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, 14 June 2007 

 

MEETING LOCATION:

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

 

CALL TO ORDER:

The meeting was called to order at 7:03 p.m. by President, Susan Graff. 

 

DIRECTORS PRESENT:

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

 

DIRECTOR ABSENT:

Jeff Bartrem. 

 

OTHERS PRESENT:

Sue Nichani, Chris Yelvington.

 

ADDITIONS and CHANGES TO AGENDA/APPROVAL OF AGENDA:

Add to REPORTS: Marlene attended 24 May, Chamber of Commerce meeting; Susan attended City Council meeting; Leo attended City of Williamston Board of Appeals Public Hearing regarding the RiverHouse Inn.

 

INTRODUCTIONS:

Sue Nichani of the RiverHouse Inn. 

 

PUBLIC COMMENT:

Ms. Nichani stated that Leo did a good job supporting the RiverHouse Inn at the Board of Appeals meeting. The city wants the RiverHouse Inn to relocate their sign. It is now 3 feet from the side walk and the City wants it moved to be 10 feet from the side walk which would require cutting a large, old tree.

Susan said that the letter from RiverHouse Inn regarding an easement referred to an attachment. The attachment did not accompany the letter.

Ms. Nichani asked for a copy of the WCLF property survey that clearly shows the property line. Susan will get a copy to her.

 

ANNOUNCEMENTS:

None. 

 

MINUTES OF 9 MAY MEETING: 

No additions or corrections. Motion by Julia, seconded by Fran, to approve the minutes as written. No further discussion. Passed by voice vote.

 

TREASURER REPORT: 

Tom reported that $10,000 was paid down on the property mortgage. Several donations were received; the largest was a check from Capital National Bank for $1000 to underwrite the dinner. There are two (2) outstanding checks, one from Ryan Carver for $1000 and one from Sara Hunsinger for $450. Interest was obtained retroactively from Citizen's Bank. Yesterday it was posted to the WCLF account.

Susan asked if we should pay another $10,000 payment on the property mortgage. Tom's answer was "yes." 

Motion by Fran, seconded by Frank. Individual voice vote taken: Brazier-yes, Campbell-yes, Clay-yes, Epley-yes, Graff-yes, Kolasa-yes, O'Connor-yes, Schaffert-yes. Motion passed.

 

ANNOUNCEMENTS:

Susan – Chris is here to assign tickets to sell for the dinner. 

Tom – selling tickets for the duck race.

Fred – spoke with Sue Hill (director, CADL). Ms. Hill said that CADL has a written opinion from their attorney indicating that CADL can work with a non-profit. Sue will provide Fred with copies of the opinion which he will share with the Board. 

Fred – Accubite building is for sale. A brief discussion followed regarding discussion several months ago by the WCLF Board of directors regarding the building.

 

ACTION ITEMS:

• RiverHouse Inn: Sue Nichani and Scott Simmons are partners. Ms. Nichani apologized for "all the issues surrounding the electrical box." The reason he [Scott Simmons] hung the box from the side of the garage is because the trees would have to be removed if it was placed on the back of the garage. She stated that, because their property sets on WCLF property, they will need to get on WCLF property to perform maintenance to their building.

        Susan stated that the box is an issue but the greater concern is the underground conduit. Frank said that he understand why he [Scott Simmons] does not want to remove his trees and asked why he cut down the telephone pole that was there. The phone pole would have accepted the wires.

        Sue said that he [Scott Simmons] took out the pole before the wiring was done because there wasn't anything going to it.

        Frank said that when he [Scott Simmons] bought the property he knew of the encroachment and he knew the phone pole would accept the wiring and he removed it anyway.

        Ms. Nichani said that she doesn't think he [Scott Simmons] thought through it when he cut down the pole.

        Susan stated that he [Scott Simmons] could have gone directly west from the pole and then trenched up on his own property. There wasn't any reason to run the conduit up to the building on the WCLF property. She said that walking across the WCLF property is not a concern. There is concern about heavy equipment driving across WCLF property. She said that WCLF does not yet know what our construction project will be. She does not want WCLF to be impaired because there is underground electrical buried on its property. She also doesn't want RiverHouse Inn to have to dig it all up later on. She asked how he [Scott Simmons] plans to run his plumbing and sewer.

        Ms. Nichani said that they have tied into the sewer and it runs behind the garage.

        Fred stated that the conduit being where it is takes away from WCLF options for building.

        Susan states that we [WCLF] cannot give away anything that is going to limit our options.

        Ms. Nichani asked if WCLF will allow them to keep their conduit where it is until such time that it may need to be moved because of WCLF building plans.

        Frank said that contracts such as that are difficult to enforce. Once improvements are in place courts are reluctant to have them moved. The problem is that Scott has shown no respect for adjacent property owners.

        Marlene explained the conversation she had with Mr. Simmons which took place on a Saturday. Twice she asked him if he had checked the property lines and he would not acknowledge that he needs to consider the property lines.

