Board

  • Call the Meeting to Order
  • Call to Audience (5 min. maximum)
  • Approval of Agenda
  • Approval of Budget Hearing Minutes
  • Approval of General Meeting Minutes
  • Administrative Reports
    • Communications
    • Report of the Library Director
    • Trustee Comments
  • Unfinished Business & General Orders
    • 2022 Schedule of Board Meetings and Library Closures
  • New Business
    • Introduction of new BiblioCommons website (K. Bounds)
    • Approval of 3rd Quarter Budget Amendment
    • Director’s Evaluation Process
  • Call to Audience (5 min. maximum)
  • Adjourn

 

The Chairperson, Nancy Eggenberger, called the meeting to order at 7:41 PM.

Present:    N. Eggenberger, M. Farell, A. Iqbal, J. Lee, C. Spas, A. Watts                                      

Absent:      None

Also Present:  E. Davis, K. Gladden

CALL TO AUDIENCE   (K. Bounds, D. Ewick, L. Golden, D. McHugh, M. Nicholson) – None       

APPROVAL OF AGENDA

The agenda was approved by unanimous consent.

APPROVAL OF GENERAL MEETING MINUTES

The minutes were accepted by unanimous consent.

COMMUNICATIONS — Director Eva Davis shared a Thank You card from Ypsilanti District Library management and staff members who had toured the CPL staff area in advance of ordering Trendway office furniture for their own space.

DIRECTOR’S REPORT

As of August 31, the library is 66% through the year and Fringes and Insurance are trending high, due to a large payment made to MERS in January and insurance premiums expenditures, also made earlier in the year. The 3rd Quarter Budget Amendment in October will bring some revenue and expenditures in line.

Also in October, the board will see a preview demonstration of the new BiblioCommons website, which is on track for a full public launch on November 29th.

The focus of this year’s annual fall donation solicitation will be improvements to the Rebecca Havenstein-Coughlin Memorial Courtyard. Library staff are working with Michael Coughlin in this endeavor.

TRUSTEE COMMENTS — Trustee Jasmine Lee asked if the new website will retain the Google virtual tour of the library (it will).

Trustee Claire Spas asked if the new HVAC units are all running at capacity yet. Business Services Department Head Marian Nicholson said that they are still working the calibration of the air handler equipment.

Board Chair Nancy Eggenberger thanked Davis for her willingness to serve the Canton community through her participation as Chair of the Police Transparency and Guidance Subcommittee, a part of the Canton Coalition for Inclusive Communities.

COMMITTEE REPORTS — None

UNFINISHED BUSINESS & GENERAL ORDERS

Additional 2021 Payment to MERS — The board reviewed a proposal to make a one-time payment of $525,000 to the Municipal Employees Retirement System (MERS). The payment would fully fund the closed employee pension plan as of the plan’s valuation on 12/31/2020.

M. Farell moved and A. Watts supported a motion to approve a one-time payment of $525,000 to the MERS pension fund.

The motion passed unanimously 21/9-16-1

NEW BUSINESS

2022 Schedule of Board Meetings and Library Closures (1st look) —The trustees will vote on the proposed calendar at the October meeting.

CALL TO AUDIENCE – None

ADJOURN

The meeting was adjourned at 7:49 PM.  

•       Call the Meeting to Order

•       Call to Audience (5 min. maximum)

•       Approval of Agenda

•       Approval of General Meeting Minutes

•       Administrative Reports

  •        Communications
  •        Report of the Library Director
  •        Trustee Comments

•      Unfinished Business & General Orders

  •        Additional 2021 Payment to MERS

•       New Business

  •        2022 Schedule of Board Meetings and Library Closures (1st reading)

•       Call to Audience (5 min. maximum)

•       Adjourn

 

 

•      Call the Meeting to Order (7:30 PM)

•      Call to Audience

•      Approval of 2022 Budget as Presented

•      Approval of Resolution Certifying a Rate of Tax Levy in the amount of 1.4590 mills for the
       Fiscal Year Ending December 31, 2022

•      Call to Audience

•      Adjournment of Budget Hearing

The Chairperson, Nancy Eggenberger, called the meeting to order at 7:31 PM.

Present:    N. Eggenberger, M. Farell, A. Iqbal, J. Lee, C. Spas, A. Watts                                       

Absent:      None

Also Present:  E. Davis, K. Gladden

CALL TO AUDIENCE   (D. Ewick, M. Nicholson, R. Noble) – None        

APPROVAL OF AGENDA

The agenda was approved by unanimous consent.

