•       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 and General Orders

  •        Update on Phased Reopening
  •        2021 Schedule of Board Meetings and Library Closures

•       New Business

  •         Rescind October 12, 2020 Library Staff Day Closure
  •         Director’s Evaluation (closed session)

•       Call to Audience (5 min. maximum)

•       Adjourn

Please note that the September General Meeting of the Canton Public Library Board will be held remotely, in accordance with the Governor's Executive Order 2020-154. Members of the public who wish to participate in this meeting may join the Zoom meeting at 7:30 PM on Thursday, September 17. Attendees will be muted automatically except for the Call To Audience portions of the agenda, where members of the public may use the "raise hand" function within the Zoom meeting application, at which point they will be unmuted for up to 5 minutes of public comment per person.

The meeting packet is available below. The meeting will be recorded and posted following the meeting. Members of the public needing accommodation due to a disability should contact the library director, Eva Davis, at davise@cantonpl.org.

 

 

 

 

•      Call the Meeting to Order

•      Call to Audience

•      Approval of 2021 Budget as Presented

•      Approval of Resolution Certifying a Rate of Tax Levy in the amount of 1.4717 mills for the   
       Fiscal Year Ending December 31, 2021

•      Call to Audience

•      Adjournment of Budget Hearing
 

Please note that the Proposed 2021 Budget Hearing will be held remotely, in accordance with the Governor's Executive Order 2020-154. Members of the public who wish to participate in this meeting may join the Zoom meeting at 7:30 PM on Thursday, September 17. Attendees will be muted automatically except for the Call To Audience portions of the agenda, where members of the public may use the "raise hand" function within the Zoom meeting application, at which point they will be unmuted for up to 5 minutes of public comment per person.

The meeting packet is available below. The meeting will be recorded and posted following the meeting. Members of the public needing accommodation due to a disability should contact the library director, Eva Davis, at davise@cantonpl.org.

August 20, 2020 – 7:30 PM

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

 

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

Absent:            D. Turner

Also Present:  E. Davis, K. Gladden

CALL TO AUDIENCE   (L. Golden, M. Hathaway, A. Iqbal, D. McHugh, M. Nicholson, C. Swanberg, D. Skopczynski) – None

          

APPROVAL OF AGENDA

The agenda was accepted by unanimous consent.

 

APPROVAL OF GENERAL MEETING MINUTES

The minutes were accepted by unanimous consent.

 

COMMUNICATIONS — None

 

DIRECTOR’S REPORT

The curved piano window in the fireplace area of the library is tentatively scheduled to be replaced on August 27; this will be the final project under the library’s Phase I agreement with ENGIE Services.

 

The directors of both the West Bloomfield Township and Baldwin (Birmingham) libraries have announced their retirements.

 

Circulation Assistant Judy England will retire at the end of the month after 33 years, joining librarian Carol Kuchta (who is retiring at the end of September) and former Circulation Services Department Head Nancy Szczepanski, who retired in July.

 

As of July 31, the library was 58% through the fiscal year. The second State Aid to Libraries check was $7,000 more than budgeted; this will be recognized in the 3rd Quarter Budget Amendment. Penal fines have not been received yet; those libraries that have received theirs have reported widely varying amounts so there is no way to predict how much will eventually be received. Other items (photocopy fees, overdue fines, vending commissions, and meeting room rentals) are down as a result of the shutdown and will be adjusted in the 4th Quarter Budget Amendment.

 

Fringes are trending higher as a result of insurance and MERS pension payments made early in the year.

 

TRUSTEE COMMENTS — Vice-Chair Jasmine Lee asked why the library was using Zoom Pro for the board meeting, since a standard Zoom account was free. Director Eva Davis explained that the library had purchased Zoom Pro licenses for the Community Relations and Information Services departments and also one in the name of Information Technology Department Head Rudie Noble, which was the one used for board meetings. Zoom Pro offers additional functionality (no time limits, increased number of participants, ability for breakout rooms) not available with the free version. Secretary/Treasurer Michelle Farell stated that her Girl Scout troop had purchased Zoom Pro as well; Trustee Nancy Eggenberger said that most organizations had Zoom Pro. Chair Amy Watts added that the breakout room would be used to conduct Director Davis’ evaluation at the September meeting.

