Dowagiac District Library Board Meeting Minutes
August 8, 2017

Call to order: The regular meeting for the Dowagiac District Library Board was called to order at 6:30 p.m. by Chair Judy Lawrence. Present Members: Judy Lawrence, Mary Ann Bengtsson, Mitch Billingham, Kathryn Hayes, Kurt Reich, Kaye Smith and Library Director Matt Weston. Absent Members:  None

Approval of Agenda and Ground Rules:  Motion to approve the Agenda and Ground Rules made by Kurt Reich, seconded by Kaye Smith, whereupon motion carried.

Approval of Minutes: Motion to approve the Library Board Minutes dated July 11, 2017 made by Kurt Reich, seconded by Mary Ann Bengtsson, whereupon motion carried.

Public Comment: None  

Approval of Vouchers and Financial Review:  Motion to approve the July Vouchers and Financial Review

 made by Mary Ann Bengtsson, seconded by Kaye Smith, whereupon motion carried.

Director’s Report: Director Weston presented and reviewed the library report and his Monthly

Report (see attached).

Committee Reports:

                Building and Grounds: Director Weston reviewed the proposed Standard Form of Agreement from HBM Architects for the building project and discussed specific areas that need clarification per our lawyer prior to signing. A Skype meeting will be set up between HBM, Director Weston, and Library Board Chair Lawrence to get clarifications and all Board members concurred.

               Personnel: Motion to hire Melissa Phillips for the position of Youth Coordinator made by Mary

 Ann Bengtsson, seconded by Kathryn Hayes, whereupon said motion carried.  

                Policy: Motion to approve the revised Computer Use Policy made by Kaye Smith, seconded by Mitch Billingham, whereupon motion carried.

              Finance: The Board reviewed the proposed budget for 2017-2018. A Public Hearing was set for

9/12/17 at 6:00 p.m. and the proposed budget will be voted on at the Regular Board Meeting at 6:30

p.m. on 9/12/17. A checking account for the Building Expansion Fund was opened at

Greater Niles Community Federal Credit Union using funds from the Future Building Expansion; the

remaining balance of the Future Building Expansion account will be used for emergency expenses. Mary

Ann Bengtsson made a motion, seconded by Mitch Billingham, to close the Huntington Bank account

and move funds to 1st Source Bank for bill paying purposes, whereupon said motion carried.
 

Old Business: It was reported that a ‘YES’ Committee will be formed in March 2018 for the Building

Expansion Project.            

New Business: None 

Public Comment: None

At 7:55 p.m. Mary Ann Bengtsson made a motion, seconded by Kurt Reich, to go into Closed Session to discuss Director Weston’s yearly evaluation and motion carried; at 8:08 p.m. the Regular Board Meeting was reconvened and all Board Members were present.

Next Meeting Date: September 12, 2017  

Adjournment: Mary Ann Bengtsson made a motion to adjourn the meeting at 8:10 p.m.  

Respectfully submitted by Kathryn Hayes              


 

Dowagiac District Library
Director’s Monthly Report, Board Meeting of August 9th, 2017

Community Services

$500 received from Library of Michigan for Makerspace supplies.  Supplies requested came mainly from the two STEAM-craft and Makerspace books owned by the Library.

Director Weston met with representatives from the Pokagon Band Early Childhood department to form a Native American-themed book club to meet at the Library the first Wednesday of each month starting September 6th.

Dates were finalized for the adult literacy workshops sponsored by Chemical Bank and to be held on Monday evenings in September after the Library is closed.  Banking Basics, Money Management, and other subjects will be covered.

The Ladies Library booksale setup in the adult nonfiction room from July 19th-25th (Wed-Tue) and sold between 2-3 pallets of books from donations and weeding of the library collections.

Facilities

Vestibule was enlarged and double doors installed by Decatur Door and Glass.  John Vylonis coordinated the installers, electrician, and mason involved in the project.

NCSC construction paid for part of the sprinkler system they removed and damage caused last summer.  Turf Services installed a new line on the New York Ave and replaced a damaged valve.

New outside lights above the entrance were installed because covers needing replacement could not be found.

Director Weston and Board President Lawrence opened a Building Expansion account at Niles Federal Credit Union and met to discuss the contract from HBM Architects out of Cleveland, OH.

Financial

70200: $506.46 to Brittanie Black for direct deposit missed and $44.50 to Joshua Cloud for holiday time.

93100: $556.20 to Turf Services for replacement of sprinkler line and damaged control valve.

99000: $4,798.00 to Decatur Door & Glass and $1,530.00 to Automatic Door Service for vestibule.

Personnel

Judy Preston attended a webinar for cataloging with the Library’s VERSO software.

Heather Bloomer and Director Weston interviewed candidates for the Youth Services Coordinator position.

 

Respectfully yours,

Matt Weston, Director

 

 

Dowagiac District Library Board Meeting Minutes

 July 11, 2017

Call to order: The regular meeting for the Dowagiac District Library Board was called to order at 6:20 p.m. by Chair Judy Lawrence. Present Members: Judy Lawrence, Mary Ann Bengtsson, Mitch Billington, Kathryn Hayes, Kurt Reich, Kaye Smith and Library Director Matt Weston. Absent Members:  None

Approval of Agenda and Ground Rules:  Motion to approve the Agenda and Ground Rules made by Kaye Smith, seconded by Kathryn Hayes, whereupon motion carried.

Approval of Minutes: Motion to approve the Library Board Minutes dated June 13, 2017 made by Kurt Reich, seconded by Mary Ann Bengtsson, whereupon motion carried.

Public Comment: Shirley Bruursema from the Kent District Library addressed the Board regarding having a successful capital campaign for the building expansion project. Shirley left handouts for the Board, discussed the experience she’s had with passing a millage, and expressed her willingness to help, if requested.

Approval of Vouchers and Financial Review:  Kurt Reich made a motion, seconded by Mary Ann Bengtsson, for approval of the June Vouchers and Financial Review, whereupon motion carried.

Director’s Report: Director Weston presented and reviewed the library report and his monthly Report (see below).
 

Committee Reports:

Building and Grounds: None

Personnel: Director Weston requested offering a higher salary for the new Youth Coordinator as a way to hire / retain due to the demands of the position. The Board discussed moving funds from capital outlay and contingency to the salary and wages line item to cover the salary increase and all concurred. The Director’s evaluation was distributed, should be completed / returned by July 26th, and will be discussed at a closed session in August.

Policy: Director Weston presented an updated Internet and Computer Use Policy and requested that it be considered since the current policy has been in place since 2010. The policy will be voted on at the August meeting.

Finance: The Board concurred to move line item funds to 70200 for the new Youth Coordinator’s salary (see above).     

Old Business: None       

New Business: Huntington Bank will be closing the Dowagiac branch in September and the Board discussed moving the library’s account to 1st Source Bank.   

Public Comment: None

Next Meeting Date: August 8, 2017  

Adjournment: Mary Ann Bengtsson made a motion to adjourn the meeting at 8:35 p.m.  

Respectfully submitted by Kathryn Hayes

 

Dowagiac District Library
Director’s Monthly Report, Board Meeting of July 11th, 2017

Community Services

57 Justus Gage Elementary 2nd-graders visited.  They listened to stories, learned about the Summer Reading Program, and took a tour of the Library.

Director Weston attended the Dowagiac Rotary on June 8th as one of 4 guest speakers, and told members about the Library’s involvement in One Story its history with the program.

The Meet Up and Eat Up mini-grant program has been providing lunches since June 19th, from 11:30-noon, in front of the Library for children and adults with special needs.  The Library partnered with Dowagiac Union Schools to apply for the grant.

Facilities

Ed Smola from Decatur Door & Glass was contracted to enlarge the vestibule and install interior doors.  Jon Vylonis has been coordinating with Ed, an electrician, and Automatic Door Systems (ADS).

Turf Services delivered a quote of $900-$1000 to re-install sprinklers removed on NW side of building.

J.P. Gillen and Associates installed four of the six new staff mini-PCs.  Three of the older PCs were installed upstairs for children and families.

Financial

88000: $272.74 to American Science & Surplus for Summer Reading weekly prizes.

99500: $169.60 to IT3 for computer monitors

$70,782 check from Huntington Bank and $71,740.63 check deposited to Chemical Bank money market fund.

Personnel

Youth Services Coordinator Elizabeth Miller resigned June 3rd.  The position is currently vacant.

Former employees Heather Dobberstein and Brittanie Black have moved back to the area for the summer and have been employed as Customer Services Associates.

Respectfully yours,

Matt Weston, Director

 

 

Dowagiac District Library Board Meeting Minutes
 June 13, 2017

Call to order: The regular meeting for the Dowagiac District Library Board was called to order at 6:20 p.m. by Chair Judy Lawrence. Present Members: Judy Lawrence, Mary Ann Bengtsson, Mitch Billington, Kathryn Hayes, Kurt Reich, Kaye Smith and Library Director Matt Weston. Absent Members:  None

Visitors: None

Approval of Agenda and Ground Rules:  Motion to approve the Agenda and Ground Rules made by Kurt Reich, seconded by Mary Ann Bengtsson, whereupon motion carried.

Approval of Minutes: Motion to approve the Library Board Minutes dated May 9, 2017 made by Kurt Reich, seconded by Kathryn Hayes, whereupon motion carried.

Public Comment: Representatives from HBM Architects made a presentation for Phase I of the building expansion project and discussed time frames for this phase, specifically needs for the Library space usage, costs, grants, and a Community Input Session which the Board plans to hold on August 2, 2017.

Approval of Vouchers and Financial Review:  Kathryn Hayes made a motion, seconded by Kaye

Smith, for approval of the May Vouchers and Financial Review, whereupon motion carried.

Director’s Report: Director Weston presented and reviewed the library report and his monthly
Report (see attached).

Committee Reports:

              Building and Grounds: The Board discussed the replacement of sprinklers along the NW strip of the building and agreed that it should be repaired / paid for and the bill forwarded to the City for reimbursement.

               Personnel: Director Weston reported that Youth Coordinator resigned and that he had secured a part-time person for the summer and will post the opening. It was stated that the formal evaluation for Director Weston takes place in July.

              Policy: None

              Finance: The Board concurred to move a CD from 1st Source Bank and surplus funds from the 2016 building expansion project into a CD at Chemical Bank.    

Old Business: None       

New Business: None

Public Comment: None

Next Meeting Date: July 11, 2017  

Adjournment: Kaye Smith made a motion to adjourn the meeting at 7:28 p.m.  

Respectfully submitted by Kathryn Hayes             

 

Dowagiac District Library
Director’s Monthly Report, Board Meeting of June 13th, 2017

Community Services

Library staff helped usher at the middle school PAC for storyteller Sam Payne May 16th & 17th.  The Library also participates in meetings leading up to the event and helps choose the storyteller as part of the Dogwood Festival each year.

The Library hosted a Deep Nature Event with naturalist Justin Lake on May 13th, in the open area of the Commercial Street renovation.  Pokagon traditionalist Jefferson Ballew opened the event with a welcome song and ceremonial fire.  Participants learned to connect with nature by participating in group activities.

Youth Services had 44 kids visit from Justus Gage Elementary (4th-graders).  They played games and looked at books upstairs, and toured the Library in smaller groups.

The theme for this year’s Summer Reading Program (June 16th-August 31st) is “Build a Better World”.  Youth Services Coordinator Miller finished designing the brochure and 1200 copies were distributed to the schools.

Facilities

Turf Services came out to turn on the sprinkler system and meet with Director Weston about re-installing sprinklers on the NW side of the building.

Financial

93000: $1310.11 to U.S. Business Systems, Inc. for ink and maintenance for copiers and fax machine.

93100: $507.03 to Arnulfo B. Casas for gardening services and repair to NE retaining wall.

99500: $2,620.74 to InaComp TSG for 6 HP mini desktop computers.

Personnel

May 11th Director Weston attended a meeting at the Paw Paw District Library featuring Kent District Library Board member Shirley A. Bruursema, a.k.a. the ‘millage queen’.

May 24th Library Coordinator Gray participated in a training webinar about the Library’s ILS circulation module.


