Library Minutes

 

2017 Minutes

 
Minutes January 17, 2017
 
Board of Trustees
T.A. Cutler Memorial Library
312 Michigan Ave.
St. Louis, MI  48880
 
Members present:  Holly Brannan-Harris, Michelle Kelly, Mary Reed
 
Members absent:  Linda Roberson
 
Also present:  Library Director Jessica Little
 
Call to Order:  Meeting was called to order at 5:00 pm
 
Minutes:  Minutes from the November 15, 2016 meeting were read and reviewed.  An amendment was noted by Holly Brannan-Harris.  A motion was made by Michelle Kelly to accept the amended minutes; the motion was supported by Holly Brannan-Harris, motion passed.
 
Public Comment:  None
 
Reports:
 
Librarians Report  Discussion of the library gardens need for new landscaping and maintenance of the storage shed.  The possibility of moving the reading area to a new place in the library was talked about; including the purchase of replacement furnishings and a possible coffee machine.
 
Financial Report  Review of the 2016-2017 budget and discussion of the first draft for the 2017-2018 budget.
 
Statistical Report  Discussion of current statistics
 
Old Business:  Possible candidates for the opening on the library board were proposed.
 
New Business:
 
Jessica explained the Volunteer Income Tax Assistance Program and the feasibility of locating the program at the library.  A proposal was made by Holly Brannan-Harris to approve the use of the library for the program, the motion was supported by Michelle Kelly, motion passed.
 
The first draft of the library budget for the 2017-2018 fiscal year was presented.
 
Jessica gave the board the quote for resealing, repair and resurface of the library parking lot.  A motion was made by Holly Brannan-Harris to approve the budget, the motion was supported by Michelle Kelly, motion passed.
 
Announcements:  None
 
Adjournment:  The meeting was adjourned at 6:20.
 
Minutes respectfully submitted
 
Mary Reed, President
Holly Brannan-Harris, Secretary
 

Minutes March 21, 2017

 

 

Board of Trustees

T. A. Cutler Memorial Library

312 Michigan Ave.

St. Louis, MI 48880

 

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

 

Members absent:  None

 

Also present:  Library Director Jessica Little

 

Call to Order:  Meeting was called to order at 5:03 pm; new board member Amanda Kelly was introduced.

 

Minutes:  Minutes from the January 17, 2017 meeting were read and reviewed.  A motion was made by Linda Roberson to accept the amended minutes; the motion was supported by Michelle Kelly, motion passed.

 

Public Comment:  None

 

Reports:

 

Librarians Report  Many donations have been made for the upcoming April book sale.  The VITA Scan & Go program has had four participants.  The area where the drinking fountain was removed will be covered.

 

Financial Report  Review of expenses and revenues

 

Statistical Report  Library statistics were discussed; Jessica pointed out that a computer glitch led to exaggerated numbers for January 2017 circulation.

 

Old Business

 A volunteer committee was formed to plan a new landscape design for the gazebo project.  The relocation of the reading room and the new furniture for this area was discussed; Jessica noted that the projects would be funded at fifty percent from the Gifts fund and the remaining fifty percent would come from the Capital fund.  The possible locations for the new internal drop boxes were considered.  Jessica is getting quotes for the new signage.  The library roof has been in place for twenty five years and is in need of replacement.  The new copy machine will be purchased from the 2016-2017 budget. 

 

A motion to approve the capital improvements was made by Holly Brannan-Harris, the motion was supported by Michelle Kelly; the motion was passed.

Budget revisions for the 2016-2017 fiscal year were tabled until the May meeting. 

 

The changes to the 2017-2018 salary budget were explained by Jessica; a motion was made by Holly Brannan-Harris to approve the changes, the motion was supported by Linda Roberson; the motion was passed. 

 

New Business: 

 

The library will have a quilt block mounted on the exterior wall to become a location on the Quilt Trail.  The schedule of holiday closures for the 2017-2018 year were presented to the the board; Michelle Kelly moved to approve the schedule, the motion was supported by Linda Roberson.  The library will be getting a scanner to enable electronic payments.  A proposal was made to change the policy on probationary accounts to limit four items at a time to be checked out.  A motion was made by Mary Reed to approve this change, the motion was supported by Holly Brannan-Harris, the motion was passed.The “new book” limits have been changed to allow four new items.

 

Announcements:  None

 

Adjournment:  The meeting was adjourned at 6:30.

 

Minutes respectfully submitted

 

Mary Reed, President                    

Holly Brannan-Harris, Secretary

 

Minutes May 16, 2017

 

 

Board of Trustees

T. A. Cutler Memorial Library

312 Michigan Ave.

St. Louis, MI 48880

 

Members present:  Holly Brannan-Harris, Amanda Kelly, Michelle Kelly, Mary Reed, 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 March 21, 2017 meeting were read and reviewed.  A motion was made by Linda Roberson to accept the minutes; the motion was supported by Amanda Kelly, motion passed.

