Southwest Michigan Library Cooperative

Board Meeting

8 March 2007

Call to order:

The meeting was called to order at 3 PM by President Erik Neiman.  The following members were present:

The following members were excused:

Also present: 

Minutes:

Evelyn made a motion to approve the minutes of the October 19^th meeting.  Lawrence seconded the motion.  Motion carried.

Treasurers report:

Monthly cash statement for January was presented.  There is a question about where the PAC HUG grant money income is shown.  Gail will check into that.  The statement was filed for audit.  Monthly cash statement for February was filed for audit.

Lawrence made a motion to pay the bills as presented.  Judy seconded the motion.  Motion carried.

Unfinished business:

Ryan reported on the Director’s evaluation.  The Personnel Committee used Survey Monkey to send the evaluation to 90 libraries.  Thirty-eight people responded.  Ryan and Erik met with Gail to present the results to her.  Lawrence made a motion to accept the Personnel Committee’s recommendation of a 3.3% COLA raise for the Director retroactive to February 1^st.  Jennifer seconded the motion.  Motion carried.

Evelyn made a motion to extend the Director’s current contract until 30 September 2007 to bring it in line with SMLC’s fiscal year. Lawrence seconded the motion.  Motion carried.

Van Buren ISD would like to lease all of the space in our building starting in September.   Gail and Claudia would move into the back two offices.

Gutters on the rear of the building fell during the ice storm.  Repairs will be done once the weather is better.

Van Buren ISD will extend the awning over the double doors and we will split the cost with them.

SMLC and some Capital Library Cooperative libraries would like to go together to extend the Agent contract for one year.  Judy made a motion to extend the contract for one year at a cost of $80,000, with the inclusion of a 30 day option to terminate the contract.  Lawrence seconded the motion.  Motion carried.

New business:

Director’s report [see attached]

Membership update-There are currently 93 members.

Staffing update-Susan is no longer employed.  Claudia and Gail are splitting her duties.

QSAC:

Communication plan was presented.  Lois made a motion to accept the plan. Lawrence seconded the motion.  Motion carried.

Board Job Description was presented.  Lois made a motion to accept the description.  Lawrence seconded the motion.  Motion carried.

Board Goals were presented.  Evelyn made a motion to accept the goals. Lawrence seconded the motion.  Motion carried.

Advocacy Plan was presented.  Lois made a motion to accept the plan.  Lawrence seconded the motion.  Motion carried.

This should complete the QSAC process for the Cooperative.

An Ethics Statement was presented.  Lois made a motion to accept.  Lawrence seconded the motion.  Motion carried.

Evelyn presented the Finance Committee recommendations as per their report.  [see attached]  Evelyn made a motion that all SMLC contracts will be for one year or less.  Lawrence seconded the motion.  Motion carried.

Policy and procedure manual updates are in progress.

Lawrence made a motion to set the next evaluation for the Cooperative Director for the August Board Meeting to be performed by the current Board.  Lois seconded the motion.  Motion carried.

Adjournment:

Erik declared the meeting adjourned.  The meeting adjourned at 4:23 PM.

Minutes taken by,

Ann Greene

Secretary