 

COMMITTEE REPORTS — None

 

UNFINISHED BUSINESS & GENERAL ORDERS

Update on Phased Reopening — MeL (Michigan eLibrary) interloans restarted August 10. Per Circulation Services Interim Department Head Denise Skopczynski, 624 requests for Canton Public Library materials were made during the period August 10-15; CPL patrons made 260 requests from other libraries during the same period. E. Davis expects that the numbers will even out as more libraries reopen.

 

Physical checkouts are approximately 20% of the normal number for this time of the year, due to the closure and the limits imposed on the number of holds allowed. The number of holds pickup slots will continue to increase.

 

Sunday hours will be reinstated on September 13. The department heads and managers continue to look at how to implement browsing, which will not happen before the end of September. Total capacity in the library building is 184 people, which includes staff, technology appointments, and potential browsers. Any plan would allow for a type of “grab and go” — patrons will not be able to linger; there will be no study room access, no seating, no unlimited computer access, etc.

 

Davis said that area libraries are all removing furniture and prohibiting lingering. The Plymouth District Library is requesting that patrons dash in and out but is not enforcing a time limit; patrons are only allowed on the main floor. Novi is using timers on a lanyard to alert patrons that their time is up; they are allowed to browse the entire building. Northville is seeing a low turnout, but their parking lot is under construction. Oakland County libraries are generally grab and go with limited browsing; one library hands out baskets to a limited number of incoming patrons, with no further entries allowed until  baskets are returned.

 

In the upcoming weeks, Business Services Department Head Marian Nicholson and HR Specialist Shipra Sharma will be reviewing with employees their options under the FFCRA (Families First Coronavirus Response Act), as well as updating Paylocity payroll codes to conform with the Act.

 

Proposed 2021 Budget & 2022-2023 Projections (2nd Draft) — The budget summary is now presented in GASB format, in accordance with the board preference expressed at the July meeting. Accountant Debbie McHugh had received notification that the library’s interest rate has been cut; as a result, anticipated interest income for 2021 has been adjusted downward. A Fund Balance transfer will be necessary to offset Capital Outlay.

 

NEW BUSINESS

2021 Schedule of Board Meetings and Library Closures (1st reading) — Davis pointed out that the June 24 meeting is the 4th Thursday of the month; she is anticipating that the Liberty Fest will be held in 2021, necessitating an early library closure on June 17 (which would normally be the board meeting date.) The Staff Inservice Day has been moved from Columbus Day to Veteran’s Day in 2021, as well.

 

Davis said that the 2020 staff inservice committee had decided to do some kind of asynchronous training and so a motion to remove the October 12 library closure date from the 2020 calendar would be brought to the board in September.

 

CALL TO AUDIENCE – None

 

ADJOURN

The meeting was adjourned at 8:02 PM.  

Call the Meeting to Order
• Call to Audience (5 min. maximum)
• Approval of Agenda
• Approval of General Meeting Minutes
Administrative Reports
• Communications
• Report of the Library Director
• Trustee Comments
Committee Reports
Unfinished Business & General Orders
• Update on Phased Reopening
• 2021 Budget — 2nd Draft & 2022-2023 projections
New Business
• 2021 Schedule of Board Meetings and Library Closures (1st reading)
Call to Audience (5 min. maximum)
Adjourn

 

Please note that the August meeting of the Canton Public Library Board will be held remotely, in accordance with the Governor's Executive Order 2020-154. Members of the public who wish to participate in this meeting may join the Zoom meeting at 7:30 PM on Thursday, August 20. Attendees will be muted automatically except for the Call To Audience portions of the agenda, where members of the public may use the "raise hand" function within the Zoom meeting application, at which point they will be unmuted for up to 5 minutes of public comment per person.

The meeting packet is available below. The meeting will be recorded and posted following the meeting. Members of the public needing accommodation due to a disability should contact the library director, Eva Davis, at davise@cantonpl.org.

The Chairperson, Amy Watts, called the meeting to order at 7:32 PM.

Present:           N. Eggenberger, M. Farell, J. Lee, J. Pandit (joined at 7:36 PM), D. Turner, A. Watts

Absent:            None

Also Present:  E. Davis, K. Gladden

CALL TO AUDIENCE   (L. Golden, A. Iqbal, D. McHugh, M. Nicholson, R. Noble, J. Parij, C. Spas, C. Swanberg, N. Szczepanski) – None         

APPROVAL OF AGENDA

The agenda was accepted by unanimous consent.

