Library Board Meeting Minutes — Thursday, October 19, 2017

The Chairperson, Michelle Farell, called the meeting to order at 7:30 PM.

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

Absent:            Nancy Eggenberger

Also Present:  E. Davis, K. Gladden

  • CALL TO AUDIENCE (C. de Bear, L. Golden, R. Havenstein-Coughlin, D. McHugh, M. Nicholson,

A. Seurynck, N. Szczepanski, P. Williams) — None      

  • APPROVAL OF AGENDA

The agenda was approved as amended by unanimous consent.

  • APPROVAL OF BUDGET HEARING MINUTES

The minutes were approved by unanimous consent.

  • APPROVAL OF GENERAL MEETING MINUTES

The minutes were approved by unanimous consent.

  • NEW BUSINESS

Approve Proposal for 2018 renovation of staff area — Chris de Bear of Library Design Associates explained the detailed rendering of the proposed staff work area renovation.  Vice-Chair Don Turner acknowledged the smooth working relationship the library has enjoyed with the firm during past construction projects, stating that the library has “a great partner” in Library Design Associates.

D. Turner moved and J. Lee supported a motion to approve the proposal for the 2018 renovation of the staff area.

The motion passed unanimously, 17/10-19-1

Downtown Development Authority Presentation — Township Supervisor Pat Williams spoke on the township’s historical partnering with the library in past years, and asked that the Library Board of Trustees not vote to discontinue the tax capture of library funding by the Canton Township Downtown Development Authority.

Closed Session

J. Lee moved and A. Watts supported a motion to move into closed session for an attorney-client privileged written communication.

Roll call vote:

Jane Pandit: yes

Amy Watts: yes

Jasmine Lee: yes

Don Turner: yes

Michelle Farell: yes

The motion passed unanimously, 17/10-19-2

REGULAR MEETING RESUMED AT 8:49 PM.

Approve Resolution to Exempt Taxes from Capture by the Downtown Development Authority of the Township of Canton — A. Watts moved and J. Pandit supported a motion to approve a resolution to exempt taxes from capture by the Downtown Development Authority of the Township of Canton.

Roll call vote:

Jane Pandit: yes

Amy Watts: yes

Jasmine Lee: yes

Don Turner: no

Michelle Farell: yes

The motion passed 4-1-0, 17/10-19-3

  • COMMUNICATIONS — None
  • DIRECTORS REPORT — The fiscal year is 3/4 completed. Insurance is trending high (due to payments necessarily made at the beginning of the year), as is Capital Outlay (due to the construction project in the first quarter). Building Improvements are trending high, due to replacements costing less than $5,000 (such as doors) which fall into that category (replacements costing $5,000+ fall under Capital Outlay).
  • TRUSTEE COMMENTS — Trustee Jane Pandit complimented Community Relations for the past weekend’s Family Music Festival, which she enjoyed very much.  
    Vice-Chair D. Turner expressed his appreciation at being part of a non-political board, whose members could    disagree without rancor.
  • COMMITTEE REPORTS

Retirement Benefits Committee — Secretary/Treasurer Jasmine Lee stated that the committee (herself and Trustees Nancy Eggenberger and Amy Watts) had met with Director Eva Davis and Business Services Department Head Marian Nicholson; their report would be presented later in the meeting.

Director’s Evaluation Committee — Chair Michelle Farell reported that the committee (herself, Vice-Chair D. Turner and Trustee J. Pandit) had met and would discuss their findings later in the meeting.

UNFINISHED BUSINESS

Approve Resolution to Close Employee Division in MERS Defined Benefit Plan and Adopt Non-MERS Defined Contribution Plan ­— Secretary/Treasurer J. Lee briefly reviewed the Retirement Benefits Committee’s recommendation as well as the rationale behind their thinking.

D. Turner moved and J. Lee supported a motion to approve a resolution to close the employee division in the MERS defined benefit plan and adopt a non-MERS defined contribution plan for new hires.

Roll call vote:

Jane Pandit: yes

Amy Watts: yes

Jasmine Lee: yes

Don Turner: yes

Michelle Farell: yes

The motion passed unanimously, 17/10-19-4

NEW BUSINESS

Approve 3rd Quarter Budget Amendment  — D. Turner moved and A. Watts supported a motion to approve the 3rd Quarter Budget Amendment as presented.

The motion passed unanimously, 17/10-19-5

Closed session for Director’s Evaluation — Director E. Davis requested that the board move into closed session for the purpose of discussing her yearly performance evaluation.

D. Turner moved and  A. Watts supported a motion to move into closed session to discuss the director’s yearly performance evaluation.

Roll call vote:

Jane Pandit: yes

Amy Watts: yes

Jasmine Lee: yes

Don Turner: yes

Michelle Farell: yes

The motion passed unanimously, 17/10-19-6

REGULAR MEETING RESUMED AT 10:08 PM.

  • CALL TO AUDIENCE – None
  • ADJOURN

The meeting was adjourned at 10:09 PM.  

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