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Approved Minutes of the<br />
<strong>Ray</strong> <strong>Township</strong> Public <strong>Library</strong><br />
Regular Board Meeting<br />
February <strong>11</strong>, 2008<br />
<strong>Ray</strong> <strong>Township</strong> Public <strong>Library</strong> Board Chair James Jerse called the meeting to order in the <strong>Ray</strong><br />
<strong>Township</strong> Public <strong>Library</strong>, located at 64255 Wolcott Road, <strong>Ray</strong> <strong>Township</strong>, Michigan, at 7:06 p.m.<br />
PRESENT: James Jerse, Chair Camille Grabb, Vice Chair<br />
Elli Minert, Treasurer Marie Goral, Secretary<br />
Suzanne Graham, Director<br />
ABSENT: Kathy Rudich, member<br />
Diane Miller, member<br />
ALSO PRESENT: Rita Harman, <strong>Township</strong> Treasurer<br />
APPROVAL OF AGENDA<br />
Grabb would like to add “Discussion of More Hours” under New Business.<br />
Grabb also asked about the minutes not appearing on the website. Graham said they are not on<br />
there yet, but plans on that getting done.<br />
MOTION by Grabb supported by Goral to approve the agenda as amended, with item 7b<br />
under New Business as “Discussion of More Hours”.<br />
AYES: All<br />
NAYES: None<br />
ABSENT: Rudich, Miller<br />
MOTION carried.<br />
APPROVAL OF JANUARY 10, 2008 MINUTES<br />
Grabb asked that the wording under the Treasurer’s Report, page two, fourth paragraph be<br />
changed to “…there should be enough funds for general renovations.”
RAY TOWNSHIP PUBLIC LIBRARY BOARD MEETING – FEBRUARY <strong>11</strong>, 2008<br />
MOTION by Grabb supported by Minert to amend the minutes under Treasurer’s Report,<br />
fourth paragraph to read “…there should be enough funds for general renovations.”<br />
AYES: All<br />
NAYES: None<br />
ABSENT: Rudich, Miller<br />
MOTION carried.<br />
MOTION by Goral supported by Grabb to approve the January 10, 2008 minutes as<br />
amended.<br />
AYES: All<br />
NAYES: None<br />
ABSENT: Rudich, Miller<br />
MOTION carried.<br />
TREASURER’S REPORT<br />
Minert said the revenue for January was only $8.03 and there was no reported entry for<br />
recycling. Harman said that unless the recycling produces $12 or $15, the company will not send<br />
the check (until enough is accumulated).<br />
Minert said the expenses need to be reallocated.<br />
Minert said the <strong>Library</strong> is working within the budget but some line items need to be changed.<br />
She briefly mentioned a few line items: Salaries, Computer Technical Assistance, Magazines,<br />
and Audio Video. She said there will be a proposal at the next meeting.<br />
The expenses year-to-date are $37,624.45.<br />
There was a brief discussion between Harman and Minert on timing issues with the reports.<br />
Harman told the Board that the <strong>Library</strong> will receive about 40% of the revenues by the end of<br />
December and most of the money will be received by the end of the fiscal year. She said by<br />
May, the <strong>Library</strong> should have the full amount from the County.<br />
DIRECTOR’S REPORT<br />
a. Update on Cataloging<br />
Graham said cataloging is going well. Graham said 489 new items were bar-coded in January.<br />
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RAY TOWNSHIP PUBLIC LIBRARY BOARD MEETING – FEBRUARY <strong>11</strong>, 2008<br />
b. Crafts Update<br />
Graham will email the craft totals to the members tomorrow. She said the Winter Crafts start<br />
tomorrow but the enrollment is down. She said Wednesday nights are for school age children<br />
and Thursday mornings and Thursday nights are for toddlers up to the age of kindergarten.<br />
c. State Aid<br />
Graham said the state aid has been finished and applied for. She is not sure when it will be back.<br />
Graham received an email mentioning that the application is being changed and they are looking<br />
for input.<br />
d. <strong>Library</strong> Board on Ballot<br />
Graham will email Lance Warner, the lawyer for the State <strong>Library</strong>, and find out if <strong>Library</strong> Board<br />
positions for the ballot need to be posted through a newspaper or other venue. If the Clerk<br />
receives more candidates than the general election allows (13 or more), there would have to be a<br />
run-off in the August primary. Graham said the Board members have to obtain 6-20 signatures.<br />
She said the Clerk or the County Clerk has the petition/signature form. There was some<br />
discussion regarding this form.<br />
Graham said the Cooperative is hiring Amy Shaughnessy, from the St. Clair Shores Public<br />
<strong>Library</strong> on February 18 th , as the new Systems Librarian. Graham hopes this will prompt the<br />
availability of training classes that she still needs to take. Grabb stressed that if the <strong>Library</strong> is<br />
paying Suburban for assistance/training, they should be providing it.<br />
Graham said the <strong>Library</strong> is able to access MeLCat, but training is still needed in this area.<br />