APPROVAL OF GENERAL MEETING MINUTES

Director Eva Davis requested that the minutes be amended to reflect that Trustee Nancy Eggenberger had been a “nay” vote on Motion 20/6-18-2.

N. Eggenberger moved and M. Farell supported a motion to accept the minutes as amended.

ROLL CALL VOTE

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

No:  None

Abstain: None

The motion passed (5-0-0)

COMMUNICATIONS — None

DIRECTOR’S REPORT

E. Davis offered congratulations to Information Services Librarian Carol Kuchta, who is retiring at the end of September, after a 38-year tenure with the library.

As of June 30, the library was halfway through the fiscal year. Many of the items trending high/low on the Profit and Loss statement would be reflected in the 2nd Quarter Budget Amendment. Others will be reconciled in the 3rd or 4th quarter amendments.

The second State Aid to Libraries payment was not received before the bank reconciliation, but will be reflected in the July report.

In reply to Secretary/Treasurer Michelle Farell’s question, Davis explained that Miscellaneous & Contributions is trending high due to: a summer reading program contribution from Vibe Credit Union; donations toward the upkeep of the Rebecca Havenstein-Coughlin Memorial Courtyard; a book purchase fund reimbursement, funded by an anonymous donor and administered by the Canton Community Foundation; and donations from the Friends for the READ berm and butterfly garden.

TRUSTEE COMMENTS — None

COMMITTEE REPORTS — None

UNFINISHED BUSINESS & GENERAL ORDERS

Computer use by appointment for the general public was launched on Monday, July 13. Six (6) filtered computers and one (1) unfiltered computer are available for 90-minute sessions (patrons may book back-to-back sessions if available). Thus far, the largest number booked during a session was five (5). It has been manageable and the administration will monitor the situation to see if adjustments need to be made.

Holds Pickup by Appointment continues to be a popular success. Staff is pulling 1,100-1,200 items per day for patron pickup requests; a “normal” day, pre-pandemic, would have been around 100.

A plan to make equipment (fax, scanner and copier) available to the public is under consideration.

The Administration has turned its attention also to planning for the fall and the possibility of browsing by appointment or limited browsing. Davis remains in touch with other area directors, some of whom have been swifter in their expansion of library services available to the public, and some of whom have been slower. She is looking at the myriad ways libraries are keeping track of building capacity for browsing, from timers to the honor system. Based on square footage, under current guidelines, the library can have 184 people total in the building, including employees. Based on the general staffing rate, that allows for around 140 patrons at a time.

Chair Amy Watts asked how the staff is responding to the phased reopening. Davis said that, while there was some initial concern over possible non-compliance and the staff’s ability to provide quality service to patrons while maintaining physical distancing, the burden has been somewhat relieved through training and the technology systems which have been put in place, along with the patrons’ genuine gratitude at the services being provided.

Watts also indicated her appreciation that the Information Services librarians are phoning the library’s homebound patrons to see how they are doing and to keep them informed of the latest library news, since many of them do not use email. The calls are getting a great response, according to Information Services Department Head Jessica Parij.

NEW BUSINESS

Proposed 2nd Quarter Budget Amendment — Some additional revenues came in higher than expected and would be recognized and reallocated across expenditure lines as detailed in the budget amendment summary and explanation created by Accountant Debbie McHugh. Davis pointed out that the amendment called for $100,000 to go into Reserve Contingency, which would roll over into the Fund Balance at year’s end.

Business Services Department Head Marian Nicholson told the board that approximately $17,000 additional would be needed for an unexpected repair to roof damage above the Community Room. The damaged portion is not part of the flat roof, replacement of which is included in the Capital Replacement Schedule for 2022. Since the cost to repair the damaged copper shroud is over $5,000 it cannot be paid for from Maintenance & Repairs.

M. Farell moved and N. Eggenberger supported a motion to approve the 2nd Quarter Budget Amendment as proposed.

ROLL CALL VOTE

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

No:  None

Abstain: None

The motion passed 20/7‑16-1 (6-0-0)

Proposed 2021 Budget & 2022-2023 Projections (1st Draft) — Davis thanked D. McHugh, M. Nicholson and the department heads for their work in creating a draft budget which encompassed all of the concerns that had been expressed by the board members over the preceding months.