APPROVAL OF GENERAL MEETING MINUTES

The minutes were accepted by unanimous consent.

COMMUNICATIONS — None

DIRECTOR’S REPORT

  • Director Eva Davis introduced Information Services Department Head Dave Ewick, in his first in-person board meeting.
  • Davis pointed out that the July check register reflected that the library has made total repayment to the Internal Revenue Service of the credits that had been taken erroneously in 2020.
  • The contract with e-audiobook provider cloudLibrary will not be renewed. As of September 30, all e-audiobooks will be provided by Overdrive through their Libby application. Content already purchased from cloudLibrary will be moved to Libby.
  • Free domestic faxing services will soon be available on the two printer/copiers in the Self Service area and the contract with FAX24 will not be renewed. International faxing will not be an option but the Reference Desk will keep a list of places where patrons may send faxes to international destinations.
  • Davis thanked Information Technology Department Head Rudie Noble for his research to find vendors from whom to solicit proposals for a new RFID system.
  • A sneak preview of the library’s new website is upcoming at the September or October board meeting; it is on track for a public debut at the end of November.
  • If any trustees are interested in attending the Michigan Library Association’s virtual Annual Conference, they should let Davis know by August 30.
  • The board unanimously agreed to have a single Board email contact listed on the website. While all trustees will have access to the emails received, it will be up to the Chair (or, in relevant context, the Director) to respond.
  • The library is 58% of the way through fiscal 2021 as of July 31st. The financials are in good shape and proceeding as expected.

TRUSTEE COMMENTS — None

COMMITTEE REPORTS — None

UNFINISHED BUSINESS & GENERAL ORDERS

  • Masking for Employees — Davis referenced Programming Librarian Nichole Welz’ proposal for altering the indoor masking mandate for library employees. The proposal requests that librarians who wish to do so be allowed to unmask (while social distancing) when presenting programs indoors. They would be required to wear the mask before and after their presentation, as well as to present prior proof of vaccination. No librarian would be required to remove their mask.

    Davis said that with the rescission of the MDHHS orders and OSHA’s relative silence on the
    subject, the board can generally make any decision they like on this topic. Only a few  
    librarians have currently expressed a desire to use this option, but a number of them would   
   like to have it, nonetheless. Wireless microphones are available for use during programs, so
   any librarian preferring to retain their mask can still be heard by all program attendees.

   Board members empathized with the librarians’ desire to present a successful program while
   remaining safe, and indicated their belief that library staff has generally exercised caution
   throughout the pandemic. The board agreed to allow the librarians to exercise choice in
   determining whether to unmask during a program, under the conditions presented in the
   proposal.

   Given recent changes to the CDC vaccine dosage recommendations, the board asked that
   the  proposal reflect that staff must present proof of vaccination “that meets current CDC
   guidelines.” Davis will implement the proposal as amended to reflect the changes requested by    the board.

  • 2022 Budget Discussion — 2nd Draft of 2022 Budget and 2023-2024 Projections — The only change to the budget from the first draft presented to the board in July was the incorporation of the proposed Michigan Employees’ Retirement System (MERS) contribution.

NEW BUSINESS

  • Options for MERS Overfunding —Board Chair Nancy Eggenberger said that she had been frustrated in the past when the library carried too large of a Fund Balance. While much of that balance has been spent down with capital improvement projects and now must be built back, she is comfortable with the Administration’s recommendation to accomplish the MERS overfunding goal within five years. The rest of the trustees were in agreement.

   Davis will bring the fund balance transfer request to satisfy the current unfunded accrued 
   liability as of December 31, 2020 for the board’s vote at the September or October meeting

  • Approve September 1st Library Closure for HVAC Units Installation — J. Lee moved and C. Spas supported a motion to approve the September 1, 2021 closure, with September 2 as a backup date.

   The motion passed unanimously 21/8-19-1

CALL TO AUDIENCE – None

ADJOURN

The meeting was adjourned at 8:07 PM.  

