Library Minutes

 

2016 Minutes

 

Minutes January 19, 2016

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 17 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:

Librarianís Report:  The new three week lend period has been well received by library patrons; and the Free DVD December.  The library has received positive feedback on their entry in the Christmas parade; over 600 items were distributed.  The Christmas open house was well attended with the average of 65 to 70 people.  The federal tax forms are expected to arrive the week of January 25th, Michigan forms have been ordered and still awaiting shipment.  The water cooler has been put in place; a motion was made by Holly Brannan-Harris to purchase the water cooler, the motion was supported by Mary Reed; motion passed.

Financial Report:  Budget was reviewed by board and found in good standing.

Statistical Report:  November and December of 2015 showed a higher number of patrons using library services than the same period from 2014.  The number of interlibrary loans, program attendees and use of e-books increased for the same period.

New Business:

The library network Zinio Group can provide e-magazine subscription services for a total cost of $1,500 per year (depending on the number of participants; the cost would be less if more libraries join in the cost sharing) which would allow library patrons electronic access to 270 magazines.

The conversion of library cards to a 14 digit bar code will begin in the first two weeks of May, 2016.

Library policies were reviewed.  Changes to the wording were discussed.  A motion to make the approved amendments was made by Mary Reed and supported by Michelle Kelly; motion passed.

There was discussion of moving to a more efficient computer system that would eliminate the need for individual tower computers at each work station by using interface; two new computers will be needed for this conversion.

Announcements:  None

Adjournment:  Motion made by Dave McMacken to adjourn, meeting adjourned at 6:09

 Minutes respectfully submitted

 Dave McMacken, President     
Holly Brannan-Harris, Secretary

Minutes March 15, 2016

 

 

 

 

Board of Trustees

T. A. Cutler Memorial Library

312 Michigan Ave. St. Louis, MI 48880

 

 

Members present: Holly Brannan­Harris, 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 5:02 pm

 

 

Minutes: Minutes from the January 19, 2016 meeting were read and reviewed. Mary Reed made a motion to accept the minutes as accepted; the motion was supported by Michelle Kelly; motion passed.

 

 

Public Comment: None

 

 

Reports:

 

 

Librarians Report     The library is currently in the process of doing the first full inventory since 2013. The summer reading program theme will be Health, Sports and Fitness and is in the planning process. Jessica is looking into alternatives for the teen summer reading program, such as a teen advisory committee that would plan and conduct bi­monthly activities throughout the year. The update of the integrated library system is to begin transition on March 29. The shingles in the roof have been replaced.

 

 

Financial Report     Board members reviewed the budget; it was noted that the disbursement of the county millage is still to come.

 

 

Statistical Report Jessica reported that the number of loans were down during the first two months of the year, attributed to the class visits that were cancelled due to inclement weather.


Old Business: After a review of the revisions to the Library Material Selection Policy, a motion was made by Mary Reed to approve it; the motion was supported by Holly Brannan­Harris; motion passed.

 

 

New Business:

 

 

After a question was brought up about a standard policy for closing the library due to inclement weather it was decided that because of the differing situations and circumstances, Jessica was to use her discretion for emergency closings.

 

 

The revisions to the 2015/2016 budget have been made for the changes in revenue and to adjust for the decreased cost in utilities due to mild winter temperatures this year.

 

 

The proposed budget for the 2016/2017 fiscal year were discussed and it was decided that no changes were required at this time.

 

 

Announcements: None

 

 

Adjournment: The meeting was adjourned at 5:55 by Dave McMacken

 

 

Minutes respectfully submitted

 

Dave McMacken, President

Holly Brannan­Harris, Secretary
 

Minutes May, 2016

 

 

 

 

Board of Trustees

T. A. Cutler Memorial Library

312 Michigan Ave. St. Louis, MI 48880

 

 

Members present: Holly Brannan­Harris, 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 5:04 pm

 

 

Correspondence read by Holly Brannan­Harris; subject was added to agenda as Item B

under New Business

 

 

Minutes: Minutes from the March 15, 2016 meeting were read and reviewed. Mary Reed made a motion to accept the minutes as accepted; the motion was supported by Michelle Kelly; motion passed.

 

 

Public Comment: None

 

 

Reports:

 

 

Librarians Report The Summer Reading Program has raised $1,000 in funding and the library staff is looking into ways of getting local professional sports teams to participate. The Teen Advisory is considering a Teen Lock­In event in the future. The Friends of the Library April book sales was a big success and the amount of books being donated may warrant a third book sale, possibly during the summer.                                         At the present time Jessica is waiting on a decision from the library co­op before contracting for e­book services.

 

 

Financial Report    The budgets were reviewed, and Jessica noted that revisions may be required pending legislation regarding salaried workers and overtime. Jessica is considering contracting with Digital Totes, a service which digitizes old newspapers and


microfilm, making them searchable indexed entries for internet searches. The quotes for the new computer workstations will be available for the July meeting.

 

 

Statistical Report    Library activity is typical for the time of year.

 

 

Old Business: The only revisions made to the 2015/2016 budget were the addition of

$163,029 in revenue from the county millage revenue.

 

 

Jessica provided salary recommendations for the staff, Mary Reed proposed to accept the salary recommendations as presented, motion supported by Linda Roberson, motion passed.

 

 

New Business:   The board members went into a closed session to discuss the

Directorís Annual Evaluation.

