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Library Board Meeting Minutes — December 19, 2013

Thursday, December 19, 2013, 7:30 p.m.

The Chairperson, Kim Schulz called the meeting to order at 7:30 pm.

Present: K. Schulz, N. Eggenberger, J. Fausone, S. Foster, T. Hartnett, M. Farell
Also Present: E. Davis, K. Gladden

Call to Audience

(L. Golden, R. Havenstein-Coughlin, D. McHugh, S. Rzetelny, 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 “thank you” letters from the Wayne Public and the Hazel Park Memorial Libraries for materials and equipment donated to them by the Canton Public Library. (Duplicate and low-circulating Book on CD titles weeded from the collection by Ophelia Lo went to Wayne, and staff computers decommissioned by Leo Papa when replacements were purchased were sent to Hazel Park.) Davis said she also received thanks in an email from the Wayne City Attorney. Additional computers will be sent to Hazel Park in 2014 as they are replaced.

Director’s Report

Davis shared the RFP response received from ETC Institute, the firm selected by Canton Township to perform the community survey being conducted for Leisure Services in partnership with the library. She and L. Golden will participate in a conference call with ETC Institute and Canton Leisure Services on December 23. Discussion will center on goals, topics to be covered in the survey, and methodology. Davis engaged the board in discussion of goals and topics.

Chair Schulz questioned whether patrons will be surveyed on functionality of the library website. Davis said that the library had received access to a free technology impact survey tool from the University of Washington Library School that will address specific technology usage. The impact survey will break down into computer access and Internet access. This project will be launched after completion of the Patron Service Improvement Project.

Library Design Associates will meet with administration staff on December 20 to finalize a timeline for the Patron Service Improvement project. The projected start date is the last week in January or the first week of February 2014. As Chris DeBear’s recommendation is that all electrical work be done at one time rather than phasing in demolition and reconstruction, it is probable that the library will have to shut down for a couple of days to accomplish that portion of the project. (This will shorten construction time by approximately two weeks.)

Programming Specialist Marcia Barker is retiring after 25 years; the Board is invited to attend the cake ceremony at 2PM on December 20.

In consideration of the Patron Service Improvement project, our declining checkout numbers and general changes that are occurring, all department heads have been reevaluating their staffing needs for 2014. Some staff hours, assignments and schedules are being adjusted to ensure coverage during peak times, both to improve service and to address issues raised by the Affordable Care Act.

Hoopla officially launched December 18; 106 people registered the first day and 210 titles were checked out. Checkouts will be limited to 50 items to start but that number will be reevaluated if necessary.

Unfinished Business & General Orders

  None.

New Business

Nominations/Election of 2014 Board Officers -  A slate of officers consisting of K. Schulz (Chairperson), N. Eggenberger (Vice-Chair) and S. Foster (Secretary/Treasurer) was proposed.

J. Fausone moved and T. Hartnett supported the motion to elect the slate of officers as proposed.

The motion passed unanimously 13/12-19-1

Proposed Fourth Quarter Budget Amendment - Davis briefly reviewed the proposed budget amendment.

She thanked the Business Services staff members, especially S. Rzetelny and accountant D. McHugh, and also the department heads for their diligence and attention to detail over the year.

J. Fausone moved and T. Hartnett supported a motion to approve the 4th quarter budget amendment as proposed.

The motion passed unanimously 13/12-19-2.

Proposed Fund Balance Transfer

N. Eggenberger moved and M. Farell supported a motion for a Fund Balance transfer of $95,827 to the Operating Fund for Capital Replacement.

The motion passed unanimously, 13/12-19-3.

Trustee Fausone commended all concerned for a nice job on putting together and adhering to a conservative yet workable budget. Trustee Eggenberger also thanked the administrative team for their work, which made it easier for the new members coming on to the board.

Call to Audience

  None

Adjourn

The meeting was adjourned at 8:15 PM.