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

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

Absent:            Don Turner

Also Present:  E. Davis, K. Gladden

 

  • CALL TO AUDIENCE  (M. Coughlin, L. Golden, R. Havenstein-Coughlin, B. Madziar, D. McHugh,                 M. Nicholson, S. Sharma, 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 distributed an informational flyer from the Library of Michigan, geared toward library trustees.

 

  • DIRECTORS REPORT — The library is 42% of the way through 2018. While the financials reflect being over in the areas of Insurance, Capital Outlay and Professional & Contractual, this is because of expenditures for premiums and the capital construction project, which had to be paid early in the year. These numbers will fall in line as the year progresses.

 

  • TRUSTEE COMMENTS — None

 

  • COMMITTEE REPORTS — None

 

  • OLD BUSINESS  — None

 

  • NEW BUSINESS
    • 2018-2019 Healthcare Plan Contract Options — Beth Madziar of Kapnick Insurance presented three healthcare plan options for the board’s consideration for the 2018-2019 plan contract year.

 

  • Approve 2018-2019 Healthcare Plan Contract — N. Eggenberger moved and A. Watts supported a motion to approve the renewal of Blue Care Network’s Healthy Blue Living HMO Platinum 500 plan for the August 1, 2018 – July 31, 2019 contract year.

    The motion passed unanimously 18/6-13-1

 

  •  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 the Hard Cap as the employee cost-sharing method for medical premiums for the August 1, 2018 – July 31, 2019 contract year, in compliance with Michigan Public Act 152.

The motion passed unanimously 18/6-13-2

 

  • 2019 Budget Discussion:  Revenues — As the first draft of the 2019 budget proposal will be presented to the board at the July meeting, Davis requested that the board make clear to her their wishes re: revenues
    • Millage rate: the board wishes to retain the current millage rate as allowed with the Headlee reduction (1.5006 mills)
    • Property tax collection rate: the board is comfortable with the assumption of a 98% collection rate
    • Use of Fund Balance: there will be no large construction project in 2019; however, smaller capital expenditures will be made (repairs to ramps and sidewalks; upgrades to the Friends donations area, the Sorter Room and outside landscaping)

 

  • Overview of 62 Days of Summer — Community Relations Department Head L. Golden reviewed the new summer program and distributed starter kits to the board members.

 

  • CALL TO AUDIENCE – None

 

  • ADJOURN

   The meeting was adjourned at 8:24 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
  • 2018-2019 Healthcare Plan Contract Options (Beth Madziar, Kapnick Insurance)
  • Approve 2018-2019 Healthcare Plan Contract
  • Approve Employee Cost-Sharing Method for Medical Premiums as Outlined by Michigan Public Act 152 (Publicly Funded Health Insurance Act)
  • 2019 Budget Discussion – Revenues

       a. Millage rate discussion
       b. Property tax collection rate discussion
       c.  Use of Fund Balance

  • Overview of 62 Days of Summer (Laurie Golden)
  • Call to Audience (5 min. maximum)
  • Adjourn

 

Please note that the May meeting of the Canton Public Library Board of Trustees has been cancelled and will not take place on the third Thursday of the month (May 17).

The June Board Meeting will take place on Wednesday, June 13 at 7:30 PM.

  • 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. Coughlin, M. Crowther, L. Golden, R. Havenstein-Coughlin, P. Jenkins, D. McHugh, M. Nicholson, K. Powers, M. Swartz, 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

 

  • DIRECTORS REPORT — Business Services Department Head Marian Nicholson hired Michael Weslin to be one of the Building Monitors; he will start April 30.

 

  • TRUSTEE COMMENTS — Board Chair Michelle Farell and Trustee Nancy Eggenberger attended the Public Library Association (PLA) annual conference, held in Philadelphia in March. Chair Farell was impressed by the presentation she saw of Kanopy, an on-demand streaming video service for public libraries and educational institutions that provides library patrons with access to a large collection of indie films and documentaries. Trustee Eggenberger had spoken with the Overdrive representative regarding issues she has with the service.

 

  • COMMITTEE REPORTS — None

 

  • OLD BUSINESS  — None

 

  • NEW BUSINESS
  • 2017 Audit Report — Michael Swartz, Melanie Crowther and Kaitlyn Powers of Plante Moran

presented highlights of the 2017 Financial Report to the Board. The library once again received an

“unmodified” opinion and generally was following all accepted accounting principles. Swartz stated that the library was doing “everything they should be doing, and more than most.” The financial records were in great shape. In all, he said, it was a very clean audit.

 

  • Accept 2017 Audit Report as Presented — Trustee Eggenberger complimented the staff for the clean audit.

J. Pandit moved and N. Eggenberger supported a motion to approve the proposal to accept the 2017 Audit Report as presented.

The motion passed unanimously 18/4-19-1

 

  •  Approve 1st Quarter Budget Amendment as Presented

N. Eggenberger moved and J. Lee supported a motion to approve the 1st Quarter Budget Amendment as presented.

The motion passed unanimously 18/4-19-2

 

  • Future Library Operations — Chair Farell discussed technology systems designed to complement the core staffed hours by extending opening times, which she had learned about at PLA. Such systems have mostly been utilized at satellite branches of large library systems. The board analysed the data presented and reviewed possible options, and elected to retain the current library opening hours.

 

  • 2019 Budget Discussion:  Library Materials — The board’s previously expressed desire for the library to achieve “Excellent” status in the Library of Michigan’s Quality Services Audit Checklist (QSAC) would require an increase in library expenditures on materials to equal 15% of the annual budget. After discussion with Information Services Department Head Rebecca Havenstein-Coughlin regarding the possibility and desirability of increasing the materials budget to that extent, the board directed that the 2019 materials budget should reflect a number that the staff feels would be operationally sound, not to exceed 15% of the operations budget.

