Board Meeting Minutes — Thursday, April 16, 2014
The Chairperson, Kim Schulz called the meeting to order at 7:31 PMPresent:
N. Eggenberger, M. Farell, J. Fausone, S. Foster, T. Hartnett, K. Schulz Absent: None Also Present: E. Davis, K. Gladden
Call to Audience(M. Crowther, A. Davis, L. Golden, R. Havenstein-Coughlin, E. Hess, L. Papa, S. Rzetelny, N. Szczepanski) – None
Approval of AgendaThe agenda was approved by unanimous consent.
Approval of General Meeting MinutesThe minutes were approved by unanimous consent.
The insurer of the Michigan Educational Transport Services (METS), whose bus struck the library building overhang during 1st Grade Round Up, has agreed to pay for any and all repairs necessitated by the incident. The structural engineering company chosen to verify the building’s structural integrity, SME, would like to come back when our roofer, J.C. Candler, peels off the roof for a closer look. But they feel that the damage done was minor, pending further examination.
E. Davis thanked Trustee Eggenberger for her attendance at the Chicks 4 Charity trivia competition at the Basement Burger Bar. One of the library’s teams, the Dewey Decimation System, came in first in Round 1 and third in Round 2. The library’s share of the proceeds is not yet known. Davis has asked Chicks 4 Charity for their input on how they would like the funds raised to be spent.
Information Services’ Teen Librarian Anna Slaughter is working with IS Department Head Rebecca Havenstein-Coughlin, Community Relations Department Head Laurie Golden, and Starkweather Alternative High School principal Kevin Lane to host adult GED classes at CPL in the upcoming school year. In addition, Davis is meeting with Dr. Meissen, the Plymouth-Canton Community Schools superintendant, and Plymouth District Library director Carol Souchock to see how the libraries can increase our partnerships with the school district.
The Finance Committee ((Trustees Foster and Eggenberger, and Chair Schulz) met with Davis and S. Rzetelny to discuss budget and policy updates; the café lease renewal; fundraising and the Endowment Fund. They discussed opening dialogue once again with the Canton Community Foundation regarding the possible transfer of Endowment Fund monies. It was also agreed that a wider board discussion of possibly updating the library’s present fundraising strategy might be in order.
The Finance Committee also gave Davis direction regarding capital item priorities for the 2015 budget: finish the flooring replacement in the rest of the adult portion of the library and the Community Room; renovation of the lobby restrooms; new bins for the music CD collection; and install additional carrels in the quiet study corner.
Unfinished Business & General Orders
Jungle Java Express Renewal Counterproposal - Eric Hess did not elaborate on his emailed proposal to increase the monthly lease rate to $350/month, but reiterated his willingness to work with the board , to sign this third renewal of the last lease agreement or to tear it up and sign a brand new multi-year agreement. The board directed Davis to accept the counterproposal and proceed with planning a board vote at the May meeting.
2013 Audit Report - Melanie Crowther, Alisha Davis and Mike Swartz of Plante Moran presented the highlights of their recently completed 2013 audit of the library. Swartz complimented the accounting team of Sheryl Rzetelny and Debbie McHugh, whose excellent work led to yet another unqualified opinion – the highest level of assurance an auditor can issue regarding financial statements. The library is in good financial condition, and the administration and staff are doing a really good job of controlling expenses. Davis recognized the entire Business Services staff and the department heads for their efforts which made the unqualified opinion possible. N. Eggenberger moved and T. Hartnett supported a motion to accept the 2013 Audit as presented.
The motion passed unanimously 14/04-16-1
Proposed Revision of Capital Assets PolicyQuestions were raised about the depreciation method used to derive the “useful life” numbers for the technology items being added to the revised policy. It was suggested that there be more discussion regarding the number of useful life years assigned to capital asset items before the board votes on a revised version of the policy.
Proposed Revision of Credit Card PolicyThe board requested that language be inserted to improve the director’s flexibility while limiting the library’s exposure.
Strategic Plan Update– The Patron Service Improvement Project was the main thrust of the 1st quarter of 2014; core competencies and training resources were identified as part of the effort to increase staff development. Trustee Fausone remarked that various statistics in the board packet should be presented within context at upcoming board meetings.