 

 

The subject of the correspondence was the resignation of Dave McMacken after twenty years of service on the library board. The need for a replacement in time for the July election of officers was discussed.

 

Announcements: None

 

 

Adjournment: The meeting was adjourned at 6:13 by Dave McMacken

 

Minutes respectfully submitted

 

  Dave McMacken, President

  Holly Brannan-Harris, Secretary
 

Minutes July 19, 2016

 

 

 

 

Board of Trustees

T. A. Cutler Memorial Library

312 Michigan Ave. St. Louis, MI 48880

 

 

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

 

 

Members absent: None

 

 

Also present: Library Director Jessica Little and City of St. Louis Finance Director, Bobbie Marr

 

 

Call to Order: Meeting was called to order at 5:10 pm

 

 

Minutes: Minutes from the May 17, 2016 meeting were read and reviewed.  Mary Reed made a motion to accept the minutes as accepted; the motion was supported by Linda Roberson; motion passed.

 

 

Public Comment: None

 

 

Reports:

 

 

City Finance Director Bobbie Marr explained the new IRS rules affecting salaried workers. She presented different scenarios, including moving Jessica Little up to the beginning salary level for federal standards to be met, changing Jessica to an hourly worker and paying her overtime or supplementing her hours with additional part­time staff. A decision would be required by the board in time for the board of trustees meeting scheduled for November 15, 2016.

 

 

Librarians Report The summer reading program is half way to itís conclusion; registration was slightly higher in 2016.  Helen Travis is stepping down from leadership of the Rabbit Trails Book club; a formal note of thanks will be sent to her from the board. The White Pine Library Co­op is still pending a decision on e­book services.


Financial Report Budgets were reviewed, the financial status of the library is sound as expected.

 

 

Statistical Report   Library activity is typical for the time of year.

 

 

Old Business: The need to fill the vacancy on the board was discussed, and some individuals who have expressed interest will be approached.

 

 

Jessica explained two possible solutions to the operating system choices for the public computers.  One uses Linux as an operating system, which represents certain drawbacks for the user, while the other is a Windows operating system which has apps that can also be used offline.  Michelle Kelly made a motion to authorize expenditure of up to $10,000, the motion was supported by Holly Brannan­Harris; motion was passed.

 

 

New Business: The board was presented with the schedule of meetings for the

2016/2017 fiscal year. The scheduled meeting dates are:  September 20 2016, November 15, 2016, January 17, 2017, March 21, 2017 and May 16, 2017.  A motion was made by Holly Brannan­Harris to approve the schedule; the motion was supported by Michelle Kelly; motion passed.

 

 

The board held their election of officers. Holly Brannan­Harris nominated Mary Reed as board President to take over for the position left open by Dave McMacken.  No other nominations were made and current officers; Holly Brannan­Harris as Secretary and Linda Roberson as Treasurer agreed to remain in their current offices. A vote was

taken and officers were approved.

 

 

Jessica proposed some changes of fees currently charged by the library.  The new charges for printed copies, per page in black and white will be ten cents; per page cost for color copies will be 25 cents per page.  The fees for videos will also be discontinued, with late fees for new videos set to $1 per day, older videos subject to the standard late fees for borrowed materials and check­out of videos limited to 4 per patron.                                                                  A motion was made by Mary Reed to updated the video rental policies, the motion was supported by Michelle Kelly; motion passed.

 

 

The board discussed the value of continuing to stock print encyclopedias in the reference section. It was decided that the newest edition of World Book would be purchased for the reference collection as soon as it became available.

 

 

Announcements: None


Adjournment: The meeting was adjourned at 6:58 by Dave McMacken

 

Minutes respectfully submitted

 

 

 Dave McMacken, Presitent

 Holly Brannan-Harris, Secretary

 
 

Minutes November 15, 2016

Board of Trustees

T. A. Cutler Memorial Library

312 Michigan Ave.

St. Louis, MI 48880

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

Members absent: None

Also present: Library Director Jessica Little

Call to Order:

Meeting was called to order at 5:00 pm

Minutes:

Minutes from the September 16, 2016 meeting were read and reviewed.

Michelle Kelly made a motion to accept the minutes as presented; the motion was

supported by Holly Brannan; motion passed.

Public Comment:

None

Reports:

Librarians Report Jessica reported that Deb Howd will be returning to the library staff

on a part-time basis. The book sale held by the Friends of the Library in October

brought in an estimated $500. Five new computers have been ordered for patron use.

Library staff are currently in the process of updating the collection. The library will be

participating in the Christmas Parade, handing out childrenís books and will be holding

the annual Holiday Open House on Saturday, 12/3 from 10:30 to 1:30.

Financial Report The board is awaiting updated financial figures.

Statistical Report Jessica reported that the library circulation figures have increased.

The free video lending policy has proved to be very popular and usage of e-books has

increased.

New Business:

Board discussion of the pros and cons of Freeding and Overdrive

e-book services, the costs and options through the White Pine Library Cooperative.

Jessica has received a quote from one vendor for replacement of the library copier and

is waiting on further price quotes.

The proposed holiday closure schedule for the remainder of 2016 was presented, a

motion was made by Linda Roberson to approve the schedule, the motion was

supported by Michelle Kelly; motion passed.

Announcements:

None

Adjournment:

The meeting was adjourned at 5:36 by Linda Roberson.
 
Minutes respectfully submitted
Mary Reed
Holly Brannan, Harris

 

 
 
 
 
 
   
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