Board

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

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

Call to Audience

(H. Ahmad, L. Golden, L. Hoelscher, D. Huntzicker, D. McHugh, M. Nicholson, L. Papa, N. Szczepanski) – None

Approval of Agenda

S. Foster moved and T. Hartnett supported a motion to approve the agenda as amended.

The motion passed unanimously 16/6-30-1.

Approval of General Meeting Minutes

The minutes were approved by unanimous consent.

Communications

E. Davis shared “thank you” notes from the Library of Michigan, where she had made a presentation on library security and dealing with difficult patrons; from the School of Information at the University of Michigan, where Davis had participated in a focus group re: curricula for Information and Library Science graduate programs; and from First Step, who thanked Community Relations department head L. Golden for spearheading a drive for First Step at the library earlier in the year.

Director’s Report

Davis reported that the library did not win the EBSCO solar grant for which it had applied; however, Business Services department head M. Nicholson was investigating options for other grants for which Building Supervisor J. Laffey could apply.

The Canton Township sidewalk program was placed on hold; the library’s sprinkler junction box needs to be moved, as well as some trees that lie in the path of the planned walkways. The library will be responsible for the junction box; removal of the trees will be negotiated.

The library learned from representatives of the League of Women Voters that since there will be no primary election for the open trustee positions, all candidates may expect to be contacted by the League and by D. Clem of the Canton Observer for their respective voter guides. Also, representatives of the local mosque have indicated their interest in hosting a forum for the trustee candidates.

Davis reviewed the financial reports as of the end of May; at approximately 42% of the way through the year, spending is on target although insurance expenditures are trending high, due to premiums being due in the first quarter, and in Capital Outlay, due to the Children’s Library renovation. These will fall into line over the course of the year.

In keeping with the auditors’ expressed wish that the library make small adjustments throughout the year, rather than one large one at the end, a second quarter budget amendment will be proposed at the July meeting.

Committee Reports

None

Unfinished Business & General Orders

Approve Proposed Policy Updates

S. Foster moved and M. Farell supported a motion to approve the proposed policy updates as presented.

The motion passed unanimously 16/6-30-4.

2017 Budget (Expenditures) Salaries Recommendation Discussion

Trustee D. Turner stated that the backup materials provided in the June packet were reassuring; he found the line graphs to be especially helpful. The trustees expressed their support for the administration’s goal of moving staff salary rates closer to the midpoint of the market compensation model, and directed that Davis prepare a draft budget that includes a 5.53% salary increase. Turner further indicated his desire that a one-page budget summary, clearly articulating the most important levers anchoring the budget (i.e. tax collection rates, salary recommendation and reserve balance fund), accompany the draft budget proposal.

2017 Budget (Revenues) Property Tax Collection Rate and Millage Rate Discussion

Davis informed the board that the Headlee amendment has triggered a Millage Reduction Fraction (MRF) and the new maximum millage rate that can be levied as of 2017 will be 1.5301 mills. Chair Eggenberger indicated that she would be comfortable if 1.5301 mills at a 98% collection rate is used to prepare the first budget draft; the rest of the trustees concurred. Davis reminded the board that multi-year capital improvement projects have been needed to restore the physical plant to good working condition; once the cycle has been completed, budgets will see a dedicated effort to rebuild the fund balance.

She also praised Building Supervisor Jim Laffey, whose detailed attention to maintaining the building and equipment have helped extend their lifespans.

New Business

2016-2017 Healthcare Plan Contract Options

Kapnick Insurance representative Dave Huntzicker spoke about changes to the library’s status, due to changes in interpretation of the Affordable Care Act (ACA) guidelines. The library is now considered a small employer which means that, effective with the August renewal, the library must move to a new health insurance plan and will be charged at member level rates, rather than group rates. After explaining the differences amongst the Blue Care Network renewal policy, the BCN Platinum Option 1 policy and the comparable Priority Health Platinum policy, Huntzicker recommended that the board select the Option 1 (Platinum 500) plan, and the 80/20 cost sharing method outlined in P.A. 152.

T. Hartnett moved and M. Farell supported a motion to select Option 1 for the Employee Healthcare contract.

The motion passed unanimously 16/6-30-2.

D. Turner moved and M. Farell supported a motion to approve the 80/20 cost-sharing method for medical premiums as outlined by P.A. 152.

 

The motion passed unanimously 16/6-30-3.

Call to Audience

Friends of the Library Treasurer Larry Hoelscher told the board that the Friends have always been very happy with their relationship with the Canton Public Library Board of Trustees.

