Meeting Minutes - November 19, 2009

The Chairperson, Colleen Van Auken, called the meeting to order at 7:32PM
Present: J. Fausone, K. Schulz, M. Siegrist, G. Snow, C. Van Auken
Absent: D. Turner
Also Present: E. Davis, S. Rzetelny, K. Gladden, L. Golden, J. Noricks

Call to Audience

No comments (R. Havenstein-Coughlin, A. Heidemann, L. Papa)

Approval of Agenda

The agenda was approved as amended

Approval of Minutes

Minutes of the October 15th Meeting were approved as presented


Note from S. Rzetelny thanking the Board for the funeral arrangement.

New Business

Canton Community Foundation – 2nd Endowment - Joan Noricks, president of the Canton Community Foundation, presented a proposal for the library to create a second endowment fund to be administered through the CCF. She outlined the advantages of having CCF hold combined endowment funds:

  • Active Investment Managers
  • Stability of CCF
  • Planned Giving Expertise
  • Free Marketing (donors can access the foundation’s website and planned seminars for potential donors)
  • Charitable Gift Annuity Administration (the library continues as named-beneficiary unique to the CCF)
  • Tax Credits for Donors
  • Ability to invest in vehicles other than T-bills or money market funds
  • Being part of CCF investments (currently $1.6 million) will attract attention of money managers

A minimum investment of $10,000 is required with annual distributions available (5% of fund balance over 12 rolling quarters after the completion of one year). They would charge an annual administration fee based on 1% of the total fund balance.

Joan will be available to the Board for further questions. Chair Van Auken asked for a historical rate of return for CCF, compared to CPL’s. Trustee Fausone disclosed that he sits on the CCF board. He also stated that Comerica is the current fund manager and said that it might be time to re-evaluate CPL’s current endowment restrictions, whereupon E. Davis said that the signed paperwork pertaining to the current endowment cannot be located. The library’s current law firm did not create the original fund; she will contact the previous firm in the pursuit of the paperwork.

Report of the Library Director

  • Our recent Diaper Drive for the Diaper Bank netted 15,000 diapers from CPL patrons in just one day. The bank’s goal was 30,000 diapers by Thanksgiving
  • The Goodfellows are staging a food drive in the Community Room on Sunday, November 22nd, another will be held in December
  • Anna Slaughter is working with Plymouth’s teen librarian and the National Honor Society to provide tutoring for 3rd through 12th graders. The NHS tutors will be at CPL on Tuesdays and Thursdays from 6:00-8:00PM and at Plymouth on alternate days

Old Business

RFID Tagging Services – Leo stated corrected figures on the presented spreadsheet (the amounts for Innovative appearing twice). He asked for approval of the ITG Phase II cost so that purchase orders can be written and the equipment can be ordered and put into the delivery queue, even though delivery and payment would be deferred until 2010. The requested funds would pay for:

  • Software to speed circulation with the new system
  • Computers, receipt printers, credit card readers and other hardware, mostly having to do with the new self-check machines

Eva said that we are trying to keep costs of the project down by purchasing some components directly rather than ordering them from the vendor. Leo said the project total has fluctuated between $599,000 and $600,000 all along, mainly due to shipping cost estimates. He anticipates it will still come in at or under $600,000.
J. Fausone moved and K. Schulz supported a motion to approve purchase orders in the amount of $77,076 (payable in 2010) for the ITG Phase II project.
The motion passed unanimously 09/11-19-1

New Business

Presentation of New Logo and Newsletter Design – Laurie Golden reported that in response to current budget restrictions, Terran Design was asked to design a 2-color newsletter. Laurie showed an example of a typical 2-color newsletter production and then the new Connections, which will debut in an 8-page (as opposed to the previous 10-page) format with the January/February 2010 issue. She and the designers turned this cost-saving challenge into an opportunity to re-organize the newsletter. Laurie reviewed the new design and noted the calendar will be removed (it is still available online for exporting or printing), Adult Department enrichment programs will be split off from computer skills classes. Even if a program is held in the I-Lab (such as Genealogy or E-bay), it will be included with the enrichment programs unless it is strictly a computer skills class. Children’s Teens & Tween Services now has more room and their pages will be organized like the Adult pages: reading (story times & book clubs) separate from enrichment programs (i.e. Halloween Fun). The back page will be business and informational items as the Friends have their own newsletter.

She also showed examples of new letterhead and business cards, incorporating the new logo (which she had requested in 2-color so that it could inexpensively be used in a variety of publications). Competitive bids were received and CPL will maintain Progressive Printing as our printing vendor. Further savings could be realized using 70-lb gloss paper but it would be too flimsy for mailing. Trustee Schulz stated the new logo was more active than the existing logo but Trustee Fausone felt the logo overwhelmed the copy line on the newsletter and liked it better on the cards/letterhead.

Laurie also distributed cards given to staff at the in-service, detailing library information such as our circulation stats.

Discussion of Advertising Inserts in Connections - We are considering allowing local businesses to purchase ads in Connections as the township does in their Discover magazine. Advantage Marketing, used by the township, would handle the sales and they propose a separate insert to be sent out in the newsletter. CPL would retain right of refusal for all advertisers.

Rebecca Havenstein-Coughlin noted we already sell “advertising” on the Everything Canton display which is sold out.
Advantage Marketing also offered for consideration a Canton Community Heart card (like the Metro Pass Book). Cards could be offered to support either library operating funds or library endowment funds and could be sold at checkout and/or online. CPL would retain $12.50 for every $25 card we sell. National and local chains are included. Prescription discounts offered.

While she was in favor of selling ads, Trustee Schulz was uncomfortable with selling the cards at checkout and concerned about time spent at the desk explaining the program to patrons. She preferred only online sales. Trustee Siegrist felt this would be another way to expose patrons to the endowment fund but is hesitant on commercializing library transactions. Trustee Fausone thought pursuing the opportunity now would be better than in a year when the concept is old. Laurie will see if we can sell only online and when Canton Leisure Services will implement their card. Further discussion will be held at the December meeting.

Laurie also reported on Help Us, Help You, an online survey which will enter its fifth week next week. (Paper versions have been distributed in book club kits, Books by Mail, the Kill-o-watt, etc). Information gathered will be combined with statistics from SEMCOG, census information and information from the PCCS to create user profiles to aid in tailoring programming to resident needs.

Director’s Evaluation

J. Fausone moved and M. Siegrist supported a motion to go to a closed session to discuss the director’s evaluation. A roll-call vote was taken and approved unanimously.
The motion passed unanimously 09/11-19-2
The board went into closed session at 9:10 PM.

J. Fausone moved and K. Schultz supported a motion to return to open session at 9:42 PM
The motion passed unanimously 09/11-19-3
Chair Van Auken requested a form for the director evaluation where objectives could be rated and which would mimic the process used for staff under the reorganized structure.

Call to Audience

R. Havenstein-Coughlin advised that author of Presumed Innocent, Scott Turow has been selected for 2010 Everyone’s Reading. There will be a lottery for tickets to his final event to be held at Cherry Hill Village Theater.


The meeting was adjourned at 9:40 PM

James Fausone – Secretary/Treasurer