WILLIAMSTON COMMUNITY LIBRARY FOUNDATION

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, 16 January 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, Susan Graff.

DIRECTORS PRESENT:

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

DIRECTORS ABSENT:

None

INTRODUCTIONS/OTHERS PRESENT:

Chris Yelvington

ADDITIONS and CHANGES TO AGENDA/APPROVAL OF AGENDA:

Three (3) additions to the agenda:

Action Item
- Ryan Carver's unpaid rent balance and garnishment
Discussion Items
- Legal review of Bylaws
- Friends of the Williamston Library challenge grant (this item was later moved to Announcements.

Motion by John, seconded by Julia to accept the agenda as amended. Motion passed by voice vote.

PUBLIC COMMENT:

None

MINUTES OF 14 NOVEMBER 2007 MEETING:

Two (2) corrections on page one and capitalize Boy Scouts on page three.

Motion by Julia, seconded by Fran, to approve minutes with corrections. Approved by voice vote.

MINUTES OF 20 DECEMBER 2007 TELEPHONE MEETING:

Three (3) corrections noted.

Motion by Tom, seconded by Julia to approve minutes with corrections. Approved by voice vote.

TREASURER REPORT:

Written report submitted, however, Tom stated that this report in incomplete because it does not include the Independent Bank account which should be an additional line for approximately $5800. Because of the incompleteness of this report, a motion of acceptance was not entertained and a completed report will be submitted at a later date.

ANNOUNCEMENTS:

Fran announced that the Friends of the Williamson Library will donate $20,000 in matching funds to WCLF. There is no end date on this matching funds donation and matching fund payments will be made to WCLF at the time each donation is received. In return, the Friends asked for publicity. Motion by Fred, seconded by Tom, to accept the challenge and thank the Friends for their generosity. Marlene will submit an article to the Williamston Enterprise. Motion passed by voice vote.

Motion by Marlene, seconded by Tom, that the individuals on this Board pledge to collectively contribute at least the first $1000 toward the Friends' matching grant. Tom will keep a tally. Motion passed by voice vote.

ACTION ITEMS:

Election procedures election of directors and officers. Motion by Fred, seconded by Tom, that each Director shall have the number of votes equal to the number of nominees on the completed slate. Not to exceed five (5) votes. Tom added a "friendly amendment"; of those nominated, each must receive a majority of the votes casts. Fred accepted this amendment as an extension of his original motion. Motion passed by voice vote.
Motion by Fred, seconded by Tom, to accept procedures as amended. Motion passed by voice vote.
Motion by Frank, seconded by Jeff, to accept the slate of nominees as proposed. Motion passed by voice vote.
Susan opened nominations from the floor. Fred nominated Jeff Bartrem, seconded by John. Motion by Fred, seconded by Tom, to close nomination from the floor. Motion passed by voice vote.
Susan distributed the ballots.
Upon completion of voting, ballots were counted by Chris Yelvington.
Results of the election: All nominees exceeded more than five (5) votes.
Directors re-elected to the Board of Directors for two (2) year terms (2008 - 1010): Jeff Bartrem, Susan Graff, Julia O'Connor, Fran Schaffert.

Election of officers: Motion by Fred, seconded by Fran, that the slate of officers be elected by affirmation. Motion passed by voice vote.
Officers elected to one (1) year terms (2008): Frank Kolasa, President; John Brazier, Vice-President; Marlene Epley, Secretary; Tom Clay, Treasurer.

Susan turned the meeting over to Frank.
Marlene thanked Susan and Fred for their work as president and vice-president.
Susan distributed a summary of a conversation she had with George Landolt, Loan Manager at Capitol National Bank, regarding the removal of the house from the property. Discussion ensued about the criteria that must to be met to remove the house. Action did not take place on this item.

