Post Office Box 357, Williamston, Michigan 48895-0357 

Telephone: 517-655-5140 

Website: www.wclf.info

Email: contact@wclf.info 

 

MEETING MINUTES 

 

WILLIAMSTON COMMUNITY LIBRARY FOUNDATION 

 

BOARD OF DIRECTORS REGULAR MEETING 

Wednesday, 8 August 2007 

 

MEETING LOCATION:

Williamston Annex, 175 East Grand River, Williamston, Michigan. 

 

CALL TO ORDER:

The meeting was called to order at 7:05 p.m. by Vice-President, Fred Campbell. 

 

DIRECTORS PRESENT:

Jeff Bartrem, John Brazier, Fred Campbell, Tom Clay, Marlene Epley, Frank Kolasa, Fran Schaffer

 

DIRECTOR ABSENT:

Susan Graff, excused; Julia O'Connor.

 

OTHERS PRESENT:

Wendell Proudfoot; Leo Sheets; Chris Yelvington

 

ADDITIONS and CHANGES TO AGENDA/APPROVAL OF AGENDA:

Discussion item-CADL Capital Campaign, may be moved to Action Item 

Library lot property line with RiverHouse Inn 

 

INTRODUCTIONS:

None. 

 

PUBLIC COMMENT:

None. 

 

TREASURER REPORT: 

This item moved back on the agenda because Tom needs to leave early. Written report submitted.  

Payments received from both tenants. Sara Huntzinger is up to date on her rent. Ryan Carver's check had sufficient funds to cover it.  

Citizens Bank sent a statement dated 1 August indicating that WCLF had incurred $60 charges for exceeding the three check limit on the account. Tom explained that this charge was a surprise, he called Robert Wagner at Citizens and explained that WCLF had not received any indication that the account is subject to this charge. Tom demanded that the $60 fee be removed but does not yet know if that has happened.

Tom inquired at Independent Bank about opening an account. WCLF can get a better deal at this bank. An account can be set up that does not carry costs and the interests rate it better than the rate at Citizens.

Motion by Tom, seconded by Jeff to change the checking account to Independent Bank. Motion passed by voice vote.

Tom explained that WCLF needs to file an IRS 990 form and is currently in arrears at filing that form. The form was filed in 2002 and 2003 for a fiscal year that ended July 31. At the end of 2005 or in the beginning of 2006 a return was filed for the calendar year 2005. A letter was received from the IRS pointing out that a return should have been filed for the fiscal year ended 2006. In an attempt to clear up this issue Tom needs records for 2004 to 2005 and 2005 to 2006. Statements could be obtained from Citizens but there will be a fee incurred. Tom is willing to go to the IRS office in person and attempt to negotiate an arrangement. He asked everyone to check if they have any old financial statements or copies of correspondence.

Records for three (3) months are needed. Tom will go to the bank if need be and pay the fee to obtain the records. 

Tom asked if anyone has a copy of the form that was filed last year that asks if anything has changed since the previous year.

The banking arrangement at Independent Bank will be a transaction checking account with no charges and a business savings account. The treasurer would be able to make online transfers up to three times per month.  

Motion by Jeff, seconded by John, that WCLF change banks. Motion passed by voice vote.

Motion by Jeff, seconded by John, to accept the Treasurer Report. Motion passed by voice vote.

 

MINUTES OF 11 JULY: 

Marlene noted that the date of the minutes should be 11 July, not 8 August. No other changes noted. Fred stated that the minutes are approved as presented.

 

ANNOUNCEMENTS:

 

ACTION ITEMS:

• Acceptance of Donation and Contributions Policy: One change: from Chairperson to "Secretary or Designee." First paragraph change to: "it is the Secretary's responsibility." Addition: "All donations of stocks shall be sold immediately."

        Motion by Fran, seconded by Jeff that this version be accepted and supersede the previous version. Discussion followed regarding who will maintain the list of in-kind donations. It was agreed that it would be maintained by the Treasurer and donor information will be forwarded to the Web Administrator. Motion passed by voice vote.

