The Chairperson, Amy Watts, called the meeting to order at 7:30 PM.

Present:           N. Eggenberger, M. Farell, J. Lee, J. Pandit, D. Turner, A. Watts

Absent:            None

Also Present:  E. Davis, K. Gladden

  • CALL TO AUDIENCE   (L. Golden, D. McHugh, M. Nicholson, R. Noble, J. Parij, C. Spas, 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 — Director Eva Davis shared a “thank you” note from the Canton Goodfellows in appreciation of the library serving as a distribution point for the Goodfellows’ “No Child Without a Christmas” program application forms.
  • DIRECTOR’S REPORT
    • The financial reports showed the library 8% through the fiscal year. Income is trending high on Property Taxes, which were due on February 14; other income sources are at zero (State Aid, Penal Fines) as they are not traditionally received until later in the year.
    • On the expense side, Fringe Benefits are trending higher because payment for the full year has been made to MERS. Library Materials are higher because librarians are again ordering newly published items for their collections. Capital Outlay and Professional & Contractual are up because of a progress payment made to ENGIE Services for the Building Control System project, and advance payments made (airline flight bookings, hotel reservations) concerning the upcoming Public Library Association (PLA) conference in Nashville account for higher spending in Travel.
    • The annual State of the Township luncheon is on March 4; board trustees should let E. Davis know if they wish to attend.
  • TRUSTEE COMMENTS — Trustee Jasmine Lee asked if the board would consider requesting that additional information be included in the monthly board packet. She indicated that a graphic analysis of the Profit & Loss Budget vs. Actual monthly report, along with a similar report overlaid with the previous year’s data would be helpful to her, and possibly to any new board members in future, in interpreting possible trends in library spending. Accountant Debbie McHugh stated that she would investigate possible options within Quickbooks.
  • COMMITTEE REPORTS — None
  • UNFINISHED BUSINESS & GENERAL ORDERS
    • ​Review 2020 Board Agenda Planning Document — While several board trustees will be absent at upcoming meetings when 2021 budget components will be discussed, Trustee Don Turner urged that the board plans not be revised to accommodate individual circumstances. It was agreed to abide by the agenda planning document as originally presented in January.
  • NEW BUSINESS
    • 2021 Budget Discussion
      • MERS Pension —While MERS consistently alters their actuarially required contribution assumptions, Davis recommended that the library contribute $125,000 to the employee pension fund in 2021. This will keep the library on a continued path to 120% funding, which will hopefully be accomplished over a four-year period.
      • ​Library Materials — Davis recommended an increase in the materials budget to 15%. The majority of this increase would be dedicated to services and subscriptions (eBooks and download services like Kanopy and CloudLibrary), rather than to physical materials. She mentioned that, with an increase to 15%, the library would meet one of the primary standards that previously had precluded the library from achieving Excellent certification status in the State Library of Michigan’s Quality Services Audit Checklist (QSAC). (However, other requirements in the newly-revised standards may yet prevent the library from achieving the top certification status in 2020.)
    • 2019 Endowment Fund Campaign Review — Davis reviewed a chart depicting fund activity from 2015 through 2019. There was a mass bulk mailing postcard campaign in 2019; the fund showed an increase of $108,000 over 2018. D. Turner stated that he had previously indicated a preference for a report that split out principal, earnings and contributions to the Endowment Fund. Davis said that she would make notes to include such information in next year’s report.
    • Community Survey Result — Trustee Nancy Eggenberger said that the presentation by Cobalt Community Research was much more engaging than the one from the previous community survey. Community Relations Department Head Laurie Golden offered background on the origin of the survey question concerning culinary skill-building programs. Davis said that the percentage of non-users had increased since the last community survey; more outreach to new residents might be necessary. Library hours is another area that will be looked into, as well.
  • CALL TO AUDIENCE – Friends of the Library Claire Spas said that there had been a change in officers on the Friends board, and that the Secondhand Prose Used Bookstore is doing well.
  • ADJOURN

The meeting was adjourned at 9:04 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
  •       Unfinished Business & General Orders — Review Board Agenda Planning document
  •       New Business
    •       2021 Budget Discussion
      •   MERS Pension – review library recommendation, determine employer contribution for 1st draft budget
      •    Library Materials – review library recommendation, determine budget as a % of total revenues for 1st draft budget
    •       2019 Endowment Fund Campaign Review
    •       Community Survey Results
  •       Call to Audience (5 min. maximum)
  •       Adjourn

 

The Chairperson, Amy Watts, called the meeting to order at 7:31 PM.

Present:           N. Eggenberger, M. Farell , J. Lee, J. Pandit, D. Turner, A. Watts

Absent:            None

Also Present:  E. Davis, K. Gladden

  • CALL TO AUDIENCE   (L. Golden, A. Iqbal, M. Nicholson, R. Noble, J. Parij, 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
    The financial reports as of 12/31/2019 showed the library exceeding 100% in income and under 100% in expenses, resulting in a transfer of funds into the Fund Balance. These are preliminary numbers, which will be finalized after the 2019 audit by Plante Moran in February.