Respectfully yours,

Matt Weston, Director

 

Dowagiac District Library Board Meeting Minutes
May 9, 2017

Call to order: The regular meeting for the Dowagiac District Library Board was called to order at 6:20 p.m. by Chair Judy Lawrence. Present Members: Judy Lawrence, Mary Ann Bengtsson, Mitch Billington, Kathryn Hayes, Kurt Reich, Kaye Smith and Library Director Matt Weston. Absent Members:  None

Visitors: None

Approval of Agenda and Ground Rules:  Mary Ann Bengtsson read aloud the Ground Rules. Kurt Reich made a motion, seconded by Kaye Smith, for approval of the Agenda and Ground Rules whereupon motion carried.

Approval of Minutes: Motion to approve the Library Board Minutes dated April 11, 2017 made by Mary Ann Bengtsson, seconded by Kurt Reich, whereupon motion carried.

Public Comment: None

Approval of Vouchers and Financial Review:  Kaye Smith made a motion, seconded by Kathryn Hayes,  

for approval of the April Vouchers and Financial Review, whereupon motion carried.

Director’s Report: Director Weston presented and reviewed the library report and his monthly report

(see attached).

Committee Reports:

                Building and Grounds: Upon a review and discussion of the proposals for vestibule doors at the front entrance of the library, Kurt Reich made a motion, seconded by Mary Ann Bengtsson for approval and motion carried. It was noted that, in addition to Clean Cut for lawn care, a gardener has been hired to maintain flower beds, trimming, etc. The Board discussed the three proposals presented for the building project and following the discussion Mary Ann Bengtsson made a motion, seconded by Kaye Smith, to select HBM as the building consultant whereupon motion carried. Director Weston will contact HBM and request that they be present at the next Regular Board Meeting on June 13, 2017.

                Personnel: Following a discussion to explore the possible cost savings of using a group insurance plan with multiple libraries via MLA and National Insurance Services, Kathryn Hayes made a motion, seconded by Mary Ann Bengtsson, for the agent of record to gather insurance information. 

                Policy: None

                Finance: Director Weston noted the budget revision for revenue lines 63000 and 69500 were for fees and copies for the audit.   

Old Business: Board members agreed to explore firms for the 2017 yearly audit and Director Weston

will gather some quotes.    

New Business: The Library will be purchasing 6 mini desktops patron PCs by using $1000 from the Coop Tech Grant. Director Weston requested to use additional library funds towards the purchase. Kaye Smith made a motion, seconded by Kathryn Hayes, to approve a$1500 from budget line 93050 to be used for the patron PCs and the motion carried.

Next Meeting Date: June 13, 2017  

Adjournment: Mary Ann Bengtsson made a motion to adjourn the meeting at 7:35 p.m.  

Respectfully submitted by Kathryn Hayes

 

Dowagiac District Library
Director’s Monthly Report, Board Meeting of May 9th, 2017

Community Services

Daily spring break programs Monday-Saturday in Youth Services were well attended and included make-and-take crafts, an UNO tournament, an Easter egg hunt, and a movie.

Our first Fandom Fest (Berrien Springs, Cass, Dowagiac, and Eau Claire District Libraries) at Cass DL had 176 attendees (including 10 staff/volunteers, 32 artists/vendors and 4 speakers).  The Ladies Library Association, Honor Credit Union, and individual libraries sponsored the event.

Director Weston attended the Middle School Science fair April 19th, handed out information and made a fandom craft with kids and parents.  The Library donated two door prizes to the event.

Elizabeth Miller of Youth Services had three programs during Money Smart Week (April 24th-29th) encouraging financial literacy for kids and teens.  Representatives from Honor Credit Union and Chemical Bank ran two of the programs involving money games for teens, and Ms. Miller ran the money-themed storytime and crafts for pre-schoolers.

Facilities

Quotes from two companies for the vestibule were collected.  Director Weston recommends using Decatur Door and Glass.

Garey Roofing fixed leak behind checkout desk April 1st.

6 mini-desktop computers reserved through group purchasing (REMC/SPOT) to replace patron PCs and move to children’s area.

Financial

88000: $200 (x3) speakers honoraria for Fandom Fest.

93050: $3,673.00 to Autographics for library catalog, checkout and processing system.

93100: $1,631.54 to John Vylonis for installation of Knox Box and replacement of railing base.

93100: $372.00 and $989.92 to Erick’s Carpet Cleaning for cleaning chairs and carpets.

Personnel

Director Weston attended Southwest Michigan Library Coop meeting April 13th at New Buffalo DL.

Respectfully yours,

Matt Weston, Director

 

 

Dowagiac District Library Board Meeting Minutes
April 11, 2017 

Call to order: The regular meeting for the Dowagiac District Library Board was called to order at 6:40 p.m. by Chair Judy Lawrence.  

Present Members: Judy Lawrence, Kurt Reich, Kathryn Hayes, and Library Director Matt Weston. The Library Board welcomed new member Mitch Billingham (Wayne Township). 

Absent Members:  Mary Ann Bengtsson, Kaye Smith

Visitors: None

Approval of Agenda and Ground Rules: Motion to approve Agenda and Ground Rules made by Kurt Reich, seconded by Mitch Billingham, whereupon motion carried.

Approval of Minutes: Motion to approve the Library Board Minutes dated March 14, 2017 made by Kurt Reich, seconded by Kathryn Hayes, whereupon motion carried.

Public Comment: None

Approval of Vouchers and Financial Review: The Board discussed the adjusted zero service for

Huntington Bank; it was reported that the on-line system for accounting and Quick Book is working

 out well; it was suggested that the Library might be able to get a cheaper rate for certain

 newspaper subscriptions so this will be reviewed.  Kurt Reich made a motion, seconded by

Kathryn Hayes, for approval of the March Vouchers and Financial Review, whereupon motion

carried.

Director’s Report: Director Weston presented and reviewed the library report and his monthly

 report (see attached). He also stated that the library will begin another ‘Food for Fines’

 program in summer. 

Committee Reports:

                Building and Grounds: On 4/5/17 the Board had a goal setting meeting to review the three building project proposals. Due to the lack of a full Board tonight, it was agreed by all present that we will meet at 5:30 p.m., prior to the regular May 9th Library Board Meeting. At that time we will continue the discussion, gather input / ideas from Board members, and decide on a firm for the project.  

                Personnel: Director Weston reported that Elizabeth Miller was hired on 3/21/17 as the new Youth Services Librarian.  

                Policy: None

                Finance: The Board discussed transferring residual funds from a 2016 CD into a savings account and Kurt Reich will get savings account rates / information.  

Old Business: It was suggested that the library review options / fees of other firms to complete

 the yearly audit and further discussion to take place at the next meeting.  

New Business: None

Next Meeting Date: May 9, 2017  

Adjournment: Motion to adjourn made by Kurt Reich, seconded by Bill Billingham, whereupon motion carried and the meeting adjourned at 8:20 p.m.  

Respectfully submitted by Kathryn Hayes

 

Dowagiac District Library
Director’s Monthly Report, Board Meeting of April 11th, 2017

Community Services
Director Weston met with representatives from Cass County Bridges Out of Poverty to arrange a series of financial planning workshops from September through early December (sponsored by Chemical Bank).

Youth Services programs were led by Kara Pauley for the first half of March until Elizabeth Miller took over as Coordinator.  Programming has continued uninterrupted except for teen Book Club and Writing Wednesdays.

Kara Pauley and Elizabeth Miller visited the high school to promote Fandom Fest, and Ms. Miller visited Justice Gage Elementary to promote spring break events at the Library.

Fandom Fest: Ms. Pauley met with Honor CU and received three $50 prize baskets for the event April 15th, Director Weston and the Youth Coordinator attended a planning meeting 3/16 at Berrien Springs Library.

Ms. Pauley gave a presentation at the Dowagiac Rotary on 3/9 about STEAM kits that can be checked out from the Library.  She also gave a talk about this at the MLA Spring Institute in Frankenmuth 3/30.

Facilities

The Library was closed Friday, March 10th, due to a power outage.

Financial

Implications of potential loss of IMLS funding

80100: $140 to YourMembership.com Michigan Library Association for Youth Services job posting.

93000: $180 to Automatic Door Service for replacing receiver from power outage.

93100: $270 to Zach Guernsey for painting and shelf construction in custodial closet.

95600: $200 to Radiant Rogue Games for 4 play-to-win board games for Fandom Fest (change to 88000).

Personnel

Director Weston attended a Library Coop meeting March 9th featuring a question and answer forum with library lawyer Anne Seurynck.

Cataloger Judy Preston attended a webinar about collection development entitled “Dewey or don’t we?"

Youth Services Librarian Elizabeth Miller started March 21st and had a week of training with Kara Pauley.

Respectfully yours,

Matt Weston, Director

 

 

Dowagiac District Library Board Meeting Minutes
March 14, 2017

 

Call to order: The regular meeting for the Dowagiac District Library Board was called to order at 6:40 p.m. by Member Mary Ann Bengtsson.  

Present Members: Kaye Smith, Kurt Reich, Mary Ann Bengtsson, Kathryn Hayes, and Library Director Matt Weston.

Absent Members: Chair Judy Lawrence.

Visitors: None

Approval of Agenda and Ground Rules: Motion to approve Agenda and Ground Rules made by Kathryn Hayes, seconded by Kaye Smith, whereupon motion carried. 

Approval of Minutes: Motion to approve the Library Board Minutes dated February 14, 2017 made by Kaye Smith, seconded by Kurt Reich, whereupon motion carried.

Public Comment: None

Approval of Vouchers and Financial Review: Kaye Smith made a motion, seconded by Kathryn Hayes, for approval of the February Vouchers and Financial Review, whereupon motion carried.

Director’s Report: Director Weston presented and reviewed the library report and his monthly report (see attached).  
 

Committee Reports:

            Building and Grounds: The Board will have a Goal Setting Meeting on April 5 at 1:30 p.m. to review three (3) proposals submitted for the building project and to set some preliminary timeframes / goals for the building project. The Board concurred to continue to use Clean Cut for lawn care and maintenance.

            Personnel: Director Weston reported that Kara Pauley has resigned and that he is in the process of scheduling interviews for a new youth services librarian.  

            Policy: None

            Finance: Board members received the revised copy of the Financial Report dated 9/30/2016 (correction on page 3 of the report).
 

Old Business: Member Terri Frantz resigned from the Library Board when she moved. Board members are checking with a few people who might be interested in filling a vacancy on the Library Board.

New Business: None

Next Meeting Date: April 11, 2017

Adjournment: Mary Ann Bengtsson adjourned the meeting at 7:25 p.m.

Respectfully submitted by Kathryn Hayes

 

Dowagiac District Library
Director’s Monthly Report, Board Meeting of March 14th, 2017

Community Services

The first One Story event took place Saturday, February 18th, at the Dowagiac Area History Museum with speaker Steve Arseneau presenting a history of Dowagiac through photographs.  Events have been scheduled throughout the winter and spring in collaboration with the Pokagon Band, History Museum, Library, and Southwest Michigan College.

Youth Services had 6 storytimes (60 attendees), Comic Club met 3 times (15), Teen Book Club met once (3), Writer’s Group met twice (6), there were 4 Game Days (63) including a Mario Smash Bros. tournament (8), four LEGO challenges (19), and a couple Makerspace projects completed (7).  During Ice Fest patrons made Snow Slime (14), and on Friday 24th there was a mystery event (Whodunnit? 11 participants).

Director Weston had meetings with the One Story Committee (Feb.14th), the Pokagon Band (Feb.15th) for crafting events, and hosted inter-library Fandom Fest meeting with Ms.Pauley (Feb.16th) to finalize event planning.

Facilities

February 6th Director Weston Visited Kent Records Management in Muskegon to take care of remaining boxes in storage to save on $99 monthly fee.

February 23rd Garey Roofing came out and fixed three spots on the flat roof where water could get in.  Roof is under warranty until 2022.

Zach Guernsey built a storage shelf up high in the custodial closet to get lights and miscellaneous items off the ground and away from pipes.

