Board Minutes
2008
A REGULAR MEETING OF THE FRIENDS OF LITERACY IN OSCODA COUNTY WAS HELD ON TUESDAY, JANUARY 15, 2008 AT 9:00 A.M.
Call to Order: 9:05 A.M.
Members Present: Wright, Siwik, McGregor, Powers, Knepp, Nelson (arrived late)
Others Present: Jeanne Cardinal
Nelson/Siwik: To approve the minutes from September, October and December.
6 Ayes : 0 Nays. Motion Carried
Jeanne Cardinal provided a financial report. The balance in the checking account is $350.01, and the balance in savings is $960.78. Jeanne also reported that all monies are earmarked for use by the Oscoda County Library.
Discussion was held on the 501c3 status of the organization. We are current with the state for financial update. As far as the state of Michigan is concerned we are an official 501c3. We are currently waiting or a determination letter from the IRS, and we might have this by the middle of February.
Grants – Jeanne Cardinal provided an update on several grants. The YAK grant was received by December 31, 2007. Their decision will be made by February 20. With regard to other grants we will need a budget for last year and this year as well as financial statements. Some of the grants discussed were Weyerhaeuser, Dollar General, and Wal-Mart. Jeanne is willing to write grants, but stressed we really need a budget.
Kim Wright offered to talk to Bob Carpenter about the money that is in the savings and checking account. Jeanne suggested we really need to have a CPA who is willing to be on call for things like year end close out and audits.
Jeanne Cardinal provided director’s training. Position training will take place at our February meeting. Jeanne suggested we really should have a program director now.
Election of Board of Directors:
Powers/McGregor: To elect Kim Wright President of the Board of Directors.
6 Ayes : 0 Nays. Motion carried.
Knepp/Wright: To elect Heidi Powers Vice Chair of the Board of Directors
6 Ayes : 0 Nays. Motion carried.
Treasurer will be tabled until the February Meeting.
Wright/Siwik: To elect Amy Knepp Secretary of the Board of Directors
6 Ayes : 0 Nays. Motion carried.
Wright/Powers: To elect Chris Siwik for a two year term to the Board of Directors.
6 Ayes : 0 Nays. Motion carried.
Siwik/Powers: To elect Bruce Nelson for a one year term to the Board of Directors.
6 Ayes: 0 Nays. Motion carried.
Powers/Nelson: To elect Diana McGregor for a three year term to the Board of Directors.
6 Ayes : 0 Nays. Motion carried.
Siwik/Powers: To approve the amendments to the by-laws.
6 Ayes : 0 Nays. Motion carried.
McGregor/Siwik: To add after two readings.
6 Ayes : 0 Nays. Motion carried.
Nelson/Siwik: To allow the President and Treasurer be permitted to sign checks.
6 Ayes : 0 Nays. Motion carried.
Discussion was held on committees and Heidi, Jeanne and Amy will serve on the Policy Committee.
The meeting adjourned at 10:55 a.m. The next regular meeting will be held on February 19, 2008 at 9:00 am at the Oscoda County Library.
A REGULAR MEETING OF THE FRIENDS OF THE OSCODA COUNTY LIBRARY WAS HELD ON TUESDAY, FEBRUARY 19, 2008 AT 9:00 A.M.
Call to Order: 9:20 A.M.
Members Present: Wright, Powers, Knepp, Nelson (left early)
Others Present: Jeanne Cardinal and Sharon Allen
Nelson/Powers: To approve the minutes from January 15, 2008.
4 Ayes : 0 Nays. Motion Carried
Sharon Allen provided the financial report. There is $50.00 in checking and $300.00 in Savings. We will need copies of minutes and bylaws to change name on the checking account and to add Kim Wright and the new treasurer.
Discussion was held on the budget. Bruce, Kim and Chris will work on a budget for this year and next year. Kim was going to check with Bob Carpenter regarding how to address a budget for last year.
Jeanne reported that she will be going to Alaska for the summer and that we will need to find a grant
administrator. She is still willing to write grants for the organization, however we will need someone to be the
administrator.
