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, 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

Trustee T. Hartnett asked for a moment of silence, honoring the victims of recent worldwide terrorist attacks, to be observed before the meeting was called to order.

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. Golden, R. Havenstein-Coughlin, D. McHugh, M. Nicholson, L. Papa, N. Szczepanski, K. Young) – E. Davis introduced Friends of the Library board member Kathy Young (also a former Canton Public Library board trustee.)

 

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

E. Davis informed the board that, in the course of evaluating the library parcel in preparation for the proposed real estate transfer from Canton Township, Northwest Consultants discovered that some of the library storm drains have standing water. This is an indication of blockage of some of the library storm drains to the retention ponds. This information had just become available the previous day and Building Manager J. Laffey will be in contact with potential contractors for estimates to fix the problem; Trustee J. Fausone suggested a firm to contact to Business Service Department Head M. Nicholson. Davis had a meeting scheduled with Northwest Consultants for Friday, November 20 regarding the preliminary engineering and surveying work they’ve completed.

Davis stated that she had heard from Canton Township Attorney Kristen Kolb that three prospective nominees to the newly reconstituted Township Building Authority will be proposed at the December 8 township board meeting. Kolb suggested a future joint meeting between the Building Authority and library board.

Davis, along with Information Services Librarian Jack Visnaw, stated there would also be a meeting on November 20 with Greg Schupra of the Canton Community Foundation regarding a potential Children’s Literacy donor Schupra had identified. In addition, she informed the board that she met last week with Dr. Iltefat Hamzavi, whose Hamzavi Foundation might be interested in donating to the library; the meeting had been facilitated by frequent audience member Hassan Ahmad.

Davis reminded the trustees to RSVP re: the annual Volunteer Holiday Tea, being held on December 2.

A public relations push to inform the community about the upcoming Patron Service Improvement Project, Phase 3 (PSIP III) will be underway the following week with the publication of the eNewsletter. Additionally, postcards will be mailed to every address in the township in early December; a link to information regarding the renovation will appear on the website beginning Monday, November 23; and the Observer & Eccentric will be at the library to interview Community Relations Department Head L. Golden, also on Monday.

The Friends of the Library will have a Beer & Wine Tasting Fundraiser at Tony Sacco’s Pizzeria on Wednesday, January 20, 2016. Tickets will be $25; the Friends will receive $10 from every ticket sold.

Davis discussed the monthly financials. The library is 84-85% through the calendar year, which is reflected on the expenditure side of the financial reports. Some funds were moved from the checking account to a high yield savings account in advance of year’s end, to avoid banking fees. Additional revenue will be addressed in the 4th Quarter Budget Amendment in December.

As could be expected, given fluctuations in the economy and the stock market during the last quarter, the Endowment Fund showed a loss, per the first quarterly statement received from the Canton Community Foundation.

Trustee Comments

Secretary/Treasurer M. Farell reported on her experience at the recent Michigan Library Association conference, which she attended in October. She attended each of the many sessions designed for library board trustees, including a panel discussion with various state lobbyists; Ten Things Every Trustee Should Know; and a session on advocating for the library.

 

Finance Committee Report

Secretary/Treasurer Farell reported that the Finance Committee met on November 9 to discuss options for funding the MERS pension account (decreasing the unfunded accrued liability for employee retirees), which were presented to the full board. Discussion ensued, ending with a board decision to take action regarding this item.

 

D. Turner moved and T. Hartnett supported a motion to increase the library’s portion of the retirement contribution fund with a lump sum payment of $494,000 effective before the end of 2015, to better prepare the funding for eligible retirees.

The motion passed unanimously 15/11-19-1

Unfinished Business & General Orders

None

 

New Business

Canton Community Foundation Fundraiser

The board discussed the role of boards in relation to fundraising. It was decided that a larger discussion regarding fundraising in general needed to take place before any decision was made as to what type of fundraising vehicle would be most appropriate for the library. N. Eggenberger, T. Hartnett and D. Turner will constitute the new Fundraising Committee, and E. Davis will arrange for G. Schupra of the Canton Community Foundation to speak to the board at a later date, as directed by the committee.

