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