Board Meeting Minutes — Thursday, March 19, 2015

The Chairperson, Nancy Eggenberger, called the meeting to order at 7:31 PM

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

Call to Audience


Approval of Agenda

The agenda was approved by unanimous consent.

Approval of General Meeting Minutes

The minutes were approved by unanimous consent.


E. Davis shared copies of a new digital resources publication. Community Relations Department Head L. Golden has provided copies to area wireless stores for distribution to customers who purchase a new device.

Director’s Report

Davis announced that Information Technology Department Head L. Papa has once again certified the library for PCI (Payment Card Industry) compliance.

Trustee J. Fausone represented the board at the March Friends of the Library Board meeting. Trustee T. Hartnett will attend their April meeting and Secretary/Treasurer M. Farell will attend the May meeting.

Davis made available the agenda for the April 24th Friends of Michigan Libraries Trustee Alliance Workshop in Rochester Hills. There is money budgeted for educational opportunities for the board such as this and the cost is minimal ($30 per trustee). Interested trustees should let Davis know and the library will register everyone.

Any trustee who had not already done so was requested to RSVP to volunteer coordinator K. Gladden re: attendance at the annual Volunteer Luncheon on April 14th.

Nominees for the President’s Volunteer Service Award have been certified for 2014; the awards will be handed out at the Volunteer Luncheon and (possibly) at the board meeting on April 16th.

Davis briefly reviewed the monthly financial statements, drawing the board’s attention to line items that show that year-to-date budgeted spending is on track (702 and 715), and explaining that others will fall into line over the course of the year (801 and 977, due to 1st quarter construction costs).

Trustee Comments

In response to Davis’ presentation of the financial reports, Trustee D. Turner requested that future Check Register reports show detail for any monies paid out to individuals. Business Services Department Head M. Nicholson explained that, while every check, check stub and QuickBooks entry does contain such detail on the memo line, this QuickBooks report only displays same when there is only one entry on the memo line. Multiple memo line entries causes the detail to completely drop off the report. In response to Turner’s request to have a memo line, particularly for checks made to individuals, included in this report, Nicholson and Davis said they would work with the accountant to alter the report.

Turner also asked about the Director’s Report referencing that the auditors recommend budgeting “more accurately”; Turner clarified that the library budgets conservatively – not inaccurately. Davis apologized, saying that “more accurately” was her term, and was not intended to imply that library budgeting is inaccurate.

In response to his request for further information about the Research Institute for Public Libraries in Colorado, Davis expanded her comments about the intensive five day event she will be attending in July. She hopes to bring back tools for determining and effectively measuring outcomes, especially important since the next Strategic Plan will be designed and implemented next year. (L. Golden is waitlisted and Davis is hopeful she will be able to attend, as well.)

J. Fausone attended the Friends of the Library March board meeting and reported that they are a very engaged group. They were extremely pleased by his presence and he thinks it is important that the trustees continue to be a presence at the Friends meetings.

Board Chair N. Eggenberger commented on the fortitude of Director Davis and her staff, in light of recent construction and weather-related incidents; Davis, in turn, complimented her staff for their quick and positive response to the emergency situations.

Committee Reports


Unfinished Business & General Orders


New Business

Capital Assets Policy Revision

The capital assets policy is contained within the wider Financial Policy. The only change recommended by the auditors relates to the capitalization schedule of some fixed asset items. They suggested that the library change the depreciation model to reflect a more realistic replacement schedule of ten years, rather than 15 years. While this does not mean the library will automatically move to replace the items in ten years, it does allow more flexibility in budgeting and ensures that the administration will be able to act in accordance with board policy.

D. Turner moved and S. Foster supported a motion to approve the revised capital assets policy as presented.

The motion passed unanimously 15/3-19-1.

Endowment/Operating Fund Campaign Update

M. Nicholson briefly discussed the results from the recently concluded fundraising campaign (December 2014-February 2015). Return on investment was much higher and expenses for this drive were much lower than in the past, since this fundraising letter was mailed only to previous donors.

J. Fausone suggested that consideration be given to a strategy of wider mailings every few years, to refresh the donor pool.

The Finance Committee will discuss paperwork specifics re: investing the Endowment Fund monies with the Canton Community Foundation (currently being reviewed by Foster, Swift) at its next meeting.

Call to Audience



The meeting was adjourned at 8:19 pm.