Discussion was held on the treasurer position. Since Bruce Nelson had to leave early this was tabled until the
March meeting.
A REGULAR MEETING OF THE FRIENDS OF THE OSCODA COUNTY LIBRARY WAS HELD ON MONDAY MARCH 28, 2008 AT 9:00 A.M.
Call to Order: 9:00 A.M.
Members Present: Wright, Powers, Knepp
Others Present: Jeanne Cardinal (VIA conference call)
Discussion was held on the grants that Jeanne is working on at this time. She suggested we find someone to
serve as the grant administrator until the organization can find a treasurer. This is very important since Kim
Wright completed the paperwork for the YAK grant, and those funds should be arriving soon. Jeanne has
reported that she has been working on the DLEG grant, the funds would have to be expended by June. She did
suggest if we received the grant we ask for an extension of July to expend the monies.
Discussion was held on tutor training. Kathy Rainert (Bay County Literacy Group) is willing to provide the training. The training will be for twelve hours, generally held on two Saturdays. The dates recommended were May 24 + June 3 or June 21 + June 28. Concerns were expressed about having the first training session on memorial weekend. Jeanne wanted to know how many on the board would be interested in receiving the training. How many tutors we thought we would have to attend the training. Kim Wright was going to contact Chris in Gladwin to see if there are any other trainers or if there might be any other training options with Kathy.
Heidi Powers offered to resign as Vice-Chair and become the treasurer for the organization. It became evident during the meeting that we have a large need for a treasurer, especially since we will begin to see grant funds coming into the organization.
Our next meeting will be April 8, 2008 at 9:00 a.m. Please note this is a change in the date of the meeting. This will be a working meeting, please plan of spending at least 1.5 hours at this meeting.
A REGULAR MEETING OF THE FRIENDS OF THE OSCODA COUNTY LIBRARY WAS HELD ON TUESDAY APRIL 8, 2008 AT 9:00 A.M.
Call to Order: 9:00 A.M.
Members Present: Wright, Powers, Knepp
Others Present: Jeanne Cardinal, Lidia Podpora, Sharon Allen
Seeing there was no quorum Chairman Wright approved the minutes with the correction to the spelling of
Kathy Rayner.
A financial report was provided by the secretary from the bank statement that was dated February 28, 2008.
The statement reflected a balance of $49.16 is checking and $391.98 in savings. Sharon Allen reported that
$411.32 had been spent on pull-out drawers for the library.
Chairman Wright reported that the Yak funds have not been disbursed and he has not heard a date when the
funds will be disbursed.
Chairman Wright and Jeanne Cardinal reported on the DLEG grant. All the organization needs to do is file the
paper work (jump through the hoops) and the money will be ours (1,500.00).
Jeanne Cardinal provided a memo to the FOL Board of Directors providing a summary of her grant writing
activity.
Secretary Knepp reported that according to the State of Michigan FLOC will need to file an Application for
License to Solicit Donations, she provided the paperwork to Chairman Wright to provide to the accountant.
Secretary Knepp reported that members/volunteers of FLOC will be covered under the library’s liability
insurance. However in the event that an occurrence happens, FLOC (the entity) will not be covered under the
liability insurance. Paul Olsen (with the library’s insurance company) stated that all members/volunteers of
FLOC will need to complete library’s volunteer forms and have them on file with the library to document an
individual is affiliated with the Oscoda County Library.
Chairman Wright will contact Kathy Raynor and Dottie Haas regarding tutor training.
Discussion was held on whether it would be appropriate to allow emailing of special meetings, especially since
the last two meetings have not had a quorum to conduct business. Jeanne Cardinal felt that this would be
acceptable as long as the by-laws were altered to reflect this change, and it would not become a regular
occurrence. Discussion was also held on whether the board of director’s need to change the time of their
meetings. Chairman Wright was going to send out an email poll to all members of FLOC.
