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Meeting Minutes — June 21, 2012

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

Present: J. Fausone, K. Schulz, M. Siegrist, D. Turner, G. Snow, C. Van Auken
Also Present: E. Davis, K. Gladden

Call To Audience

(M. Barker, R. Havenstein-Coughlin, A. Heidemann, L. Papa, S. Rzetelny, N. Szczepanski, N. Welz, C. Young)

Approval Of Agenda

E. Davis requested that the agenda be amended so that the Connect Your Summer presentation would follow the Director’s Report.

The agenda was approved as amended by unanimous consent.

Approval Of General Meeting Minutes

The minutes were approved by unanimous consent.

Communications

A letter from the Department of Veterans’ Affairs, thanking the library for hosting a supply drive for the Veterans’ Hospital in Ann Arbor, was distributed. The drive was organized by employees Laurie Conlen and Linda Hampton.

Director'S Report

E. Davis expanded on points covered in her written report.

Chair Turner offered congratulations to R. Havenstein-Coughlin and her people for the $3000 Providence Hospital Community Relations grant awarded to librarians in the Adult Services Department, and to E. Davis for the fact that four program proposals made by staff members had been accepted by the Michigan Library Association and would be presented at their annual conference in Dearborn in November.

Responding to Davis’ report on the candidates who had filed to fill the uncontested board seats in November, Trustee Fausone suggested that the director invite them to attend the July Board meeting; Davis agreed to do so.

Connect Your Summer Presentation

Program Coordinators Marcia Barker and Nichole Welz sketched a short overview of the 2012 Connect Your Summer program, including the increase in programming and activities and the competitive aspect of the staff component. E. Davis thanked the Connect Your Summer committee for their responsiveness in incorporating public and staff feedback on last year’s program to make changes and improvements to this year’s program.

Committee Reports

Chair Turner reported that a number of the agenda items were the output from the committee’s efforts during the past months.

Unfinished Business &Amp; General Orders

Jungle Java Lease – E. Davis informed the Board that she had taken their concerns to the owners of Jungle Java Express and that the resulting contract being presented was similar to the previous contract but included changes that had been discussed, such as the Hesses taking responsibility for replacing their own equipment and being allowed to extend their operating hours to the library’s closing time during peak periods. The contract is for one year with the option for (2) one-year renewals and contains a waiver of rent and commission for the first year of the lease.

J. Fausone moved and K. Schulz supported a motion to approve the new lease as presented.

The motion passed unanimously, 12/6-21-1.

Resolution to Authorize Termination of the Canton Public Library Retiree Medical Plan – Davis told the Board that a reaffirmation of the resolution to terminate the current retiree health care plan, originally passed in October 2011, was necessary so that the language would be in accord with the format preferred by MERS.

C. Van Auken moved and M. Siegrist supported a motion to approve the following resolution:

RESOLVED: That the Canton Public Library Retiree Medical Plan (the “Retiree Plan”) is hereby terminated effective July 31, 2012. Accordingly, after July 31, 2012, the Library will no longer offer retiree health benefits to current retirees or existing employees upon retirement;

FURTHER RESOLVED: That any member of the Board of Trustees of Canton Public Library (the “Library”) may sign any and all documents relating to the termination of the Retiree Medical Plan;

FURTHER RESOLVED: That in conjunction with the termination of the Retiree Plan:

(a) The Library also terminates its participation in the MERS Retiree Health Funding Vehicle (the “RHFV”), effective July 31, 2012, subject to the terms and conditions set forth in Section 7.03 of the RHFV Plan Document; and
(b) The full extent of the Library’s liabilities for providing post-retirement medical benefits to eligible retirees after July 31, 2012, is $0. All liabilities under the Retiree Medical Plan incurred prior to August 1, 2012 have been satisfied because the Library has (1) paid all required retiree health insurance premiums to the insurer for coverage through July 31, 2012; and (2) terminated the Retiree Medical Plan effective July 31, 2012; and

FURTHER RESOLVED: That upon request, the Library Director is authorized to provide MERS any additional relevant documentation that may be requested by MERS to demonstrate that the retiree Plan has been terminated and that all liabilities under the Retiree Plan have been satisfied.

The motion passed 5-0-1, 12/6-21-2.

Disbursements to Participating Retirees from MERS Plan – The Board reviewed options presented for proposed disbursement of monies from the liquidated MERS retiree health funding vehicle to the three current participating retirees.

J. Fausone moved and C. Van Auken supported a motion to accept the recommendation to approve disbursement under Option 3 of the Retiree Medical Payout Evaluation, upon release of the funds by MERS.

The motion passed unanimously, 12/6-21-3.

New Business

2012/2013 Audit – The library’s three-year contract with Plante-Moran has expired. The Finance Committee recommended that Davis pursue negotiations with Plante-Moran for a new two-year commitment, and the board agreed.

Employee Contribution to Health Insurance Premiums – The board considered which of the Public Employer Health Care caps (hard dollar or percentage) to institute for full-time employees when the contract is renewed on August 1. Analysis showed that the 80/20 percentage cap (Option 2) keeps employee contributions proportional across categories. This issue can be revisited each year when the insurance contract is renewed.

J. Fausone moved and M. Siegrist supported a motion to implement the 80 percent cap for the public employer contribution to health insurance premium cost-sharing, based upon the recommendation of the Finance Committee and the director.

The motion passed unanimously, 12/6-21-4.

Revised Circulation Policy – In response to wishes previously expressed by the Board, Davis presented a revised Circulation Policy, which would allow the library to reach out to provide services to other communities in the region which are being affected by similar financial constraints, while maintaining its primary obligation to Canton taxpayers. The revised policy strengthens the CPL partnership with the Plymouth District Library, offering its patrons the same privileges as those enjoyed by Canton residents. At the same time, the policy would expand privileges to patrons of the Belleville
District Library system, lifting the two-item limit and placing it on par with all other non-resident TLN member libraries, who would now be allowed a ten-item checkout limit. (This is in line with what is generally being checked out on average by these patrons currently.)

G. Snow moved and M. Siegrist supported a motion to accept the revised Circulation Policy as presented.

The motion passed unanimously, 12/6-21-5.

Closed Session

C. Van Auken moved and K. Schulz supported a motion to move into closed session to consider material exempt from disclosure by the Michigan Library Privacy Act.

Roll call vote:
George Snow: yes
Michael Siegrist: yes
James Fausone: yes
Kimberly Schulz: yes
Colleen Van Auken: yes
Don Turner: yes

The motion passed unanimously, 12/6-21-6.

REGULAR MEETING RESUMED AT 8:38 PM.

Patron Appeal 2012-01

J. Fausone moved and C. Van Auken supported the following motion:

Based on the facts and information discussed in closed session, the Board moves to deny Patron Appeal No. 2012-01 and uphold the decision to suspend Patron 2012-01 until August 4, 2012.

The motion passed unanimously, 12/6-21-7.

Call To Audience

C. Young expressed his sympathy with the board’s struggle in reaching a decision regarding the retiree medical coverage.

Adjourn

The meeting was adjourned at 8:41 PM.