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(Draft) Library Board Meeting Minutes — Thursday, November 20, 2014

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

(L. Golden, R. Havenstein-Coughlin, M. Nicholson, 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 reminded the trustees to please respond to the emailed invitation to the upcoming Volunteer Holiday Tea.

Director's Report

The Friends of the Library will have a fundraiser on December 9-10 at Tony Sacco’s pizzeria.

The main boiler needs a new part, but is currently working

Trustee D. Turner asked about the posting for a new vendor for the café area. Davis assured him that the Request for Proposal (RFP) addressed his concerns, including a requirement that applicants detail the vendor’s process for machine issues (lost money, etc.) and also requires a non-performance clause.

There will be a Finance Committee meeting on December 9, at which time the committee will review all vendor bids in preparation for board discussion and action at the regular December meeting..

Library Board Meeting Agenda — Thursday, November 20, 2014

Thursday, November 20, 2014, 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
  • Committee Reports
    • None
  • Unfinished Business and General Orders
    • Approval of Circulation Policy Revision (3rd reading)
    • Approval of Patron Code of Conduct Policy Revision (3rd reading)
    • Canton Public Library Board Bylaws
  • New Business
    • Director's Evaluation
  • Call to Audience (5 min. maximum)
  • Adjourn

(Draft) Library Board Meeting Minutes — Thursday, October 16, 2014

New Board Trustee Don Turner was administered the oath of office by Canton Township Clerk Terry Bennett before the meeting was called to order.

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

(C. de Bear, R. Havenstein-Coughlin, D. McHugh, M. Nicholson, L. Papa, N. Szczepanski) – 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.

Communications

E. Davis shared a card received from former Business Services Department Head Sheryl Rzetelny.

A letter from Trustee T. Hartnett regarding verbiage contained in the proposed revision of the Patron Code of Conduct policy was seen by the rest of the board.

Community Relations Department Head Laurie Golden had asked that Davis inform the board that a new group photo will be taken at the November meeting.

Director's Report

Davis has not heard back from Canton Township Finance Director Wendy Trumbull regarding the bond pre-payment issue.

The Canton Community Foundation has not yet selected a new executive director.

Library Board Meeting Agenda — Thursday, October 16, 2014

Thursday, September 22, 2014, 7:30 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
  • Committee Reports
    • None
  • Unfinished Business and General Orders
    • Approval of Circulation Policy Revision (2nd reading)
    • Approval of Patron Code of Conduct Policy Revision
    • Approval of 2015 Schedule of Board Meetings & Library Closures
  • New Business
    • Swearing In of New Board Trustee, Don Turner
    • Presentation by Library Design Associates (Chris De Bear)
    • Approval of proposed 3rd Quarter Budget Amendment
    • Nomination & Election of New Officers
    • Director's Evaluation - Timeline
    • Canton Public Library Board Bylaws
    • Statistic of the Month: Volunteer Statistics (presented by K. Gladden)
    • Strategic Plan Update (presented by E. Davis)
  • Call to Audience (5 min. maximum)
  • Adjourn

Library Board Meeting Minutes — Monday, September 22, 2014

The Chairperson, Kim Schulz, called the meeting to order at 7:42 PM.

Present: N. Eggenberger, M. Farell, J. Fausone, S. Foster, K. Schulz, T. Hartnett

Absent: None

Also Present: E. Davis, K. Gladden

Call To Audience

(L. Fawcett, R. Havenstein-Coughlin, D. McHugh, M. Nicholson, L. Papa, S. Rzetelny, D. Turner, N. Welz) – None

Approval Of Agenda

The agenda was approved by unanimous consent.

Approval Of Special Meeting Minutes

The minutes were approved by unanimous consent.

Approval Of General Meeting Minutes

The minutes were approved by unanimous consent.

Communications

E. Davis had previously forwarded to the Board communication received from a patron via the Contact Us portion of the library website.

Director's Report

Davis and Business Services accountant D. McHugh met with Canton Township Finance Director Wendy Trumbull to discuss the possibility of pre-payment of the building bond. Concern primarily centered around the fact that the library’s bond was bundled with that of the township. Based on their discussion, the township would not object should the library choose to do this. Pre-payment of the $2.3 million could be made in April 2016, saving the library $230,000 in interest payments. The library could also pay down some of the debt and refinance at a lower rate, or make additional principal payments. Trumbull will follow up to procure a schedule of options and notify Davis.