•       Call the Meeting to Order

•       Call to Audience (5 min. maximum)

•       Approval of Agenda

•       Approval of General Meeting Minutes

Administrative Reports

•       Communications

•       Report of the Library Director

•       Trustee Comments

Committee Reports

•       None

Unfinished Business & General Orders

     •       Masking for Employees

     •       2nd Draft of 2022 Budget and 2023-2024 Projections

New Business

     •       Approve September 1 Library Closure for HVAC Replacement (with September 2 as
             backup date)

     •       Discuss Options for MERS Overfunding

•       Call to Audience (5 min. maximum)

•       Adjourn

 

The Chairperson, Nancy Eggenberger, called the meeting to order at 7:39 PM.

Present:    N. Eggenberger, A. Iqbal, J. Lee, C. Spas, A. Watts, M. Farell (joined meeting at 7:43 PM)                                           

Absent:      None

Also Present:  E. Davis, K. Gladden

CALL TO AUDIENCE   (L. Golden, H. MacAfee, D. McHugh, K. Minshall, M. Nicholson, R. Noble) – None        

APPROVAL OF AGENDA

The agenda was approved by unanimous consent.

APPROVAL OF GENERAL MEETING MINUTES

The minutes were accepted by unanimous consent.

COMMUNICATIONS — None

DIRECTOR’S REPORT

The library is 50% of the way through fiscal 2021 as of June 30th. The usual Expense suspects (Insurance, Capital Outlay) will fall into line as the year progresses; the second quarter budget amendment later in the meeting will pull the revenues into alignment.

TRUSTEE COMMENTS — None

COMMITTEE REPORTS — None

UNFINISHED BUSINESS & GENERAL ORDERS

Masking for Employees & Volunteers — Trustee Claire Spas asked if the Michigan Occupational Safety and Health Administration (MIOSHA) will ever change its rules re: COVID-19. Director Eva Davis explained that MIOSHA had rescinded its emergency rules to align with the Federal OSHA Emergency Temporary Standard, and now recommends that non-healthcare settings follow CDC and OSHA guidelines re: COVID-19. OSHA has classified COVID-19 as a known workplace hazard, which could render the library liable for short- or long-term disability claims or even a MIOSHA lawsuit, should the library rescind the mask mandate for employees and volunteers who then contract COVID-19. Not all employees have been/intend to be vaccinated, although the Friends of the Library have informed Davis that 100% of their volunteers have received the vaccine. The board directed Davis to allow volunteers to dispense with masks while in the bookstore and its sorting area, but to require masking when they are in the staff area. They will also need to provide the library with proof of vaccination.  Employees will continue to mask while indoors in the library.

NEW BUSINESS

Social Media Analysis —Communications Specialist Kaitlyn Minshall delivered a presentation on the library’s engagement over the past 18 months across the main social media platforms (Facebook, Twitter and Instagram).

The board was generally complimentary, and expressed a desire to see the library partner more with Canton Township across social media platforms, perhaps including TikTok.

Rescind July 29, 2021 closure — A. Watts moved and A. Iqbal supported a motion to rescind the July 29, 2021 closure.

The motion passed unanimously 21/7-15-1

Approve 2nd Quarter Budget Amendment — J. Lee moved and A. Watts supported a motion to approve the 2nd Quarter Budget Amendment as proposed.

The motion passed unanimously 21/7-15-2

2022 Budget Discussion — 1st Draft of 2022 Budget and 2023-2024 Projections

  • 2022 Salaries and Fringes — Davis told the board that the first draft was a balanced budget and achieved everything that the board had been discussing over the past months. Chair N. Eggenberger thanked the department heads for making it work, while the rest of the trustees expressed their support for converting one of the part-time Building Monitor positions to full-time.

    The board also supported the proposed increases to the Salaries budget as recommended in the Salaries & Wages Budget Update.
     

  • Municipal Employees’ Retirement System (MERS) Contribution — Based on the most recent valuation (and mainly due to MERS’ changes in its assumptions), the library is falling short in its objective of reaching a funded ratio of 120%. Davis presented three options, recommending Option 3 to cover current unfunded accrual liability and get back on track to achieve the desired funded ratio by FY2027. The board agreed to this plan in theory, and will re-visit the issue next month to discuss details.

CALL TO AUDIENCE – None

ADJOURN

The meeting was adjourned at 9:06 PM.  

Call the Meeting to Order (7:30 PM)

• Call to Audience (5 min. maximum)
• Approval of Agenda
• Approval of General Meeting Minutes

Administrative Reports
• Communications
• Report of the Library Director
• Trustee Comments

Committee Reports

Unfinished Business & General Orders
• Masking for Employees and Volunteers

New Business
• Social Media Analysis (K. Minshall)
• Rescind July 29, 2021 closure
• Approve 2nd Quarter Budget Amendment
• 1st Draft of 2022 budget and 2023-2024 projections
   o 2022 Salaries and Fringes
   o MERS contribution
• Call to Audience (5 min. maximum)
• Adjourn

The Chairperson, Nancy Eggenberger, called the meeting to order at 7:30 PM.

