2024 Minutes
ADDISON TOWNSHIP PUBLIC LIBRARY BOARD
MEETING MINUTES Tuesday, January 16, 2024 @ 7:00 p.m.
Call to Order: The Library Board President called the meeting to order at 7:03 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: J. Elsarelli moves to accept the agenda, 2nd by J. Baldiga. All in favor, none opposed, motion carries.
Call to Audience: (two minutes per visitor)
Consent Agenda:
- Approval of November 21, 2023 meeting minutes.
- Approval of November 2023 bills and expenses as paid
- Approval of December 2023 bills and expenses as paid
-J. Eller moves to accept the consent agenda, 2nd by J. Elsarelli, roll call vote; J. Baldiga - yes, J. Eller - yes, J. Elsarelli - yes, K. King - absent, J. Newby - absent, M. Szost - yes, all yes, motion carries.
Financial Report: Treasurer Szost explained the 2023 year financial. Ended the year under budget due to lower payroll. CPA, D. Lamsa, recommends transferring the extra revenue to the Building Fund. Discussion took place.
-M. Szost motions to move $25,000.00 out of LGIP to the Operational saving account. 2nd by J. Baldiga, Roll call vote; J. Baldiga - yes, J. Eller - yes, J. Elsarelli - yes, M. Szost - yes, motion carries.
-J. Baldiga moves to move $50,000.00 of the fund surplus to New Building Fund, 2nd by J. Eller, roll call vote; J. Baldiga - yes, J. Eller - yes, J. Elsarelli - yes, M. Szost - yes, motion carries.
-J. Baldiga moves to accept the Financial Report, 2nd by J. Elsarelli, roll call vote; J. Baldiga - yes, J. Eller - yes, J. Elsarelli - yes, M. Szost - yes, motion carries.
Director’s Report: Director shared the Library Statistics, things have been proceeding well. The new director's aide is working well. Director has completed continuing education courses and is registered for the next advancement.
-J. Baldiga moves to accept the Directors Report, 2nd M. Szost, all in favor, none opposed, motion carries.
Committee Reports:
New Building:
- Update on special use and site plan application status: Updates and shared concerns from the Public were discussed. It has been noted that “No Parking” signs are posted on both sides of Maple Cove. Information to share at the next meeting is being prepared to address public concerns. Letters of Library Build support would be prudent before the next Planning Meeting via email, mail, or drop box at the Township Offices.
- HUD Grant updates: 2 and ½ of the 4 requirements have been written. J. Baldiga is working on completing the other requirements.
Public Information: None
Policy:
- Employee Handbook: J. Baldiga spoke with Michael Bloom, Attorney prior to the holiday to provide a template about all that should be included in the employee handbook. Follow up will take place.
Finance: None
Capital: None
By-Law:
- Update on proposed By-Law amendments: Continued progress and then it will go to the Attorney for approval.
Communication: None
Old Business:
- Purchase agreement for selling parcels 05-27-256-009 and 05-27-254-007: To be completed, hold mode until planning commission approval. D. Lamsa reminds us that property taxes on the donated property will be due Feb. 15 which will be paid from the operation budget as normal.
- Language for Millage renewal: J. Baldiga shared the proposed language for the 2024 Renewal along with past documentation of verbiage used and the tax rate request which rates are formulated by. Will speak with Clerk Bennett for any suggestions and advice she may offer.
New Business:
- Review letter received for available property for sale or lease: Letter was considered at the meeting. This site had been considered before and found not feasible for the Library needs. Thank you to the owner for contacting the Library before offering the space to the Public.
Public Forum: Questions from the audience were received, addressed, and discussion took place.
Next Meeting: February 20, 2024 @ 7:00 p.m. (unless otherwise posted)
Adjournment: J. Elsarelli moved to adjourn at 8:05 PM, 2nd by J. Eller , all in favor, the meeting adjourned.
ADDISON TOWNSHIP PUBLIC LIBRARY BOARD
MEETING MINUTES Tuesday, February 20, 2024@ 7:00 p.m.
Call to Order: The Library Board President called the meeting to order at 7:03 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 - Yes, M. Szost - Yes.
Pledge of Allegiance AU in attendance participated
Approval of Agenda:
-M. Szost moves to amend the agenda to include Performance Appraisal of New Director and Agenda flow, 2nd by J. Baldiga ,All in favor, none opposed, motion carries.
Call to Audience: (two minutes per visit01)
Consent Agenda:
- Approval of Januaiy 16, 2024 meeting minutes
- Approval of January 2024 bills and expenses as paid
-M. Szost moves to accept the consent agenda, 2nd by J. Eller, roll call vote; J. Baldiga - yes, J. Eller - yes, J. Elsarelli - yes, J. Newby - yes, M. Szost - yes, all yes, motion caffies.
Financial Report:
Discussion took place. *Millage check received from the township, however, it seems incorrect. D. Elsarelli and D. Lamsa will speak with Treasurer Fisher at the Township and report back.
- J. Eller moves to accept the Financial Report, 2nd by J. Baldiga, roll ca11 vote; J. Baldiga - yes, J. Eller- yes, J. Elsarelli - yes, J. Newby - yes, M. Szost - yes, motion carries.
