Board

Thursday, April 20, 2017

8:18 PM

Canton Public Library – Friends’ Activity Room

Closed session to consider material exempt from disclosure by the Michigan Library Privacy Act.

 

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

Absent:                J. Lee, A. Watts

Also Present:     E. Davis, K. Gladden, L. Golden, R. Havenstein-Coughlin, R. Maroudis, D. McHugh, M. Nicholson, N. Szczepanski

The board moved into closed session to consider material exempt from disclosure.

Nancy Eggenberger moved and Michelle Farell supported a motion to return to open session.

Roll Call Vote:

Michelle Farell: yes

Don Turner: yes

Nancy Eggenberger: yes

Jane Pandit: yes

 

The motion passed unanimously, 17/4-20-1CS

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

  • Present:           Nancy Eggenberger, Michelle Farell, Jane Pandit, Don Turner
  • Absent:            Jasmine Lee, Amy Watts
  • Also Present:  E. Davis, K. Gladden

 

CALL TO AUDIENCE

(M. Crowther, L. Golden, D. McHugh, M. Nicholson, K. Price, M. Swartz, N. Szczepanski, patrons appealing to the Library Board)

           

APPROVAL OF AGENDA

The agenda was approved as amended by unanimous consent.

 

APPROVAL OF GENERAL MEETING MINUTES

The minutes were approved as amended by unanimous consent.

 

COMMUNICATIONS 

None

 

DIRECTORS REPORT 

E. Davis had nothing to add to the written report. She did thank Chair Michelle Farell and Trustee Nancy Eggenberger for attending the Volunteer Luncheon earlier in the week.

 

Eggenberger mentioned her disappointment that the library had not been awarded the Library of Michigan LSTA grant for which they had applied. Davis stated that she would be pursuing contacts  through Not in Our Town who might be able to assist with either funding or facilitation in obtaining Gold Star City certification for Canton. The Michigan Department of Civil Rights might also be able to assist with funding. She will not know anything until fall.

 

TRUSTEE COMMENTS 

Trustee Jane Pandit briefly commented on the excellence of the Friends of Michigan Libraries Trustee Alliance Workshop, which she and fellow trustees Jasmine Lee and Amy Watts attended in March.

 

COMMITTEE REPORTS

 None

 

OLD BUSINESS 

Resolution to Approve Conversion of the Library’s Nationwide 457b Deferred Compensation Plan to Nationwide FreedomPro+ 457b Deferred Compensation Plan — M. Farell moved and N. Eggenberger supported a motion to approve the Resolution to convert the library’s Nationwide 457b Deferred Compensation plan to the Nationwide FreedomPro+ 457b deferred compensation plan.

 

The motion passed unanimously 17/4-20-1.

 

NEW BUSINESS

Presentation of President’s Volunteer Service Award  — The prospective award winner was not present.

 

2016 Audit Presentation – Michael Swartz, Melanie Crowther and Kaitlyn Powers of Plante Moran presented highlights of the 2016 Financial Report to the Board. The library once again received an “unmodified” opinion. Swartz stated that the library was very well-run, that things were very well-planned by the board, and that the budgets were well-executed. The 2016 audit was the best that he had ever seen and Swartz said that everything was in great shape.

 

Accept the 2016 Audit Report as Presented – N. Eggenberger moved and M. Farell supported a motion to accept the 2016 Audit Report as presented.

 

The motion passed unanimously 17/4-20-2.

 

1st Quarter Budget Amendment – E. Davis reviewed the 1st Quarter Budget Amendment Summary details.

 

M. Farell moved and N. Eggenberger supported a motion to approve the 1st Quarter Budget Amendment as proposed.

 

The motion passed unanimously 17/4-20-3.

 

2018 Preliminary Budget  – E. Davis discussed assumptions for revenue and expenditure for the 2018 proposed budget. She requested consensus from the board to use these assumptions as a basis for moving ahead in the budget planning. The board indicated their agreement.

 

D. Turner suggested that Davis reach out to the new trustees to bring them up-to-date re: the issue of staff salary alignment recommendations.