Adjourn

The meeting was adjourned at 8:35 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
    • Approve Proposed Policy Updates
    • 2017 Budget (Expenditures) – Salaries Recommendation
    • 2017 Budget (Revenues) – Property Tax Collection Rate and Millage Rate
  • New Business
    • 2016-2017 Healthcare Plan Contract Options (Dave Huntzicker, Kapnick Insurance)
    • Approve 2016-2017 Healthcare Plan Contract
    • Approve Employee Cost-Sharing Method for Medical Premiums as Outlined by P.A. 152 (Publicly Funded Health Insurance Act)
  • Call to Audience (5 min. maximum)
  • Adjourn

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, S. Sharma

Call to Audience

At Chair Eggenberger's invitation, Library Board Trustee candidates Jasmine Lee and Jane Pandit introduced themselves.

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

The matter of the library parcel is proceeding. The library’s attorneys from Foster, Swift believe that the maintenance and easement agreements should be approved by the township; the Building Authority will be responsible for signing off on the deed transfer.

The Friends of the Library have a new logo – the result of partnering with a high school teacher at Plymouth-Canton Community Schools, whose Graphic Design students submitted entries as part of a class assignment. It will be incorporated into all Friends materials (web page, brochures, etc.)

Davis was to serve as emcee for the Beloved Community essay contest awards on Friday, May 20.

Davis reviewed the financial reports; at one-third of the way through the year, spending is on target although insurance expenditures are trending high, due to premiums being due in the first quarter, and in Capital Outlay, due to the Children’s Library renovation. These will fall into line over the course of the year. On the revenue side, a state aid payment was just received and will be reflected in the May financial report; penal fines will not be received until August.

The library has applied for a grant to install solar panels.

Trustee Comments

Chair N. Eggenberger questioned whether a plaque with the new logo should be placed in the new Friends Activity Room. The room does have a sign (“Friends Activity Room 2016”) and, since the Friends may decide to change their logo again, it was not considered necessary to create a plaque.

Committee Reports

 None

Unfinished Business & General Orders

Approve Revised Employee Handbook — The change Trustee T. Hartnett had requested at the first reading was made. He questioned whether further changes should be made to specifically mention unenunciated categories of people against whom the library will not discriminate. Davis responded that the specified groups were mentioned because they were called out in the Elliott-Larsen Civil Rights Act; any additional categories would be protected by the phrase “all applicable laws.”

T. Hartnett moved and S. Foster supported a motion to approve the revised Employee Handbook as presented.

The motion passed unanimously 16/5-19-1

New Business

2017 Budget (Expenditures) Salaries Recommendation Discussion — Board members discussed moving ahead with the objective, begun in 2016, of moving staff salaries to the midpoint of the salary range, and how to best accomplish that objective. Members were supportive in theory but would like to see numbers. Davis will bring the salary consultant’s report and the salary schedules from 2016 and 2017 to the June meeting.

2017 Budget (Revenues) Property Tax Collection Rate and Millage Rate Discussion — Trustee J. Fausone requested that Davis and the Business Services office prepare a budget at the full millage, with a 98% collection rate, for the board’s initial review.

Proposed Policy Updates (1st Reading) — Chair Eggenberger questioned sections 3-17 and 3-21. The board will continue to review the proposed revisions for further discussion at the June meeting.

2020 Strategic plan - Additional Trustee Comments — Trustee D. Turner would like to see a specific strategy regarding fund balance (either an amount or percentage goal) included, as well as strategic intent regarding managing, reducing, and documenting the reduction of expenses.

Chair Eggenberger mentioned the philosophy of managing library space for future uses.

Call to Audience

 J. Lee questioned the board’s method of vendor selection and the length of contracts; she was informed that the board selected the contractors for the library’s audit and the law firm, for contract lengths decided upon by the board.

Adjourn

The meeting was adjourned at 8:50 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
    • Approve Revised Employee Handbook
  • New Business
    • 2017 Budget (Expenditures) - Salaries Recommendation Discussion
    • 2017 Budget (Revenues) - Property Tax Collection Rate and Millage Rate Discussion
    • Proposed Policy Updates (1st Reading)
    • 2020 Strategic Plan - Additional Trustee Comments
  • Call to Audience (5 min. maximum)
  • Adjourn

The Chairperson, Nancy Eggenberger, called the meeting to order at 7:33 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, F. Audia, M. Crowther, L. Golden, R. Havenstein-Coughlin, J. Lee, D. McHugh, N. McHugh, L. Papa, K. Powers, N. Szczepanski, A. Watts, R. Wolshon) – 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.

