Board

The Chairperson, Nancy Eggenberger, called the meeting to order at 7:30 PM.

  • Present:
    N. Eggenberger, M. Farell, J. Fausone, S. Foster, T. Hartnett, D. Turner
  • Absent:
    None
  • Also Present:
    E. Davis, K. Gladden

Call to Audience

(H. Ahmad, A. Beesley, L. Golden, R. Havenstein-Coughlin, J. Lee, D. McHugh, J. Pandit, L. Papa, C. Swanberg, N. Szczepanski, A. Watts) – None

Approval of Agenda

The agenda was approved by unanimous consent

Approval of General Meeting Minutes

The minutes were approved by unanimous consent.

Approval of Budget Hearing Minutes

The minutes were approved by unanimous consent.

Communications

Eva Davis shared “thank you” notes from the Fausone family for a funerary flower arrangement, and from the Block Youth and Teen Center for the donation of decommissioned self-check computers and monitors.

Patron Alfred Brock also thanked the library for making the Mango languages online database available (he utilized it to make a contest-winning video.)

The Friends’ year-end financial report was made available for the board’s perusal.

Director’s Report

Davis reminded the board that the Friends of the Library fundraiser at Tony Sacco’s runs through November 15. A percentage of each “Friends with Pizza” or Celebrity Pizza purchase during this period will go to the Friends.

Office 2016 will be rolled out to staff November 1st, and it is anticipated that it will be made available to patrons sometime in the first quarter of 2017.

The administration is kicking around various ideas to submit to the Library of Michigan for one of (up to) three Library Services and Technology Act (LSTA) grants which will be awarded to libraries to provide funding for innovative services and programs. Developing partnerships among libraries and/or between libraries and community agencies will be a priority of the projects chosen.

The library is now 75% through the year and the financials are tracking appropriately; the only fund trending high is Capital Outlay, due to construction projects. (The recently completed dumpster enclosure project came in $58 under budget.)

Trustee Comments

Trustee J. Fausone asked if the recent repair to the ballast roof by Bloom Roofing was holding up, in light of the day’s rainstorm. Davis replied that it was, and that Building Supervisor Jim Laffey will be patrolling the ballast roof regularly from now on. The skylights will all be re-sealed on November 3, which should solve any current leaking problems.

Committee Reports

None

Unfinished Business & General Orders

None

New Business

3rd Quarter Budget Amendment — Davis explained the difference in State Aid revenues showing in the 2nd and 3rd Quarter budget amendments. She also explained the mechanism for distribution of penal fines.

 

T. Hartnett moved and M. Farell supported a motion to approve the 3rd Quarter Budget Amendment as presented.

The motion passed unanimously 16/10-20-1

Call to Audience

None

Adjourn

The meeting was adjourned at 7:48 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
    • None
  • Unfinished Business and General Orders
    • None
  • New Business
    • Third Quarter Budget Amendment
  • Call to Audience (5 min. maximum)
  • Adjourn

The Chairperson, Nancy Eggenberger, called the meeting to order at 7:51 PM.

  • Present:
    N. Eggenberger, M. Farell, J. Fausone, S. Foster, T. Hartnett, D. Turner
  • Absent:
    None
  • Also Present:
    E. Davis, K. Gladden

Call to Audience

(H. Ahmad, L. Golden, R. Havenstein-Coughlin, J. Lee, D. McHugh, M. Nicholson, J. Pandit, N. Szczepanski, A. Watts) – None

Approval of Agenda

The agenda was approved by unanimous consent

Approval of General Meeting Minutes

The minutes were approved by unanimous consent.

Communications

Eva Davis shared a “thank you” letter from the Salvation Army for acting as a collection point for their school supplies drive.

Director’s Report

Davis reported that there has been no progress on the dumpster enclosure this week; we are waiting for materials to arrive.

Moving on to the financial report, Davis reported that the library is 2/3 of the way through the year and while the same categories are trending high (insurance and capital expenditures), they will fall into line as the year progresses, and the financials are on target overall. The 3rd Quarter Budget Amendment will be on the October agenda.

Trustee Comments

Trustee J. Fausone thanked the library and the other board members for the cards and flowers he received upon the death of his mother.

Trustee D. Turner asked for an update on the new Strategic Plan. The committee will be meeting Tuesday, September 20; Community Relations Department Head Laurie Golden stated that the Body of Knowledge is on track and that the plan will be brought before the board in either November or December.

Committee Reports

None

Unfinished Business & General Orders

2016 Connect Your Summer Program — Connect Your Summer committee members Alyssa Beesley and Laura Fawcett made a brief presentation of the recently concluded 2016 Connect Your Summer program. Responding to comments received from past year’s participants, this year’s program focused more on reading and in-library activities. The total number of claimed badges showed an increase over the past two summers.

Approve Library Design Associates proposals for 2017 Patron Service Improvement Projects not to exceed $ 892,882 — J. Fausone moved and S. Foster supported a motion to approve the proposals as presented.

