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(Draft) Board Meeting Minutes — Thursday, April 16, 2015

The Chairperson, Nancy Eggenberger, called the meeting to order at 7:30 PM

  • Present:N. Eggenberger, M. Farell, J. Fausone, S. Foster, T. Hartnett, D. Turner
  • Also Present: E. Davis, K. Gladden

Call to Audience

(M. Crowther, L. Golden, R. Havenstein-Coughlin, D. McHugh, K. Nagalingam, M. Nicholson, L. Papa, K. Saravanan, S. Saravanan, M. Swartz, N. Szczepanski, S. Venkatachalam) – None

Approval of Agenda

The agenda was approved as amended by unanimous consent.

Approval of General Meeting Minutes

The minutes were approved by unanimous consent.

Communications

Davis shared a “thank you” card from State Representative Kristy Pagan for the library tour and orientation. Rep. Pagan will be hosting a community education “think tank” meeting at the library on April 19, which she invited Davis to attend. Davis hopes Pagan will be able to involve the state library in Gov. Snyder’s Third Grade Reading Proficiency Inititative.

Director’s Report

The kick-off reception for the Canton Book Project was held April 16th.

Davis briefly went over the financial statements, explaining why some funds appear to have more spent than warranted for this point in the budget year (owing to construction and insurance fees that must be paid at the beginning of the year); the numbers will even out as the year progresses.

Trustee Comments

Trustee D. Turner proposed that, rather than being represented at every meeting of the Friends of the Library Board, the Library Board members each attend one meeting during the calendar year.

Library Board Meeting Agenda — Thursday, April 16, 2015

Thursday, April 16, 2015, 7:30 PM

  • Call the Meeting to Order
  • Call to Audience (5 min. maximum)
  • Approval of Agenda
  • Approval of General Meeting Minutes
  • Communications
  • Report of the Library Director
  • Trustee Comments
  • Committee Reports
    • Financial Committee
  • Unfinished Business and General Orders
    • None
  • New Business
    • Presentation of President's Volunteer Service Award
    • Presentation of 2014 audit by Plante Moran
    • Approve 2014 audit report as presented
    • Approve 1st Quarter Budget Amendment as proposed
  • Call to Audience (5 min. maximum)
  • Adjourn

Board Meeting Minutes — Thursday, March 19, 2015

The Chairperson, Nancy Eggenberger, called the meeting to order at 7:31 PM

  • Present: N. Eggenberger, M. Farell, J. Fausone, S. Foster, T. Hartnett, D. Turner
  • Also Present: E. Davis, K. Gladden

Call to Audience

None

Approval of Agenda

The agenda was approved by unanimous consent.

Approval of General Meeting Minutes

The minutes were approved by unanimous consent.

Communications

E. Davis shared copies of a new digital resources publication. Community Relations Department Head L. Golden has provided copies to area wireless stores for distribution to customers who purchase a new device.

Director’s Report

Davis announced that Information Technology Department Head L. Papa has once again certified the library for PCI (Payment Card Industry) compliance.

Trustee J. Fausone represented the board at the March Friends of the Library Board meeting. Trustee T. Hartnett will attend their April meeting and Secretary/Treasurer M. Farell will attend the May meeting.

Davis made available the agenda for the April 24th Friends of Michigan Libraries Trustee Alliance Workshop in Rochester Hills. There is money budgeted for educational opportunities for the board such as this and the cost is minimal ($30 per trustee). Interested trustees should let Davis know and the library will register everyone.

Any trustee who had not already done so was requested to RSVP to volunteer coordinator K. Gladden re: attendance at the annual Volunteer Luncheon on April 14th.

Library Board Meeting Agenda — Thursday, March 19, 2014

Thursday, March 19, 2015, 7:30 PM

  • Call the Meeting to Order
  • Call to Audience (5 min. maximum)
  • Approval of Agenda
  • Approval of General Meeting Minutes
  • Approval of Closed Session Minutes
  • Communications
  • Report of the Library Director
  • Trustee Comments
  • Committee Reports
    • None
  • Unfinished Business and General Orders
    • None
  • New Business
    • Proposed Revision to Capital Asset Policy
    • Endowment/Operating Fund Campaign Update
  • Call to Audience (5 min. maximum)
  • Adjourn

Tech Processing Volunteer Needed

A detail-oriented volunteer is needed for the Technical Processing Workgroup (see attached volunteer position description.)

The hours are from 10:00 AM-12:00 PM every Wednesday.

Applications will be accepted through 6:00 PM on Sunday, March 15.

(Draft) Closed Session Minutes — Thursday, February 12, 2015

Thursday, February 12, 2015

9:05 PM

Canton Public Library – Conference Room

Closed session to discuss an attorney-client privileged written communication sent for the purpose of providing legal advice.

  • Present:N. Eggenberger, M. Farell, J. Fausone, S. Foster, D. Turner
  • Absent:T. Hartnett
  • Also Present: E. Davis

The board moved into closed session to consider material exempt from disclosure.

