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August 2023 Board Meeting Minutes

ADDISON TOWNSHIP PUBLIC LIBRARY BOARD 

Draft MEETING MINUTES Tuesday, August 15, 2023 @ 7:00 p.m.

Call to Order: The Library Board President called the meeting to order at 7:00PM, in the Addison Township Public Library, 1400 Rochester Rd, Leonard, MI 48367

Board Members Present: J. Baldiga - Yes, J. Eller - Yes, J. Elsarelli - Yes, K. King - Yes,

  1. Newby - Yes, M. Szost - Yes

Pledge of Allegiance  All in attendance participated

Approval of Agenda:  Amendment to include letter of intent of donated property inquiry, added to communications. 

-J. Elsarelli moves to accept the agenda as amended.  2nd by M. Szost, all in favor, none opposed,  motion carries.

Call to Audience: (two minutes per visitor) 

Consent Agenda:

  • Approval of June 16, 2023 meeting minutes
  • Approval of June 2023 bills and expenses as paid
  • Approval of July 2023 bills and expenses as paid

-J. Eller moves to accept consent agenda, 2nd by M. Szost, all in favor, none opposed, motion carries.  

Financial Report:

  • Review balance sheet of the separation of the New Building Development Funds. Treasurer Szost reviewed the budget and future fluctuations.  Budget is currently on target.  Penal fines are down which will reflect in the overall budget & projections.  Discussion took place on the New Building Fund Bank Balance.  The question of what our restricted building balance should be was a topic of the discussion.  D. Lamsa, CPA shared the fund profit & loss documentation of the New Building Fund.  Discussion took place.  Recommendation from M. Szost,Treasurer, is to have the finance committee meet and then present a concrete recommendation for going further with restricted funds & operational funds.  Current New building invoices will be paid from the New Building Restricted Account. 

-J. Eller moves to accept the financial report, 2nd by J. Baldiga, all in favor, none opposed motion carries.                                                                                                                                                        

Director’s Report: 

July is always a quieter month which is the consistent trend.  Positive responses from the community at Strawberry Festival, and opportunities to speak with the community were positive. State aide came in and was a little higher than expected.  Job evaluations will begin this week.  Currently hosting interviews for a part time clerk.  Interview with Oxford TV during the Strawberry Festival went well. 

 -J. Baldiga moves to accept the Director’s Report, 2nd M. Szost, all in favor, none opposed, motion carries.

Committee Reports: 

New Building: 

  • Update on site plan application status:  J. Elsarelli shared updates and that the application is filled out, waiting for the completion of site application with Sharp engineering. Update to follow.
  • Environmental Review : J. Baldiga contacted 4 firms of which 3 were requested to give ER quotes.  The New Building committee will meet and create questions to present for the bidding process.  GC - is investigating the weight load capacity with engineers to hold the books & shelving units for the new building.  Exploring the possibilities.

Public Information:  Web site was updated with the New Building updates.

Policy:

  • Update on proposed Employee Handbook amendments. Recommendation to pause until Attorney is confirmed in order to use established templates from the firm.

Finance:   As discussed in the Finance report.

Capital:  

  • Community Center Grant:  Director Walker’s investigation showed that ATPL does not qualify at this time.
  • Process for dispersing HUD funds once the next 2 requirements are met was discussed.   
  1. ER
  2. Line items to indicate where the HUD funds will be used.

By-Law:

  • Update on proposed By-Law amendments.  Committee met, expanding & clarifying the by-laws based on the Trustee Manual.  Will present to the Law Firm that is chosen for such work.

Restorative Millage Renewal Committee: -Did not meet.  Plan to gather information.  

*J. Baldiga will contact Shirley Bruursema.

  • Updates on Millage information, outreach to the Friends of the Library.  
  • Meeting with Shirley Bruursema. 

Discussion took place to now include the committee purpose for the committees.  J. Baldiga has drafted the purposes as presented to the board.  

-J. Elsarelli moves to accept & adopt the purposes to the committee.  2nd by J. Baldiga, all in favor, none opposed, motion carries.

Communication: 

  • Letter of Intent  - Requesting property information of the donated property.  Currently under verbal contract with the Township with the stipulated permission of the donor.  No response will be given at this time.

Old Business:  

  • Approval of retaining a library law attorney - Director Walker shared her findings with the Board for document, HR, employee handbook, policy review and  as a future resource.   Foster & Swift is the firm of choice based on our needs & finances per Director Walker.  Flat fee per policy of $235.00 per hour.  Discussion took place.  

-J. Baldiga moves to sign the engagement letter with Foster & Swift,  2nd by K. King.   Discussion.  All in favor, none opposed, motion carries.

New Business:

  • Director yearly evaluation - bylaws require appointment of evaluations committee of J. Eller and K. King was established.    *J. Eller will share evaluation forms with K. King as first steps.
  • Sharing of information - biggest note that New Building restricted fund is removed from the Operational Budget for the 2024 year.  Review proposed 2024 Operation Budget.

Public Forum: N/A

Next Meeting: September 19, 2023 @ 7:00 p.m. (unless otherwise posted)

Adjournment: Motion to adjourn by M. Szost, 2nd by J. Newby, all in favor, none opposed - Meeting adjourned at 9:04 PM.