MEETING MINUTES

WILLIAMSTON COMMUNITY LIBRARY FOUNDATION

BOARD OF DIRECTORS

Wednesday, 10 September 2008

MEETING LOCATION:

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

CALL TO ORDER:

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

DIRECTORS PRESENT:

John Brazier, Fred Campbell, Marlene Epley, Susan Graff, Frank Kolasa, Julia O'Connor, Fran Schaffert.

DIRECTORS ABSENT:

Jeff Bartrem and Tom Clay

INTRODUCTIONS/OTHERS PRESENT:

Shannon Poynter, Leo Sheets (for part of the meeting)

PRESENTATION BY SHANNON POYNTER:

Mr. Poynter explained the Charitable Giving program available through New York Life. If WCLF were a participant, customers would purchase a life insurance policy through WCLF. WCLF would own the policy and the purchaser would be the insured.

Frank stated that the board will discuss the proposal and follow-up with Mr. Poynter and thanked him for bringing this information to the WCLF Board.

 

PUBLIC COMMENT:

None

MEETING MINUTES OF 13 AUGUST 2008:

Three changes/corrections were noted. Motion by Fran to approve minutes as corrected. Motion passed by voice vote.

TREASURER REPORT:

Motion by Fred to accept Treasurer's Report as presented. Motion passed by voice vote.

ANNOUNCEMENTS:

Susan announced that the book sale last weekend was the most profitable ever. Marlene and Fran thanked Susan for all her work. The next sale is scheduled for Saturday, 6 December 2008. Volunteers are needed to help set-up and take- down.

Frank asked to move agenda item 8 to the bottom of the agenda. Everyone agreed.

WCLF PROPERTY and PUBLIC PARKING:

• Comments in an e-mail from Building Committee chairperson, Judith Taylor, were noted and discussed.

• Julia asked questions about liability when people use the WCLF property for parking. Frank said that WCLF is covered.

• Frank stated that he believes the property should be posted "No Parking." Susan stated that she is not concerned about parking on the lot except in the back portion where there is a potential for cars to back off the ledge.

Marlene said that during home football games the Football Boosters are charging for parking in the lot next to the Community Center and that probably won't be able to continue after purchase of the Community Center is finalized. She asked if WCLF could consider partnering with the Football Boosters by letting them charge for parking on the WCLF lot and splitting the proceeds with WCLF. Frank stated that the WCLF insurance doesn't allow usage of the property for non-library activities.

Leo observed that the discussion has been based on "what if" scenarios and maybe it would be wise to wait and see if it in fact, materializes into a real problem. Frank responded that he favors installing the signs now before parking gets to be a problem.

Marlene asked if/how WCLF will enforce no parking after the signs are installed.

Frank answered that there are no plans for enforcement.

Fred asked to leave the subject since it was decided at the August meeting and it doesn't appear as though changes are going to be proposed at this time.

NOMINATING COMMITTEE:

Susan announced that Dan Slider has agreed to serve on the Nominating Committee.

Susan asked for direction from the Board on the number of directors the Board hopes to seat. Frank answered that he hopes for eleven (11).

CITY UTILITY SERVICES ON THE WCLF LOT:

Marlene described the following options as they were explained to her by Jan who works for the City:

• Option A: Leave the connection intact and pay a bi-monthly fee of $76. When the new building is constructed a deposit would not have to be paid to connect. Payment for a service box will be required which is currently running around $400.

• Option B: Have the service disconnected and not pay the bi-monthly fee. When the building is constructed a connection fee will be required which is currently $5000. The fee increases every year. Payment for a service box will be required.

Susan moved to leave the connection intact. Approved by voice vote. Marlene will inform the city.

DIRECTORS AND OFFICERS LIABILITY INSURANCE:

Frank explained that WCLF now has a policy for $1 million for directors and officers. We kept the business local and the insurance is through Ernie Gaffner. T he premium is $800 per year.

BUILDING COMMITTEE:

Frank said that currently the prospects for purchasing adjacent property are not very good and the Board needs to decide whether the Building Committee should resize the conceptual building plans to fit on the current property.

Fred moved that the Board direct the Building Committee to create a proposal for a building to be built on the property that WCLF currently owns and for a building estimated to cost $1.5 million. Also that the Building Committee provide an estimate of the number of square feet that would be available and the features from the current conceptual plan that could be included in the smaller building.

Discussion: Exactly what contents will be provided by CADL for a building of approximately 5,000 square feet and the approximately value of the contents. Frank will compose a letter to CADL asking these questions.

Motion passed by voice vote.

THE SIGN ON THE WCLF PROPERTY:

Judith indicated in an e-mail (mentioned above under WCLF PROPERTY and PUBLIC PARKING) that it would be best to position the sign as it is currently so that drivers can see it as they approach from either direction. Fran moved to leave placement of the sign to the discretion of the Building Committee. Motion passed by voice vote.

AUDIT COMMITTEE:

Fred reported that it is time to audit WCLF and the committee will now move forward. The Committee is composed of Fred, Tom and Erik ? . Fred is the chairperson.

REPORTS:

• Quilt: Frank reported that Ms. Kennedy is finalizing the design of the quilt.

• City Council: Marlene attended the 8 September meeting and thanked the city for declaring the Frank Buzzitta Labor Day Bridge Walk as city sponsored event and for including the WCLF property and chili lunch in the walk.

• City Planning Committee: Fran attended the public hearing regarding the proposed car sale lot which will be on the property where the oil change business is.

• Williamstown Township: No report.

• Wheatfield Township: John reported to the Township Board that WCLF participated in the Frank Buzzitta Labor Day Bridge Walk.

• WCLF Property Taxes: Frank requested that WCLF be exempted from paying property taxes because of the non-profit status. He was advised that if the request is denied, the decision should be appealed.

• WASO MEETING: Julia represented WCLF at the meeting.

PROPERTY PAY-OFF AND FUNDRAISING:

Frank inquired about the poker tournaments at Trippers and was informed that all dates for 2008 are taken and that names for 2009 are not yet being taken. He has learned that a similar event is going to begin in Howell and he is pursuing information about it. There is a possibility of partnering with the Knights of Columbus.

Frank stated that the Board needs to make a stronger commitment to fundraising, independent of the Capital Campaign. It is the Boards responsibility to paying-off the mortgage on the property and that is the fundraising priority

Frank explained his letter to the community to ask for donations toward paying the mortgage and the Board agreed that the letter would be appropriate for inclusion in a WCLF newsletter.

Susan recalled that it is been discussed is past meetings that each Board director take responsibly for conducting one (1) fundraiser per year. She encourages all directors to bring forward an idea and take responsibility for a fundraiser

Fred stated that he believes the property pay-off should be included in the Capital Campaign. Further discussion revealed that it was never the intent to turn property pay-off over to the Capital Campaign.

Frank state his concern that the Board push to get the property paid which would be beneficial to the Capital Campaign's efforts to obtain grants.

Fran asked that Tom inform the Board what balance WCLF should maintain in its accounts.

CORRESPONDENCE:

None

PUBLIC COMMENTS:

None.

BOARD MEMBER COMMENTS:

The Chamber of Commerce is sponsoring a Buck Pole event in November. The cost to have a table at the event is $50. Marlene asked the Chamber if WCLF would also need to pay $50 to have an information table, since it is a non-profit and does not sell merchandise. The answer was that WCLF would have to pay $50. Susan will look for a book (or books) to donate to the Buck Pole event.

ADJOURNMENT:

Meeting adjourned at 8:58 p.m.

Respectfully submitted:

Marlene Ann Epley, Secretary

Approved by the Board of Directors on: 15 October 2008