2023 Minutes

January 2023 Board Meeting Minutes

ADDISON TOWNSHIP PUBLIC LIBRARY BOARD OF TRUSTEES

MEETING MINUTES

January 17, 2023 @ 7:00 p.m.

Call to Order: The Library Board President called the meeting to order at 7:22PM. in the Addison Township Public Library, 1400 Rochester Rd, Leonard, MI 48367

Board Members Present: J. Baldiga - Yes, J. Eller - Yes, J. Elsarelli - Yes, Kara King - No, Marilyn Szost - Yes

Pledge of Allegiance: All in attendance participated.

Approval of Agenda: M. Szost moves to approve the agenda, 2nd by J. Baldiga with correction of 2022 to 2023. Correction made immediately All in favor, motion carries.

Call to Audience: M. Frost congratulates J. Elsarelli in his role as President elect and the first meeting of the new year. J. Elsarelli comments how the board members compliment one another in their roles as Board members.

Linda Hodges, Friends of the Library Treasurer, shares that new members have joined the Friends of the Library and new role positions are taking place.

Consent Agenda:

Approval of the November 15, 2022 meeting minutes.
Approval of the December 6, 2022 meeting minutes
Approval of the November 2022 and December 2022 bills and expenses as paid

J.Eller moves to accept all as provided. M. Szost 2nd. All in favor - none opposed, motion carries.

Financial Report:

Review proposed separation of operational budget and building budget; Treasurer Szost delegates to Director Walker to share the review of the 2022 year. Noted is a substantial increase in utilities & TLN. J. Baldiga shares seeing the TLN rebate called e-rate in the past. Director confirms this will again be shown. M. Szost motions to move $50,0000.00 from LGIP financial account to the savings account. 2nd J. Baldiga. Roll call vote; M. Szost - Yes, J. Baldiga - Yes, J. Eller - Yes, J. Elsarelli - Yes, Motion approved.

Elsarelli had a question regarding the 2022 audit which is complete. Suggestion to approve a signing agent for the 2022 tax filing and the audit. Designate signee of both the audit and tax filing to be the Treasurer. A motion to add the Treasurer, M. Szost, for this purpose and for the letter of engagement and the 990 tax, was made by J. Baldiga. 2nd by J. Eller. All in favor - motion carries.

Director’s Report: Director shares report and the increase in the patron numbers, circulation ,and overall increase in business. Highlights of the month included a visit by Santa during story time that created such positive excitement. A new streaming service called Hoopla was launched, creating new tech clerk position, collection & development methods, and summer reading program preparation are all in progress. Director is working on a job description for a new library tech position. Discussion in regards to Board input took place. *The Director will work with the Personnel Committee regarding hiring positions. J. Baldiga moves to accept the directors report, M. Szost 2nd, open for discussion. All in favor, motion approved.

Google Analytics - Door Count -J. Baldiga states that numbers shared from the web site have informational value such as showing trends which may allow the Library staff & Board to make adjustments where there are overage or lack. The Director's suggestion is to include them annually. The number is pulled monthly and currently in the regular report.
Graph showing library trends - done as above

Committee Reports:

Site Selection:

Update on property value estimate for current donated land - M. Szost moves to table this until the next meeting. J. Baldiga, 2nd - All in favor - motion approved.

New Building:

Progress update on purchase of new build site - J. Elsarelli shares positive progress
Supervisor Bruce Pearson and Gene Louwaert addressed the Board.

Supervisor Pearson addressed the Board and audience. In 2010 he advocated with Manni Yasso for the $1000.00 month rent for the current location of the Addison Township Public Library. That time frame has passed along with Mr. Yasso. His son, Chris, has taken over the building and the price of rent has increased substantially. Bruce agrees that the Library is a very important community component. Certain grants are not available to libraries that are under a lease|rental agreement. Having ownership of the building would open the door to apply for such grants. President Elsarelli met with Supervisor Pearson to get advice on proceeding forward. Supervisor Pearson met with Gene Louwaert and J. Elsarelli who all investigated the possibility of purchasing a piece of property that would have been going to auction for back taxes & foreclosure. Gene Louwaert negotiated the property for $80,000.00 and had the property perk test with positive results for perk.

Gene shared next steps. Perk test was done with the help of Mark Smith donating the use of an excavator. (Thank you Mark). Perk test done, continued actions on hold due to the need of a site plan drawing to proceed. Planning commission meets next month 2-14-23 and it is suggested to have this done as to have an ordinance change written out for the proposal. The Board sees this as an opportunity in front of us to start over using Houston-Kennedy for surveying. Gene has confirmed Houston-Kennedy can honor a new timeframe. The question arose if Houston-Kennedy will prepare the site plan needed by the health department. Gene will pursue this information and further opportunity of work for this site. Mr. J. Shenden did not want donated property to be sold; it was donated for the people of Addison Township. Supervisor Pearson will present to the board and Mr. Schenden the request of the township taking the property and utilizing it as green space for the residents.

Gene Louwaert has made the purchase of the property on the library's behalf. J. Eller moves to request & give permission to Gene Louwaert with the advisement of Supervisor Pearson, to commission Houston-Kennedy on behalf of the Library Board to prepare the survey and needed site plan for the health department, and to investigate the possibility of having Houston-Kennedy continue with future plans & final site plans. 2nd by M. Szost. All in favor, none opposed. Motion carries.

Szost moved to have J. Elsarelli added as the representative of the signee of the purchase agreement for the new property. 2nd by J. Baldiga - All in favor, none opposed. Motion carries.

Gene recommends meeting with the architect to update plans with a basement to keep up with a new timeline to consider March as a potential start date. Building committee will meet to make these changes and then follow up with Gene.

Policy:

Review and|approval of the Collection Development Policy - follows library mission statement - M. Szost moves to accept the CD policy as amended. 2nd J. Baldiga. All in favor - motion approved.
Audit signator procedure - approved representative above under the financial report to be the Treasurer, M. Szost.

***Finance: Board member on this committee for grants and additional operations- nothing outside of normal operations.

Personnel:

*Applications submitted for vacant Library Trustee position - application submitted by Chuck Meininger - currently the President of The Friends of the Library. The board points out on page 46, chapter 2 of the Michigan Public Library Trustee Manual that suggests holding office on the Friends of Library and being a Library Board Trustee could be looked at as a conflict of interest. Chuck is not at this evening meeting so this point is tabled until the next meeting. Motion M. Szost to table until the next meeting and communication with Chuck Meininger takes place. J. Baldiga 2nd. All in favor. Motion carries. J. Baldiga will represent the Personnel committee by contacting Chuck.
The Director is seeking a Clerk supervisor in lue of hiring an Assistant Director. Someone has been approached for this position - this will be taken on with the personnel committee.

*Policy committee is to revisit the verbiage of the employee handbook regarding the hiring of new employees. *The Personnel committee will make suggestions to the policy committee about the hiring procedures.

Capital:

Brick fundraising campaign - No bricks sold recently
Federal HUD grant status - received HUD changes which do not currently apply to the Library

Compensation: Committee currently has no tasks as an ad hoc committee. J. Baldiga motions to abolish the compensation committee and reinstate as needed. M. Szost 2nd. All in favor - motion carries.

Communication: None

Old Business:

Ipad & Kindle future plan - Director equipment inventory. This will fall under the New Tech position when it is filled.

New Business:

Increased Security at library (security cameras and motion detectors)

The Library currently has no security other than fire monitoring. Director sees it as a necessity to have motion detectors & cameras, for the safety of staff & patrons. Thumb Alarm system has given the best price quote and is able to tie in with the current fire monitoring system. J. Baldiga moves to authorize the Director to approve the quote from Thumb Alarm and move forward with the security process as shared. 2nd by M. Szost. Roll call vote; M. Szost - Yes, J. Baldiga - Yes, J. Elsarelli - Yes, J. Eller - Yes. None opposed. Motion approved.

