Board Meeting Minutes - September 19, 2017

August 2017 All Minutes October 2017

Hamburg Township Library Board of Trustees Meeting

September 19, 2017

Location: Library Meeting Room

Address: 10411 Merrill Rd., Hamburg, MI 48139

Called to Order: 7:00 PM

Adjourned: 8:17 PM

Board Members Present - Full Attendance

Jody Colone
Peg Eibler
Mary Evergreen

Richelle Hocking
Michaelene Farrell
Jim Katakowski

Also Present

All board members present

Also Present

Holly Hentz
Christine Weber
Rana Emmons
Post, Smythe, Lutz, Ziel (Auditor)

Meeting Minutes

Call to Order

Meeting called to order at 7:00pm in the library meeting room.

Approval Of:

Motion 1: Agenda Approval

Motion: Motion to approve the agenda as presented
Made by: Colone
Seconded by: Katakowski
Status: Motion carried

Motion 2: Previous Minutes

Motion: Motion to approve the minutes from August 15, 2017 meeting as presented
Made by: Colone
Seconded by: Hocking
Status: Motion carried

Call to the Public

None present.

Financial

Motion 3: Annual Audit Report 2016/2017

Presented by: Rana Emmons, Post, Smythe, Lutz, Zeil

Result: "Unqualified Opinion" received

Status: Excellent financial management

Motion: Motion to accept the 2016/2017 audit report
Made by: Evergreen
Seconded by: Hocking
Status: Motion carried

Motion 4: August 2017 Financial Report

Motion: Motion to accept the Financial Report for August 2017
Made by: Hocking
Seconded by: Colone
Status: Motion carried

Motion 5: Library Voucher

Motion: Motion to accept Library Voucher #570 in the amount of $73,705.18
Made by: Farrell
Seconded by: Hocking
Status: Motion carried

Librarian's Report

Monthly Statistics

193

Daily Visits

54

New Patrons

7,840

Item Checkouts

582

Axis360

84

Zinio

405

Computer Use

Digital Services - Hoopla Growth!

87

Hoopla Checkouts (+61 from last month!)

Strong growth in digital media usage - movies, music, audiobooks, ebooks, comics, and TV shows

Marketing & Digital Engagement

98

Instagram

319

Twitter

617

Facebook

2,431

Website Visits

2,982

Wireless Uses

Community Outreach

Senior Power Day: August 4th @ Pinckney High School - About 300 visitors to the group table

Other News

Hamburg Community Fine Arts & Craft Fair: Looking for volunteers for October 7th. Contact Christine if interested.

Upcoming Fall Programs

September Programs

Finding Vital Records for your Genealogy Research 9/20 - 6:30pm
Free
Thursday Matinee: Beauty and the Beast (2017) 9/21 - 1:00pm
Free
Parenting: Healthy Snacks for Picky Eaters 9/25 - 6:30pm
Free
Stuffed Animal Sleepover 9/26
Special Kids Event
Drop-In Tech Help 9/28 - 3:00-6:00pm
Free

October Programs

Great Decisions (four consecutive weeks) 10/2 - 1:30pm
Free
Library Book Club: Moonface by Angela Balcita 10/4 - 1:00pm
Free
Hamburg Community Fine Arts & Craft Fair 10/7 - 9am-4pm
Major Library Event
Memory Loss, Dementia, Alzheimer's 10/9 - 6:30pm
Free
Infamous Michigan Murders 10/10 - 6:30pm
Free
Lunch & Learn: Creepy Card Making 10/12 - 12:00pm
$10
Maker Monday: Potpourri & Pumpkins 10/16 - 6:30pm
Free

Correspondence

Invitation: Hartland Library's ribbon-cutting ceremony September 29 at 9:00am

Old Business

1) Lighting Replacement Project Completion

Several fixtures were left off the original quotation. The following will complete the LED project:

Motion 6: Ceiling Canisters Purchase

Motion: Motion to purchase 20 ceiling canisters for $4,218.00 from Standard Electric
Made by: Colone
Seconded by: Eibler
Status: Motion carried

Motion 7: Installation Labor

Motion: Motion to pay Ashcroft Electric $2,940.00 for labor to install the canisters
Made by: Evergreen
Seconded by: Evergreen
Status: Motion carried

2) Outdoor Storage Shed Project

Status: Project has been completed!

3) Scrap-A-Holic Meeting Room Policy Resolution

In an effort to resolve the safety and communication issues, the Scrap-A-Holics developed a list of policies & procedures.

Motion 8: Accept Scrap-A-Holics Policies

Motion: Motion to accept the Policies and Procedures for Library Meeting Room Use as developed by the Scrap-A-Holics with today's date
Made by: Farrell
Seconded by: Hocking
Status: Motion carried

Motion 9: Sign Out Sheet Amendment

Motion: Motion to add the phrase "of the entire workplace" to bullet point #1 of the Sign Out Sheet; this is to keep the Sign Out Sheet consistent with the Policies and Procedures for Library Meeting Room Use
Made by: Colone
Seconded by: Hocking
Status: Motion carried

4) Needs Assessment Survey Update

Response Rate: Over 100 surveys returned (both mail and online)

5) Staff Security Training

Staff attended "Creating a Culture of Safety and Security in your Library with Dr. Steve Albrecht" for the annual in-service day.

Hentz developed a Code of Conduct to be posted around the library. Board members to review and discuss next month.

Motion 10: Memorial Plaque

Motion: Motion to install a memorial plaque honoring Stella and Dale Campbell
Made by: Eibler
Seconded by: Evergreen
Status: Motion carried

New Business

None.

Relevant Board Issues

Annual Trustees & Directors Workshop

Date: November 1st @ Howell Library

Topic: Millennials and library use

Hentz distributed an article on the topic for board to read before the workshop.

Attendance: All board members will be present

Halloween Party Planning

Date: Saturday, October 21 at 7:00pm

Volunteers:

Michaelene & Mike Farrell
Richelle & Steve Hocking
Amir Baghdadchi

Adjournment

Motion 11: Adjourn Meeting

Motion: Motion to adjourn
Made by: Evergreen
Seconded by: Katakowski
Status: Motion carried. Meeting adjourned at 8:17pm

Next Meeting

October 17, 2017

7:00 PM | Library Meeting Room

August 2017 Minutes Archive October 2017