Board

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

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.

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