Review of the current library’s payroll process - D. Lamsa, CPA has requested a $50.00 per month increase for her services as her responsibilities have increased. Discussion took place. Confirmation of files being backed up to the ATPL & CPA office was given. J.Baldiga motions to accept the increase to $600.00 monthly beginning January 1, 2023. 2nd M. Szost. Roll call; M. Szost - Yes, J. Baldiga - Yes, J. Eller - Yes, J. Elsarelli - Yes. None opposed. Motion approved.
2023 Budget Adjustments - Director points out income line item for the Building fund was created, fire monitoring | security system will increase, CPA will increase, streaming services, download destination increase (shared automation)- overall increase due to increase in the collection & development and the projected 2023 income would be short. Suggestion to make available a maximum of $10,000.00 as usage from savings | fund balance to cover the shortages as needed. President cautions “Spending more than you make” theory. One time expenses vs. operational that should be budgeted. J. Baldiga moves to accept the adjustments to the 2023 budget. 2nd M.Szost. Roll call: M. Szost - Yes, J. Baldiga - Yes, J. Eller - Yes, J. Elsarelli - Yes. Motion approved.

Documentation storage and account password|login- going forward all accounts are officially library accounts (personal accounts are not to be used for library business) and all information|communication|logins are to be kept on premises in a specified area.

Update planning for the Addison Township Public Library Board By-Laws - as a living document it can be amended as needed. Special by law committee was established consisting of M. Szost & J. Elsarelli.
2023 Meeting dates. - board confirmed to be posted M. Szost moves to accept posted meeting dates for the 2023 meeting year J. Baldiga 2nd. All in favor. Motion carries..

Mary Frost was presented with a 10 year award of appreciation for years served on the ATPL Board.

Public Forum: Lyn Henderson - asks what can staff say to the public in regards to the building project? - Answer - we are seeking site plan approval for a new build site.

Patty Hacht - requests login for the library website to be more user friendly. Director will look into making login easier.

Linda Meininger - Friends of the Library next meeting will be 2-8-23 at 1:30PM at the township hall.

Next Meeting: February 21, 2023 @ 7:00 p.m. (unless otherwise posted)

Adjournment: Motion to adjourn by J. Eller, 2nd M. Szost. All in favor. Meeting adjourned at 10:07pm

Respectfully submitted,

Jennie Eller

Recording Secretary

February 2023 Board Meeting Minutes

ADDISON TOWNSHIP PUBLIC LIBRARY BOARD OF TRUSTEES

SPECIAL MEETING MINUTES Wednesday, February 8, 2023 @ 7:00 p.m.

Call to Order: The Library Board President called the meeting to order at 7:01PM, in the Addison Township Public Library, 1400 Rochester Rd, Leonard, MI 48367

Board Members Present: J. Baldiga - Yes, J. Eller - Yes, J. Elsarelli - Yes, Kara King - Yes, by phone, Marilyn Szost - Yes

Pledge of Allegiance: All in attendance participated

Approval of Agenda: J. Baldiga moves to accept the agenda, M. Szost 2nd, all in favor motion approved.

Order of Business: Suggestions and information from the building committee

Progress update on purchase of new build site. (900 Lakeville Rd) -

Purchase is now complete and the property is now officially owned by the ATPL. The February tax bill will need to be paid as it was due prior to the sale. Going forward the property will fall into the tax exempt status. Most likely this is due to the timing of the transfer of ownership. The tax bill is approximately $1600.00. *J. Elsarelli will show due diligence on the Board’s behalf by following up on the tax bill.

Discuss suggested new building improvement suggestions from the Building Committee -

Addition of Basement area, all storage areas
Possibility of concrete slab in patio area
Mechanical and IT moved to a lower level
Staircase will be needed
Follow up regarding if an elevator is required

Motion to pursue adding a basement, extending concrete slab at patio area and staircase as above by J. Baldiga, 2nd K. King. All in favor - motion approved.

Discuss past agreements with The Alan Group and how to proceed forward.

The Addison Township Public Library and its Board is thankful for the donated time and resources of James Ratliff to this project, however, moving to the new property and working with Gene Louwaert could potentially save up to $100,000.00. All contractual obligations between The Alan Group and The Addison Township Library and its Board have been met and are complete. The library purchasing policy was reviewed. It is not required to put this project out for the bid process. Fiduciary obligations to the community are to save money and to overall benefit the community, which is the Board's duty - Gene Louwaert is volunteering to be the General Contractor - Discussion took place -

Baldiga motions to close out business with The Alan Group, thanking them for all efforts. Payment of contractual obligation and payment with The Alan Group has been completed, therefore, consider to move forward with a new building direction. J. Eller 2nd. All in favor - motion carries.

Approve construction representatives, check signers and budget allocation with allowed budget amount. - Discussion took place -

A motion by M. Szost to have 3 Construction Representatives to approve authorizing usage of Library Fund for building project; suggested representatives are Director Walker, the President and the Treasurer. J. Baldiga 2nd’s this motion, all in favor -motion carries.

A motion by K. King, to approve funds, in the amount of, not more than,8 $600,000.00, for expenses incurred toward the construction of a new library, from non operational library funds, with each dispersal of funds to be approved by all three of the Board designated representatives prior to dispersal. 2nd J. Baldiga. Roll call vote to adopt the motion as stated; M. Szost - Yes, J. Baldiga - Yes, J. Eller - Yes, K.King - Yes, J. Elsarelli - Yes, motion carries.

Next Meeting: February 21, 2023 (unless otherwise noticed)

Adjournment: Motion to adjourn by J. Elsarelli, 2nd by M. Szost - all in favor - Meeting adjourned at 8:31 PM

Respectfully submitted

Jennie Eller

Recording Secretary

March 2023 Board Meeting Minutes

ADDISON TOWNSHIP PUBLIC LIBRARY BOARD OF TRUSTEES

MEETING MINUTES Tuesday, March 21, 2023 @ 7:00 p.m.

Call to Order: The Library Board President called the meeting to order at 7:04 PM, in the Addison Township Public Library, 1400 Rochester Rd, Leonard, MI 48367

Board Members Present: J. Baldiga - Yes,(via phone), J. Eller - Yes, J. Elsarelli - Yes, Kara King - Yes, J. Newby - Yes, Marilyn Szost - Yes

Pledge of Allegiance: All in attendance participated

Approval of Agenda: President sited agenda is page 1 only. The other pages are done in prep work and not needed. J.Elsarelli moves to approve agenda, 2nd M. Szost, all in favor, none opposed, motion carries.

Call to Audience: (two minutes per visitor)

Consent Agenda: K.King moves to accept consent agenda as corrected, 2nd M. Szost, all in favor, motion carries.

Approval of February 28, 2023 meeting minutes
Approval of February 2023 bills and expenses as paid

Financial Report: Treasurer Szost leads the discussion with D. Lamsa, CPA who explains the transfers of LGIP to the checking account. D. Lamsa includes an ATPL transactions page to the packet for a better overview for the Board. Director Walker explains that overall the budget is $10,000 less which is reflected in the figures. M. Szost deferrs to Director Walker. Director Walker spoke with B. Cloutier, Director of the Oxford Library, who also deals with Oxford Bank, inquiring if they have had difficulties and seeking information. It was decided that D. Lamsa will make notes|memos for all transactions taking place with the building funds when transferring any $ amount to the checking to cover building project expenses. K. King moves to accept and file the financial report. J. Baldiga 2nd. Roll call vote, J. Baldiga - yes, J. Eller - yes. J. Elsarelli - yes, K. King - yes, J. Newby - yes, M. Szost - yes. Motion carries.

Transfer fund for expenses in the second quarter of 2023 (April-June). Transfer money from the savings to checking as needed for operations and consider millage money to LGIP. Discussion on the amount to transfer for the 2nd quarter took place. A motion by M. Szost in the amount of $40,000.00 to be transferred from LGIP to the savings account. 2nd K.King. Roll call vote - J.Baldiga - yes, J. Eller - yes, J. Elsarelli - yes, K. King - yes, M. Szost - yes, J. Newby - yes - all in favor, motion carries. The treasurer will email D. Lamsa as a confirmation to make the transaction. M. Szost moves to deposit millage and state aide to LGIP account. 2nd by K.King - Roll call vote, J. Baldiga - yes, J. Eller - yes, J. Elsarelli - yes, K. King - yes, J. Newby - yes, M. Szost - yes, motion carries.