Financial

93050: $399.89 credit from Amazon.com for return of towel sent (instead of wireless router).

93100: $248.00 to Advantage Plumbing, Inc. to repair staff toilet.

95606: $850.00 to Kruggel, Lawton & Company for January audit reports and expenses.

Personnel

Brittanie Black came back to work on a temporary basis to help during busy times and assist with Youth Services projects.

Director Weston attended Records Retention (February 10th) and Understanding Headlee (February 22nd) webinars from the Library of Michigan. 

Respectfully yours,

 

Matt Weston, Director

 

 

Dowagiac District Library Board Meeting Minutes
February 14, 2017


Call to order: The regular meeting for the Dowagiac District Library Board was called to order at 6:30 p.m. by Chair Judy Lawrence.

Present: Members Kaye Smith, Kurt Reich, Mary Ann Bengtsson, Kathryn Hayes, and Library Director Matt Weston.

Absent: Members Teri Frantz

Visitors: None

Approval of Agenda and Ground Rules: Motion to approve agenda and ground rules made by Kurt Reich, seconded by Kathryn Hayes, whereupon motion carried.

Approval of Minutes: Motion to approve the Library Board Minutes dated January 17, 2017 made by Kaye Smith, seconded by Kurt Reich, whereupon motion carried.

Public Comment: None

Approval of Vouchers and Financial Review: Kathryn Hayes made a motion, seconded by Kaye Smith, for approval of the January vouchers and financial review, whereupon motion carried.

Director’s Report: Director Weston presented the library report and his monthly report (see attached).  

Committee Reports:

            Building and Grounds: The Board will have a Goal Setting Meeting on April 5 at 1:30 p.m. to review three (3) proposals submitted for the building project and to set some preliminary timeframes / goals for the building project.

            Personnel: None

            Policy: None

            Finance: Kurt Reich will check into the low interests that Library funds are receiving from the Honor Credit Union. The Board discussed page 3 of the 2015-2016 Final Audit Report and Kurt Reich made a motion, seconded by Kaye Smith, to request the audit firm to correct the error on page 3 and then re-submit the report to the State whereupon motion carried.

Old Business: None

New Business: None

Next Meeting Date: March 14, 2017

Adjournment: Kathryn Hayes made a motion, seconded by Kaye Smith, for the meeting to be adjourned, whereupon motion carried and the meeting was adjourned at 8:02 p.m.

 

Respectfully submitted by Kathryn Hayes

 

------------------------------------

Dowagiac District Library
Director’s Monthly Report, Board Meeting of February 14th, 2017

Community Services:

Director Weston and Kara Pauley attended the Inland libraries Fandom Fest meeting January 26th at SMC.

Tuesday night adult coloring met 5 times and had 16 attendees; 3 people read and discussed Sense and Sensibility for the monthly Classics book group.

Youth Services had 9 storytimes (42 attendees), 4 Game Days (36), 4 LEGO challenges (6), Writing Wednesdays met 3 times (7), and Comic Club met twice (6).  The Book Club (3) read and discussed The Coldest Girl in Coldtown.  Family Game Night had 5 participants.

Facilities:

Vestibule and back hallway LEDs both required parts to be shipped from South Bend.  John Vylonis has scheduled an electrician to come out in February.

Financial:

State Report completed by Director Weston; final audit report completed by Kruggel Lawton.

93050: $399.89 to Amazon.com for Meraki wireless router and $214.47 for 3-year license.

99500: $976.60 to Niles Janitorial Supply for (2) 6’x16’ entranceway mats.

99500: $126.14 to Lowes #01110 for replacing broken microwave in staff break room.
 

Personnel:

Director Weston interviewed candidates for the Patron Services Associate position and hired Deadria Murray who started January 17th.

Respectfully yours,

 

Matt Weston, Director

---------------------------------------
 

Dowagiac District Library Board Meeting
Minutes for January 17, 2017

Call to order: The regular meeting for the Dowagiac District Library Board was called to order at 6:30 p.m. by Chair Judy Lawrence.

Present: Members Kaye Smith, Kathryn Hayes, Library Director Matt Weston.

Absent: Members Kurt Reich, and Mary Ann Bengtsson.

Vistors: Alex Schaeffer, CPA, Senior Manager at Kruggel Lawton.

Approval of Agenda and Ground Rules: Motion to approve agenda and ground rules made by Kaye Smith, seconded by Kathryn Hayes, whereupon motion carried.

Approval of Minutes: Motion to approve minutes from the December 13, 2016 regular meeting made by Kaye Smith, seconded by Kathryn Hayes, whereupon motion carried.

Public Comment: At this time, Alex Schaeffer reviewed the audit report with the board.

The audit found the library’s overall budget to be very good. (See attached) 

Approval of December Vouchers and Financial Review: Kaye Smith made a motion, seconded by Kathryn Hayes, for approval of the December vouchers and financial review, whereupon motion carried.

Director’s Report: Director Weston presented the library report. In addition to his monthly report (see attached), Director Weston noted that because the “Food for Fines” December program was so successful the drive will be continued in the library through January.

Committee Reports:

              Building and Grounds: Fire inspector’s visit: Director Weston reported that all was well with the visit, however the fire department requested a Knox box outside the library and approximate cost would be $300-$400. Director Weston will look into getting the box.

              Personnel: A new hire began on 1/17/17 to fill a vacated position by an employee that was moving out of the area.

              Policy: None

              Finance: Tax capture update and PPT reimbursements: Director Weston will find out when the new tax capture will begin. He also stated that the new line item 95607 in the budget refers to the actuary work of our accounting consultant

Old Business: None

New Business: Director Weston made a request for additional floor mats with scotch guard at the cost of $1000-$1200. Kaye Smith made a motion to purchase the mats, seconded by Kathryn Hayes, whereupon motion carried. 

Next Meeting Date: February 14, 2017

Adjournment: Kathryn Hayes made a motion, seconded by Kaye Smith, for the meeting to be adjourned, whereupon motion carried and the meeting was adjourned at 7:40 p.m.

Respectfully submitted by Kathryn Hayes

---------------------------------------
 

Dowagiac District Library
Director’s Monthly Report, Board Meeting of January 10th, 2017

Community Services

Hosted a meeting 12/8 with four other libraries to discuss plans for a “fandom fest” to be held April 15th at SMC Conference Center East.  This will be a collaborative event put on by nine libraries in two locations in Southwest Michigan to bring artists, authors, games, maker projects, and all things “fandom” to the public.  To the west libraries will be holding a fandom fest April 1st at the LMC Mendel Center, and both groups are sharing information on a wiki site created by Ms. Pauley.

Food for Fines collected 181 items in December bringing the total to 451 cans and dried goods picked up by Jim Allen and the Feed the Hungry campaign.  We will continue the program through mid-January.

The adult coloring group has had a steady attendance of 4-6 patrons each Tuesday evening.  No one was able to attend the Classics Book Discussion 12/7 but 3 people said they read the book.  The discussion day has been changed from Wednesdays to Saturdays going forward.

The Winter Reading Program (Dec 12th-28th) had 64 adults, 129 kids, and 9 teens and 19 tweens participate.  Gift cards were drawn and awarded to participants, in the adult and children’s categories, from Baker’s Rhapsody, Saylor’s, and Radiant Rogue games.

Youth Services had 13 attend the Holiday gift-making event Dec 3rd and create cards and picture frames.  There were six storytimes (44 attendees), 3 game days (25 attendees), a book club meeting (3) and Writer’s Café (4), 25 LEGO projects and 41 Makerspace projects (snowflakes & knitted scarves), a movie (7) and Tea Tasting (3).  Chess club (3) has been discontinued but the board is still available for use.

Facilities

Power cable to building replaced December 7th.  Vestibule light and back hallway light never came on after power was restored.  Electricians have not been able to come out in December.

Financial

80100: $942.90 to Accounting Consultants for monthly fee and reconciling employee salary and contract discrepancy.

93000: $404.00 to Traf-Sys, Inc. for replacing door counter.

95610:$260.00 to Dowagiac Chamber of Commerce for employee holiday gift cards.

99500: $560.80 to Niles Janitorial Supply, Inc. for 6’x16’ entranceway mat.

Personnel

Staff holiday potluck took place 12-1pm while the Library remained open.

Employee Brittanie Black is resigning January 13th to take a position overseas; Director Weston is looking for a replacement.

Respectfully yours,

Matt Weston, Director

 

-------------------------------------
 

Dowagiac District Library Board Meeting
Minutes for December 13, 2016

Call to order: The regular meeting of the Dowagiac District Library Board was called to order at by Vice Chair Mary Ann Bengtsson. 

Present: Members Teri Frantz, Kaye Smith, Kurt Reich, Kathryn Hayes, Mary Ann Bengtsson, Library Director Matt Weston

Absent: Chair Judy Lawrence

Vistors: none

Approval of Agenda and Ground Rules: Motion to approve agenda and ground rules made by Kurt Reich. Supported by Kaye Smith. Motion carried.  

Approval of Minutes:  Motion to approve minutes from the, 2016 regular meeting by Kathryn Hayes. Supportedby Kurt Reich. Motion carried.

Public Comment: none

Approval ofVouchers and Financial Review: Motion to approve vouchers and financial review was made by Kaye Smith, supported by Teri Frantz. Motion carried.  

Director’s Report (see attached for detailed report):

-Community Services- monthly Youth Services programs are doing well, including the Harry Potter party November 11. More than 39 attendees participated in Harry Potter related activities.

-Facilities- Three groups submitted proposals for building extension and renovations. The Board will examine each proposal.

-Financial- see attached

-Personnel- Kay Gray will be retiring at the end of summer.

Committee Reports:

-Building and Grounds- Director Weston continues to look for snow blowing services for 2017.

-Personnel- A motion to get the library staff Chamber of Commerce universal gift cards for Christmas was made by Teri Frantz and supported by Kaye Smith. Motion carried.

-Policy- none for now, will need a Computer Policy in the future

-Finance- Kurt Reich will look into the interest rates on the Honor Credit Union savings account. There may be better rates. Some new line items (ie Professional Fees/Bookkeeping) should be added. Reich and Director Weston will address this matter.

Old Business: none

New Business: Each Board member should examine the three renovation proposals and think about a budget and timeline after the January 10 meeting.

Public Comment: none

Next meeting: January 10, 2017

Adjournment: Motion to adjourn at by Mary Ann Bengtsson at 7:24.

Respectfully submitted,

Teri Frantz

 

 

Director’s Monthly Report, Board Meeting of November 15th, 2016

 Community Services

Director Weston attended the Sister Lakes Elementary Migrant Family Fair and talked about services available at the Library, including the new Spanish books collection.  The collection was started by a $500 grant from the Ladies Library Association.  It includes books targeted at young children and their parents, though all are welcome to check them out.  7 children received library cards as well. 

The Library started a Classics book discussion group that meets the first Wednesday morning of each month and throughout the month online through the Library’s website.  Participants picked up copies of the book at the front desk (Thomas Hardy’s Far From the Madding Crowd). 

Youth Services had 18 attend the book club and Teen Writers’ Café.  5 children worked on Chromebook coding projects, 6 attended Chess Club, and 41 completed projects in the Makerspace area (Star Wars Crafts).  These are newer programs started this fall by Ms. Pauley.  To promote them she visited 12 classes at Patrick Hamilton Elementary and lunch hour at Dowagiac Union HS. 

The long-standing Youth events like Tuesday LEGOs(19 participants), Thursday Game Days (37 total), and Storytime (25 on Tuesdays, 45 on Fridays) had steady attendance in October.  Special events included a party for Star Wars READS month (13 attendees), a teen area makeover (10), and a Spooky Storytelling class (4).  The adult coloring group met Tuesday nights throughout the month as well (13 attendees).

Facilities

City construction in front of the Library continued.  The Library received two smaller trees out front, a bench and new garbage can, a large potted plant, and connections for 3 light posts have been installed.  2 “event posts” were placed in the open space across the street, with electrical and water hookups.