Director's Report: Director Elsarelli shared the Library Statistics. All E usages have continued to increase. A new Instagram page has been initiated to increase the social media present. New "Peach Jar" system through Oxford Schools email to share the Library flier and programs is in use. Test run proved to add new attendees to the Library and should help promote library programs. Anime Club for teens is now being offered. The Director continues to conquer the continuing education credits. Seeking a new cleaning custodian as the current one is retiring.
- Baldiga moves to accept the Directors Report, 2nd by M. Szost, all in favor, none opposed, motion carries.
Committee Reports:
New Building:
- Update on special use and site plan application status - Special use site plan application reviewed and approved with special usage and the proposed site *New Building committee will meet to draft a performance agreement that the Township is asking for.
- HUD Grant updates - Baldiga shared that all documents have been submitted and are
currently under review for approval. Next steps as part of the Environmental Review SHPO requires a check for architectural significance. This will increase cost approximately $7000.00.
Public Information:
Policy:
- Employee Handbook - Committee met last Friday and went through the recommendations of the Employee Handbook with the template received from the Attorney, Foster & *Continued review taking place.
Finance:
Capital:
By-Law:
- Update on proposed By-Law amendments. *Committee planning to meet.
Communication:
Old Business:
- Purchase agreement for selling parcels 05-27-256-009 and 05-27-254-007 *Work is mostly completed, continued work to be completed shortly.
- Language for Millage renewal & resolution - Foster & Swift has approved the presented language proposal for the ballot resolution - Baldiga moves to accept the resolution to approve
the ballot resolution language proposal, 2nd by M. Szost. Roll call vote; J. Baldiga - yes, J. Eller- yes, . J. Elsarelli - yes, J. Newby - yes, all in favor, motion carries.
New Business:
- New Hire Appraisal - Elsarelli moves to form a New Hire Appraisal Committee of J. Eller and
- Szost for the purpose of evaluating the New Director. 2nd, by J. Baldiga. All in favor, motion approved.
- Agenda Flow - Call to Audience, should it continue to be at the beginning of our meetings? Point of discussion for the Board agrees to keep it as is. J. Elsarelli moves to keep the agenda format as is, 2nd by J. Baldiga, all in favor, motion carries.
Public Forum:
Next Meeting: March 19, 2024@ 7:00 p.m. (unless otherwise posted)
Adjournment: J. Elsarelli moves to adjourn at 8:03 PM, 2nd by J. Newby, all in favor, meeting adjourned.
ADDISON TOWNSHIP PUBLIC LIBRARY BOARD
MEETING MINUTES Tuesday, April 16, 2024 @ 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, J. Newby - No, M. Szost - Yes.
Pledge of Allegiance: All in attendance participated
Approval of Agenda:
- 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) Audience addressed. No comments.
Consent Agenda:
- Approval of March 19, 2024 meeting minutes
- Approval of March 2024 bills and expenses as paid
- J. Baldiga moves to accept the consent agenda, 2nd by M. Szost, roll call vote; J. Baldiga - yes, J. Eller - yes, J. Elsarelli - yes, M. Szost - yes, all yes, motion carries.
Financial Report: Treasurer reports the approved transfer from LGIP to Savings transaction was completed. Operating expenses covered. Report stands as on target. It was suggested that the HUD line item be included for further tracking. Charge question for AirBnB has been resolved and will be reflected in the upcoming meeting packet. J. Eller motions to accept the financial report as presented, 2nd by J. Baldiga. Roll call vote; J. Baldiga - yes, J. Eller - yes, J. Elsarelli - yes, M. Szost - yes, motion carries.
Director’s Report: Library use statistics continue to increase. March Book Bingo was successful and all programming is going well. Notes of appreciation from patrons have been received. Eclipse glasses were passed out and even the day of the eclipse 87 pairs were given out.
March 22nd storm damage was repaired in April by the landlord.
Digital news letter out to approximately 200 households.
Waiting to hear back from the Auditor. No issues have been reported at this time.
Oakland County, Risk Control Department (Library Insurance Sales) inspected the building offering a free water sensor program and future grant opportunities. *Director will email the information to J. Baldiga who will review for possible future use and grant applications.
- Elsarelli meeting with the Director of TLN who meets with New Directors and provides resources.
-J. Baldiga moves to accept the Director’s report as presented, 2nd by M. Szost, all in favor, motion carries.
Committee Reports:
New Building:
- Approval of Performance Agreement with Addison Township - site work only and not the building, retention pond, parking lot, anything outside the building. Legal agreement to ensure to the Township that should the Library not be completed all property will revert to Township as owner and the Township would then complete the project. 3 ways to accomplish the agreement were discussed. The recommended course of action for the Bond Performance Agreement would use a cash deposit of $169,746.00 to Township in accordance with ordinance 4.33, article 4.
-Motion to secure the Bond Performance Agreement with the Township of Addison for $169,746.00 according to the ordinance 4.33, article 4 by J. Elsarelli, 2nd by J. Baldiga. Roll call vote; J. Baldiga - yes, J. Eller - yes, J. Elsarelli - yes, M. Szost - yes. All in favor, motion is approved.
- *J. Baldiga motions to have D. Lamsa transfer $169,746.00 from LGIP to the New Building Fund for the purpose of the performance agreement bond payment. Roll call vote; J. Baldiga - yes, J. Eller - yes, J. Elsarelli - yes, M. Szost - yes. All in favor, motion carries.