• Acceptance of the Audit Committee Description: The major change is the composition of the committee. "The committee will consist of three (3) members, one of whom is a board member, but not the Treasurer, and two (2) of whom are non-board members. The Nominating Committee shall recommend appointment of the Audit Committee members. The Board shall approve members of the committee. Member of the committee shall serve terms of three years. The terms shall be staggered with one member appointed each year." Frank asked if it would be better to state that a formal audit be conducted perhaps twice a year? Fred pointed out that it states in the document: "….annual report to the board on all WCLF financial activities and procedures." Motion by Fran, seconded by Marlene to accept replacement of Audit Committee Description. Motion passed by voice vote.

• Eviction Action on Ryan Carver: Jeff reported that Mr. Carver sent a letter expressing his desire to stay in the house and he submitted checks dated 3 August, 17 August, and 31 August for $700 each. One check has cleared. It appears the others will clear. Jeff will continue to stay in contact with Mr. Carver because it seems to get better results. Marlene noted that at the July meeting the board voted to proceed with garnishment and eviction; has that been changed? Jeff said that we can still proceed with that. Fran stated that he is still $2100 in arrears, assuming that the next two checks clear. Frank suggested that an offer be made to Mr. Carver that he pay $1000 every month until he is caught up; $700 will be for his monthly rent and $300 will be applied to the arrearage. Motion by Frank, seconded by Jeff, that the eviction be held in abeyance subject to the Mr. Carver agreeing in writing that he will pay $1000 per month; $700 for the monthly rent and $300 payment toward arrears. Motion passed by voice vote.

• Labor Day Williamston Walk and the WCLF Chili Dinner: Marlene explained the walk. The theme this year of the walk is "Sex, Drugs, and Rock-n-Roll in Williamston." Merindorf Meats volunteered to furnish four (4) gallons of chili. Various member of the WCLF Board volunteered to furnish vegetable trays, fruit trays, and cheese and cracker trays.

 

DISCUSSION ITEMS:

• CADL Campaign: Marlene explained the she and Jan Quiring attended the Meridian Township Board meeting at which Sue Hill gave a presentation about the CADL Campaign. The new piece of information that was revealed is that the CADL Board has not yet approved this initiative. Marlene shared that Jan suggested that Frank and Marlene be added to the WCLF task group on CADL. Jeff shared that the Williamston Township Board of Directors is very concerned about this CADL proposal. Motion by Marlene, seconded by Fran, that she and Frank be added to the task force, that Jan be included whenever possible, and that representatives from the City and Wheatfield and Williamstown Townships be included. Vote passed by voice vote.

• Feasibility Study: Marlene will arrange and inform every of the date and place for Jan to present the Feasibility Study.

• Lottery Training: John and Leo attended the training and summarized the changes. Most significant changes are: Only one board member needs to be in attendance, dealers can be paid, an organization can hold four (4) Texas Hold 'Em's per year and each can run for more than one night, the allowable payouts are much higher than they used to be. Jeff will find out the details of the Trippers Tournaments and report back.

 

REPORTS: (Discussion not necessary unless there are questions)

• Fundraising Committee Report 

• Building Committee Report

• Leo reported that there are discrepancies in the surveys regarding the RiverHouse Inn encroachment. Differences range from a 6 ines encroachment up to 1.8 foot encroachment. Frank stated that he believes WCLF should construct a fence. Fred proposed that Leo determine where the survey stake is and obtain an estimate for the cost to construct a fence. Leo agreed.

• Report on Williamstown Township: The township board wants copies of WCLF financial reports sent to them. Marlene said that those reports are on our web site and that is the method by which we refer to them. Marlene will email notices of our regular Board meetings to township Board members and will email Mickey that the financial reports are on the WCLF web site.

• Chris Yelvington reported on the WCLF information table at the Art Fest. 

 

PUBLIC COMMENTS 

None. 

 

BOARD MEMBER COMMENTS 

None. 

 

ADJOURNMENT 

Meeting adjourned at 9:10 p.m. 

 

Respectfully submitted: 

 

Marlene Ann Epley, Secretary 

Approved: 12 September 2007