    The joint session of the Canton Public Library Board and the Canton Township Board of Trustees will occur at the township’s scheduled Study Session at 7:00 PM on Tuesday, February 18. There will be separate presentations for the staff of Canton Leisure Services and the staff of the Canton Public Library by Cobalt Community Research the following day.
     

  • TRUSTEE COMMENTS — Trustee Jasmine Lee asked how Plante Moran will be paid for their audit services. Business Services Department Head Marian Nicholson explained that our multi-year contract calls for a deposit each year, with the balance to be paid in full upon completion of each audit.

    J. Lee also inquired about the credit card fees that appear on the expanded P & L statement. Director Eva Davis said that they were merchant fees the library pays to accept credit card payments.

    In addition, Lee requested clarification regarding the library’s lawn and grounds maintenance contract. Nicholson explained the various contractual services performed by the vendor.

  • COMMITTEE REPORTS — None
  • UNFINISHED BUSINESS & GENERAL ORDERS — None
  • NEW BUSINESS
    • Preliminary 2020 Monthly Board Meeting Agendas — Davis said that this preliminary document was a basic outline for the year ahead. 
      One item which does not appear is the proposed change of the library of record (from the Observer & Eccentric to the Canton Eagle) for legal notices.
      Also, the Director’s Evaluation has been moved up to October, so that it can be made by the incumbent board.
    • Approve Proposal for Community User Survey Data Analysis from iLabs — Uof M/Dearborn College of Business — In response to a query by Trustee Don Turner, Davis stated that the cost for library-specific analysis of the data provided by the Cobalt community survey would be $ 7,700 (barring the need to do heavy cleanup of the data provided).

      N. Eggenberger moved and M. Farell supported a motion to approve the proposal for Community User Survey Data Analysis from iLabs — Uof M/Dearborn College of Business.

      ​The motion passed unanimously, 20/1-16-1.

  • CALL TO AUDIENCE – None
  • ADJOURN
    The meeting was adjourned at 7:43 PM. 

Canton Township Administration Building — 6:00 PM

This is a Study Session of the Canton Township Board of Trustees, to which the Canton Public Library Board has been invited. The topic of discussion will be the results of the recent Community User survey, which will be presented by Cobalt Community Research.

 

For more information about this Study Session, please consult the Canton Township website.

 

•       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

•       Unfinished Business & General Orders

•        New Business
          •       Preliminary 2020 Monthly Board Meeting Agendas

          •        Approve Proposal for Community User Survey Data Analysis from iLabs –

                    U of M/Dearborn College of Business 

•       Call to Audience (5 min. maximum)

•       Adjourn

 

  • The Chairperson, Amy Watts, called the meeting to order at 7:30 PM.

Present:           N. Eggenberger, J. Lee, J. Pandit, D. Turner, A. Watts

Absent:            M. Farell

Also Present:  E. Davis, K. Gladden

  • CALL TO AUDIENCE   (B. Bachelor, J. Do, L. Golden, A. Iqbal, K. McBride, D. McHugh, M. Nicholson, R. Noble, J. Parij, N. Szczepanski) – Teen Leadership Council volunteers Jenny Do and Kiersten McBride were introduced by Teen Librarian Brad Bachelor.        
  • 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 — Director Eva Davis distributed copies of the Community Relations department’s new quarterly publication, as well as the annual Christmas letter from former Library Board trustees George Snow and Cecil Young.

   Board Secretary/Treasurer Jane Pandit shared a program from the funeral service for Claire 
   Guarrella, the mother of the Friends’ Board President, Claire Spas.

  • DIRECTOR’S REPORT

   E. Davis stated that the board would find two sets of financial reports in their packets. The one
   for the period ending 10/31/19 was from the November meeting which was cancelled; the other
   reports cover the period ending 11/30/19.  As of that date, the library was 92% through the
   year; the 4th Quarter Budget Amendment will recognize and adjust for revenues and
   expenditures that fall over or under that number.

   Early Bird registration for the Public Library Association conference in February 2020 ends
   Friday, December 20. Any board members wishing to attend can email Marian Nicholson
   before the end of the day.

  • TRUSTEE COMMENTS — Trustee Jasmine Lee asked if ENGIE Engineering is on track with the projects the library had contracted with them.  They are on track and will be at the library on January 2 to begin the building control software project.

   J. Lee also inquired about the status of the library’s agreement with the online service Kanopy,
   and if the new contract with CloudLibrary was intended to replace Kanopy. Davis said that
   CloudLibrary is a new service, which has the added benefit of allowing library patrons access
   to items “owned” by other CloudLibrary subscriber libraries – in effect, interloaning eBooks and
   eAudiobooks. Trustee Don Turner asked if libraries were discussing possible over-saturation
   by the various e-applications being offered to patrons; for 2020, Davis is looking at “discovery
   layer” products which lay over the library catalog search and add in the items made available
   through the various subscription applications.

  • COMMITTEE REPORTS — None
  • UNFINISHED BUSINESS & GENERAL ORDERS —  None
  • NEW BUSINESS
    • Approve 4th Quarter Budget Amendment — N. Eggenberger moved and J. Lee supported a motion to approve the 2019 4th Quarter Budget Amendment as presented.

