Comstock Township Library
Library Board Meeting
Minutes of the December 13, 2016 Meeting

BOARD MEMBERS PRESENT
Joe Calvaruso, Shari Donovan, Karen Jameson, Jill LeBeau, Sue Marietta, Mardell Terpstra
ABSENT: N/A
STAFF
Myla-Jean Stuart, Library Director
AUDIENCE
Township Clerk Michelle Mohney

OATH OF OFFICE
Township Clerk Mohney administered the oath of office to all Library Board Trustees and had them sign the pledge book.

CALL TO ORDER
Trustee Jameson called the meeting to order at 7:05 p.m.
PUBLIC COMMENT : N/A

APPROVAL/AMENDMENT OF THE AGENDA
Director Stuart asked to have the following items added to the agenda: Mobile Hotspot update, TLC savings, and Material budget carryover. Trustee Calvaruso moved approval of the amended agenda, Trustee LeBeau seconded and the motion passed.

MINUTES
Trustee Calvaruso moved that the minutes of the October 10, 2016 meeting be approved as read, Trustee Marietta seconded and the minutes were approved. Trustee Terpstra moved that the minutes of the November 15, 2016 meeting be approved as read, Trustee Marietta seconded and the minutes were approved.
TREASURER’S REPORT
Trustee Calvaruso asked for the amounts in each of the Fund Reserve accounts. Director Stuart noted that the Mercantile Bank account had $249, 018.14, the Huntington National Bank account was at $260,194.29 and the Chase account had $64,466.44. Interest from the 3 accounts totaled $73.07.
BILLS PAID
Trustee Marietta moved approval of the November bills in the amount of $17,635.48, Trustee Donovan seconded and the motion passed.

UNFINISHED BUSINESS
1) Director Stuart reported that the painting of the main floor of the library is finished. The board commented positively of the color choices.
2) In-Lieu-Of payments: The Director reviewed the background on the policy and payments and asked for direction in determining the amount for 2017. The board was in agreement that since the employees had been told this was a benefit at the time of hire, the board voted to continue the stipend. Any new hire would not be offered this option. Discussion followed as to how to legally and fairly compensate the employees involved. Trustee Calvaruso suggested that the Director contact the attorney for guidance in this matter. Trustee Calvaruso moved to authorize the Director to send a written memo to the attorney outlining our past practice and asking for legal guidance. Based upon the guidance from the attorney and consultation with Trustee Jameson, the Director is then authorized to pay up to $15,000. 00 gross, per employee, depending on the attorney recommendations. Trustee Jameson seconded the motion, which passed. The Director will follow-up on this issue with the Attorney. It was noted that one employee will be leaving in 2016, and one will probably retire in the next few years.
3) Paperwork is held up on the Mobile Hotspots, we are hoping to go live in January.

COMMITTEE REPORTS
Trustee Jameson asked if any committees need to meet now. The Director thought it would be a good idea once she had carpet bids.

REPORTS
There were no questions on reports. Trustee Jameson noted that Tutor room usage has increased.

NEW BUSINESS
1) Election of Officers:
a) Trustee Jameson asked for nominations for the office of President. Trustee Calvaruso nominated Trustee Jameson. There were no other nominations. Nominations were closed. Trustee Marietta seconded the motion, which passed.
b) Trustee Jameson asked for nominations for the office Vice-President. Trustee Marietta nominated Trustee Calvaruso. There were no other nominations. Nominations were closed. Trustee LeBeau seconded the motion which passed.
c) Trustee asked for nominations for the office of Secretary /Treasurer. Trustee Jameson nominated Trustee LeBeau. There were no other nominations. Nominations were closed. Trustee Terpstra seconded the motion which passed

2) Trustee Jameson distributed and explained the compilation of the Trustee’s 2016 evaluation of the Director. The overall evaluation was positive and commented on the numerous projects that were completed.

3) The end of year budget adjustments were presented. The Director explained the adjustments and explained that the overage in children’s book budget should be reflected in the 2017 budget, but bills may come due before 2017. The children’s budget will be reduced by the overage next year. There is enough money in the current general fund that funds will not have to come from the reserve fund. Trustee Calvaruso moved to approve the budget amendments and give the Director authority to move funds to the Children’s book budget if needed. Trustee LeBleu seconded and the motioned passed.

4) The next project of the Capital Improvements plan is carpeting the main library. The Director will begin soliciting bids for carpeting and the Thread components.

5) TLC is offering a savings of $4500.00 if the library renews the hosting module for 3 years. After discussion on the module and how it is used, Trustee LeBeau moved to accept the proposal and Trustee Terpstra seconded the motion, which passed.

OTHER BUSINESS
1) The Director invited all Trustees to the staff holiday luncheon on Thursday.
2) The Director explained the new process the township will use to determine office closings during inclement weather.


The meeting was adjourned at 8:13 p.m.


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Jill LeBleu, Library Board Secretary Date