Post Office Box 357, Williamston, Michigan 48895-0357 Telephone: 517-655-5140
Website: www.wclf.info
Email: contact@wclf.info
MEETING MINUTES
BOARD OF DIRECTORS ANNUAL MEETING
Wednesday, 10 January 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 President, Susan Graff.
DIRECTORS PRESENT: Jeff Bartrem, John Brazier, Fred Campbell, Susan Graff, Julia O'Conner, Fran Schaffert.
OTHERS PRESENT: Marlene Epley, Wendell Proudfoot, Leo Sheets.
Susan announced that Ed Noonan and Brian O'Connell are not seeking reappointment to the Board of Directors. She expressed appreciation to both of them for their service to WCLF.
AGENDA REVIEWED: No additions or changes suggested. Susan pointed out that there is a document in the Board packet entitled, "Annual Report 2006." Julia noted that the document needs to be corrected to reflect her correct last name which is O'Connor.
WCLF Minutes of 20 December 2006: One correction; add Leo Sheets as a meeting attendee. Motion by Fred, seconded by Fran to approve minutes of the special meeting of 20 December 2006. Motion passed by voice vote.
TREASURER'S REPORT: Wendell presented a corrected Statement of Assets and Liabilities as of 31 December 2006, which reflects a net worth of $180,806.73 and a change in net worth of $108,218.19. No comments from the Board regarding this Statement.
REPORTS FROM CITY AND TOWNSHIPS: Julia reported that at the last meeting of the Wheatfield Township board of Directors, John gave a brief update about WCLF including the possibility of hiring a Capital Campaign Consultant. Fran asked if Wheatfield Township had ever passed a Resolution supporting WCLF's work and library building site. Julia indicated that, to the best of her knowledge, it had not been done.
Susan stated that she had not been present at the last Williamston City Council meeting but that Marlene and Leo had attended. Marlene reported that she announced WCLF's 21 January, fundraiser/movie, We Know Care to be shown at the Sun Theater. She also reported that Councilman Brian O'Connell delivered remarks to the Council about the erroneous information Mayor Ken Zichi had conveyed to the Downtown Development Authority at the 21 November 2006 DDA meeting.
FUNDRAISING COMMITTEE REPORT: A written Fundraising Committee report was distributed and the following corrections were noted on the report to meeting dates: 25 October, 29 November, 13 December.
Fred asked if the We Know Care movie is child friendly. Marlene responded that it does not have any offensive content but that it doesn't have action and would probably not be interesting to children. Marlene explained that a projector has been rented to show the movie and Jack Schaberg has put in a lot of effort to make sure it will work.
Fran has not yet ordered ore bottles of water because she wasn't sure about any label changes. Susan stated that the logo needs to be corrected on the label. Fran will contact Dietz Pool to find out if they want to underwrite another shipment.
ELECTION OF DIRECTORS: Susan questioned if Fred's term in office had been specified at the time that he was appointed to the Board. Fred stated that according to the Bylaws it is until the next election which would be this meeting. Fran agreed.
Susan stated that directors currently serving terms through January 2008 are herself, Fran, Jeff and Julia.
Susan opened the floor for nominations to the Board for terms of two (2) years.
Fred nominated Tom Clay. Susan noted that Tom is not present and Fred stated that he has consulted with Mr. Clay and has his permission to make the nomination. Tom Clay resides in Williamstown Township.
Jeff nominated John Brazier, Wheatfield Township.
Jeff nominated Dave Jones. It is not certain if Mr. Jones lives in the City of Williamston or in Williamstown Township. The nomination was withdrawn.
Fran nominated Fred Campbell, Williamstown Township.
Susan nominated Marlene Epley, Locke Township.
Motion by Fred, seconded by Julia to close nominations and to elect the slate as presented, to the Board. No further discussion. Motion passed by voice vote.
ELECTION OF OFFICERS: Officers terms are one (1) year.
Julia nominated Susan Graff for President.
Susan nominated Marlene Epley for Secretary.
Julia nominated Fred Campbell for Vice-President.
Fred nominated Tom Clay for Treasurer.
Motion by Fred, seconded by Jeff, to close nominations and to elect the slate of officers as presented. No further discussion. Motion passed by voice vote.
Susan stated that she wants to appoint Wendell Proudfoot as Assistant Treasurer and as Web Administrator. Motion by Fred, seconded by Fran, to appoint Wendell as Assistant Treasurer and Web Administrator. No further discussion. Motion passed by voice vote.
SET DATES OF REGULAR MONTHLY MEETINGS FOR 2007: Meetings have traditionally been on the second Wednesday of each month. Motion by Fred, seconded by Julia, that regular monthly meetings continue to be held on the second Wednesday of each month. No further discussion. Motion carried by voice vote.
Susan asked if the meetings should be held in the same place each month. Jeff stated that when the meetings are held in different places it becomes too difficult to keep track and inform participants. Everyone agreed and Susan stated that there does not need to be a vote. Fran will schedule the Annex for all 2007 meetings.