Davis and Trustee S. Foster attended the State of the School District meeting. Superintendent Michael Meissen made plain his intent to ramp up participation with the school system’s community partners.

Budget Hearing Minutes — Monday, September 22, 2014

The hearing was called to order by the Chairperson, Kimberly Schulz, at 7:31 PM.

Present: N. Eggenberger, M. Farell, J. Fausone, S. Foster, T. Hartnett, K. Schulz

Also Present: E. Davis, K. Gladden

Call to Audience/Public Comment

Trustee J. Fausone noted that items in the 2015 budget for capital outlay expenditures had been well-planned; had received bids; and were part of a long-range capital replacement schedule. Upon his request, Davis briefly discussed the three-year budget process for capital replacements.

Budget Hearing

The Proposed 2015 Budget Hearing was opened for discussion.

2015 Proposed Budget Approval

S. Foster moved and T. Hartnett supported the approval to adopt the Proposed 2015 Budget amount of $5,798,770. (See Attachment A)

The motion passed unanimously, 14/9-22-1BH

Tax Resolution

S. Foster moved and N. Eggenberger supported the resolution to approve certifying the rate for tax levy of 1.5437 mills for the fiscal year ending December 31, 2015. (See Attachment B)

The motion passed unanimously 14/9-22-2BH

Call to Audience

None

Adjourn

The Budget Hearing was adjourned at 7:36 PM.

Library Board Meeting Agenda — Monday, September 22, 2014

Monday, September 22, 2014, 7:30 PM

  • Call the Meeting to Order
  • Call to Audience (5 min. maximum)
  • Approval of Agenda
  • Approval of Special Meeting Minutes
  • Approval of General Meeting Minutes
  • Communications
  • Report of the Library Director
  • Committee Reports
    • Finance Committee
  • Unfinished Business and General Orders
    • None
  • New Business
    • Statistic of the Month: Connect Your Summer review (presented by L. Fawcett & N. Welz)
    • Approval of contract over $25,000: Reliable Landscaping (snow removal)
    • Approval of contract over $25,000: Library Automation
    • Approval of contract over $25,000: Library Design Associates (for carpet; bathroom & lobby renovation; furniture)
    • Proposed 2015 Schedule of Board Meetings & Library Closures
    • Proposed Patron Code of Conduct Policy revision (1st reading)
    • Proposed Circulation Policy revision (lst reading)
    • Recognition
  • Call to Audience (5 min. maximum)
  • Adjourn

Library Board 2015 Budget Hearing — Monday, September 22, 2014

Monday, September 22, 2014, 7:30 PM

  • Call the Meeting to Order
  • Call to the Audience
  • Approval of 2015 Budget as Presented
  • Approval of Resolution Certifying a Rate of Tax Levy in the Amount of 1.5437 mills for the Fiscal Year Ending December 31, 2015
  • Adjournment of Budget Hearing

Special Board Meeting Minutes — September 4, 2014

The Chairperson, Kim Schulz, called the meeting to order at 6:31 p.m.

Present: N. Eggenberger, M. Farell, J. Fausone, S. Foster, T. Hartnett, K. Schulz

Also Present: E. Davis, K. Gladden

Call to Audience

(Andy Rosinski, Isaac Rosinski, Maegan Rosinski) None

Approval of Agenda

The agenda was approved by unanimous consent.

New Business

Selection of Candidate to Fill Vacant Library Board Trustee Position - The board interviewed applicants Valerie Krimmer; Kelli Lauria; Annie Rosinski; Mushir Khwaja and Don Turner. Upon completion of all interviews, members discussed each candidate.

T. Hartnett moved and M. Farell supported a motion to appoint Don Turner to the trustee position being vacated by K. Schulz, effective at the regular October 16, 2014 Library Board meeting.

The motion was approved unanimously, 14/9-4-1

Call to Audience

None

Adjourn

The meeting was adjourned at 9:58 PM.

Library Board Meeting Minutes — Thursday, August 21, 2014

The Chairperson, Kim Schulz, called the meeting to order at 7:29 PM.

