Northville District Library

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Library Board of Trustees Meeting Minutes

Library Board of Trustees Meeting Minutes for Thursday, May 26, 2011

NORTHVILLE DISTRICT LIBRARY BOARD OF TRUSTEES
Regular Meeting Minutes
Thursday, May 26, 2011 – 7:30 p.m.
Northville District Library Carlo Meeting Room

1.    Chairperson Joe Corriveau called the Regular Meeting to order at 7:33 p.m.

1.1    Roll Call - Present: Trustees Joe Corriveau, Jean Hansen, Paul Snyder, Jim Morché, Mike DeFrancesco, Robert Sochacki and Suzanne Miller.  Also present:  Julie Herrin, Director; Anne Mannisto, Assistant Director; Judith Williams, Administrative Assistant; and Jennifer Gustafson, President of the Friends.  Staff member Patricia Garavoglia was also present in the audience.
Absent:  None.

1.2    Approval of the Agenda:  MOTION: Robert Sochacki made a motion to approve the agenda.  Mike DeFrancesco seconded the motion.  Motion passed.

1.3    Approval of the Regular Board Meeting minutes for April 28, 2011: Jim Morché identified needed corrections to the minutes.  MOTION:  Jean Hansen made a motion to accept the minutes for the Board Meeting of April 28, 2011 as corrected.  Jim Morché seconded the motion.  Motion passed.

1.4    Citizen Comments: None
2.    Correspondence:
Julie Herrin distributed copies of Invitations to the Public Library Trustee Association of Oakland County Annual Dinner as well as membership forms.  She noted that while the Northville Library District is mostly located in Wayne County, there is no Wayne County equivalent organization.  Membership in this Association is discretionary.
3.    Director’s Report:
Statistics: Julie reported that the circulation statistics and the door count for the month of April 2011 are still significantly lower than 2010, due to the Novi Library factor.  The number of checkouts for April 2010 from Novi was 12,735, while those for April 2011 from Novi are 3,299, a difference of 9,506.  She again stated that our circulation statistics will continue to be down for the next several months compared to a similar period of time last year because of this.  Jim Morché requested that an asterisk with an explanation be placed in all of the statistical reports, including the 2010 reports that were affected by the closing of the Novi Library, so that there is concise information to explain the extreme changes in usage numbers during that time.

Youth Programming: 422 children attended 19 Library Programs for Youth this month.  This includes 54 for the Mother’s Day Crafts and 55 for Drop-in Storytime.

Adult Programming: There were 26 individuals in attendance at the Book Discussion.  The Foreign Film hosted 56 viewers. The Program on Lost Detroit had 75 in attendance and the Downloading eBooks presentation had 19 people.  The Adult Summer Reading Program, sponsored by the Friends of the Library, begins on June 1.

Teen: 19 Teens participated in the How to be a Zombie Program.  The application process for the Summer Teen Corps closed on Sunday, May 15.  The Teen Summer Reading Program, also sponsored by the Friends of the Library, begins on June 17.

Public Relations: The Summer Newsletter will be delivered to Northville residents the first week of June.  The Farmers Market is sponsoring a booth for different non-profit groups this year.  The Library has requested one of the dates in June.  The booth would need to be staffed from 8:00 a.m. to 3:00 p.m.  Julie will be contacting the Friends and Board Members for assistance at the booth when a date is known.

Staff: Julie reported that the Library has another position to fill.  Circulation Clerk Cher Swearengin is retiring on June 3.  Interviews to fill her position will be scheduled shortly thereafter.  Several staff members have attended webinars and workshops this past month.  Anne Mannisto attended a webinar on Reference Sources for Students.  Patricia Garavoglia and Catie Carlton attended training on Automated Serials Management.  Wendy Mutch, Patricia Garavoglia and Jeannine Davidson attended a workshop on the Directors Station statistical package for reports from the catalog and circulation.  Cynthia Simpson attended a workshop on the Job and Career Center database from Learning Express.  There were 52 volunteer hours this past month.
4. Friends Report:
Jennifer Gustafson reported that her family was being transferred to Germany for 2 years and she would therefore be resigning as Friends President.  She noted that the Spring Used Book Sale made $939, and 110 volunteer hours were used. She reported that the Book & Author Luncheon on May 23, held in cooperation with the Friends from Plymouth, Canton, and Novi, was very successful.  The Friends are planning a Wine Tasting and Silent Auction event in August and are considering a bookmark design contest.  The Friends donated 100 plastic bags to the Northville Chamber of Commerce for their golf outing in June.  The Friends are continuing to work with the Library Administration and the Development Committee for the continued benefit of the Library.
5. Budget and Finance Review:
5.1    Jean distributed the April 2011 Financial Reports.  She reported that the Fiscal Year is approximately 42% over and the expenses are on track.  She noted that the revenue figures reflect State Aid that is greater than anticipated this year.  Tax Refunds are under budget so far this year.