 

Patron Appeal 2017-01 –  Closed Hearing to Consider Information Exempted from Disclosure by the Michigan Library Privacy Act — M. Farell moved and N. Eggenberger supported a motion to move into closed session to consider material exempt from disclosure by the Michigan Library Privacy Act.

 

Roll Call Vote:

Michelle Farell: yes

Don Turner: yes

Nancy Eggenberger: yes

Jane Pandit: yes

 

The motion passed unanimously 4-0-0, 17/4-20-4

 

REGULAR MEETING RESUMED AT 8:50 PM.

 

Patron Appeal 2017-01 — Vote to:

  1. Uphold the Patron’s Suspension as It Stands; or,
  2. Uphold the Patron’s Suspension but Modify the Terms; or,
  3. Revoke the Patron’s Suspension

N. Eggenberger moved and J. Pandit supported the following motion:

 

Based on the facts and information discussed in closed session, the Board moves to uphold the patron’s suspension but modify the terms to allow the patron to return to the library, effective Friday, April 21, 2017.

The motion passed unanimously 17/4-20-5

 

CALL TO AUDIENCE 

None

 

ADJOURN

The meeting was adjourned at 8:52 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
  • Committee Reports — None
  • Unfinished Business & General Orders
    • Resolution to Approve Conversion of the Library’s Nationwide 457b Deferred Compensation Plan to Nationwide FreedomPro+ 457b Deferred Compensation Plan
  • New Business
    • President’s Volunteer Service Awards
    • 2016 Audit Presentation (Plante Moran)
    • Accept 2016 Audit Report as Presented
    • 1st Quarter Budget Amendment
    • 2018 Budget – Preliminary Discussion
    • Patron Appeal 2017-01 – Closed Hearing to Consider Information Exempted from Disclosure by the Michigan Library Privacy Act
    • Patron Appeal 2017-01 – Vote to: 1. Uphold the Patron’s Suspension as It Stands; or, 2. Uphold the Patron’s Suspension but Modify the Terms; or, 3. Revoke the Patron’s Suspension
  • Call to Audience (5 min. maximum)
  • Adjourn

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: K. Gladden

Call to Audience (5 min. maximum)

(C. Cataldi, L. Golden, D. McHugh, B. Meade, M. Nicholson, R. Noble, D. Schubatis,N. Szczepanski, K. Young) - Business Services Department Head Marian Nicholson introduced the board and audience to the new Information Technology Department Head, Rudie Noble.

Approval of Agenda

The agenda was approved by unanimous consent.

Approval of General Meeting Minutes

The minutes were approved by unanimous consent.

Communications

Board Chair Michelle Farell shared a note from the Friends of the Library, thanking the board for the recent renovations to the Secondhand Prose Used Bookstore.

Report of the Library Director

None

Trustee Comments

None

Committee Reports

None

Unfinished Business and General Orders

None

New Business

Overview of Canton Community Foundation and Library Endowment Fund — Beth Meade (Managing Director - Donor Relations) and Darice Schubatis (Managing Director – Finance & Administration) presented a brief overview on the structure and history of the Canton Community Foundation and reviewed the financial performance of the library’s Endowment Fund since it was transferred to the foundation in June 2015. Vice-Chair Don Turner requested that representatives of the foundation return on a regular basis to update the board on performance to bring information on specific fund performance of the library’s Endowment Fund. Trustee Jane Pandit asked how the fees charged by the foundation were derived. D. Schubatis replied that the fees were charged based on 1% of the fund balance at the end of each quarter.

Annual Endowment Fund Campaign Results — M. Nicholson reviewed a snapshot of the November 2016 - January 2017 Endowment Fund Campaign conducted by the library, comparing it to the amount received for a similar period in 2015/2016.

Overview of Nationwide FreedomPro+ 457b Deferred Compensation Plan —Nationwide Retirement Specialist Candice Cataldi compared and contrasted the benefits and drawbacks of the library’s current City plan versus the newly designed FreedomPro+ 457b retirement plan. The fixed assets account under the current plan pays 3.5% interest, while the new plan would offer only a base of 2.5%. However, the new plan would eliminate Nationwide administrative fees, and the library would no longer need to carry fiduciary insurance on the retirement fund plans, as the fiduciary responsibility would be transferred to Morningstar Inc.

