•      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
  •      Unfinished Business & General Orders

        •       Library Closure Due to COVID-19 — re-opening

  •      New Business

        •       Revisions to Furlough Policy (1st reading)

        •       2021 Budget Discussion — expenditures

                o   Capital expenditures — Discuss Capital Replacement schedule for 1st Draft budget

                o   Salaries — review library recommendation, determine initial assumption for 1st 
                     draft budget

       •       2021 Budget Discussion — revenues

               o   Millage rate — review County Equalization Report, determine millage rate for 1st
                    draft budget

               o   Property tax collection rate — review library recommendation, discuss initial
                    assumption for 1st draft budget

       •       2020 Schedule of Board Meetings and Library Closures

       •       Board Financial Statements in Graph Form

  •       Call to Audience (5 min. maximum)
  •      Adjourn

Please note that the May meeting of the Canton Public Library Board will be held remotely, in accordance with the Governor's Executive Order 2020-75. Members of the public who wish to participate in this meeting may join the Zoom meeting at 7:30 PM on Thursday, May 21. Attendees will be muted automatically except for the Call To Audience portions of the agenda, where members of the public may use the "raise hand" function within the Zoom meeting application, at which point they will be unmuted for up to 5 minutes of public comment per person.

The meeting packet is available below. The meeting will be recorded and posted following the meeting. Members of the public needing accommodation due to a disability should contact the library director, Eva Davis, at davise@cantonpl.org.

April 16, 2020 – 7:30 pm

The Chairperson, Amy Watts, called the meeting to order at 7:32 PM.

Present:           N. Eggenberger, M. Farell, J. Lee, J. Pandit, D. Turner, A. Watts

Absent:            None

Also Present:  E. Davis, K. Gladden

  • CALL TO AUDIENCE   (M. Crowther, L. Golden, M. Hathaway, A. Iqbal, P. Jenkins, D. McHugh, M. Nicholson, R. Noble, J. Parij, D. Skopczynski, C. Souchock, C. Spas, C. Swanberg, N. Szczepanski, A. Watkins) – Director Eva Davis introduced the Canton Public Library Board of Trustees to the audience.         
  • APPROVAL OF AGENDA

Secretary/Treasurer Michelle Farell moved and Trustee Nancy Eggenberger supported a motion to accept the agenda as presented.

ROLL CALL VOTE

Yes: N. Eggenberger, M. Farell, J. Lee, J. Pandit, D. Turner, A. Watts

No:  None

Abstain: None

The motion passed 20/4‑16-1 (6-0-0)

  • APPROVAL OF GENERAL MEETING MINUTES

Vice Chair Jasmine Lee requested that an addition be made to the minutes for the February 20, 2020 board meeting minutes.

Trustee Don Turner moved and Secretary/Treasurer M. Farell supported a motion to accept the minutes as amended.

ROLL CALL VOTE

Yes: N. Eggenberger, M. Farell, J. Lee, J. Pandit, D. Turner, A. Watts

No:  None

Abstain: None

The motion passed 20/4‑16-2 (6-0-0)