Financial 

69500: $669.00 from Michigan State Housing Development Authority for 2015 returns.
69600: $2,200.00 from Ladies Library Association for the annual Jr. Library Guild subscription.
80100: $137.00 to American Library Association for Director Weston’s annual membership.
97850: $1,793.00 to TEI Landmark for annual audiobooks subscription.
99000: $500.00 to Zach Guernsey for library shelving. 

Personnel

Director Weston and Kay Gray conducted interviews in October for a new Circulation Desk staff member.  Brittanie Black started on October 27th.

Respectfully yours,

Matt Weston, Director

 

 

Dowagiac District Library Board Meeting

Minutes for October 11, 2016

Call to order: The regular meeting of the Dowagiac District Library Board was called to order

by Chair Judy Lawrence at 6:40.

Present: Members Judy Lawrence, Mary Ann Bengtsson, Kurt Reich, Teri Frantz, Kaye Smith,

and Library Director Matt Weston. 

Absent: Kathryn Hayes

Vistors: none

Approval of Agenda and Ground Rules: Motion to approve agenda made by Kurt Reich.

Supported by Kaye Smith. Motion carried.

Approval of Minutes: Motion to approve minutes from September 13, 2016 regular meeting by

Kurt Reich. Supported by Mary Ann Bengtsson . Motion carried.

Public Comment: Larry Watson clarified the Watson Endowment.

Approval of September Vouchers and Financial Review: Motion to approve September

vouchers and financial review, with corrections, made by Teri Frantz, supported by Kaye Smith.

Motion carried.

Director’s Report:

-Community Services- Director Weston reported on all children’s programs including Storytime,

Makerspace, Talk Like a Pirate Day, Chess Club, etc. Ms. Pauley has started a Coding Club and

hopes to continue. Through a Southwest Michigan Library Cooperative grant a “Classics”

collection has been added.

-Facilities- a leak appeared above the New Books section, Director Weston will find a specialist

in flat, rubber roofs.

-Financial- Bought airtime for an ad during high school football, paid for parking lot signs and

posts.

-Personnel- raises were approved and began October 2016.

Committee Reports:

-Building and Grounds- expansion goals and strategies meeting set for October 24.

-Personnel- wording for Personnel Policy Section 7.620 clarified.

-Policy- proposal for additions to the Personnel Policy will discussed October 24.

-Finance- Chair Kurt Reich and Director Weston will meet.

Old Business: none

New Business: none

Public Comment: none

Next meeting: November 15, 2016 @6:30 This is a change because of Election Day on

November 8.

Adjournment: Motion to adjourn at 7:45 by Kaye Smith.

Respectfully submitted,
Teri Frantz

 

 

Dowagiac District Library Board Meeting

Minutes for September 13, 2016

Call to order: The regular meeting of the Dowagiac District Library Board was called to order at 6:34 by Chair Judy Lawrence. 

Present: Members Judy Lawrence, Teri Frantz, Kaye Smith, Kurt Reich, Mary Ann Bengtsson, Library Director Matt Weston

Absent: Kathryn Hayes

Vistors: none

Approval of Agenda and Ground Rules: Motion to approve agenda and ground rules made by Kaye Smith. Supported by Kurt Reich. Motion carried. 

Approval of Minutes:  Motion to approve minutes from the Public Hearing from August 9, 2016 on the annual budget by Kurt Reich, support by Kaye Smith. Motion carried. Motion to approve minutes from the August 9, 2016 regular meeting by Mary Ann Bengtsson. Supportedby Teri Frantz. Motion carried.

Public Comment: none

Approval of Vouchers and Financial Review: Motion to approve vouchers and financial review made by Mary Ann Bengtsson, supported by Kaye Smith. Motion carried.  

Director’s Report:

-Community Services- Tuesday story times are averaging 8 preschoolers. Friday story times have not been attended as well and will change to being open to all. Makerspace area has been well received. Adult coloring kits are available. Tech kits are coming.

-Facilities- Upstairs office has been cleared out for library programming.

-Financial- Ladies Library Association bought display shelving. Advantage Plumbing fixed the water fountain.

-Personnel- Joshua Cloud and Essence Romans have been hired as Customer Service Associates.

Committee Reports:

-Building and Grounds- Parking signage is coming. The Fire Marshall will be contacted to do an inspection.

-Personnel- Staff evaluations reviewed. Motion to accept Director’s recommendation of 3% pay increase for 3 staff members made by Mary Ann Bengtsson, supported by Kaye Smith, motion carried. Motion to increase pay for Brad Ruminer made by Kaye Smith, supported by Kurt Reich, motion carried. Motion to allow full time employee to carry unused vacation into next year made by Teri Frantz, supported by Mary Ann Bengtsson, motion carried. 3% increase in Director’s salary made by Kurt Reich, supported by Kaye Smith, motion carried.

-Policy- none

-Finance- Motion to accept the Accounting Consultants’ proposed contract made by Teri Frantz, supported by Kurt Reich. Kurt Reich made a motion to adjust the budget for 2015-2016 to change line item 95610 (increase to $4500), item 97800 (decrease to $34,500) and item 97900 (increase to $3500). Supported by Mary Ann Bengtsson. Motion carried.

Old Business: none

New Business: •Election of Dowagiac District Library Board Officers for 2016-2017. Slate of officers presented by Teri Frantz, second by Mary Ann Bengtsson. Slate accepted.

Chair Person- Judy Lawrence

Vice Chair Person- Mary Ann Bengtsson

Secretary- Teri Frantz

Committee members and chairs

Building and Grounds- Chair Mary Ann Bengtsson, Kathy Hayes

Policy- Chair Kaye Smith, Teri Frantz

Personnel- Chair Teri Frantz, Mary Ann Bengtsson

Finance- Chair Kurt Reich, Kaye Smith

•Meeting to set a timeline for building renovations for Oct. 10 at noon at Round Oak Revisited.

•Mary Ann Bengtsson proposed the Board move the November meeting to November 15 because of the conflict with the Presidential election on the 8th.

Public Comment: none

Next meeting: October 11, 2016 @ 6:30

Adjournment: Motion to adjourn at 8:15 by Kurt Reich .

Respectfully submitted,

Teri Frantz

 

 

 

Dowagiac District Library
Public Hearing on
2016-2017 Budget
August 9, 2016

 

Present: Kurt Reich, Kaye Smith, Kathryn Hayes, Mary Bengtsson, Teri Frantz, Director Matt Weston

Absent: Judy Lawrence

Public: none

-Finance Committee Chairman Kurt Reich opened the public hearing at 6:15.

-The 2016-2017 financial budget was presented for discussion and questions were answered.

-Mary Ann Bengtsson moved to close the public hearing at 6:25.  Teri Frantz seconded the motion. Meeting closed.

 

Submitted by
Teri Frantz

 

 

 

Dowagiac District Library Board Meeting

Minutes for August 9, 2016

 

Call to order: The regular meeting of the Dowagiac District Library Board was called to order by Mary Ann Bengtsson at 6:30.

Present: Members Mary Ann Bengtsson, Kurt Reich, Teri Frantz, Kaye Smith, Kathryn Hayes, and Library Director Matt Weston

Absent: Judy Lawrence

Vistors: none

 

Approval of Agenda and Ground Rules: Motion to approve amended agenda (date of next meeting changed to September 13, 2016) made by Kaye Smith . Supported by Kurt Reich . Motion carried. 

Approval of Minutes:  Motion to approve minutes fromregular meeting by Kurt Reich. Supportedby Kaye Smith . Motion carried.

Public Comment:

Accounting consultant Amy Marks presented an all inclusive service for payroll, bill paying, archiving financial reports, etc. If approved at next meeting, this service would start October 1.

Approval of   Vouchers and Financial Review: Motion to approve July vouchers and financial review made by Kurt Reich, supported by Mary Ann Bengtsson. Motion carried.  

 

Director’s Report:

-Community Services- Attendance at all children’s and tween/teen’s programs were steady considering the road construction, the weather, and kids’ summer schedules./ The Ladies Library Association bookstall was approximately the same as it has been for the last few years and it was well received./The Homeownership Education workshop had three meetings and was sponsored bythe Library at the Council on Aging./ Road construction will be completed late October/early November.

-Facilities- Wightman & Associates and Northern Construction Services Corp. have removed the sidewalk and road in front of the library. They are still promising signage and will replace landscaping.

-Financial- Director Weston attended a Budgeting Essentials webinar from the Michigan Library Association./ Four Chromebooks have been purchased for student coding programs.

-Personnel- Heather Bloomer will be leaving August 18./ The full staff will attend a training session at the Van Buren County Conference Center on September 13 so the library will be closed.

 

 

Committee Reports:

-Building and Grounds- The remaining sprinklers are to be maintained by Turf Services. Until further need, Clean Cut Services will maintain the grounds.

-Personnel- Two staff positions will be filled by September.

-Policy- Teri Frantz moved to accept the parking policy as presented by Director Weston. Seconded by Kurt Reich. The motion carried and the parking policy will go into effect immediately.

-Finance- Kurt Reich moved to accept the proposed budget for 2016-2017. Motion supported by Mary Ann Bengtsson. Motion carried. Kurt Reich made the motion to increase account 71800 to $6000, account 93100 to $10, 000, and account 95605 to $10,000. Seconded by Kaye Smith. Motion carried.

 

Old Business: none

New Business: none

Public Comment: none

Next meeting: September 13, 2016

Adjournment: Motion to adjourn at 7:41 by Teri Frantz. Motion carried.

Respectfully submitted,

Teri Frantz

 

 

 

Dowagiac District Library Board
Minutes of July 12, 2016 meeting

 

Call to order: the regular meeting of the Dowagiac District Library Board was called to order at
6:30 p.m. by Chair Judy Lawrence.
Present: Members Judy Lawrence, Kaye Smith, Kurt Reich, Mary Ann Bengtsson, Library
Director Matt Weston
Absent: Teri Frantz
Visitors: Kathryn Hayes was introduced as the Keeler Representative to the Board pending
approval of the Dowagiac School Board.
Approval of Agenda and Ground Rules: Motion to approve agenda and ground rules made by
Kurt Reich. Supported by Kaye Smith. Motion carries.
Approval of minutes. Motion to approve minutes from the June 14, 2016 meeting made by
Kaye Smith. . Supported by Kurt Reich.. Motion carried.
Public comment: none
Approval of Vouchers and Financial Review: motion to approve vouchers and financial reviews
made by Kurt Reich. Supported by Kaye Smith. Motion carried.
Director’s Report:
Community Service- Youth Services Director, Kara Pauley, has started an interactive story time
on Fridays for sensory challenged children. She has also started three different book clubs for
school-age children that met in June with 15 sign-ups. Financial Literacy classes at the COA had
4-6 attendees.
Facilities- estimate cost of $1,571.00 and time frame of 2 weeks for repair of front steps from
contractor John Vylonis.
Financial- Director Weston attended the Budgeting Essentials webinar from the Michigan
Library Association.
Personnel-Kara Pauley attended the 2016 ALA Conference in Orlando, traveling on a scholarship
from ALA. She wrote an article for American Libraries as part of the trip. Director Weston
hosted a meeting of library directors fromSMLC June 9, 2016 at the library.
Committee Reports
Building and Grounds- parking in back of library and using ramp while construction is on-going
on the street in front of Library. Matt will compile and share with Board Members the results of
the surveys that have been turned in. An architect consultant has not yet been found for
building revamp project.
Personnel- Director Weston’s annual evaluations were handed out to Board Members. Please
have them returned to Teri Frantz by July 29, 2016.
Policy- none
Finance- Question for bookkeeper. New line item or separate account for Library Consultant,
architect and construction.
2016-2017 fiscal year budget proposal was handed out. Conservative Budget is based on less
revenue coming in and worst case scenarios for expenses. There will be an open meeting
before the August 9, 2016 meeting for the public hearing of budget to start at 6:15 p.m. with
regular meeting to follow at 6:30 p.m. for approval of budget.
Legal fees are over budget by 169.3%. We budgeted $5300 and have spent $8971.50. There are
2 options available, leave as is or make cuts to other line items to make up the difference. This
is to be voted on at the next meeting.
Matt is to check with Weaver’s Insurance for estimated cost to Budget for Building, errors and
admission insurance.
Old Business- none
New Business- presentation by Becky Moore for full accounting Services to be made to Board.
Public Comments- none
Next meeting – August 9, 2016. Public hearing for budget proposal to be at 6:15 p.m. Regular
meeting to begin at 6:30 p.m.
Adjournment: Motion to adjourn at 7:30 p.m. Made by Kurt Reich.
Respectfully Submitted by
Mary Ann Bengtsson

