Library Board Meeting Minutes — January 16, 2014
The Chairperson, Kim Schulz called the meeting to order at 7:28 PMPresent: K. Schulz, N. Eggenberger, J. Fausone, M. Farell, T. Hartnett
Absent: S. Foster
Also Present: E. Davis, K. Gladden
Call to Audience(C. De Bear, L. Golden, R. Havenstein-Coughlin, D. McHugh, M. Nicholson, 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.
A “bug” on the website now links to a fact sheet on the Patron Service Improvement Project (PSIP).
E. Davis and L. Golden met with Darrell Clem of the Canton Observer regarding the PSIP; a resultant story will run in an upcoming edition (possibly Sunday, January 19.)
A preliminary draft of the upcoming community survey was received from ETC Institute. After review, Davis and Golden had changes they would like implemented, which Golden will convey at a meeting with ETC and Canton Leisure Services at the end of January.
The library was asked by Canton Township to submit to them a letter of support for the township to receive approval and funding to join the Plymouth-Canton Community Schools’ Wide Area Network Ring. (PCCS had reached out to municipalities and municipal authorities in the school district re: this project. Canton Township will piggyback on the network, and would then be able to pull the library along with them; this would allow the library to enjoy the benefits of the network while retaining only secondary subsidiary responsibilities for the portion it uses.) The letter of support only indicates interest in the plan; an official agreement with the township (which must be voted on by the board) would be entered into after the school system supplies information on costs and an RFP.
The financials included in the packet are not the final figures for 2013; official numbers will not be available until after the Plante Moran audit (last week of February), which will be presented to the board at the April meeting. This is the final audit under our current two-year agreement with Plante Moran.
The eResources statistics presented in the electronic board packet were incorrect; the 2013 statistics were supplied to the board in hard copy.
M. Nicholson was available to answer any questions re: the report on the 2013 Operating Fund Campaign, which was included in the packet.
Unfinished Business & General Orders
Patron Service Improvement Project Update - C. De Bear of Library Design Associates apprised the board of the timeline for the project, scheduled to begin on Monday, February 3 with the heavy demolition work and resultant two-day closure (to the public) of the library. He also discussed projected on-time deliveries for flooring materials and new furniture, as well as his satisfaction that planning and cooperation amongst the sub-contracted trades would lead to the project coming in on time and on budget. The project is planned to be a three-week event, with construction and new furniture to be completed and in place by the week of February 24.
2013 Strategic Plan Update - Davis indicated her belief that good progress in achieving plan goals was made in 2013. Department heads and their staffs did a fine job of staying focused on what their overall goals were, and the library as a whole has the Strategic Plan in mind when talking about partnerships, assisting patrons and how best to serve the community.
Chair Schulz applauded the library’s efforts to pull in the same direction since the inception of the current plan.
Approve New Contract for Wireless Service - L. Papa stated that only one bid had been received for wireless services, although one other vendor had made an offer by phone. Of the two, the AT&T renewal proposal was lower and as he had been very satisfied with service received from AT&T to date, he likely would have selected their proposal in any event.
T. Hartnett moved and J. Fausone supported the motion to approve the wireless service contract proposal from AT&T.
The motion passed unanimously 14/1-16-1
Operating Fund Campaign Update - Davis did a brief review of the charts and statistics presented in the Operating Fund Campaign document. Trustee Fausone questioned whether utilizing mass mail services through the United States Postal Service was worth the expense, or whether there was another method of reaching donors with a greater ROI. S. Rzetelny stated that enough information had been gathered through fundraising software over past campaigns that new strategies could possibly be discussed.