris, Michelle Kelly

Also present: Library Director Jessica Little

Call to Order: Meeting was called to order at 5:11 p.m.

Minutes: The minutes from the May meeting were reviewed; Mary Reed made a motion to accept the minutes as presented. Motion was supported by Linda Roberson. Motion passed.

Public Comment: None

Reports:

Librarian's Report: Window repairs for three windows with bad seals are done; two windows were discovered to have rotten sashes. Three sashes have been ordered, in order to have a back-up sash since the company that produced the original windows no longer exists. The work will be completed once the sashes come in. Steve Flicek's janitorial service will begin a cleaning contract with the library the first week of August. Mann Painting will be caulking and staining the gazebo with date to be determined. The garden tour hosted by the Friends of the Library on July 18th was a success; 32 tickets were sold and several hosts and attendees have volunteered the gardens for future tours. The library will begin the new hours-of-operation schedule of Monday – Friday, 10:00 a.m. to 7:00 p.m. and Saturday, 10:00 a.m. – 2:00 p.m. after Labor Day. The additional library assistant position will be posted shortly now that the summer reading program is wrapping up. Mary Reed made a motion to accept the Librarian's report; the motion was supported by Linda Roberson; the motion passed.

Financial Report: The financial reports were reviewed.

Statistical Report: Statistics for May and June 2015 as well as the annual statistics for the past five years were reviewed. Mary Reed suggested that in future, programs that are presented multiple times in a day should be counted each time, instead of once for the day.

New Business: The schedule of meeting dates for the 2015-16 fiscal year was reviewed: July 21, 2015; September 15, 2015; November 17, 2015; January 19, 2016; March 15, 2016; May 17, 2016. Linda Roberson made a motion to formally adopt the 2015-16 meeting schedule. Motion was supported ty Mary Reed. Motion passed.

The current slate of officers was reviewed: President, Dave McMacken; Vice-President/Secretary, Holly Brannan-Harris; Treasurer, Linda Roberson. Mary Reed made a motion to reelect the current slate of officers for the 2015-16 year. The motion was supported by Linda Roberson. Motion passed.

Announcements:

Dave McMacken stated the board formally thanks and compliments the Friends of the Cutler Memorial Library for their work on the 2015 garden tour.

Library director Jessica Little announced she will be in Haiti August 9th through 16th.

Adjournment: Motion made by Dave McMacken to adjourn; meeting adjourned at 5:53 p.m.

Minutes respectfully submitted

Dave McMacken, President
Jessica Little, Library Director
 

Board of Trustees

T. A. Cutler Memorial Library
312 Michigan Ave.
St. Louis, MI 48880
 
Minutes September 15, 2015

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

Members absent: None

Also present: Library Director Jessica Little

Call to Order: Meeting was called to order at 5:03 p.m.

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

Public Comment: None

Reports:

Librarian's Report: Jessica reported that the library has received positive response to the new library hours. The emergency lighting malfunction is being addresses and the phone system has been rebooted and is working again. The new shelving columns in the children's room have been installed. The process of interviewing candidates for two library positions is underway. The summer reading program was a big success and there has been positive feedback on the movie events for kids. The drinking fountain will be replaced with a water cooler.

Financial Report: Jessica outlined for the board a potential for future changes to various line items in the budget.

Statistical Report: Statistics remain steady

New Business: There is a scheduled closing for the library on October 14, 2015. At this time library staff will attend a training seminar, coinciding with a service for cleaning and Scotchguard treatment for the carpets in the library.

A library service for providing e-books has made some changes, service to the library will continue with changes in place.

The idea of offering library patrons a limited number of free DVD rentals during the month of December was discussed.

Discussion of adding a patron's drivers license number to the patron information kept on file was tabled until the November meeting.

Announcements: None

Adjournment: Motion made by Dave McMacken to adjourn, meeting adjourned at 6:06

Minutes respectfully submitted

Dave McMacken, President
Holly Brannan-Harris, Secretary
 
Minutes November 17, 2015
 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:  Mary Reed

Also present:  Library Director Jessica Little

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

Minutes:  The minutes from the September 15 meeting were reviewed; Michelle Kelly made a motion to accept the minutes as presented.  Motion was supported by Linda Roberson, motion  passed.

Public Comment:  None

Reports:

Librarian’s Report:  Jessica introduced the new library employees, Diana Simpson and Allison Gregory.  The Friends of the Library book sale made $400.  The annual library Christmas open house is scheduled for Saturday, December 5.

Financial Report:  Budget was reviewed.

Statistical Report:  Statistics showed that circulation and program attendance were down over the same period for the previous year which Jessica attributed to the road construction and lack of internet access during the city hall move to the new facility.

New Business:

The old shelving that was previously used to store the new books has been replaced; the old unit will either be sold or donated.

Discussion of the library lend period with comparisons to the lend period that has proved successful elsewhere.  Linda Roberson moved to change the lending period from two weeks to three weeks; motion supported by Holly Brannan Harris, motion passed.

The library hours through the holidays will be: closed Thursday, December 24 to reopen Monday, December 28.  Jessica has yet to decide the hours over the New Year holiday, but the library will either be closed on Thursday, December 31, or Saturday, January 2.

Announcements:  None

Adjournment:  Motion made by Michelle Kelly to adjourn, meeting adjourned at 5:55

Minutes respectfully submitted

Dave McMacken, President
Holly Brannan-Harris, Secretary
 
 
 
   
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