Director’s Report: Door count continues to increase, Wi-Fi and Ancestry usage growing. New statistics added, google interactions- shows the tracking of those looking at the library website. Director highlights the latest Pizza & Puzzle Night and Story Time both were well attended. Special programming & Summer reading progress continues. Technological development is the next project as equipment updates are needed. TLN Supervisor will be coming out to share what is best for budget, security software, and what is best fitting for the library. Annual audit upcoming and preparation with D. Lamsa, Director, and Auditor is underway. M. Szost asks, Are you able to publicize in the local papers for special programs? - Director replies yes and that the Oxford Leader has been sharing ATPL ongoing programs when the paper can accommodate the information.

Marketing strategy for Facebook discussed as a possible posting platform for sharing in a public forum the activities of the library and to use as a marketing tool. Not as a voice to comment on other posted comments but to be informational to our community. J. Newby - would like Director Walker to share a report of what the full technology plan is over the next few years. Director Walker will be meeting this week with a team to start the creation of these potential needs as well as working with TLN for immediate and the future needs of the new building. Discussion took place regarding future and current needs. J. Eller moves to accept the Director's report, 2nd M. Szost, all in favor, motions carried.

Committee Reports:

New Building: *Committee representative to follow up with Supervisor Pearson regarding the purchase of the donated property. The new build site going forward will be referenced to 900 Lakeville Rd.

Follow up took place by J. Elsarelli- Supervisor Pearson will be meeting with the donor of the property and will then give an update. J. Elsarelli will share that information when it is available.

*J. Baldiga to provide HUD environmental information - information provided and discussed with Supervisor Pearson. The Township is helping with what is needed to review and what we need to provide in order to move forward. Jamie Martell, Deputy Supervisor, went over the review and was able to share that much of the components from the previous review can still be used. Things isolated to the property may be the only update(s) needed. J. Elsarelli continues to keep this moving forward. J. Baldiga requested that Jamie Martell be considered and approached to be the RE, (responsible enity) for the HUD information.

Project status update - basic updates that could be used for outreach-

Property at 900 Lakeville Rd., has been purchased as the new library build site
Property could potentially save up to $400,000.00 of the project cost in site development
Current plans are remaining the same with the exception of the basement- Architect made suggestions of what could be taken out
Additional step for G. Louwaert to provide a timeframe and cost of windows to show the cost savings before making a decision to evaluate and if it is worth the change. G. Louwaert will price out.

Baldiga asks if G. Louwaert will be able to give a line item cost estimate. J. Elsarelli stated yes once approval of the site plan is received.

*review site plan with townships

*formalize review of site plans with the township

Planning commission had a public hearing to approve the library & public farms. A 2 meeting requirement is needed for final approvement

Policy: Approval of Circulation Policy - amended to the current Circulation Policy called a Service Policy - currently have a limited policy on the web site- this shares clarity of the verbiage (non-resident vs resident) which is helpful to staff - adding form on page 16, a Library Card Application - used for minors to apply for a library card. K. King moves to accept the amended Circulation Policy, 2nd by J. Newby. All in favor, motion carries.

Finance: No comments

Personnel: J. Elsarelli moves to abolish the personnel committee. J. Baldiga- 2nd, All in favor, motion carries.

Capital: * HUD grant status - Numbers from the GC (General Contractor) are needed. Will continue to follow up. J. Baldiga will continue to take educational webinars on the HUD status and Hero’s login. More info from J. Baldiga next month after the webinar. J. Baldiga, Director Walker, J. Newby, M. Szost will discuss possible updates to website and public communications to include all the pertinent new information as well as any of the previous information that would still be relevant. J. Newby agrees to join this committee to focus on grants & capital funding campaigns.

Committee outreach - should this be under the capital committee - M. Szost states to consider establishing a Public Information Committee for the New Building. Committee established with many members interested in being on this committee. New committee is established with Director Walker, J.Newby, and J.Baldiga as the committee. J. Baldiga suggests coming up with 2 objectives to focus on for the committee. Discussion took place and objectives are listed as below.

Strategy for public communication for the new building, related topics & communication.
To educate the public on the progress and status of the new building and to include why we do need a new building.

HUD Grant agreement -

By-Law:

Amendments to the Addison Township Public Library By-Laws - Suggested amendments were discussed to strengthen the current bylaws. K. King moves to accept the suggested changes- J. Eller 2nd, all in favor, motion carries.

Communication: None

Old Business: Rolled to action items that have been addressed

New Business:

Prepare for Millage in 2024 - J. Elsrelli shared what he gleaned from the webinar especially regarding consulting. Director Walker is currently taking classes weekly through the Library of Michigan, covering millage knowledge. Shirley Bruursema was the speaker of this segment of the webinar. Director Walker will continue to share and prepare for next year. J. Newby volunteers to research and J. Baldiga has investigated this in previous years with Library of Michigan lead Shannon Moore who is now retired. Director Walker will find the new person in this position that information could be drawn from. Timeline to come. Committee can be established as needed, possibly in April.

Public Forum:

Next Meeting: April 18, 2023 @ 7:00 p.m. (unless otherwise posted)

Adjournment: Motion to adjourn by K. King ,2nd J. Newby - All in favor - Meeting adjourned at 8:47 PM.

Respectfully submitted,

L. Golden- Eller, Recording Secretary

*Indicates Board action items

Voice Recorded

April 2023 Board Meeting Minutes

ADDISON TOWNSHIP PUBLIC LIBRARY BOARD

MEETING MINUTES Tuesday, April 18, 2023 @ 7:00 p.m.

Call to Order: The Library Board President called the meeting to order at 7:05PM, in the Addison Township Public Library, 1400 Rochester Rd, Leonard, MI 48367

Board Members Present: J. Baldiga - Yes, J. Eller - Yes, J. Elsarelli - Yes, Kara King - Yes,

Newby - Yes, M. Szost - Yes

Pledge of Allegiance All in attendance participated

Approval of Agenda: J. Eller moves to approve the agenda, as amended, to include Public Information Committee | New Building under committee reports. 2nd by J. Baldiga, all in favor, motion carries.

Call to Audience: (two minutes per visitor)

Consent Agenda: J. Elsarelli moves to accept consent agenda, 2nd M. Szost, all in favor, none opposed, motion carries.

Approval of March 21, 2023 meeting minutes
Approval of March 2023 bills and expenses as paid

Financial Report: M. Szost recited the profit/loss ledger indicating the budget is in check as expected. Detailed transaction report from D. Lamsa, CPA reviewed along with March income/expense snapshot. A question regarding the PayPal account was raised. J. Baldiga explains the fee. Director Walker shares the first State funding payment was received in March in the amount of $3,149.00 deposited to LGIP account. J.Baldiga moves to accept the Financial Report, 2nd J. Eller, all in favor, none opposed, motion carries.

Director’s Report: Increase in Wi-Fi , Hoopla, and circulation. Programs across the board are thriving. Google search visits increased by 19%. 2 book clubs are now offered and well attended. Dungeons & Dragons is well attended and on the increase. Special programming, pizza & puzzles young couples, over 30 in attendance. ATPL was awarded a grant from ALA Publications. Director Walker expounds on the grant. The News Letter will come out in May promoting all new offered programming. J. Baldiga moves to accept the Director’s Report, K. King 2nd. All in favor, none opposed, motion carries.

Committee Reports:

New Building:

*Committee representative to follow up with the land donor to discuss the possible options of sale or usage for address location 1457 Rochester Rd. - A board representative will share the New building plan with the donor and the intention of the board going forward.
*The Building Committee reviewed the site plans with the General Contractor, G. Louweart, who suggests having a half wall leading to the basement on one side of the staircase and storage on the other side as indicated in the plans. The lower level is not open to the public and utilized solely for storage. The General Contractor suggests completing it as a full basement, not as a crawl space. It is suggested that this may create space for the Friends of Library. Storage in the future. Friends have requested space for storage if possible. This plan allows for the potential of opening access later after the building is completed. Recommendation from the Building Committee is to make a full basement. J. Elsarelli moves to adopt the changes to the staircase and basement as proposed by the Building Committee, 2nd J. Baldiga. Discussion-none, all in favor, motion carries. 2nd topic - site plan: To save cost on site without jeopardizing the functions or limiting expansion of parking area -the recommendation is to eliminate 2nd drive approach, create an overflow parking area of gravel or milling. This allows turning radius for emergency vehicles with potential to change later down the road. This plan also removes the storm drains, keeping within code. This will also include conduit for parking lights & exterior to be added in the future. J. Elsarellli moves to approve the suggested changes to the site plan as mentioned above. 2nd M.Szost, discussion - none. All in favor, motion carries.
*Resubmit site plan for review with the Township. This will carry as an action item until the new site plans are finalized.