  • COMMUNICATIONS — None
  • DIRECTOR’S REPORT
    • E. Davis reported that former Information Services Department Head Rebecca Havenstein-Coughlin died on April 8, 2020. Community Relations Department Head Laurie Golden had worked closely with Michael Coughlin to draft the blog post that appeared on the library’s website. She also worked with Information Technology Department Head Rudie Noble and Accountant Debbie McHugh to create a donation fund for the Rebecca Havenstein-Coughlin Memorial Courtyard. Golden utilized other social media outlets to communicate re: Havenstein-Coughlin. A small family service was held; a Celebration of Life will be scheduled at some point after social distancing orders have been relaxed.
    • The filing deadline for anyone wishing to run for a seat on the library board is April 21, 2020. Davis will provide Canton Township Clerk Michael Siegrist’s telephone number to anyone who is interested.
    • Governor Whitmer has decreed that all flags be flown at half-staff.
    • Davis noted that page 2 of her written Director’s Report contained an error: there were 10,300 Hoopla checkouts in March (not 12,300).
    • While the board packet contained financial reports for both February and March (due to the cancellation of the March meeting), she addressed only the March figures. As of March 31, the library was 25% through the fiscal year. Almost 100% of the property tax revenue has been received; the balance should be received in the summer, barring complications stemming from the COVID-19 closures. Other revenue (such as meeting room rentals, overdue fines and material replacement fees) will trend lower as a result of the library closure.
    • As always at this point in the year, certain expenditures are trending higher. Fringe Benefits are at 38% spent because of the annual payment made to MERS in January. Library Materials are trending slightly higher because of all the ordering done in January to make up for the lack of new materials being purchased in November and December. Professional & Contractual is trending higher due to the purchase or renewal of various software licenses and maintenance agreements. Travel is at 50% spent because of staff attendance at the biennial Public Library Association conference in Nashville in February. Insurance, at 75%, is also billed during the 1st quarter. These areas will fall into line as the year progresses. All other categories are at or under 25%.
    • Some conferences which staff members were slated to attend have been cancelled or postponed. Any refunds will go back into the fund from which they were paid. If airline tickets are not refunded, we will see if they can be transferred or re-scheduled. Any unspent dollars will be handled through the budget amendment process.
  • TRUSTEE COMMENTS — Trustee Jane Pandit had attended the PLA conference. She said that it was very worthwhile and that she had learned a lot.
  • COMMITTEE REPORTS — None
  • UNFINISHED BUSINESS & GENERAL ORDERS — None
  • NEW BUSINESS
    • 2019 Audit Presentation — Alisha Watkins and Melanie Crowther of Plante Moran presented the findings from their audit of the 2019 fiscal year. Watkins, in her first appearance as the library’s partner, stated her appreciation for the collaborative efforts of Business Services Department Head Marian Nicholson and Accountant D. McHugh. In her audit presentation, M. Crowther warned that any projections contained in the slide presentation had been obtained before the COVID-19 shutdown. Since 95% of the library’s budget is supplied by property taxes (the majority of which has already been received), the library will be okay in the short term; what will happen in future years is unknown, but she anticipates that any shortfall will occur in 2022. Davis remarked that, while the housing market collapsed in 2007, the library’s budget was not impacted until 2009. The Administration therefore has time to attempt mitigation of any shortfalls by budgeting higher for anticipated property tax refunds on the expenditures side, and lower for property tax receipts on the revenue side.

      Watkins stated that no expenditures were out of line with the 2019 budget, and that the library had received an “unmodified” opinion. She noted that the library’s current software may not accommodate the Updated Chart of Accounts that will be mandatory in 2021.

      While the library’s use of a Reserve/Contingency fund in its budget does not strictly conform with the Uniform Budgeting and Accounting Act (Public 2 of 1968), it is not sufficiently deviant to merit the withholding of an unmodified opinion. Davis reminded the board that setting aside an amount equal to the library’s annual bond payment as Reserve/Contingency was begun years ago after the bond had been repaid, as a demonstration of the library’s good stewardship of the taxpayer’s money.  It is a presentation issue on paper and can be changed if the board requests it. The board agreed to discuss the issue at a later time.

      Davis indicated her appreciation for both D. McHugh and M. Nicholson, as well as all the department heads, all of whose hard work throughout the year made the audit better and made it possible for the library to complete capital improvement projects without dipping into the Fund Balance.

    • Accept 2019 Audit as Presented

N. Eggenberger moved and J. Lee supported a motion to accept the 2019 Audit as presented.

ROLL CALL VOTE

Yes: N. Eggenberger, M. Farell, J. Lee, J. Pandit, D. Turner, A. Watts

No:  None

Abstain: None

The motion passed 20/4‑16-3 (6-0-0)

  • 1st Quarter Budget Amendment — M. Nicholson explained the necessity for purchasing two (2) new sets of front doors at this time. Since the cost is more than $5,000 it is considered a capital improvement and requires board action to move the funds from one budget line to another.

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

ROLL CALL VOTE

Yes: N. Eggenberger, M. Farell, J. Lee, J. Pandit, D. Turner, A. Watts

No:  None

Abstain: None

The motion passed 20/4‑16-4 (6-0-0)

  • 2021 Budget Discussion — Expenditures
  • Healthcare plan coverage  — The library is not currently in full compliance with the Patient Protection and Affordable Care Act (PPACA). Davis reviewed the costs for full compliance based on the library’s current employee roster. Nicholson answered specific questions about the applicable regulations and penalties. The board members all indicated that more thought on this subject is needed in light of financial uncertainty due to COVID-19 and directed Davis and Nicholson to pursue the healthcare plan annual contract with the current policy and employee census.
  • Approve Resolution to Change Newspaper of Record — Designating the Canton Eagle as the library’s Newspaper of Record will result in less expensive legal advertising for the library, as well as bringing us in line with Canton Township, which uses the Eagle for their legal ads.