She directed the board’s attention to two budget summary documents. One was in the format which the library has been using, and the other was that preferred by the auditors, Plante Moran. Davis asked that the board indicate its preference; the board agreed on adoption of the format which conforms to GASB standards.

Trustee Don Turner remarked that D. McHugh’s budget summary narrative made it very easy to understand. Davis said that a second draft budget, using the GASB format summary, would be brought back to the board for review in August.

CALL TO AUDIENCE – Circulation Services Department Head Nancy Szczepanski thanked the board for all of their support over the years; this was her last board meeting, as she is retiring as of July 31st.

ADJOURN

The meeting was adjourned at 8:19 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
    • Update on Phased Reopening
  • New Business
    • 2nd Quarter Budget Amendment
    • 2021 Budget — 1st Draft & 2022-2023 projections
  • Call to Audience (5 min. maximum)
  • Adjourn

Please note that the July meeting of the Canton Public Library Board will be held remotely, in accordance with the Governor's Executive Order 2020-75. Members of the public who wish to participate in this meeting may join the Zoom meeting at 7:30 PM on Thursday, July 16. Attendees will be muted automatically except for the Call To Audience portions of the agenda, where members of the public may use the "raise hand" function within the Zoom meeting application, at which point they will be unmuted for up to 5 minutes of public comment per person.

The meeting packet is available below. The meeting will be recorded and posted following the meeting. Members of the public needing accommodation due to a disability should contact the library director, Eva Davis, at davise@cantonpl.org.

The Chairperson, Amy Watts, called the meeting to order at 7:34 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. Huntzicker, A. Iqbal, D. McHugh, M. Nicholson, R. Noble, J. Parij,

C. Paul, S. Sharma, D. Skopczynski, C. Swanberg, N. Szczepanski, “Carol”) – Director Eva Davis introduced the Canton Public Library Board of Trustees and Kapnick Insurance representatives to the audience.       

APPROVAL OF AGENDA

M. Farell moved and J. Lee supported a motion to accept the agenda as amended.

ROLL CALL VOTE

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

No:  None

Abstain: None

The motion passed (6-0-0)

APPROVAL OF GENERAL MEETING MINUTES

The minutes were accepted as presented by unanimous consent.

COMMUNICATIONS — None

DIRECTOR’S REPORT

Director Eva Davis reported that Publisher’s Weekly interviewed Community Relations Department Head Laurie Golden regarding our “62 Days of Summer” program and the quick pivot made to the program to accommodate pandemic restrictions.

Circulation Services Department Head Nancy Szczepanski is retiring at the end of July; plans for a celebratory farewell celebration have not been sorted out.

On Thursday, June 11, the library initiated the scheduled pickup service of holds that were in the building when the library shut down on March 13. Pickup of holds that were fulfilled by returned items and newly received materials were completed by Friday, June 12. The staff’s efficiency allowed the library to open up holds on available items sooner than anticipated, on Saturday, June 13. Since then, over 3,000 items have been placed on hold; activated; and processed for pickup. (1,100 holds were placed and pulled on Tuesday, June 16, alone.)

E-Material statistics for the month of May include: almost 11,000 checkouts from Overdrive/Libby; 1,800 from e-audiobook source CloudLibrary; 12,000 from Hoopla; 1,300 videos from Kanopy; and 2,800 periodicals from RBDigital.

The library is roughly 43% of the way through the fiscal year. Wayne County has advised that they will be making the library whole on delinquent property taxes (approximately $100,000) in June. This will be recognized in the 2nd Quarter Budget Amendment in July. The second State Aid to Libraries payment of $35,000 has been received. Other Income items (such as meeting room rentals, fines and vending commissions) continue to trend downward, due to lack of usage. Any adjustments will be made with the 3rd Quarter Budget Amendment in October.

Again, certain expenditures are trending higher. Fringe Benefits are higher because of the annual payment made to MERS in January. Travel is higher because of staff attendance at the biennial Public Library Association conference in Nashville in February.  Yearly Insurance payments were billed during the 1st quarter.  These areas will fall into line as the year progresses.

