Flat Rock Public Library

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Flat Rock Public Library Board Minutes November 20, 2013 and Special Meeting December 18, 2013

Flat Rock Public Library Board Minutes November 20, 2013 and Special Meeting December 18, 2013

Flat Rock Public Library

Board of Directors

Minutes November 20, 2013

Meeting called to order at 6:06 p.m.

ROLL CALL OF MEMBERS:

Present: Paul Gagne, Charlene Smith, Tom MacDonald, Ruth Vack arrived at 6:58 Excused: Linda Mulder, Director (injured)

Guests: Lalli Rozga, Flat Rock City Treasurer

APPROVAL OF AGENDA:

Motion by Smith, supported by MacDonald to approve the Agenda as presented. Motion carried.

APPROVAL OF MINUTES:

Motion by Smith, supported by MacDonald to approve the minutes of September 25, 2013, as presented. Motion carried .

APPROVAL OF FINANCIAL REPORT:

Appreciation was expressed to the residents on the passage of the millage. Millage funds will be available in August, 2014.

Memo received by Gagne from City Treasurer Rozga warning the Board that we will be over budget in Clerical & Pages, and Temporary salaries. Treasurer explained we should be at 50% of budget but Clerical & Pages have spent 54% and Temporary spent 68% of their budget. Questioned whether a certified librarian must be onsite during working hours.

We are at 81% of revenue and 63% in expenditures. Treasurer suggested we cut in Clerical & Pages, Temporary, and Discretionary spending (books, DVD's, CD's, etc.). Suggestions included patrons seeking assistance be redirected to the Reference desk, employees be sent home early if possible, only one librarian on site at a time,

~Motion by Smith, supported by MacDonald to cease expenditures for Discretionary items (books, DVD's, etc.) immediately Motion carried.

Motion by MacDonald, supported by Smith that only one (1) Librarian be here at a time, and to send Clerks/Pages home early if it is a slow day. Motion carried.

Chairman noted that this is a temporary measure until the Millage is received in August 2014.

Motion by Smith, supported by MacDonald to approve the Financial Report as presented.

Motion carried.

OLD BUSINESS:

1.       Building Improvement: blinds for heat, light and air control.

2.       Parking Lot Maintenance.

Flat Rock Public Library Board of Directors :Minutes November 20. 2013

Page 2 of 3

3. Landscaping Maintenance and Improvement

Motion by Gagne, supported by Vack to table Old Business items 1 through 3. Motion carried.

NEW BUSINESS: None

REPORTS

DIRECTOR'S REPORT: No Report

PUBLIC COMMENT: None

CORRESPONDENCE: Request for reconsideration note from previous job applicant

BOARD COMMENTS:

Vack: None

Smith: Suggested the Mayor interview the fInal top 2 candidates for Library Director.

MacDonald: What is the Timeframe for Director's departure?

Gagne: Suggested an emergency meeting if needed.

The next meeting will be held on Wednesday, January 22, 2014 at 6:00pm. There being no further business to discuss a motion was made by MacDonald, supported by Gagne to adjourn the meeting at 7:28 p.m.

Respectfully submitted,

Marie O'Hara

Recording Secretary

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Paul Gagne, President

Ruth Vack, Secretary


Date

Date

Flat Rock Public Library Board of Directors Minutes for Special Meeting December 18, 2013

Meeting called or order at 6:00 p.m.

ROLL CALL OF MEMBERS:

Present: Paul Gagne, Tom MacDonald, Ruth Vack, Charlene Smith, Frank Hamet

APPROVAL OF AGENDA:

APPROVAL OF MINUTES:

APPROVAL OF FINANCIAL REPORT:

PUBLIC COMMENT:

OLD BUSINESS:

1. The Director indicated that the Library could not always be staffed with only one librarian.

On many of the days when the Library is open for five hours, there is only one Librarian. The ten hour days are usually staffed with more than one Librarian.

Motion by Smith, supported by Vack to rescind part of the following motion, made and carried at the November 20, 2013 Library Board Meeting: "That only one (1) Librarian be here at a time". Motion carried.

NEW BUSINESS:

1.        The Library Board discussed cost saving measures and agreed that closing more days around Holidays would help with budgetary restrictions.

Motion by MacDonald, supported by Vack to close the Library at 5:00 p.m., December 21,2013 and to reopen at 12:00 noon on January 2,2014. Motion carried.

2.        The Library received donations totaling $6,000 with the stipulations that the amounts be applied to collection line items as agreed to by the donors.

Motion by Gagne, supported by MacDonald to amend the fiscal year 2013-14 budget, adding a $6,000.00 donation to the line items and amounts listed (see attached), as requested by the donors. Also, that the City Treasurer, or her designated representative, execute this request as soon as possible. Motion carried.

DIRECTOR'S REPORT:

CORRESPONDENCE:

BOARD COMMENTS:

ADJOURNMENT: 6:45 p.m. Next meeting to be held Wednesday, January 22,2014 at 6:00 p.m.

Respectfully Submitted,

Charlene Smith