Library Board Meeting Minutes — Thursday, April 18, 2019

The Chairperson, Amy Watts, called the meeting to order at 7:31 PM.

Present:           Nancy Eggenberger, Michelle Farell, Jasmine Lee, Jane Pandit, Don Turner, Amy Watts

Absent:            None

Also Present:  E. Davis, K. Gladden

CALL TO AUDIENCE  (M. Crowther, R. Fairchild, L. Golden, P. Jenkins, D. McHugh, M. Nicholson, S. Sharma, M. Swartz, N. Szczepanski, A. Watkins) – None


The agenda was approved as amended by unanimous consent.


The minutes were approved by unanimous consent.


2018 Audit Presentation  — Melanie Crowther, Mike Swartz, and Alicia Watkins of Plante Moran presented the findings from their audit of the 2018 fiscal year. Swartz, in his final appearance as the library’s partner, spoke at length of watching the library grow and succeed since its inception and stated that the audits get steadily cleaner, year by year. It has been, he said, his pleasure to be the library’s auditor. Vice Chair N. Eggenberger thanked Swartz for many great years with him at the helm of the library’s audits.

    • The library is 25% through 2019 as of 3/31, and on track with a few of the usual exceptions. Fringe Benefits are trending higher due to the MERS lump sum payment that was made early in the year.  Also, insurance and many contracts and licensing fees are paid in the first quarter, so both Insurance and Professional & Contractual are trending higher.  Vending machine income was down for the month, as is traditional at this time of year, but is expected to go up in spring/summer.  Auto-renewal will be implemented effective May 1, which will affect the revenue from fines income.
    • Library Giving Day netted $5,050 in donations, which the Friends will match up to $5,000.
    • The parking lot construction project is behind schedule because of the rainy weather. The Friends’ book donation shelves have been demolished and a temporary shelving unit placed on the porch by the staff entry door. Due to gas mains in the area of the new Friends’ donation work space, all concrete must be broken up by hand. 
  • TRUSTEE COMMENTS — Trustee Jasmine Lee asked whether Director Eva Davis had heard back from the director of the Livonia Public Library re: the Patron in Good Standing form. Davis has not.
    • Approve Exhibit and Display Policy Revision — N. Eggenberger moved and M. Farell supported a motion to approve the Exhibit and Display Policy revision as presented.
      The motion passed unanimously 19/4-18-1.
    •  Approve Paid Medical Leave Policy Revision — M. Farell moved and N. Eggenberger supported a motion to
       approve the Paid Medical Leave Policy revision as presented.

        The motion passed unanimously 19/4-18-2.

    • Accept 2018 Audit — J. Lee moved and N. Eggenberger supported a motion to accept the 2018 audit as presented.
      The motion passed unanimously 19/4-18-3.
    • 1st Quarter Budget Amendment Request — M. Farell moved and J. Lee supported a motion to approve the 1st Quarter Budget Amendment as presented.
      The motion passed unanimously 19/4-18-4.
    • 2020 Budget Discussion (Expenditures) — Capital Replacement Schedule
       Business Service Department Head Marian Nicholson reviewed items on the Capital Replacement   
       Schedule, some of which are included on the ENGIE Engineering Services proposal. The rationale for
       grouping some replacements together (even if not scheduled for replacement at the same time) was
        explained.  Trustee J. Lee expressed her wish to see equipment replacement costs, stripped of engineering
        and other costs, before making a decision.
    • Audit Services Discussion — The board indicated a desire to see various multi-year proposals from Plante Moran.

The meeting was adjourned at 8:52 PM.