Dec 11 Minutes

Hopkins District Library Regular Board Meeting Minutes

December 11, 2018, 7pm

Call to Order -  karon Dunifin@ 7:15 pm

Roll Call - Present - Amy Germain, Karon Dunifin, Zak Smit, Elyshia Shafer,  Eric Alberda, Mimi Gabriel

   Absent - Morgan Coon, Sandy Morris, Barb Wrobleski

Approval of Agenda -  Motion made by Mimi Gabriel and seconded by Eric Alberda. All ayes

Approval of Minutes -  (Pages 3-5) Motion made by Eric Alberda to approve and seconded by Karon Dunifin. All Ayes

Treasurer’s Report - Financial Reports from Oct and Nov (Pages 6-8)  Sandy’s reports (Oct - Pages 9-10, Nov - Pages 11-12) Motion made to approve all treasurer's reports as presented by Karon Dunifin and seconded by Mimi Gabriel. All ayes.

Correspondence -  

Public Comment -

Director’s Report  - Pages (13-14)

Programs –  good sign ups for classes. First of round Santa letters came in. Also visits from Elementary.

Statistics -  (Pages 15-16)-  not a lot of change from 2017 to 2018.

Meetings, workshops, etc - Lakeland Library Cooperative Board meeting and ILS Council meeting (Dec 13)

Building Items - motor installed on furnace, air ducts cleaned, bathroom toilet and sink done. New sink in main area. Linoleum needs replaced in bathroom.

Budget Items - working on State aid report.  Quickbooks online. Quote came in for Overwatch tech upgrades. 1,280 with labor. This will upgrade speed of internet.

Library Closings – Christmas Eve and Day (Dec 24 & 25); New Years Eve and Day (Dec 31 & Jan 1).

Volunteers -  Megan still doing a great job.

Lakeland, State other library news -

Old Business --

1. Strategic Planning - Furniture options - Motion made to spend under 1,000.00 for couch and loveseat and for Elyshia just to purchase when she finds the best deal. Made by Karon Dunifin and seconded by Mimi Gabriel. We will re apply for casino grant for chairs for computers.

New Business –

1. Director’s Evaluation (Pages 17-28) - to be completed by December 30th. Reminder e-mail to be done prior to that.

Public Comment- none

Adjournment  - Motion made by Mimi Gabriel and seconded by Eric Alberda

Next Meeting Tuesday, January 8, 2018 at 7pm (Annual Meeting; Regular Meeting to follow)

Director's Report

Programs –  

Our new round of programs began last week. They are already very popular with waitlists so we are excited to offer a whole new series this winter.

We finished up our round of elementary school visits on Friday. They seemed to have a lot of fun. We are now in the process of answering all the Santa Letters to return to the students by next week. If anyone wants to finish off a few letters for us, that would be great. We are still waiting for about 4 classes to drop their letters off to us to answer.

Statistics -  (Pages 15-16)

As for statistics, some are up and some are down. Checkouts are up slightly from this time last year. Ancestry use has dropped drastically from this time last year; however, there seems to be a great deal of fluctuation for ancestry, so it’s quite possible it will be up again next month.  I currently do not have the numbers yet for our e-magazines, but I imagine they are probably much the same as the last few months.

Meetings, workshops, etc - Lakeland Library Cooperative Board meeting and ILS Council meeting (Dec 13)

Building Items - Motor installed on furnace this last Wednesday, so that should be good for awhile. New sink in the kitchenette and bathroom fixtures were installed by Eric Estelle Nov. 29. We are very happy with the new features and have already out them to good use. The air ducts were cleaned the same day. Apparently there was a lot of dust up there, but we are all good now. They suggest that we get them cleaned every 5-10 years.

Budget Items - I am currently working on our state aid report. My goal is to have it submitted before the end of the year. It is due Feb 1st.

I purchased the license to Quickbooks Online and am currently transferring our information over so it will be all ready for the new year. I also talked to Sandy about finishing up some paperwork for us (not just the year end stuff) so that we will have the previous year ready for the auditors when they come in the spring since she worked on our account all through the previous year.

I got the quote in from Marcus with Overwatch for the tech upgrades we want to do. It comes out to 1,280 with labor. He did warn me that the prices were set to go up from one of suppliers on December 23rd so it would be a good idea to get our order in now. I told him to go ahead with it since it is within the amount we have available within our technology budget.

Library Closings – Christmas Eve and Day (Dec 24 & 25); New Years Eve and Day (Dec 31 & Jan 1)

This isn’t exactly a closings note,  but Mark has brought to my attention the dates of the Township’s Board of Records meetings. At this time, one time will interfere with our March 2019 board meeting. As the next meeting includes our annual meeting, which allows us to look ahead at the meeting times for the next year, that might be the best opportunity to decide how we want to schedule the March meeting.

Volunteers - Meghan is still doing a great job. We hope to use her very soon here to help us install some of the new shelving we got from Allegan District Library.