A REGULAR MEETING OF THE FRIENDS OF LITERACY IN OSCODA COUNTY WAS HELD ON TUESDAY MAY 27, 2008 AT 4:00 PM
Call to Order: 4:05 PM
Members Present: Wright, Powers, Knepp, Siwik
Others Present: Virginia Bunch, Tammy Emig, and Alice Stone
Powers reported that the checking account balance is: $3.84 and the savings account balance is: $27.19
Wright reported on grants, the DLEG grant - we are good to go and just need the official approval. The amount asked for is $1500, and the funds need to be spent by 6-30-2008. The YAK grant is for $850.00, and they are just waiting for bills to start coming in. All that is needed for the Wal-Mart grant is the paperwork. Dollar General is again offering their Literacy Grant; we need to look into this grant.
Dottie Haas has agreed to the Tutor Training, she felt we would need 10 – 12 people in order to offer the training. We need to get in touch with Dottie and find out about dates, cost, what to purchase. It was agreed that we need to start looking for learners.
Wright reported that he provided Bob Carpenter the IRS notification that was received.
Wright reported that Diana McGregor wanted to resign from the Friends of Literacy In Oscoda County, Inc.
Knepp-Siwik: To appoint Alice Stone to the Board of Directors to replace Diana McGregor whose term expires 2011.
4 Ayes : 0 Nays. Motion Carried.
Siwik-Stone: To accept the resignation of Heidi Powers as Vice President and recognize her appointment at Treasurer.
4 Ayes : O Nays (Powers abstained). Motion Carried.
Stone-Knepp: Accept as present the Friends of Literacy in Oscoda County and the financial budget for 2007 and 2008 as presented with any revisions as necessary.
5 Ayes : 0 Nays. Motion Carried.
Wright reported that the next NMALC meeting with be the 1st or 2nd week in June, Contact Kim Wright if you are interested in attending.
A REGULAR MEETING OF THE FRIENDS OF THE OSCODA COUNTY LIBRARY WAS HELD ON TUESDAY JUNE 17, 2008 AT 4:00 PM
Call to Order: 4:08 PM
Members Present: Wright, Powers, Knepp, Stone
Others Present:
Stone/Powers: To approve the April and May minutes with the correction of date.
4 Ayes : 0 Nays. Motion Carried
Powers provided the financial report:
Checking $ 3.84
Savings: $27.19
Stone/Knepp: To approve the financial report as presented.
4 Ayes : 0 Nays. Motion carried.
Tutor training will be held June 23rd and 24th from 5:00 – 9:00 pm at the Michigan Works office. Dottie will be charging $400 plus the cost of gas. It was agreed that the council will provide pizza and pop.
Discussion was held on what material should be purchased.
Stone/Powers: To order supplies with a cost of up to $860.00 on material if able to move $500.
4 Ayes : 0 Nays. Motion carried.
Seeing no further business the meeting was adjourned at 5:00 pm, the next scheduled meeting will be July 15, 2008.
A REGULAR MEETING OF THE FRIENDS OF LITERACY IN OSCODA COUNTY, INC WAS HELD ON TUESDAY JULY 15, 2008 AT 4:00 PM
Call to Order: 4:03 PM
Members Present: Wright, Knepp, Stone, Nelson (left early), Powers via telephone
Others Present:
Powers/Stone: To approve the June minutes.
5 Ayes : 0 Nays. Motion Carried
Powers provided the financial report:
Checking $ 3.84
Savings: $27.19
Stone/Knepp: To approve the financial report as presented.
5 Ayes : 0 Nays. Motion carried.
Old Business:
Chairman Wright reported that tutor training was held June 23rd and 24th with six people in attendance. Training was good and very extensive.
Discussion was held on the status of adding treasurer Powers to the checking account. Secretary Knepp will provide the minutes from previous meetings that indicate Chairman Wright and Treasurer Powers are elected to office. Chairman Wright said that the credit union would need a motion to remove Rachelle DeBroske and Sharon Allen from the checking account.
Nelson/Stone: To remove Rachelle DeBroske and Sharon Allen from the checking account.