 

  • CALL TO AUDIENCE – R. Havenstein-Coughlin expressed her thanks to the board for their support during her recent illness.

 

  • 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
  • Report of the Library Director
  • Trustee Comments
  • New Business
    • 2017 Audit Report – Plante Moran (M. Swartz; K. Powers; M. Crowther)
    • Accept 2017 Audit Report as Presented
    • Approve 1st Quarter Budget Amendment as Presented
    • Future Library Operations
    • 2019 Budget Discussion – Library Materials
  • Call to Audience (5 min. maximum)
  • Adjourn

 

Please note that the March meeting of the Canton Public Library Board of Trustees has been cancelled and will not take place on the third Thursday of the month (March 15).

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

 

The Chairperson, Michelle Farell, called the meeting to order at 7:31 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  (D. McHugh, M. Nicholson, R. Noble, 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 letter written by a teen patron, requesting that the library increase its operating hours on Sunday evenings until 8:00 or 9:00 PM. While not an option at this time, Board members agreed that the issue deserved consideration for the future and asked Davis to add it to the March agenda to begin discussions.
  • DIRECTORS REPORT — Plante Moran auditors will be at the library February 19-23 for the annual audit; they will present their findings to the board at the April meeting.
    • The financials show that the library is over-spent in the Capital Outlay category due to the construction project. Funds for the project will be pulled into the budget in April with the 1st Quarter Budget Amendment, and will fall within the expenditure number that had been approved by the board in September.
  • TRUSTEE COMMENTS — Secretary/Treasurer Jasmine Lee queried whether the Plante  Moran auditors would be presenting a quick summary of the library’s current ratios and liquid assets as part of their report. Vice Chair Don Turner explained that the scope of auditors’ mission focused on how finances had been managed by library staff, and on such peripherals as the ratio of the fund balance to the operating budget.
  • COMMITTEE REPORTS — None
  • OLD BUSINESS  — None
  • NEW BUSINESS
    • Preliminary 2018 Monthly Board Meeting Agendas — The board briefly discussed the outline presented by Davis.
    • Board Committees — Chair Michelle Farell thanked the Retirement Benefits Committee and the Director’s Evaluation Committee for their work in 2017, and as their assigned tasks are complete, dissolved them. Chair Farell will appoint a 2018 Director’s Evaluation Committee in late summer.
    • Proposal to Convert Supervisor Positions to Full-Time Status — Davis stated that the written proposal outlined the rationale for converting the three positions to full-time status.

       N. Eggenberger moved and D. Turner supported a motion to approve the proposal to convert three
       supervisor positions to full-time status.

       The motion passed unanimously 18/2-15-1

  • CALL TO AUDIENCE – None
  • ADJOURN   
     The meeting was adjourned at 8:11 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
  • Preliminary 2018 Monthly Board Meeting Agendas
  • Board Committees
  • Proposal to Convert Supervisor Positions to Full-Time Status
  • Call to Audience (5 min. maximum)
  • Adjourn

 

  • 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
  • Preliminary 2018 Monthly Board Meeting Agendas
  • Board Committees
  • 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

Absent:            Nancy Eggenberger, Amy Watts

Also Present:  E. Davis, K. Gladden

  • CALL TO AUDIENCE  (L. Golden, D. McHugh, M. Nicholson, R. Noble)   
  • APPROVAL OF AGENDA

The agenda was approved as amended by unanimous consent.

  • APPROVAL OF GENERAL MEETING MINUTES

The minutes were approved as amended by unanimous consent.

  • COMMUNICATIONS — Eva Davis reported that she had received a “thank you” note from the principal at Canton High School for the donated wooden chairs, which had been in storage since the library replaced them during renovation.
  • DIRECTORS REPORT — Librarian Joyce Simowski has announced that she will retire at the end of the year. Liz Rasberry has accepted a librarian position at the Livonia Public Library; her last day at CPL will be December 28, 2017. The administration and staff are very happy for both of them, but they will be missed.
  • The library is 92% through the year, and any inconsistencies in the financials will be corrected in the 4th Quarter Budget Amendment. This will adjust the actual expenditures as closely as possible to the anticipated expenditures. The goal is to apply contingency fund dollars to construction costs from this past winter. This will be balanced out by a Transfer of Fund Balance request, which will also be presented later in the meeting.
  • TRUSTEE COMMENTS — None
  • COMMITTEE REPORTS — None
  • OLD BUSINESS
    • Nominate and Elect 2018 Officers — Vice-Chair Don Turner expressed his willingness to relinquish his position to allow one of the newer board members the opportunity to serve as Vice-Chair. Trustees Jasmine Lee and Jane Pandit are content to remain in their current positions for one more year and all trustees reiterated their desire to re-elect the current board slate for a second term.

       J. Pandit moved and D. Turner supported a motion to nominate the present slate of officers to serve a
       second term in 2018.

       The motion passed unanimously 17/12-14-1

        J. Pandit moved and J. Lee supported a motion to re-elect the current slate of officers to serve a second term
        in 2018.

        The motion passed unanimously 17/12-14-2

  • NEW BUSINESS
    • Approve Proposed 4th Quarter Budget Amendment — The board briefly discussed the reserve contingency and the rebuilding of the fund balance in coming years.

       J. Lee moved and J. Pandit supported a motion to approve the 4th Quarter Budget Amendment as presented.

       The motion passed unanimously 17/12-14-3

  • Approve Fund Balance Transfer — J. Lee moved and D. Turner supported a motion to approve the fund balance transfer as presented.

    The motion passed unanimously 17/12-14-4

  • CALL TO AUDIENCE – None
  • ADJOURN

    The meeting was adjourned at 7:58 PM.  

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