NORTHVILLE DISTRICT LIBRARY BOARD OF TRUSTEES
Regular Meeting Minutes
Thursday, March 18, 2010 – 7:30 p.m.
Northville District Library Carlo Meeting Room
1. Chairperson Joe Corriveau called the
Regular Meeting to order at 7:31 p.m.
1.1 Roll Call -
Present: Trustees Joe Corriveau, Robert Sochacki,
Alan Somershoe, Judy Sherman, Jean Hansen, and Mike
DeFrancesco. Also present: Julie Herrin, Director;
Anne Mannisto, Assistant Director; Judith Williams, Administrative
Assistant; and Paul Snyder, President of the NDL Friends. In
the audience: Library staff member Al Smitley.
Absent: Trustee Jim Morché.
1.2 Approval of the
Agenda: MOTION: Jean Hansen made a motion
to approve the agenda as amended, adding the approval of contracts for
the Director and Assistant Director to the Committee Reports as Agenda
Item 6.1 and adding an Executive Session. Robert Sochacki
seconded the motion. Motion passed.
1.3 Approval of the Regular
Board Meeting minutes for February 25, 2010: MOTION:
Jean Hansen moved to accept the minutes for the Board Meeting of
February 25, 2010, as corrected. Robert Sochacki seconded the
motion. Motion passed.
1.4 Approval of the Executive
Session Minutes held on February 25, 2010. MOTION:
Alan Somershoe made a motion to accept the minutes for the Executive
Session on February 25, 2010 as presented. Robert Sochacki
seconded the motion. Motion passed.
1.5 Citizen Comments:
Staff member Al Smitley, representing the Northville District Library
Employees Association, presented data that he prepared regarding the
Library’s past budget performance. He then said that if the
Library granted the Association’s current request that the Association
would forgo reopening wage negotiations for the final year of the
contract. Chairman Corriveau noted that this information
would be reviewed in the Executive Session as the Board considers the
3. Director’s Report:
Statistics: Julie noted that the February
statistics show circulation to be up 7.8%, while the door count is
actually down by 5%. Database usage is up and the numbers
should continue to increase as special classes continue.
Website visits have also increased, going from 21,408 in February 2009
to 24,241 in February 2010.
Youth Programming: These numbers only
cover 3 weeks this month. The Youth Department has held 21
programs so far this month, with a total of 413 children
attending. Two groups of 8th grade students from Our Lady of
Victory School attended a program on databases and were able to
practice accessing and searching them following the
presentation. The program was so well received that there are
plans to have the 6th grade classes participate in a similar program in
Adult Programming: The Adult Services
Department canceled the Computer Classes this month due to low
registration. The Foreign Film Series hosted 26 viewers this
month. The program on R.E.A.L. Research had 14 attendees,
even with the snowstorm. The Book Discussion had 19
participants, and the program on Gardening hosted 78 people.
There will be a program on World Travel later this month.
There was a total of 62 volunteer hours in February 2010.
Teen Programming: The Library Arcade held
on March 13 had 25 participants. The 2010 Battle of the
Books, to be held on Wednesday, March 24 at Northville High School,
will have 34 teams totaling 162 middle school students.
Robert Sochacki offered to introduce the program at the Battle of the
Books in the absence of Julie Herrin and Anne Mannisto, who will be
attending the PLA Conference in Portland, Oregon.
Collections: An online version of Value
Line that can be accessed remotely has been added to the
collection. This will replace the print version that is being
discontinued. Julie has also renewed the subscription to
Netlibrary downloadable media for the coming year.
Facilities: Julie reported that the re-lamping of
the Library’s upper level has begun with the Adult Fiction
area. Plans are to proceed with these changes in the Youth
area. The re-lamping is not only changing the color of the
bulbs, it is also cutting the number of light bulbs almost in
half. This should not only improve the lighting by making
things easier to read, it should also offer a considerable savings on
electricity costs with DTE Energy.
RFID: Julie reported that the RFID system
will go live on Monday, April 5. There will be a staff
refresher and testing session for RFID on Friday, April 2. At this
point over 100,000 items have been tagged.
Strategic Planning: Julie reported that she had contacted
Bill Schroer for pricing information on facilitating a day-long
strategic planning session for staff. The cost for his
services would be $1,500 for the day. MOTION:
Jean Hansen made a motion to hire Mr. Schroer to conduct a one-day
staff session to review the results of the Community Survey and to
assist in formulating a new strategic plan, not to exceed the proposed
cost of $1,500. Judy Sherman seconded the motion.
