Board

  • 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
  • Nomination and Election of 2018 Officers
  • Approve Proposed 4th Quarter Budget Amendment
  • Approve Fund Balance Transfer
  • 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, Amy Watts

Absent:            Don Turner

Also Present:  E. Davis, K. Gladden

 

  • CALL TO AUDIENCE (L. Golden, R. Havenstein-Coughlin, 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 fiscal year is 83% completed.

 

At the December meeting, the board will be asked to approve a 4th Quarter Budget Amendment to adjust the actual expenditures as closely as possible to the anticipated expenditures. The goal is to apply contingency fund dollars to construction costs from this past winter. This will be balanced out by a Transfer of Fund Balance request, which will also be presented at the December meeting.

 

  • TRUSTEE COMMENTS — Secretary/Treasurer Jasmine Lee offered praise for the End of Connect Your Summer party in August.

 

  • COMMITTEE REPORTS — None

 

  • OLD BUSINESS — None

 

  • NEW BUSINESS
  • Connect Your Summer 2017 Review — Community Relations Department Head Laurie Golden briefly presented an overview of the 2017 Connect Your Summer program, explaining how staff had changed much of the program to reflect patron priorities as gleaned from feedback from the previous year’s program.

 

  • Approve Proposed Date Change for December Library Board of Trustees Meeting to December 14, 2017 — Although Trustees Amy Watts and Nancy Eggenberger will be unable to attend a December 14th meeting, the rest of the board members agreed that the altered date would work better than that originally scheduled.

 

N. Eggenberger moved and A. Watts supported a motion to approve the proposed date change for the December Library Board of Trustees meeting to December 14.

 

The motion passed unanimously 17/11-16-1

 

  • Appeals of Patron Suspensions after 2nd Violation — Davis explained that, even though she has not received the requisite written notice from the patrons involved, it is possible that the board will receive requests to reconsider suspensions of two teens who had been read trespass earlier this year and were recently caught violating their suspensions.

 

The policy is mute on how such a situation should be addressed and Davis asked for direction in pursuing an update of the policy. Trustee N. Eggenberger expressed a strong desire that consequences attach to repeated violations of policy; Davis said that the library can ask Canton Public Safety for an additional trespass of one year after the initial trespass order expires. There was consensus that the board would be interested in updating the policy. Davis will look into best practices of other libraries in this type of situation, receive legal guidance, and bring back a policy update in the new year.

 

  • 2018 Officers — Chair Michelle Farell and Secretary/Treasurer Jasmine Lee indicated their willingness to remain as officers in their present roles for 2018; Don Turner has not indicated his position regarding staying on as Vice-Chair. The board will vote at the December meeting.

 

  • CALL TO AUDIENCE – None

 

  • ADJOURN

The meeting was adjourned at 8:21 PM.  

The Canton Public Library Board of Trustees has approved the following change:

The December Board Meeting will take place

Thursday, December 14, 2017 at 7:30 PM

  • Call the Meeting to Order
  • Call to Audience (5 min. maximum)
  • Approval of Agenda
  • Approval of General Meeting Minutes
  • Approval of Closed Session Minutes (1)
  • Approval of Closed Session Minutes (2)
  • Communications
  • Report of the Library Director
  • Trustee Comments
  • Committee Reports
  • Connect Your Summer 2017 review
  • Approve Proposed Date Change for December Library Board of Trustees Meeting to December 14, 2017
  • Appeals of Patron Suspensions after 2nd Violation
  • 2018 Officers

Thursday, October 19, 2017

9:41 PM

Canton Public Library - Friends' Activity Room

Closed session to discuss library director’s evaluation, per request by E. Davis.

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

Absent:  Nancy Eggenberger

The board moved into closed session to discuss the library director’s evaluation for 2017.                                                               

A. Watts moved and D. Turner supported a motion to return to open session.

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

Thursday, October 19, 2017

8:14 PM

Canton Public Library – Friends’ Activity Room

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

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

Absent:                Nancy Eggenberger

Also Present:     E. Davis, K. Gladden, A. Seurynck

The board moved into closed session to discuss an attorney-client privileged written communication.

D. Turner moved and A. Watts supported a motion to return to open session.

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

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.  

  • 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.

 

 

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