Meeting Minutes -- June 12, 2008
The meeting was called to order by the Chairman, James Gillig, at 7:30 p.m.
Present: J. Fausone, J. Gillig, G. Snow, C. Young, C. Van Auken, N. Williams
Also Present: E. Davis, S. Rzetelny
CALL TO AUDIENCE
No Comments. (A. Heidemann, Don Turner, Michael Siegrist, Eric Hess)
APPROVAL OF AGENDA
The agenda was approved as presented.
APPROVAL OF MINUTES
Minutes of the May 29th meeting were approved as submitted.
- The Board expressed its condolences to Michael Coughlin on the passing of his mother (husband of Rebecca Havenstein-Coughlin).
- Adult Summer Reading material was distributed.
- A 2nd patron, Mrs. Michiele, expressing her appreciation to Joyce Simowski, Adult Librarian thanking her for the Books by Mail program.
REPORT OF THE LIBRARY DIRECTOR
- The office was contacted by the League of Women Voters who has tentatively scheduled a candidate's forum in July with possible cable broadcast. The League was asked to include the library board candidates in a future forum tentatively scheduled in the fall.
- Phil Lajoy contacted Eva concerning the new Michigan Business Tax. Unfortunately, the library will not see revenue sharing from this tax, as was the case with the Single Business Tax
- There has been no update from the Canton police department in reference to the suspected violation of the Library's Internet Use Policy. Eva has directed staff to field any inquires directly to her.
- Roof Replacement Update - The roofing project will be substantially completed by Friday, 6/13. A section above the staff and receiving area remains. The west drive will be open for Liberty Fest weekend and Monday for Summer Reading. JD Candler will not work Monday due to traffic issues during the first day of the Summer Reading Programs but will resume Tuesday for three to four days of sheet metal and curb work. PSI has been thorough in their oversight of the project and the Board agreed it was well worth hiring them. The roofing expense continues to remain within budget even with the allowances of approximately $4,000.
- Vote on Policy Revisions - Revision to the Complaint Process section of the Materials Selection Policy, which now sets an overall timeline for the Request for Reconsideration process and allows the Director to convene a Reconsideration Committee made up of library staff to review the item in question, research critical reviews, and present this documentation and a recommendation to department heads for decision. The appeals process is further clarified as well.
The Internet Policy is now renamed the Computing Resources Policy and encompasses all of the computing resources, including use of the wireless network and use of public blogs. The revision brings the library into compliance with state and federal laws and includes some additional language regarding minors in the computer lab, caregivers using teen/tween/children's computers, and clarifies the extent to which staff may provide computer assistance.
C. Young moved and J. Fausone supported a motion to approve the revised Complaint Process in the Materials Selection Policy
The motion passed unanimously 5/08-12-1
The new Capitalization and Fixed Assets Policy clarifies which capital purchases should be capitalized as a fixed asset.
G. Snow moved and C. VanAuken supported a motion to approve the revised Canton Public Library Computing Resources Policy
The motion passed unanimously 5/08-12-2
N. Williams moved and J. Fausone supported a motion to approve the new Capital Assets Policy.
The motion passed unanimously 5/08-12-3
- Discussion of 2009 Board Goals - The chairman
reviewed the Board goals for 2009 with the following key points:
- The salary study of the current organization chart, job functions and actual job descriptions will be reviewed to see if Canton Public Library is keeping pace with changes in job tasks. Once defined, the salary study will be compared with similarly sized libraries. Eva is interested specifically with the competitiveness of non-librarian wages. Once completed, the study will provide a standardized evaluation tool.
- New 5-year Strategic Plan - The Board will review where the library stands based on the previous 5 year plan. Eva will stay in touch with the Township for SEV change updates and will estimate 2009 revenue with those changes. Eva also presented an offer by Canton Township Leisure Services for use of the Fellows Creek clubhouse for a Board study session to work on the 5 year plan.
- Endowment Fund Marketing Plan - Chairman Gillig noted that changes to Second Hand Prose could work as part of this plan as most of the donations are received from the Friends and adding on to the bookstore would allow them additional revenue producing space.
- Community Room Makeover - The Friends have expressed an interest in contributing to this project. Kitchen upgrades will also be included in quotes.
- Chairman Gillig reminds the Board that according to Carver's book we should be asking if the value produced is worth the cost of any expenditure. With declining revenues, we cannot automatically approve any expenditure without asking the question.
- Trustee Fausone noted that it is difficult to prioritize the goals without budget figures and requested that further discussion of the goals be held after additional information and quotes are submitted and that goals be organized by priority and relationship. It was agreed to continue discussions as part of the 2009 Budget preparation process.
- Eva reports that Building Manager Jim Laffey is examining all library equipment and systems such as HVAC, boilers, humidifiers and window replacements and preparing a life expectancy chart for future budget consideration. Eva requested clarification from the Board for the use of any fund balance for larger replacement projects. Chair Gillig responded that the Board has been consistent with funding projects from the operating budget and would like to maintain the fund balance if possible.
- Jungle Java Annual Report - Eric Hess - Annual report will be delayed due to computer problems experienced by Jungle Java. The report should be available by the week of July 4th. Mr. Hess does report that revenue has improved with the reduction in menu options and reduction in staff. He praised building manager Jim Laffey stating that he is very responsive and easy to work with. He also indicated that one of the board goals, the extension of the work area to the west wall and additional refrigeration space, would provide much needed workspace for the café.
- The director reports that the library is on track to hit the one millionth item checked out for 2008 in July, earlier than last year when this significant record was achieved in August.
CALL TO AUDIENCE
Meeting was adjourned at 8:30 p.m.
Dr. James Gillig - Chairman