• 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
  • Old Business
    • Approve IT Security Policy
      MOTION: Move to approve the IT Security Policy as presented
  • New Business
    • Energy Analysis Proposal (Siemens)
    • Approve 2nd Quarter Budget Amendment
      MOTION: Move to approve the 2nd Quarter Budget Amendment as presented
    • 2018 Draft Budget Proposal and 2019-2020 Projections – 1st look
  • Call to Audience (5 min. maximum)
  • Adjourn

The Vice-Chairperson, Don Turner, called the meeting to order at 7:30 PM.

Present:           Nancy Eggenberger, Jasmine Lee, Jane Pandit, Don Turner

Absent:            Michelle Farell, Amy Watts

Also Present:  E. Davis, K. Gladden

  • CALL TO AUDIENCE (L. Golden, D. Huntzicker, B. Madziar, M. Nicholson, R. Noble, N. Szczepanski)   
  • 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 a “thank you” note from the Hazel Park District Library for the decommissioned computers the library donated to them.
     
  • DIRECTORS REPORT
    • Davis reviewed the financial reports, pointing out that the library is  41% of the way through the year. While fringe benefits; professional & contractual; insurance; and capital outlay are trending high, they will all fall in line as the year progresses. 
    • The first of two state aid checks have been received and is larger than had been budgeted for (state aid funding comes in two equal payments)
       
  • TRUSTEE COMMENTS 
    • Trustee N. Eggenberger has signed up for the new text notification service and is very enthusiastic about it.
    • Vice-Chair D. Turner asked if there were any security concerns regarding the Canton’s Front Porch program; Davis assured him that the program area will be overseen by both security cameras and library staff.
    • Secretary-Treasurer J. Lee was impressed by the size of the Connect Your Summer program; Community Relations Department Head Laurie Golden told the board that all program materials have already needed to be re-ordered. She estimated that 75% of the approximately 1200 participants had signed up in the last four days.
    • J. Lee also thanked the board and staff for the Edible Arrangement she had received acknowledging the recent birth of her son.
       
  • COMMITTEE REPORTS — None
     
  • OLD BUSINESS — None
     
  • NEW BUSINESS
    • Presentation of 2017-2018 Healthcare Plan Contract Options — Kapnick Insurance representatives Dave Huntzicker and Beth Madziar discussed the differences between the two Blue Care Network options under consideration. Other plans had been investigated but proved to be far costlier than the BCN plans. The Healthy Blue Living renewal costs about 2% less than the current contract, so this is the recommendation.
       
    • Approve 2017-2018 Healthcare Plan Contract — N. Eggenberger moved and J. Pandit supported a motion to approve the renewal of the Blue Care Network’s Healthy Blue Living HMO Platinum 500 plan for the August 1, 2017 – July 31, 2018 contract year.
      The motion passed unanimously 17/6-22-1
       
    • Approve Employee Cost-Sharing Method for Medical Premiums as Outlined by Michigan Public Act 152 (Publicly Funded Health Insurance Act) – N. Eggenberger moved and J. Lee supported a motion to approve 80/20 as the Employee Cost-Sharing Method for Medical Premiums for the August 1, 2017 – July 31, 2018 contract year, in compliance with Michigan Public Act 152.
      The motion passed unanimously 17/6-22-2
       
    • Discussion of IT Security Policy (1st Reading) — Davis explained that the policy was a consolidation of language from the library’s legal advisor and various library policies into one document to satisfy PCI compliance requirements.
      The board will vote on approving the policy at the July meeting.
       
  • 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
  • Communications
  • Report of the Library Director
  • Trustee Comments
  • Unfinished Business and General Orders — None
  • New Business 
    •  Presentation: 2017-2018 Healthcare Plan Contract Options (Beth Madziar and Dave Huntzicker, Kapnick Insurance)
    • Approve 2017-2018 Healthcare Plan Contract
    • Approve Employee Cost-Sharing Method for Medical Premiums as Outlined by Michigan Public Act 152 (Publicly Funded Health Insurance Act)
    • First Reading of IT Security Policy
  • Call to Audience (5 min. maximum)
  • Adjourn
  • The Chairperson, Michelle Farell, called the meeting to order at 7:30 PM.
  • Present:           Nancy Eggenberger, Michelle Farell, Jasmine Lee, Jane Pandit, Don Turner, Amy Watts
  • Absent:            None
  • Also Present:  E. Davis, K. Gladden
  • CALL TO AUDIENCE (L. Golden, R. Havenstein-Coughlin, D. McHugh, M. Nicholson, R. Noble, D. Sands, 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.