Policy: Meeting scheduled to review employee handbook code of conduct.

Finance:

Capital: Responsible Entity will be the township per General Contractor. Environmental information shared with the Township.

By-Law:

Public Information Committee | New Bldg: J. Baldiga - notes from the committee meeting - outbound communication will be on 2 websites and will include status updates of new building, capital campaign, fundraising, and meeting schedules. Public Information Committee will manage outgoing communications from the Library. J. Baldiga, with the committee, will identify the things currently on the page that need to change, making it correct, giving the page a face lift, and encouraging traffic to the main website. Director Walker recommends taking down the “Let’s Build a Library” sign. The Board is in agreement.

Communication:

Old Business:

Preparation for Millage in 2024 - Library of Michigan has a training program this month. Director Walker will be meeting with the Library of Michigan representative. A timeline will come based on the Library of Michigan recommendations. More information to come.

New Business:

Discussion with Auditor - Welcome - PSLZ PLLC, CPA, Rana Emmons. Upon conducting the ATPL audit, R. Emmons recommends:

Spending of funds to go before the full board according to state statute. Discussion took place and clarity of the Board designating a dollar amount cap in place for approved spending that the Director does not have to have approved by the Board is in place. This is found acceptable as is the current financial voting procedures.
Auditor also recommends the new building fund and operation funds continue to be separate. Recommends separate budget, separate checking & saving accounts for the building fund. This is also a help to our CPA, D. Lamsa, by saving less time making multiple transactions from one account to the other. Auditor also recommends only doing Quick Books for the new building. D. Lamsa will work with R. Emmons to separate any LGIP funds that are to be designated for the building funds. The Auditor, Director and CPA will work on the separation hopefully for the next meeting.
Paying for storage of library items with Stor-Your-Stuf - ownership changed and the Library will no longer have a discounted status. Current prices are $110.00 for a 10x10, $45.00 - 5x5, which is $1240.00 yearly for all the units. Director suggests consolidation of usedable items and only keeping the 10 x 10 sized unit. Director to indicate what is salvageable. Director will go through the units and make the decision on what to keep. J. Baldiga will contact the former owner who is still listed as the contact person on the monthly billing statement received from the storage company. (Keith Dupie, 64080 Van Dyke Rd., Washington 586-781-5200) J. Baldiga moved to begin paying storage fees beginning May 1, 2023 from the New Building fund, 2nd M.Szost. Roll call vote: J. Baldiga - yes, J. Newby - yes, M.Szost - yes, K. King - yes, J. Eller - yes. All in favor, none opposed, motion carries.

Public Forum:

Next Meeting: May 16, 2023 @ 7:00 p.m. (unless otherwise posted)

Adjournment: Motion to adjourn by J.Baldiga, 2nd J. Newby - All in favor - Meeting adjourned at 8:56 PM.

Respectfully submitted,

L. Golden-Eller

Recording Secretary

*indicates action items for the Board

Meetings are voice recorded

May 2023 Board Meeting Minutes

ADDISON TOWNSHIP PUBLIC LIBRARY BOARD

MEETING MINUTES Tuesday, May 16, 2023 @ 7:00 PM.

Call to Order: The Library Board President called the meeting to order at 7:01 PM, in the Addison Township Public Library, 1400 Rochester Rd, Leonard, MI 48367.

Board Members Present: J. Baldiga - Yes, J. Eller - Yes, J. Elsarelli - Yes, Kara King - Yes,

Newby - Yes, M. Szost - No, Excused

Pledge of Allegiance All in attendance participated

Approval of Agenda: J. Eller motions to approve the agenda, 2nd by J. Baldiga, all in favor, none opposed, motion carries.

Call to Audience: (two minutes per visitor) Joel King shares that Supervisor Pearson announced at the May 15, 2023 township meeting that the township will be purchasing the property 1457 Lakeville Rd. from the library. The Library Board awaits formal communication from the Township offices.

Consent Agenda:

Approval of April 18, 2023 meeting minutes
Approval of April 2023 bills and expenses as paid

A motion by J. Baldiga to approve the April meeting minutes, bills and expenses as presented, 2nd by J. Newby. All in favor, none opposed, motion carries.

Financial Report: D. Lamsa, CPA reviewed the current financial report. She has separated the operating budget and new building budget to show activity for both accounts. *The transferring of $20,000 from operating budget to the new building budget line should happen, however, documentation of this is needed. *Treasurer Szost to address this area at the next meeting. Questions offered to D. Lamsa, CPA regarding budgeting out of the fund balance for items such as building maintenance. Discussion took place on what this may look like in report form. D. Lamsa, CPA will continue to work on the format and separation of the accounts, meeting all the recommendations of the Auditor. *Signatories on the New Building Fund need to be approved and documented in minutes for bank and audit records. The bank requests new minutes stating the signator’s and all updates to the bank accounts be provided for their records. * Signator’s per account to be added at the next meeting when M. Szost is in attendance. D. Lamsa, asks permission to order checks for the New Building Account. The Board agrees to order duplicate checks for the New Building Fund. *D. Lamsa, will order. J. Baldiga moves to accept the financial report, 2nd by J. Newby. All in favor, motion carries.

Director’s Report: Ancestry.com usage has quadrupled and all other programs have increased. Director will be attending Library of Michigan, ALA conference June 23 - 27 and has applied for a grant through ALA for the conference and the summer reading program. Discussion took place about documenting the line item of the grant from ALA to be a subline under the Staff Development to continue transparency in the accounting process. J. Baldiga moves to accept the Director’s report, 2nd by J. Newby. All in favor, motion carries.

Committee Reports:

New Building:

Updates to site plan and expected changes - gravel drive will exit on to Maple Cove, Parking lot lamps may come back into the plans, architects to make recommendations.
Approval to proceed with Site Plan and Special Use approval with township, Representative for Site Plan and Special Use application. - When filing with the township the Library needs to refile and designate a representative as acting agent for the approval of special use and site plan application and approval. J. Baldiga moves to allow Library Board President, J. Elsarelli, as the acting representative of this site plan process, 2nd K. King. All in favor, none opposed, motion carries.

Public Information:

Updates to the letsbuildalibrary.org website - identified all the needs to be updated and removal of outdated information and the needs of the capital campaign. Outdated web page information and pages will be deleted. Updates currently taking place with fundraising main page and community communications. 39 other updates that are newsworthy to share along with a wishlist|Furniture registry for future needed items. Goal was to eliminate dated and incorrect information and to make a new website for the Capital Campaign. All Library related inquiries will now link to the library website. *Updates to be completed.

Policy:

Approval of amendments to Library card form - Motion by K. King to accept, as amended, the Library Card Application Form, 2nd by J. Eller. All in favor, motion carries.
Approval of amendments to the Code of Conduct - expansion of code - K. King moves to approve the changes to the policy draft as presented. 2nd by J. Baldiga. All in favor, motion carries.
Approval of amendments to the Employee Handbook - This is a starting point for the communication of amendments to the new employee handbook - comments only not an approval of subcategories- *These suggestions will return to the Library Board in draft form.

Director Walker shares the need of an Attorney for the Library. Director will start the search and request the Board to make suggestions. Clare Membiela of the Michigan Library Education specializing in Library Law is present. C. Membiela addressed the Board with Library Law recommendations, Trustee Manuels, Robert’s Rule books, and much more resource information. *At the June meeting Director Walker will present options for retaining a library law attorney.

Finance:

Capital: * J. Baldiga will draft a letter to investors sharing the new updates and the conceptual plan for the building listed under the Capital Campaign Committee.

