Dorr Township Library

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February 10th Minutes

DORR TOWNSHIP LIBRARY

BOARD OF TRUSTEES

MEETING

Dorr Township Library

Date: February 10, 2014

6:30 P.M.

MINUTES

Meeting was called to order at 6:36 pm by Pat Moore, President.

Roll Call: Present- Pat Moore, Tara Reece, Ken Huizinga, Peggy Otto, Barbara Gibson. Absent- Louis Harnish. Natalie Bazan, Library Director, was also present. Nine visitors.

Approval of the Agenda: Reece motioned to approve the agenda; seconded by Gibson. All yes, motioned carried.

Approval of the Minutes: Motioned to approve the January 2014 Minutes by Moore, seconded by Gibson. All yes, motioned carried.

Treasurer’s Report: Otto motioned to receive and file the January 2014 Treasurer’s report, seconded by Moore. All yes, motioned carried. Moore motioned, Reece seconded to pay the current credit card bill in the amount of $179.30. All yes, motioned carried.

Public Comment: Was heard.

Director’s Report: Bazan provided information about library programming and events during the preceding month and upcoming events. She also provided reports on meetings attended, library closures, grant applications, State Aid, building issues, and ongoing library functioning.

Township Board Meeting: The next meeting is 2/24/14. Otto will attend this meeting. Otto attended the previous meeting and provided information about library functioning.

Committee Reports: None.

OLD BUSINESS:

  1. Employee Personnel Manual: Board reviewed revised Employee Personnel Manual.  Discussed fixing a few minor spelling errors as well as adding a signature line with date for employees to sign that they have read and understood the policy. Gibson motioned to approve revised Employee Personnel Policy for immediate adoption, seconded by Moore. All yes, motioned carried.
  1. Bylaws: Review of revised Dorr Township Library Board Bylaws was conducted. Discussed removing reasons for absences of meetings under Section 2 as well as altering the wording related to the order of the meetings.in Article IV, Section 1. Gibson motioned to approve the revised Bylaws for immediate adoption, seconded by Huizinga. All yes, motioned carried.
  1. Gift Policy: Board reviewed revised gift policy with the revised name change to “Donation Policy”.  Moore motioned to change the name to the Donation Policy, seconded by Reece. All yes, motioned carried.

NEW BUSINESS:

  1. Release of Employee Files: With the adoption of the Employee Personnel Manual this now has been addressed.
  1. 2013/2014 Budget Amendments: Discussed reallocation of budget based on current figures on expenditures for the 2013/2014 fiscal year. Proposed to move $86.40 from budget line item “Children’s Garden” to cover overage in that amount in “Coffee”; $139.00 from the budget line item “Children’s Garden” to “Insurance and Bonds” to cover overages in that amount. The remainder from the allocation to the budget line item “Children’s Garden” ($329.60) will be allocated to budget line item “Professional Services”. We also propose moving the remaining $570.10 from budget line item “Transportation” to “Professional Services”. Gibson motioned to amend the 2013/2014 budget as specified above, Moore seconded. All yes, motioned carried.
  1. 2014/2015 Proposed Budget: Bazan presented an initial draft budget for the 2014/2015 fiscal year.We do not have the figures for revenue to date so will table until March 2014.
  1. Correspondence: Discussed a letter that was provided to the Board and a letter to Moore.
  1. Resolution: Reece motioned to accept the resolution to cease payment of Board members, seconded by Otto.All yes, motioned carried.
  1. Director’s 90-Day Probationary Performance Review: Began discussion of Director’s 90-day Probationary Review. Bazan requested that she would like to meet in closed session in accordance with the Open Meetings Act.
    1. Motion to Meet in Closed Session: Reece motioned that the Board meet in closed session under Section 8(a) of the Open Meetings Act, to consider the periodic personnel evaluation at the request of the employee involved in the evaluation, Natalie Bazan. Seconded by Otto. The vote to move to closed session was conducted in a roll call vote. Reece: Yes; Huizinga: Yes; Otto: Yes;  Moore: Yes; Gibson: Yes. In accordance with the Open Meetings Act, the Board moved to a closed session at 7:40pm.

Motion to End Closed Session: At 7:50pm, Moore motioned to end the closed session, seconded by Gibson. All yes to end closed session and return to the open session.

Director’s Review: Reece motioned to remove Bazan’s probationary status as Director and establish her as entitled to all benefits specified in her employment contract after completion of her 90-day probationary period, Huizinga seconded. All yes, motioned carried.

Adjournment: Moore motioned, Otto seconded to adjourn at 7:58pm. All yes.

Next regular meeting: March 10, 2014 at 6:30 p.m. at the library.

Submitted by Tara Cornelius Reece.

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