Present:    N. Eggenberger, A. Iqbal, C. Spas, A. Watts (participating remotely from Canton, MI), M. Farell  (participating remotely from Cheboygan, MI)                         

Absent:      J. Lee

Also Present:  E. Davis, K. Gladden

CALL TO AUDIENCE   (K. Bounds, R. Carsten, D. Ewick, L. Golden, D. Huntzicker, J. Liang, D. McHugh, M. Nicholson, R. Noble, C. Swanberg) – None        

APPROVAL OF AGENDA

A. Watts moved and M. Farell supported a motion to approve the agenda as amended.

ROLL CALL VOTE

Yes: N. Eggenberger, M. Farell, A. Iqbal, C. Spas, A. Watts

No: None

Abstain: None

The motion passed 21/6-17-1 (5-0-0)

APPROVAL OF GENERAL MEETING MINUTES

The minutes were accepted by unanimous consent.

COMMUNICATIONS — None

DIRECTOR’S REPORT

The library is 42% of the way through fiscal 2021 as of May 31st. The second quarter budget amendment in July will pull the revenues into alignment.

Director Eva Davis introduced the new Department Head for Information Services, Dave Ewick.

The library’s telephone system has been down since Wednesday. IT had been working on it since then and it was finally determined that the problem lies outside the building with an AT&T circuit. Clear Rate Communications, the library’s telephone service provider, has escalated the work order to highest priority.

Davis was sorry to announce the July 1st retirement of Circulation Assistant Carol Siemieniak, after 33 years and seven months of service. Community Relations Department Head Laurie Golden and Communications Specialist Kaitlyn Minshall are organizing an announcement so that the public may bid farewell to Carol, who has been a great favorite with patrons over the years.

On-Call Page Julia Bhuiyan has graduated from high school and will be leaving the library to attend college, effective August 1.

The trustees should have received their 62 Days of Summer packets through the mail. The first day of the program was well-attended; the rocking chairs on Canton’s Front Porch are back, along with the Library Lovers Live Here lawn signs and the Prize Patrol.

TRUSTEE COMMENTS — Chair Nancy Eggenberger said that her Prize Patrol experience was fun and she urged trustees to consider participating.

COMMITTEE REPORTS — None

NEW BUSINESS

August 2021–July 2022 Healthcare Plan Options Overview — Kapnick Insurance representative Dave Huntzicker reviewed the recommended healthcare plan options. The Blue Care Network Healthy Blue Living HMO Platinum 500 (the library’s current plan) has been re-certified with no changes, and an average cost increase of only 5.21%.

Huntzicker concluded that the BCN HMO plan was the best choice and recommended that the library not switch healthcare providers at this time, as the quality of the plan and the ability for employees to retain their choice of physicians could not be matched by other considered options, such as one from Priority Health.

Approve August 2021-July 22 Healthcare Contract — M. Farell moved and C. Spas supported a motion to renew the Blue Care Network Healthy Blue Living Platinum 500 healthcare plan contract for August 2021-July 2022.

ROLL CALL VOTE

Yes: N. Eggenberger, M. Farell, A. Iqbal, C. Spas, A. Watts

No: None

Abstain: None

The motion passed unanimously 21/6-17-2 (5-0-0)

Review and Approve PA 152 Employer/Employee Insurance Premiums Cost-Sharing — Secretary/Treasurer Amy Watts stated that past boards had found it valuable for employees to have “some skin in the game” regarding healthcare premiums, and so had usually chosen the 80/20 split for cost-sharing. Chair Eggenberger said that consistency in expectations for staff in this area was also important. Business Service Department Head Marian Nicholson reminded the board that, with their concerns over keeping salaries and fringe benefits in line, the 80/20 split was more reasonable than the Hard Cap option.

A. Watts moved and A. Iqbal supported a motion to approve the 80/20 split for PA 152 Employer/Employee Insurance Premiums Cost-Sharing.