D. Turner moved and M. Farell supported a Resolution to change the Newspaper of Record.

ROLL CALL VOTE

Yes: N. Eggenberger, M. Farell, J. Lee, J. Pandit, D. Turner, A. Watts

No:  None

Abstain: None

The motion passed 20/4‑16-5 (6-0-0)

  • Library Closure Due to COVID-19 — The library closure has been extended through April 30. Thanks to previous action by the board, reporting pay (when the employee cannot work through no fault of their own, due to an emergency or disaster) is being extended to permanent part-time and permanent full-time staff members. Five (5) provisional employees scheduled for under 20 hours/week have applied for unemployment. The Administration will be having discussions to determine adjustments in the 2020 budget to cover any reimbursements to the Unemployment Insurance Agency (UIA) over the amount already budgeted.
    • The combined federal Cares Act and Families First Coronavirus Response Act mandates that employers must pay an additional two weeks of sick time (over and above any paid time off already offered to CPL employees) to any employee who must be quarantined due to them or a member of their household having the COVID-19 virus or caring for a family member with the virus.
    • The library has greatly expanded its collection of electronic materials, which are being ordered remotely by librarians working from home. Davis expects a huge spike in orders for physical materials in May since none have been ordered since March, but no one has any real idea of what the demand will be.  A committee is working on what an eventual library re-opening will look like. It will be done in stages, and the framework will be triggered by a combination of federal, state and municipal orders and guidelines. Davis assured the board that the library will not open until it has adequate supplies of hand sanitizer, disinfectant, and protective masks/guards so that both staff and the public are comfortable.
  • L. Golden and her Community Relations team are working with librarians on ways to make 62 Days of Summer flexible. Packets might be mass-mailed to township households and a lot of program components could be available online. While Davis noted that there would be a budgetary impact to postage and printing which will likely require a budget amendment, Golden hopes that having some form of the annual program may help residents achieve some sense of normality. Chair Watts noted that parents quarantined at home with their children will greet it with a huge sense of relief.
  • Trustees Turner and Eggenberger complimented Davis and her team for their approach to a gradual re-opening. Davis credited her team members for being unafraid to speak up and share their thoughts. Plymouth District Library Director Carol Souchock will be hosting a Zoom meeting of area library directors to ensure coordinated openings prevent any one library from being overwhelmed.
  • Davis told the board that certain revenues (material replacement, overdue fines, penal fines, and State Aid) will be less than budgeted due to the shutdown. The biggest concern for the next 18 months will be potential property tax refunds due to appeals to the tax tribunal.
  • Trustee Eggenberger complimented the library in achieving a favorable outcome with Kanopy.
  • CALL TO AUDIENCE – Information Services Department Head Jessica Parij thanked the board, on behalf of her department, for both approving reporting pay and for their significant support for materials, especially electronic materials.
  • ADJOURN

The meeting was adjourned at 9:37 PM

•       Call the Meeting to Order (7:30 P.M.)

•       Call to Audience (5 min. maximum)

•       Approval of Agenda

•       Approval of General Meeting Minutes

•       Communications

•       Report of the Library Director

•       Trustee Comments

•       2019 Audit Presentation (Plante Moran)

•       Accept 2019 Audit as Presented

•       Approve 1st Quarter Budget Amendment

•       2021 Budget Discussion — expenditures

         •  Healthcare plan coverage discussion

•       Approve Resolution to Change Newspaper of Record

•       Library Closure Due to COVID-19

•       Call to Audience (5 min. maximum)

•       Adjourn

Please note that the April meeting of the Canton Public Library Board will be held remotely, in accordance with the Governor's Executive Order 2020-48. Members of the public who wish to participate in this meeting may join the Zoom meeting at 7:30 PM on Thursday, April 16. Attendees will be muted automatically except for the Call To Audience portions of the agenda, where members of the public may use the "raise hand" function within the Zoom meeting application, at which point they will be unmuted for up to 5 minutes of public comment per person.