5.2    MOTION: Treasurer Jean Hansen made a motion to approve payment of the Northville District Library List of Bills over $1,000 for May 2011.  Robert Sochacki seconded the motion.  Motion passed.
6.    Committee Reports:
6.1    The Policy Committee met on Wednesday, May 25. Chair Suzanne Miller reported that the Committee reviewed the Code of Conduct and determined that is was acceptable as is.  MOTION:  Suzanne made a motion to reaffirm the Code of Conduct.  Robert Sochacki seconded the motion.  The motion to reaffirm this policy passed.

6.2    The Committee reviewed and advised amending the Policy on Library Cards to state that the Northville District Library does not sell non-resident Library Cards.  MOTION:  Paul Snyder made the motion to amend the Policy on Library Cards, adding the statement:  The Library does not sell cards to non-residents.  Jim Morché seconded the motion.  Motion passed.  This is the first reading of the amended Policy on Library Cards.

6.3    The Committee discussed and developed a Policy of Library Support of the American Disabilities Act as required by the Library of Michigan for Enhanced status under the Quality Standards (QSAC).  This new policy was presented for a first reading.  MOTION:  Jim Morché made a motion to adopt this Policy for first reading.  Paul Snyder seconded the Motion.  Motion passed.

Julie expressed the need to schedule another Policy Committee Meeting to develop a Policy on Planned Giving and Endowments to meet the Quality Standards for Enhanced Library status.  This Committee consists of Joe Corriveau, Jean Hansen, Robert Sochacki and Chair Suzanne Miller.  The Policy Committee Meeting is scheduled for Wednesday, June 22 at 7 p.m. and Committee members will be reminded by email.
7.    Announcements and Comments
7.1    Anne Mannisto explained the article in the Northville Record about her daughter. Jessie has been selected as an Intern with the American Library Association in Washington D.C. beginning in early June.  This is quite an honor as there were many candidates and very few selections.

7.2    Paul Snyder suggested that the Library develop coordinated community outreach initiatives with the Senior Center and consider sponsoring events such as Medicare Sign-Up Options for Enrollment for Part D, or loaning meters that monitor electrical use.  Paul will investigate these options.

7.2    The next Board Meeting will be on Thursday, June 23, 2011 at 7:30 p.m. in the Carlo Meeting Room.

7.3    The next Finance Committee Meeting will be held on Tuesday, June 21, 2011 at 10:00 a.m. in the Carlo Meeting Room.

7.4    MOTION:  Robert Sochacki made a motion to adjourn the Regular Meeting.  Paul Snyder seconded the motion.  Motion passed.  The Meeting was adjourned at 8:30 p.m.

Respectfully Submitted,
Mike DeFrancesco Secretary
JW 6/2/2011

Library Board of Trustees Meeting Minutes for Thursday, April 28, 2011

NORTHVILLE DISTRICT LIBRARY BOARD OF TRUSTEES
Regular Meeting Minutes
Thursday, April 28, 2011 – 7:30 p.m.
Northville District Library Carlo Meeting Room

1.    Chairperson Joe Corriveau called the Regular Meeting to order at 7:33 p.m.
1.1    Roll Call - Present: Trustees Joe Corriveau, Jean Hansen, Paul Snyder, Jim Morché, and Mike DeFrancesco.  Also present:  Julie Herrin, Director; Anne Mannisto, Assistant Director; Judith Williams, Administrative Assistant; and Linda Schwelnus representing the Friends.  Staff members Wendy Mutch and Cynthia Simpson were present in the audience.
Absent:  Trustees Robert Sochacki and Suzanne Miller.

1.2    Approval of the Agenda: MOTION:  Paul Snyder made a motion to approve the agenda.  Jim Morché seconded the motion.  Motion passed.

1.3    Approval of the Regular Board Meeting minutes for March 24, 2011: Paul Snyder identified needed corrections to these minutes.  MOTION:  Jean Hansen made a motion to accept the minutes for the Board Meeting of March 24, 2011 as corrected.  Jim Morché seconded the motion.  Motion passed.

1.4    Citizen Comments: Julie Herrin introduced new Adult Services Librarians Wendy Mutch and Cynthia Simpson to the Trustees.
2.    Correspondence: None. 3.    Director’s Report:
Statistics: Julie reported that the circulation statistics and the door count for the month of March 2011 are down from 2010.  She stated that the higher numbers last year were due to the Novi Library factor.  A significant number of Novi residents placed holds on materials that were delivered here during the migration to the new Novi Library.  She again stated that our circulation statistics will continue to be down for the next several months compared to a similar period of time last year because of this.

