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Meeting Minutes -- February 12, 2009

February 12, 2009
7:30 p.m.


The Chairman, James Gillig, called the meeting to order at 7:30 p.m.
Present: J. Fausone, J. Gillig, M. Siegrist, D. Turner, C. Van Auken
Absent: G. Snow
Also Present: E. Davis, S. Rzetelny, Susan Kennedy K2+, Laurie Golden

Call To Audience

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

APPROVAL OF AGENDA

The agenda was approved as presented

APPROVAL OF MINUTES

  • The minutes of the January 15th General Meeting were approved as written
  • The minutes of the Dec 18th Closed Session were approved as written

COMMUNICATIONS

  • Email from Trustee Snow sent to S. Rzetelny advising of his absence from this meeting
  • Correspondence from Jennifer Tobin of the Village Theater thanking Eva Davis, Laurie Golden and Marcia Barker for their participation in the Canton Celebrates Dr. Martin Luther King Jr. event held January 19, 2009

REPORT OF THE LIBRARY DIRECTOR

  • Canton Township Police apprehended the suspect involved in the January 30th incident at the library. The detective will contact Eva to process a no trespass order against the man
  • In the Governor’s proposed budget cuts the Library of Michigan, currently under the Department of Arts, History and Libraries, may be moved to the Department of Education. The concern is that the Department of Education’s focus is obviously on education with the libraries being a much smaller concern

OLD BUSINESS

  • Strategic Planning – Susan Kennedy provided an update on the strategic planning process. In an overview of the Fall 2002-03 Strategic Plan she noted that Tecker Consultants were hired to conduct focus groups, facilitate planning sessions, conduct non-user research, and create plan implementation and action plans. The original focus group findings were; 1) not to get to far ahead of the community, 2) expand usage to demographic groups not being serviced, 3) Increase awareness of services, and 4) understand that patrons use the library differently at varying ages. Susan’s review could not quantify action on the plan. Eight focus groups were concluded this week with over 36 participants. Trustee Fausone participated in the Business Users Focus group and noted all the participants were interested in the advancement of the library. Details of key themes emerged such as: creating partner- ships, programs by theme with gender specific children’s programs, volunteerism/living library, community space, curriculum connection/extension, multicultural connection, marketing and communication and integrating technology. Further analysis and planning will incorporate the key themes, research insights and trends, along with online surveys with targeted questions and staff input to develop the final plan.

NEW BUSINESS

  • Report on Jungle Java Meeting – Eva met with Eric Hess primarily to discuss equipment issues. The contract states operators are responsible for “prudent care” of equipment but the library will repair and/or replace equipment when necessary. Also discussed were cleanliness issues and Eric brought forth the possibility of having the library’s housekeeping staff clean the entire café including behind the counter which has up to this point been the responsibility of the operator. Eva was concerned with the food service sanitation requirements of this arrangement. Discussion of Jungle Java’s profit and loss statements indicate that in the second year of operation JJX is still not earning a profit which will have to be considered when the decision is made to renew the contract. Eva will meet with Eric again in March and notes that the contract requires a 60 day termination notice. Trustee Turner suggested and discussion was held reviewing the rent concession and the possibility of subsidizing the café or other uses for the space. Considering the downturn in library revenue, maintaining the café at a cost to the library would be difficult
  • Alliance of Rouge Communities Mini-Grant – The Township applied for this green infrastructure grant which involves projects under $5000. Eva met with Bob Belair and Leigh Thurston, the landscape architect, who propose adding native plants to mitigate erosion along the Rouge watershed and creating a butterfly habitat. Plants would be installed by volunteers and there would be no cost to the library. The benefits to the library would be aesthetic along with a reduced water cost in the summer months
  • Township Taxable Value Forecast – Eva has received preliminary figures indicating a significant reduction in property tax revenue for the current year and 2010. The projected drop of 7% in 2010 of township taxable value translates to a $400,000 reduction if the library millage rate is held at the reduced 1.4980. If the rate is increased to the previous maximum rate of 1.5437 the income loss would be in the $220-250,000 range. Eva intends any cuts which have to be made this year would be invisible to patrons but reminded the board of the 10% cut in the budget already made. Trustee Fausone suggested considering moving to three year budgeting plans to incorporate the expected trends in taxable value reductions. Eva will continue to monitor data from the Township
  • Meeting with JPMorgan Chase – Eva and Sheryl met with representatives from JPMorgan Chase to evaluate current investment conditions which are dismal. Certificates of deposit are paying less than one tenth of a percent and T-bills are at zero. All investments of the library are required to and do comply with Public Act 20 and are AAA rated. The trustees requested Eva contact the Township to discuss its banking concerns
  • Security Camera Video Quality – The meeting scheduled with Sonitrol to discuss security camera video quality improvement was cancelled by the vendor. It will be rescheduled and results reported at the next meeting

OTHER

  • The Technical Services Department is implementing recommendations developed by the Check-in & Reshelving Committee to alleviate back logs of returned material. With the use of the library increasing, these improvements will help us deal with the volume.

CALL TO AUDIENCE

No Comments

ADJOURN

Meeting was adjourned at 8:45 p.m.
James Fausone – Secretary/Treasurer