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
  • Old Business
    • Revised Freedom of Information Act (“FOIA”) Policy (2nd Reading)
  • New Business
    • ENGIE Services study presentation
    • State Paid Medical Leave Act
    • Exhibits & Display Policy revision (1st reading)
    • 2020 Budget Discussion — expenditures
      • Library materials – review library recommendation, determine budget as a % of total revenues for 1st draft budget
  • 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
  • Old Business — None
  • New Business
    • Revised Freedom of Information Act (“FOIA”) Policy (1st Reading)
    • 2020 Budget Discussion — expenditures
      • MERS pension — review library recommendation, determine employer contribution for 1st draft budget
    • 2018 Endowment Fund campaign review
  • Call to Audience (5 min. maximum)
  • Adjourn

 

The Chairperson, Amy Watts, 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  (L. Golden,  M. Nicholson) – 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 met with Beth Meade and Darice Schubatis of the Canton Community Foundation, who extended to the trustees the offer of a seat on the foundation’s Finance and Investment Committee, which meets quarterly. Davis also discussed possible ramifications to the library from the Canton Community Foundation’s recent merger with the Plymouth Community Foundation.
  • DIRECTORS REPORT — The financials are unaudited figures as of December 31, 2018 and do not reflect the fund balance transfer. The auditors will present their report to the board in April, at which time the financial statements will be closed out.
  • TRUSTEE COMMENTS — None
  • COMMITTEE REPORTS — None
  • OLD BUSINESS — None
  • NEW BUSINESS
    • Preliminary 2019 Monthly Board Meeting Agendas  — Davis informed the board that the March meeting would include a presentation by the engineering firm, Engie Services.

    She additionally advised that late changes by the previous legislature to the Michigan Freedom of Information 
    Act will require revisions to the library’s FOIA procedure. Anne Seurynck, the library’s attorney, is reviewing it
    now and the board will vote on the revision at an upcoming meeting. It is also time to review the library’s Patron
    Code of Conduct, which will be appended to an upcoming agenda.

    The February audit of the 2018 fiscal year will be the final one of our three-year engagement with Plante
    Moran.  In May, the board will discuss whether to do a Request for Proposal; to sign another multi-year
    agreement with Plante Moran; or to proceed on a year-by-year basis with them.

  • Board Committee Assignments — The board deferred appointing members to potential committees (audit selection, director’s evaluation) until a later date.
  • CALL TO AUDIENCE – None
  • ADJOURN

    The meeting was adjourned at 7:48 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 — None
  • New Business
    • Preliminary 2019 Monthly Board Meeting Agendas
    • Board Committee Assignments
  • Call to Audience (5 min. maximum)
  • Adjourn

 

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

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

Absent:            Jasmine Lee

Also Present:  E. Davis, K. Gladden

  • CALL TO AUDIENCE  (L. Golden, 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 — Community Relations provided a public relations packet which included letters from Achieve Charter Academy students.
  • DIRECTORS REPORT — The library is 92% of the way through 2018 as of 11/30.  Some income items are over 100% and will be addressed in the 4th Quarter Budget Amendment. Overdue fines are lower than expected, most likely due to improved notification of material due dates (such as text messaging from ShoutBomb). Some expenditure items are below 92% spent and the unused funds will be reallocated in the 4th Quarter Budget Amendment to offset the Fund Balance transfer. Capital Outlay and Insurance have fallen in line.
  • TRUSTEE COMMENTS — None
  • COMMITTEE REPORTS — None
  • OLD BUSINESS 

Nomination and Election of 2019 Board Officers  — D. Turner moved and M. Farell supported a motion to elect the slate of officers discussed at the November meeting: Chair Amy Watts; Vice Chair Nancy Eggenberger; and Secretary/Treasurer Jane Pandit.

The motion passed unanimously 18/12-18-1.

       The motion passed unanimously 18/12-18-2.

  • NEW BUSINESS
    • 4th Quarter Budget Amendment — N. Eggenberger moved and A. Watts supported a motion to approve the 4th Quarter Budget Amendment as proposed.
    • Approve Fund Balance Transfer — N. Eggenberger moved and A. Watts supported a motion to approve the Fund Balance transfer for Capital Projects as proposed, not to exceed $799,639.

       The motion passed unanimously 18/12-18-3.

  • CALL TO AUDIENCE – None
  • ADJOURN

The meeting was adjourned at 7:47 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
  • Nomination and Election of 2019 Board Officers
  • 4th Quarter Budget Amendment
  • Approve Fund Balance Transfer for Capital Projects
  • 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, Don Turner, Amy Watts

Absent:            Jane Pandit

Also Present:  E. Davis, K. Gladden

  • CALL TO AUDIENCE  (L. Golden, A. Iqbal, M. Nicholson, C. Symanns, 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 — None
  • DIRECTORS REPORT — The library is 83% of the way through 2018.  Due to payments made earlier in the year, Insurance and Capital Outlay are still trending higher; the Capital Outlay costs will be addressed by the Fund Balance transfer in December.