Resolution to Approve Conversion of the Library’s current Nationwide 457b Deferred Compensation Plan to Nationwide FreedomPro+ 457b Deferred Compensation Plan —The board agreed to defer until the April meeting a vote on a resolution to convert from the current retirement plan to the new Nationwide deferred compensation program.

Meeting Room Policy —After reviewing materials provided by Community Relations regarding the numerous groups that utilize the library meeting rooms, the board discussed the possibility of altering or waiving provisions contained in the current policy. Ultimately it was decided that the policy would remain unchanged, since the other groups renting the rooms did so while abiding by the rules contained therein.

    Call to Audience (5 min. maximum)

    Friends of the Library Board Trustee Kathy Young was acknowledged; she expressed her interest, as a former Canton Public Library trustee, in the board proceedings.

    Adjourn

    The meeting was adjourned at 8:39 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
    • Committee Reports
      • None
    • Unfinished Business and General Orders
      • None
    • New Business
      • Overview of Canton Community Foundation and Library Endowment Fund — Beth Meade, CCF
      • Annual Endowment Fund Campaign Results — Marian Nicholson
      • Overview of Nationwide FreedomPro+ 457b Deferred Compensation Plan — Candice Cataldi, Nationwide Retirement Solutions
      • Resolution to Approve Conversion of the Library's current Nationwide 457b Deferred Compensation Plan to Nationwide FreedomPro+ 457b Deferred Compensation Plan
      • Meeting Room Policy
    • Call to Audience (5 min. maximum)
    • Adjourn

    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

    (M. Crowther, M. Das, L. Golden, R. Havenstein-Coughlin, T. Heller, D. McHugh, M. Nicholson, L. Papa, K. Powers, M. Swartz, N. Szczepanski, Chess Club supporters)

    Chair Michelle Farell presented outgoing Information Technology department head Leo Papa with a gift from the Board of Trustees.

    Organizers Manmohan Das and Tim Heller and supporters of the community chess club, which is under a six-month suspension for violation of library policy, spoke of their experiences and belief that their program offers an unparalleled opportunity to members of the local community. They indicated their desire to continue meeting at the library and their hope that the board will reconsider its meeting room policy, which currently precludes the group’s ability to use library facilities while collecting entry fees.

    Approval of Agenda

    The agenda was approved by unanimous consent.

    Approval of General Meeting Minutes

    The minutes were approved by unanimous consent.

    Communications

    The board discussed a letter received from a teen patron, who requested that the library expand its hours an additional 12 hours per week (or 624 additional hours per year) to accommodate her perceived needs of high school students. It was agreed that a response prepared by Chair Farell would be mailed to the patron.

    Director’s Report

    Eva Davis thanked Trustees Nancy Eggenberger and Amy Watts for attending the ribbon-cutting ceremony for the Friends’ newly renovated Secondhand Prose Used Bookstore.

    Davis reminded the board that L. Papa’s last day is February 28; a retirement cake will be served at 2:00 PM and the board is invited to attend.

    Beth Meade of the Canton Community Foundation will be present at the March board meeting to discuss the library endowment fund and the results of the last endowment appeal campaign.

    Davis and Business Services department head Marian Nicholson met with Candice Cataldi, the library’s Nationwide representative, who informed them that Nationwide offers a zero percent fee 457 plan for employees. She will also be present at the March meeting. The library’s attorney will draft a resolution to be used, should the board choose to exercise its option to go with the Nationwide 457 plan. (This is not tied to the defined benefit plan for which Davis and Nicholson are seeking alternatives.)

    Davis reviewed the financial reports.

    Trustee Comments

    Vice Chair Don Turner stated that he had learned much from L. Papa’s business and technology acumen and had much appreciated Papa’s “steady hand.” The other board members in turn also thanked Papa for his 14 years of service.

    Turner asked if the board wanted to review the meeting room policy, in light of the comments from the chess club members. The trustees agreed that they should have that conversation; it will appear on the March agenda.