 

 

Dowagiac District Library
Board Meeting Minutes for June 14, 2016

Call to order: The regular meeting of the Dowagiac District Library Board was called to order at 6:30 by Chair Judy Lawrence.
Present: Members Judy Lawrence, Teri Frantz, Kaye Smith, Kurt Reich, Mary Ann Bengtsson, Library Director Matt Weston
Absent: none
Vistors: Larry and Sue Watson, Youth Services Coordinator Kara Pauley
Approval of Agenda and Ground Rules: Motion to approve agenda and ground rules made by Kurt Reich. Supported by Kaye Smith. Motion carried.
Approval of Minutes: Motion to approve minutes from the May 10, 2016 regular meeting by Kaye Smith. Supported by Teri Frantz. Motion carried.
Public Comment: Coordinator Pauley was introduced to the Board. Larry and Sue Watson spoke to the Board about the endowment they have bestowed on the Dowagiac District Library. The Board thanks them for their generosity.
Approval of Vouchers and Financial Review: Motion to approve the May vouchers and financial review made by Teri Frantz, supported by Mary Ann Bengtsson. Motion carried.
Director’s Report:
-Community Services- LEGO mable mazes program on May 10 had 11 attendees. Tuesday night weird movies will be put on hold until fall. Pat Ham second graders visited the library for a story, scavenger hunt, and to learn about the Summer Reading programs. LLA Bookstall will be held July 20-26. Financial Literacy and Homeownership classes will be held during June and July.
-Facilities- Two laptops have been in regular use, within the building, since mid-April.
-Financial- clarified -Personnel- Tori Coglitore will be leaving in July and Heather Bloomer will be leaving in August. Committee Reports:
-Building and Grounds- Director Weston reported on the meeting with Mayor Lyons and City Manager Anderson. The library vision surveys are available to the public now.
-Personnel- annual staff evaluations are coming up in August
-Policy- nothing -Finance- Meeting next month for adjustments to 2015-2016 budget
Old Business: Unemployment issues seem to be resolved
New Business: Michigan Activities Pass is available from all public libraries
Public Comment: none
Next meeting: July 12@ 6:30 Adjournment: Motion to adjourn at 7:37 by Mary Ann Bengtsson. Respectfully submitted, Teri Frantz

 

 

Dowagiac District Library Board Meeting
Minutes for May 10, 2016

Call to order: The regular meeting of the Dowagiac District Library Board was called to order at 6:31 by Chair Judy Lawrence. 
Present: Members Judy Lawrence, Teri Frantz, Kaye Smith, Library Director Matt Weston
Absent: Kurt Reich, Mary Ann Bengtsson, Jerry Irwin
Vistors: none
Approval of Agenda and Ground Rules: Motion to approve agenda and ground rules made by Teri Frantz. Supported by Kaye Smith. Motion carried. 
Approval of Minutes:  Motion to approve minutes from the April 12, 2016 regular meeting by Kaye Smith. Supportedby Judy Lawrence. Motion carried.
Public Comment: none
Approval ofVouchers and Financial Review: Motion to approve April vouchers and financial review made by Teri Frantz, supported by Kaye Smith. Motion carried.  
Director’
s Report:
-Community Services-Tuesday and Friday story times continue. During Spring Break special guest Jordan Dobberstein sang and played guitar while Heather Bloomer played the drum as part of story time. One Story showed the seven participants’ videos on April 23. Director Weston donated prizes for the middle school science fair.
-Facilities-John Vylonis has addressed the issues with the gutters. Clean Cut and Gardening with Integrity are maintaining the grounds. The City will be working on Commercial and will fix the walk.
-Financial-There were a couple questions for the substitute bookkeeper. Director Weston will ask these questions.
-Personnel- Kara Pauley, Youth Services Coordinator, will start working May 23.
Committee Reports:
-Building and Grounds-The June 3 meeting with Wightman and Assoc. was cancelled. Kaye Smith and Director Weston will look for other architects.
-Personnel-The Board invited Kara Pauley, new Youth Services Coordinator, to the next Board meeting.
-Policy-nothing
-Finance-see Director’s report.
Old Business: Approval of the survey postcards. Teri Frantz will take them to the printer.
New Business: none
Public Comment: none
Next meeting: June 14, 2016 @ 6:30
Adjournment: Motion at adjourn at 7:25 by Teri Frantz.

Respectfully submitted,

Teri Frantz

 

 

 

 

Dowagiac District Library Board Meeting
Minutes for April 12, 2016

 

Call to order: The regular meeting of the Dowagiac District Library Board was called to order
at 6:34 by Chair Judy Lawrence.
Present: Members Judy Lawrence, Teri Frantz, Kaye Smith, Kurt Reich, Mary Ann Bengtsson,
Library Director Matt Weston
Absent: Jerry Irwin
Vistors: Corrine Hoyt
Approval of Agenda and Ground Rules: Motion to approve agenda and ground rules made by
Teri Frantz. Supported by Mary Ann Bengtsson. Motion carried.
Approval of Minutes: Motion to approve minutes from the March 8, 2016 regular meeting by
Kaye Smith. Supported by Teri Frantz. Motion carried.
Public Comment: none
Approval of Vouchers and Financial Review: Motion to approve March vouchers and
financial review made by Kurt Reich, supported by Kaye Smith. Motion carried.
Director’s Report:
-Community Services- Director Weston has been working with the Pokagon Band on the digital
scrapbooking project. The final presentation will be shown at the library April 24.Tuesday and
Friday story times and Thursday afternoon game days have continued to be successful. There
have been fewer attendees for Saturday Family Movies and Tuesday Weird Movies. There has
been steady interest in the adult coloring program. Video clips have been added to the DDL’s
Facebook page.
-Facilities- City moved concrete blocks in parking lot. These had been pushed out of place
during the winter.
-Financial- Explanation of 93050 and 95605
-Personnel- Heather Bloomer was given a raise effective March 9. Youth Services Coordinator
interviews have been completed and the position will be filled by the end of May.
Committee Reports:
-Building and Grounds- the Board will meet with Library Design Associates on April 18. A
preliminary Building Needs Assessment has been drawn up by the director and staff. Kurt Reich
moved to accept Director Weston’s recommendation to purchase furniture for staff workspace.
Mary Ann Bengtsson seconded, motion carried.
-Personnel- Youth Services Coordinator job benefits are being clarified for the new position.
-Policy- Director Weston presented a Video Security Camera policy. Motion to accept this policy
made by Teri Frantz. Supported by Kaye Smith. Motion carried.
-Finance- Kurt Reich reported that the budget would be adjusted for the Youth Services
Coordinator’s benefits.
Old Business: none
New Business:
Public Comment: none
Next meeting: May 10, 2016 @ 6:30
Adjournment: Motion at adjourn at 7:29 by Kaye Smith.
Respectfully submitted,
Teri Frantz

 

 

Dowagiac District Library Board Meeting
Minutes for March 8, 2016

 

Call to order: The regular meeting of the Dowagiac District Library Board was called to order
by Chair Judy Lawrence at 6:31.
Present: Members Judy Lawrence, Mary Ann Bengtsson, Jerry Irwin, Teri Frantz, Kaye Smith,
and Library Director Matt Weston
Absent: Kurt Reich
Vistors: none
Approval of Agenda and Ground Rules: Motion to approve agenda made by Mary Ann
Bengtsson. Supported by Teri Frantz . Motion carried.
Approval of Minutes: Motion to approve minutes from Feb. 9, 2016 regular meeting by Kaye
Smith. Supported by Judy Lawrence. Motion carried.
Public Comment: none
Approval of Vouchers and Financial Review: Motion to approve February vouchers and
financial review made by Teri Frantz , supported by Kaye Smith. Motion carried.
Director’s Report:
-Community Services- Digital Scrapbooking program will start in mid-April. This will replace
the original “Spring into Your Library” event. The Ice Fest Seed Bomb program included 51
children. Tuesday and Friday story times have continued to be successful. Adult coloring books
and special pens are available for checkout.
-Facilities- John Vylonis repaired a gutter and installed a new heat cable.
-Financial- bought a First Source Bank CD for $70,000 for 13 months at 1.10%.
-Personnel- Youth Services Coordinator position has been posted.
Committee Reports:
-Building and Grounds- meeting with City Manager resulted in agreement that building will be
kept with the Board, they will help look for grants, City will probably help with some expenses
for an addition, Board will meet with the library consultants in the future
-Personnel- Teri Frantz moved to accept the Youth Services Coordinator’s job description as
written by Director Weston. Motion seconded by Jerry Irwin. Motion carried.
-Policy- Committee will meet March 15 to continue to update policies.
-Finance- The auditor explained the G.A.S.B. charge was a one- time fee of $1500 charged by
the State.
Old Business: The workspace furniture was more expensive than expected, so the purchase will
be postponed.
New Business: Mary Ann Bengtsson asked for an updated list of Board and Staff members’
information.
Public Comment: none
Next meeting: April 12, 2016
Adjournment: Motion to adjourn at 7:30 by Mary Ann Bengtsson.
Respectfully submitted,
Teri Frantz

 

 

Dowagiac District Library Board Meeting
Minutes for February 9th, 2016


Call to order: The regular meeting of the Dowagiac District Library Board was called to order
at 6:31 by Chair Judy Lawrence.
Present: Members Judy Lawrence, Teri Frantz, Kaye Smith, Kurt Reich, Library Director Matt
Weston
Absent: Jerry Irwin, Mary Ann Bengtsson
Vistors: none
Approval of Agenda and Ground Rules: Motion to approve agenda and ground rules made by
Kurt Reich. Supported by Teri Frantz. Motion carried.
Approval of Minutes: Motion to approve minutes from the January 19, 2016 regular meeting
by Kurt Reich. Supported by Kaye Smith. Motion carried.
Public Comment: none
Approval of Vouchers and Financial Review: Motion to approve January vouchers and
financial review made by Teri Frantz, supported by Kaye Smith. Motion carried.
Director’s Report:
-Community Services- All programs, except for the eBooks workshop, have been well attended.
Director Weston in working on changes to the eBook workshops. Discussion on the 1000 Books
Before Kindergarten program. Alma Adams attended Family Night at Pat Ham, signed up 26
children for cards.
-Facilities- Request for workspace improvements, see New Business.
-Financial- Charges and NSF fees at Honor Credit Union removed. Explanation of TEI
Landmark Audio charges (initial fee and set up of 25 leased audio books for 3 months, then
17-18 rotated out and replaced with new ones)
-Personnel- Kay Gray is learning how to catalog special items for checkout.
Committee Reports:
-Building and Grounds- reviewed meeting with Library Planner. Next meeting will be set with
Director Weston, Chair Lawrence, City Manager Kevin Anderson, and possibly Mayor Lyons.
-Personnel- nothing
-Policy- nothing
-Finance- Kurt Reich made a motion to purchase a $70,900 CD, for the Building Fund, at 1st
Source Bank for 11 months. Seconded by Kaye Smith. Motion carried. (See attached for
clarification of accounts in all banks.)
Old Business: none
New Business: The staff would like to redesign the circulation workspace which includes new
furniture. Kaye Smith made a motion to buy new workspace furniture for up to $2000 +
additional shipping charges. Seconded by Teri Frantz. Motion carried.
Public Comment: none
Next meeting: March 8, 2016
Adjournment: Motion at adjourn at 7:42 by Kurt Reich.