The motion passed unanimously 16/9-15-1

New Business

Director’s Evaluation E. Davis requested that the board move into closed session to discuss her evaluation.

T. Hartnett moved and M. Farell supported a motion to move into closed session.

The motion passed unanimously 16/9-15-2 (6-0-0)

ROLL CALL VOTE

Yes: T. Hartnett, D. Turner, J. Fausone, M. Farell, S. Foster, N. Eggenberger

No: None

Abstain: None

T. Hartnett moved and M. Farell supported a motion to go back into open session.

The motion passed unanimously 16/9-15-3CS.

Call to Audience

None

Adjourn

The meeting was adjourned at 8:59 PM.

The hearing was called to order by the Chairperson, Nancy Eggenberger, at 7:30 PM.

Present: N. Eggenberger, M. Farell, J. Fausone, S. Foster, T. Hartnett, D. Turner

Also Present: E. Davis, K. Gladden

Call to Audience

(H. Ahmad, L. Golden, R. Havenstein-Coughlin, J. Lee, D. McHugh, M. Nicholson, J. Pandit, N. Szczepanski, A. Watts) None

Budget Hearing

The Proposed 2017 Budget Hearing was opened for discussion.

2016 Proposed Budget Approval

E. Davis spoke briefly on the budget summary, and lauded Building Supervisor Jim Laffey for his attention to repair and scheduled maintenance of the physical plant, which has allowed several capital improvement projects to be postponed to out-years.

Trustee J. Fausone encouraged the Administration to continue increasing projected property tax collection rates in future budgets, and to eventually move to a five-year budget projection to be used as a planning tool.

Chair N. Eggenberger expressed her appreciation that the budget summaries now include the fund balance amount at the bottom of the page.

Trustee Fausone asked for a detailed analysis of energy cost-savings that have resulted from various energy-savings initiatives that have been included in past budgets. Davis will contact the Lawrence Technological University professor whose students performed an energy usage audit at the library as a 2010 class project (the results of which have been a roadmap for the subsequent energy upgrades), to see if he could assign his students to do an update.

T. Hartnett moved and M. Farell supported the approval to adopt the Proposed 2017 Budget amount of $ 6,632,575.

The motion passed unanimously 16/9-15-1-BH

Tax Resolution

S. Foster moved and M. Farell supported the resolution to approve certifying the rate for tax levy of 1.53012 mills for the fiscal year ending December 31, 2017.

Roll Call:

Yes: T. Hartnett, D. Turner, M. Farell, S. Foster, N. Eggenberger

No: J. Fausone

The motion passed 5-1-0 (16/9-15-2-BH)

Call to Audience

None

Adjourn

The Budget Hearing was adjourned at 7:45 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
    • Finance Committee
    • None
  • Unfinished Business and General Orders
    • 2016 Connect Your Summer program (Alyssa Beesley and Laura Fawcett)
    • Approve Library Design Associates proposals for 2017 Patron Service Improvement Projects not to exceed $ 892,882
  • New Business
    • Director's Evaluation (closed session)
  • Call to Audience (5 min. maximum)
  • Adjourn

Thursday, September 15, 2016, 7:30 PM

  • Call the Meeting to Order
  • Call to the Audience
  • Approval of 2017 Budget as Presented
  • Approval of Resolution Certifying a Rate of Tax Levy in the Amount of 1.5301 mills for the Fiscal Year Ending December 31, 2017
  • Adjournment of Budget Hearing

The Chairperson, Nancy Eggenberger, called the meeting to order at 7:30 PM.

  • Present:
    N. Eggenberger, J. Fausone, S. Foster, T. Hartnett, D. Turner
  • Absent:
    M. Farell
  • Also Present:
    E. Davis, K. Gladden
  •  

Call to Audience

(H. Ahmad, C. DeBear, L. Golden, R. Havenstein-Coughlin, M. Nicholson, L. Papa, N. Szczepanski) – None

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

Director’s Report

A public reception will be held from 1:00-3:00 PM for Building Monitor Bill Rice, who is retiring after 11 years of service.

Canton Township Leisure Services will hold a celebration for Olympic gold medalist and former Canton resident Allison Schmitt, at Heritage Park on Thursday, August 25 at 7:00 PM.

The library is almost 60% through the year and while some categories are trending high (insurance and capital expenditures), the financials are right on target overall.

Trustee Comments

None

Committee Reports

None

Unfinished Business & General Orders

Resolution to Approve and Accept Donation of Real Property and to Enter Into Easement Agreement and Maintenance Agreement — T. Hartnett moved and J. Fausone supported a motion to accept the Resolution as proposed.

Roll Call Vote:

Tom Hartnett: Yes

Don Turner: Yes

James Fausone: Yes

Sommer Foster: Yes

Nancy Eggenberger: Yes

The motion passed unanimously 16/8-18-2 (5-0-0)

Second Draft of 2017 Budget — E. Davis addressed board queries regarding the mechanism by which staff salary increases are determined, and projected Capital Outlay expenditures for 2019.