James Fausone moved and Don Turner supported a motion to return to open session.

The motion passed unanimously 15/2-12-3CS

(Draft) Library Board Meeting Minutes — Thursday, February 12, 2015

The Chairperson, Nancy Eggenberger, called the meeting to order at 7:30 PM.

Present: N. Eggenberger, M. Farell, J. Fausone, S. Foster, D. Turner

Absent: T. Hartnett

Also Present: E. Davis, K. Gladden

Call To Audience

(L. Golden, R. Havenstein-Coughlin, D. McHugh, M. Nicholson, L. Papa, N. Szczepanski) – None

Approval Of Agenda

The agenda was approved by unanimous consent.

Approval Of General Meeting Minutes

The minutes were approved by unanimous consent.

Communications

- None

Director's Report

E. Davis provided images of the “skins” that will appear on the Sterling Services vending machines. Community Relations Department Head L. Golden has been working with them to ensure that the designs are in harmony with our colors in that space.

The auditors from Plante Moran will be here February 23-27. Business Services Department Head M. Nicholson and accountant D. McHugh are fully prepared for their visit, and the auditors’ report to the trustees will appear on the April agenda.

Community Relations Program Librarians N. Welz and L. Fawcett obtained a grant from Pitney-Bowes for the Canton Book Project (in which all board trustees are encouraged to participate.) Participants will be given copies of a book of their choice; they will then distribute the books to non-readers or non-library users, in an attempt to encourage library usage and promote reading.

Library Board Meeting Agenda — Thursday, February 12, 2015

Thursday, February 12, 2015, 7:30 PM

  • Call the Meeting to Order
  • Call to Audience (5 min. maximum)
  • Approval of Agenda
  • Approval of General Meeting Minutes
  • Communications
  • Report of the Library Director
  • Trustee Comments
  • Committee Reports
    • None
  • Unfinished Business and General Orders
    • Canton Community Foundation presentation (Greg Schupra & Jerry Grady)
  • New Business
    • Approval of 2015-2019 Telecommunications Contract
    • Closed session to discuss an attorney-client privileged written communication sent for the purpose of providing legal advice
    • Internet E-Rate and Computing Resources Policy
    • Strategic Plan Update
    • Statistic of the Month
  • Call to Audience (5 min. maximum)
  • Adjourn

Board Meeting Minutes — Thursday, January 15, 2015

The Chairperson, Nancy Eggenberger, called the meeting to order at 7:31 PM.

Present: N. Eggenberger, M. Farell, S. Foster, D. Turner

Absent: J. Fausone, T. Hartnett

Also Present: E. Davis, K. Gladden

Call To Audience

(L. Golden, R. Havenstein-Coughlin, M. Nicholson, L. Papa, D. Skopczynski, N. Szczepanski) – None

Approval Of Agenda

The agenda was approved as amended by unanimous consent.

Approval Of General Meeting Minutes

The minutes were approved by unanimous consent.

Communications

E. Davis acknowledged a thank you note received from Secretary/Treasurer M. Farell for flowers sent by the board to her grandmother’s funeral.

Director's Report

2014 invoices are still coming in. The financial reports will officially be adjusted and closed out after the auditors come at the end of February; Davis expects that the library will end the year with around $200,000 to be added to the Fund Balance. She also explained that deferred income listed on the balance sheet summary was actually 2015 tax revenue that had been received in 2014.

Davis will contact Jerry Grady, chair of the Canton Community Foundation board, and arrange for him and the foundation’s interim leader Greg Schupra to meet with the board about transferring the endowment to the Foundation.

Library Board Meeting Agenda — Thursday, January 15, 2015

Thursday, January 15, 2015, 7:30 PM

  • Call the Meeting to Order
  • Call to Audience (5 min. maximum)
  • Approval of Agenda
  • Approval of General Meeting Minutes
  • Communications
  • Report of the Library Director
  • Trustee Comments
  • Committee Reports
    • Finance Committee
  • Unfinished Business and General Orders
    • None
  • New Business
    • Nomination and Election of Board Officers
    • Re-schedule July 2015 Board Meeting
    • Disclosure of Potential Conflicts of Interest
    • Statistic of the Month
  • Call to Audience (5 min. maximum)
  • Adjourn

Board Meeting Minutes — Thursday, December 18, 2014

The Chairperson, Nancy Eggenberger, called the meeting to order at 7:31 PM.

Present: N. Eggenberger, J. Fausone, S. Foster, T. Hartnett, D. Turner

Absent: M. Farell

Also Present: E. Davis, K. Gladden

Call To Audience

(L. Golden, R. Havenstein-Coughlin, D. McHugh, M. Nicholson, G. Nixon, L. Papa, N. Szczepanski) – None

Approval Of Agenda

The agenda was approved by unanimous consent.

Approval Of General Meeting Minutes

The minutes were approved as amended by unanimous consent.

