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, 11 July 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:

John Brazier, Fred Campbell, Tom Clay, Marlene Epley, Susan Graff, Fran Schaffer. Jeff Bartrem arrived at 7:20 p.m.

 

DIRECTOR ABSENT:

Frank Kolasa; Julia O'Connor.

 

OTHERS PRESENT:

Bob Hanna, and Jan Quiring. 

 

ADDITIONS and CHANGES TO AGENDA/APPROVAL OF AGENDA:

Add: IRS 990 form and Audit Committee Policy. 

Move: CADL to bottom of action items. 

 

INTRODUCTIONS:

None. 

 

PUBLIC COMMENT:

None. 

 

MINUTES OF 11 JUNE:

Motion by Tom, seconded by John, to approve the minutes as written. No further discussion. Passed by voice vote.

 

TREASURER REPORT:

Written report submitted.  

Fred asked for Tom's recommendation on another extra payment to the bank. Tom answered that it could be done. Fred stated that another extra payment should be delayed until after the results of the feasibility study are received.

Motion by Fred, seconded by Fran, to approve Treasurer's Report. No further discussion. Passed by voice vote.

 

ANNOUNCEMENTS:

Tim Grossman was appointed to the vacant Williamston City Council seat. 

 

ACTION ITEMS:

• WCLF and RiverHouse Inn property line: Susan said that Frank has most of the information so she didn't have much to share except that Dave Jones advised against WCLF removing the electrical box and the electrical conduit. Susan has informed the City of the encroachment so that an electrical permit will not be issued. She will also tag the box. Bob Hanna suggested talking to Paul Gantz who is area DTE representative and is on the Williamston Chamber of Commerce Board. Susan will talk to Paul Gantz to make sure DTE doesn't hook up electric to the electrical box Mr. Simmons has installed on the side of his garage.

Marlene said that two days ago she was on the lot and witnessed that a man was working at taking up the edging and plants that had been install on WCLF property.

Discussion ensued about selling a strip of property to Mr. Simmons or granting him an easement for a specific amount of money. Susan will direct the Building Committee to investigate if WCLF can afford to sell property to Mr. Simmons and report their conclusion at the August meeting. Also, if the Building Committee does not recommend selling property to Mr. Simmons what is their recommendation regarding having the property line surveyed and a fence built? Leo is a surveyor and Marlene generously volunteered his services.

• Acceptance of Donation Policy Draft:

Marlene suggested the following changes:  

-First paragraph, last sentence, "It is the Presidents Secretary's responsibility to insure that written acknowledgements and thank you notes are sent out promptly. Not yet completed. Tabled until the July meeting.

-Fifth paragraph, "Cash and In-Kind-Donations given in support of fund raising events shall be acknowledged promptly after the event by the Chairperson organizing the event Secretary or designee.

        Fred and Tom will make changes and bring back to August meeting.

• Audit Committee Policy: Tom and Fred reviewed the current policy and felt that there were significant omissions. They submitted a new draft policy. Susan asked that everyone review the draft document and come to the August meeting prepared to discuss/make changes/finalize.

• Letter from Bureau of State Lottery announcing Area Training Meeting on Tuesday, 24 July: Marlene volunteered Leo to attend the meeting and report to the board at the August meeting.

• Eviction action of Ryan Carver, renter: Jeff informed that an attorney would have to represent WCLF in court because WCLF is a corporation. Jeff can write another letter to Mr. Carver demanding that he catch-up his over-due rent amount or, WCLF can serve Mr. Carver with eviction notice.

Motion by Fred, seconded by Tom, to proceed with eviction.

Amended motion by Fred, seconded by Tom, to pursue garnishment and proceed with eviction. No further discussion. Motion passed by voice vote.

Fred suggested that the Friends of the Library use the first floor of the house for their books and sales. Susan stated that the house would not support the weight of the books and shelving. 

• Art Fest: Marlene asked for volunteers. Fred volunteered to work 10 a.m to Noon. Fran volunteered to work Noon to 2 p.m. Marlene will attempt to get two people for the last shift. Chris Yelvington will be in charge of the event.