      Upon questioning by D. Turner, Davis explained that various projects and expenditures either
      did not occur or came in under budget, not only allowing the library to pay for the 2019
      capital projects without requesting a transfer of funds from the Fund Balance, but also
      allowing for a transfer of funds into the Fund Balance.

      The motion passed unanimously, 19/12-19-1.

  •    Nomination and Election of 2020 Board Officers — N. Eggenberger moved and D. Turner  
       supported a motion to nominate and elect the slate of Amy Watts (Chair), Jasmine Lee
       (Vice-Chair) and Michelle Farell (Secretary/Treasurer).

       The motion passed unanimously, 19/12-19-2.

  •     Proposed Changes to Library Privacy Act — Davis said that the proposed changes, detailed     in various documents provided to the board, were the brainchild of Kent County Library
        Director Lance Werner, who worked with his state senator and attorney Anne Seurynck to
        solve problems he had been experiencing with the Act. Input from representatives of the 
        Michigan Library Association and directors of other Michigan libraries is now being solicited.
        Davis will keep the board informed.
  • CALL TO AUDIENCE – None
  • ADJOURN

The meeting was adjourned at 8:09 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
  • Administrative Reports
    • Communications 
    • Report of the Library Director 
    • Trustee Comments
    • Committee Reports
  • Unfinished Business & General Orders
  • New Business 
    • Approve 4th Quarter Budget Amendment
    • Approve Fund Balance Transfer for 2019 Capital Projects
    • Nomination and Election of 2020 Board Officers 
    • Proposed Changes to Library Privacy Act
  • Call to Audience (5 min. maximum)
  • Adjourn

 
 

Please note that the November meeting of the Canton Public Library Board of Trustees has been cancelled and will not take place on the third Thursday of the month (November 21).

The December Board Meeting will take place on Thursday, December 19 at 7:30 PM.

The Chairperson, Amy Watts, called the meeting to order at 7:30 PM.

Present:           N. Eggenberger, M. Farell, J. Lee, J. Pandit, D. Turner, A. Watts

Absent:            None

Also Present:  E. Davis, K. Gladden

  • CALL TO AUDIENCE   (D. McHugh, M. Nicholson, J. Parij, C. Symanns) – None           
  • APPROVAL OF AGENDA

Vice Chair Nancy Eggenberger moved and Trustee Jasmine Lee supported a motion to amend the agenda as requested by Library Director Eva Davis.

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 had received a voicemail message from a patron who had been suspended in June and who now wanted to appeal her suspension. Upon advice of the library’s attorney, Davis sent a letter to remind the patron that the window for addressing the issue was now closed, but wanted the board to be aware.
  • DIRECTOR’S REPORT

The Time Capsule opening event was well-attended; the contents were in good shape and included a VHS tape of the Open House for the new library building; a map of 1980s Canton; READ posters of Oprah Winfrey and Paul Newman; a library newsletter; a library services brochure; an architectural drawing of the library floorplan; a pin; bookmarks, spine labels; and a Canton Public Library card. A new time capsule will be buried in the Butterfly Garden.

  • TRUSTEE COMMENTS — None
  • COMMITTEE REPORTS — None
  • UNFINISHED BUSINESS & GENERAL ORDERS
  • Proposed Revision to Patron Code of Conduct — The change to #7 (“Policies” from “Policy”) requested by N. Eggenberger at the September meeting had been made.

    N. Eggenberger moved and J. Pandit supported a motion to accept the revised Patron Code
    of Conduct as presented.

   The motion passed unanimously, 19/10-17-1.

  • NEW BUSINESS
    • 2019 3rd Quarter Budget Amendment — The amendment recognized additional revenues over that which were contained in the original 2019 budget (State Aid to Michigan Libraries and a $2,000 donation from the Friends of the Library toward the new Wonderbook collection).

       Expenditures reallocated those additional revenues to various expenditure lines.

       M. Farell moved and J. Lee supported a motion to approve the 2019 3rd Quarter Budget  
       Amendment as presented.

       The motion passed unanimously, 19/10-17-2.

  • Closed session for Director’s Evaluation — Director E. Davis requested that the board move into closed session for the purpose of discussing her yearly performance evaluation.

N. Eggenberger moved and M. Farell supported a motion to move into Closed Session.

Roll call vote:

Don Turner: yes

Jasmine Lee: yes

Jane Pandit: yes

Michelle Farell: yes

Nancy Eggenberger: yes

Amy Watts: yes

The motion passed unanimously 5-0-0, 19/10-17-3.

REGULAR MEETING RESUMED AT 8:07 PM.

  • CALL TO AUDIENCE – None
  • ADJOURN

The meeting was adjourned at 8:13 PM.  

Closed session to discuss library director’s evaluation, per request by E. Davis.

Present: Nancy Eggenberger, Michelle Farell, Jasmine Lee, Jane Pandit, Don Turner, Amy Watts

Absent:  None

  • The board moved into closed session to discuss the library director’s evaluation for 2019.                                                       

    M. Farell moved and J. Pandit supported a motion to return to open session.

    The motion passed unanimously, 19/10-17-1CS

Pages