Library Board Minutes February 16, 2012

The meeting was called to order by Vice President, Jacquie Bennett at 4:37 p.m.  Present were Sharon Tans, Tammy Collins, Renny Ransbottom, Nancy Seibert and Director, Ryan Wieber.  John Chapman was absent.

The minutes of the January 19, 2012 meeting were approved as read.

Correspondence – none.

The monthly reports were presented as follows:  Circulation report for January 2012, Operating Expenditures for January 2012, Operating and Debt Revenue report for January 2012 and Treasurer’s report for January 31, 2012.

Ryan reviewed the Directors report.  He will be having two or three 2012 Library Goals and Objectives meetings, the first to be held Tuesday, February 21 at 7:30 a.m.  He would like a couple of Board members to attend if possible.  Nancy and Sharon volunteered to represent the Board at the meetings.  The second meeting is scheduled for Tuesday, March 6 at 7:30 a.m. 

Ryan also reminded the Board that Steve Pegg provides him a Monthly Maintenance Checklist covering various items in the building such as fire extinguishers, sprinkler system gauges, emergency lights, heating/cooling alarm, etc.  This Maintenance Log binder is kept in Ryan’s office, along with the log of building issues such as repairs, visits from service techs, etc.

Ryan has applied for a $1700 literacy grant from Dollar General Corp. for the Summer Reading Program to help cover new materials and programs.  He will find out in May if we are a winner. 

Ryan recently met with two persons from the Schools’ IT Department to discuss and review their website development changes to the Otsego Public site, as well as Martin Schools’ site.  Ryan feels it is time for an update to our website, as it has been in its current format for three years.  A proposal has been submitted to us to help set up a new site using “Drupal” as well as training the staff on its usage.  Tammy would also have to be consulted for some design work. 

There has recently been an issue with Nulty’s, BCBSM and our HAS contribution/deduction year.  The HAS deductible year doesn’t follow the same calendar year.  Namely there were considerable differences in dollar amounts for Ryan and Brenda, which the Board had agreed to fund both completely.  The Nulty Agency neglected to explain this in the beginning.  Ryan conferred with Renny and the problem has been resolved with Nulty’s.  Money has since been put into both Brenda and Ryan’s accounts to make up the difference.  It was suggested to contribute quarterly instead and to renew in September and then again renew three months later.

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

Programs- Ryan reported the 4-H Lego Robotics Club is going great.  Two groups meet once a month each.  A musical program will be held Tuesday, February 28 at 6:30 p.m. featuring Renaissance music.

Personnel Policy changes were discussed as recommended by Ryan.  A motion to approve the changes was made by Sharon, seconded by Jacquie.  Motion carried.

A Conflict of Interest Policy was discussed as a new policy, with resolutions passed yearly to announce any potential conflicts.  Following discussion, it was decided Ryan will further review this policy, and it will be discussed again at next month’s meeting.  Ryan will check with other libraries to find out how they address this policy.

Discussion was held on Fund Balance Policy Reporting, Designation and Balances as recommended for our adoption by our auditor, Gabridge.  Also suggested by Gabridge, was the adoption of a policy regarding Automated Clearing House (ACH) and Electronic Transaction of Funds (EFT), which was also discussed.  Further discussion and approval of all three of the above mentioned policies will be held at next month’s regular Board meeting. 

Ryan recommended the following budget adjustments.  A motion to approve the budget adjustments for February 16, 2012 was made by Nancy, seconded by Tammy.  Motion carried.  Adjustments are as follows:

Add winter 2011 operating millage revenue received and recorded in December 2011 as revenue for the 2012 budget.  This amount totals $55,439.30 and will be recorded on the February 2012 Revenue Report.

Add winter 2011 debt retirement millage revenue received and recorded in December 2011 as revenue for the 2012 budget.  This amount totals $36,443.77 and will be recorded on the February 2012 Revenue Report.

Further discussion was held on the proposed contract with Michelle Triemstra and Nate Jepkema of the Schools’ IT Department for the Library website development.  The amount of the contract is to be $2,000 plus $150 to $200 for extra costs related to templates.  The contract will include setting up the site using “Drupal” as well as training staff on the use of it.  Funding of $1,000 will be used from the library’s SMLC Technology grant and also funds from 801 Professional Fees from the current budget.  The new website will be launched in the spring of this year, 2012.  A motion to accept the contract was made by Nancy, seconded by Tammy.  Motion carried with the following roll call vote:  Tammy-yes, Sharon-yes, Jacquie-yes, Nancy-yes, Renny-no.

The next meeting (rescheduled from its regular date) will be held Thursday, March 22, 2012 at 4:30 p.m.  

 Note:  Joe Verlin of Gabridge and Company will be in attendance at the next meeting to present the yearly audit.

Other – Ryan gave a review of the library’s Youtube channel.

A motion to adjourn was made by Sharon, seconded by Renny.  Motion carried.  Meeting adjourned at 5:50 p.m.

Respectfully submitted,

Nancy Seibert, Secretary