    Committee Reports

    None

    Unfinished Business & General Orders

    None

    New Business

    Library Finance Overview

    Plante Moran representatives Michael Swartz and Melanie Crowther reviewed financial reporting, fund balance, and budgeting from an auditing perspective. Trustee Eggenberger asked if Swartz could recommend questions the board should be asking in its approach to pension funding. While Swartz had no recommendations, he did point out that, with changes to mortality tables, defined benefit pension plans are becoming more costly to employers, while defined contribution plans are more portable for employees.

    Call to Audience

    None

    Adjourn

    The meeting was adjourned at 9:01 PM.

    • Call the Meeting to Order
    • Call to Audience (5 min. maximum)
    • Approval of Agenda
    • Approval of General Meeting Minutes
    • Communications
      • Patron Request for Expanded Hours
    • Report of the Library Director
    • Trustee Comments
    • Committee Reports
      • Finance Committee
        • None
    • Unfinished Business and General Orders
      • None
    • New Business
      • Library Finance Overview (M. Swartz, M. Crowther)
    • Call to Audience (5 min. maximum)
    • Adjourn

    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

    (L. Garrett, L. Golden, R. Havenstein-Coughlin, M. Nicholson, A. Seurynck, N. Szczepanski) Linda Garrett spoke about the upcoming Friends of the Library Beer & Wine Tasting Fundraiser at Tony Sacco’s Pizzeria. It will be held on Wednesday, February 22 from 7-9 PM; tickets are $25 (of which the Friends will get $10) and Garrett will personally deliver tickets to anyone who requests them. 

    Approval of Agenda

    The agenda was approved by unanimous consent.

    Approval of General Meeting Minutes

    The minutes were approved by unanimous consent.

    Communications

    None

    Director’s Report

    E. Davis pointed out that the balance sheet reflects property tax receivables from December 2016; these are monies that were collected in December for the 2017 budget. Davis reminded the board that the profit and loss reports do not reflect official numbers for 2016; final numbers will not be available until after Plante Moran completes the audit in February. She anticipates that, once the fiscal year has been closed by the auditors, the actual amount of the Fund Balance transfer will be far less than was approved by the board in December. Vice Chair D. Turner commented that the library administration’s conservative budgeting techniques were responsible for a positive end-of-year outcome.

    Trustee Comments

    Trustee J. Pandit had attended a workshop sponsored by the Michigan Municipal League, You Won, Now What? – Newly Elected Officials Training. She found it to be very helpful.

    Committee Reports

    None

    Unfinished Business & General Orders

    None

    New Business

    Library/Municipal Law Overview

     Foster, Swift attorney Anne Seurynck – the only attorney in Michigan specializing in library law — spoke to the board about their role as board members; how to avoid violations of the Open Meetings Act; how to handle Closed Session meetings; the importance of abiding by board bylaws; board trustees’ ethical and fiduciary duties; and compliance with Freedom of Information Act requests.

    Ad Hoc Committees

    Chair M. Farell discussed the possibility of forming a short-term committee to perform initial vetting of various alternatives to the current employee retirement plan. Davis and Business Services Department head M. Nicholson will begin gathering information re: plan alternatives to be presented to the board, and the issue of an ad hoc committee will be revisited in April.

    Chair Farell also indicated her preference that an ad hoc committee be formed to prepare and deliver the director’s evaluation; in the past, the evaluation has been written and delivered by the Chair alone.

    Motion to Approve Board Resolution Statement of Assurances for the Library of Michigan Grant Program 2017

    D. Turner moved and A. Watts supported a motion to approve the resolution to accept a statement of assurances for application for a Library of Michigan LSTA 2017 grant.