        Susan followed by explaining that the following day (Sunday), after Scott's conversation with Marlene, Susan went to the property and found that the trench had been dug and the conduit installed. When Susan attempted to talk with him [Scott Simmons] about it he told her that he had spoken to "the woman that was working over there yesterday and she had no problem with what he was doing."

        Susan – the box and the conduit in the ground are two separate issues.

        Fran – both should be removed.

        Frank – granting an easement would run with the land and burden it forever.

        Motion by Fred, seconded by Frank, to reject easement request. Individual voice vote in favor of motion: Brazier-yes, Campbell-yes, Clay-yes, Epley-yes, Graff-yes, Kolasa-yes, O'Connor-yes, Schaffert-yes. Motion approved.

• Acceptance of Donation Policy Draft – Not yet completed. Tabled until July meeting.  

• Senior Center and History Groups – Marlene was approached by Nancy Williams, director of the Senior Center, about the possibility of incorporating a space in the library plans for a Senior Center. TheSenior Center would use the space three days a week from 9 a.m. to 2 p.m. If this board is receptive to the idea, Nancy will take it to the Senior Center Board.

Fran was also approached by someone from the Senior Center with the same inquiry. 

Tom states that he thinks incorporating a Senior Center into the building is in keeping with the idea of this building being a community resource.

Marlene noted that incorporating a Senior Center into the building plans would probably open more possibilities for grants.

Susan states that we need to look at our Goals and Objectives and make adjustments accordingly.

Marlene explained that she has also been approached by people from the Depot who are part of a local history group, about a space for a small local history collection and genealogy research materials. Susan explained that it would have to be negotiated with CADL because CADL's policy is that anything on the shelves must be owned by CADL. Therefore, it would probably have to be a separate room.

John pointed out that more and more libraries are being used as multi-use buildings and, in fact, CADL is moving in that direction with their consideration of sharing the downtown library with Impression 5 Museum.

It was the consensus of the board that we are open to these ideas and we welcome representatives from groups to come to one of our board meetings and present their ideas.

• Board policy regarding committee reports – last month a report was presented as a committee report but it had not been approved by the particular committee. In future, committee reports will be from the committee chairperson or the chairperson will inform the board president if another representative from the committee will be presenting the report.

• Township and City meetings – Susan explained the need to have a representative from WCLF board attend these meetings and report back to the board. Julia and John already attend Wheatfield meetings and will now report on the meetings. Frank and Susan will attend and report on City council meetings. Susan will send an e-mail message to everyone to pick dates for attending Williamstown Township meetings. 

• City Council – Susan noted that City Council is currently providing financial support for Art Fest and rent free lodging for Habitat for Humanity. The Williamston Theater is asking the City to provide them with money by the end of the fiscal year so that their professional theater can stay in Williamston. A special work session of the City Finance committee was scheduled to discuss ways to provide $5000 to the theater. This seems to imply that the City does financially contribute to community non-profit organizations.

• Poker parties – Dan Urbane approached Susan about conducting poker parties at Dietz Pool, in cooperation with the Cathy Ellsworth Foundation. The new buy-in amounts are $500 and pay-outs can be up to $10,000. The rules are that 50% of the volunteers must be board members, officers and their spouses. Susan will talk further with Dan about exactly what he is proposing and if Cathy Ellsworth Foundation will make grants to WCLF.

• Recognition of In-Kind Donations – Donors/area businesses are asking that the WCLF website provide links to their business websites. Motion by Fred, seconded by Tom, to establish links for in-kind donations. Motion carried by voice vote.

• Volunteers for Tastes of the World Dinner – Volunteers to pick-up tables and chairs at Locke Township Hall, and help with set-up on the WCLF site. Help will also be needed to set up tents. Tom solemnly swore that he will be here next year for the dinner!

 

DISCUSSION ITEMS:

• Nature garden – Marlene and Mark Ritzenhein from the Wild Ones identified the native plants in the area next to the river bank. Marlene will work with Mark to plan a native garden and will notify everyone when we are going to do the work. Susan said to let the Board know if a budget is needed.

• Susan reported on the City's plans to bond for renovations of the Community Center and to hire McKenna Associates to perform city planning duties.

• CADL is proposing to move forward with a 1 mill increase to support capitol improvements. Susan will write to Sue Hill and arrange a meeting.

• Ryan Carver, renter – is $2600 in arrears. Motion by Marlene, seconded by Fran, that the board proceeds with eviction. Motion passed by voice vote.

• Budget for dinner – motion by Susan, seconded by John, to provide $500 budget for the fundraising event. Motion passed by voice vote.

• Ticket sales by businesses – Chris reported that very few tickets have been sold by the businesses that have them. 

• WCLF note cards – Marlene distributed 10 to each board member.

• Susan will not be in attendance at the August meeting. Fred will conduct the meeting. 

 

PUBLIC COMMENTS 

None. 

 

BOARD MEMBER COMMENTS 

None. 

 

ADJOURNMENT 

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

 

Respectfully submitted: 

 

Marlene Ann Epley, Secretary 

Approved: 11 July 2007