Board

  • Call the Meeting to Order
  • Call to Audience (5 min. maximum)
  • Approval of Agenda
  • Approval of Budget Hearing Minutes
  • Approval of General Meeting Minutes
  • Communications
  • Report of the Library Director
  • Trustee Comments
  • Committee Reports
    • Retirement Benefits Committee
    • Director’s Evaluation Committee
  • Approve Resolution to Close Employee Division in MERS Defined Benefit Plan and Adopt Non-MERS Defined Contribution Plan
  • Connect Your Summer 2017 review
  • Proposal for 2018 renovation of staff area
  • 3rd Quarter Budget Amendment
  • Director’s Evaluation (closed session) – roll-call vote
  • Call to Audience (5 min. maximum)
  • Adjourn

The Chairperson, Michelle Farell, called the meeting to order at 7:49 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 (L. Golden, R. Havenstein-Coughlin, D. McHugh, M. Nicholson, N. Szczepanski)
  • APPROVAL OF AGENDA

   The agenda was approved by unanimous consent.

  • APPROVAL OF GENERAL MEETING MINUTES

   The minutes were approved by unanimous consent.

  • COMMUNICATIONS — None
  • DIRECTORS REPORT 
    • Friends of the Library Board member Larry Hoelscher is home from the hospital, as is his wife, Gail.
    • The fiscal year is 2/3 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).
    • Additional revenue derived from the second state aid payment and from penal fines will be recognized in the 3rd Quarter Budget Amendment in October.
  • TRUSTEE COMMENTS — Secretary/Treasurer Jasmine Lee asked if the board would be voting on the LED lighting proposal mentioned by Business Services Department Head Marian Nicholson at the August meeting.  Eva Davis stated that Nicholson and Building Supervisor Jim Laffey are looking into other consultants, some of whom have said that LED lighting could be included as part of energy analysis proposals (similar to the Siemens proposal), so they are waiting for the other feasibility studies before presenting a stand-alone proposal on lighting to the board.
  • COMMITTEE REPORTS — None
  • OLD BUSINESS
  • Approve 2018 Draft Schedule of Board Meetings and Library Closures — N. Eggenberger moved and J. Pandit supported a motion to approve the 2018 Schedule of Board Meetings and Library Closures as presented.

    The motion passed unanimously, 17/9-21-1

  • NEW BUSINESS
    • MERS Defined Benefit Pension Plan Closure to New Hires — The subject of the proposed closure of the MERS defined benefit plan to new employees was introduced. The board reviewed the MERS projection study and read the proposed Draft Resolution; they had no questions on either document. They discussed a general timeline for implementing this change and agreed with director E. Davis that closing the old plan to new employees effective January 1, 2018, would be preferable.
    • Committee Appointments
      • Retirement Benefits  — A Retirement Benefits Committee (comprised of Secretary/Treasurer J. Lee and Trustees Nancy Eggenberger and Amy Watts) will meet with director E. Davis to review and make recommendations to the board regarding a new plan.
      • Director’s Evaluation — Chair Michelle Farell, Vice Chair Don Turner, and Trustee Jane Pandit will meet to discuss and make recommendations to the board regarding the director’s performance evaluation.
    • Approve Proposal for Roller Blind Replacement in Friends’ Activity Room — Davis explained that this was an item left over from the previous year’s construction project, which had been value engineered out of the project to stay within budget. Monies to cover the expenditure in 2017 will be moved into Building Improvements with the October Budget Amendment.
      N. Eggenberger moved and A. Watts supported a motion to approve the proposal for roller blind replacement in the Friends’ Activity Room.
      The motion passed unanimously 17/9-21-2
  • CALL TO AUDIENCE – None
  • ADJOURN

The meeting was adjourned at 8:32 PM.  

The hearing was called to order by the Chairperson, Michelle Farell, at 7:30 p.m.

Present:           N. Eggenberger, M. Farell, J. Lee, J. Pandit, D. Turner, A. Watts

Absent:           

Also Present:   E. Davis, K. Gladden

  • CALL TO AUDIENCE: (L. Golden, R. Havenstein-Coughlin, D. McHugh, M. Nicholson, N. Szczepanski) - None
  • BUDGET HEARING 

The Proposed 2018 Budget Hearing was opened for discussion.  