New Business

Presentation of 2017 PSIP IV Construction Projects

Chris DeBear of Library Design Associates presented the plans and proposals for the new tutor room, teen and used bookstore areas. During the planning process after numerous discussions with librarians and other staff members, it became apparent that the scope of the project needed to be expanded from what had originally been anticipated. He is very confident that this project will be completed in the timeframe and budget presented, and that it will not be difficult to keep the construction personnel occupied in one of the three project areas at all times.

 

He also explained how, after provisionally approving the architect’s initial plan for the Dumpster Enclosure project, Canton Township made additional requests during the final site approval process, which now require an increase to the budget as originally approved.

S. Foster moved and J. Fausone supported a motion to approve the expanded cost for the 2016 Dumpster Enclosure project as presented.

The motion passed unanimously 16/8-18-1.

Proposed 2017 Schedule of Board Meetings and Library Closures — S. Foster moved and T. Hartnett supported a motion to accept the schedule as presented.

The motion passed unanimously 16/8-18-3

Call to Audience

None

Adjourn

The meeting was adjourned at 8:20 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
    • Finance Committee — None
  • Unfinished Business and General Orders
    • Resolution to Approve Easement and Maintenance Agreements for Library Parcel
    • 2017 Draft Budget (second draft)
  • New Business
    • Presentation of 2017 PSIP IV Construction Projects (C. DeBear - Library Design Associates)
    • Approval of Expanded Cost for 2016 Dumpster Project as Presented
    • Proposed 2017 Schedule of Board Meetings and Library Closures
  • Call to Audience (5 min. maximum)
  • Adjourn

The Chairperson, Nancy Eggenberger, called the meeting to order at 7:30 PM.

  • Present:
    N. Eggenberger, M. Farell, T. Hartnett, D. Turner
  • Absent:
    S. Foster, J. Fausone
  • Also Present:
    E. Davis, K. Gladden
  •  

  •  

Call to Audience

(H. Ahmad, L. Golden, R. Havenstein-Coughlin, J. Lee, D. McHugh, M. Nicholson, L. Papa) – None

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

Kathy Rich, the Canton Township Emergency Planner, asked if the library could be one of the community cooling centers, along with the Summit on the Park.

The newly reconstituted Canton Township Building Authority convenes on Tuesday (July 26) at 5:00 PM, when it is hoped they will finalize any issues surrounding the quit claim deed. The maintenance agreement will then need to be authorized by the township Board of Trustees; township attorney Kristin Kolb will notify E. Davis when the issue has been placed on the board’s meeting agenda. The library’s attorney, Scott Hogan, has recommended that the library postpone approval until after the Building Authority and the Township have approved everything first.

The Friends of the Library will have their annual budget meeting on Wednesday, July 27. The decisions made at that meeting will then allow Davis to present firmer budget numbers for the August board meeting, as the first draft of the 2017 library budget includes placeholders for contributions from the Friends, pending approval at their budget meeting.

The library is exactly 50% through the year and the financials are beginning to fall in line. Davis reminded the board that the financials do not reflect the 2nd quarter budget amendment that is later on the agenda, as she did not want to make presumptions about the board’s pending vote.

Trustee Comments

Chair N. Eggenberger expressed enthusiasm that the School of Information at the University of Michigan asked the Canton Public Library to participate in their research on the efforts and impact of public libraries in non-book lending roles, such as community events, in-library programs, and specialized services.

Committee Reports

None

Unfinished Business & General Orders

None

New Business

Approval of Proposed Second Quarter Budget Amendment

Trustee D. Turner clarified that the library’s standard procedure, when a surplus is realized at the end of a budget year, is to apply it to offset budgeted expenses (rather than transferring monies from the Fund Balance), or to add it to the Fund Balance.

T. Hartnett moved and M. Farell supported a motion to approve the Second Quarter Budget Amendment as presented.

The motion passed unanimously 16/7-21-1.

First Draft of 2017 Budget and 2018-2019 Projections

Discussion ensued regarding the first draft of the proposed budget; the Capital Assets Replacement Schedule; the proposed 2017-19 Information Technology Budget; and the proposed construction 2017 projects (teen area, tutor rooms and Friends bookstore renovations).

Trustee Turner, noting that last year the board instructed the director to set aside an amount that is roughly equivalent to the former annual bond payments, tein-Coughlinsuggested that the board consider making annual fund balance contribution goals a part of regular budget discussions in the future, as a way of building up and retaining a balance that is consistent with the auditor’s suggested $2 million.

Call to Audience

None

Adjourn

The meeting was adjourned at 8:17 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
    • Approval of Second Quarter Budget Amendment
    • First draft of 2017 budget and 2018-2019 projections
  • Call to Audience (5 min. maximum)
  • Adjourn

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