TRUSTEE COMMENTS — Trustee Nancy Eggenberger remarked that Overdues would likely be decreased in any event because of the advent of Auto-Renewal, and that next year might provide a better barometer of how much income will be derived in future from fines.

Secretary/Treasurer Michelle Farell asked whether the Friends of the Library are accepting donations again. (Answer = No.)

Vice-Chair Jasmine Lee expressed her appreciation that the digital media platforms included a variety of international language materials.

COMMITTEE REPORTS — None

UNFINISHED BUSINESS & GENERAL ORDERS

2021 Budget Discussion — Expenditures

Salaries — At the May board meeting, the board had asked for a revised proposal with a slight increase to the lower pay grades due to the state minimum wage increase; pay freezes for all other positions; and no pay cut for the library director. E. Davis reviewed a revised 2021 Salaries recommendation which met those goals. The proposed .71% increase over the 2020 Salaries budget would be an additional $21,000. The board accepted the proposed increase for budgetary purposes.

Approval of Pandemic Response Policy (2nd Reading)

Trustee Don Turner questioned whether the markup language in the policy document revision had been suggested by the library’s attorney. Davis confirmed that it had come from the Governor’s Executive Order 110, with suggested language supplied by Foster, Swift.

N. Eggenberger moved and M. Farell supported a motion to accept the Pandemic Response Policy as presented.

ROLL CALL VOTE

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

No:  None

Abstain: None

The motion passed 20/6‑18-3 (6-0-0)

Library Closure Due to COVID-19 —how reopening is proceeding

Staff members who cannot work remotely have been recalled (mainly Pages and Library Assistants). Librarians have been scheduled for some hours on-site, answering phone queries and assisting Circulation Services in preparing holds for pickup.

Building Manager Jim Laffey has flushed the water system and pipes, replaced air filters on the HVAC units, and cleaned the coils. In consultation with Business Services Department Head Marian Nicholson, he has changed the air mixture in the building from an 80/20 recirculated/fresh mix, to a 60/40 mix.

Building monitors are counting and removing chairs and other furniture in preparation for physical distancing once the library allows public entry.

Davis anticipates at least two more weeks of scheduled holds pickups as currently configured; the administration will then look at refining the process further. A committee is looking at equipment usage by appointment (computers, printers, fax). The Information Technology department is looking into options for the Friends to allow access to Secondhand Prose by appointment for their premium members. M. Nicholson is considering midday restroom cleaning by Dunn-Rite, the library’s janitorial service, once patrons are again allowed into the building.

Davis stated that she is very proud of the entire staff, and has been very impressed especially with the positive, can-do attitude of the Circulation Services employees. L. Golden has been doing an outstanding job with social media, communications and the summer reading program; and the fact that everything is running so smoothly is a testament to Rudie Noble and his IT department staff members.

Chair Amy Watts expressed her thanks to the whole staff; she is thrilled that the library is moving in the right direction. Trustee N. Eggenberger said that she was thrilled with the “62 Days of Summer” package and how all the different members of the community are represented on the activity map. In response to a question by Trustee D. Turner, Davis stated that the Governor had extended the Executive Order allowing public bodies to conduct remote public meetings. The board’s July meeting will therefore be conducted on Zoom.

NEW BUSINESS

Healthcare Plan Options August 2020-July 2021 and PA 152 Employer/Employee Insurance Premiums Cost-Sharing Presentation — Clay Paul and Dave Huntzicker of Kapnick Insurance presented a summary of the plans that had been reviewed. The benefits for Blue Care Network’s Healthy Blue Living HMO Platinum 500 plan remain the same, with a nominal 6.49% increase mainly owing to increases in prescription drug costs. In passing, Paul also stated that Blue Care Network would be giving the library a 30% credit on the July invoice; M. Nicholson confirmed that a credit of over $ 5,000 had been received.

Vice-Chair Lee questioned if the increase in charges were in part due to any fees paid to Kapnick Insurance (Kapnick does not charge the library for their services) and if the drug formulary could be adjusted to reduce costs (no, they have been set by the insurer).

C. Paul also reviewed the PA 152 insurance premium cost-sharing analysis of hard cap versus the 80% cap. E. Davis stated that affected staff members were well aware that the board’s generosity in choosing the hard cap for the 2019-2020 plan year was unlikely to be repeated for 2020-2021. Given the economic uncertainty due to the pandemic, she recommended returning to the 80% cap, which would afford certainty to the library as to health insurance costs.