  • 2018 PROPOSED BUDGET APPROVAL

Trustee N. Eggenberger stated that, as the Board had discussed the proposed budget extensively over the past two months, she was comfortable with the version presented.

N. Eggenberger moved and J. Pandit supported the motion to adopt the Proposed 2018 Budget amount of $ 5,853,025. (See Attachment A)

The motion passed unanimously 17/9-21-1-BH

  • TAX RESOLUTION

Discussion ensued regarding the mechanism and historical impact of the Headlee Amendment on previous years’ millage levies.

D. Turner moved and A. Watts supported the resolution to approve certifying the rate for tax levy of 1.5139 mills for the fiscal year ending December 31, 2018.

(See Attachment B)

  • ROLL CALL VOTE

Yes: J. Pandit, A. Watts, N. Eggenberger, J. Lee, D. Turner, M. Farell

No:  None

Abstain: None

The motion passed 17/9‑21-2-BH (6-0-0)

  • CALL TO AUDIENCE — None
  • ADJOURN

The budget hearing was adjourned at 7:40 p.m.

 

 

  • Call the Meeting to Order
  • Call to Audience
  • Approval of 2018 Budget as Presented
  • Approval of Resolution Certifying a Rate of Tax Levy in the amount of 1.5139 mills for the Fiscal Year Ending December 31, 2018
  • Call to Audience
  • Adjournment of Budget Hearing

The Chairperson, Michelle Farell, called the meeting to order at 7:30 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 (L. Golden, R. Havenstein-Coughlin, D. McHugh, M. Nicholson, R. Noble,

N. Szczepanski)

           

  • APPROVAL OF AGENDA

The agenda was approved by unanimous consent.

 

  • APPROVAL OF GENERAL MEETING MINUTES

The minutes were approved by unanimous consent.

 

  • COMMUNICATIONS — None

 

  • DIRECTORS REPORT
    • The Connect Your Summer final celebration will be Saturday, August 19.
    • Reconstruction of the west parking lot will begin Monday, August 21.
    • As of the end of July, we are at approximately 58% through the year. Fringe Benefits are falling in line. Insurance (which was paid early in the year) and Capital Expenditures (also paid early in the year due to the construction project) will also begin to fall in line.  The current numbers reflect the budget amendment approved at the July meeting.

 

  • TRUSTEE COMMENTS —Trustee Nancy Eggenberger asked for a fuller explanation of the library’s role as a “challenge partner” in the Educational Excellence Foundation’s “Quest for Excellence” scavenger hunt on August 26.

 

  • COMMITTEE REPORTS — None

 

  • OLD BUSINESS
    • Siemens Energy Analysis Proposal — Business Services Department Head Marian Nicholson informed the board that she and Building Supervisor Jim Laffey had been in contact with Citra Lighting and had received a proposal to convert all of the library’s lighting to LED bulbs. DTE rebates for the conversion will be going away soon; if such a project were completed by the end of 2017, the library could realize around $7,000 in savings from DTE, and the $ 50,000 outlay would be recouped in energy savings in less than two years. Lighting would then be removed from the scope of the Siemens proposal.

        Discussion then ensued regarding the relative advantages of holistic versus independent contracting for 
        replacement and maintenance for the library plant. It was agreed that M. Nicholson and J. Laffey would
        investigate alternative building management and consulting firms to make presentations to the board at a
        later date.
 

  • 2018 Draft Budget Proposal and 2019-2020 Projections (2nd look) – Davis said that the proposal was largely the same as that presented at the July meeting, with no dramatic changes.
     
  • NEW BUSINESS
    • Approve Donor Gift Agreement — N. Eggenberger moved and J. Pandit supported a motion to approve the Donor Gift Agreement as presented.

      The motion passed unanimously, 17/8-17-1
       

    • Communications on Library’s Pest Control Program — After discussion, it was agreed that an official education program was not needed at this time.
       
    • 2018 Draft Schedule of Board Meetings and Library Closures (1st look) – Neither N. Eggenberger nor Chair Michelle Farell will be available for the scheduled June meeting date; additionally, Farell will not be able to attend the July meeting as currently scheduled.

      It was suggested that the June meeting be moved to Wednesday, June 13; the trustees agreed to consult their personal calendars and discuss the schedule again at the September general meeting.