- HUD Grant updates - J. Baldiga continues to work through the many steps of the grant updates. SHPO reports nothing found and the building can move forward. Formal letter to come.
Public Information:
- Approval of project information that should be communicated; the committee will meet to decide the level of detail and mechanism they may want to go with. Suggestions will be brought for the Boards approval.
Policy:
- Employee Handbook - Director has continued to review.
Finance: None
Capital: None
By-Law:
- Update on proposed By-Law amendments.- Feed back from Foster & Swift received. Suggested updates will be added and then the information will be shared with the Board.
Director’s Evaluation Committee: How will the process proceed? Form has been approved. - *Form will be emailed to the Director and then a meeting scheduled with the committee and presentation at the May meeting.
Communication: None
Old Business:
- Purchase agreement for selling parcels 05-27-256-009 and 05-27-254-007 - work in progress
New Business: None
Public Forum: Friends of Library hosting a Spring Silent Auction to benefit the Library.
Next Meeting: May 21, 2024 @ 7:00 p.m. (unless otherwise posted)
Adjournment: J. Elsarelli moves to adjourn at 7:59 PM, 2nd J. Eller by, all in favor, the meeting’s adjourned.
ADDISON TOWNSHIP PUBLIC LIBRARY BOARD
MEETING MINUTES Tuesday, May 21, 2024 @ 7:02 p.m.
Call to Order: The Library Board President called the meeting to order at 7:07 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, J. Newby - Yes, M. Szost - Yes.
Pledge of Allegiance All in attendance participated
Approval of Agenda:
- M. Szost moves to accept the agenda, 2nd by . JBaldiga, All in favor, none opposed, motion carries. .
Call to Audience: (two minutes per visitor) PH asked why ground has not been broken at this time for the new facility.
Consent Agenda:
- Approval of April 16, 2024 meeting minutes
- Approval of April 2024 bills and expenses as paid
- J.Baldiga moves to accept the consent agenda and April expenses and bills presented, 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.
Financial Report:
Treasurer Szost indicated we are still on target. CPA will add an additional line item to show income & expense as HUD grant comes in and building project draws are made. $134,7052.00 $11, 710.42, 146,000.00 mileage money received and deposited to the Library bank account from the township. State aid and penal fines are expected to come in shortly. Current balance reflects $17,179.20 in additional revenue through wise management of funds.
-J. Baldiga moved to transfer $146,412.94 to the LIGP and to accept the financial report. 2nd by K. King. Discussion noted: J. Elsareli, notes the current budget is at 23% normally it would be 41% or higher. Healthy budget at this time. 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.
Director’s Report:
Stats overall hold steady. Director reports the $11,000.00 mileage dollars were transferred to the bank account this week. Mailchimp newsletter and our last distribution went out, 56.8% open rate. Summer reading program starting June 1, 2024 with many events & activities happening. A new club, “What’s Trending” is beginning. Look for details to come. Junk in the trunk scheduled for June 22, 2024. Strawberry festival - Friends will host a booth. Director met with TLN about current upgrades and will follow up again for future needs of the new building. Director has been actively continuing to educate herself on grants. A new clerk was hired this week, Annabelle Meldrum, a high school student.
- J. Baldiga moves to accept the Directors Report, 2nd by J. Eller, all in favor, none opposed, motion carries.
Committee Reports:
New Building:
- Project update: Structural engineering set back. Floor system concrete vs. wood floor joist; sketches being done for both to evaluate the cost impacts and safety of residents. Discussion took place.
- HUD Grant updates - J. Baldiga updates Board - Library has fulfilled this portion, SHPO has given verbal approval. Documentation coming.
- prevented from doing any ground disturbances until SHPO archaeological part is done. Once HUB shares final approval, groundbreaking can take place. HUB will do a preliminary walk through when the environment is completely submitted from HUD.
- Line item budget for HUD was provided by J. Baldiga.
- Rep. Slotkin's office reached out to J. Baldiga and would like to be invited to the ground breaking.
Public Information:
- Approval of project information that should be communicated
Policy:
- Employee Handbook
Finance:
Capital:
- Baldiga recommends as funds are in hand consider disbanding this committee. Will review this at the next meeting.
By-Law:
- Approve proposed By-Law amendments - Foster & Swift reviewed the changes and found them all acceptable.
-J. Baldiga moves to accept the revisions of by laws as approved by Foster & Swift, 2nd by K. King, discussion-none, roll call, J. Baldiga - yes, J. Eller - yes, J. Elsarelli - yes, K. King - yes, J. Newby - yes, M. Szost - yes, all yes, motion approved.
- J. Elsarelli moves to dissolve the bylaw committee as the task is complete, 2nd by M. Szost, all in favor, none opposed, motion carries.
Director’s Evaluation Committee:
Positive review from the committee.
-J. Baldiga moves to accept & file the Director’s Evaluation, 2nd by K. King, all in favor, motion approved.
-A motion by J. Elsarelli to dismiss the Director Evaluation Committee as the task is complete. 2nd by J. Baldiga, all in favor, motion carries.
