Board

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.

  • 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
  • Committee Reports
    • None
  • Unfinished Business and General Orders
    • Library Parcel
  • New Business
    • President's Volunteer Service Award
    • Set 2017 MERS Employer Contribution Rate Percentage
    • Circulation Policy Revision (1st Reading)
  • 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, T. Hartnett, D. Turner
  • Absent:
    M. Farell, S. Foster
  • Also Present:
    E. Davis, K. Gladden

Call to Audience

(H. Ahmad, L. Golden, M. Nicholson, L. Papa, N. Szczepanski) – None

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 with the board a “thank you” note from the Plymouth-Canton Community Schools for donated furnishings, and an invitation from the Detroit Public Library to attend their 150th Anniversary fundraiser.

Director’s Report

Davis received notice from the Canton Community Foundation that they have secured a $3,500 grant from Yazaki North America to fund materials and supplies for the library’s STEM programming for elementary through middle school aged students. The grant document was put together by children’s librarian Jack Visnaw and programming librarian Nichole Welz.

Davis reminded the board that the Plante Moran auditors will be at the library the week of February 22-26; their usual pre-audit letter has not been received yet but will be forwarded when it is.

Davis reviewed the financial reports for January.

Committee Reports

None

Unfinished Business & General Orders

Date for Board Strategic Planning Retreat

J. Fausone moved and T. Hartnett supported a motion to set the retreat for Monday, April 11, 2016, at 5:00 PM.

The motion passed unanimously 16/2-11-1

Library Parcel

The township Building Authority will meet February 25. After the library board has reviewed the resulting proposal, they can let the township know if a meeting with the Building Authority is desired.

New Business

Annual Donation Appeal Results

Trustee Fausone expressed his appreciation for receiving the data from both the 2014 and 2015 drives broken out as presented; he suggested that perhaps it would make sense in future to do a mass mailing every four years rather than every three years, as is done currently.

Affordable Care Act, Regulatory Overview

Davis and Business Services Department Head Marian Nicholson reviewed the options for compliance with the Affordable Care Act in the library’s healthcare plan year of 2016-17. Since the library plan runs from August through July, any change from current practice would require them to immediately begin researching alternative plans for the 2017 budget.

J. Fausone moved and T. Hartnett supported a motion to continue to insure the same number of employees as in the plan year 2015-16.

The motion passed unanimously 16/2-11-2

Call to Audience

None

Adjourn

The meeting was adjourned at 7:53 PM.

The Canton Public Library Board will meet on Monday, April 11, 2016 to discuss objectives for the library's 2020 Strategic Plan.

The meeting will be held at the library and will begin at 5:00 PM. The public is welcome.

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, L. Davis-Craig, L. Golden, R. Havenstein-Coughlin, D. McHugh, M. Nicholson, L. Papa, N. Szczepanski) – 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 Closed Session Minutes

The minutes were approved by unanimous consent.

Communications

E. Davis shared with the board “thank you” notes from N. Szczepanski and K. Farmer.

A letter from Canton Township Finance and Budget Director Wendy Trumbull indicated that a formal vote was to take place at the January 12 Township Board meeting to appoint individuals to the Building Authority. She will keep Davis updated as to the progress of the property deed situation.

Davis also shared the latest audit report done by Bovitz CPA, P.C. for the Friends of the Library.

Copies of the January 28 issue of the Michigan Library Association’s newsletter, MLA Advocacy, were distributed.

Director’s Report

The Friends of the Library held a beer and wine tasting fundraiser on January 20 at the Canton Tony Sacco’s Coal Oven Pizza restaurant. They sold 63 tickets to the event, for a total net gain of $630 (tickets were $25 each, of which the Friends received $10).

Plante Moran will be at the library to perform the 2015 audit the last week of February.

A statistical report from Unique Management Services (the service the library uses to recover materials and cash from delinquent borrowers) was included in the board packet. Trustee D. Turner inquired about the timeline before a patron is turned over to collections. Davis and Circulation Services Department Head Nancy Szczepanski assured him that patrons are given every opportunity to return materials before entering the collections phase.

Davis reviewed the final financial report of 2015, reminding the board that the books will not be officially closed out until the Plante Moran audit.