Approval of April Special Meeting Minutes

The minutes were approved by unanimous consent.

Communications

E. Davis shared with the board several “thank you” notes: from Doreen Hannon, Director at the Salem-South Lyon District Library (several groups of employees from Salem-South Lyon had visited CPL and been treated to tours of the facilities); from Kirk Borger of the Riverview library, who had obtained information from L. Golden re: the CPL “Meet Your Muslim Neighbor” program and parlayed it into a successful program at Riverview; and from Carol Saunders and Nancy Downs from the Community Literacy Council, who thanked Davis for participating as judge in the recent Adult Spelling Bee fundraiser.

Davis also shared the brochure for the Children’s Library Re-Opening celebration.

Director’s Report

The April 26 Plymouth-Canton Community Schools Board meeting will officially recognize the donations of furniture and other items made by CPL to PCCS schools; Davis, R. Havenstein-Coughlin and L. Golden will attend.

The directors of the Romulus and Ypsilanti libraries will visit on Friday, April 22, and the director and children’s staff of the Redford Township District Library will visit on Tuesday, April 26 to see the new Children’s Library.

Leadership Canton’s project for 2016 is creating public service announcements for local organizations; the Canton Public Library has been chosen to be one of the organizations. Davis will keep the board updated.

The Friends of the Library will hold their annual meeting on Tuesday, June 21 at 7:00 PM.

The May Board meeting will include discussions on 2017 salary increases and property tax collection assumptions.

Davis reviewed the financial reports for March; at 25% through the year, spending is on target although insurance expenditures are trending high, due to premiums being due in the first quarter, and in Capital Outlay, due to the Children’s Library renovation. These will fall into line over the course of the year.

Trustee Comments

Chair N. Eggenberger commented on how impressed she was with the performance of the library’s Spelling Bee team.

Trustee D. Turner asked for detail on the large expenditure to CDW-G in the transactions report. Information Technology department head L. Papa clarified that it was for the purchase of licenses for Windows 10. Trustee Turner further asked about the sources of several smaller deposits into the checking account

Turner also requested that an unfacilitated opportunity be placed on a future agenda for board members to have further input into the new Strategic Plan before it is finalized.

Committee Reports

None

Unfinished Business & General Orders

Library Parcel - Davis provided a Warranty Deed and supporting documents package, including draft easement agreements, which were prepared by the library’s attorney. The deed reflects a cost-sharing percentage which is in line with the board’s previously indicated preference. The documents are now awaiting the township attorney’s review and comments. Trustee J. Fausone asked Davis whether the documents then go to the Township Board of Trustees directly or if they go back to the Building Authority. Davis was not sure and will follow up.

New Business

Presentation of 2015 Audit Report - Plante Moran was represented by Frank Audia, Melanie Crowther and Kaitlyn Powers. Audia and Crowther briefly presented highlights of the 2015 Financial Report to the board. The auditors once again rendered an unqualified opinion; Audia stated that the library was very healthy financially. He complimented Davis and the board on their prudence in aggressively funding their retirement liability. In response to a question regarding the feasibility of lowering the millage rate, Audia recommended that a small organization such as the library hold one-third of its operating budget in the unassigned fund balance and cautioned the board to consider potential expenditures several budget years out before deciding on a millage adjustment.

Approval of 2015 Audit

J. Fausone moved and T. Hartnett supported a motion to accept the 2015 Audit Report as presented.

The motion passed unanimously 16/4-21-1

Revised Employee Handbook (1st Reading) - Trustee T. Hartnett requested that wording on Page 5 (Reporting a Violation) be changed to indicate that abuse or neglect of a child should be reported to local or state police or Michigan Department of Health and Human Services – Department of Child Protective Services.

Davis also indicated that a typographical error, caught by Chair Eggenberger, would be corrected.

Call to Audience

J. Lee requested information on how a resident could contribute to the Strategic Planning process.

Adjourn

The meeting was adjourned at 8:29 PM.

The Chairperson, Nancy Eggenberger, called the meeting to order at 5:12 PM.

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

Call to Audience

(L. Golden, H. Ahmad, J. Lee, A. Ahmed) – J. Lee thanked the board and the library for their work.

Approval of Agenda

The agenda was approved by unanimous consent.

Presentations and Discussions

E. Davis and S. Kennedy provided a history of the last two strategic plans. S. Kennedy presented current and in-progress research results, and facilitated the board’s discussion of societal, technology, and industry trends and their impact on the community and the library.

