Board

  • 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
  • 2018-2019 Healthcare Plan Contract Options (Beth Madziar, Kapnick Insurance)
  • Approve 2018-2019 Healthcare Plan Contract
  • Approve Employee Cost-Sharing Method for Medical Premiums as Outlined by Michigan Public Act 152 (Publicly Funded Health Insurance Act)
  • 2019 Budget Discussion – Revenues

       a. Millage rate discussion
       b. Property tax collection rate discussion
       c.  Use of Fund Balance

  • Overview of 62 Days of Summer (Laurie Golden)
  • Call to Audience (5 min. maximum)
  • Adjourn

 

Please note that the May meeting of the Canton Public Library Board of Trustees has been cancelled and will not take place on the third Thursday of the month (May 17).

The June Board Meeting will take place on Wednesday, June 13 at 7:30 PM.

  • The Chairperson, Michelle Farell, called the meeting to order at 7:30 PM.

Present:           Nancy Eggenberger, Michelle Farell, Jasmine Lee, Jane Pandit, Don Turner, Amy Watts

Absent:            None

Also Present:  E. Davis, K. Gladden

 

  • CALL TO AUDIENCE  (M. Coughlin, M. Crowther, L. Golden, R. Havenstein-Coughlin, P. Jenkins, D. McHugh, M. Nicholson, K. Powers, M. Swartz, 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 — None

 

  • DIRECTORS REPORT — Business Services Department Head Marian Nicholson hired Michael Weslin to be one of the Building Monitors; he will start April 30.

 

  • TRUSTEE COMMENTS — Board Chair Michelle Farell and Trustee Nancy Eggenberger attended the Public Library Association (PLA) annual conference, held in Philadelphia in March. Chair Farell was impressed by the presentation she saw of Kanopy, an on-demand streaming video service for public libraries and educational institutions that provides library patrons with access to a large collection of indie films and documentaries. Trustee Eggenberger had spoken with the Overdrive representative regarding issues she has with the service.

 

  • COMMITTEE REPORTS — None

 

  • OLD BUSINESS  — None

 

  • NEW BUSINESS
  • 2017 Audit Report — Michael Swartz, Melanie Crowther and Kaitlyn Powers of Plante Moran

presented highlights of the 2017 Financial Report to the Board. The library once again received an

“unmodified” opinion and generally was following all accepted accounting principles. Swartz stated that the library was doing “everything they should be doing, and more than most.” The financial records were in great shape. In all, he said, it was a very clean audit.

 

  • Accept 2017 Audit Report as Presented — Trustee Eggenberger complimented the staff for the clean audit.

J. Pandit moved and N. Eggenberger supported a motion to approve the proposal to accept the 2017 Audit Report as presented.

The motion passed unanimously 18/4-19-1

 

  •  Approve 1st Quarter Budget Amendment as Presented

N. Eggenberger moved and J. Lee supported a motion to approve the 1st Quarter Budget Amendment as presented.

The motion passed unanimously 18/4-19-2

 

  • Future Library Operations — Chair Farell discussed technology systems designed to complement the core staffed hours by extending opening times, which she had learned about at PLA. Such systems have mostly been utilized at satellite branches of large library systems. The board analysed the data presented and reviewed possible options, and elected to retain the current library opening hours.

 

  • 2019 Budget Discussion:  Library Materials — The board’s previously expressed desire for the library to achieve “Excellent” status in the Library of Michigan’s Quality Services Audit Checklist (QSAC) would require an increase in library expenditures on materials to equal 15% of the annual budget. After discussion with Information Services Department Head Rebecca Havenstein-Coughlin regarding the possibility and desirability of increasing the materials budget to that extent, the board directed that the 2019 materials budget should reflect a number that the staff feels would be operationally sound, not to exceed 15% of the operations budget.

 

  • CALL TO AUDIENCE – R. Havenstein-Coughlin expressed her thanks to the board for their support during her recent illness.

 

  • ADJOURN

The meeting was adjourned at 9:01 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
  • New Business
    • 2017 Audit Report – Plante Moran (M. Swartz; K. Powers; M. Crowther)
    • Accept 2017 Audit Report as Presented
    • Approve 1st Quarter Budget Amendment as Presented
    • Future Library Operations
    • 2019 Budget Discussion – Library Materials
  • Call to Audience (5 min. maximum)
  • Adjourn

 

Please note that the March meeting of the Canton Public Library Board of Trustees has been cancelled and will not take place on the third Thursday of the month (March 15).

The April Board Meeting will take place on Thursday, April 19 at 7:30 PM.

 

The Chairperson, Michelle Farell, called the meeting to order at 7:31 PM.