Communication:
Old Business:
- Purchase agreement for selling parcels 05-27-256-009 and 05-27-254-007. J. Baldiga worked with Primary Title Agency, LLC on a purchase agreement that is to be offered to Addison Township for the purchase of property donated to the Library. Document shared and discussed. It is now ready to be presented to the Township floor.
-J. Elsarelli moves to appoint the Secretary to present the document to Supervisor Pearson for possible approval and or editing. Secretary is to note that the signature of all board members will be added to the document and indicated the closing dates timeframe to be determined. 2nd by M.Szost, all in favor, motion carries.
New Business:
Public Forum:
- Hodges shares that the Library property by Maple Cove lot needs to be mowed due to obstruction of view. J. Elsarelli will ask Supervisor Pearson for possible help with that. Friends are not making the yes booth as there are too many friends on the yes committee.
- Frost announces the grand opening of the new park | pickle ball court to take place on June 17, 2024.
Next Meeting: June 18, 2024 @ 7:00 p.m. (unless otherwise posted)
Adjournment: J. Elsarelli moves to adjourn at 8: PM, 2nd by J. Eller, all in favor, meeting adjourned.
ADDISON TOWNSHIP PUBLIC LIBRARY BOARD
MEETING MINUTES Tuesday, June 18, 2024 @ 7:00 p.m.
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, K. King - Yes, J. Newby - No, M. Szost - Yes.
Pledge of Allegiance All in attendance participated
Approval of Agenda:
- K. King moves to accept the agenda, 2nd by J. Eller, all in favor, none opposed, motion carries.
Call to Audience: (two minutes per visitor) Audience addressed. No comments.
Consent Agenda:
- Approval of May 21, 2024 meeting minutes
- Approval of May 2024 bills and expenses as paid
- J. Elsarelli moves to accept the consent agenda, 2nd by M. Szost, roll call vote;
- Baldiga - yes, J. Eller - yes, J. Elsarelli - yes, K. King- yes, M. Szost - yes, All in favor, motion carries.
Financial Report:
Treasurer Szost reviewed the financial report and shared the increase of funds to the New Building Fund as LGIP funds allocated to New Building fund have been deposited. An area of concern was the 82% in the snow plowing area. She will review this for the future budget.
CPA, D. Lamsa pointed out that the operating expense budget may need to have additional funds transferred due to an additional payroll in July. This could potentially leave a shortage for August operating expenses.
- J. Elsarelli moves to transfer $50,000.00 from LGIP to cover operation cost for the 3rd quarter as indicated by the Treasurer, 2nd by M. Szost. Roll call vote: J. Baldiga - yes, J. Eller - yes, J. Elsarelli - yes, K. King- yes, M. Szost - yes, motion carries.
-J. Eller moves to accept the financial report as presented, 2nd by J. Baldiga , all in favor - motion carries.
Director’s Report:
Library stats continue to move upward. Programming has been successful and Summer programming is off to a good start with the anticipation of increased numbers. Story time has increased to 30 kids this past week and 21 today. Junk in the Trunk is Saturday with a few spots still available. Strawberry festival - staff will be in the parade. TLN sent a cost analysis of the services paid for and used by the library for TLN in conjunction with what patrons receive. (Return on investment)
Director received an inquiry if the lakefront property owned by the Library is for sale. Fielded as property was sold with the original intent of the donor honored.
-J. Baldiga moves to accept the Director’s report as presented, 2nd by K. King , all in favor, motion carries.
Committee Reports:
New Building:
- Project update - Supervisor Pearson working with a contractor to review the floor structure for the New Library. Site plans have been stamped approved. Building department is willing to work with us as segments are completed.
- HUD Grant updates - J. Baldiga reports the Part 58 NEPA Environmental approval almost complete then will be sent to for HUD approval. Once approved, ground disturbing activities can happen on the new site.
-J. Baldiga nominated J. Elsarelli to be the representative for the building permit application with Addison Township, 2nd by M. Szost. J. Elsarelli accepted. Vote:all in favor, none opposed, motion carries.
Public Information: None
Policy: None
Finance: None
Capital: None
Communication:
As shared in the Director’s report.
Old Business:
- Purchase agreement for selling parcels 05-27-256-009 and 05-27-254-007 - J. Eller delivered the potential Purchase Agreement to Supervisor Pearson. Supervisor Pearson sent it to the Township Attorney for approval. The agreement was placed on the Township Board’s meeting docket for June 17, 2024. It was approved and we are waiting on formal word from the Township Board.
New Business: None
Public Forum: L. Hodges shares the Friends of the Library will host the Flavor Fest October 24, 2024.
Next Meeting: August 20, 2024 @ 7:00 p.m. (unless otherwise posted)
Adjournment: J. Elsarelli moves to adjourn at 7:42 PM, 2nd by J. Eller, all in favor, the meeting adjourned.
ADDISON TOWNSHIP PUBLIC LIBRARY BOARD MEETING MINUTES
Tuesday, August 20, 2024 @ 7:00 p.m.
Call to Order: The Library Board President called the meeting to order at 7:06 PM, in the Addison Township Public Library, 1400 Rochester Rd, Leonard, MI 48367
Board Members Present: J. Baldiga - No, J. Eller - Yes, J. Elsarelli - Yes, K. King - Yes, J. Newby - No, M. Szost - Yes.
Pledge of Allegiance All in attendance participated
Approval of Agenda:
-J. Elsarelli moved to accept the agenda, 2nd by K. King , all in favor, none opposed, motion carries.
