The Chairperson, Nancy Eggenberger, called the meeting to order at 7:33 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

(H. Ahmad, F. Audia, M. Crowther, L. Golden, R. Havenstein-Coughlin, J. Lee, D. McHugh, N. McHugh, L. Papa, K. Powers, N. Szczepanski, A. Watts, R. Wolshon) – 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.

Approval of April Special Meeting Minutes

The minutes were approved by unanimous consent.

Communications

E. Davis shared with the board several “thank you” notes: from Doreen Hannon, Director at the Salem-South Lyon District Library (several groups of employees from Salem-South Lyon had visited CPL and been treated to tours of the facilities); from Kirk Borger of the Riverview library, who had obtained information from L. Golden re: the CPL “Meet Your Muslim Neighbor” program and parlayed it into a successful program at Riverview; and from Carol Saunders and Nancy Downs from the Community Literacy Council, who thanked Davis for participating as judge in the recent Adult Spelling Bee fundraiser.

Davis also shared the brochure for the Children’s Library Re-Opening celebration.

Director’s Report

The April 26 Plymouth-Canton Community Schools Board meeting will officially recognize the donations of furniture and other items made by CPL to PCCS schools; Davis, R. Havenstein-Coughlin and L. Golden will attend.

The directors of the Romulus and Ypsilanti libraries will visit on Friday, April 22, and the director and children’s staff of the Redford Township District Library will visit on Tuesday, April 26 to see the new Children’s Library.

Leadership Canton’s project for 2016 is creating public service announcements for local organizations; the Canton Public Library has been chosen to be one of the organizations. Davis will keep the board updated.

The Friends of the Library will hold their annual meeting on Tuesday, June 21 at 7:00 PM.

The May Board meeting will include discussions on 2017 salary increases and property tax collection assumptions.

Davis reviewed the financial reports for March; at 25% through the year, spending is on target although insurance expenditures are trending high, due to premiums being due in the first quarter, and in Capital Outlay, due to the Children’s Library renovation. These will fall into line over the course of the year.

Trustee Comments

Chair N. Eggenberger commented on how impressed she was with the performance of the library’s Spelling Bee team.

Trustee D. Turner asked for detail on the large expenditure to CDW-G in the transactions report. Information Technology department head L. Papa clarified that it was for the purchase of licenses for Windows 10. Trustee Turner further asked about the sources of several smaller deposits into the checking account

Turner also requested that an unfacilitated opportunity be placed on a future agenda for board members to have further input into the new Strategic Plan before it is finalized.

Committee Reports

None

Unfinished Business & General Orders

Library Parcel - Davis provided a Warranty Deed and supporting documents package, including draft easement agreements, which were prepared by the library’s attorney. The deed reflects a cost-sharing percentage which is in line with the board’s previously indicated preference. The documents are now awaiting the township attorney’s review and comments. Trustee J. Fausone asked Davis whether the documents then go to the Township Board of Trustees directly or if they go back to the Building Authority. Davis was not sure and will follow up.

New Business

Presentation of 2015 Audit Report - Plante Moran was represented by Frank Audia, Melanie Crowther and Kaitlyn Powers. Audia and Crowther briefly presented highlights of the 2015 Financial Report to the board. The auditors once again rendered an unqualified opinion; Audia stated that the library was very healthy financially. He complimented Davis and the board on their prudence in aggressively funding their retirement liability. In response to a question regarding the feasibility of lowering the millage rate, Audia recommended that a small organization such as the library hold one-third of its operating budget in the unassigned fund balance and cautioned the board to consider potential expenditures several budget years out before deciding on a millage adjustment.

Approval of 2015 Audit

J. Fausone moved and T. Hartnett supported a motion to accept the 2015 Audit Report as presented.

The motion passed unanimously 16/4-21-1

Revised Employee Handbook (1st Reading) - Trustee T. Hartnett requested that wording on Page 5 (Reporting a Violation) be changed to indicate that abuse or neglect of a child should be reported to local or state police or Michigan Department of Health and Human Services – Department of Child Protective Services.