By-Law:

Communication: New Trustee Manuals updated communication received.

Old Business:

Prepare for Millage in 2024 - *Director will discuss this with Friends of the Library.

New Business:

Introduction from Library of Michigan and offered resource- Welcome to Clare Membiela, a Library Law consultant for the Library of Michigan, in Library development. The Library of Michigan acts as support libraries through services of the state, state aide programs, works with boards & trustees, trains, and provides options for decision making by the Board. C. Membiela shared all the resources she brought as well as additional resources through the Library of Michigan. Regarding millage knowledge, C. Membiela recommends this Board to contact Shirley Versomo, Kent district, to consult on the millage. Discussion took place. C. Membiela advises to look at the retention schedule for keeping information on hand. Recommends to document in bylaws that hard copy minutes are kept forever, recorded minutes are kept for transcription time period.
Letter for donation of storage unit. - *J. Baldiga will draft a letter and send a request to the new owner of the storage unit to request donation of storage space.

Public Forum: Joel King offers discussion about policy changes.

Next Meeting: June 20, 2023 @ 7:00 p.m. (unless otherwise posted)

Adjournment: Motion to adjourn by J. Eller, 2nd by J. Baldiga - All in favor - Meeting adjourned at 9:24PM.

June 2023 Board Meeting Minutes

ADDISON TOWNSHIP PUBLIC LIBRARY BOARD

MEETING MINUTES Tuesday, June 20, 2023 @ 7:00 P.M.

Call to Order: The Library Board President called the meeting to order at 7:02 PM, in the Addison Township Public Library, 1400 Rochester Rd, Leonard, MI 48367.

Board Members Present: J. Baldiga - Yes, J. Eller - Yes, J. Elsarelli - Yes, K. King - Yes,

Newby - Yes, M. Szost - Yes

Pledge of Allegiance: All in attendance participated

Approval of Agenda: - J. Baldiga moves to approve the agenda, 2nd by K. King, All in favor, none opposed, motion carries.

Call to Audience: (two minutes per visitor) P. Hacht shared her feelings regarding the information C. Membiela shared. P. Hacht is assured her concern will be addressed later in the meeting.

Consent Agenda:

Approval of May 16, 2023 meeting minutes
Approval of May 2023 bills and expenses as paid

-A motion by J. Elsarelli to approve the Consent Agenda, 2nd by J. Baldiga, All in favor, none opposed, motion carries.

Financial Report:

Review transfer of New building development funds from operating budget to New Building budget. Approve new operating budget.
Approve signers for the New Building checking account.

Lamsa, CPA reviewed the balance sheet and the separation of the New Building Fund and Operations Fund. *Treasurer Szost will review this with D. Lamsa, CPA. Continued review will be presented at the next meeting. D. Lamsa, CPA, will email the Board the current balance sheets for further review.

-J. Baldiga moves to have Treasurer Szost authorize D. Lamsa, CPA, to allocate $75,000.00 from millage money to the Operations budget line and only $226,304.45 to LGIP. 2nd by M. Szost. Roll call vote; J. Baldiga - yes, J. Eller - yes, J. Elsarelli - yes, K. King - yes, J. Newby - yes, M. Szost - yes. All in favor, none opposed, motion carries. *M. Szost will email D. Lamsa permission to make this financial move for tracking purposes.

-M. Szost moves to approve the Operational budget with the New Building budget to be separate from operations. 2nd by J. Baldiga. All in favor, say I, opposed?, none opposed, motion carries.

Discussion took place about the millage and how that number is calculated. *J. Baldiga will look further into this process with M. Szost.

Signers to the new accounts: Discussion regarding the signatures currently on the bank records. *Revisit next meeting those who are currently listed on the checking account. New Building Account checking needs to have a Board member on the account.

- J. Eller moves to update the current New Building Fund account signers to include M. Szost, J. Baldiga, J. Elsarelli, D. Lamsa and remove R. Walker. 2nd M.Szost. Roll call vote; J. Baldiga - yes, J. Eller - yes, J. Elsrelli - yes, K. King - yes, J. Newby - yes, M. Szost - yes, none opposed, motion carried.

Director’s Report:

Outstanding numbers for the month of May with the items loaned out increased, higher traffic with more material loaned out, door count, computer usage (new computers installed, up and running), web site visits and all programming has increased. Hoopla and TLN usage have been separated for tracking, both show increase. Summer reading launch shared by K. Greve was overall very successful. Currently 44 teams have signed up. Sign up continues until this Saturday. A correspondence from a patron was received stating how the library is of great importance to their family and appreciation of the library. Successful Junk in the Trunk sale profiting around $400.00 to general fund balance noted as income. Check received from Michigan Participation Champaign and Millage.

-J. Baldiga moves to accept the report, 2nd by K. King. All in favor, none opposed, motion carries.

Committee Reports:

New Building:

Update on site plan application status. - Civil Engineer continues to work on site plans. Awareness of the project brought to attention by J. Elsarelli - Discussion took place. Plans can be submitted to the Planning Commision 60 days prior to review. Depending on the site plan completion date, site work could potentially start in September or November.
Acknowledgement of resolution letter from Addison Township for the Site Plan and Special Use approval process.
New lot - mowing - Supervisor Pearson has offered to mow the road side for the safety of the community - Road vision - sight limited - impaired due to the overgrowth. Thank you, Supervisor Pearson.

Public Information: None

Policy:

Update on proposed Employee Handbook amendments. - Sections have been delegated for review among the committee - progress to continue - *Updates to come

Finance: None

Capital:

HUD Grant updates and learnings. - DRGR = how fema distributes funds - draws are made in reimbursement form following work done. ER- Environmental Review information part 58 and the library obligations and process - Discussion of the information shared took place. Information encourages audit mindset- consider drafting a letter that states when receiving a HUD check it is to be deposited to the New Building Account checking account. *Process to be developed by J. Baldiga and letter drafted.
Letter to investors on the current status of the new library building project. - who does this letter come from is the question. This should come from the Board as it is a Board project. *J. Baldiga will develop & mail the final to investors.

- J. Elsarelli moves to allow J. Baldiga to make edits and mail final letters to investors - 2nd by J. Newby - discussion - All in favor , none opposed, motion carries.

By-Law:

Update on proposed By-Law amendments. - broken down in sections to the committee - lengthening article 3 & compatible offices, article 5 duties of officers with powers & duties, additions to LibraryLibrary Director role, article 12 information retention. *Proceeding in steps beginning with these identified areas.

Communication: As shared in the Director's report.

Old Business:

Prepare for Millage in 2024

Letter for donation of storage units - reviewed, *J. Baldiga to send out with corrections as shared.

New Business:

Update from Director for potential options of retaining a library law attorney. - *Director researched and reviewed the lengthy list, made contact with 6, phone call meetings scheduled with 3 firms scheduled, looking for policy, document, finance, millage, general counsel advice. (Situational awareness). J. Elsarelli acknowledged P. Hatcht’s earlier comments of the intention to obtain a lawyer. The need of a Lawyer is not to have one on retainer but to review policy and procedure for suit protection for the library, staff, and board.

Public Forum: L. Hodges addresses the board suggesting a Board Member and Director meet with a phone conference. L. Hodges is concerned with the adjustments possibly made to Maple Cove with the New Building. Discussion took place. The next Friends meeting is in August is a busy one, please reach out to them as soon as possible.

Next Meeting: August 15, 2023 @ 7:00 p.m. (unless otherwise posted)

Adjournment: Motion to adjourn by J. Eller , 2nd by K. King - All in favor - Meeting adjourned at 9:12 PM.

August 2023 Board Meeting Minutes

ADDISON TOWNSHIP PUBLIC LIBRARY BOARD

Draft MEETING MINUTES Tuesday, August 15, 2023 @ 7:00 p.m.

Call to Order: The Library Board President called the meeting to order at 7:00PM, in the Addison Township Public Library, 1400 Rochester Rd, Leonard, MI 48367

Board Members Present: J. Baldiga - Yes, J. Eller - Yes, J. Elsarelli - Yes, K. King - Yes,

Newby - Yes, M. Szost - Yes

Pledge of Allegiance All in attendance participated

Approval of Agenda: Amendment to include letter of intent of donated property inquiry, added to communications.