  • APPROVAL OF CLOSED SESSION MINUTES

The minutes were approved by unanimous consent.

  • COMMUNICATIONS — E. Davis shared a “thank you” note from Board Chair M. Farell, in acknowledgement of the flower arrangement and keepsake angel sent by the board upon the passing of her mother.
     
  • DIRECTORS REPORT — Davis informed the board that the Headlee amendment has triggered a Millage Reduction Fraction (MRF) and the new maximum millage rate that can be levied as of 2018 will be 1.5139 mills.  That number will be used in the 2018 draft budget proposal.

The MERS actuarial evaluation was received and will play into the larger conversation about closing out the employee pension; a special actuarial evaluation will need to be commissioned down the line to analyze the closure of the pension, but this report serves as a snapshot for beginning the discussion.

Davis reviewed the financial reports, pointing out that the library is one-third of the way through the year. While fringe benefits; professional & contractual; insurance; and capital outlay are trending high, they will all fall in line as the year progresses.

Business Services Department Head Marian Nicholson is investigating pollution and cyber liability insurance policies, with the assistance of our insurance broker, Carrico Maldegen.

  • TRUSTEE COMMENTS — Chair Michelle Farell and Trustee Amy Watts will not be at the June 22, 2017 Board of Trustees meeting.
  • COMMITTEE REPORTS — None
  • OLD BUSINESS
  • 2018 Budget Assumptions — Trustees Jane Pandit, Amy Watts and Secretary/Treasurer Jasmine Lee had been forwarded historical data for consideration in the budget discussion. All three found the information to be helpful. None of the trustees had further questions regarding the budget issues that had been covered at the April 20 meeting.
  • NEW BUSINESS

Connect Your Summer 2017 Presentation — Community Relations Department Head Laurie Golden reviewed the changes to the summer reading program. The revamped program was designed to reflect both the new Strategic Plan and survey responses from 2016 program participants.

The trustees expressed enthusiasm for the new Story Boxes that will be a major component of the 2017 Connect Your Summer program.

  • CALL TO AUDIENCE – Friends of the Library Board member Diane Sands was introduced.
  • ADJOURN

The meeting was adjourned at 8:10 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
    • None
  • New Business
    • Overview of Canton Community Foundation and Library Endowment Fund — Beth Meade, CCF
    • Annual Endowment Fund Campaign Results — Marian Nicholson
    • Overview of Nationwide FreedomPro+ 457b Deferred Compensation Plan — Candice Cataldi, Nationwide Retirement Solutions
    • Resolution to Approve Conversion of the Library's current Nationwide 457b Deferred Compensation Plan to Nationwide FreedomPro+ 457b Deferred Compensation Plan
    • Meeting Room Policy
  • Call to Audience (5 min. maximum)
  • Adjourn

The Chairperson, Michelle Farell, called the meeting to order at 7:30 PM.

  • Present:
    Nancy Eggenberger, Michelle Farell, Jasmine Lee, Jane Pandit, Don Turner, Amy Watts
  • Absent:None
  • Also Present: E. Davis, K. Gladden

Call to Audience

(M. Crowther, M. Das, L. Golden, R. Havenstein-Coughlin, T. Heller, D. McHugh, M. Nicholson, L. Papa, K. Powers, M. Swartz, N. Szczepanski, Chess Club supporters)

Chair Michelle Farell presented outgoing Information Technology department head Leo Papa with a gift from the Board of Trustees.

Organizers Manmohan Das and Tim Heller and supporters of the community chess club, which is under a six-month suspension for violation of library policy, spoke of their experiences and belief that their program offers an unparalleled opportunity to members of the local community. They indicated their desire to continue meeting at the library and their hope that the board will reconsider its meeting room policy, which currently precludes the group’s ability to use library facilities while collecting entry fees.

Approval of Agenda

The agenda was approved by unanimous consent.

Approval of General Meeting Minutes

The minutes were approved by unanimous consent.

Communications

The board discussed a letter received from a teen patron, who requested that the library expand its hours an additional 12 hours per week (or 624 additional hours per year) to accommodate her perceived needs of high school students. It was agreed that a response prepared by Chair Farell would be mailed to the patron.

Director’s Report

Eva Davis thanked Trustees Nancy Eggenberger and Amy Watts for attending the ribbon-cutting ceremony for the Friends’ newly renovated Secondhand Prose Used Bookstore.

Davis reminded the board that L. Papa’s last day is February 28; a retirement cake will be served at 2:00 PM and the board is invited to attend.