Call to Audience

None

Adjourn

The meeting was adjourned at 9:02 PM.

  • Call the Meeting to Order
  • Call to Audience (5 min. maximum)
  • Approval of Agenda
  • Approval of General Meeting Minutes
  • Approval of April Special Meeting Minutes
  • Communications
  • Report of the Library Director
  • Trustee Comments
  • Committee Reports
    • None
  • Unfinished Business and General Orders
    • Library Parcel
  • New Business
    • Presentation of 2015 Audit by Plante Moran (F. Audia, M. Crowther)
    • Approval of 2015 Audit as presented
    • Revised Employee Handbook (1st Reading)
    • Board Photo
  • Call to Audience (5 min. maximum)
  • Adjourn

Tuesday, April 11, 2016, 5:00 PM

  • Call the Meeting to Order
  • Call to Audience (5 min. maximum)
  • Approval of Agenda
  • Canton Public Library Strategic Plan History (Eva Davis)
  • Overview of Body of Knowledge, Demographics, and Trends Research (Susan Kennedy)
  • Aspirations for the Canton Community in 2020 and Beyond (facilitated by Susan Kennedy)
  • Call to Audience (5 min. maximum)
  • Adjourn

Library Board Meeting

CPL is governed by a six-member Library Board of Trustees of community members elected quadrennially on a nonpartisan ballot. The Board meets at 7:30 PM on the third Thursday of each month. You are invited to attend.

See the Board blog for the latest agendas, minutes, and other news. The Board Archive lists all records available online. Minutes for previous years are available in hard copy format on request.

 

Upcoming sessions

There are no upcoming sessions available.

The Chairperson, Nancy Eggenberger, called the meeting to order at 7:32 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

(R. Havenstein-Coughlin, J. Lee, D. McHugh, L. Papa, S. Reynolds, 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

E. Davis shared with the board a “thank you” note from the Bowling Green State University and the Bowling Green “Not in Our Town” initiative. Davis had (with Sergeant Dale Wells from Canton Public Safety) made two presentations on “Not in Our Town” events that the local Hate Crimes Coalition had sponsored in Canton.

Davis also shared a letter received from the library’s debt collection service, Unique Management Services. They advised that, in line with changes to the Fair Credit Reporting Act slated to go into effect June 15, the reporting of delinquent patrons to credit reporting agencies will be replaced by enhancements to Unique’s current Gentle Nudge Process.

Director’s Report

Laurie Golden has arranged for new Plymouth-Canton Community Schools Superintendent Monica Merritt to hold a Coffee with the Superintendent at the library in May.

Lacking a quorum, the Friends of the Library cancelled their March 9 meeting; it has been re-scheduled for March 23. Secretary/Treasurer M. Farell agreed to attend in place of Trustee T. Hartnett; Hartnett will attend the April 13 meeting for Farell.

Leadership Canton held their March meeting at the library and received a guided tour of the new Children’s area, still under construction.

Darrell Clem and Bill Bresler of the Canton Observer will do a story on the construction project in an upcoming issue; the Grand Re-Opening Party is scheduled for Sunday, April 24.

Revisions of various policies will be presented to the board at the April meeting, after they have been vetted by the attorney. April will also bring Plante Moran’s audit presentation; a 1st quarter budget amendment (if necessary); discussion of the 2017 pool for staff merit pay; and by request, a new Board photo.

Davis reviewed the financial reports for January; at 15% through the year, spending is on target.

Committee Reports

None

Unfinished Business & General Orders

Library Parcel

The Canton Township Building Authority easement agreement proposals were reviewed. Trustee Fausone requested that Davis check with the library’s attorney to verify that the language in any agreement ensures that the access road from the library to Canton Center Road (Civic Center Drive) will be available in perpetuity. The board did not believe that a joint meeting with the Building Authority was needed.

New Business

2017 MERS Employer Contribution Rate Percentage

Davis presented the board with three different projections; the recommendation of accountant Debbie McHugh, Business Services department head Marian Nicholson and Davis was option three: increasing the CPL contribution rate to 8%. The board indicated their agreement; Davis and the department heads will consider this as they prepare the 2017 budget.

Circulation Policy Revision

T. Hartnett moved and S. Foster supported a motion to accept the Circulation Policy as revised.

The motion passed unanimously 16/3-17-1

Call to Audience

None

Adjourn

The meeting was adjourned at 8:03 PM.

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