Respectfully submitted,
Teri Frantz

Here is a report of our finances as discussed at our February meeting:
The accounts that are dedicated to saving for the library expansion are:
1. Greater Niles Community Federal Credit Union: $201,512.28 (as of
December 31, 2015 (next statement at end of March)
2. 1st Source Bank: a 13 month CD earning 1.1% interest was purchased on
Friday for $70,900.00.
Total dedicated to library expansion: $272,412.28
We reached consensus that the account at Honor Credit Union would be a
savings account which would be used only if there is a cash flow problem
in the Huntington Bank account. The balance at Honor Credit Union is
$242,057.17
The Huntington Bank account is the account where all revenues are put.
There was consensus to have ALL expenses come out of this bank account
(the credit card purchases for mostly books had been coming out of the
Honor Credit Union). There was consensus that it makes more sense to
have all of the bills being paid out of one account.
The balance at Huntington Bank is now $196,503.06 after taking out
$70,900.00 to purchase the CD at 1st Source.
Note: The credit card with Honor Credit Union will be used for book
purchases until a debit card is arranged at Huntington. Matt is in the
process of working this out.
If you have any questions, feel free to contact Kurt Reich.

 

 

Dowagiac District Library Board Meeting
Minutes for January 19, 2016 

Call to order: The regular meeting of the Dowagiac District Library Board was called to order by Chair Judy Lawrence at 6:32.

Present: Members Judy Lawrence, Kurt Reich, Mary Ann Bengtsson, Jerry Irwin, Teri Frantz, Kaye Smith, and Library Director Matt Weston

Absent: none

Visitors: none

Approval of Agenda and Ground Rules: Motion to approve agenda made by Jerry Irwin.  Supported by Kaye Smith. Motion carried. 

Approval of Minutes: Motion to approve minutes from December 8, 2015 regular meeting made by Kurt Reich . Supported by Kaye Smith . Motion carried.

Public Comment: annual audit report by Kruggel Lawton CPA (see report)

Approval of Vouchers and Financial Review: Motion to approve December vouchers and financial review made by Teri Frantz , supported by Mary Ann Bengtsson. Motion carried.

Director’s Report:
-Community Services- the Food for Fines program was a success with approximately 24 missing items returned. Director Weston visited the Sister Lakes migrant resource program and signed up children and adults for library cards. DDL will participate in the One Story program including a hoop dancing story time scheduled for April. Alma Adams attended Patrick Hamilton’s pajama night and 4 Headstart programs recently. The LEGO model contest was a big success and another will be held during Spring Break. 

-Facilities- John Vylonis is looking into a minor roof leak and fixing the heat tape above one of the front gutters. 

-Financial- explanation of 95605 and 85300

-Personnel- Tony Kidman has been rehired

Committee Reports:
-Building and Grounds- Judy Lawrence attended the city’s “Quality of Life” meeting. The Board will have an initial meeting with Whitman’s library planner February 1.

 -Personnel- see Director’s report

 -Policy- Jerry Irwin will contact his committee to review Part II of the Board Policies Handbook. 

-Finance- Kurt Reich made a motion to move the excess fund balance to a future building expansion account. Supported by Teri Frantz. Motion carried.

Old Business: none

New Business: none

Public Comment: none

Next meeting: February 9, 2016

Adjournment: Motion to adjourn by Teri Frantz at 8:00.

 Respectfully submitted,
Teri Frantz
 

 

Dowagiac District Library Board Meeting
Minutes for December 8, 2015


Call to order: The regular meeting of the Dowagiac District Library Board was called to order
by Chair Judy Lawrence at 6:32.
Present: Members Judy Lawrence, Jerry Irwin, Teri Frantz, Kaye Smith, Kurt Reich, Mary Ann
Bengtsson, Library Director Matt Weston
Absent: none
Vistors: none
Approval of Agenda and Ground Rules: Motion to approve agenda made by Teri Frantz.
Supported by Kaye Smith. Motion carried.
Approval of Minutes: Motion to approve minutes from November 10, 2015 regular meeting by
Kurt Reich. Supported by Kaye Smith.
Public Comment: none
Approval of Vouchers and Financial Review: Motion to approve vouchers and financial
review made by Mary Ann Bengtsson, supported by Jerry Irwin. Motion carried.
Director’s Report:
-Community Services- The Food for Fines program successfully donated food to the ACTION
pantry and will continue until the end of the year. Ladies Library Association book sale was held
November 12-17. Michigan Works! boxed magazines for recycling after the book sale.
-Facilities- Lights have been replaced upstairs, in the parking, and on the building.
-Financial- Shaffer and Layer completed the DDL audit.
-Personnel- Alma Adams and Director Weston attended an interlibrary webinar. Discussion on
the One Story program is on-going.
Committee Reports:
-Building and Grounds- the Board and Director have been invited to the “Quality of Life”
meeting December 11.
-Personnel- Teri Frantz made a motion to increase Heather Bloomer’s wages to $8.60/hour.
Supported by Kurt Reich, motion carried.
-Policy- Jerry Irwin made a motion to add the wording “Any exceptions shall require unanimous
vote of all Board members present” to amend By-Laws and Policies, Section III A. Supported by
Mary Ann Bengtsson, motion carried.
-Finance- All employees will be paid at the new state minimum wage rate by January.
Old Business: none
New Business: none
Public Comment: none
Next meeting: January 12, 2016
Adjournment: Motion at adjourn at 7:42 by Kurt Reich .
Respectfully submitted,
Teri Frantz

 

 

Dowagiac District Library Board Meeting
Minutes for November 10, 2015


Call to order: The regular meeting of the Dowagiac District Library Board was called to order
by Chair Judy Lawrence at 6:30.
Present: Members Judy Lawrence, Teri Frantz, Kurt Reich, Mary Ann Bengtsson, Kaye Smith
and Library Director Matt Weston
Absent: Jerry Irwin
Vistors: none
Approval of Agenda and Ground Rules: Motion to approve amended agenda made by Mary
Ann Bengtsson. Supported by Kurt Reich. Motion carried.
Approval of Minutes: Motion to approve minutes from October 13, 2015 regular meeting as
amended by Teri Frantz. Supported by Kurt Reich. (See attached)
Public Comment: none
Approval of Vouchers and Financial Review: Kaye Smith will be added to all bank accounts.
Ron Jones will be removed from all bank accounts. Motion to approve vouchers and financial
review made by Kurt Reich, supported by Mary Ann Bengtsson . Motion carried.
Director’s Report:
-Community Services- There were 5 Thursday Game Days attended by 52 young people. There
were 8 Story Times with 42 children on Tuesdays and 47 children on Fridays. The Library
participated in both Harvest Festival and Halloween activities.
-Facilities- The Ladies Library Association (LLA) donated funds to purchase a paperback
display, a puppet theater, and bean bag chairs. LLA book sale will run Nov. 12- Nov. 17.
-Financial- Wolford Electric checked heat tape and did lighting work for $387. A 3 year service
contract for the new copier was $5154.40. LLA donated $2178 towards Junior Library Guild.
-Personnel- Kay Gray completed a genealogy resources webinar. Director Weston met with the
One Story Committee to discuss this year’s book Queen of the Woods.
Committee Reports:
-Building and Grounds-Replacement lighting has started. Security cameras have been installed.
-Personnel- Motion made by Teri Frantz, seconded by Kurt Reich that “until her retirement Kay
Gray may carry over 80 hours of vacation time each year. Motion carried. Mary Ann Bengtsson
moved that the Board donate $100 to the Booker family in memory of former employee Willie
Booker, seconded by Teri Frantz. Motion carried with four yea (Lawrence, Frantz, Smith,
Bengtsson) and one abstention (Reich).
-Policy- Policy amendment on officers tabled until December meeting.
-Finance- Budget report reviewed with error corrected and information on line items presented.
Old Business: A dinner to honor retiring Board member Ron Jones will be November 30 at 5:00.
New Business:
Director Weston will investigate local referrals for a lawyer when one is needed.
Public Comment: none
Next meeting: December 8, 2015 at 6:30
Adjournment: Motion to adjourn at 7:55 by Kurt Reich.
Respectfully submitted,
Teri Frantz

 

 

Dowagiac District Library Board Meeting
Minutes for Oct. 13, 2015


Call to order: The regular meeting of the Dowagiac District Library Board was called to order
at 6:32 by Chair Judy Lawrence.
Present: Members Judy Lawrence, Jerry Irwin, Teri Frantz, Kurt Reich, Mary Ann Bengtsson,
(new member)Kaye Smith, and Library Director Matt Weston
Absent: none
Vistors: Dan Weaver
Approval of Agenda and Ground Rules: Motion to approve agenda made by Kurt Reich.
Supported by Jerry Irwin. Motion carried.
Approval of Minutes: Motion to approve minutes from Sept. 8, 2015 regular meeting by Teri
Frantz. Supported by Jerry Irwin. Motion carried.
Public Comment: Dan Weaver from the Board’s carrier Weaver’s Insurance explained the
reason for the premium increase. Upon inspection, the building was deemed a “combustible
building” because of building materials. Fire rates are based on building materials, thus the
increase.
Approval of Vouchers and Financial Review: Motion to approve vouchers and financial
review made by Kurt Reich, supported by Mary Ann Bengtsson. Motion carried.
Director’s Report:
-Community Services- Saturday Movies, Thursday Games Nights, and Tuesday Storytimes have
all been going smoothly. A Friday Storytime has been added and Tuesday night crafting has
shifted from adults to children.
-Facilities- discuss on equipment moved to old business
-Financial- Schaffer audit will be scheduled for Nov. 23 or 24.
-Personnel- Director Weston attended New Directors’ workshop and Brad Ruminer attended a
interlibrary loaning webinar. Staff has received training on the new copier/scanner.
Committee Reports:
-Building and Grounds- meeting with Wightman and Associates was postponed. The purchase of
a new copier/scanner motion made by Kurt Reich, supported by Mary Ann Bengtsson, motion
carried.
-Personnel- new volunteer Thomas Dowsett is helping after school.
-Policy- Jerry Irwin proposed a change to the By-Laws, vote was tabled until Nov.
-Finance- Kaye Smith will be added to the committee.
Old Business: Motion for the purchase and installation of security cameras was made by Kurt
Reich, seconded by Jerry Irwin, and carried. Motion to spend $16,980 to update lighting
throughout the building was made by Kurt Reich, seconded by Teri Frantz, motion carried.
New Business: Motion to approve IT company JP Gillen & Associates for a six month period
was made by Teri Frantz, seconded by Kurt Reich, motion carried.
Public Comment: none
Next meeting: November 10, 2015 a Board mini-retreat will start at 4:00 at the Woodfire
Restaurant (134 S. Front) and the regular Board meeting, at the DDL, will be begin at 6:30.
Adjournment: Motion at adjourn at 8:02 by Teri Frantz .
Respectfully submitted,
Teri Frantz

 

 

 

Dowagiac District Library Board Meeting
Minutes for September 8, 2015

 