Davis also indicated that a typographical error, caught by Chair Eggenberger, would be corrected.

Call to Audience

J. Lee requested information on how a resident could contribute to the Strategic Planning process.

Adjourn

The meeting was adjourned at 8:29 PM.

The Chairperson, Nancy Eggenberger, called the meeting to order at 5:12 PM.

  • Present:
    N. Eggenberger, M. Farell, J. Fausone, S. Foster, T. Hartnett, D. Turner
  • Absent: None
  • Also Present: E. Davis, S. Kennedy

Call to Audience

(L. Golden, H. Ahmad, J. Lee, A. Ahmed) – J. Lee thanked the board and the library for their work.

Approval of Agenda

The agenda was approved by unanimous consent.

Presentations and Discussions

E. Davis and S. Kennedy provided a history of the last two strategic plans. S. Kennedy presented current and in-progress research results, and facilitated the board’s discussion of societal, technology, and industry trends and their impact on the community and the library.

Call to Audience

None

Adjourn

The meeting was adjourned at 9:02 PM.

  • Call the Meeting to Order
  • Call to Audience (5 min. maximum)
  • Approval of Agenda
  • Approval of General Meeting Minutes
  • Approval of April Special Meeting Minutes
  • Communications
  • Report of the Library Director
  • Trustee Comments
  • Committee Reports
    • None
  • Unfinished Business and General Orders
    • Library Parcel
  • New Business
    • Presentation of 2015 Audit by Plante Moran (F. Audia, M. Crowther)
    • Approval of 2015 Audit as presented
    • Revised Employee Handbook (1st Reading)
    • Board Photo
  • Call to Audience (5 min. maximum)
  • Adjourn

Tuesday, April 11, 2016, 5:00 PM

  • Call the Meeting to Order
  • Call to Audience (5 min. maximum)
  • Approval of Agenda
  • Canton Public Library Strategic Plan History (Eva Davis)
  • Overview of Body of Knowledge, Demographics, and Trends Research (Susan Kennedy)
  • Aspirations for the Canton Community in 2020 and Beyond (facilitated by Susan Kennedy)
  • Call to Audience (5 min. maximum)
  • Adjourn

The Chairperson, Nancy Eggenberger, called the meeting to order at 7:32 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

(R. Havenstein-Coughlin, J. Lee, D. McHugh, L. Papa, S. Reynolds, 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 shared with the board a “thank you” note from the Bowling Green State University and the Bowling Green “Not in Our Town” initiative. Davis had (with Sergeant Dale Wells from Canton Public Safety) made two presentations on “Not in Our Town” events that the local Hate Crimes Coalition had sponsored in Canton.

Davis also shared a letter received from the library’s debt collection service, Unique Management Services. They advised that, in line with changes to the Fair Credit Reporting Act slated to go into effect June 15, the reporting of delinquent patrons to credit reporting agencies will be replaced by enhancements to Unique’s current Gentle Nudge Process.

Director’s Report

Laurie Golden has arranged for new Plymouth-Canton Community Schools Superintendent Monica Merritt to hold a Coffee with the Superintendent at the library in May.

Lacking a quorum, the Friends of the Library cancelled their March 9 meeting; it has been re-scheduled for March 23. Secretary/Treasurer M. Farell agreed to attend in place of Trustee T. Hartnett; Hartnett will attend the April 13 meeting for Farell.

Leadership Canton held their March meeting at the library and received a guided tour of the new Children’s area, still under construction.

Darrell Clem and Bill Bresler of the Canton Observer will do a story on the construction project in an upcoming issue; the Grand Re-Opening Party is scheduled for Sunday, April 24.

Revisions of various policies will be presented to the board at the April meeting, after they have been vetted by the attorney. April will also bring Plante Moran’s audit presentation; a 1st quarter budget amendment (if necessary); discussion of the 2017 pool for staff merit pay; and by request, a new Board photo.

Davis reviewed the financial reports for January; at 15% through the year, spending is on target.