    Roll Call:

     

    J. Pandit: yes

    A. Watts: yes

    J. Lee: no

    D. Turner: yes

    M. Farell: yes

    The motion passed 17/1-19-1 (5-0-0)

    Call to Audience

    None

    Adjourn

    The meeting was adjourned at 9:23 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
    • Committee Reports
      • None
    • Unfinished Business and General Orders
      • None
    • New Business
      • Board Education: Library/municipal law overview (A. Seurynck - Foster, Swift)
      • 2017 Committees
        • Retirement Plan Committee
      • Motion to Approve Board Resolution Statement of Assurances - Library of Michigan Grant Program 2017
      • 2017 Preliminary Agenda Planning
    • Call to Audience (5 min. maximum)
    • Adjourn

    The Chairperson, Nancy Eggenberger, 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

    None

    Approval of Agenda

    The agenda was approved by unanimous consent.

    Approval of General Meeting Minutes

    The minutes were approved by unanimous consent.

    Communications

    The board members received letters forwarded to them from Westland Mayor William Wild and State Representative Kristy Pagan of Canton.

    Director’s Report

    E. Davis referenced the financials (which are trending on track), pointing out that funds were transferred into the checking account from the high yield savings account temporarily at the suggestion of Doreen Lattimer (the library’s representative at J.P. Morgan/Chase) to avoid year-end bank fees. The funds will be returned to savings after the township turns over the winter tax revenue.

    Davis informed the board that Information Technology department head Leo Papa will only attend two more board meetings, as he is retiring in March 2017.

    In response to a query by Secretary-Treasurer D. Turner, Davis responded that she has no concerns over administering an LSTA grant (should the library receive one), as the library already receives and administers several grants. There is a procedure in place which will make dealing with the grant a straightforward matter.

    Trustee Comments

    Secretary-Treasurer Turner questioned whether discussions were in process or being planned to address the issue of skylights and whether to repair, replace or get rid of them in the future. Davis replied that the leaking skylight in question was one of the original skylights and appeared in the capital replacement schedule. Wolverine Moore, which effected the repair work, would be out in the spring to check on it and will make any additional necessary repairs at that time, at no cost to the library.

    Turner also asked for an update on the parcel ID issue. The township’s attorney, Kristin Kolb, notified Scott Hogan, the library’s real estate attorney, that they have a backlog and that their goal is to issue the parcel ID number to the library by February 2017.

    Committee Reports

    None

    Unfinished Business & General Orders

    None

    New Business

    2020 Strategic Plan

    Davis spoke about the library’s mission statement (The Canton Public Library Connects Your Community) and core values (Relevance, Access, Integrity, Leadership) and how they fit into this third iteration of the library’s strategic plan. Susan Kennedy of K2 Communications Plus and select members of the library’s Strategic Planning Leadership Team (L. Fawcett, M. Hathaway, N. Welz, M. Nicholson, R. Havenstein-Coughlin, L. Golden) reviewed the new plan for the board members.

    Trustee J. Lee asked if there were any specific implementation goals associated with the new strategic plan. Davis explained that aspects of the current plan were contained in previous plans, and that this iteration is more about refinement and adaptation to changing conditions than ticking off boxes.

    Secretary-Treasurer Turner asked what had triggered the pivot from previous, metric-based plans to the current one, where impact and outcomes are the most important considerations. According to Davis, consultant Susan Kennedy’s market-based research was most influential in changing the library’s focus to discovering which “products” library patrons themselves wanted and needed, as opposed to those the library believed would be valuable for the community. Data-driven decision-making as well as insights derived from a Research Institute for Public Libraries workshop attended by Davis and Community Relations department head Laurie Golden, and the results of a community survey commissioned jointly by the library and Canton Leisure Services also contributed information for the new strategic plan.

    Board members indicated their appreciation for the rich informational presentation, and their enthusiasm for the new strategic plan.

    4th Quarter Budget Amendment

    M. Farell moved and D. Turner supported a motion to approve the 4th Quarter Budget Amendment as proposed.

    The motion passed unanimously 16/12-15-1

    Motion to Approve Fund Balance Transfer for Capital Expenditures

    M. Farell moved and J. Pandit supported a motion to approve a Fund Balance transfer for capital expenditures not to exceed $269,162.

    The motion passed unanimously 16/12-15-2

    2017 Preliminary Agenda Planning

    The board indicated its general approval of the proposed preliminary agenda plan for 2017.

    Call to Audience

    None

    Adjourn

    The meeting was adjourned at 9:21 PM

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