Call to order: The regular meeting of the Dowagiac District Library Board was called to order
by Vice Chair Jerry Irwin at 6:34.
Present: Members Jerry Irwin, Teri Frantz, Ron Jones, and Library Director Matt Weston
Absent: Judy Lawrence, Kurt Reich, Mary Ann Bengtsson
Vistors: none
Approval of Agenda and Ground Rules: Motion to approve amended agenda made by Teri
Frantz. Supported by Ron Jones. Motion carried.
Approval of Minutes: Motion to approve minutes from August 11, 2015 regular meeting by
Ron Jones. Supported by Teri Frantz. Motion carried.
Election of Officers for 2015-2016: (see Policy Report below) Ron Jones presented a slate of
officers for 2015-2016. Supported by Teri Frantz. Motion carried.
Chair Judy Lawrence
Vice-chair Jerry Irwin
Secretary Teri Frantz
Treasurer Kurt Reich
Public Comment: none
Approval of Vouchers and Financial Review: Motion to approve August vouchers and
financial review made by Teri Frantz, supported by Ron Jones. Motion carried.
Director’s Report:
-Community Services- Tuesday evenings are now Drop-In Crafts. Game Days are after school
once a week. Starting in October there will be pre-school story and craft time twice a month.
-Facilities- Lighting quotes tabled until Oct. Installation of security cameras tabled until Oct.
-Financial- Carpets cleaned, new welcome mat purchased. Hardware upgrade paid for with Co-
Op grant.
-Personnel- staff evaluations and recommendations in closed session.
Committee Reports:
-Building and Grounds (Chair Mary Ann Bengtsson, Jerry Irwin, Judy Lawrence) Director
Weston will meet with Wightman & Associates and discuss plans with the city.
-Personnel (Chair Teri Frantz, Mary Ann Bengtsson, Judy Lawrence) Starting Oct. 1 Director
Weston, Kay Gray, and Alma Adams will add Vision to their insurance package. Motion to go
into closed session at 7:42 made by Teri Frantz, supported by Ron Jones. Motion to reconvene at
7:56 made by Ron Jones, supported by Teri Frantz. Motion to accept staff raises for 2015-2016
as recommended by Director Weston made by Teri Frantz. Supported by Ron Jones, motion
carried. Motion to renew contract for Director Matthew Weston with salary and benefit increases
as recommended by the Personnel Committee made by Teri Frantz. Support by Ron Jones,
motion carried.
-Policy (Chair Jerry Irwin, Teri Frantz, Judy Lawrence) Jerry Irwin suggested a change to By-
Laws and Policies, Section IIIA pertaining to the election of officers. Discussion of this change
was tabled until a later meeting.
-Finance (Chair Kurt Reich, Judy Lawrence) Motion to finalize budget for 2015-2016 made by
Ron Jones. Support by Teri Frantz, motion carried.
Old Business: Trustee workshop at Comstock, Oct. 24 9am-noon. Dinner recognizing Ron Jones
for his years of service will take place at a later date.
New Business: Purchase of a new copier tabled until next meeting.
Public Comment: none
Next meeting: Oct. 13, 2015
Adjournment: Motion at adjourn at by Teri Frantz at 8:16.
Respectfully submitted,
Teri Frantz

 

 

Dowagiac District Library Board Meeting

Minutes for August 11, 2015

 

Call to order: The regular meeting of the Dowagiac District Library Board was called to order by Chair Judy Lawrence at 6:34.

 

Present: Members Judy Lawrence, Jerry Irwin, Teri Frantz, Ron Jones, Kurt Reich, Mary Ann Bengtsson, Library Director Matt Weston

Absent: none

Visitors: none

 

Approval of Agenda and Ground Rules: Motion to approve agenda made by Ron Jones . Supported by Mary Ann Bengtsson. Motion carried. 

 

Approval of Minutes:  Motion to approve minutes as amended from July 14, 2015 regular meeting by Kurt Reich. Supportedby Ron Jones. Motion carried.

 

Public Comment: none

 

Approval of Vouchers and Financial Review: Discussion of the proposed budget for 2015-2016. Motion to approve vouchers and financial review made by Teri Frantz, supported by Kurt Reich . Motion carried.  

 

Director’s Report:

-Community Services- Summer Reading program finished with 223 signups. Prizes for reading logs will continue into August./ Summer Game Thursdays averaged 20 participants./ Music on Tuesday evenings has been discontinued due to low attendance./ Messytimes in July averaged 15 projects completed per session./ Jim Merrill's cup stacking program brought in around a dozen participants./ Bricks4Kidz program had 32 participants./ Mystery Reader storytimes averaged 30 kids. Readers included a dentist, a veterinarian, a teacher, and emergency vehicle drivers.

 

-Facilities- Ladies Library Association booksale went well. Funds will go toward the Library's Wish List./ Director Weston sent in a SMLC grant for $2000 for books and computer upgrades./ Carpets will be cleaned.

 

-Financial- Three accounts listed as 69801(uncategorized) should have been under 93100 and 88000.

 

-Personnel- staff reviews will be done by the September meeting.

 

Committee Reports:

-Building and Grounds- discussion of lights on second floor, Director Weston will research replacement vs repair of overhead lights/ Director Weston presented findings from visiting Howell Library and questions for future visits to other libraries

 

-Personnel- went into Closed Session to discuss Director Weston's evaluation at 7:50/ reconvened at 8:10

 

-Policy- none

 

-Finance- 2015-2016 proposed budget discussed during the vouchers and finance review

 

Old Business: none

 

New Business: none

 

Public Comment: none

 

Next meeting: September 8, 2015

 

Adjournment: Motion to adjourn at 8:15 by Ron Jones.

 

Respectfully submitted,

Teri Frantz

 

 

 

 

 

Dowagiac District Library Board Meeting

Minutes for July 14, 2015

 

Call to order: The regular meeting of the Dowagiac District Library Board was called to order by member Ron Jones at 6:41. 

 

Present: Members Teri Frantz, Ron Jones, Kurt Reich, Library Director Matt Weston

Absent: Judy Lawrence, Mary Ann Bengtsson, Jerry Irwin

Vistors: none

 

Approval of Agenda and Ground Rules: Motion to approve agenda made by Kurt Reich. Supported by Teri Frantz. Motion carried. 

 

Approval of Minutes:  Motion to approve minutes from June 9, 2015 regular meeting by Kurt Reich. Supportedby Teri Frantz.     

 

Public Comment: none

 

Approval of   Vouchers and Financial Review: Motion to approve vouchers and financial review made by Kurt Reich, supported by Teri Frantz . Motion carried.  

 

Director’s Report:

-Community Services- Thursday Game Days, Music and Magic sessions are all going well. There were 168 Summer Reading Program student signups. These programs have had between 14-60 participants each week. Mystery Reader Storytime had 36 attendees.

-Facilities- More than 50 boxes of books were sent to Better World Books before the Ladies Library Association book sale. Director Weston will get prices for security cameras and monitor.

-Financial- explanation of items 80200 and 95610

-Personnel- Heather Bloomer was hired July 6 as a Customer Services Associate. Willie Booker returned from medical leave on July 7.

 

Committee Reports:

-Building and Grounds- Director Weston suggested visiting Howell on August 10, Teri Frantz offered to go too and suggested Mary Ann Bengtsson may good too. Other visits have been tabled until Director Weston develops an evaluation form.

-Personnel- A resolution was made by Ron Jones, and seconded by Teri Frantz, to add a Director division to theMERS portion of the payroll. Resolution carried.

-Policy- nothing

-Finance- Motion to accept the revisions to the 2014-2015 budget was made by Teri Frantz, supported by Kurt Reich. Motion carried. Motion to approve levying the full library millage was made by Teri Frantz, supported by Kurt Reich. Motion carried. The proposed budget for 2015-2016 was presented. Vote to approve will be at the August meeting, barring any changes.

 

Old Business: none

 

New Business: none

 

Public Comment: none

 

Next meeting: August 11, 2015

 

Adjournment: Motion at adjourn at 8:00 by Kurt Reich.

 

Respectfully submitted,

Teri Frantz

 

 

 

 

Dowagiac District Library Board Meeting

Minutes for June 9, 2015

 

Call to order: The regular meeting of the Dowagiac District Library Board was called to order by Chair Judy Lawrence at 6:38.      

 

Present: Members Judy Lawrence, Mary Ann Bengtsson, Teri Frantz, Ron Jones, Kurt Reich, Library Director Matt Weston

Absent: Jerry Irwin

Vistors: none

 

Approval of Agenda and Ground Rules: Motion to approve agenda made by Ron Jones. Supported by Mary Ann Bengtsson. Motion carried. 

 

Approval of Minutes:  Motion to approve minutes from May 12, 2015 regular meeting by Kurt Reich. Supportedby Teri Frantz. Motion carried.

 

Public Comment: none

 

Approval of   Vouchers and Financial Review: Motion to approve vouchers and financial review made by Kurt Reich , supported by Teri Frantz . Motion carried.  

 

Director’s Report:

-Community Services- Summer reading pamphlets, events calendars and reading logs were distributed in the elementary schools. Game Days are averaging 23 attendees. Slow Jam is still averaging 2 attendees. Monthly children's movie had 10 attendees. The library collaborated with the Pokagon Band and the Dogwood Festival for storytelling events.

-Facilities- Sanilac Computer Products installed software and trained staff members. Ladies Library Association donated 50+ boxes of books to Better World Books. The LLA will organize the remaining books for their booksale in July.

-Financial- Kurt Reich was added to the Huntington Bank account. Turf Services tested spinklers.

-Personnel- Willie Booker will return from medical leave on July 2. Anjel Sanchez and Tony Kidman have both resigned to take full time jobs.

 

Committee Reports:

-Building and Grounds- Scott Palmer will be contacted about the weeds. Someone will be hired for hand weeding.

-Personnel- Director Weston will hire replacements for Sanchez and Kidman. He will do employee evaluations in August.

-Policy- pages of revised Personnel Policy replaced in Handbook.

-Finance- resolution to add Kurt Reich to the Greater Niles Community Federal Credit Union account so he can also sign checks. The equalization forms have been submitted. The Finance Committee and Director Weston will meet to adjust annual budget.

 

Old Business:  Director Weston will check with Haas about security cameras.

 

New Business:  Board members will visit other libraries by the September meeting. A September retreat will deal with the future structure and improvements to the existing library.

 

 

 

Public Comment: none

 

Next meeting: July 14, 2015 (Kurt Reich's birthday)

 

Adjournment: Kurt Reich moved to adjourn at 7:42

 

Respectfully submitted,

Teri Frantz

 

 

 

Dowagiac District Library Board Meeting

Minutes for May 12, 2015

 

Call to order: The regular meeting of the Dowagiac District Library Board was called to order by Chair Judy Lawrence at 6:37.      

 

Present: MembersJudy Lawrence, Mary Ann Bengtsson, Teri Frantz, Kurt Reich, Ron Jones, Library Director Matt Weston

Absent: Jerry Irwin

Vistors: none

 

Approval of Agenda and Ground Rules: Motion to approve agenda as amended made by Ron Jones . Supported by Mary Ann Bengtsson . Motion carried. 

 

Approval of Minutes:  Motion to approve minutes from April 14, 2015 regular meeting by Ron Jones . Supported by Teri Frantz. Motion carried.

 

Public Comment: none

 

Approval of May Vouchers and Financial Review: Motion to approve vouchers and financial review made by Ron Jones, supported by Kurt Reich. Motion carried. (Note: Ron Jones suggested we limit the paper reports we receive in the Board packet. Director Weston will pare down the reports, but have them on file so they are available if needed.)

 

Director’s Report:

•Community Services- the Bricks4Kidz event was very successful. Story times and movie days are going smoothly. Game Days are averaging 26 attendees. Tuesday evening Slow Jams continue. Director Weston and Tony Kidman attended the DMS science fair. Ladies Library Association book sale will be July 16-20.

•Facilities- Director Weston has produced a needs assessment after meeting with Chair Lawrence, Mayor Lyons, and City Manager Anderson. The City has offered to pay for architectural proposals. Director Weston attended a demonstration of mConsole, management and printing software, to check compatibility with current server. Motion by Kurt Reich, support by Teri Frantz, to buy the mConsole for the library computers.

•Financial- Explanation of Kent Record Management for April storage and Jan.&Feb. office document scanning.

•Personnel- Staff has had training on review of Overdrive.

 

Committee Reports:

•Building and Grounds- will be working with the City on architectural proposal and future renovations to the building (see Director’s Report).

•Personnel- nothing

•Policy- Mary Ann Bengtsson moved to approve the changes made to the Personnel Policy as of March 12, 2015. Support by Ron Jones. Motion carried.

•Finance- Ron Jones suggested a committee meeting before the July meeting to make a proposed budget for 2016. This budget would be ready for approval at the September meeting, before the new fiscal year starts October 1.

 

Old Business: none

 

New Business: Discussion of possible new board members for the fall.

 

Public Comment: none

 

Next meeting: June 9, 2015

 

Adjournment: Mary Ann Bengtsson moved to adjourn at 7:52

 

Respectfully submitted,

Teri Frantz

 

 

 

Dowagiac District Library Board Meeting

Minutes for April 14, 2015

 

Call to order: The regular meeting of the Dowagiac District Library Board was called to order by Vice Chair Jerry Irwin at 6:36. 