The meeting packet is available below. The meeting will be recorded and posted following the meeting. Members of the public needing accommodation due to a disability should contact the library director, Eva Davis, at davise@cantonpl.org.

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 19).

The April Board Meeting will tentatively take place on Thursday, April16 at 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
  • 2021 Budget Discussion — expenditures
  • Healthcare plan coverage discussion — discuss expanding coverage to fully comply with PPACA
  • Approve Resolution to Change Newspaper of Record
  • Call to Audience (5 min. maximum)
  • Adjourn

 

The Chairperson, Amy Watts, called the meeting to order at 7:30 PM.

Present:           N. Eggenberger, M. Farell, J. Lee, J. Pandit, D. Turner, A. Watts

Absent:            None

Also Present:  E. Davis, K. Gladden

  • CALL TO AUDIENCE   (L. Golden, D. McHugh, M. Nicholson, R. Noble, J. Parij, C. Spas, 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 “thank you” note from the Canton Goodfellows in appreciation of the library serving as a distribution point for the Goodfellows’ “No Child Without a Christmas” program application forms.
  • DIRECTOR’S REPORT
    • The financial reports showed the library 8% through the fiscal year. Income is trending high on Property Taxes, which were due on February 14; other income sources are at zero (State Aid, Penal Fines) as they are not traditionally received until later in the year.
    • On the expense side, Fringe Benefits are trending higher because payment for the full year has been made to MERS. Library Materials are higher because librarians are again ordering newly published items for their collections. Capital Outlay and Professional & Contractual are up because of a progress payment made to ENGIE Services for the Building Control System project, and advance payments made (airline flight bookings, hotel reservations) concerning the upcoming Public Library Association (PLA) conference in Nashville account for higher spending in Travel.
    • The annual State of the Township luncheon is on March 4; board trustees should let E. Davis know if they wish to attend.
  • TRUSTEE COMMENTS — Trustee Jasmine Lee asked if the board would consider requesting that additional information be included in the monthly board packet. She indicated that a graphic analysis of the Profit & Loss Budget vs. Actual monthly report, along with a similar report overlaid with the previous year’s data would be helpful to her, and possibly to any new board members in future, in interpreting possible trends in library spending. Accountant Debbie McHugh stated that she would investigate possible options within Quickbooks.
  • COMMITTEE REPORTS — None
  • UNFINISHED BUSINESS & GENERAL ORDERS
    • ​Review 2020 Board Agenda Planning Document — While several board trustees will be absent at upcoming meetings when 2021 budget components will be discussed, Trustee Don Turner urged that the board plans not be revised to accommodate individual circumstances. It was agreed to abide by the agenda planning document as originally presented in January.
  • NEW BUSINESS
    • 2021 Budget Discussion
      • MERS Pension —While MERS consistently alters their actuarially required contribution assumptions, Davis recommended that the library contribute $125,000 to the employee pension fund in 2021. This will keep the library on a continued path to 120% funding, which will hopefully be accomplished over a four-year period.
      • ​Library Materials — Davis recommended an increase in the materials budget to 15%. The majority of this increase would be dedicated to services and subscriptions (eBooks and download services like Kanopy and CloudLibrary), rather than to physical materials. She mentioned that, with an increase to 15%, the library would meet one of the primary standards that previously had precluded the library from achieving Excellent certification status in the State Library of Michigan’s Quality Services Audit Checklist (QSAC). (However, other requirements in the newly-revised standards may yet prevent the library from achieving the top certification status in 2020.)
      • Trustee J. Lee asked about the processes for selection and ordering of international language materials and also for the scheduling of international language programming. She expressed her belief that more recent physical and digital materials would be appreciated by Canton’s diverse demographic population, and requested that the selectors re-double their efforts to locate vendors that can supply them.