Call to Audience: (two minutes per visitor)
Consent Agenda:
● Approval of June 18, 2024 meeting minutes
● Approval of June 2024 bills and expenses as paid
● Approval of July 2024 bills and expenses as paid
-M. Szost moves to accept the consent agenda,as corrected, 2nd by K. King, roll call vote; J. Eller - yes, J. Elsarelli - yes, K. King- yes, M. Szost - yes, All in favor, motion carries.
Financial Report:
-J. Elsarelli moves to accept the financial report as presented, 2nd by J. Eller, all in favor - motion carries. * Roll call vote; J. Eller - yes, J. Elsa really - yes, K. King - yes, M. Szost - yes, motion carries.
Director’s Report:
-J. Elsarelli moves to accept & file the Director’s report as presented, 2nd by J. Eller, all in favor - motion carries.
Committee Reports:
New Building:
-Project update - J. Elsarelli will continue to look for a General Contractor. We do have another local resident who can act on some of the construction work. J. Elsarelli spoke to Supervisor Pearson for potential GC leads. Engineered Beam vs. Wood beams (LVL beams). Structural engineers from our Architect recommend concrete as best practice. The Building Committee and The Board are in agreement with going in this direction for overall safety and longevity. The Board is in agreement to go in the concrete direction.
-HUD Grant updates - J. Baldiga will update on the grant at the next meeting.
Public Information: None
Policy: Staff|Employee handbook will continue to be reviewed.
Finance: None
Capital: None
Communication: Millage passing.
Old Business:
-Purchase agreement for selling parcels 05-27-256-009 and 05-27-254-007.
-J. Eller spoke with Supervisor Pearson and with Clerk Bennett about the purchase agreement submitted and the one returned from the Township Attorney. *J. Eller will meet with the Clerk and continue to work out the agreement and then submit to the Library Board for approval.
New Business:
-Review initial proposed operational budget for 2025 - Discussion took place. Consider tracking the CPA accounting time as the New Building moves forward that should not be part of the regular Operating Budget. Director and CPA will advise a direction by the September meeting for the Operational Budget.
-Appoint Directors Evaluation Committee: - J. Elsarelli moves to have M. Szost & J. Eller be on the Director Evaluation Committee to perform the director’s evaluation, 2nd byK. King. Discussion- hearing non, all in favor, motion carries.
Public Forum: None
Next Meeting: September 17, 2024 @ 7:00 p.m. (unless otherwise posted)
Adjournment: J. Elsarelli moved to adjourn at 7:57 PM, 2nd by M. Szost, all in favor, the meeting adjourned.
ADDISON TOWNSHIP PUBLIC LIBRARY BOARD
MEETING MINUTES Tuesday, September 17, 2024 @ 7:00 p.m.
Call to Order: Meeting called to order 7:03
Board Members Present: J. Baldiga - yes, J. Eller - yes, J. Elsarelli - yes, Kara King - yes, Jessica Newby - yes, Marilyn Szost - yes. All members present.
Pledge of Allegiance: All in attendance participated
Approval of Agenda: J. Elsarelli moves to accept the agenda, 2nd by J. Baldiga, none opposed, motion carries.
Call to Audience: (two minutes per visitor)
Consent Agenda: M. Szost moves to accept the consent agenda with minor corrections. 2nd by 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.
- Approval of August 20, 2024 meeting minutes
- Approval of August 2024 bills and expenses as paid
Financial Report: Treasurer shares budget remains in good standing. J. Baldiga moves to accept the financial report as presented. 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.
Director’s Report: Director shared Library Use Statistics. Staff evaluations took place, no concerns. 1 staff member will be retiring and 1 will be taking maternity leave. The Director has a hiring plan for the future need. Director attended many workshops and continues to obtain increased knowledge. The Director will be taking the MCLS Supervisor series class tomorrow. State aid app workshop opens October 1 which she will be registering for.
J. Eller moves to accept the Director’s report as presented, 2nd by J. Elsarelli, all in favor, motion carries.
Committee Reports:
New Building:
- Project update - J.Elsarelli reiterates the decision to go with a concrete floor which offers better safety to community and staff. J. Baldiga reminds us that the budget will need to be updated. Todd Elder has agreed to help with the rough carpentry.
- HUD Grant updates - J. Baldiga shared the UAGF authority to use grant funds. Kudos to Jamie Martel, Deputy Supervisor, for all the work she did to assist with this.
Public Information:
Policy:
Finance:
Capital: Brick sales at public: Brick sales proposed to be pushed one more time when more activity occurs at the new building site. Discussion about a new sign, stating “ Future Home of the Addison Township Public Library”. It was agreed upon this would happen when the building permit is in hand. Collaboration with the township suggested.
* J. Newby motions to design a sign that will be put at the new building property as temporary signage during construction. 2nd by M. Szost. Discussion took place. J. Baldiga and J. Newby will discuss a design and share with the board.
*This task is assigned to the public information committee. All in favor - yes, none opposed, motion carries.
Directors Evaluation Committee: Evaluation shared with the Director and is currently in progress. Committee will meet with the Director and have the report ready for the October meeting.
Communication:
- Employee hiring - 2 employee’s leaving this fall planning to hire 1 employee to cover those hours. Currently working to fill the position.