Youth Programming: Over 800 children attended 38 Library Programs for Youth this month.

Adult Programming: There were 26 individuals in attendance at the Book Discussion.  The Foreign Film hosted 41 viewers. The Program on the Rouge River had 48 in attendance and the Blogging Class had 17 people.

Teen: The Battle of the Books was a huge success with over 200 students competing and a total attendance of over 550.  A total of 10 staff members worked to put this event together.  Applications for the Summer Teen Corps will be available on Friday, April 15 and are due on Sunday, May 15.

Staff: Julie reported that the Library is back to full staff again.  The Head of Youth Services Dorie Freebury returned from medical leave last week, and the new Serials Clerk, Catie Carlton, started on April 4, 2011.  Julie is hopeful that plans that were put on hold can now be resumed; this includes developing additional database classes and proceeding with the renovation of the Teen area.  Head of Technical Services, Patricia Garavoglia attended a Serials workshop at TLN and Allison Brueckner attended an e-Book Program.  Julie also reported that there were over 65 hours of volunteer help in the Library this month.

Technology: The Print Control Center is now operational.  There was some confusion and a little downtime, but the computer pages and librarians have responded well. We have already noticed that less paper is being used and more money is being collected.
4. Friends Report:
Friends Board Member Linda Schwelnus gave the report in the absence of Friends President Jennifer Gustafson. She noted that the Friends have committed $20,000 toward the renovation of the Teen Area.  She commented that the Friends will contribute over $34,000 to the Library this year.  She reminded the Library Trustees about the Book & Author Luncheon on May 23rd. and the Friends Spring Used Book Sale to be held on Saturday, May 14, and Sunday, May 15.  The Friends “members only” preview sale will precede this on Friday evening, May 13.
5. Budget and Finance Review:
5.1    Jean distributed the March 2011 Financial Reports. She reported that the Fiscal Year is approximately 1/3 over and the expenses are on track.  Jean reported that the Blue Cross Blue Shield premium for the year starting June 2011 will increase 27% and the TLN fees are running higher due to the cost of Delivery.

5.2    MOTION: Treasurer Jean Hansen made a motion to approve payment of the Northville District Library List of Bills over $1,000 for April 2011.  Mike DeFrancesco seconded the motion.  Motion passed.

5.3    Jean distributed the 5-year plan that the Finance Committee revised at their last meeting.  She noted that amendments in the current budget year will need to be approved by the Board.  MOTION:  Jean made a motion to lower the current year figures for Interest Income from $3,000 to $1,500 and to lower revenue from Library Fines from $65,000 to $50,000.  Mike DeFrancesco seconded the motion.  Motion passed.

5.4    Jean stated that based on discussions with the Auditors the Library should make contributions to the MERS Retiree Health Care Fund of $64,000 this year, rather than the planned $80,000.  This will make up for the Library not making a contribution to the fund last year, but would put us back on track to contribute $32,000 per year going forward as recommended by Plante & Moran to lower the GASB liability.  She also recommended that two other amendments to the 2011 Budget be made: 1)  increase Facilities Preservation to $50,000 from $40,000; and 2)  increase Payroll Services from $5,407 to $6,200.  MOTION:  Jean made a motion that these changes be made to the current Budget.   Jim Morché seconded the motion.  Motion passed.

5.5  MOTION: Jean Hansen made a motion to reallocate $5,275 in funds identified as Strategic Planning in the Reserve Fund to Future Unfunded Expenses.  Paul Snyder seconded the motion.  Motion passed.

5.6    Jean reported that the Revised 5-Year Plan also reflects new figures provided by Northville Township which project higher than initially estimated tax revenues.  The Library’s revenue will still be lower in 2015 than it was in 2008.  2015 is also the year that the millage that was passed in 2010 will expire.  Since the Library’s acquisitions should be held to a specific percentage of revenue to maintain State Quality Standards, the new Strategic Plan objective to increase revenues from non-tax sources by 20% for Collections and Programs is extremely important.
6.    Committee Reports:
The Development Committee met on Monday, March 28.. Current permanent Committee members are Mary Ellen King (chair), Jean Hansen, Paul Snyder, Suzanne Miller, Barbara Glover, Erin Mc Dermott, Ward Malisch, Joe Thomas, Jim Morché (not attending), Anne Mannisto and Julie Herrin.  The first meeting was attended by several people who gave input for just the one meeting. One-time visitors included Bob Anthony, Doug Bingham and Anna Sarkisian.  The attendees discussed: the Strategic Plan, finances of the Library, past Endowment efforts, Friends fundraising, and ideas for future fundraising.