-J. Elsarelli moves to accept the agenda as amended. 2nd by M. Szost, all in favor, none opposed, motion carries.

Call to Audience: (two minutes per visitor)

Consent Agenda:

Approval of June 16, 2023 meeting minutes
Approval of June 2023 bills and expenses as paid
Approval of July 2023 bills and expenses as paid

-J. Eller moves to accept consent agenda, 2nd by M. Szost, all in favor, none opposed, motion carries.

Financial Report:

Review balance sheet of the separation of the New Building Development Funds. Treasurer Szost reviewed the budget and future fluctuations. Budget is currently on target. Penal fines are down which will reflect in the overall budget & projections. Discussion took place on the New Building Fund Bank Balance. The question of what our restricted building balance should be was a topic of the discussion. D. Lamsa, CPA shared the fund profit & loss documentation of the New Building Fund. Discussion took place. Recommendation from M. Szost,Treasurer, is to have the finance committee meet and then present a concrete recommendation for going further with restricted funds & operational funds. Current New building invoices will be paid from the New Building Restricted Account.

-J. Eller moves to accept the financial report, 2nd by J. Baldiga, all in favor, none opposed motion carries.

Director’s Report:

July is always a quieter month which is the consistent trend. Positive responses from the community at Strawberry Festival, and opportunities to speak with the community were positive. State aide came in and was a little higher than expected. Job evaluations will begin this week. Currently hosting interviews for a part time clerk. Interview with Oxford TV during the Strawberry Festival went well.

-J. Baldiga moves to accept the Director’s Report, 2nd M. Szost, all in favor, none opposed, motion carries.

Committee Reports:

New Building:

Update on site plan application status: J. Elsarelli shared updates and that the application is filled out, waiting for the completion of site application with Sharp engineering. Update to follow.
Environmental Review : J. Baldiga contacted 4 firms of which 3 were requested to give ER quotes. The New Building committee will meet and create questions to present for the bidding process. GC - is investigating the weight load capacity with engineers to hold the books & shelving units for the new building. Exploring the possibilities.

Public Information: Web site was updated with the New Building updates.

Policy:

Update on proposed Employee Handbook amendments. Recommendation to pause until Attorney is confirmed in order to use established templates from the firm.

Finance: As discussed in the Finance report.

Capital:

Community Center Grant: Director Walker’s investigation showed that ATPL does not qualify at this time.
Process for dispersing HUD funds once the next 2 requirements are met was discussed.

ER
Line items to indicate where the HUD funds will be used.

By-Law:

Update on proposed By-Law amendments. Committee met, expanding & clarifying the by-laws based on the Trustee Manual. Will present to the Law Firm that is chosen for such work.

Restorative Millage Renewal Committee: -Did not meet. Plan to gather information.

*J. Baldiga will contact Shirley Bruursema.

Updates on Millage information, outreach to the Friends of the Library.
Meeting with Shirley Bruursema.

Discussion took place to now include the committee purpose for the committees. J. Baldiga has drafted the purposes as presented to the board.

-J. Elsarelli moves to accept & adopt the purposes to the committee. 2nd by J. Baldiga, all in favor, none opposed, motion carries.

Communication:

Letter of Intent - Requesting property information of the donated property. Currently under verbal contract with the Township with the stipulated permission of the donor. No response will be given at this time.

Old Business:

Approval of retaining a library law attorney - Director Walker shared her findings with the Board for document, HR, employee handbook, policy review and as a future resource. Foster & Swift is the firm of choice based on our needs & finances per Director Walker. Flat fee per policy of $235.00 per hour. Discussion took place.

-J. Baldiga moves to sign the engagement letter with Foster & Swift, 2nd by K. King. Discussion. All in favor, none opposed, motion carries.

New Business:

Director yearly evaluation - bylaws require appointment of evaluations committee of J. Eller and K. King was established. *J. Eller will share evaluation forms with K. King as first steps.
Sharing of information - biggest note that New Building restricted fund is removed from the Operational Budget for the 2024 year. Review proposed 2024 Operation Budget.

Public Forum: N/A

Next Meeting: September 19, 2023 @ 7:00 p.m. (unless otherwise posted)

Adjournment: Motion to adjourn by M. Szost, 2nd by J. Newby, all in favor, none opposed - Meeting adjourned at 9:04 PM.

September 2023 Board Meeting Minutes

ADDISON TOWNSHIP PUBLIC LIBRARY BOARD

MEETING MINUTES Tuesday, September 19, 2023 @ 7:00 p.m.

Call to Order: The Library Board President called the meeting to order at 7:07PM, in the Addison Township Public Library, 1400 Rochester Rd, Leonard, MI 48367

Board Members Present: J. Baldiga - Yes, J. Eller - Yes, J. Elsarelli - Yes, K. King - Yes,

Newby - No, M. Szost - Yes.

Pledge of Allegiance: All in attendance participated

Approval of Agenda: J. Baldiga moves to approve the agenda, 2nd by M. Szost, all in favor, motion carries.

Call to Audience: (two minutes per visitor) Jill Banaszynski - Friends of the Library President, shares needs for flavor fest - J. King & J. Eller to emcee, M. Szost, J. Elsarelli and K. King all help where needed.

Consent Agenda:

Approval of August 15, 2023 meeting minutes
Approval of August 2023 bills and expenses as paid

-J. Elsarelli moves to accept the consent agenda, with corrections, and bills & expenses as paid. 2nd by J. Baldiga. Roll call vote; M. Szsot - yes, J. Baldiga - yes, K. King - yes, J. Eller - yes, J. Elsarelli - yes. Motion carries.

Financial Report:

Approve funds to be transferred for 4th quarter operational expenses - Treasurer Szost & CPA, D. Lamsa reviewed the report. No need to move money this quarter which is the 3rd quarter. Check again 4th quarter. Holding well financially. Discussion took place with the difference of the restricted funds balance that should be the New Building Fund and kept separate from the Operation Fund. Review balance sheet for separating New Building development funds. - Discussion took place for more transparency - $300,000.00 in balance sheet for Operations and $694,912.05 to the New Building Fund to reflect the true amount that is in the building fund. This will continue to honor the intent of donations from the community.

- J. Baldiga motions to assign $694,912.05 from the Operations Fund to be moved to the New Building Fund. M. Szsot added to the motions to reflect the true amount that is in the building fund and to honor the intent of donors. New motion by M. Szost to move $694,912.05 from the Operations Fund and transfer it to the New Building Fund to reflect the true amount that is in the building fund and to honor the intent of donors. 2nd by K. King. Roll call vote; J. Baldiga - yes, J. Eller - yes, J. Elsarelli - yes, K. King - yes, M. Szost - yes, none opposed, motion carried.

Director’s Report: K. Greve, Acting Interim Manager, shares a report from Director Walker along with the continued training of the new clerk. Director Walker has created a google drive file for staff to have access pertinent information. . *Files outlined on pg.18 of the report. CPA, D. Lamsa has all the employee records for tax & payroll information.

-J. Baldiga moves to file the report as presented. 2nd by K. King, all in favor, motion carries.

Committee Reports:

New Building:

Update on site plan application status - plans submitted and were accepted. PEA-firm used for reviewing site plans.
Environmental Review status - J. Baldiga received proposals of what we understood was needed. Understanding was not complete, the complete proposal was discovered. The complete cost from ASTI $26,000.00 payable by the federal funds - which includes the uploading of all materials needed for the Hero’s Fund as well - ASTI Environmental is the firm that can cover all details and has been the only firm that knew all that was needed.

-J. Baldiga moved to approve $26,000.00 to ASTI Environmental for the complete environmental assessment. 2nd by J. Elsarelli. Roll call vote; M. Szost, J. Baldiga, K. King, J. Eller, J. Elsarelli, all yes in favor, motion approved.

Review previously approved process on approving work for the approved new building budget.