Beth Meade of the Canton Community Foundation will be present at the March board meeting to discuss the library endowment fund and the results of the last endowment appeal campaign.

Davis and Business Services department head Marian Nicholson met with Candice Cataldi, the library’s Nationwide representative, who informed them that Nationwide offers a zero percent fee 457 plan for employees. She will also be present at the March meeting. The library’s attorney will draft a resolution to be used, should the board choose to exercise its option to go with the Nationwide 457 plan. (This is not tied to the defined benefit plan for which Davis and Nicholson are seeking alternatives.)

Davis reviewed the financial reports.

Trustee Comments

Vice Chair Don Turner stated that he had learned much from L. Papa’s business and technology acumen and had much appreciated Papa’s “steady hand.” The other board members in turn also thanked Papa for his 14 years of service.

Turner asked if the board wanted to review the meeting room policy, in light of the comments from the chess club members. The trustees agreed that they should have that conversation; it will appear on the March agenda.

Committee Reports

None

Unfinished Business & General Orders

None

New Business

Library Finance Overview

Plante Moran representatives Michael Swartz and Melanie Crowther reviewed financial reporting, fund balance, and budgeting from an auditing perspective. Trustee Eggenberger asked if Swartz could recommend questions the board should be asking in its approach to pension funding. While Swartz had no recommendations, he did point out that, with changes to mortality tables, defined benefit pension plans are becoming more costly to employers, while defined contribution plans are more portable for employees.

Call to Audience

None

Adjourn

The meeting was adjourned at 9:01 PM.

  • Call the Meeting to Order
  • Call to Audience (5 min. maximum)
  • Approval of Agenda
  • Approval of General Meeting Minutes
  • Communications
    • Patron Request for Expanded Hours
  • Report of the Library Director
  • Trustee Comments
  • Committee Reports
    • Finance Committee
      • None
  • Unfinished Business and General Orders
    • None
  • New Business
    • Library Finance Overview (M. Swartz, M. Crowther)
  • Call to Audience (5 min. maximum)
  • Adjourn

The Chairperson, Michelle Farell, called the meeting to order at 7:30 PM.

  • Present:
    Michelle Farell, Jasmine Lee, Jane Pandit, Don Turner, Amy Watts
  • Absent:
    Nancy Eggenberger
  • Also Present:
    E. Davis, K. Gladden

Call to Audience

(L. Garrett, L. Golden, R. Havenstein-Coughlin, M. Nicholson, A. Seurynck, N. Szczepanski) Linda Garrett spoke about the upcoming Friends of the Library Beer & Wine Tasting Fundraiser at Tony Sacco’s Pizzeria. It will be held on Wednesday, February 22 from 7-9 PM; tickets are $25 (of which the Friends will get $10) and Garrett will personally deliver tickets to anyone who requests them. 

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

E. Davis pointed out that the balance sheet reflects property tax receivables from December 2016; these are monies that were collected in December for the 2017 budget. Davis reminded the board that the profit and loss reports do not reflect official numbers for 2016; final numbers will not be available until after Plante Moran completes the audit in February. She anticipates that, once the fiscal year has been closed by the auditors, the actual amount of the Fund Balance transfer will be far less than was approved by the board in December. Vice Chair D. Turner commented that the library administration’s conservative budgeting techniques were responsible for a positive end-of-year outcome.

Trustee Comments

Trustee J. Pandit had attended a workshop sponsored by the Michigan Municipal League, You Won, Now What? – Newly Elected Officials Training. She found it to be very helpful.

Committee Reports

None

Unfinished Business & General Orders

None

New Business

Library/Municipal Law Overview

 Foster, Swift attorney Anne Seurynck – the only attorney in Michigan specializing in library law — spoke to the board about their role as board members; how to avoid violations of the Open Meetings Act; how to handle Closed Session meetings; the importance of abiding by board bylaws; board trustees’ ethical and fiduciary duties; and compliance with Freedom of Information Act requests.

Ad Hoc Committees

Chair M. Farell discussed the possibility of forming a short-term committee to perform initial vetting of various alternatives to the current employee retirement plan. Davis and Business Services Department head M. Nicholson will begin gathering information re: plan alternatives to be presented to the board, and the issue of an ad hoc committee will be revisited in April.

Chair Farell also indicated her preference that an ad hoc committee be formed to prepare and deliver the director’s evaluation; in the past, the evaluation has been written and delivered by the Chair alone.

Motion to Approve Board Resolution Statement of Assurances for the Library of Michigan Grant Program 2017

D. Turner moved and A. Watts supported a motion to approve the resolution to accept a statement of assurances for application for a Library of Michigan LSTA 2017 grant.