    • 2019 Endowment Fund Campaign Review — Davis reviewed a chart depicting fund activity from 2015 through 2019. There was a mass bulk mailing postcard campaign in 2019; the fund showed an increase of $108,000 over 2018. D. Turner stated that he had previously indicated a preference for a report that split out principal, earnings and contributions to the Endowment Fund. Davis said that she would make notes to include such information in next year’s report.
    • Community Survey Result — Trustee Nancy Eggenberger said that the presentation by Cobalt Community Research was much more engaging than the one from the previous community survey. Community Relations Department Head Laurie Golden offered background on the origin of the survey question concerning culinary skill-building programs. Davis said that the percentage of non-users had increased since the last community survey; more outreach to new residents might be necessary. Library hours is another area that will be looked into, as well.
  • CALL TO AUDIENCE – Friends of the Library Claire Spas said that there had been a change in officers on the Friends board, and that the Secondhand Prose Used Bookstore is doing well.
  • ADJOURN

The meeting was adjourned at 9:04 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
  •       Unfinished Business & General Orders — Review Board Agenda Planning document
  •       New Business
    •       2021 Budget Discussion
      •   MERS Pension – review library recommendation, determine employer contribution for 1st draft budget
      •    Library Materials – review library recommendation, determine budget as a % of total revenues for 1st draft budget
    •       2019 Endowment Fund Campaign Review
    •       Community Survey Results
  •       Call to Audience (5 min. maximum)
  •       Adjourn

 

The Chairperson, Amy Watts, called the meeting to order at 7:31 PM.

Present:           N. Eggenberger, M. Farell , J. Lee, J. Pandit, D. Turner, A. Watts

Absent:            None

Also Present:  E. Davis, K. Gladden

  • CALL TO AUDIENCE   (L. Golden, A. Iqbal, M. Nicholson, R. Noble, J. Parij, 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
  • DIRECTOR’S REPORT
    The financial reports as of 12/31/2019 showed the library exceeding 100% in income and under 100% in expenses, resulting in a transfer of funds into the Fund Balance. These are preliminary numbers, which will be finalized after the 2019 audit by Plante Moran in February.

    The joint session of the Canton Public Library Board and the Canton Township Board of Trustees will occur at the township’s scheduled Study Session at 7:00 PM on Tuesday, February 18. There will be separate presentations for the staff of Canton Leisure Services and the staff of the Canton Public Library by Cobalt Community Research the following day.
     

  • TRUSTEE COMMENTS — Trustee Jasmine Lee asked how Plante Moran will be paid for their audit services. Business Services Department Head Marian Nicholson explained that our multi-year contract calls for a deposit each year, with the balance to be paid in full upon completion of each audit.

    J. Lee also inquired about the credit card fees that appear on the expanded P & L statement. Director Eva Davis said that they were merchant fees the library pays to accept credit card payments.

    In addition, Lee requested clarification regarding the library’s lawn and grounds maintenance contract. Nicholson explained the various contractual services performed by the vendor.

  • COMMITTEE REPORTS — None
  • UNFINISHED BUSINESS & GENERAL ORDERS — None
  • NEW BUSINESS
    • Preliminary 2020 Monthly Board Meeting Agendas — Davis said that this preliminary document was a basic outline for the year ahead. 
      One item which does not appear is the proposed change of the library of record (from the Observer & Eccentric to the Canton Eagle) for legal notices.
      Also, the Director’s Evaluation has been moved up to October, so that it can be made by the incumbent board.
    • Approve Proposal for Community User Survey Data Analysis from iLabs — Uof M/Dearborn College of Business — In response to a query by Trustee Don Turner, Davis stated that the cost for library-specific analysis of the data provided by the Cobalt community survey would be $ 7,700 (barring the need to do heavy cleanup of the data provided).

      N. Eggenberger moved and M. Farell supported a motion to approve the proposal for Community User Survey Data Analysis from iLabs — Uof M/Dearborn College of Business.

      ​The motion passed unanimously, 20/1-16-1.

  • CALL TO AUDIENCE – None
  • ADJOURN
    The meeting was adjourned at 7:43 PM. 

Canton Township Administration Building — 6:00 PM

This is a Study Session of the Canton Township Board of Trustees, to which the Canton Public Library Board has been invited. The topic of discussion will be the results of the recent Community User survey, which will be presented by Cobalt Community Research.

 

For more information about this Study Session, please consult the Canton Township website.

 

•       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

•       Unfinished Business & General Orders

•        New Business
          •       Preliminary 2020 Monthly Board Meeting Agendas

          •        Approve Proposal for Community User Survey Data Analysis from iLabs –

                    U of M/Dearborn College of Business 

•       Call to Audience (5 min. maximum)

•       Adjourn

 

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