Julie expressed the need to schedule a Policy Committee Meeting.  This committee consists of Joe Corriveau, Jean Hansen, Robert Sochacki and Suzanne Miller.  The Policy Committee Meeting is scheduled for Wednesday, May 25 at 7 p.m. and Committee members will be reminded by email.
7.    Announcements and Comments
7.1    Jim Morché asked that a reminder be added to the Library’s Newsletter that patrons consider including the Library in their Estate Planning.

7.2    The next Board Meeting will be on Thursday, May 26, 2011 at 7:30 p.m. in the Carlo Meeting Room.

7.3    The next Finance Committee Meeting will be held on Tuesday, May 24, 2011 at 10:00 a.m. in the Carlo Meeting Room.

7.4    MOTION:  Jean Hansen made a motion to adjourn the Regular Meeting.  Mike DeFrancesco seconded the motion.  Motion passed.  The Meeting was adjourned at 8:23 p.m.

Respectfully Submitted,
Mike DeFrancesco Secretary
JW 5/9/2011

Library Board of Trustees Meeting Minutes for Thursday, March 24, 2011

NORTHVILLE DISTRICT LIBRARY BOARD OF TRUSTEES
Regular Meeting Minutes
Thursday, March 24, 2011 – 7:30 p.m.
Northville District Library Carlo Meeting Room

1.    Chairperson Joe Corriveau called the Regular Meeting to order at 7:30 p.m.
1.1    Roll Call - Present: Trustees Joe Corriveau, Jean Hansen, Paul Snyder, Robert Sochacki, Suzanne Miller, and Mike DeFrancesco.  Also present:  Julie Herrin, Director; Anne Mannisto, Assistant Director; Judith Williams, Administrative Assistant;  Staff member Patricia Garavoglia was present in the audience. Absent:  Trustee Jim Morché.

1.2    Approval of the Agenda:  MOTION: Paul Snyder made a motion to approve the agenda.  Robert Sochacki seconded the motion.  Motion passed.

1.3    Approval of the Regular Board Meeting minutes for February 24, 2011: MOTION:  Jean Hansen made a motion to accept the minutes for the Board Meeting of February 24, 2011 as corrected.  Robert Sochacki seconded the motion.  Motion passed.

1.4    Citizen Comments: None
2. Correspondence:
Julie reported that she had received an email from the Friends of Michigan Libraries Trustee Alliance regarding upcoming workshops that will be held at the Kentwood Branch of the Kent District Library, Grand Rapids, on April 28.  One of the workshops is aimed at informing new Trustees about their obligations and responsibilities.  Paul Snyder encouraged Board Members to attend if possible.
3. Director’s Report:
Statistics: Julie reported that the circulation statistics and the door count for the month of February 2011 are down from 2010.  She stated that the higher numbers last year were due to the closing of the Novi Library and that a significant number of Novi residents placed holds on materials that were delivered here during the migration to the new Novi Library.  She commented that our circulation statistics will continue to be down for the next several months compared to a similar period of time last year because of the Novi factor.  Julie also commented on the 2010 Census figures that were released this week.  While the population of the City of Northville has decreased 7.6% since the census of 2000, the Township’s population increased 35% during the same time frame.  This means that the Library is currently serving a population of 34,367, up from 27,495 in 2000, a 25% increase.  She also noted that during this time period the circulation grew by over 50%, our collection grew 78%, and computer use grew over 200%.

Youth Programming: There were 20 Library Programs for Youth this month, with 300 children attending.  These figures do not include the 170 who attended the magic show today.

Adult Programming: There were over 100 individuals in attendance at the Gardening in Small Places Program featuring Janet Macunovitch that was held at the Senior Center.  The D.I.A. presentation on Fakes, Forgeries and Mysteries hosted a total of 80 at two presentations, an afternoon and an evening repeat.  The Program featuring the Kitchen Assistant had 43 attendees and the Program on Digital Photography had 35.

Technology: New Software is being installed and the Print Control will be implemented in early April.  The new Print Control will require patrons to have a PIN to utilize the public computers and to print documents from them.  They will also have to put money on their library card in order to print.  Signage is now being displayed to inform patrons of this change in the printing process.