Old Business:
- Purchase agreement for selling parcels 05-27-256-009 and 05-27-254-007 - Work in progress under further review.
- Review proposed operational budget for 2025 - Operations Budget proposed for the 2025 fiscal year. Modifications discussed - J. Baldiga moves to accept next year's operational budget with the minor date change of the millage, 2nd by J. Newby. Roll call vote: J. Baldiga - yes, J. Eller - yes, J. Elsarelli - yes, , K. King - yes, J. Newby - yes, M. Szost - yes, motion carries.
New Business:
Public Forum:
Next Meeting: October 15, 2024 @ 7:00 p.m. (unless otherwise posted)
Adjournment: J. Elsarelli moves to adjourn the meeting, 2nd by K. King, all in favor, meeting adjourned 7:45p.m.
ADDISON TOWNSHIP PUBLIC LIBRARY BOARD
MEETING MINUTES Tuesday, October 15, 2024 @ 7:00 p.m.
Call to Order: Meeting called to order by J. Elsarelli at 7:02PM.
Board Members Present: Roll Call: J. Baldiga - yes, J. Eller - yes, J. Elsarelli - yes, K. King - no, J. Newby - yes, M. Szost - yes.
Pledge of Allegiance : All in attendance participated.
Approval of Agenda: J. New by moves to approve the agenda as presented, 2nd by M. Szost, all in favor, motion carries.
Call to Audience: (two minutes per visitor)
Consent Agenda: J. Baldinga moves to accept consent addenda as presented, 2nd by J. Eller, all in favor, motion carries.
● Approval of September 17, 2024 meeting minutes
● Approval of September 26, 2024 special meeting minutes
● Approval of September 2024 bills and expenses as paid
Financial Report: M. Szost shared the latest financial review. Financials are on track with projections. Moved by J. Baldiga to accept the financial report as presented, 2nd by J. New by. Roll call vote; J. Baldiga - yes, J. Eller - yes, J. Elsarelli - yes, J. Newby - yes, M. Szost - yes, motion approved.
● Approve revised operational budget for 2025-increase adjustment of the budget due to the mileage rate. Tabled until the November meeting.
Director’s Report: Director shared Director’s Report. Director applied for Air Ventilation air purifier machines through MDHHS and was approved to receive 2 machines plus 20 replacement filters. Still waiting for a reply back from the Auditor - Requesting for the information to be ready by the November meeting. J. Baldiga moves to accept the directors report as presented, 2nd by M. Szost. All in favor, motion carries.
Committee Reports:
New Building:
● Project update - drawings should be ready this week and then off to the GC recommended by Supervisor Pearson. Discussion took place. Target dates, expectations of the GC should be included in the build agreement. This will be included in the discussion as a GC is considered.
● HUD Grant updates - Final voucher was approved. Sign is the only open issue now. Line item budget for HUD will be a living document and will be updated to include the cement basement.
Public Information: Continued work.
Policy: Employee handbook work continues.
Finance:
Capital:
Directors Evaluation Committee: Report was shared. Timeline requested to come in the future Director’s report - January 2025 to be presented. J. Elsarelli moves to dissolve evaluation committee and file presented evaluation. 2nd by J. Baldiga, all in favor, none opposed, motion carries.
Communication:
Old Business:
● Purchase agreement for selling parcels 05-27-256-009 and 05-27-254-007 - follow up with township on Thursday afternoon.
New Business:
Public Forum:
Next Meeting: November 19, 2024 @ 7:00 p.m. (unless otherwise posted)
Adjournment: J. Baldiga moves adjourn meeting, 2nd by M. Szost, all in favor, the meeting adjourned at 7:47PM.
ADDISON TOWNSHIP PUBLIC LIBRARY BOARD
MEETING MINUTES Tuesday, November 19, 2024 @ 7:00 p.m.
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 - No, J. Newby - Yes, M. Szost - Yes
Pledge of Allegiance All in attendance participated
Approval of Agenda:
- J.Baldiga moved to accept the agenda as amended, 2nd by M. Szost; all in favor, motion carries.
Call to Audience: (two minutes per visitor) C. Meininger requests to confirm that the bylaws are being followed with regard to the discussion item on the agenda concerning the bylaws.
L. Hodges reported the Flavor Fest made $6800.00. She announced a donation of $6000.00 to the Library with a thank you to the Board for supporting this event. *$6000.00 applied to the New Building Fund by CPA, will show the tracking of this deposit.
- J.Baldiga moves to transfer the $6000.00 from the new building savings account to LGIP account for an increased return, 2nd J. Elsarelli; roll call vote: J.Baldiga - yes, J. Eller - yes, J. Elsarelli - yes, J. Newby - yes, M. Szost - yes, all in favor, motion carries.
Consent Agenda:
● Approval of October 15, 2024 meeting minutes as amended
● Approval of October 2024 bills and expenses as paid
- J. Baldiga moves to accept the consent agenda as amended, 2nd by M. Szost; roll call vote: J. Baldiga - yes, J. Eller - yes, J. Elsarelli - yes, J. Newby - yes, M. Szost - yes; all in favor, motion carries.
Financial Report: Treasurer Szost and CPA, D. Lamsa, explained the reports and structure of reports to the Board and members.