Committee Reports

None

Unfinished Business & General Orders

Library Parcel

The Canton Township Building Authority easement agreement proposals were reviewed. Trustee Fausone requested that Davis check with the library’s attorney to verify that the language in any agreement ensures that the access road from the library to Canton Center Road (Civic Center Drive) will be available in perpetuity. The board did not believe that a joint meeting with the Building Authority was needed.

New Business

2017 MERS Employer Contribution Rate Percentage

Davis presented the board with three different projections; the recommendation of accountant Debbie McHugh, Business Services department head Marian Nicholson and Davis was option three: increasing the CPL contribution rate to 8%. The board indicated their agreement; Davis and the department heads will consider this as they prepare the 2017 budget.

Circulation Policy Revision

T. Hartnett moved and S. Foster supported a motion to accept the Circulation Policy as revised.

The motion passed unanimously 16/3-17-1

Call to Audience

None

Adjourn

The meeting was adjourned at 8:03 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
    • Library Parcel
  • New Business
    • President's Volunteer Service Award
    • Set 2017 MERS Employer Contribution Rate Percentage
    • Circulation Policy Revision (1st Reading)
  • Call to Audience (5 min. maximum)
  • Adjourn

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

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

Call to Audience

(H. Ahmad, L. Golden, 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

E. Davis shared with the board a “thank you” note from the Plymouth-Canton Community Schools for donated furnishings, and an invitation from the Detroit Public Library to attend their 150th Anniversary fundraiser.

Director’s Report

Davis received notice from the Canton Community Foundation that they have secured a $3,500 grant from Yazaki North America to fund materials and supplies for the library’s STEM programming for elementary through middle school aged students. The grant document was put together by children’s librarian Jack Visnaw and programming librarian Nichole Welz.

Davis reminded the board that the Plante Moran auditors will be at the library the week of February 22-26; their usual pre-audit letter has not been received yet but will be forwarded when it is.

Davis reviewed the financial reports for January.

Committee Reports

None

Unfinished Business & General Orders

Date for Board Strategic Planning Retreat

J. Fausone moved and T. Hartnett supported a motion to set the retreat for Monday, April 11, 2016, at 5:00 PM.

The motion passed unanimously 16/2-11-1

Library Parcel

The township Building Authority will meet February 25. After the library board has reviewed the resulting proposal, they can let the township know if a meeting with the Building Authority is desired.

New Business

Annual Donation Appeal Results

Trustee Fausone expressed his appreciation for receiving the data from both the 2014 and 2015 drives broken out as presented; he suggested that perhaps it would make sense in future to do a mass mailing every four years rather than every three years, as is done currently.

Affordable Care Act, Regulatory Overview

Davis and Business Services Department Head Marian Nicholson reviewed the options for compliance with the Affordable Care Act in the library’s healthcare plan year of 2016-17. Since the library plan runs from August through July, any change from current practice would require them to immediately begin researching alternative plans for the 2017 budget.

J. Fausone moved and T. Hartnett supported a motion to continue to insure the same number of employees as in the plan year 2015-16.

The motion passed unanimously 16/2-11-2

Call to Audience

None

Adjourn

The meeting was adjourned at 7:53 PM.

The Canton Public Library Board will meet on Monday, April 11, 2016 to discuss objectives for the library's 2020 Strategic Plan.

The meeting will be held at the library and will begin at 5:00 PM. The public is welcome.

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

(H. Ahmad, L. Davis-Craig, 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.

Approval of Closed Session Minutes

The minutes were approved by unanimous consent.

Communications

E. Davis shared with the board “thank you” notes from N. Szczepanski and K. Farmer.

A letter from Canton Township Finance and Budget Director Wendy Trumbull indicated that a formal vote was to take place at the January 12 Township Board meeting to appoint individuals to the Building Authority. She will keep Davis updated as to the progress of the property deed situation.

Davis also shared the latest audit report done by Bovitz CPA, P.C. for the Friends of the Library.