   The Information Services department is losing part-time librarian Josh Menter and substitute librarian Meghan  
   McGowan; their positions will be posted for replacement.

   The paver walkway from the Canton Center sidewalk to the sidewalk outside the Teen Place area is on
   schedule to be installed the week of November 19.

   There has been an issue with managing the temperature in the building. Trane has been called in and parts are 
   on order for two units. Jim has been doing a great job with these old units but they are nearing  end of life.

   The Engie engineering agreement has been forwarded to the attorney for review.

   Director Eva Davis thanked Chair Michelle Farell and Trustee Jane Pandit for attending the retirement
   reception for Rebecca Havenstein-Coughlin.

  • TRUSTEE COMMENTS — None
  • COMMITTEE REPORTS — None
  • OLD BUSINESS  
    • Revised Employee Handbook Policy  — N. Eggenberger moved and D. Turner supported a motion to approve the Employee Handbook Policy as amended.                                                                                         
      The motion passed unanimously 18/11-15-1.
    • Revised Circulation Policy — D. Turner moved and N. Eggenberger supported a motion to approve the Circulation Policy as amended.
      The motion passed unanimously 18/11-15-2.
  • NEW BUSINESS
    • Library Fundraising — At the request of Vice-Chair D. Turner, the board members discussed the overall appropriateness of a taxpayer-funded institution additionally soliciting donations, specifically the annual Endowment Fund campaign. Consensus was to revisit the issue at a later date, when the board could see how the 2018 campaign (already in progress) fared with Canton taxpayers.
    • Discussion of 2019 Officers — Chair M. Farell proposed that the 2019 officers’ slate be comprised of two newer board members and one veteran board member. The board will take up the discussion again in December, when Trustee J. Pandit will be present, and will vote on the new officers at that time.
  • CALL TO AUDIENCE – None
  • ADJOURN

The meeting was adjourned at 8:19 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
  • Old Business
    • Revised Employee Handbook Policy (2nd reading)
    • Revised Circulation Policy (2nd reading)
  • New Business
    • Library Fundraising
    • Discussion of 2019 officers
  • Call to Audience (5 min. maximum)
  • Adjourn

 

Closed session to discuss library director’s evaluation, per request by E. Davis.

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

Absent:  Nancy Eggenberger

  • The board moved into closed session to discuss the library director’s evaluation for 2018.                                     

    A. Watts moved and J. Lee supported a motion to return to open session.

    The motion passed unanimously, 18/10-18-1CS

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

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

Absent:            Nancy Eggenberger

Also Present:  E. Davis, K. Gladden

  • CALL TO AUDIENCE  (R. Bonner, L. Golden, P. Jenkins, D. McHugh, N. Szczepanski) – 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 — None
  • DIRECTORS REPORT 
    • The library is 75% of the way through 2018, as of 9/30/2018.  Due to payments made earlier in the year, Insurance and Capital Outlay are still trending higher; the Capital Outlay costs will be addressed by the Fund Balance transfer in December. Revenue items will be addressed in the 3rd Quarter Budget Amendment.
    • Rebecca Havenstein-Coughlin’s retirement reception for the public has been scheduled for Sunday, October 21st from 2-4 PM.
  • TRUSTEE COMMENTS — None
  • COMMITTEE REPORTS — The Director’s Evaluation Committee (Chair M. Farell, Secretary/Treasurer J. Lee and Trustee A. Watts) met on October 1st to review Director Eva Davis’ self-evaluation and any evaluations received from library staff members.
  • OLD BUSINESS  
    • Presentation by Engie Services — E. Davis told the board that, even if the board ultimately decided not to contract with Engie Services in 2019, there would still be money in the Professional and Contractual budget to pay for a feasibility study. Until such a study is completed, there is no way to know which projects might need to be done in 2019.
  • NEW BUSINESS
    • 62 Days of Summer — Community Relations Department Head Laurie Golden briefly presented an overview of the 2018 62 Days of Summer program.
    • Revised Employee Handbook Policy (1st reading)  — Vice-Chair D. Turner suggested that language in the policy be changed to reflect that the board has no input in the staff dress policy.
    • Revised Circulation Policy (1st reading) — The proposed changes primarily improve access for patrons by removing limits on borrowing for non-residents, and making library cards applied for online valid for 90 days.
    • 3rd Quarter Budget Amendment — D. Turner moved and J. Pandit supported a motion to approve the 3rd Quarter Budget amendment as proposed.

       The motion passed unanimously 18/10-18-1.

  • Closed session for Director’s Evaluation — Director E. Davis requested that the board move into closed session for the purpose of discussing her yearly performance evaluation.

 

Roll call vote:

Jane Pandit: yes

Amy Watts: yes

Jasmine Lee: yes

Don Turner: yes

Michelle Farell: yes

The motion passed unanimously 5-0-0

 

  • REGULAR MEETING RESUMED AT 9:33 PM.
  • CALL TO AUDIENCE – None
  • ADJOURN

    The meeting was adjourned at 9:34 PM.  

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