● Approve revised operational budget for 2025
- J. Eller moves to accept the revised operational budget for 2025 as presented, 2nd by J. Baldiga; roll call vote: J. Baldiga - yes, J. Eller - yes, J. Elsarelli - yes, J. Newby - yes, M. Szost - yes; all in favor, motion carries.
● Transfer funds from LGIP account to operational checking/savings account
- J. Elsarelli moves to transfer $105,000.00 from LGIP account to the operational savings account to cover the first quarter of 2025 plus December operational
costs, 2nd by J. Baldiga; roll call vote: J. Baldiga - yes, J. Eller - yes, J. Elsarelli - yes, J. Newby - yes, M. Szost - yes; all in favor, motion carries.
- J. Baldiga moves to accept the financial report as presented, 2nd by J. Eller , roll call vote; J. Baldiga - yes, J. Eller - yes, J. Elsarelli - yes, J. Newby - yes, M. Szost - yes; all in favor, motion carries.
Director’s Report: Director shared the Director’s report as presented in the meeting packet.
- J. Baldiga moves to accept & file the Director’s report as presented, 2nd by M. Szost, all in favor, none opposed, motion carries.
Committee Reports:
New Building:
● Project update / Discussion with local builder and agreements on how to proceed
With the recommendation of Supervisor Pearson, the introduction of Greg Kaer as the new General Contractor for the new library building. Greg is excited to represent the Library as part of our community. The hope is to start pulling permits and dig the basement. Discussion of HUD funding function and building process took place. J. Baldiga and Supervisor Pearson commend Deputy Supervisor J.Martell for the time, effort, and work she put into helping the forward motion of the project. J. Elsarelli will work directly with GC Kaer for phase 1. GC Kaer will have this paperwork ready by next week and a rough target date following.
● HUD Grant updates - No updates
Public Information: Work in progress - Consider erecting signage once equipment shows up on the site. Committee to bring suggestions to the Board.
Policy: None
Finance: None
Capital: Element of signage to include brick sales. Communication: None
Old Business:
● Purchase agreement for selling parcels 05-27-256-009 and 05-27-254-007. Purchase agreement closing cost to be split between the Township Board and the Library Board. J. Eller will continue to follow up on the actions to finalize this purchase agreement.
New Business:
● By-law amendment regarding the election of officers
J. Elsarelli presented proposed amendments suggested by current trustees.
Addition to Article 3 - Membership, Section 3.1 - General Membership
“Membership terms will commence at 12 p.m. on November 20 following the November general election. Prior to taking office, an Oath of public officers must be completed to be fully qualified to take office. If an official other than the clerk administers the oath, the original oath affidavit or a copy of the affidavit must be provided to the township clerk for official township records.”
Addition to Article 4 - Officers
“When there is a rotation of officer positions, it is encouraged to have established members (members with 1 year or more of service on the Board) acting in the roles of President and Vice President. This allows new members to gather an understanding of operations and special projects prior to taking a demanding officer role.”
- J. Baldiga moves to accept the proposed change as discussed and amended to include the officials’ oath - M. Szost 2nd, all in favor, none opposed, motion carries.
● Officer Nominations and Elections for President, Vice President, Secretary and
Treasurer
Board nominated current offers to remain in effect until newly elected board members take office.
Officer positions for newly elected Library Board Trustees taking office on November 20 at noon were nominated for President, Vice President, Secretary Treasurer.
- Motion by J.Baldiga to elect as a slate: President: J. Elsarelli; Vice President: J. Baldiga; Treasurer: M. Szost; Secretary: C. Meininger - 2nd J. Elsarelli - all in favor- none opposed- motion carries.
● Approval of public notice for 2025 regular scheduled meeting dates
- J. Elsarelli moves to accept the public notice for 2025 regular scheduled meeting dates as presented, 2nd by J. Eller; all in favor, motion carries.
Public Forum: None
Next Meeting: January 21, 2025 @ 7:00 p.m. (unless otherwise posted)
Adjournment: J. Elsarelli moved to adjourn at 8:55pm., 2nd by J. Eller; all in favor, the meeting adjourned.
ADDISON TOWNSHIP PUBLIC LIBRARY BOARD
SPECIAL MEETING MINUTES Thursday, December 26, 2024 @ 10:00 a.m.
Call to Order: The Library Board President called the meeting to order at 10:09 am, in the Addison Township Public Library, 1400 Rochester Rd, Leonard, MI 48367
Board Members Present: J. Baldiga - Yes, J. Elsarelli - Yes, C. Meininger - Yes,
J. Newby - Yes, W. Pack - Yes, M. Szost - Yes
Approval of Agenda: C. Meininger noted that the adresses were transposed on the purchased agreement. J. Baldiga moves to approve the agenda, 2nd by M. Szost, all in favor, motion carried.
Order of Business:
● Update name on bank account(s) to remove Lori Fisher and add Michael McDonald.
C. Meininger proposed that the name on the account be changed to Addison Township Treasurer. Doing so would not require the Library Board to change the name every time there is a new Addison Township Treasurer. Board agrees to procced with adding the name of the new Township Treasurer for now and the question will be brough up to Oxford Bank to understand if Addison Township Treasurer would be an acceptable name on the account.