5 Ayes : 0 Nays. Motion carried.
Chairman Wright reported that all of the literacy material has been received, some items were returned and other items ordered.
Nelson/Knepp: To pay invoices as funds are available.
5 Ayes : 0 Nays. Motion carried.
Chairman Wright reported that the council has 105 days to submit invoices and file a final report. Kim Wright will find out how invoices need to be submitted, and meet with Heidi Powers to pay bills. Some discussion was held on who would complete the final report, and Kim Wright was going to check with Jeanne Cardinal and see if she would be willing to do this.
Kim Wright reported that all the IRS paperwork was forwarded to Bob Carpenter; Carpenter will review and contact the IRS.
Discussion was held on having a training session in the fall, and it was unanimously decided that this should be an agenda topic for our August meeting.
Heidi Powers suggested having prisoners/parolees involved with our program. The group decided that the council needs to see what other literacy councils do, and also talk to a parole officer about this.
At this time discussion was also held on having someone from another literacy council come to our meeting to discuss what our next step should be.
Discussion was held on finding alternative locations for training to be held, since the library’s hours are not conducive for everyone. Chairman Wright indicated it would be nice if training could be held after hours at the library, however the library’s liability insurance will not cover any after hour activities.
Seeing no further business the meeting was adjourned at 5:00 pm, the next scheduled meeting will be August 19, 2008.
A REGULAR MEETING OF THE FRIENDS OF LITERACY IN OSCODA COUNTY, INC WAS HELD ON TUESDAY AUGUST 19, 2008 AT 4:00 PM
Call to Order: 4:10 PM
Members Present: Wright, Knepp, Siwik, Powers (arrived late)
Others Present: Angela Wideman
Since a quorum was not present the minutes and financial report will be approve at the September meeting.
Financial report was read from the bank statement: Checking $1503.84
Savings: $ 27.26
Powers asked if all bills need to come before the board of trustees, or should be paid as they arrive. Knepp will check with Jeanne Cardinal about the correct procedure.
Old Business:
Chairman Wright reported that Bob Carpenter has received and reviewed the paperwork for the IRS. He will resubmit the correct paperwork to the IRS to have our status changed back to a 501c3.
Chairman Wright reported that all materials were purchased and are at the library, waiting to be cataloged. Wright also reported that the additional training materials were received from Dottie Haas. Chairman Wright also reported that he is waiting to meet with treasurer Powers to compare totals before certifying the DLEG grant as complete.
The board unanimously agreed that October 1, 2008 will be the start date for literacy training. Wright will contact the Fairview Area Schools to see if tutors and students can meet at the school and if liability insurance will need to be provided. Wright will also check with Joe Breaugh, Oscoda County Maintenance Supervisor about the possibility of tutors and students meeting in the MSU Extension conference room, and if any type of insurance would be necessary. Siwik said she would check with the Mio-AuSable Schools to see if they have any insurance requirements that would need to be met before tutors and students could meet there. It was also agreed by the board that a list of recommended public places will be compiled for tutors and students to meet.
Knepp agreed to work on a letter that will be mailed out to area churches, His Love, both school districts, and any other agency that could be thought of. This letter will let these organizations know that FLOC has a start date for education to begin, we are looking for students, tutor training will occur in October, and remind them we are a 501c3 in hopes for receiving some monetary donations from these organizations.
The board previously agreed that it should consider offering tutor training in the fall. The board set a tentative date of October 14 – 17 for a fall training session, provided those dates work for Dottie Haas.
Discussion was held by the board of directors, about the age limit for both tutors and students. It was agreed that the age should be 16 years old for both tutors and students. Knepp will check with Jeanne Cardinal and see if this needs to be added to the by-laws or issued as a motion.
Angela Wideman presented the board with a list of forms that need to be created and ready for use by October 1, 2008. Wideman agreed to work on these documents.
Seeing no further business the meeting was adjourned at 5:03 pm, the next scheduled meeting will be September 16, 2008.