Location of meetings: Motion by Tom, seconded by Marlene, to continue to meet at the Wheatfield Township Hall. Motion passed by voice vote.
Meeting with CADL regarding their Building Campaign: Susan did not bring the position paper. She contacted Quenda Story (a person on the CADL Board of Directors) to arrange a meeting. Ms. Story will get back with Susan at which time Susan will report to Frank.
Charge to the Building Committee: The draft list of Building Committee responsibilities and a draft list of desirable building design components was included in the Board packet.
Motion by Fred, seconded by Tom, to table the decision(s) until the February meeting with the intent to organize and ready the list for action. Marlene will ask Leo to organize the construction list into a timeline. Board members should review the design list in preparation for developing board policies and modifications. Motion passed by voice vote.

Marlene initiated discussion regarding adoption of Board policy regarding environmentally friendly [green] building construction. Motion by Jeff, seconded by Julia, to adopt a Board policy regarding the intent to build an environmentally "green" building with "green" building practices integrated into all phases of the project. Motion passed by voice vote.
Jeff will compile an information document regarding the levels of green building design, construction, and other components.

Marlene explained that Ernie St. Pierre decided not to be a part of the Capital Campaign Cabinet Core Committee (5C). Someone needs to be recruited to take his place, preferably not a person on this board €“ hoping to bring an outside perspective onto the committee. Fran suggested and Marlene agreed to contact Sandy Penn.
Jeff said that he has someone in mind that he will approach about being on the 5C and about a donation. He did not provide a name.

Jeff reported that Dave Jones wrote to Ryan Carver, requesting payment of rent balance. Mr. Carver appears to be attempting to present reasons for not paying the balance. Frank believes we should consult Mr. Jones on the cost of pursuing garnishment. Motion by Julia, seconded by Fred, to give Frank the authority to use his judgment to pursue garnishment if he thinks it is worthwhile. Motion passed by voice vote.

DISCUSSION ITEMS:

Bylaws and election procedures: Susan asked that everyone review the bylaws before the next meeting, to determine if changes are necessary. Jeff distributed a written opinion from the Attorney General's office regarding the legality of electronic meetings.
All Directors will e-mail their suggests for the bylaws to Marlene by 7 February. She will compile them and distribute for the February regular meeting.

Property insurance and demolition of the house: Frank reported that Mark Stevens submitted an estimate of $13,900 to demolish - includes top soil and seeding. All Terrain Alterations submitted an estimate to demolish of $13,680 €“ includes removing the stump.
Estimates from Auto Owners are, 1) $15,000 to pay to have the repairs done, 2) $12,500 to repair ourselves or demolish. Frank recommends getting an appraisal on the vacant property. Motion by Fred, seconded by Marlene, to empower Frank to work with the bank to get an appraisal by the February regular meeting so that the Board can make a decision about whether or not to demolish. Motion passed by voice vote.

Property sale to Scott Simmons (RiverHouse Inn): Susan received a buy/sell agreement from Mr. Simmons. Mr. Simmons has made a $500 down payment. Frank recommends that the Board turn the case over to Dave Jones to handle the sale of the property. The entire Board agreed with Frank's recommendation.
WCLF Office: Marlene introduced the need/desire for an office. Currently all the WCLF files and supplies are located in Marlene and Leo's living room which prohibits access to other Directors if the need arises. Motion by Fred, seconded by Tom, that it is the consensus of the Board to establish a WCLF office. Motion passed by voice vote.
Motion by Fred, seconded by Tom, to pursue a room in the Community Center in conjunction with the current library. Fran volunteered to talk with JoAnn. Marlene will talk with Nancy Williams about available space in the Senior Center. Motion passed by voice vote.
Motion by Fran, seconded by Jeff, that if a room cannot be secured in conjunction with the library or the Senior Center WCLF will approach the City of Williamston providing office space in the Community Center.

REPORTS:

Building Committee €“ none.
Fundraising Committee €“ no report.
City Council meetings: Susan reported the Dick Couturier has requested a packet of information about WCLF. Marlene has contacted Michelle Hyne about an informal information/training session with new City Council member and all others who would like to participate.
Wheatfield Township: no report
Williamstown Township: no report

CORRESPONDENCE:

None

PUBLIC COMMENTS:

None.

BOARD MEMBER COMMENTS:

None

ADJOURNMENT:

Meeting adjourned at 9:42 p.m.

Respectfully submitted:

Marlene Ann Epley, Secretary

Approved: 13 February 2008