Jeff informed that he talked with Dave Jones and Dave has agreed to provide legal consultation on a pro bono basis. For the time being all legal questions should be given to Jeff who will in turn relay the questions to Dave. Jeff will ask Dave to provide opinions on the WCLF Bylaws and on procedures necessary to publish donor names in hardcopy and in E-Newsletters.
RESULT OF WORKSHOP ON 27 DECEMBER 2006: Susan misplaced her written notes which contained the wording for the Mission Statement and Vision Statement. Marlene had her notes and read the Mission Statement as it had been decided at the 27 December meeting: "The mission of the Williamston Community Library Foundation (WCLF) is to build, maintain and house a Capital Area District Library to serve the greater Williamston community, that is inviting, safe, comfortable, readily accessible and well maintained. WCLF will always strive to provide careful stewardship of the public trust, which ensures accountability and makes the most prudent use of public and private funds and fosters collaboration and cooperation with other organizations and local governmental units." Julia stated that this statement is inclusive. Fred noted that this statement was passed at the last meeting and now it needs to be produced in final form and distributed to all directors. Marlene will produce the final to be distributed at the next meeting.
The Vision Statement was reviewed and additions made. Marlene will produce a final for the next meeting.
Short Range Goals were reviewed; committee descriptions, committee chairperson job descriptions, and Director's Covenant need to be added. Marlene will produce a final for the next meeting.
Fred initiated a conversation about producing a packet for each Director which contains information about the things CADL will supply to the new library and what the new building will be like. Most of CADL's allocations are already documented - Susan will compile this information for directors. The Building Committee will be responsible for researching construction options and final plans for the new library building. Susan stated that the Board of director Manuals should include a section on the history of the process as it related to WCLF. Fred stated that a formal document is needed from CADL stating that they will work with WCLF, a 501(c)(3).
Director Manuals were distributed and Marlene explained how they are arranged. Information that is currently missing from the Manuals will be gradually added as the work is completed.
LEGAL OPINIONS: Information was provided by Marlene about the Business and Non-Profit Institute at the MSU College of Law. There was more discussion about Dave Jones and questions about if it would be a conflict of interest if Dave becomes a board member and also acts as legal councel. Fran pointed out that Dave is on the Board of the Friends of the Williamston Library and provides the Friends with legal opinions.
ADDITIONAL PAYMENT OF MORTGAGE AMOUNT: A donation of $50,000 was received at the end of 2006. Motion by Fred, seconded by Julia, to make an additional payment of $20,000 on the property mortgage. No discussion followed. Motion passed by voice vote.
CONTRACTING WITH CAPITAL CAMPAIGN CONSULTANT: Susan explained the proposal fro the Breton Group. They would not participate in the campaign process, but would instead train the WCLF Campaign Committee how to conduct the campaign.
Marlene stated that Jan Quiring would be more hands on. Jan would do the Feasibility Study and would be more involved.
Motion by Fred, seconded by Jeff, to hire Quiring Associates to be Capital Campaign Consultant to deliver the plan outlined on the proposal dated 3 January 2007, spelled out in the memo dated 3 January 2007. No further discussion. Motion passed by voice vote.
Susan assigned Marlene to get in touch with Jan Quiring to arrange for her to produce a contract, and have it signed by two Directors.
RSEOLUTION HONORING ED NOONAN: Motion by Fred, seconded by John, to create a resolution honoring Ed. Discussion followed regarding an informal ceremony to present a plaque to Ed and JoAnne. Fred volunteered Fran's home as the place to have the ceremony. Jeff will create a plaque. Motion passed by voice vote.
Marlene will send a sympathy card to Ed and JoAnne for the death of Ed's brother.
Fred talked with Carl MacIntosh about the Cut and Curl business next to the WCLF property. Carl will talk with the owner and inquire about WCLF getting a first option to purchase.
NEW BUSINESS
Wendell will give Marlene a check for $250 made out to city Animation to cover the cost of the projector for the movie on 21 January at the Williamston Sun Theater.
Julia reported on the WASO meeting which she attended earlier today. Topics included the upcoming Talent Show, the WCLF presentation at the next Chamber of Commerce lunch on 25 January, at Brookshire. Marlene will attend the March WASO meeting in Julia's absence.
Marlene stated that she believes that it was a good investment for WCLF to join the Chamber of Commerce. The newsletter is very comprehensive and the membership allows us to easily network with other organizations and people in the community.
Marlene will arrange a presentation by Capital Region Community Foundation and will inform every one of the date and time.
Discussion took place regarding the WCLF yard signs. It was decided to consult with Jan Quiring about the timing of when to begin displaying the signs.
Susan directed Wendell to pay the tax bill by 1 February 2007.
ADJOURNMENT: Meeting adjourned at 9:05 p.m. without a motion.
Respectfully submitted:
Marlene Ann Epley
Approved: 14 February 2007
Next regular meeting of the Board of Directors: 14 February 2007 (Valentines Day)
Next meeting of the Fundraising Committee: 25 January 2007, 7 pm, Wheatfield Township Hall.