Graham also said Michicard is active at the <strong>Library</strong>.<br />
Graham is getting a report of “lost” items and needs a policy on how to handle these situations.<br />
OLD BUSINESS<br />
a. Security System Proposal<br />
Jerse said ADT has not returned his messages. Harman said she needs to have a meeting with<br />
Jim Anderson from Audio Sentry. She said their quote was considerable cheaper and would like<br />
to review it with him. She will contact Jerse when the meeting is arranged.<br />
b. Heat for Garage / Insulation<br />
Jerse asked Harman if the insulation was complete. Harman said there was a small portion left to<br />
be done but was unsure if it was completed before Kirk Willard went on vacation.<br />
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RAY TOWNSHIP PUBLIC LIBRARY BOARD MEETING – FEBRUARY <strong>11</strong>, 2008<br />
NEW BUSINESS<br />
a. Budget and Report to <strong>Township</strong> Board<br />
Graham said the <strong>Library</strong> has to submit next year’s fiscal budget to the <strong>Township</strong> Board and a<br />
report on other items such as lost books, fines, etc. She said this is not for approval purposes but<br />
more as a “State of the <strong>Library</strong>” report. Jerse suggested forming a sub-committee for gathering<br />
these reports. Minert and Jerse will be on the committee and an email will be sent out to the<br />
members to see who else is interested.<br />
b. Discussion of More Hours<br />
Grabb said the <strong>Library</strong> is currently open 15 hours and would like to see this amount increased.<br />
She would like to especially to be open on Saturday, since the <strong>Library</strong> is closed between<br />
Thursday and Monday. Goral felt the <strong>Library</strong> should have the books bar-coded before more<br />
hours are added. Grabb said that patrons are going to go to other libraries if more hours are not<br />
provided, and added that this was a priority when passing the mileage. Graham agreed with<br />
Grabb when she mentioned having consistent hours also. Jerse felt the hours should be added<br />
gradually. Minert suggested doing a survey to find what days the people want. Jerse said the<br />
Board should wait until the revised budget is complete. He said a sub-committee can be formed<br />
and a poll can be done with the patrons. Grabb agreed that the budget can determine if the<br />
<strong>Library</strong> can afford more hours.<br />
SUB-COMMITTEE REPORTS<br />
a. Bylaws<br />
Jerse pointed out the wording under Section III – Membership dealing with the length of the<br />
terms in accordance with the Michigan <strong>Library</strong> Law, Act 164 of 1877. The other amendment<br />
Jerse made was under Section IX – Meetings, Subsection C3- Expenditures. There was<br />
discussion regarding the $500 allowed to the Director for purchases, without board approval.<br />
Grabb asked if the $500 expenditure amount was per month. Jerse said no, it was per<br />
expenditure. Harman suggested writing a “spending” policy, and not have the bylaws so<br />
specific. Jerse will rewrite that portion of the bylaws, directing it to the “spending” policy.<br />
Grabb reminded the Board that the budget needs to have funds in it before Graham can spend it.<br />
Grabb asked if the $500 expenditure amount can be used as many times as necessary per month.<br />
Jerse said yes, as long as it is budgeted. Jerse asked for any changes to the bylaws to be emailed<br />
to him before the next meeting.<br />
b. Funds for <strong>Library</strong> Renovation<br />
Rudich was absent. No report given.<br />
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RAY TOWNSHIP PUBLIC LIBRARY BOARD MEETING – FEBRUARY <strong>11</strong>, 2008<br />
c. Policies<br />
Goral has a list of the policies that need to be completed for the <strong>Library</strong>. Jerse would like a<br />
prioritized list and have sub-committees start working on these. Goral and Grabb will meet and<br />
work on prioritizing this list. Graham would like to add a policy on closing the <strong>Library</strong> for<br />
emergencies (i.e. snow, power outages, etc.).<br />
PUBLIC COMMENTS<br />
Harman asked if the minutes are saved on a disk or backed up. Graham said currently the<br />
minutes are saved on paper and in the computer. Harman suggested backing up the <strong>Library</strong>’s<br />
files and storing them in an off-site location. Jerse said they will put the minutes on the website<br />
and also have the Secretary store them.<br />
Harman said the <strong>Township</strong> has a policy on “record retention”.<br />
ADJOURNMENT<br />
MOTION by Goral supported by Minert to adjourn the meeting. It is 8:21 p.m.<br />
AYES: All<br />
NAYES: None<br />
ABSENT: Rudich, Miller<br />
MOTION carried.<br />
Respectfully submitted by:<br />
__________________________________<br />
Pam Murrell, Recording Secretary<br />
Approved by:<br />
__________________________________ ______________________________<br />
James Jerse, Chair Marie Goral, Secretary<br />
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