 

Present: MembersMary Ann Bengtsson, Teri Frantz, Jerry Irwin, Ron Jones, Library Director Matt Weston

Absent: Judy Lawrence, Kurt Reich

Vistors: none

 

Approval of Agenda and Ground Rules: Motion to approve agenda as amended made by Ron Jones . Supported by Mary Ann Bengtsson . Motion carried. 

 

Approval of Minutes:  Motion to approve minutes from March 10 regular meeting byTeri Frantz . Supported by Ron Jones. Motion carried. Motion to approve corrected minutes from February 23 special meeting by Mary Ann Bengtsson. Supported by Teri Frantz. Motion carried. Motion to approve corrected minutes from March 2 special meeting by Mary Ann Bengtsson . Supported by Teri Frantz. Motion carried.

 

Public Comment: none

 

Approval of April Vouchers and Financial Review: Motion to approve vouchers and financial review made by Ron Jones, supported by Teri Frantz. Motion carried. (Note: next budget should be adjusted to current expenses, i.e. scanning project vs computer maintenance) 

 

Director’s Report:

•Community Services- Game Days and story times have been popular. A permanent crafting table has been added to the children’s department. Donations to the children’s department have been made by Pat Ainley and the Pokagon Band; thank you notes will be sent. The Board encouraged the continuation of “Slow Jam” Tuesdays.

•Facilities- Computrain and USBS did software updates on the computers. There are compatibility problems between the two companies.

•Financial- Flyers and ads in the Leader were purchased. Zach Guernsey was paid for snow removal and handyman work.

•Personnel- Staff training for Overdrive was completed.

 

Committee Reports:

•Building and Grounds- After reviewing bids, motion to hire Clean Cut, L & L for general maintenance of the library grounds was made by Teri Frantz. Supported by Ron Jones. Motion carried. Jerry Irwin asked about the efficiency of heat tape on the roof. It will be checked before next winter. Mary Ann Bengtsson pointed out Turf Services has been sold and the sprinklers need to be checked regularly. Director Weston recommends changing IT companies to Sanilac Computer Products. This recommendation was tabled until May, pending Weston’s findings.

•Personnel- One employee has been on sick leave since March 23.

•Policy- the Board will review the “Proposed and Approved Changes to Personnel Policies” and vote on these at the next meeting.

•Finance- nothing more

 

Old Business: none

 

New Business: Kurt Reich must be added to the accounts at Huntington Bank and Honor Credit Union

 

Public Comment: none

 

Next meeting: May 12, 2015

 

Adjournment: Ron Jones moved to adjourn at 8:22

 

Respectfully submitted,

Teri Frantz

 

 

 

Dowagiac District Library Board Meeting

Minutes for March 10, 2015

 

Call to order: The regular meeting of the Dowagiac District Library Board was called to order by Chair Judy Lawrence at 6:40.      

 

Present: Members Judy Lawrence, Mary Ann Bengtsson, Teri Frantz, Jerry Irwin, Ron Jones, Kurt Reich, Library Director Matt Weston

Absent: none

Vistors: Christine VanHusan

 

Approval of Agenda and Ground Rules: Motion to approve agenda made by Ron Jones. Supported by Jerry Irwin. Motion carried. 

 

Approval of Minutes:  Motion to approve minutes from Feb. 10, 2015 regular meeting by Kurt Reich. Supportedby Mary Ann Bengtsson. Motion to approve minutes from Feb. 23, 2015 special meeting by Teri Frantz (with corrections). Supportedby Mary Ann Bengtsson. Motion carried. Motion to approve minutes from March 2, 2015 special meeting by Mary Ann Bengtsson (with corrections). Supportedby Teri Frantz. Motion carried.    

 

Public Comment: none

 

Approval of February Vouchers and Financial Review: Motion to approve vouchers and financial review (with adjustments to Profit & Loss Budget vs Actual) made by Mary Ann Bengtsson, supported by Ron Jones. Motion carried.  

 

Director’s Report:

Community Services- The Thursday game programs were well attended. Tuesday story times totaled 46 attendees for 4 programs. The monthly children's movie was “Charlie Brown's Valentine”.

Facilities- Water fountain has been fixed. Zach Guernsey was hired for snow removal.

Financial- payments 93000, 93100, and 95610 explained.

Personnel- Audrey Sell is back. Investigation of unemployment claim still extant.

 

Committee Reports:

-Building and Grounds- bids for yardwork are coming in, heat tape has been checked

-Personnel- nothing

-Policy- meeting March 12

-Finance- nothing

 

Old Business:  acknowledged death ofTeri Frantz's mother

 

New Business: nothing

 

Public Comment: nothing

 

Next meeting: April 14, 2015

 

Adjournment: Mary Ann Bengtsson moved to adjourn at 7:40.

 

Respectfully submitted,

Teri Frantz

 

 

 

 

 

Dowagiac District Library Board Meeting

Minutes for February 10, 2015

 

Call to order: The regular meeting of the Dowagiac District Library Board was called to order by Chair Judy Lawrence at 6:40.      

 

Present: Members Judy Lawrence, Mary Ann Bengtsson, Teri Frantz, Jerry Irwin,  Director Matt Weston

Absent: Ron Jones

Vistors: none

 

Welcome Director Matt Weston to Dowagiac District Library

 

Approval of Agenda and Ground Rules: Motion to approve agenda made by Jerry Irwin. Supported by Teri Frantz. Motion carried. 

 

Approval of Minutes from Regular Meeting Jan. 13, Special Meeting Jan. 17, Special Meeting Jan. 22, and Special Meeting Jan. 28, 2015:  Motion to approve minutes by Jerry Irwin. Supportedby Teri Frantz. Motion carried.           

 

Public Comment: none

 

Approval of November Vouchers and Financial Review: Motion to approve vouchers and financial review on condition of further clarification made by Teri Frantz, supported by Mary Ann Bengtsson. Motion carried.  

 

Director’s Report:

-Community Services- the last two teen game day programs have been successful and will continue.

-Facilities- clarification of payment to the Cass County Treasure is for chargebacks of taxes.

-Personnel- Director Weston began his tenure February 2 and Director Munford’s resignation was effective February 6

 

Committee Reports:

-Building and Grounds- Mary Ann Bengtsson and Judy Lawrence will begin taking bids on the lawn and grounds maintainance

-Personnel- none

-Policy- Jerry Irwin will schedule work sessions to update all policies for the last week of February

-Finance- the Board needs clarification of“past year’s spending into this year’s budget”

 

Old Business: Director Weston will investigate an unemployment claim

 

New Business: Two resolutions were made-

Resolution 1) That the Dowagiac District Library Board authorizes the removal of Jacob Munford and Catherine Butts from the account at the Greater Niles Federal Credit Union and the name of our new Library Director Matt Weston be added to our account.

Motion made by Teri Frantz, seconded by Mary Ann Bengtsson. Motion carried.

 

Resolution 2) That the Dowagiac District Library Board authorizes the removal of Catherine Butts from the account at the Honor Credit Union.

Motion made by Teri Frantz, seconded by Mary Ann Bengtsson. Motion carried.

 

Public Comment: none

 

Next meeting: March 10, 2015

 

Adjournment: Mary Ann Bengtsson made a motion to adjourn at 7:34.

 

Respectfully submitted,

Teri Frantz

 

 

 

Dowagiac District Library Board Meeting

Minutes for January 13, 2015

 

Call to order: The regular meeting of the Dowagiac District Library Board was called to order by Vice Chair Jerry Irwin at 6:32  

 

Present: Members Mary Ann Bengtsson, Cathy Butts, Teri Frantz, Jerry Irwin, Ron Jones, Library Director Jacob Munford

Absent: Judy Lawrence

Vistors: none

 

Approval of Agenda and Ground Rules: Motion to approve agenda as amended (eliminate Auditor’s Report, change to Approval of December vouchers, and change next meeting date to February 10) was made by Ron Jones. Supported by Cathy Butts. Motion carried. 

 

Approval of Minutes from last meeting: Motion to approve minutes by Cathy Butts. Supportedby Ron Jones. Motion carried.          

 

Public Comment: none  

 

Approval of November Vouchers and Financial Review: (The transition from Peachtree to Quickbooks will be reflected in this month’s financial review.) Motion to approve vouchers and financial review for was made by Teri Frantz, supported by Mary Ann Bengtsson. Motion carried.   

 

Director’s Report:

Community Services- programs for family activities and teens have been well received, especially during the holidays.

Facilities- Zach Guernsey will continue to make repairs. The library was closed January 8 and 9 because of extreme weather conditions.

Financial- Financial data is being changed by Accounting Consultants P.C. It may take a month for the process to be completed.

Personnel- Director Munford publically announced his resignation in December.

 

Committee Reports:

-Building and Grounds- nothing new to report, drinking fountain needs fixing

-Personnel- Motion for Closed Session made by Mary Ann Bengtsson at 7:04, seconded by Ron Jones. Meeting reconvened at 7:43, motion to open by Mary Ann Bengtsson, second by Ron Jones.

-Policy- nothing

-Finance- Director Munford investigated 9 places and found Honor Credit Union was the only one to offer a business account with credit/debit cards. Cathy Butts, Ron Jones, Jacob Munford will go to Honor to get new credit cards.

 

 

Old Business: We will recognize Bill and Judy Lawrence for the wreath at the entrance of the library.

 

New Business: Second interviews for Director candidates will be January 17, 2015. A new director should be in place by the end of the month.

A $50 contribution to the Catholic cemetery will be made in the name of Mary Lawrence.

 

Public Comment: none

 

Next meeting: February 10, 2015

 

Adjournment:.Ron Jones moved to adjoin at 7:48.

 

Respectfully submitted,

Teri Frantz

 

 

 

 

 

 

Dowagiac District Library Board Meeting

Minutes for December 9, 2014

 

Call to order: The regular meeting of the Dowagiac District Library Board was called to order by Chair Judy Lawrence at 6:32.      

 

Present: Members Judy Lawrence, Mary Ann Bengtsson, Cathy Butts, Teri Frantz, Jerry Irwin, Ron Jones, Library Director Jacob Munford

Absent: none

Vistors: Auditor Mike Layher

 

Approval of Agenda and Ground Rules: Motion to approve agenda made by Ron Jones. Supported by Teri Frantz. Motion carried. 

 

Auditor’s Report: Auditor Mike Layher from Schaffer & Layher presented the Financial Statements from 2014. Report is on file.        

 

Approval of Minutes from last meeting:  Motion to approve minutes by Ron Jones. Supportedby        Cathy Butts. Motion carried.

 

Public Comment: none  

 

Approval of November Vouchers and Financial Review: Motion to approve vouchers and financial review for was made by Jerry Irwin, supported by Mary Ann Bengtsson. Motion carried.   

 

Director’s Report: Director Munford reported that the December games program was successful and will continue in January. Also, the library will participate in the One Story program with the Pokagon Tribe. The library will host a program and temporary art installation from IICD in January. Zach Gurnsey has been doing odd jobs including drywall repair, paint touch-up, etc. in the library. The Ladies’ Library Association donated over $2000 for much needed purchases. Financial records are being converted to a digital database.

 

Committee Reports:

-Building and Grounds- new locks will be installed on the doors upstairs

-Personnel- postponed for Closed Session later

-Policy- auditor recommended a change in Auto Credit Handling and credit card policy

-Finance- look into change in the above policies, the committee will meet with Honor in January

 

Old Business: 4 security cameras will cost approximately $600, plus installation. Motion to purchase cameras by Cathy Butts, seconded by Mary Ann Bengtsson. Motion carried.

 

New Business: A staff Christmas party and $25 city gift certificates for each staff member were approved.

Closed Session on Personnel: Motion to go into Closed Session by Cathy Butts, supported by Jerry Irwin at 7:43. Motion to reopen meeting by Ron Jones, supported by Cathy Butts at 8:21.

 

Public Comment: none

 

Next meeting: January 13, 2015

 

Adjournment: Ron Jones moved to adjourn at 8:23.

 

Respectfully submitted,

Teri Frantz