Communications

E. Davis shared a Christmas letter received from former Board Trustees George Snow and Cecil Young.

The Patron Service Improvement Project (PSIP) – Phase II brochure, which will be given out to patrons to explain the scope, cost and timeline of the construction project, was provided to the board.

Among items in the publicity packet was a news story in the Canton Observer about the PSIP (Phase II) and also one about a local teenage runaway who was found by police on library property.

Community Relations department head L. Golden provided the board with proofs of the eight (8) pages of library events which will appear in the next Discover brochure.

Director's Report

The Friends of the Library fundraiser at Tony Sacco’s Pizzeria raised $80; the Friends were pleased and will pursue other, similarly small fundraising efforts as revenue from the Secondhand Prose Used Bookstore continues to drop.

Library Board Meeting Agenda — Thursday, December 18, 2014

Thursday, December 18, 2014, 7:30 PM

  • Call the Meeting to Order
  • Call to Audience (5 min. maximum)
  • Approval of Agenda
  • Approval of General Meeting Minutes
  • Communications
  • Report of the Library Director
  • Trustee Comments
  • Committee Reports
    • Finance Committee
  • Unfinished Business and General Orders
    • Approve revised Canton Public Library Board Bylaws
  • New Business
    • Approve 4th Quarter Budget Amendment
    • Approve use of $110,510 from Fund Balance Assigned for Employee Benefits to fund MERS pension obligations under Fringe Benefits (acct 718), reducing Fund Balance Assigned for Employee Benefits to $493,984
    • Approve Vendor Proposal
  • Call to Audience (5 min. maximum)
  • Adjourn

Library Board Meeting Minutes — Thursday, November 20, 2014

The Chairperson, Nancy Eggenberger, called the meeting to order at 7:30 PM.

Present: N. Eggenberger, M. Farell, J. Fausone, S. Foster, T. Hartnett, D. Turner

Absent: None

Also Present: E. Davis, K. Gladden

Call To Audience

(L. Golden, R. Havenstein-Coughlin, M. Nicholson, N. Szczepanski) – None

Approval Of Agenda

The agenda was approved by unanimous consent.

Approval Of General Meeting Minutes

The minutes were approved as amended by unanimous consent.

Communications

E. Davis reminded the trustees to please respond to the emailed invitation to the upcoming Volunteer Holiday Tea.

Director's Report

The Friends of the Library will have a fundraiser on December 9-10 at Tony Sacco’s pizzeria.

The main boiler needs a new part, but is currently working

Trustee D. Turner asked about the posting for a new vendor for the café area. Davis assured him that the Request for Proposal (RFP) addressed his concerns, including a requirement that applicants detail the vendor’s process for machine issues (lost money, etc.) and also requires a non-performance clause.

There will be a Finance Committee meeting on December 9, at which time the committee will review all vendor bids in preparation for board discussion and action at the regular December meeting..

Library Board Meeting Agenda — Thursday, November 20, 2014

Thursday, November 20, 2014, 7:30 PM

  • Call the Meeting to Order
  • Call to Audience (5 min. maximum)
  • Approval of Agenda
  • Approval of General Meeting Minutes
  • Communications
  • Report of the Library Director
  • Committee Reports
    • None
  • Unfinished Business and General Orders
    • Approval of Circulation Policy Revision (3rd reading)
    • Approval of Patron Code of Conduct Policy Revision (3rd reading)
    • Canton Public Library Board Bylaws
  • New Business
    • Director's Evaluation
  • Call to Audience (5 min. maximum)
  • Adjourn

Library Board Meeting Minutes — Thursday, October 16, 2014

New Board Trustee Don Turner was administered the oath of office by Canton Township Clerk Terry Bennett before the meeting was called to order.

The Chairperson, Nancy Eggenberger, called the meeting to order at 7:30 PM.

Present: N. Eggenberger, M. Farell, J. Fausone, S. Foster, T. Hartnett, D. Turner

Absent: None

Also Present: E. Davis, K. Gladden

Call To Audience

(C. de Bear, R. Havenstein-Coughlin, D. McHugh, M. Nicholson, L. Papa, N. Szczepanski) – None

Approval Of Agenda

The agenda was approved as amended by unanimous consent.

Approval Of Budget Hearing Minutes

The minutes were approved by unanimous consent.

Approval Of General Meeting Minutes

The minutes were approved by unanimous consent.

Communications

E. Davis shared a card received from former Business Services Department Head Sheryl Rzetelny.

A letter from Trustee T. Hartnett regarding verbiage contained in the proposed revision of the Patron Code of Conduct policy was seen by the rest of the board.

Community Relations Department Head Laurie Golden had asked that Davis inform the board that a new group photo will be taken at the November meeting.

Director's Report

Davis has not heard back from Canton Township Finance Director Wendy Trumbull regarding the bond pre-payment issue.

The Canton Community Foundation has not yet selected a new executive director.