- J. Elsarelli moves to add J. Baldiga to the process of approving work against the New Building budget, removing R. Walker, 2nd by K. King. Hearing no discussion. Roll call vote; M. Szost - yes, J. Baldiga - yes, K. King - yes, J. Eller - yes, J. Elsarelli - yes. Motion approved. * (MS - would like to establish the needed line item budget for further down the road. Committee will meet)

Public Information:

Policy:

Finance:

Review balance sheet for separating New Building development funds. - Discussion took place to be more transparent. Decision was made to keep $300,000.00 balance sheet for Operations and $694,912.05 to be moved to the New Building Fund to reflect the true amount that is in the New Building Fund honoring the intent of donations from the community. As stated and voted on above in finance.

Capital:

By-Law:

Update on proposed By-Law amendments. - ongoing

Restorative Millage Renewal Committee:

Review next steps from meeting with Shirley Bruursema - J. Baldiga spoke with S. Burmese, who shared a timeline and activities that need to be accomplished. First line of importance should be what amount we are requesting renewal of the restorative mill age from 2014. Asking for .2 mills renewing what the voters approved in 2014 - discussion took place- 10 years again & .2 mills again- renewing what is currently being paid. - verbiage recommendations. To note that the Library Board is NOT requesting an increase. Headly rolls back will potentially stay the same over the next couple of years. This is the recommendation.

- J. Elsarelli moved to pursue the renewal of the 2014 mileage at .2 mill for 10 years. 2nd by M. Szost. Roll call vote; M. Szost - yes, J. Baldiga - yes, K. King - yes, J. Eller - yes, J. Elsarelli - yes. All in favor, motion approved.

Dismiss Restorative Committee - considered an information committee which is usually spearheaded from the library staff with information supplied from the board. Not having to establish an information committee, communications can be shared via the library staff. Revisit the next meeting for directions. - sharing of public information - messaging strategies

-J. Elsarelli moves to dismiss the Restorative Committee based on purposes defined by the committee responsibilities. Purpose fulfilled J. Baldgia 2nd, all in favor, motion carries, none opposed, motion carries.

Director’s Evaluation Committee:

File forms created for the evaluation for later use. J. Eller is to share information with K. Greve.

-J. Baldiga moves to dismiss the committee. 2nd by M. Szost. Discussion-none all in favor, none opposed, motion carries.

New Director Hiring Committee: committee shared findings, President shared findings, discussion took place.

Looking for a candidate with a minimum of Level 4 certificate from the Library of Michigan, Supervisory experience of a minimum of 1 year, experience with Library Software Systems preferred, requirement of experience managing an operational budget.

Use the last advertisement to include level 4 certificate - Committee to create an Ad for the Director position. Salary, benefits, qualifications, and experience discussion took place.

-J. Baldiga moves to set the pay range at $45-$55, for full time & include benefits. 2nd by K. King. Roll call vote; M. Szost - yes, J. Baldiga - yes, K. King - yes, J. Eller - yes, J. Elsarelli - yes. All in favor, motion carries.

Communication:

Acknowledge resignation letter - exit interview on Friday sept. 22, M. Szost and J. Elsarelli will conduct this and collect keys, banking information, debit card and any Library property at that time.

-J. Elsarelli moves to remove Rosie Walker from any & all financial bank accounts associated with the library effective end of day September 22, 2023. 2nd by M. Szost. All in favor, none opposed, motion carries.

-J. Elsarelli moves to add M.Szost to all of the Operation Fund accounts, the New Building Fund Account & Savings account as a signatory to be effective September 22, 2023. 2nd by J. Eller. All in favor, none opposed, motion carries.

Old Business:

Review proposed 2024 Operation Budget - carried to next meeting

New Business:

Insurance coverage for items in storage - recovery. Letter for items in storage - currently not paying storage fees - waiting to hear back from corporate-
Approve Primary Administrator for Intuit Quickbooks

-J. Elsarelli moves to approve D. Lamsa as the Quick Books primary administrator with J. Elsarelli as the point of contact for QuickBooks communications. 2nd by K. King. All in favor, none opposed, motion carries.

Approval to proceed with purchase offer for parcels 05-27-256-009 and 05-27-254-007 - township appt. Supervisor Pearson to approach the board with an offer. The offer is $120,000.00 from the township to purchase.

-J. Baldiga moves to accept the offer of $120,000.00 & requests an official offer in writing. K. King 2nd's motion. Roll call vote; m. Szost - yes, J. Baldiga - yes, K. King - yes, J. Elsarelli - yes, J. Eller - yes. All in favor, motion approved.

Public Forum: J. Banaszynski offered a take on hiring procedures.

Next Meeting: October 17, 2023 @ 7:00 p.m. (unless otherwise posted)

Adjournment: Motion to adjourn by K. King, 2nd by J. Baldiga, all in favor, none opposed - motion carries.

Meeting adjourned at 7:13PM

October 2023 Special Board Meeting Minutes

ADDISON TOWNSHIP PUBLIC LIBRARY BOARD

SPECIAL MEETING MINUTES Wednesday, October 25, 2023 @ 5:00 p.m.

Call to Order: The Library Board President called the meeting to order at 5:04 PM, in the Addison Township Public Library, 1400 Rochester Rd, Leonard, MI 48367.

Board Members Present: J. Baldiga - Yes, K. King - Yes, J. Eller - Yes, M. Szost - Yes, J. Newby - Yes, J. Elsarelli - Yes.

Approval of Agenda: J. Eller moves to accept the agenda. 2nd by M. Szost, all in favor, none opposed, motion carries.

Order of Business:

Review application submitted and interview candidate for posted Director position.

-The Board directed questions to the applicant. Discussion took place.

Determine offer letter for candidate

-Discussion took place. J. Baldiga motions to offer D. Elsarelli applied for the position of Director of ATPL at the hourly rate of $19.00 for a 28 hour minimum a week. 2nd by J. Newby. Roll call vote; J. Baldiga - yes, J. Newby - yes, K. King - yes, M. Szost - yes, J. Elsarelli - abstained, J. Eller - yes. Motion approved.

Offer letter extended to D. Elsarelli.

Next Meeting: November 21, 2023 unless otherwise noticed

Adjournment: Motion to adjourn by J. Elsarelli, 2nd by M. Szost - All in favor - Meeting adjourned at 6:00PM.

October 2023 Board Meeting Minutes

ADDISON TOWNSHIP PUBLIC LIBRARY BOARD

MEETING MINUTES Tuesday, October 17, 2023 @ 7:00 p.m.

Call to Order:The Library Board President called the meeting to order at 7:02 PM, in the Addison Township Public Library, 1400 Rochester Rd, Leonard, MI 48367

Board Members Present: J. Baldiga - Yes, J. Eller - Yes, J. Elsarelli - Yes, K. King - No,

Newby - No, M. Szost - Yes.

Pledge of Allegiance All in attendance participated

Approval of Agenda: -M. Szost moves to approve the agenda as amended, 2nd by J. Eller, all in favor, motion carries.

Call to Audience: (two minutes per visitor)

Consent Agenda:

Approval of September 19, 2023 meeting minutes
Approval of September 26, 2023 special meeting minutes
Approval of September 2023 bills and expenses as paid

-J. Baldiga moves to accept the consent agenda. 2nd by M. Szost. Further discussion - none. Roll call vote; M. Szsot - yes, J. Baldiga - yes, J. Eller - yes, J. Elsarelli - yes. Motion carries.

Financial Report: M. Szost discussed the profit & loss sheet. The budget is in good standing overall.

- J. Baldiga moves to accept financial. 2nd by J. Eller, all in favor, none opposed, motion carries.

Director’s Report: K. Greve shared the report. E. Corbeil was promoted from substitute to part time clerk. E. Corbeil will be leading tech night for seniors. D. Embree was hired for a part time clerk position. L. Pollock was hired as a substitute and is currently going through training.

-J. Elsarelli moves to file the report as presented. 2nd by M. Szost , all in favor, motion carries.

Committee Reports:

New Building:

Update on Site Plan application status - currently waiting on township feedback of the site layout and feedback from PEA civil engineer. No word received at this point. The Fire Department has approved the site plan with no second drive needed.

Environmental Review status - Phase 1 and noise assessment have been completed at the firm and are routing internally.

