Charlevoix Library Board of Trustees Meeting
June 8, 2017
Trustees present: Smolenyak, Dixon, Conlan, Doskoch, Kiteley, Heid, Madison
Trustees absent:
Director present: Adams
Guests present: Peggy Gallinat
Meeting called to order by Smolenyak
Approval of agenda:
Need to add art work under new business and update on the movement of assets to old business.
Heid moved, Dixon second to approve agenda with changes. Motion carried.
Meeting opened for public comments at 3:02. Peggy commented that the board and director are doing a great job. No other comments, so meeting closed to comments at 3:05.
Friends of the library:
Betty Wadland and Debbie Maan are joining the executive board.
Friends are in the process of changing the by-laws. They will need board approval when that is complete.
Life long learning program will resume the second week of September.
Approval of minutes:
The May minutes were approved via email. See attached.
Financial report:
Doskoch moved second by Conlan to approve the financial report as presented. Motion carried.
Director's report:
Budget complete.
Website launched.
Linda will call new funeral directors to let them know they can link to the library’s obituary database. Library obituaries go from late 1800's – present for Charlevoix.
Room reservations system on the website still needs to be completed.
Might need to add photos of the library to the homepage- perhaps in slide show style.
Mary Grace Otis, a communication business, is working on a communication plan for the library. This will provide a more comprehensive way of presenting the library services and materials to the public.
Randy Goss has been at the library taking pictures of staff, patrons, etc. John Doskoch is going to take outdoor photos this summer. Linda then will have a cache of photos to use for publication complete with names and media releases.
Janice and Jennifer went to the Beginner’s Workshop this month. This seminar presented by the Library of Michigan gives a broad overview of library services and customer service.
Foundation funds we own are the only ones to show on our balance sheet. Linda could note on the annual report that the endowment fund is held by CCF and donations are gratefully accepted.
Old Business:
Doskoch updated on the movement of the assets. We don't technically have an account at the moment as it is still processing.
Lynn, Julie, Linda, and John met yesterday to discuss the movement of money to the checking account at State Bank and then to Vanguard. Various accounts currently held at banks will have a much greater return with this process. Vanguard currently offers the best rate, but we will keep some money locally at Charlevoix State Bank. The Friends account will stay there. There will be a second Vanguard account for debt service money as it needs to be separate.
New Business:
FY 2016/17 budget amendment- these are the numbers reflected in the actual budget.
Conlan moved, second by Dixon to approve the budget amendment for 2016-17 FY library budgets. Motion carried.
2017 FY tax levy rates are .70 mills for debt and 1.0772 mills for operations. Heid moved, second by Dixon to support the tax levy rate (L-4029). Motion carried.
Budget resolution for the 2017-18 library budget.
Smolenyak moved, second by Doskoch to accept the budget resolution with corrections of 1.0772 mills to operate the library and .70 mills to meet the debt service requirements of the library. Motion carried.
Meeting dates:
Second Thursday of the month
August- if necessary
February- if necessary
Heid moved, Doskoch second, to adopt the dates for the board meetings with the changes of August and February as needed. Motion carried
Slate of officers:
Smolenyak proposed that we keep the same board positions for 2017-2018. Vote will take place next month
Art committee:
The art committee met with Terry Salmonson and chose two photos for the library. Terry created and delivered them. Tags will be made to explain the donations.
Madison moved, second by Doskoch to accept the lighthouse and McSauba photos. Motion carried.
Meeting adjourned 4:10
Respectfully submitted,
Carol Madison