Approval of Healthcare Contract August 2020-July 2021

N. Eggenberger and J. Lee supported a motion to adopt the Blue Care Network Healthy Blue Living HMO Platinum 500 plan for the August 2020-July 2021 plan year.

ROLL CALL VOTE

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

No:  None

Abstain: None

The motion passed 20/6‑18-1 (6-0-0)

Approval of PA 152 Employer/Employee Insurance Premium Cost-Sharing

J. Lee moved and M. Farell supported a motion to approve the 80% cap for employer/employee cost sharing of insurance premiums as mandated by PA 152.

ROLL CALL VOTE

Yes: M. Farell, J. Lee, J. Pandit, D. Turner, A. Watts

No:  N. Eggenberger

Abstain: None

The motion passed 20/6‑18-2 (5-1-0)

CALL TO AUDIENCE – None

ADJOURN

The meeting was adjourned at 8:51 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

•       2021 Budget Discussion — expenditures

  •          Salaries proposal, Draft #2 for 1st draft budget

•       Approval of Pandemic Response Policy

•       Library Closure Due to COVID-19 — how reopening is proceeding

  •      New Business

•       Healthcare Plan Options  August 2020-July 2021 Presentation (Kapnick Insurance)

•       Approval of Healthcare Contract August 2020-July 2021

•       Approval of PA 152 Employer/Employee Insurance Premiums Cost-Sharing

•       Call to Audience (5 min. maximum)

•       Adjourn

Please note that the June meeting of the Canton Public Library Board will be held remotely, in accordance with the Governor's Executive Order 2020-75. Members of the public who wish to participate in this meeting may join the Zoom meeting at 7:30 PM on Thursday, June 18. Attendees will be muted automatically except for the Call To Audience portions of the agenda, where members of the public may use the "raise hand" function within the Zoom meeting application, at which point they will be unmuted for up to 5 minutes of public comment per person.

The meeting packet is available below. The meeting will be recorded and posted following the meeting. Members of the public needing accommodation due to a disability should contact the library director, Eva Davis, at davise@cantonpl.org.

The Chairperson, Amy Watts, called the meeting to order at 7:34 PM.

Present:           N. Eggenberger, M. Farell, J. Lee, J. Pandit (joined at 7:39 PM), D. Turner, A. Watts

Absent:            None

Also Present:  E. Davis, K. Gladden

  • CALL TO AUDIENCE   (L. Golden, A. Iqbal, D. McHugh, M. Nicholson, R. Noble, J. Parij, D. Skopczynski, C. Spas, C. Swanberg, N. Szczepanski) – Director Eva Davis introduced the Canton Public Library Board of Trustees to the audience.        
  • APPROVAL OF AGENDA

Secretary/Treasurer Michelle Farell moved and Trustee Nancy Eggenberger supported a motion to accept the agenda as amended.

ROLL CALL VOTE

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

No:  None

Abstain: None

The motion passed (5-0-0)

  • APPROVAL OF GENERAL MEETING MINUTES

ROLL CALL VOTE

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

No:  None

Abstain: None

The motion passed (5-0-0)

  • COMMUNICATIONS — None
  • DIRECTOR’S REPORT

Director Eva Davis reported that Jim Pletz, director of The Library Network (TLN), has announced his retirement and will step down as of October 1st. TLN has a seasoned staff and she anticipates no problems as TLN searches for his replacement.

The new lobby entry doors have been ordered and will be installed in early June. They will be touchless, grocery-style doors.

Building Manager Jim Laffey will oversee the final phase of the library’s disinfection project; all carpets will be cleaned and treated on Tuesday, May 26.

Community Relations Department Head Laurie Golden was interviewed by Sonya Norris of the Library of Michigan about the library website’s pandemic information sources and COVID-19 resource page, and blog post updates on library services. The Canton Public Library was held out to be an excellent example of what libraries should be doing at this time.

Golden and Circulation Services Department Head Nancy Szczepanski coordinated an email survey (done with our Savannah software) of 4700 frequent library users on their interest and level of comfort regarding the pickup of physical materials and other issues related to the eventual phased reopening of the library. As of Thursday, there had been roughly 1100 responses; thus far, a high interest in physical materials has been registered.