J. Baldiga moved to have Lori Fisher, previous Addison Township Treasurer, removed from the Library's operational bank accounts and add Michael McDonald, newly elected Addison Township Treasurer, to the Library's Oxford Bank Operational Savings account and LGIP account. 2nd by W. Pack. Roll call vote: J. Baldiga - Yes, J. Elsarelli - Yes, C. Meininger - Yes, J. Newby - Yes, W. Pack - Yes, M. Szost - Yes. Motion carried.
● Approve sale agreement for donated property and representative if needed.
A representative to sign closing documents for the property sale was discussed. The Board felt that two(2) board members would be best to sign the sale agreement for the donated property with a backup if needed.
M. Szost moved that J. Elsarelli and J. Baldiga have primary authority to sign the agreement and that M. Szost have backup authority to sign in case J. Elsarelli or J. Baldiga are unavailable. 2nd by J. Baldiga. Roll call vote: J. Baldiga - Yes, J. Elsarelli - Yes, C. Meininger - Yes, J. Newby - Yes, W. Pack - Yes, M. Szost - Yes . Motion carried.
Section 4 of the Sale Agreement was reviewed as a board and agreed to provide the following,
(i) any easements, leases and any subleases or assignments of any of same;
Provided the know easement from RCOC for stormwater drainage. J. Baldiga will review previous records on purchase from road commission for past road resurfacing project to Rochester rd. for any possible easement access agreements. If any are found, they will be provided.
(ii) any and all contracts relating to the management or operation of the Property;
None exist to the Board’s knowledge
(iii) any title insurance policies, commitments, or other evidence of title for the Property;
Current title for property has already been provided to the township
(iv) any surveys of the Real Property, including Geotech and boundary surveys;
Current survey for the property from Grant Ward has been provided to the township. No Geotech exists for the current Real Property.
(v) any building plans and specifications and other drawings or plans relating to the Real Property, including architectural and engineering drawings and reports;
Site plans with building elevations can be provided.
(vi) any notices or correspondence received by Seller from governmental authorities or other third parties within the past three (3) years regarding any violation or alleged violation of any law applicable to the Property;
None exist to the Library Board's knowledge.
(vii) any licenses, permits or approvals relating to the ownership or operation of the Property;
None exist to the Library Board's knowledge. Note that the Property is a part of a special assessment district for Lakeville Lake where additional property taxes apply.
(viii) any warranties, guaranties and bonds related to the Property;
None exist to the Library Board's knowledge.
(ix) any and all environmental, wetland, soil, property condition, engineering and geotechnical reports pertaining to the Property;
Latest environmental and any known wetland reports can be provided.
(x) any and all evidence of utilities running to or through the Real Property, as well as connections of utilities involving the Property;
No utilities exist to the Library Board's knowledge.
(xi) any and all letters, approvals, and/or notices received by Seller and related to the zoning and use of the Property;
Letter of special land use for a public library can be provided.
(xii) any and all agreements pertaining to access to or from the Property, including but not limited to recorded and unrecorded easements, licenses, and access agreements; and
Know easement from RCOC for stormwater drainage has been provided. Any additional documentation found from past road resurfacing project will be provided (see item (i)).
(xiii) any and all documents relating to or arising from any donation of the Property.
All documents pertaining to the donation of the property filed at the library have been provided.
Library board recognizes that the Township Agrees to pay half (50%) of the closing cost for the property sale.
Township has already approached the donor of the property and has obtained permission to sell the property to the Township with the understanding that it will be developed in a manner that remains in agreement with the original intention of the donation. A “Consent To Substitute Real Property” document has already been initiated by the Township. A completed/signed copy of this document has not yet been provided to the Library.
J. Elsarelli moves to proceed with the property sale agreement provided by the Township and address the items as follows,
1. Section 4(due Diligence)
(i) Know easement from RCOC for stormwater drainage has been provided. Any possible easement access agreements found from previous resurfacing project to Rochester rd. will be provided.
(ii) None exist to the boards knowledge
(iii) Current title for property has already been provided to the township
(iv) Current survey for the property from Grant Ward has been provided to the township. No Geotech exists for the current Real Property.
(v) Site plans with building elevations can be provided.
(vi) None exist to the Library Board's knowledge.
(vii) None exist to the Library Board's knowledge.
(viii) None exist to the Library Board's knowledge.
(ix) Latest environmental and any known wetland reports can be provided.
(x) No utilities exist to the Library Board's knowledge.
(xi) Letter of special land use for a public library can be provided.
(xii) The know easement from RCOC for stormwater drainage has been provided (see item (i))
(xiii) All documents pertaining to the donation of the property filled at the library have been provided.
2. Agree to pay for half (50%) of all closing costs as presented by the Township.
3. Township will assist with obtaining all signatures and providing a completed copy of the “Consent To Substitute Real Property” document to the library upon closing of the property sale.
, 2nd by M. Szost, Roll call vote: J. Baldiga - Yes, J. Elsarelli - Yes, C. Meininger - Yes, J. Newby - Yes, W. Pack - Yes, M. Szost - Yes
Next Meeting: January 21, 2025 @ 7:00 p.m. (unless otherwise posted)
Adjournment: Motion to adjourn by J. Elsarelli, 2nd by W. Pack, all in favor, none opposed - motion carried.
Meeting adjourned at 10:53am