Library Board Meeting Minutes March 22, 2012

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

The minutes of the February 16, 2012 meeting were approved as read.

At this time Joe Verlin of Gabridge and Company reviewed the Library’s 2011 Financial Audit.  There being no further questions of discussion, a motion to approve the 2011 auditor’s report for the year ending December 31, 2011 was made by Member Ransbottom, seconded by Member Bennett.  Motion carried.

Following the report and approval by the Board, Mr. Verlin of Gabridge excused himself from the meeting.

Correspondence – none

The monthly reports were presented as follows:  Circulation report for February 2012, Operating Expenditures for February 2012, Operating and Debt Revenue report for February 2012 and Treasurer’s report for February 29, 2012.

Mr. Wieber reviewed the Director’s report.  Two planning sessions involving staff and Board members, Sharon Tans and Nancy Seibert, have recently taken place to establish goals and objectives for 2012.  A multi-year strategic plan needs to be considered as well.  Mr. Wieber and the staff have also been reviewing and discussing new web site ideas and will be introducing web templates for Board review soon.  The contract for lawn fertilization has been renewed with Vlietstra Fertilizing for this year.  The library has recently received a rather large bill from the Allegan County Treasurer’s Office in the amount of $7,000.  Due to the fact the previous owner of the Rock Tenn Property did not pay property taxes for five years, and the property defaulted back to the county after no buyer was found, we are now obligated to reimburse monies paid us from the county back to the county.  (Even though the original property owner didn’t pay taxes, the county usually pays forward what should have been paid each local unit, and we are now being requested to pay this amount back.)

A motion to approve the monthly reports for February 2012 was made by Member Seibert, seconded by Member Tans.  Motion carried.

Mr. Wieber gave a brief review of monthly programs.  The newsletter with the full schedule for April and May will be coming out next week.  Programs are also listed on the Library website.

Discussion was again held on new policies introduced last month: 

The first policy discussed was the Conflict of Interest Policy.  Further discussion will be held and it will be voted on at next month’s meeting. 

Review and discussion was then held on the Fund Balance Policy.  A motion to approve this policy, as edited, was made by Member Ransbottom, seconded by Member Bennett.  Motion carried.

The ACH (Automated Clearing House Policy) was discussed with a motion to approve made by Member Bennett, seconded by Member Tans.  Motion carried.

Discussion was held on the Director’s Annual Performance Review.  Comments and discussion on the review culminated in the Board’s consensus that Mr. Wieber does an excellent job as Library Director.  Member Ransbottom does suggest for future reference that a full review is done every two years, with a short review done every year.  It was the consensus of the Board this would be a good thing to do.

Mr. Wieber reviewed the 2012 Library’s Goals and Objective’s Plan.  As stated in his Director’s report, two planning sessions were held in February with staff and Board representation.  One big issue seemed to be the lack of parking space and how to encourage “on street” parking to patrons.  Also discussed was the “Library’s perception to Community” and working closer with the City and Schools.  Throughout the year he will monitor the goals and objectives and report back to the Board periodically.  Also, as stated before, Mr. Wieber would like to consider a multi-year strategic plan—possibly a three-year plan document, to be a guiding force in terms of longer range planning (capital project and technology needs).  He will explore affordable options for creating this strategic plan and would like to begin one no later than this fall.  Member Ransbottom will also look into this matter through some contacts he has knowledge of.

The next meeting will be held Thursday, April 19, 2012 at 4:30 p.m.

A motion to adjourn was made by Member Tans, seconded by Member Ransbottom.  Meeting adjourned at 6:15 p.m.

Respectfully submitted,

Nancy Seibert, Secretary