The library is a third of the way through the fiscal year. The first State Aid to Libraries payment was just received; it will be reflected in the May financials at the June meeting. Given the costs to the state due to COVID-19, Davis expects that the second payment (as well as any penal fines) will be considerably less than expected. Other Income items, such as meeting room rentals, are trending downward and will continue to do so, due to lack of usage. Any adjustments will be made with the 3rd Quarter Budget Amendment in October.

As always at this point of the year, certain expenditures are trending higher. Fringe Benefits are higher because of the annual payment made to MERS in January. Professional & Contractual is trending higher due to the purchase or renewal of various software licenses and maintenance agreements. Travel is higher because of staff attendance at the biennial Public Library Association conference in Nashville in February.  Any other 2020 conferences will be held virtually at a reduced rate, and no airline, hotel or meal expenses will be incurred. Any unused dollars will be reclaimed in the 3rd Quarter Budget Amendment. Yearly Insurance payments are also billed during the 1st quarter; the Worker’s Compensation policy has yet to be billed.  Capital Outlay expenditures are attributable to the ENGIE project. These areas will fall into line as the year progresses.

Form 5572 (2-19) The Protecting Local Government Retirement and Benefits Act (PA 202 of 2017) & Public Act 530 of 2016 Pension Report form had been supplied to the board, as required by the state.

Trustee Don Turner questioned the source of the Municipal Employees’ Retirement System (MERS) return on investment (ROI) assumption. E. Davis stated that the Administration and previous boards had found the MERS assumptions to be overly optimistic, which is why the library over-funds the pension plan in each year’s budget. An Experience Study, or performance audit, is done on the MERS assumptions every five years. Turner’s concern that this pension funding will be a never-ending exercise should be eased since the board voted in 2017 to discontinue enrollment to new employees.

  • TRUSTEE COMMENTS — None
  • COMMITTEE REPORTS — None
  • UNFINISHED BUSINESS & GENERAL ORDERS
  • Library Closure Due to COVID-19 — reopening

The library is experiencing an outstanding increase in eMedia checkouts, card applications and card renewals. Davis lauded L. Golden and Information Services Department Head Jessica Parij for the quantity and quality of social media posts and online engagements, such as virtual StoryTime sessions.

There will be an all-staff Zoom meeting on Friday, May 22; staff members will be able to voice their concerns re: reopening at that time.

Davis reiterated that the plan to implement reopening the library is based on a tightly controlled, conceptual framework, designed to be flexible so that the library can pivot and make changes based on current conditions. She has learned much from watching the experiences of retail and grocery stores.

The library has discontinued all room rentals, but has consented for civic reasons to Canton Township Clerk Michael Siegrist’s request, pending Township Board discussion, to allow his people to use the Community Room to process same-day voter registrations in August. Canton Township Treasurer Dian Slavens also contacted Davis for input on how the library plans to address fears and concerns of older library patrons, as the township regularly services older residents that prefer to do business in-person, rather than online. Davis continues to be in constant contact with the township Emergency Coordinator, Will Hayes.

Department heads are meeting to construct staff schedules for the limited reopening and succeeding phases. In response to Trustee Nancy Eggenberger’s expressed concern re: dealing with patrons refusing to comply with face mask regulations or policies, Davis stated that no patrons will be entering the building during the first phases of wide staff return; when they do, it will only be by appointment and all requirements will be shared with patrons at that time. Davis will also be receiving guidance from the library’s attorney and Will Hayes on dealing with patrons claiming a medical exception to wearing a face mask.

Vice Chair Jasmine Lee asked if building security will be increased; Davis is looking at that possibility.

  • NEW BUSINESS
    • Revisions to Furlough Policy — The library is not proposing any furloughs at this time and in fact it has never been implemented since the board passed the furlough policy 11 years ago. Administration feels it is prudent to review and update it at this time to be sure it conforms with current laws and regulations.

D. Turner moved and J. Lee supported a motion to accept the revised Furlough Policy as presented.

ROLL CALL VOTE

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

No:  None

Abstain: None

The motion passed 20/5‑21-1 (6-0-0)

  • 2021 Budget Discussion — Expenditures
    • Capital Expenditures — Due to the library’s extended shutdown, it is not known exactly which anticipated technology or facilities projects will actually be done. They will be re-evaluated as the year progresses, based on need and/or patron interest.