 

  • CALL TO AUDIENCE – None

 

  • ADJOURN

   The meeting was adjourned at 8:48 PM.  

 

 

 

  • Call the Meeting to Order
  • Call to Audience (5 min. maximum)
  • Approval of Agenda
  • Approval of General Meeting Minutes
  • Communications
  • Report of the Library Director
  • Trustee Comments
  • Unfinished Business
    • Siemens Energy Analysis Proposal
    • 2018 Draft Budget Proposal and 2019-2020 Projections – 2nd Look
  • New Business
    • Approve Donor Gift Agreement
      MOTION: Move to Approve the Donor Gift Agreement as presented
    •  Communications on Library’s Pest Control Programs
    • 2018 Draft Schedule of Board Meetings and Library Closures – 1st Look
  • Call to Audience (5 min. maximum)
  • Adjourn

The Vice-Chairperson, Don Turner, called the meeting to order at 7:30 PM.

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

Absent:            Michelle Farell

Also Present:  E. Davis, K. Gladden

 

  • CALL TO AUDIENCE (L. Golden, R. Havenstein-Coughlin, K. Krockenberger, D. McHugh, M. Nicholson,
    R. Noble, N. Szczepanski, G. Taylor, A. Yunker)

        

  • APPROVAL OF AGENDA
    The agenda was approved as amended by unanimous consent.

 

  • APPROVAL OF GENERAL MEETING MINUTES
    The minutes were approved by unanimous consent.

 

  • COMMUNICATIONS — None

 

  • DIRECTORS REPORT — An account has been established at the Canton Community Foundation for
    monies received from anonymous donors. With the assistance of the library’s attorney, a final
    memorandum of understanding has been crafted to ensure that the library understands what the
    donors’ requirements are. The board will vote in August on whether to sign off on the memorandum.

    The third National Night Out/Not in My Town rally, sponsored by Canton Township, Canton Leisure Services, the Canton Response to Hate Crimes Coalition, and the Library, will be held in Heritage Park at 6:30 PM on Tuesday, August 1st.  The Hate Crimes Coalition has received $1,000 from Community Financial to offset some of the costs of the rally.

 

  • TRUSTEE COMMENTS —Vice-Chair D. Turner complimented E. Davis and library employees for their vigilance regarding pest prevention. He asked that a board discussion on community education about the issue be added to the August agenda.

 

  • COMMITTEE REPORTS — None

 

  • OLD BUSINESS 
    •  Approve IT Security Policy — N. Eggenberger moved and J. Lee supported a motion to approve the IT Security Policy as presented.
      The motion passed unanimously 17/7-20-1

 

  • NEW BUSINESS
    • Energy Analysis Proposal — Siemens Infrastructure & Cities Building Technologies representatives George Taylor and Kyle Krockenberger presented an energy analysis feasibility report to the board. The library building is nearly 30 years old and many critical systems are nearing the end of their lifespan. Siemens made the case that, with their organizational and engineering expertise and purchasing power, they could remove administrative burden from library staff and effect cost-savings for the library when replacements and upgrades become necessary. 
       
    • Approve 2nd Quarter Budget Amendment — E. Davis reviewed the proposed budget amendment, pointing out that the monthly Profit & Loss statement reflected over 100% in revenue in some areas; the budget amendment recognizes and adjusts that.
      A. Watts moved and J. Pandit supported a motion to approve the 2nd Quarter Budget Amendment as presented.
      The motion passed unanimously 17/7-20-2
       
    • 2018 Draft Budget Proposal and 2019-2020 Projections (1st look) – Davis reviewed the four documents (budget narrative, proposed budget, actual property tax collection rates, and fund balance data chart) presented for the board’s consideration. Davis stated that, as the estimate for the proposed staff renovation project are not yet available, a fund balance request for the project will be presented at a later date.

 

  • CALL TO AUDIENCE – None

 

  • ADJOURN
    The meeting was adjourned at 9:33 PM.  