Present: N. Eggenberger, M. Farell, J. Fausone, S. Foster, K. Schulz

Absent: T. Hartnett

Also Present: E. Davis, K. Gladden

Call To Audience

(L. Golden, V. Krimmer, L. Kyko, K. Lauria, D. McHugh, B. Mosher, M. Nicholson S. Rzetelny, P. Schrauben, 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

E. Davis informed the board that the Administrative Assistant for Human Resources, Marian Nicholson, had accepted the position of Department Head of Business Services, effective September 22, 2014.

Davis also expressed her gratitude to Trustee T. Hartnett for representing the board earlier in the week at the annual staff picnic. At the event, the Friends of the Library announced the recipients of their annual Education Awards: $1,000 each was presented to five staff members and one volunteer.

Trustee Fausone questioned what the Belleville Area District Library millage defeat meant for the Canton Public Library. Davis said that the failed bond had been for construction of the proposed new lakefront library and renovation of another building which was to be used as a satellite branch, plus additional operating revenue. The Belleville area library has an existing operating millage, but she has not heard from director Deb Green as to what their next step will be. Currently, Belleville area residents may check out a maximum of ten (10) items from the Canton Public Library.

Library Board Special Meeting Agenda — Thursday, September 4, 2014

Thursday, September 4, 2014, 6:30 PM
  • Call the Meeting to Order
  • Call to Audience (5 min. maximum)
  • Approval of Agenda
  • New Business
    • Interview with candidate Valerie Krimmer
    • Interview with candidate Kelli Lauria
    • Interview with candidate Annie Rosinski
    • Interview with candidate Mushir Khwaja
    • Interview with candidate Don Turner
  • Call to Audience (5 min. maximum)
  • Adjourn

Library Board Schedules Special Meeting

The Canton Public Library Board of Trustees will hold a special meeting at 6:30 PM on Thursday, September 4, 2014. The purpose of the meeting will be to interview and select a candidate to fill a vacancy on the board.

The meeting will be held in the Community Room; the public is welcome.

Library Board Meeting Agenda — Thursday, August 21, 2014

Monday, July 21, 2014, 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
  • Committee Reports
    • None
  • Unfinished Business and General Orders
    • None
  • New Business
    • Select Special Meeting dates for Board vacancy interviews
    • Review of applications for Board vacancy
    • Draft 2015 Budget (2nd look)
    • Proposed revision of Employee Policy Handbook (2nd reading)
    • Community Survey results (presentation by L. Golden)
  • Call to Audience (5 min. maximum)
  • Adjourn

Board Meeting Minutes — Monday, July 21, 2014

The Chairperson, Kim Schulz called the meeting to order at 6:00 PM

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

Call to Audience

(L. Golden, R. Havenstein-Coughlin, L. Papa, S. Rzetelny, 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 distributed copies of a document from the League of Women Voters concerning State Proposal 14-1 (which appears on the August 5 ballot), the act that would (if passed) provide funding to replace the revenue lost to libraries (and othe municipal entities) when the Personal Property Tax for small businesses was eliminated.

Director’s Report

Davis invited the board to attend the annual staff picnic (Tuesday, August 19 from 11:30 AM-1:30 PM); an official invitation from the Social Committee will be forthcoming.

The Friends of the Library are interested in installing a butterfly garden, in the library grounds overlooked by the fireplace area. (There is a water feature in that space currently, but mechanical problems necessitated turning off the water supply four years ago.) Jim Laffey and Marian Nicholson have met with Friends board members and will be working with them and with Reliable Landscaping to implement a plan.

Library Board Meeting Agenda — Monday, July 21, 2014

Monday, July 21, 2014, 6:00 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
    • Finance Committee
  • Unfinished Business and General Orders
    • Approval of 5-year engagement with Plante Moran
  • New Business
    • Confirm timeline to fill vacancy on Library Board
    • Michelle Malamis, Executive Director of the Canton Community Foundation, will discuss the benefits of transferring the endowment to the CCF
    • Draft 2015 Budget (1st look)
    • Proposed revision of Employee Policy Handbook (1st reading)
  • Call to Audience (5 min. maximum)
  • Adjourn

Board Meeting Minutes — Thursday, June 19, 2014

The Chairperson, Kim Schulz, called the meeting to order at 6:01 PM.

