MEETING MINUTES

WILLIAMSTON COMMUNITY LIBRARY FOUNDATION

BOARD OF DIRECTORS

Wednesday, 8 September 2010

MEETING LOCATION:

Williamston Community Library Foundation Office, 201 School Street, Room 26, Williamston, Michigan.

CALL TO ORDER:

The meeting was called to order at 7:00 p.m. by President, Marlene Epley.

DIRECTORS PRESENT PRIOR TO ELECTION:

John Brazier, Tom Clay, Marlene Epley, Scot Hoskins, Frank Kolosa, Julia O'Connor, Fran Schaffert

DIRECTORS ABSENT:

Jan Fedewa, Susan Graff

INTRODUCTIONS/OTHERS PRESENT:

Michelle Brussow, Garth Goldstein, Nick Quiring

PUBLIC COMMENT:

None

LIBRARIAN'S REPORT

Presented by Michele Brussow

MEETING MINUTES OF 11 AUGUST 2010:

Two corrections noted. Motion by Tom/second by Julia to accept minutes with noted corrections. Motion passed by voice vote

TREASURER REPORT:

Report delivered by Tom. Tom pointed out a discrepancy in the detailed report of approximately $51.

Unexplained deposit of $1035.

The Williamston Sunrise Rotary is presenting WCLF with a $2,000 grant. Marlene will attend the October meeting of the Rotary to accept the grant.

Telephone charges discussed. Long distance services will be cancelled and a phone card will be purchased for making long distance calls.

Motion by Julia/second by Frank to accept treasurer's report. Motion passed by voice vote.

ANNOUNCEMENTS:

Fran attended the Chamber of Commerce Networking Lunch and asked Benjamin Eichler about placing WCLF on presenters list.

DIRECTOR RESIGNATION

Lisa Leonard sent her resignation via email to all directors.

POTENTIAL DIRECTOR

Jack Hielder is chairing the Taste of the World committee for the 2011 dinner. He has expressed willingness to serve as a director. The Nominating Committee will pursue with Jack.

PROCEDURES, ETC:

It was agreed that during the week following board meetings, the secretary (substitute secretary) will email copies of the minutes and a tentative agenda for the upcoming meeting. The finial agenda will be sent on the Monday before the next board meeting.

Marlene will compile the minutes for this meeting and secretarial coverage for the next three meetings will be on the October meeting agenda.

The treasurer's report will be sent via email to all directors by the end of each month.

Scot expressed need to have website updated. Prior to October meeting, directors will review the website.

Need to develop a financial policies/procedures document. Examples: Maintain all records in WCLF office, support general ledger to be maintained in office.

Each director is to make a list of suggestions and bring it to the October meeting.

ARCHITECTS

The Architects supplied a summary of services completed. The remaining amount on the contract is $3500 which Tom will pay tonight. An Interim Contract was submitted, the timeframe for which is June through 1 November or whenever the city manager and zoning manager indicate their support for the building plans. Interim Contract fee is $3500; $100 payable at time of signature, $2500 payable at completion.

Motion by Tom/second by Scot to pay amount due on completed contract and accept and pay amount due on Interim Contract. Passed by roll call vote:

John	yes	Frank	yes
Tom	yes	Julia	yes
Marlene	yes	Fran	yes
Scot	yes

BYLAWS:

Discussed need to have bylaws reviewed and updated prior to launching a Capital Campaign. Frank recommended retaining an attorney who specializes in bylaws. Marlene shared information about services provided by MSU School of Law and the State Bar Association. Marlene will obtain more information about the services available from MSU and Bar.

TEXAS HOLD ‘EM:

Marlene spoke with Mark at the Shark Club. WCLF has one more event scheduled in November. Mark did not have dates open for 2011. He will contact Marlene if/when dates open.

REPORTS:

• MEETING WITH USDA: Tom made contact with the representative of USDA regarding grant application.

• MEETING WITH CITY MANAGER: Tom and Frank met with Tim Allard to discuss the procedures of a millage.

• MEETING OF CAMPAIGN FINANCE COMMITTEE: Jan, Frank, and Tom met to plan strategy and, after support from the City Manager and Zoning Manager have been declared, will schedule meetings with the supervisors of Williamstown and Wheatfield Townships.

• CADL: No one is attending these meetings.

• City Council: No report.

• Williamstown Township: No report.

• Wheatfield Township: John reported.

PUBLIC COMMENTS:

None

BOARD MEMBER COMMENTS:

None.

ADJOURNMENT:

Meeting adjourned at 8:55 p.m.

Respectfully submitted:

Marlene Epley

Approved by the Board of Directors on: 13 October 2010