Library Board Meeting Minutes January 19, 2012

The meeting was called to order by President, John Chapman at 4:33 p.m.  Present were Sharon Tans, Tammy Collins, Jacquie Bennett, Nancy Seibert and Director, Ryan Wieber.  Renny Ransbottom was absent.

The minutes of the December 15, 2011 meeting were approved as read.

Correspondence – Ryan received a letter from the newly hired audit firm, Gabridge and Company, with information on their procedures and how they will perform their job.  They will be onsite beginning Tuesday, January 24 and the audit will be completed by February 28.

The monthly reports were presented as follows:  Circulation report for December 2011, Operating Expenditures for December 2011, Operating and Debt Revenue report for December and Treasurer’s report for December 31, 2011.

Ryan reviewed the Directors report.  Statistics were given for electric and gas use for the building, with comparisons given for both January through December of 2010 and 2011.  Considerable savings were shown for the year 2011.  Ryan has arranged with Michigan Works to conduct regularly scheduled classes to be taught in areas of basic computer skills, job-seeking skills and resume writing.  Classes will begin this spring.  The Library will be partnering with Kendall School of Design and local school districts by making available a room free of charge for a weekly dual enrollment art class.  Local resident, Rachel Hopkins will coordinate and teach the classes on behalf of Kendall/Ferris State.  It will be offered to Otsego, Plainwell and Martin students, with a capacity of eight to ten students maximum and will be held between the hours of 4:00 p.m. and 6:00 p.m.  The Library’s property and liability insurance policy expires in February and we will stay with Michigan Township Par Plan through Burnham and Flowers.  The cost will be considerably lower this year.  The yearly audit, done this year by Gabridge and Company, will be presented at our March 15 meeting.  A couple of small repairs were necessary in the lighting panel relay switch and the bracket for the Tutor Room wall divider.  Allied repaired the switch—part covered by warranty, we had to pay labor; and Steve Pegg repaired the divider bracket.

A motion was made by Nancy to approve the monthly reports as presented, seconded by Jacquie.  Motion carried.

Ryan reported on programs---there will be a new Robotics Club for kids using Lego kits.  The kits will make devices which hook to computers.  There was a large attendance at the initial meeting.  Jan Brinn will be in charge of the program, which will meet twice per month.  There will be a limited capacity, with two children per kit.  The Computer Classes are filling up and Story Hours are maxed out. 

As an update on the Personal Property Tax, Ryan reviewed how elimination of it would impact the Library.  It would mean a 6% funding cut.  Possible alternatives to recover from this loss would be:

1.  Close on Mondays, cut the book budget by 23% and eliminate two employee positions.

2.  Close at 5:00 p.m. on weekdays instead of 8:00 p.m. and eliminate four employee positions.

3.  Eliminate all Library programs, including job training classes, instructional classes, and pre-reading  

programs for children under five years old.  Cut all promotion and printing for the Library and eliminate two employee positions.                                                                                                                                                         

Ryan and Renny recently met with Representative Aric Nesbitt, along with others, to discuss the matter.

Ryan, Jacquie and Sharon recently reviewed the Library’s Personnel Policy.  Some revisions were made in the Pay Period section, the Authorized Holidays section and the Sick Leave and Other Leaves of Absence section. 

Further discussion will be held at next month’s meeting on the changes to the Policy.

Ryan suggested Budget Adjustments as follows:

Account #864 – Add $1,000.00 to the budgeted amount for grant revenue.  The new figure is $3,756.00.

Account #880 – Community Promotion – Add $661.21 to the budgeted amount for coffee revenue, Friend’s gifts and misc. revenue.  The new figure is $12,704.55.

Account #959 – Technology – Add $1,000.00 to be budgeted amount for grant revenue.  The new figure  is $20,600.00.

Account #964 – Capital Projects – Building – Add $2,713.00 to be budgeted amount for gift revenue.  The new figure is $3,713.00.

Account #982 Books – Add $1,432.89 to the budgeted amount for lost and paid, memorial, and reimbursable purchases revenue.  The new figure is $44,783.87.

A motion to approve the Budget Adjustments 9/1/11 to 12/31/11 as recommended was made by Sharon, seconded by Tammy.  Motion carried.

Discussion was held on the Budget Adjustment Recommendation for the year 2012 to be worded as follows: 

Remove the line item description and amount of $27,500 from #690 Reserves and increase the line item #403 Millage from $360,000 to $387,500, due to the fact the Personal Property Tax Revenue will not be lost for the year 2011.

A motion to approve the above recommended Budget Adjustment as worded was made by Nancy, seconded by Jacquie.  Motion carried.

A resolution to open a new bank account was presented by Ryan.  He has spoken with several banks, but recommends opening an account with Honor Credit Union.  They have a local branch and have been in the business for considerable time.    A motion was made by Sharon, seconded by Tammy, to approve the Resolution to authorize Honor Credit Union to be named as a depository institution for the Otsego District Public Library.  Authorized signers on the account shall be named as Treasurer, Renny Ransbottom, Secretary, Nancy Seibert and Library Director, Ryan Wieber.  Motion carried.

The next regular Board meeting will be held Thursday February 16, 2012 at 4:30 p.m.

A motion to adjourn was made by Sharon, seconded by Jacquie.  Motion carried.  Meeting adjourned at 5:40 p.m.

Respectfully submitted,

Nancy Seibert, Secretary