Vice Chair Lee inquired about the need for the new accounting platform in the proposed Capital Replacement Schedule. Davis explained that Accountant Debbie McHugh has been consulting with the auditors and other libraries to select a replacement for Quickbooks, which cannot support the new Uniform Chart of Accounts that will be mandatory in January.

  • Salaries — Davis stated that the mandated minimum wage increase in January 2021 consequently means that the pay differential between the lowest tier and the middle tier of the Circulation Services employees will essentially be wiped out. Based on Merces Consulting’s review of job evaluations and labor market studies, and the duties and responsibilities within individual job categories, she proposed a 1.7% increase to the Salaries line, with priority to be given to those frontline employees in the lower pay grades, and a 5% cut to the director’s salary. Any increases to eligible employees would be based on job performance, with some employees possibly receiving more than 1.7%, some less and some receiving no increase at all.  While the Merces recommendation was an average 3.0% increase, Davis recommends her alternate recommendation. The board asked for a revised proposal at the June meeting with a slight increase to the lower pay grades due to the state minimum wage increase; pay freezes for all other positions; and no pay cuts.
  • 2021 Budget Discussion — Expenditures
    • Millage Rate — Davis recommended an assessment of 1.4717 mills for 2021.
    • Property tax collection rate — Davis recommended a 96% collection rate assumption, down from the 99% rate in 2020. With the moratorium on foreclosures and evictions, she felt it is prudent to plan for more property tax delinquencies.

Even with the lesser millage and lowered collection rate assumption, the 2021 budget projects a $100,000 revenue increase, due to new construction in the township. The board members indicated their assent to using these figures in the 2021 budget proposal.

  • Revision to 2020 Schedule of Board Meetings and Library Closures — The 2020 Liberty Fest has been cancelled, and Davis requested that the board rescind the library closure dates that were to accommodate it. Since the library would then be open the evening of June 18, the board would be able to hold their 3rd Thursday meeting on that date, if desired.

D. Turner moved and N. Eggenberger supported a motion to rescind the early library closure of June 18 and the full-day closures of June 19 and June 20, and to move the scheduled June meeting of the Canton Public Library Board of Trustees to Thursday, June 18.

ROLL CALL VOTE

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

No:  None

Abstain: None

The motion passed 20/5‑21-2 (6-0-0)

  • Pandemic Reopening Policy (1st reading) —The library’s attorney at Foster, Swift recommended that the board approve this pandemic policy, which delegates certain authority to the director with regard to issues that might arise regarding reopening plans, staffing, patrons and hygiene.

They will vote on the policy at the June meeting.

  • CALL TO AUDIENCE – Davis showed to the board the final proof of the 62 Days of Summer activities map that will be part of the packet that will be mailed to every Canton household in June.
  • ADJOURN

The meeting was adjourned at 9:46PM.  

  •      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

        •       Library Closure Due to COVID-19 — re-opening

  •      New Business

        •       Revisions to Furlough Policy (1st reading)

        •       2021 Budget Discussion — expenditures

                o   Capital expenditures — Discuss Capital Replacement schedule for 1st Draft budget

                o   Salaries — review library recommendation, determine initial assumption for 1st 
                     draft budget

       •       2021 Budget Discussion — revenues

               o   Millage rate — review County Equalization Report, determine millage rate for 1st
                    draft budget

               o   Property tax collection rate — review library recommendation, discuss initial
                    assumption for 1st draft budget

       •       2020 Schedule of Board Meetings and Library Closures

       •       Board Financial Statements in Graph Form

  •       Call to Audience (5 min. maximum)
  •      Adjourn

Please note that the May meeting of the Canton Public Library Board will be held remotely, in accordance with the Governor's Executive Order 2020-75. Members of the public who wish to participate in this meeting may join the Zoom meeting at 7:30 PM on Thursday, May 21. Attendees will be muted automatically except for the Call To Audience portions of the agenda, where members of the public may use the "raise hand" function within the Zoom meeting application, at which point they will be unmuted for up to 5 minutes of public comment per person.

The meeting packet is available below. The meeting will be recorded and posted following the meeting. Members of the public needing accommodation due to a disability should contact the library director, Eva Davis, at davise@cantonpl.org.

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