Staff: Julie reported that all three open positions have now been filled.  She distributed an updated copy of the Library Organizational Chart.  Wendy Mutch, the new full-time Adult Services Librarian, started on Monday, March 14.  Cynthia Simpson became the new part-time Adult Services Librarian on Monday, March 21, and Catherine Carlton will begin on Monday, April 4, as the new Serials Clerk. Several staff members have participated in continuing education opportunities during this past month.  Anne Mannisto participated in a Webinar on Digital Reverence Sources and is attending a workshop in Farmington on Friday, March 25.   Julie reported that the Head of Technical Services, Patricia Garavoglia, attended a Serials Class, and the Head of Adult Services, Jeannine Davidson, attended a demo on the Nook .  Allison Brueckner and Michael McEvoy attended a conference on Computers in Libraries.  Youth Librarians Nancy Clarizio, Julie Ramsden and Mary Brissette, along with Teen Services Librarian Suzanne Schimanski-Gross, attended Spring Institute, ,an MLA workshop on youth services.
4.    Friends Report:
President of the Friends Jennifer Gustafson reported on the Friends Annual Meeting held on Sunday, March 20, in the Carlo Meeting Room of the Library.  There were approximately 30 attendees at the Annual Meeting, which featured a presentation by Michele Fecht about her recent book on Northville history. Music, refreshments and a Business Meeting followed.  She stated that her goal as President this year was to increase the current membership from 300 to 600.  To that end, she has challenged each Board Member of the Friends to bring in 10 new members.   Jennifer reported that the Friends had contributed over $36,000 to the Library this year.  The Friends Spring Book Sale will be held on Saturday, May 14, and Sunday, May 15.  The Friends “members only” preview sale will precede this on Friday evening, May 13.
5.    Budget and Finance Review:
5.1    MOTION: Treasurer Jean Hansen made a motion to approve payment of the Northville District Library List of Bills over $1,000 for March 2011.  Robert Sochacki seconded the motion.  Motion passed.

5.2    Jean distributed the February 2011 Financial Reports. She reported that the Fiscal Year is at 25% and the expenses are pretty much on track.  She pointed out areas where the expense percentages were over 25% and explained that in most cases this represented expenses for the entire year.  Jean reported that the Blue Cross Blue Shield premium notice effective June 2001 has been received and there is a 27% increase in the premium cost.  Last year’s increase was much less; however, the deductible amount for coverage was significantly increased.
6.    Committee Reports:
The Personnel Committee met prior to the regular Board Meeting and determined that the Library was unable to offer wage increases to the Administrative Staff this year due to the on-going financial stress that the Library faces; even with the passage of the millage, property tax revenues continue to be lower.  Committee Chair Robert Sochacki thanked the Administrative Staff for their continued hard work and dedication to the Library as well as their extra effort during the millage campaign.
7.    Announcements and Comments
7.1    Julie updated the Board on the Battle of the Books, noting there are a record number of Teams this year at 48 and over 220 students.  The questions have been written and Julie will send an email reminder to the Board about the event on Wednesday, April 6.

7.2    Paul Snyder asked that the Library consider emailing the Board packets to the Trustees.  Some members prefer the mailed packet.  The colored statistical information may not print well on home printers.  Julie agreed to an experiment of both emailing and postal service mailing the packets for a period of time.  Folding the documents and using standard business envelopes would also save postage costs.

7.3    Judith distributed the new name tags for the Board Members.

7.4    The next Finance Committee Meeting will be held on Tuesday, April 26, 2011 at 10:00 a.m. in the Carlo Meeting Room.

7.5    The next Board Meeting will be on Thursday, April 28, 2011 at 7:30 p.m. in the Carlo Meeting Room

7.6    MOTION:  Robert Sochacki made a motion to adjourn the Regular Meeting.  Mike DeFrancesco seconded the motion.  Motion passed.  The Meeting was adjourned at 8:10 p.m.

Respectfully Submitted,
Mike DeFrancesco Secretary
JW 3/25//2011

Library Board of Trustees Meeting Minutes for Thursday, February 24, 2011

NORTHVILLE DISTRICT LIBRARY BOARD OF TRUSTEES
Regular Meeting Minutes
Thursday, February 24, 2011 – 7:30 p.m.
Northville District Library Carlo Meeting Room

1.    Chairperson Joe Corriveau called the Regular Meeting to order at 7:30 p.m.
1.1    Roll Call - Present: Trustees Joe Corriveau, Jean Hansen, Paul Snyder, and Mike DeFrancesco,  Also present:  Julie Herrin, Director; Anne Mannisto, Assistant Director; Judith Williams, Administrative Assistant; Christopher Jones and Kathleen Ciantar from Plante & Moran.  In the audience: Library staff member Patricia Garavoglia and later, Suzanne Schimanski-Gross Absent:  Trustees Robert Sochacki, Suzanne Miller, and Jim Morché

1.2    Approval of the Agenda:  MOTION: Mike DeFrancesco made a motion to approve the agenda as amended. Jean Hansen seconded the motion.  Motion passed.

1.3    Approval of the Regular Board Meeting minutes for January 27, 2011:  MOTION: Jean Hansen made a motion to accept the minutes for the Board Meeting of January 27, 2011 as corrected.  Mike DeFrancesco seconded the motion.  Motion passed.