Finance Committee Report

None

Trustee Comments

Trustee Turner inquired about two purchases on the December transactions report.

Unfinished Business & General Orders

Confirm Vote Approving 2015 4th Quarter Budget Amendment for MERS Payment

T. Hartnett moved and M. Farell supported a motion to confirm approval of the 2015 4th Quarter budget amendment for MERS payment.

The motion passed unanimously 16/1-28-1

Library Property Split

Surveys and legal descriptions of the proposed parcels were shared with the board. Davis stated that the library’s real estate attorney Scott Hogan and Canton Township’s attorney, Kristin Kolb, will collaborate on language for the easement agreements.

She added that the township broached the subject of cost-sharing the repair and replacement of property owned by the township but utilized by the library and its patrons, such as Civic Center Boulevard and the maintenance of the land between the library’s west parking lot and Veteran’s Way. Their initial proposal is a 50/50 split; Trustee J. Fausone encouraged Davis to continue discussions, as a repair/replace easement agreement on a road would more typically be based on frontage.

New Business

Review of Board Bylaws

The board saw no reason to alter the bylaws, which were last updated in 2014.

2016 Board Agenda Planning

Except for Trustee Turner’s questioning the inclusion of fundraising on three consecutive agendas, and the necessity of adding the swearing in of newly-elected board members at November meetings in an election year, the trustees did not request any changes.

Attendance at Friends’ Board Meetings

A list of 2016 Friends of the Library board meetings was circulated for sign-up by trustees.

Fundraising

The trustees discussed the philosophy of fundraising and whether it was an appropriate function of the board. Members exchanged views regarding solicitations for philanthropic giving, such as that done by the Canton Community Foundation.

The board will continue to discuss fundraising as opportunities arise.

2017 Library Materials Budget

Davis introduced librarian Lisa Davis-Craig who, with Information Services Department Head Rebecca Havenstein-Coughlin, had prepared the 2017 library materials budget document contained in the board packet.

Their recommendation was that, if the board wishes the 2017 materials budget to increase to 15% of the library’s total budget (a pre-requisite for achieving the Excellent Level measurement from the Library of Michigan’s Quality Services Audit Checklist, or QSAC), any additional funding should be concentrated on e-Resources and Lucky Day collections.

Discussion ensued regarding services and costs for the e-Resources being provided to the public by the library, as opposed to costs patrons would incur as individuals for similar services.

The board will consider and give direction to Davis for use by the administration team when constructing the initial 2017 budget proposal.

Date for March Board Retreat

Trustees discussed proposed dates for a March/April retreat to discuss the 2020 Strategic Plan. E. Davis will contact Susan Kennedy of K2 Communication Plus about her availability to meet the evening of April 4 or April 11 and report back to the board at the February meeting.

Call to Audience

None

Adjourn

The meeting was adjourned at 9:19 PM.

Thursday, February 11, 2016, 7:30 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
    • Set Date for Board Strategic Planning Retreat
    • Library Parcel
  • New Business
    • Annual Donation Appeal Results
    • Affordable Care Act, Regulatory Review
  • Call to Audience (5 min. maximum)
  • Adjourn

Thursday, January 28, 2016, 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
  • Communications
  • Report of the Library Director
  • Trustee Comments
  • Committee Reports
    • None
  • Unfinished Business and General Orders
    • Confirm Vote to Approve 2015 Year-End Budget Amendment for MERS Payment
    • Library Property Split
  • New Business
    • Review of Board Bylaws
    • 2016 Board Agenda Planning
    • Attendance at Friends of the the Library Board Meetings
    • Fundraising
    • 2017 Library Materials Budget
    • Set Date for March Board Retreat
  • Call to Audience (5 min. maximum)
  • Adjourn

The Chairperson, Nancy Eggenberger, called the meeting to order at 7:31 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

(L. Garrett, L. Golden, R. Havenstein-Coughlin, D. McHugh, M. Nicholson, L. Papa, N. Szczepanski) – E. Davis introduced Friends of the Library board member Linda Garrett, who spoke about the Friends' upcoming Beer & Wine Tasting Fundraiser at Tony Sacco's (January 20).