Copies of the January 28 issue of the Michigan Library Association’s newsletter, MLA Advocacy, were distributed.

Director’s Report

The Friends of the Library held a beer and wine tasting fundraiser on January 20 at the Canton Tony Sacco’s Coal Oven Pizza restaurant. They sold 63 tickets to the event, for a total net gain of $630 (tickets were $25 each, of which the Friends received $10).

Plante Moran will be at the library to perform the 2015 audit the last week of February.

A statistical report from Unique Management Services (the service the library uses to recover materials and cash from delinquent borrowers) was included in the board packet. Trustee D. Turner inquired about the timeline before a patron is turned over to collections. Davis and Circulation Services Department Head Nancy Szczepanski assured him that patrons are given every opportunity to return materials before entering the collections phase.

Davis reviewed the final financial report of 2015, reminding the board that the books will not be officially closed out until the Plante Moran audit.

Finance Committee Report

None

Trustee Comments

Trustee Turner inquired about two purchases on the December transactions report.

Unfinished Business & General Orders

Confirm Vote Approving 2015 4th Quarter Budget Amendment for MERS Payment

T. Hartnett moved and M. Farell supported a motion to confirm approval of the 2015 4th Quarter budget amendment for MERS payment.

The motion passed unanimously 16/1-28-1

Library Property Split

Surveys and legal descriptions of the proposed parcels were shared with the board. Davis stated that the library’s real estate attorney Scott Hogan and Canton Township’s attorney, Kristin Kolb, will collaborate on language for the easement agreements.

She added that the township broached the subject of cost-sharing the repair and replacement of property owned by the township but utilized by the library and its patrons, such as Civic Center Boulevard and the maintenance of the land between the library’s west parking lot and Veteran’s Way. Their initial proposal is a 50/50 split; Trustee J. Fausone encouraged Davis to continue discussions, as a repair/replace easement agreement on a road would more typically be based on frontage.

New Business

Review of Board Bylaws

The board saw no reason to alter the bylaws, which were last updated in 2014.

2016 Board Agenda Planning

Except for Trustee Turner’s questioning the inclusion of fundraising on three consecutive agendas, and the necessity of adding the swearing in of newly-elected board members at November meetings in an election year, the trustees did not request any changes.

Attendance at Friends’ Board Meetings

A list of 2016 Friends of the Library board meetings was circulated for sign-up by trustees.

Fundraising

The trustees discussed the philosophy of fundraising and whether it was an appropriate function of the board. Members exchanged views regarding solicitations for philanthropic giving, such as that done by the Canton Community Foundation.

The board will continue to discuss fundraising as opportunities arise.

2017 Library Materials Budget

Davis introduced librarian Lisa Davis-Craig who, with Information Services Department Head Rebecca Havenstein-Coughlin, had prepared the 2017 library materials budget document contained in the board packet.

Their recommendation was that, if the board wishes the 2017 materials budget to increase to 15% of the library’s total budget (a pre-requisite for achieving the Excellent Level measurement from the Library of Michigan’s Quality Services Audit Checklist, or QSAC), any additional funding should be concentrated on e-Resources and Lucky Day collections.

Discussion ensued regarding services and costs for the e-Resources being provided to the public by the library, as opposed to costs patrons would incur as individuals for similar services.

The board will consider and give direction to Davis for use by the administration team when constructing the initial 2017 budget proposal.

Date for March Board Retreat

Trustees discussed proposed dates for a March/April retreat to discuss the 2020 Strategic Plan. E. Davis will contact Susan Kennedy of K2 Communication Plus about her availability to meet the evening of April 4 or April 11 and report back to the board at the February meeting.

Call to Audience

None

Adjourn

The meeting was adjourned at 9:19 PM.

Thursday, February 11, 2016, 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
    • Set Date for Board Strategic Planning Retreat
    • Library Parcel
  • New Business
    • Annual Donation Appeal Results
    • Affordable Care Act, Regulatory Review
  • Call to Audience (5 min. maximum)
  • Adjourn

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