4. Friends Report:
Friends President Paul Snyder noted that the Friends had not held a
meeting since the last Library Board Meeting. He reported
that the Friends Annual Meeting was being held on Sunday, March 21,
beginning at 5:30 p.m. The event will include comments from
State Representative Marc Corriveau; Dr. Charles Hansen, President of
the Friends of Michigan Libraries (FOML); and Irish music.
Refreshments in the form of mini-subs will be supplied by Genitti’s
Hole-in-the-Wall, with Friends providing bottled water and
dessert. He stated that the Friends would be participating in
the Taste of Northville and would be giving away gently used
5. Budget and Finance Review:
Treasurer Jean Hansen made a motion to approve payment of the
Northville District Library List of Bills over $1,000 for March 2010 as
presented to the Board. Alan Somershoe seconded the
motion. Motion passed.
Jean Hansen made a motion to electronically transfer the $397,500 debt
payment due to U.S. Bank from the Debt Fund by the April 1, 2010 due
date. Alan Somershoe seconded the motion. Motion
5.3 Jean distributed the
Financial Reports for February. She explained that
revenue is still being received at a slower rate during the first
months of the Fiscal Year compared to previous years. She
commented that the decline in revenue from Northville Township is
estimated to be 8% per year for the next 2 years and 5% for
2013. With the past year reduction and this year’s decrease,
the Library will need to operate with 11% less income in 2010 and 25%
less income in 2013 than in 2008. Similar declines in tax
revenue are being predicted for the City. Based on these
predictions, Jean suggested that the Board hold a special Study Session
to review the newly revised 5-year budget forecast. One
important topic for this session would be to determine the level of
fund equity that must be maintained as reserve funds could be depleted
before 2013 under the current rate of spending. The Board
needs to look at where cuts might be made to minimize the impact on
Library service overall.
Jean made a motion to amend the current Operating Budget, reducing the
following budgeted amounts as follows: 1) Meetings, Conferences and
Mileage from $10,000 to $5,000; and 2) Books and Subscriptions from
$219,000 to $215,000. She also requested that the motion
include that the Budgeted amount for Auditing Services be increased
from $7,000 to $9,000 and that the proposed withdrawal from the Reserve
Fund be changed from $68,000 to $43,450 for this Fiscal Year.
Alan Somershoe seconded the motion. Motion passed.
Jean Hansen made a motion to allow Julie Herrin the discretion to
withdraw funds from the Endowment Fund up to the limit available, based
on the outcome of a meeting with the Friends of the Library regarding
their assistance at this time. Judy Sherman seconded the
motion. Motion passed
Paul Snyder stated that the Friends of the Library would prefer to make
donations directly to the Library to assist in funding items for the
Library, rather than making donations to the
The date for the Board of Trustees Study Session was set for Thursday,
April 8, 2010, at 7:00 p.m. to be held in the Youth Storytime Room.
6. Committee Reposts:
Judy Sherman made a motion to approve the new Employment Agreement for
Assistant Director Anne Mannisto, effective March 1, 2010 through
February 29, 2010. The contract does not reflect a salary
increase this year as the union staff will not be receiving an
increase. Robert Sochacki seconded the motion.
Judy Sherman made a motion to approve a new Employment Agreement for
Director Julie Herrin, effective March 1, 2010 through February 29,
2010. Her contract does not reflect a salary increase this
year as the union staff will not be receiving an increase.
Mike DeFrancesco seconded the motion. Motion passed.
7. Announcements and
Comments: The next Finance Committee will be held
on Tuesday, April 20 at 10:00 a.m. in the Carlo Meeting
Room. The Regular April Board Meeting will be held
at 7:30 p.m. on Thursday, April 22, 2010, in the Carlo Meeting
MOTION: Robert Sochacki made a motion to
adjourn from the Regular Meeting to an Executive Session to discuss
Union Contract Negotiations. Alan Somershoe seconded the
motion. Motion passed. The Regular Meeting was
adjourned to the Executive Session at 8:50 p.m.
MOTION: Following the Executive Session
Robert Sochacki made a motion to adjourn the Regular February Board
Meeting. Jean Hansen seconded the motion. Motion
passed. The Regular March Meeting was adjourned at 9:10 p.m.