1.4    Citizen Comments: None

2.    Correspondence: None.

3.    Audit Presentation by Plante & Moran:
Chris Jones presented the Audit for FY 2010 to the Board.  He stated that GASB 45, regarding the reporting of future Retiree Health Care costs, has now been adopted, and GASB 54 would be implemented next year.  GASB 54 will require changes in how certain areas of the Library Funds will be reported in the Audit.  No changes to the Library’s monthly Financial Statements will be necessary.  He reported that the Audit for 2010 went very well, is accurate, and that the Standard Letter was issued.  He noted that the Library, while not required to, has done well in funding for Retiree Health Care, to the extent that it is now overfunded.  He stated that payments to the Retiree Health Care funding vehicle of $32,000 per year will continue to control this liability.
4.    Director’s Report:
Statistics: Julie reported that the circulation statistics and the door count for the month of January 2011 are up slightly.  Computer and WIFI usage is also up from the past month. The annual MELCAT InterLibrary Loan numbers were significantly higher in 2010 over 2009.  These figures went from 231 in 2009 to 1,015 in 2010.  Julie also reported that improved statistics are now available on the usage of online resource databases.  Information regarding specific databases will also be available.  Totals showing database sessions and searches, as well as audio and e-book checkouts, will appear monthly on this report.

Youth Programming: There were 24 Library Programs for Youth this month, with 782 children attending.

Adult Programming: The Book Discussion had a total of 18 participants.  The Foreign Films also hosted 18 viewers.  There were 36 individuals in attendance at the Skype Program this month.

Teen: Librarians spoke to about 700 Middle School students about the Battle of the Books, which is scheduled for Wednesday, April 6 at Northville High School.  A record number of teams (50) are registered for the Battle this year.

Facilities: Julie reported on the installation of the new carpet tiles in the Meeting Room on Friday, February 11, 2011.  The project went very smoothly and was completed in about 4 hours.  The carpet that was removed from the Meeting Room will be recycled and used as replacement tiles in areas of the Library that are badly worn.  Julie also reported that the second phase of the Teen Area renovation was done on Thursday, February 17.  Shelving frames along the exterior wall of the Local History Room in the Teen Area were replaced with higher frames to accommodate additional shelf space.  The third phase of the Teen Area renovation will take place later this year.

Public Relations: Julie announced that the Library and the Friends of the Library would be participating in the Taste of Northville on Saturday, March 5, and she invited Board members to attend and participate if they were available.  Joe Corriveau commented that participating in this event was one of the stated objectives of promoting the relevancy of the Library in the community.  Julie also reported that the Library Program featuring Janet Macunovich would actually be held at the Community Center on Monday, March 7.  This program has always been a sellout event and moving it to the Community Center will allow for a significantly larger audience than the Carlo Room.  The Parks and Recreation Department and the Library will be co-sponsoring and sharing the cost of a summer series of Friday night movies in the park adjacent to Library.  The Friends will be helping to underwrite the cost of these events.

Staff: Julie reported that Patricia Garavoglia, a Northville Adult Services Librarian, was hired as Head of Technical Services.  Wendy Mutch was hired to fill the opening created by Patricia’s promotion.  Interviews for the part-time Adult Services Librarian will begin next week.  Julie reported that two staff members attended workshops this month and three of the Youth Librarians and the Teen Services Librarian will be attending Spring Institute.  Julie also reported that Dorie Freebury would be on medical leave for 6 weeks beginning Tuesday, March 1.
Technology: Michael has installed the new firewall that was purchased for the Library.

Endowment Report: Julie distributed copies of the Endowment Report submitted by Barbara Glover.  The report highlighted Endowment Committee activities during the past year and reported that 67 donors contributed a total of $12,400 this year.  The Donor Recognition Party, held on Sunday, January 30, was attended by about 60 people. Donors were presented with their copy of the signed and numbered linocut print by local artist Mike Mullen.
5.    Friends Report:
In Jennifer Gustafson’s absence, Paul Snyder reported that the Friends Annual Meeting will be held on Sunday, March 20, at 5:30 p.m., after the Library closes.  The event will feature refreshments from Genitti’s, with a presentation by Michele Fecht about her recent book on Northville history.  The Friends Spring Book Sale will be held on Saturday, May 14, and Sunday, May 15.  The Friends “members only” preview sale will precede this on Friday evening, May 13.
6.    Budget and Finance Review:
6.1    MOTION: Jean Hansen moved that the Board accept the Audit as presented by Plante & Moran earlier in the meeting.  Mike DeFrancesco seconded the motion.  Motion passed.

6.2    MOTION: Treasurer Jean Hansen made a motion to approve payment of the Northville District Library List of Bills over $1,000 for February 2011.  Paul Snyder seconded the motion.  Motion passed.