Present:           Nancy Eggenberger, Michelle Farell, Jasmine Lee, Jane Pandit, Don Turner, Amy Watts

Absent:            None

Also Present:  E. Davis, K. Gladden

  • CALL TO AUDIENCE  (D. McHugh, M. Nicholson, R. Noble, 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 — Director Eva Davis shared a letter written by a teen patron, requesting that the library increase its operating hours on Sunday evenings until 8:00 or 9:00 PM. While not an option at this time, Board members agreed that the issue deserved consideration for the future and asked Davis to add it to the March agenda to begin discussions.
  • DIRECTORS REPORT — Plante Moran auditors will be at the library February 19-23 for the annual audit; they will present their findings to the board at the April meeting.
    • The financials show that the library is over-spent in the Capital Outlay category due to the construction project. Funds for the project will be pulled into the budget in April with the 1st Quarter Budget Amendment, and will fall within the expenditure number that had been approved by the board in September.
  • TRUSTEE COMMENTS — Secretary/Treasurer Jasmine Lee queried whether the Plante  Moran auditors would be presenting a quick summary of the library’s current ratios and liquid assets as part of their report. Vice Chair Don Turner explained that the scope of auditors’ mission focused on how finances had been managed by library staff, and on such peripherals as the ratio of the fund balance to the operating budget.
  • COMMITTEE REPORTS — None
  • OLD BUSINESS  — None
  • NEW BUSINESS
    • Preliminary 2018 Monthly Board Meeting Agendas — The board briefly discussed the outline presented by Davis.
    • Board Committees — Chair Michelle Farell thanked the Retirement Benefits Committee and the Director’s Evaluation Committee for their work in 2017, and as their assigned tasks are complete, dissolved them. Chair Farell will appoint a 2018 Director’s Evaluation Committee in late summer.
    • Proposal to Convert Supervisor Positions to Full-Time Status — Davis stated that the written proposal outlined the rationale for converting the three positions to full-time status.

       N. Eggenberger moved and D. Turner supported a motion to approve the proposal to convert three
       supervisor positions to full-time status.

       The motion passed unanimously 18/2-15-1

  • CALL TO AUDIENCE – None
  • ADJOURN   
     The meeting was adjourned at 8:11 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
  • Preliminary 2018 Monthly Board Meeting Agendas
  • Board Committees
  • Proposal to Convert Supervisor Positions to Full-Time Status
  • Call to Audience (5 min. maximum)
  • Adjourn

 

  • 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
  • Preliminary 2018 Monthly Board Meeting Agendas
  • Board Committees
  • Call to Audience (5 min. maximum)
  • Adjourn

 

  • 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
  • Nomination and Election of 2018 Officers
  • Approve Proposed 4th Quarter Budget Amendment
  • Approve Fund Balance Transfer
  • Call to Audience (5 min. maximum)
  • Adjourn

 

  • The Chairperson, Michelle Farell, called the meeting to order at 7:30 PM.

 

Present:           Nancy Eggenberger, Michelle Farell, Jasmine Lee, Jane Pandit, Amy Watts

Absent:            Don Turner

Also Present:  E. Davis, K. Gladden

 

  • CALL TO AUDIENCE (L. Golden, R. Havenstein-Coughlin, M. Nicholson, R. Noble, N. Szczepanski)

           

  • APPROVAL OF AGENDA

The agenda was approved by unanimous consent.

 

  • APPROVAL OF GENERAL MEETING MINUTES

The minutes were approved by unanimous consent.

 

  • COMMUNICATIONS — None

 

  • DIRECTORS REPORT — The fiscal year is 83% completed.

 

At the December meeting, the board will be asked to approve a 4th Quarter Budget Amendment to adjust the actual expenditures as closely as possible to the anticipated expenditures. The goal is to apply contingency fund dollars to construction costs from this past winter. This will be balanced out by a Transfer of Fund Balance request, which will also be presented at the December meeting.

 

  • TRUSTEE COMMENTS — Secretary/Treasurer Jasmine Lee offered praise for the End of Connect Your Summer party in August.

 

  • COMMITTEE REPORTS — None

 

  • OLD BUSINESS — None

 

  • NEW BUSINESS
  • Connect Your Summer 2017 Review — Community Relations Department Head Laurie Golden briefly presented an overview of the 2017 Connect Your Summer program, explaining how staff had changed much of the program to reflect patron priorities as gleaned from feedback from the previous year’s program.

 

  • Approve Proposed Date Change for December Library Board of Trustees Meeting to December 14, 2017 — Although Trustees Amy Watts and Nancy Eggenberger will be unable to attend a December 14th meeting, the rest of the board members agreed that the altered date would work better than that originally scheduled.

 

N. Eggenberger moved and A. Watts supported a motion to approve the proposed date change for the December Library Board of Trustees meeting to December 14.

 

The motion passed unanimously 17/11-16-1

 

  • Appeals of Patron Suspensions after 2nd Violation — Davis explained that, even though she has not received the requisite written notice from the patrons involved, it is possible that the board will receive requests to reconsider suspensions of two teens who had been read trespass earlier this year and were recently caught violating their suspensions.

 

The policy is mute on how such a situation should be addressed and Davis asked for direction in pursuing an update of the policy. Trustee N. Eggenberger expressed a strong desire that consequences attach to repeated violations of policy; Davis said that the library can ask Canton Public Safety for an additional trespass of one year after the initial trespass order expires. There was consensus that the board would be interested in updating the policy. Davis will look into best practices of other libraries in this type of situation, receive legal guidance, and bring back a policy update in the new year.

 

  • 2018 Officers — Chair Michelle Farell and Secretary/Treasurer Jasmine Lee indicated their willingness to remain as officers in their present roles for 2018; Don Turner has not indicated his position regarding staying on as Vice-Chair. The board will vote at the December meeting.

 

  • CALL TO AUDIENCE – None

 

  • ADJOURN

The meeting was adjourned at 8:21 PM.  

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