Public Information:

Policy:

Update Policy Handbook - current handbook Shared with Foster & Smith attorneys - firm was asked to draft a template with only the legally required items to be listed. Committee will then add other guidelines seen as needed for our organization and submit back to the firm.

Finance:

Approve adjustments to Operational Balance Sheet and New Building Balance Sheet - CPA brings to the Boards attention that the previously approved moving of the money to cover expenses for a year did not coincide with fiscal year or mileage payout. The amount currently transferred was lacking 3 months of fiscal year coverage. To correct this to what the original intent was, J. Elsarelli moves to transfer $75,000.00 from the new building fund to operations fund balance to cover the deficit. 2nd by J. Baldiga - Roll call vote; J. Baldiga - yes ,M. Szost - yes, J. Eller - yes, J. Elsarelli - yes, motion carries.

Bank has requested signatory paperwork to be completed from the Township signors. * J. Elsarelli or D. Elsarelli will contact the Township Offices to have this task completed.

Capital:

By-Law:

Update on proposed By-Law amendments.

New Director Hiring Committee: Two candidates have submitted applications. One was not complete and the other was complete. The committee recommends bringing forth the serious candidate to be presented to the Bord.

Communication: J. Elsarelli attended the Township Board Meeting. The Township Board agreed to proceed with purchasing the donated land from the Library, with approval from the donor. One more review is needed for approval- then it will come to the Addison Township Library Board. It should be presented in November.

Old Business:

Approve proposed 2024 Operational Budget - Review of the previous submitted budget proposal from August 2023.

-J. Baldiga moves to approve the 2024 proposed budget with the explanation discussed. 2nd by M. Szost. Roll call vote; J. Baldiga - yes, M. Szost - yes, J. Eller - yes, J. Elsarelli - yes, motion carries.

New Business:

Approve representative to proceed with selling parcels 05-27-256-009 and 05-27-254-007 to the Township - No action needing to be taken

Public Forum: L. Hodges shares the success of the Flavor Fest which profited just over $6500.00. Thank you to all the Board members who were in attendance and to J. King & J. Eller for helping MC the event. The Friends request a presentation of the New Library Building program at the annual planning meeting on November 6, Monday. J. Baldiga and J. Elsarelli have volunteered to attend. Friends Board is currently working on establishing a YES Committee.

Next Meeting: November 21, 2023 @ 7:00 p.m. (unless otherwise posted)

Adjournment: Motion to adjourn by J. Eller, 2nd by M. Szost, all in favor, none opposed - motion carries. Meeting adjourned at 8:09PM

November 2023 Board Meeting Minutes

ADDISON TOWNSHIP PUBLIC LIBRARY BOARD

MEETING MINUTES Tuesday, November 21, 2023 @ 7:00 p.m.

Call to Order: The Library Board President called the meeting to order at 7:02PM, in the Addison Township Public Library, 1400 Rochester Rd, Leonard, MI 48367

Board Members Present: J. Baldiga - Yes, J. Eller - Yes, J. Elsarelli - Yes, K. King - Yes,

Newby - Yes, M. Szost - Yes.

Pledge of Allegiance: All in attendance participated

Approval of Agenda: J. Elsarelli moves to accept the agenda, 2nd by M. Szost, none opposed motion carries.

Call to Audience: (two minutes per visitor)

Frost addressed the Board on behalf of the Addison Township Trustee Board with concerns of a neighbor whose property is boarding the new property for the Library build. The neighbor is concerned with her property values with the library being next to her property. The Township Board has advised the Library Board of the concerns and directed the resident to contact the Library Board to share concerns. Closed call to audience.

Consent Agenda:

Approval of October 17, 2023 meeting minutes
Approval of October 25, 2023 special meeting minutes
Approval of October 2023 bills and expenses as paid

-A motion to accept the consent agenda by M. Szost, 2nd J. Baldiga, roll call vote; J. Baldiga - yes, J. Eller - yes, J. Elsarelli - yes, K. King - yes, J. Newby - yes, M. Szost - yes, all yes, motion carries.

Financial Report:

CPA, D. Lamsa recommends moving funds due to Insurance premium and audit bills coming due in conjunction with normal operating funds. CPA recommends moving $110,000.00 from LGIP to Savings to cover expenses through March 2024. The Board is hesitant to move all the funds since LGIP has been earning interest.

-M. Szost, Treasurer, moves to transfer $60,000.00 from LGIP to the savings account to cover all bills through Jan 2023. 2nd by K. King. Roll Call Vote; J. Baldiga - yes, J. Eller - yes, J. Elsarelli - yes, K. King - yes, J. Newby - yes, M. Szost - yes, all yes, motion carries.

Discussion took place.

Friends gave a generous donation of $7000.00 to the Library.

-J. Eller moves to add Director, D. Elsarelli, to the Operational Funds checking and savings. 2nd by J. Newby. Roll Call Vote; J. Baldia - yes, J. Eller - yes, J. Elsarelli - yes, K. King - yes, J. Newby - yes, M. Szost - yes, all in favor of motion with yes votes, motion carries.

-J. Elsarelli moves to accept the Financial Report as presented, 2nd by M. Szost. Roll call; J. Baldiga - yes, J. Eller - yes, J. Elsarelli - yes, J. Newby - yes, M. Szost - yes, K. King - yes, all yes, motion carries.

Director’s Report:

New program, Kanopy, is now available. New program, Handy Crafters, has been added to our growing programs. D. Elsarelli has completed the Beginners Director’s Workshop and will be enrolling in the Advance Director’s Workshop. Working closely with D. Lamsa, CPA becoming familiar with the financials.

Director Elsarelli will be presenting a part time Assistant Director position.

-J. Baldiga, moves to accept the directors report as presented, K. King, 2nd, all in favor, none opposed motion carries.

Committee Reports:

New Building:

Update on site plan / special use application status

No public hiring due to not meeting the quorum. Residents in attendance shared possible concerns of having the new library adjacent to properties. Discussion took place. December 12, 2023 is the potential new date for the planning commission meeting.

Environmental Review status

Baldiaga shared 2 pieces completed this month and invoice has been received. Additional steps to come.

Public Information: none

Policy: *J. Baldiga will follow up with the attorney and the new director to help facilitate an ATPL Employee Handbook.

Finance: none

Capital: none

By-Law:

Update on proposed By-Law amendments. Next step is to share with an attorney, more to come.

Restorative Millage Renewal Committee: Disbanded in September | Discussion took place.

New Director Hiring Committee: J. Baldiga moves to dissolve the new director hiring committee, J. Newby 2nd, all in favor, motion approved.

Communication:

Acknowledgment of new Director

Accept Public notion for 2024 regular scheduled meeting dates. J.Eller moves to accept meeting dates, 2nd by J. Baldiga, none opposed motion carries.

Old Business:

Approval to proceed with purchase agreement for parcels 05-27-256-009 and 05-27-254-007

Baldiga contacted realtors, attorneys, and Foster & Swift to advise on the process of purchasing the property. Information collected, cost would be roughly $1200 - $1300.00. Discussion took place.

-J. Elsarelli, moves to have J. Baldiga draft purchase agreement with Travis Fuch and for it to be returned to board for approval, 2nd by J. Newby, all in favor, motion carries.

New Business:

Discuss language for millage renewal

Baldiga will continue to work on verbiage and will have Foster & Swift review it prior to the January meeting.

-J. Elsarelli moves to allow J. Baldiga to draft language for 2024 millage renewal. 2nd by K. King, all in favor, motion carries.

Review role and responsibilities for potential Directors Aid position

Director D. Elsarelli shared a potential Director’s Aid Job Position description. Discussion took place along with suggestions.

Annual officer election (President, Vice-president, Treasurer and Secretary)

King moves to keep the board and positions as is, 2nd by J. Newby with J. Elsarelli as President, J. Baldiga as Vice President, M. Szost as Treasurer, J. Eller as Secretary, all in favor, motion carries.

Public Forum: J. King shared with the Board.

Next Meeting: January 16, 2024 @ 7:00 p.m. (unless otherwise posted)

Adjournment: J. Elsarelli moves to adjourn at 8:25PM, 2nd by J. Eller, all in favor, the meeting adjourned.

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