6.3    Jean distributed the January 2011 Financial Reports. She reported that with two months of the Fiscal Year passed, the Financial Reports are on track.  The expenses for Operating Supplies are slightly higher than expected due to the purchase of the RFID tags.  Jean reported that it was likely that this line might need to be adjusted to cover this annual expense.

6.4    MOTION: Jean Hansen made a motion to transfer $96,527.07 from Operating to the Reserve Fund to comply with the Fund Balance figures in the Audit.  Paul Snyder seconded the motion.  Motion passed.

6.5    MOTION: Jean Hansen made a motion to authorize the payment of the Debt installment of $410,500 due by April 1, 2011.  Mike DeFrancesco seconded the motion.  Motion passed.
7.    Committee Reports: There were no committee reports.  The Personnel Committee Meeting was postponed due to 3 members being unable to attend. 8.    Announcements and Comments
8.1    The next Finance Committee meeting will be held on Tuesday, March 22, 2011 at 10:00 a.m. in the Carlo Meeting Room.

8.2    The Personnel Committee Meeting is rescheduled for Thursday, March 24, at 7 p.m.

8.2  The next Board Meeting will be on Thursday, March 24, 2011 at 7:30 p.m. in the Carlo Meeting Room

8.3    MOTION: Paul Snyder made a motion to adjourn the Regular Meeting.  Mike DeFrancesco seconded the motion.  Motion passed.  The Meeting was adjourned at 8:45p.m.

Respectfully Submitted,
Mike DeFrancesco Secretary
JW 3/2//2011

Library Board of Trustees Meeting Minutes for Thursday, January 27, 2011

NORTHVILLE DISTRICT LIBRARY BOARD OF TRUSTEES
Regular Meeting Minutes
Thursday, January 27, 2011 – 7:30 p.m.
Northville District Library Carlo Meeting Room

1.    Chairperson Joe Corriveau called the Regular Meeting to order at 7:30 p.m.
1.1    Roll Call - Present: Trustees Joe Corriveau, Robert Sochacki, Jean Hansen, and Mike DeFrancesco,.  Also present:  Julie Herrin, Director; Anne Mannisto, Assistant Director; Judith Williams, Administrative Assistant; and Trustees-elect Suzanne Miller and Paul Snyder.  In the audience: Library staff member Al Smitley and Nancy Kelsey from Patch.com Absent:  Trustee Jim Morché

1.2    Swearing in of new Board Members: Trustees Jean Hansen and Mike DeFrancesco were sworn in for their new terms as Trustees, and Trustees-elect Suzanne Miller and Paul Snyder were sworn in for their first terms and welcomed to the Board.

1.3    Approval of the Agenda:  MOTION: Mike DeFrancesco made a motion to approve the agenda as amended. Robert Sochacki seconded the motion.  Motion passed.

1.4    Election of 2011 Board Officers: Joe Corriveau was nominated to serve as Chairperson again this year by Jean Hansen.  Robert Sochacki seconded the nomination.  The Board approved by unanimous acclaim.  Mike DeFrancesco nominated Robert Sochacki to serve as Vice-chair; seconded by Paul Snyder.  The Board approved by unanimous acclaim.  Jean Hansen was nominated to serve as Treasurer by Robert Sochacki, seconded by Mike DeFrancesco; this passed by unanimous acclaim.  Mike DeFrancesco was nominated to serve as Secretary by Jean Hansen, seconded by Robert Sochacki, and this passed unanimously.

1.5    Mike DeFrancesco read Resolution 2011-01, listing the dates for the Board of Trustee Meetings during the calendar year 2011.  Meetings will be held on the fourth Thursday of each month through September; then in October, November and December, the meetings will be held on the third Thursday due to the MLA Annual Conference in October and the holidays in November and December.  MOTION:  Mike DeFrancesco made a motion to adopt Resolution 2011-01.  Paul Snyder seconded the motion.  The motion passed by a unanimous roll call vote.

1.6    Committee Appointments: The following committees were established for Calendar Year 2011:
•    Finance Committee:  Jean Hansen (Chair), Paul Snyder, and Mike DeFrancesco.
  • Policy Committee:  Robert Sochacki (Chair), Joe Corriveau, Jim Morché, and Suzanne Miller.
  • Facilities Committee:  Mike DeFrancesco (Chair), Robert Sochacki, Paul Snyder, and Joe Corriveau.
  • Personnel Committee:  Robert Sochacki (Chair) Joe Corriveau, Suzanne Miller and Jim Morché.
  • Development Committee: while not an official Board Committee, this will include of Jean Hansen, Suzanne Miller, Jim Morché, and Paul Snyder, with Mary Ellen King, who headed the recent millage campaign, serving as Chair.
Board Members were reminded that any Committee Meeting may be attended by all Board Members.