Tom asked about the Labor Day walk and received explanation of the walk and the chili lunch that WCLF serves. Tom volunteered to provide a tray of food.  

• CADL Capital Improvement Plan: Susan summarized the CADL plan, including that CADL will pursue an additional .75 to 1 mil with the difference made up from grants and fundraising. They are proposing "adequate" buildings and they are expecting local communities to donate property. Any community that wants a larger or nicer building will need to donate the money to make the enhancements. CADL will own and maintain the buildings.

Jan stated that this CADL Campaign is throwing "a fly in the ointment." WCLF can preempt them and do it quickly and still at some point there will be overlap in the campaigns.  

Bob Hanna expressed concern that WCLF does not allow this to interfere with the momentum it has achieved and to keep working towards its goal.

Susan pointed out that the WCLF Bylaws and Goals and Objectives state that it is the intention of WCLF to own and maintain the building. If CADL's campaign is successful WCLF may not want to continue that goal. 

CADL has indicated that building the Williamston Library is in the second tier and they are assuming that the WCLF lot will be used. The Lansing and Okemos Libraries are in the first tier.  

Marlene expressed concern about the mediocrity of the CADL plan for the Williamston building. The plan aspires to only a 5 on a scale of 1 to 10. The downtown building aspires to an 8 and the Okemos building aspires to a 7. Green building is not a consideration in the plans.

Discussion took place regarding the lack of equity for the buildings in the different communities. Webberville would get very little but would pay the full milage amount. 

Bob Hanna expressed concern about the amount of input the community would get regarding the building.  

Fred asked what action is being expected on this topic. Susan responded that if WCLF changes its Bylaws it would signal agreement of the CADL plan.

Marlene suggested a WCLF task force be created to dissect the CADL proposal, answer questions about the WCLF non-profit status, present questions to CADL, etc. Bob Hanna suggested that a group be assembled including WCLF, City of Williamston, and township government representative and other governmental units and community organizations.

Bob Hanna pointed out that the millage vote would be February or May of 2009 but it is possible that the May election could be eliminated and the election will not be until November. This could be as far away as two or more years.

It was decided to form a WCLF task force which will gather information, scrutinize the plan, compile a list of factors important to the Williamston Library, draft an operating plan and then begin to include local government representatives and representatives from other community organizations. Susan, Tom and Jeff volunteered for the task force. Susan will schedule the first meeting.

 

DISCUSSION ITEMS:

• Taste of the World Dinner: Feedback report included in Board packet. Marlene asked for feedback from all board members and stated that ticket sales are a responsibility of all Directors in future. There needs to be more active and aggressive participation by Directors.  

Bob Hanna suggested WCLF include information in the welcoming baskets and participate in First Fridays.  

• Fundraising Chairperson Position: Marlene will step down from the position at the end of this year. A new chairperson needs to be recruited – any suggestions for a person to fill the position should be passed on to a member of the Nominating Committee (John, Marlene, Ernie St.Pierre).

 

REPORTS:

• Jan Quiring: Approximately 70% of the interviews have been completed. The significant gifts are yet to be assessed. There is money in this community but the current economy is very much on people's minds. Often she hears  that there needs to be participation from the City and some sort of a creative relationship including the City and the townships. There has been minimal amount of reaction that there doesn't need to be a library in Williamston – probably in the 5% range. A much larger percentage of people mention the equity issues with the governmental units. Names are being gathered for the Cabinet Committee.

The final report will be presented at a special meeting around the middle or end of August.

• Township and City meetings: Susan sent an e-mail which apparently no one received so she will send it again. People need to volunteer for the meetings they can attend.

 

PUBLIC COMMENTS 

None. 

 

BOARD MEMBER COMMENTS 

None. 

 

ADJOURNMENT 

Susan adjourned the meeting at 9:20 p.m.

 

Respectfully submitted: 

 

Marlene Ann Epley, Secretary 

Approved: 8 August 2007