 

 

  • Call the Meeting to Order
  • Call to Audience (5 min. maximum)
  • Approval of Agenda
  • Approval of General Meeting Minutes
  • Communications
  • Report of the Library Director
  • Trustee Comments
  • Old Business
    • Approve IT Security Policy
      MOTION: Move to approve the IT Security Policy as presented
  • New Business
    • Energy Analysis Proposal (Siemens)
    • Approve 2nd Quarter Budget Amendment
      MOTION: Move to approve the 2nd Quarter Budget Amendment as presented
    • 2018 Draft Budget Proposal and 2019-2020 Projections – 1st look
  • Call to Audience (5 min. maximum)
  • Adjourn

The Vice-Chairperson, Don Turner, called the meeting to order at 7:30 PM.

Present:           Nancy Eggenberger, Jasmine Lee, Jane Pandit, Don Turner

Absent:            Michelle Farell, Amy Watts

Also Present:  E. Davis, K. Gladden

  • CALL TO AUDIENCE (L. Golden, D. Huntzicker, B. Madziar, M. Nicholson, R. Noble, N. Szczepanski)   
  • 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 a “thank you” note from the Hazel Park District Library for the decommissioned computers the library donated to them.
     
  • DIRECTORS REPORT
    • Davis reviewed the financial reports, pointing out that the library is  41% of the way through the year. While fringe benefits; professional & contractual; insurance; and capital outlay are trending high, they will all fall in line as the year progresses. 
    • The first of two state aid checks have been received and is larger than had been budgeted for (state aid funding comes in two equal payments)
       
  • TRUSTEE COMMENTS 
    • Trustee N. Eggenberger has signed up for the new text notification service and is very enthusiastic about it.
    • Vice-Chair D. Turner asked if there were any security concerns regarding the Canton’s Front Porch program; Davis assured him that the program area will be overseen by both security cameras and library staff.
    • Secretary-Treasurer J. Lee was impressed by the size of the Connect Your Summer program; Community Relations Department Head Laurie Golden told the board that all program materials have already needed to be re-ordered. She estimated that 75% of the approximately 1200 participants had signed up in the last four days.
    • J. Lee also thanked the board and staff for the Edible Arrangement she had received acknowledging the recent birth of her son.
       
  • COMMITTEE REPORTS — None
     
  • OLD BUSINESS — None
     
  • NEW BUSINESS
    • Presentation of 2017-2018 Healthcare Plan Contract Options — Kapnick Insurance representatives Dave Huntzicker and Beth Madziar discussed the differences between the two Blue Care Network options under consideration. Other plans had been investigated but proved to be far costlier than the BCN plans. The Healthy Blue Living renewal costs about 2% less than the current contract, so this is the recommendation.
       
    • Approve 2017-2018 Healthcare Plan Contract — N. Eggenberger moved and J. Pandit supported a motion to approve the renewal of the Blue Care Network’s Healthy Blue Living HMO Platinum 500 plan for the August 1, 2017 – July 31, 2018 contract year.
      The motion passed unanimously 17/6-22-1
       
    • Approve Employee Cost-Sharing Method for Medical Premiums as Outlined by Michigan Public Act 152 (Publicly Funded Health Insurance Act) – N. Eggenberger moved and J. Lee supported a motion to approve 80/20 as the Employee Cost-Sharing Method for Medical Premiums for the August 1, 2017 – July 31, 2018 contract year, in compliance with Michigan Public Act 152.
      The motion passed unanimously 17/6-22-2
       
    • Discussion of IT Security Policy (1st Reading) — Davis explained that the policy was a consolidation of language from the library’s legal advisor and various library policies into one document to satisfy PCI compliance requirements.
      The board will vote on approving the policy at the July meeting.
       
  • CALL TO AUDIENCE – None
     
  • ADJOURN

The meeting was adjourned at 8:09 PM.  

  • Call the Meeting to Order
  • Call to Audience (5 min. maximum)
  • Approval of Agenda
  • Approval of General Meeting Minutes
  • Communications
  • Report of the Library Director
  • Trustee Comments
  • Unfinished Business and General Orders — None
  • New Business 
    •  Presentation: 2017-2018 Healthcare Plan Contract Options (Beth Madziar and Dave Huntzicker, Kapnick Insurance)
    • Approve 2017-2018 Healthcare Plan Contract
    • Approve Employee Cost-Sharing Method for Medical Premiums as Outlined by Michigan Public Act 152 (Publicly Funded Health Insurance Act)
    • First Reading of IT Security Policy
  • Call to Audience (5 min. maximum)
  • Adjourn

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