Board

The Chairperson, Nancy Eggenberger, called the meeting to order at 7:51 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. Golden, R. Havenstein-Coughlin, J. Lee, D. McHugh, M. Nicholson, J. Pandit, N. Szczepanski, A. Watts) – None

Approval of Agenda

The agenda was approved by unanimous consent

Approval of General Meeting Minutes

The minutes were approved by unanimous consent.

Communications

Eva Davis shared a “thank you” letter from the Salvation Army for acting as a collection point for their school supplies drive.

Director’s Report

Davis reported that there has been no progress on the dumpster enclosure this week; we are waiting for materials to arrive.

Moving on to the financial report, Davis reported that the library is 2/3 of the way through the year and while the same categories are trending high (insurance and capital expenditures), they will fall into line as the year progresses, and the financials are on target overall. The 3rd Quarter Budget Amendment will be on the October agenda.

Trustee Comments

Trustee J. Fausone thanked the library and the other board members for the cards and flowers he received upon the death of his mother.

Trustee D. Turner asked for an update on the new Strategic Plan. The committee will be meeting Tuesday, September 20; Community Relations Department Head Laurie Golden stated that the Body of Knowledge is on track and that the plan will be brought before the board in either November or December.

Committee Reports

None

Unfinished Business & General Orders

2016 Connect Your Summer Program — Connect Your Summer committee members Alyssa Beesley and Laura Fawcett made a brief presentation of the recently concluded 2016 Connect Your Summer program. Responding to comments received from past year’s participants, this year’s program focused more on reading and in-library activities. The total number of claimed badges showed an increase over the past two summers.

Approve Library Design Associates proposals for 2017 Patron Service Improvement Projects not to exceed $ 892,882 — J. Fausone moved and S. Foster supported a motion to approve the proposals as presented.

The motion passed unanimously 16/9-15-1

New Business

Director’s Evaluation E. Davis requested that the board move into closed session to discuss her evaluation.

T. Hartnett moved and M. Farell supported a motion to move into closed session.

The motion passed unanimously 16/9-15-2 (6-0-0)

ROLL CALL VOTE

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

No: None

Abstain: None

T. Hartnett moved and M. Farell supported a motion to go back into open session.

The motion passed unanimously 16/9-15-3CS.

Call to Audience

None

Adjourn

The meeting was adjourned at 8:59 PM.

The hearing was called to order by the Chairperson, Nancy Eggenberger, at 7:30 PM.

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

Also Present: E. Davis, K. Gladden

Call to Audience

(H. Ahmad, L. Golden, R. Havenstein-Coughlin, J. Lee, D. McHugh, M. Nicholson, J. Pandit, N. Szczepanski, A. Watts) None

Budget Hearing

The Proposed 2017 Budget Hearing was opened for discussion.

2016 Proposed Budget Approval

E. Davis spoke briefly on the budget summary, and lauded Building Supervisor Jim Laffey for his attention to repair and scheduled maintenance of the physical plant, which has allowed several capital improvement projects to be postponed to out-years.

Trustee J. Fausone encouraged the Administration to continue increasing projected property tax collection rates in future budgets, and to eventually move to a five-year budget projection to be used as a planning tool.

Chair N. Eggenberger expressed her appreciation that the budget summaries now include the fund balance amount at the bottom of the page.

Trustee Fausone asked for a detailed analysis of energy cost-savings that have resulted from various energy-savings initiatives that have been included in past budgets. Davis will contact the Lawrence Technological University professor whose students performed an energy usage audit at the library as a 2010 class project (the results of which have been a roadmap for the subsequent energy upgrades), to see if he could assign his students to do an update.

T. Hartnett moved and M. Farell supported the approval to adopt the Proposed 2017 Budget amount of $ 6,632,575.

The motion passed unanimously 16/9-15-1-BH

Tax Resolution

S. Foster moved and M. Farell supported the resolution to approve certifying the rate for tax levy of 1.53012 mills for the fiscal year ending December 31, 2017.

Roll Call:

Yes: T. Hartnett, D. Turner, M. Farell, S. Foster, N. Eggenberger

No: J. Fausone

The motion passed 5-1-0 (16/9-15-2-BH)

Call to Audience

None

Adjourn

The Budget Hearing was adjourned at 7:45 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
    • 2016 Connect Your Summer program (Alyssa Beesley and Laura Fawcett)
    • Approve Library Design Associates proposals for 2017 Patron Service Improvement Projects not to exceed $ 892,882
  • New Business
    • Director's Evaluation (closed session)
  • Call to Audience (5 min. maximum)
  • Adjourn

Thursday, September 15, 2016, 7:30 PM

  • Call the Meeting to Order
  • Call to the Audience
  • Approval of 2017 Budget as Presented
  • Approval of Resolution Certifying a Rate of Tax Levy in the Amount of 1.5301 mills for the Fiscal Year Ending December 31, 2017
  • Adjournment of Budget Hearing

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

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