Library Board Holiday Party

M. Farell stated that December 5 appeared to be a bad time to have the board holiday party, as she had received very few acceptances from those invited. She will cancel the party and reschedule it for 2016.

Board Officers for 2016

All sitting officers are eligible to serve for another year, and all indicated their willingness to do so. Nominations and elections will take place at the December meeting.

Director's Evaluation

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

J. Fausone moved and M. Farell seconded a motion to move into closed session to discuss the director’s 2015 evaluation.

Roll Call Vote:

  • Tom Hartnett: Yes
  • Don Turner: Yes
  • James Fausone: Yes
  • Michelle Farell: Yes
  • Sommer Foster: Yes
  • Nancy Eggenberger: Yes

The motion passed unanimously 15/11-19-2

REGULAR MEETING RESUMED AT 9:50 pm.

Call to Audience

None

Adjourn

The meeting was adjourned at 9:50 pm

Thursday, November 19, 2015

8:50 PM

Canton Public Library – Community 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.

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

The motion passed unanimously 15/11-19-3CS

Thursday, November 19, 2015, 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
    • Michigan Library Association Conference 
  • Committee Reports
    • Finance Committee
      • Fund Balance Assigned for Employee Benefits 
  • Unfinished Business and General Orders
    • None
  • New Business
    • Canton Community Foundation Fundraiser
    • 2015 Library Board Holiday party
    • 2016 Library Board Officers
    • Director's Evaluation
  • Call to Audience (5 min. maximum)
  • Adjourn

The Chairperson, Nancy Eggenberger, called the meeting to order at 7:35 PM

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

Call to Audience

(H. Ahmad, P. Jenkins, M. Nicholson, R. Havenstein-Coughlin, L. Papa, N. Szczepanski, L. Golden, D. McHugh, L. Davis-Craig) - None

Approval of Agenda

The agenda was approved 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 distributed an aerial map of the library to the trustees showing parcel boundary lines proposed by the township and asked for their questions and feedback. The director will confirm with the township its plan for Veteran’s Way and pass on the questions from the trustees about the drainage on the proposed parcel.

Trustee D. Turner asked about communication plans for the 2016 renovation of the children’s library. Davis and L. Golden outlined the communication plan, using the CPL website, a direct mailing to every address in the township informing them specifically about the children’s library renovation project, the e-newsletter, a press release to local media, and signage in the library.

Director’s Report

In response to a question by trustee T. Hartnett about staff day, Davis spoke about the team building activities and some of the partner organizations the staff toured.

Davis also spoke about her presentation at the Detroit Public Library Staff Development Day.

Davis reported that she has informed neighboring library directors about the upcoming children’s library renovation, and that Information Services librarians are inventorying the furniture, fixtures and equipment in the children’s library to determine which items will be offered to public libraries, schools, daycares, and partner organizations. Trustee D. Turner suggested that priority be given to community non-profits first before for-profits are contacted.

Eva Davis reviewed the financial reports, which indicated that Insurance, Capital Outlay and Debt Service expenses are trending high, but noted that Insurance and Capital Outlay will fall in line as we move through the year. The 3rd quarter budget amendment will adjust Debt Service.

Trustee Comments

None

Finance Committee Report

None

Unfinished Business & General Orders

None.

New Business

Presentation - Information Services librarian Lisa Davis-Craig presented an overview of plans for accessing children’s materials during the 2016 children’s library renovation.

Strategic plan update - Davis indicated that the strategic plan has gotten broader and more outwardly focused on the partners in the community and that the library plans to continue on that path. In 2016 the library will also focus on staff training to better connect with the community and take advantage of our partnerships with community organizations.

Timeline and Process for director’s evaluation - After discussion, the board agreed that no changes are needed with the process or timeline for the director’s evaluation.

Fund balance assigned for employee benefits - After discussion, the board determined that there are some specifics that need to be researched further and asked the Finance Committee to report back to the board at the November meeting.

Proposed 3rd quarter budget amendment - T. Hartnett moved and D. Turner supported a motion to pass the 3rd quarter budget amendment as proposed.

The motion passed unanimously, 15/10-15-1

Call to Audience

None

Adjourn

The meeting was adjourned at 8:50 PM.

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