Roll Call:

 

J. Pandit: yes

A. Watts: yes

J. Lee: no

D. Turner: yes

M. Farell: yes

The motion passed 17/1-19-1 (5-0-0)

Call to Audience

None

Adjourn

The meeting was adjourned at 9:23 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
    • None
  • New Business
    • Board Education: Library/municipal law overview (A. Seurynck - Foster, Swift)
    • 2017 Committees
      • Retirement Plan Committee
    • Motion to Approve Board Resolution Statement of Assurances - Library of Michigan Grant Program 2017
    • 2017 Preliminary Agenda Planning
  • Call to Audience (5 min. maximum)
  • Adjourn

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

  • Present:
    Nancy Eggenberger, Michelle Farell, Jasmine Lee, Jane Pandit, Don Turner, Amy Watts
  • Absent:
    None
  • Also Present:
    E. Davis, K. Gladden
  •  

Call to Audience

None

Approval of Agenda

The agenda was approved by unanimous consent.

Approval of General Meeting Minutes

The minutes were approved by unanimous consent.

Communications

The board members received letters forwarded to them from Westland Mayor William Wild and State Representative Kristy Pagan of Canton.

Director’s Report

E. Davis referenced the financials (which are trending on track), pointing out that funds were transferred into the checking account from the high yield savings account temporarily at the suggestion of Doreen Lattimer (the library’s representative at J.P. Morgan/Chase) to avoid year-end bank fees. The funds will be returned to savings after the township turns over the winter tax revenue.

Davis informed the board that Information Technology department head Leo Papa will only attend two more board meetings, as he is retiring in March 2017.

In response to a query by Secretary-Treasurer D. Turner, Davis responded that she has no concerns over administering an LSTA grant (should the library receive one), as the library already receives and administers several grants. There is a procedure in place which will make dealing with the grant a straightforward matter.

Trustee Comments

Secretary-Treasurer Turner questioned whether discussions were in process or being planned to address the issue of skylights and whether to repair, replace or get rid of them in the future. Davis replied that the leaking skylight in question was one of the original skylights and appeared in the capital replacement schedule. Wolverine Moore, which effected the repair work, would be out in the spring to check on it and will make any additional necessary repairs at that time, at no cost to the library.

Turner also asked for an update on the parcel ID issue. The township’s attorney, Kristin Kolb, notified Scott Hogan, the library’s real estate attorney, that they have a backlog and that their goal is to issue the parcel ID number to the library by February 2017.

Committee Reports

None

Unfinished Business & General Orders

None

New Business

2020 Strategic Plan

Davis spoke about the library’s mission statement (The Canton Public Library Connects Your Community) and core values (Relevance, Access, Integrity, Leadership) and how they fit into this third iteration of the library’s strategic plan. Susan Kennedy of K2 Communications Plus and select members of the library’s Strategic Planning Leadership Team (L. Fawcett, M. Hathaway, N. Welz, M. Nicholson, R. Havenstein-Coughlin, L. Golden) reviewed the new plan for the board members.

Trustee J. Lee asked if there were any specific implementation goals associated with the new strategic plan. Davis explained that aspects of the current plan were contained in previous plans, and that this iteration is more about refinement and adaptation to changing conditions than ticking off boxes.

Secretary-Treasurer Turner asked what had triggered the pivot from previous, metric-based plans to the current one, where impact and outcomes are the most important considerations. According to Davis, consultant Susan Kennedy’s market-based research was most influential in changing the library’s focus to discovering which “products” library patrons themselves wanted and needed, as opposed to those the library believed would be valuable for the community. Data-driven decision-making as well as insights derived from a Research Institute for Public Libraries workshop attended by Davis and Community Relations department head Laurie Golden, and the results of a community survey commissioned jointly by the library and Canton Leisure Services also contributed information for the new strategic plan.

Board members indicated their appreciation for the rich informational presentation, and their enthusiasm for the new strategic plan.

4th Quarter Budget Amendment

M. Farell moved and D. Turner supported a motion to approve the 4th Quarter Budget Amendment as proposed.

The motion passed unanimously 16/12-15-1

Motion to Approve Fund Balance Transfer for Capital Expenditures

M. Farell moved and J. Pandit supported a motion to approve a Fund Balance transfer for capital expenditures not to exceed $269,162.

The motion passed unanimously 16/12-15-2

2017 Preliminary Agenda Planning

The board indicated its general approval of the proposed preliminary agenda plan for 2017.

Call to Audience

None

Adjourn

The meeting was adjourned at 9:21 PM

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