 

Public Comment:  None

 

Reports:

 

Librarians Report   The Summer Reading Program is getting ready to start in June.  Zinio e-magazines are now live but due for an update in June, after which it will be known as RB Digital.   An AmeriCorps volunteer will serve as financial educator and VITA coordinator.  The new public access computer network is scheduled for early June.  The county library millage revenues were received in April.

 

Financial Report  Review of expenses and revenues

 

Statistical Report  Library statistics were discussed as being expected for the time of year.

 

 

Old Business

Jessica explained some of the various revisions to the 2016/2017 budget.  A motion was made to send the budget to the city council by Amanda Kelly, the motion supported by Michelle Kelly; motion passed

 

The gazebo landscape will be redone after the cleaning and staining of the gazebo is complete.

 

The Overdrive Fuel Your Mind Digital Collection is set to go live in summer of 2017.  The total cost for a two year membership would cost the library $5,123.68.  A motion was made by Amanda Kelly to approve the expenditure, the motion was supported by Michelle Kelly; motion passed.

 

New Business: 

 

The repainting and restoration of the shed will cost $3,321 for the project.  A motion was made by Holly Brannan-Harris to approve the expenditure, the motion was supported by Linda Roberson; motion passed.

 

Announcements:  None

 

Adjournment:  The meeting was adjourned at 5:34
 

Minutes July 18, 2017

Board of Trustees

T.A. Cutler Memorial Library

312 Michigan Ave.

St. Louis, MI  48880

 

Members present: Amanda Kelly, Marry 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 5:08 p.m.

 

Minutes: Minutes from the May 16, 2017, meeting were reviewed. Motion made by Amanda Kelly to accept the minutes; motion supported by Linda Roberson; motion passed.

 

Public Comment: None

 

Agenda: Jessica requested an order of business, Election of Officers, be added to the agenda as New Business item C; Library Director’s Annual Evaluation moved down to New Business item D.

 

Reports:

 

Librarian’s Report: The Summer Reading Program is half-way through. Sign-ups are about average. The library is now promoting the RBdigital eMagazine collection. The public libraries of Gratiot County are advertising the new AmeriCorps position; applications are accepted through July 31 at 5:00 p.m. The final candidate is to be selected by August 11 with begin date of September 5. One of the staff is out on maternity leave for the summer.

 

Financial Report: The balance sheets, revenue, and expense reports for May and June 2017 were reviewed. Jessica said the June figures have not yet been finalized due to invoices and payments dated prior to June 30 not arriving until after July 1.

 

Statistical Report: The statistics for May and June as well as the year-end comparison reports were reviewed. There is a new statistical figure for wi-fi usage due to the installation of mConsole.

 

Old Business:

 

The proposal for reroofing the building as presented by C&D Builders was received. Quotes have been requested from Lott Construction and Advanced Roofing but have not been received. Discussion of the estimates was therefore tabled until the next meeting.

 

Jessica explained she received a contract from Overdrive for adding their service, but she has not signed because it refers to an agreement not yet received and contains a clause upon which she wishes to receive clarification. After discussion, it was decided Jessica should try again to contact Overdrive staff in regards to the missing Agreement before signing the contract.

 

The estimates from Worthy Electric for installing additional outlets in the future reading room were discussed. The estimate for installing the wall outlets was approved; the estimate for installing the tele-power pole was conditionally approved pending Jessica’s research into an alternative method of running power over the carpeting.

 

New Business:

 

The trustrees reviewed the ideas for a quilt block submitted by participants of the Build a Better World Summer Reading Program. The director will follow up on this discussion by drawing up a final design and providing it to the board before ordering it made.

 

The new mConsole system was discussed. The new system requires patron acceptance of the computer use policy each time they log-on, therefore the library will begin transitioning from opt-in to opt-out computer-use privileges on all new library accounts.

 

Officers were elected for the 2017-18 board terms as follows: Mary Reed, President; Holly Brannan-Harris, Vice President/Secretary; Amanda Kelly, Treasurer. Mary Reed thanked Linda Roberson for her years serving as Treasurer on the board.

 

The library director was dismissed at 6:05 p.m. as the board entered closed session to discuss her annual employee evaluation.

 

Closed Session: Initiated at 6:05 p.m.; terminated at 6:09 p.m.

 

Announcements: None

 

Adjournment: Meeting was adjourned at 6:10 p.m.

  

Minutes respectfully submitted. 


Mary Reed, President, Jessica Little, Library Director
 
 
 
   
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