Approval of Agenda

The agenda was approved as amended by voice vote:

  • Ayes: Hartnett, Turner, Fausone, Farell, Foster, Eggenberger
  • Nays: none

    Approval of General Meeting Minutes

    The minutes were approved by unanimous consent.

    Approval of Closed Session Minutes

    The minutes were approved by unanimous consent.

    Communications

    E. Davis shared with the board a “thank you” note from Doreen Hannon of the Salem-South Lyon District Library; Davis had given her a guided tour of the Canton Public Library, in advance of planned construction at Salem-So. Lyon.

    Director’s Report

    Canton Township attorney Kristen Kolb has had discussions with the library’s attorney, Scott Hogan, regarding the township’s Building Authority; reconstitution of the authority is on the township’s January 12 meeting agenda. Hogan has asked for the township’s timeline and will participate in discussions with the township’s attorney regarding property and parceling issues.

    Trustee D. Turner expressed apprehension that this is extending into another calendar year; his concern lies with ongoing attorney fees to settle the property matters.

    Chair N. Eggenberger asked about the outcome of the drainage issues; Davis explained that chunks of concrete and a tree growing inside the drain were the primary causes of the back-up; these issues have now been resolved.

    Trustee Comments

    Chair Eggenberger indicated that Vice Chair S. Foster would not be at the January 21st board meeting; Secretary/Treasurer M. Farell stated that she would also be absent.

    T. Hartnett moved and S. Foster supported a motion to change the January 2016 board meeting to January 28.

    The motion passed unanimously 15/12-17-1.

    Finance Committee Report

    None

    Unfinished Business & General Orders

    Nomination and Election of 2016 Board Officers

    D. Turner moved and T. Hartnett supported a motion to re-elect the current slate of board officers.

    The motion passed unanimously 15/12-17-2

    New Business

    Approve 4th Quarter Budget Amendment - E. Davis briefly reviewed the proposed amendment.

    S. Foster moved and T. Hartnett supported a motion to approve the 4th Quarter Budget Amendment as presented.

    The motion passed unanimously 15/12-17-3

    Approve Fund Balance Transfers for Capital Expenditures and Debt Service

    J. Fausone moved and M. Farell supported a motion to approve Fund Balance transfers in the amount of $266,074 from the Fund Balance Assigned for Capital for Capital Expenditures, and $2,319,898 from the Unassigned Fund Balance for Debt Service, for a total Fund Balance transfer of $2,585,972.

    The motion passed unanimously 15/12-17-4

    Preliminary Monthly Agenda Planning

    - Discussion briefly ensued; board members will email suggestions re: agenda topics to E. Davis for compilation and discussion at the January 2016 meeting.

    Call to Audience

    None

    Director's Evaluation

    E. Davis requested that the board move into closed session to discuss her evaluation.

    T. Hartnett moved and S. Foster seconded a motion to move into closed session to discuss the director’s 2015 evaluation.

    Roll Call Vote:

  • Ayes: Hartnett, Turner, Fausone, Farell, Foster, Eggenberger
  • Nays: none

    The motion passed unanimously 15/12-17-5

    REGULAR MEETING RESUMED AT 8:26 pm.

    J. Fausone moved and T. Hartnett supported a motion to increase the director’s salary and bonus as discussed in Closed Session.

    The motion passed unanimously 15/12-17-7

    Adjourn

    The meeting was adjourned at 8:27 pm

Thursday, December 17, 2015

8:08 PM

Canton Public Library – Purple Room

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

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

The board moved into closed session to discuss the library director's evaluation for 2015.

Sommer Foster moved and Tom Hartnett supported a motion to return to open session.

The motion passed unanimously 15/12-17-6CS

Thursday, December 17, 2015, 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
  • Communications
  • Report of the Library Director
  • Trustee Comments
  • Committee Reports
    • None
  • Unfinished Business and General Orders
    • Nomination and Election of 2016 Board Officers
    • Director's Evaluation
  • New Business
    • 4th Quarter Budget Amendment
    • Fund Balance Transfer for Capital Expenditures
    • Preliminary Monthly Agenda Planning
  • Call to Audience (5 min. maximum)
  • Adjourn

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