MEETING MINUTES
WILLIAMSTON COMMUNITY LIBRARY FOUNDATION
BOARD OF DIRECTORS
Wednesday, 13 February 2008
MEETING LOCATION:
Wheatfield Township Hall, 985 East Holt Road, Williamston, Michigan
CALL TO ORDER:
The meeting was called to order at 7:03 p.m. by President, Frank Kolasa
DIRECTORS PRESENT:
Jeff Bartrem, John Brazier, Marlene Epley, Susan Graff, Frank Kolasa, Fran Schaffert.
DIRECTORS ABSENT:
Fred Campbell, Tom Clay, Julia O'Connor
INTRODUCTIONS/OTHERS PRESENT:
Sandy Penn and Nick Quiring. Sandy is a new member of the Capital Campaign Core Committee. Nick is an architect and has volunteered to work on the design of the new library.
ADDITIONS and CHANGES TO AGENDA/APPROVAL OF AGENDA:
Frank explained that this category will not be included on future agenda. Directors are asked to e-mail agenda items to Marlene no later than the Friday immediately before the monthly meeting.
PUBLIC COMMENT:
None
MINUTES OF 16 JANUARY 2008 MEETING:
One (1) correction, page three, Ms. Story's first name is spelled Quenda.
TREASURER REPORT:
Tom supplied two versions of the 2007 Annual Financial Report. It was decided to post the less detailed report on the website. Motion by John, seconded by Fran, to accept the Annual Financial Report. Motion passed by voice vote.
ANNOUNCEMENTS:
None.
ACTION ITEMS:
Committee Chairpersons:
Appointments by Board President:
Fred Campbell - Audit Committee
Judith Taylor - Building Committee
Fundraising Committee – This committee is being suspended until after the Capital Campaign is completed because the Capital Campaign Cabinet will be actively fundraising.
Public Relations and Marketing – No one has been identified to chair this committee. It is expected that a chairperson will be identified as a result of the efforts of the Capital Campaign Committee.
Motion by Marlene, seconded by John, to accept Frank's committee chairperson appointments. Motion passed by vote.
Charge to Building Committee:
No comments were received or changes suggested. Motion by Susan, seconded by Jeff, to accepted the Charge to the Building Committee document as written. Motion passed by voice vote.
City, Township, Chamber of Commerce, Other Meetings:
Frank discussed the importance of WCLF being visible and having current information about community activities and governance. Volunteers will attend meetings provide a brief report at WCLF monthly meetings. Brief reports can be e-mailed to Marlene prior to meetings (5 days) or can be an oral report at the meeting. Beginning immediately:
Frank and Susan will share Williamston City Council meetings;
John and Julia will share Wheatfield Township meetings;
Fran and Fred will share Williamstown Township meeting;
Marlene will cover Williamston Chamber of Commerce meetings (given enough notice) and any other meetings it is necessary for WCLF attendance.
DISCUSSION ITEMS:
CADL Capital Improvement Plan:
Frank proposed a work session meeting to develop a list of concerns and a WCLF document to present to the CADL board regarding the Capital Improvement Plan. CADL board meetings are on the third Wednesdays of each month.
This meeting will be a potluck supper on Friday, 22 February, 6 p.m. at Jeff and Anne Bartrem's home.
Everyone is encouraged to go to the CADL website to review the Capital Improvement Plan.
Marlene will send a reminder e-mail prior to the meeting.
Acquiring Additional Property:
Fran talked about the importance of attempting to purchase adjacent property and WCLF should at lease negotiate an option to buy. Discussion ensued about finding out who owns the property and approaching them to inform them of WCLF's interest to purchase and determining if the owners are receptive to entering into an arrangement with WCLF.
Jeff and John volunteered to research, meet with the property owners and report progress at the WCLF March meeting.
Board Covenant:
A draft was distributed which is to be reviewed. This will be on the March meeting agenda as a discussion item. Comments should be submitted to Marlene via e-mail five days before the 12 March meeting.
Bylaws:
Frank recommends WCLF secure the serviees of an attorney to review the bylaws and give recommendations. Jeff has asked Mark Adams if he would do a bylaws review pro bono. Frank will discuss it with Dave Jones and pursue with Mark Adams.
Motion by Susan, seconded by Jeff, to empower Frank to pursue an attorney review of the bylaws. Motion passed by voice vote.
Murder Mystery Dinner Theater:
Marlene explained the WCLF and Williamston Theater Murder Mystery Dinner Theater joint fundraiser which will be Friday evening, 28 March at Brookshire. Nick offered to help with graphics.
Tastes of the World Dinner
Marlene explained that previously this event was planned and executed by the Fundraising Committee however; the Fundraising Committee is not currently active. Questions posed: 1) Does the Board want to continue this event annually?, 2) Does the Board want to declare this its annual signature fundraiser/event; 3) If the Board decides to continue this dinner as its annual signature event, it will require the participation of every director and each director will need to participate in ticket sales.
Discussion determined that this event is important and should be continued.
Susan volunteered to be chair person this year. Marlene will secure the restaurant and entertainment. Nick offered to help with graphics.
An agenda item for the March meeting will be to decide whether or not to declare the Tastes of the World Dinner as the WCLF annual signature fundraiser.
Public Relations/Marketing Committee:
Frank explained the ever increasing need for this committee. Suggestion that Tara Peplowski be contacted to ask her to be chair person. This will be an action item on the March meeting agenda. A Charge to the Committee document needs to be developed. All directors are to e-mail their suggestions to Marlene five days prior to the March meeting.
Challenge Grant:
To date the WCLF Board of Directors has contributed $2,000 toward the Friends of the Library challenge grant. Marlene sent a thank you letter to the Friends.
Sale of WCLF Property to Scott Simmons/RiverHouse Inn:
Waiting for the release from the bank. The bank is requiring a property survey.
Removal of the House:
George Landolt is getting a commercial appraiser. An appraisal is needed before WCLF can take down the house. The property has to be worth 65% of the value.
Fran pointed out that the Capital Region Community Foundation is advertising for grant applications. The deadline is 1 April.
REPORTS:
Building Committee – no report.
CORRESPONDENCE:
None
PUBLIC COMMENTS:
None.
BOARD MEMBER COMMENTS:
ADJOURNMENT:
Approved: 12 March 2008