Present: N. Eggenberger, M. Farell (arrived late), J. Fausone, S. Foster, T. Hartnett, K. Schulz
Also Present: E. Davis, K. Gladden

Call To Audience

(L. Golden, R. Havenstein-Coughlin, L. Papa, S. Rzetelny, N. Szczepanski) – None

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

E. Davis shared with the board a card from Tammy Brown, President of Chicks 4 Charity.

Davis also disseminated a letter of resignation from Business Services Department Head Sheryl Rzetelny. Rzetelny will stay on through the 2015 Budget Hearing and will retire officially as of September 30, 2014.

Director's Report

Davis reported that the Friends of the Library will be donating $6,000 for the library to purchase additional iPads for circulation

At the Board’s direction, Davis met with Mike Swartz of Plante Moran re: audit services for 2015 and beyond. Plante Moran is willing to offer a five-year contract; during the first two years of the contract, they would not increase the fee that has been charged to the library for the past three years. The library would then receive a 3% increase in each of the final three years of the new contract term. The Finance Committee recommended to the full board that this offer be accepted; there was consensus for this. Davis will bring a full engagement proposal for the Board’s approval at the July meeting.

Library Board Meeting Agenda — Thursday, June 19, 2014

Thursday, June 19, 2014, 6:00 PM Thursday, June 19, 2014, 6:00 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
    • Finance Committee
  • Unfinished Business and General Orders
    • None
  • New Business
    • Connect Your Summer presentation
    • Approve medical plan option after discussion of Finance Committee recommendation
    • Approve employee cost-sharing option for medical premiums as outlined by PA 152 (Publicly Funded Health Insurance Contribution Act) after discussion of Finance Committee recommendation
    • Approve request to upgrade main distribution facility wiring enclosure
    • Approve request to extend warranty on Dell server and storage products
    • Strategic Plan - 2nd Quarter update
  • Call to Audience (5 min. maximum)
  • Adjourn

Board Meeting Minutes — Thursday, May 15, 2014

The Chairperson, Kim Schulz called the meeting to order at 7:30 PM

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

Call to Audience

(L. Golden, J. Hannibal, R. Havenstein-Coughlin, L. Papa, S. Rzetelny) – 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 copies of the Belleville Area District Library newsletter, and discussed the bond proposals for the construction and operation of two new library buildings (main and south satellite branch) which will appear on the August 5, 2014 ballot for residents of Belleville and Van Buren and Sumpter Townships.

Director’s Report

Davis reviewed the Comparative Data from the 2012/2013 State Aid Report, which had been prepared by Business Services Administrative Assistant Marian Nicholson. Nicholson was complimented by Davis and Board Chairperson K. Schulz for her initiative in creating such a valuable tool.

Davis distributed copies of an amendment to P.A. 164, which has passed the state House and Senate but has not yet been signed into law. (P.A. 164 is the governing law which establishes the Canton Public Library.) She plans to contact the library’s attorney at Foster, Swift to get additional information as to the legislative intent of the bill and how the amended law will affect the board.

The quarterly report from Unique Management was briefly discussed.

Library Board Meeting Agenda — Thursday, May 15, 2014

Thursday, May 15, 2014, 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
  • Committee Reports - None
  • Unfinished Business and General Orders
    • Vote to Approve Jungle Java Express Lease Renewal
  • New Business
    • Vote to Approve Capital Asset Policy Revision
    • Vote to Approve Credit Card Policy Revision
    • Audit Services
    • Re-Schedule June Board Meeting
  • Call to Audience (5 min. maximum)
  • Adjourn

Canton Community Survey

CPL Strategic Plan GoalsThe Canton Public Library and Canton Leisure Services have teamed up with ETC Institute to conduct a statistically-valid community survey to assist in planning and prioritizing for both organizations. If you are one of the 3,000 randomly-selected Canton households to receive the survey, please fill it out and return it promptly. The 30-question survey should take about ten minutes to complete. Your responses will help us better understand your needs and prioritize our Strategic Plan efforts for the next several years. Your opinion is very valuable and we greatly appreciate your time.