ROLL CALL VOTE

Yes: N. Eggenberger, M. Farell, A. Iqbal, C. Spas, A. Watts

No: None

Abstain: None

The motion passed unanimously 21/6-17-3 (5-0-0)

Before leaving the Zoom call, D. Huntzicker introduced Rick Carsten, who will be replacing Clay Paul on the library account.

2022 Budget Discussion — Expenditures

Capital Expenditures — M. Nicholson highlighted a few projected capital expenditure projects for 2022: servicing of the storm sewer/catch basin (if necessary); improvements to the paver walkway and landscaping in the Rebecca Havenstein-Coughlin Memorial Courtyard (partial funding for which will hopefully come from donations); booths (in the aisle separating the Adult Non-Fiction stacks) and semi-circular study pods (outside the Internet Lab); and a refreshing of the Community Room (replacement of the Whisper Wall covering; addition of under-carpet power/USB ports; new window shades; and new tables and chairs).

Davis reminded the board that none of the furniture up for replacement had been purchased during other building construction projects, and had in fact reached the end of their life expectancy.

Information Technology Department Head Rudie Noble briefly reviewed projected expenditures in the separate Technology Long Term Capital Outlay document: replacement of the projector and sound equipment in the Community Room; 42 personal computers in various subsets; some laptop computers; and a new sorter system.

Davis commended Building Supervisor Jim Laffey and the IT staff for their yeomanlike efforts which have kept the sorter conveyor and its software program running for the past twelve years. She said that Circulation Supervisors Barb Gudenburr and Denise Skopczynski had scrutinized a large number of sorter systems at the Public Library Association conference in February 2020, and had noted several options for the system to be purchased in 2022.

Reopening the Library Further: Considerations  — Davis informed the board that the Michigan Department of Health and Human Services (MDHHS) was rescinding its pandemic orders effective at 12:01 AM on Tuesday, June 22, 2021. After that time, no broad orders relating to the pandemic will be in effect. However, the current orders from the Michigan Occupational Health and Safety Administration (MIOSHA) — which apply to employers and employees — have not been rescinded.

Davis advised the board that they would be able to make whatever policy they liked regarding mask-wearing for the public, even after June 22nd.

The board was in agreement that any attempt to retain a mask-wearing policy for the public after the rescission of the MDHHS order would be a thankless task, but that it would need to retain the policy for staff for the time being under the current MIOSHA rules.

Pandemic Reopening Policy Revision — A. Watts moved and M. Farell supported a motion to repeal in full the library’s Pandemic Reopening Policy for the public as of June 22, 2021, and to affirm that all staff members must continue to mask indoors (except while eating or drinking, or in an isolated space) until the current MIOSHA rules are revised or rescinded.

ROLL CALL VOTE

Yes: N. Eggenberger, M. Farell, A. Iqbal, C. Spas, A. Watts

No: None

Abstain: None

The motion passed unanimously 21/6-17-4 (5-0-0)

Approve Library Closure for HVAC Replacement — Davis explained that safety concerns dictated that the building be uninhabited while a construction crane was used to remove and replace the new HVAC units. Thursday, July 29th was the scheduled date for the work, with July 30th as a possible rain-date.

C. Spas moved and A. Watts supported a motion to close the library on July 29, 2021 for replacement of the HVAC unit.

ROLL CALL VOTE

Yes: N. Eggenberger, M. Farell, A. Iqbal, C. Spas, A. Watts

No: None

Abstain: None

The motion passed unanimously 21/6-17-5 (5-0-0)

CALL TO AUDIENCE – None

ADJOURN

The meeting was adjourned at 8:27 PM.  

•       Call the Meeting to Order (7:30 PM)

•       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

•       Old Business — None

•       New Business

  •               August 2021-July 2022 Healthcare Plan Options Overview (Kapnick Insurance)
  •               Approve August 2021-July 2022 Healthcare Contract
  •               Review and Approve PA 152 Employer/Employee Insurance Premiums Cost- Sharing                         (hard cap or 80/20 split)
  •               2022 Budget Discussion — expenditures                      
                           o   Capital expenditures
  •               Reopening the Library Further
  •               Pandemic Reopening Policy Revision Approval

•       Call to Audience (5 min. maximum)

•       Adjourn

Please note that the June meeting of the Canton Public Library Board will be held remotely, in accordance with the amended MDHHS Gathering and Face Mask order and the Wayne County Declaration of Local Emergency Ordinance. Members of the public who wish to participate in this meeting may join the Zoom meeting at 7:30 PM on Thursday, June 17. 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.

 

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