1.7    Approval of the Regular Board Meeting minutes for December 16, 2010: MOTION:  Jean Hansen made a motion to accept the minutes for the Board Meeting of December 16, 2010 as corrected.  Robert Sochacki seconded the motion.  Motion passed.

1.8    Citizen Comments: Al Smitley distributed a flyer about a website to benefit fund raising for the Northville Historical Society and Mill Race Village while making online purchases at over 900 stores.  He asked Library Board Members to consider using this website to help the Historical Society.

2.    Correspondence: None.

3.    Director’s Report:
Statistics: The circulation statistics and the door count for the month of December 2010 are down from last December, which is typically the slowest month of the year.  The snowy weather this year has contributed to these lower numbers.  Even Database accesses were down.

Youth Programming: There were 11 Library Programs for Youth this month, with 300 children attending.  The Animals of the Rain Forest Program drew a crowd of 124.

Adult Programming: Two Book Discussions held since the last Board meeting had a total of 35 participants.  The Foreign Films (2) hosted a total of 74 viewers.  There were 21 individuals who received tutoring on the computers and/or attended Internet Classes this past month.  The 2 Investment Programs had an attendance of 57.  Our Facebook presence now has 225 followers and 95 follow us on Twitter.

Teen: Librarians are visiting the Middle Schools to promote the Battle of the Books, which is scheduled for April 6 at Northville High School.  The first managers meeting was held on January 25, with a second meeting scheduled for February 16.

Endowment: Julie reported that 58 donations of $100 or more have been received through The Roots of Wonder incentive campaign.  An evening to recognize the donors and distribute the signed and numbered prints is scheduled for Sunday evening, January 30.  The event, Night of Wonder, will provide an opportunity to meet and greet our generous donors and will feature wine, cheese, and desserts from local bakery Sweet 220.

Staff: Julie reported that Youth Librarians attended an ALA Webinar “Battling Bullying with Books.” Adult Librarians attended a Webinar on Learning Express.  Julie displayed the very nice article about Al Smitley’s retirement from the Library in the Northville Record.  She also reported that Denise LaMotte extended her employment through the end of January to assist with the serials projects.  Interviews to fill the Head of Technical Services position have been completed and a decision will be made shortly.  Interviews will then be scheduled to fill the Part-time Reference Clerk position, and following that, interviews will be scheduled for the Part-time Adult Services Librarian position that was formerly held by Mike Postula.

Technology: The Universal Service Fund rules remain the same as last year which means that no changes to the Library’s filtering policy will need to be considered.  Michael has notified Julie that a new firewall needs to be purchased for the Library.

Facilities: Julie reported that new carpeting for the Carlo Meeting Room will be installed on Friday, February 11.  Some of the old carpet will be salvaged for use in badly worn areas of the Library.

Chamber of Commerce: The Chamber of Commerce will be hosting its “Lunch and Learn” series at the Library.  The first session for this year was held today and had 29 participants.  This event will be held every other month on the fourth Thursday throughout 2011.
4.    Friends Report:
In Jennifer Gustafson’s absence, Paul Snyder reported that there was no Friends Meeting on January 20, due to lack of a quorum.
5.    Budget and Finance Review:
5.1    MOTION: Treasurer Jean Hansen made a motion to approve payment of the Northville District Library List of Bills over $1,000 for January, 2011.  Robert Sochacki seconded the motion.  Motion passed.

5.2    Jean distributed the December 2010 Financial Reports.  She reported that the actuarial assessment of the Library’s financial obligation of $2,000,000 for Retiree Health Care has been lowered and we are currently overfunded.  The Library will need to only fund this liability at the rate of $32,000 per year to meet the projected obligation.  This will have an effect on the 5-year budget.  The current amount held in the Reserve Fund is $1,261,104.  The transfer for 2010 will increase the Fund Reserve by $91,000.

5.3    MOTION: Jean Hansen made a motion to transfer $100,000 from Operating to the Reserve Fund to pay back funds that were needed to cover December expenses and payroll.  Mike De Francesco seconded the motion.  Motion passed.

5.4    Jean Hansen reported that the Financial Audit would be presented to the Board at the February meeting by our Auditor Chris Jones of Plante & Moran. 
6.    Committee Report
6.1    Robert Sochacki inquired about the Library’s policy on cell phone use.  Julie explained that there are designated areas where patrons are allowed to use cell phones in the Library and this is covered in the Code of Conduct.  No additional policy for cell phone use is needed.
7.    Announcements and Comments
7.1    The next Finance Committee meeting will be held on Tuesday, February 22, 2011 at 10:00 a.m. in the Carlo Meeting Room.

7.2    A Personnel Committee Meeting was scheduled for Thursday, February 24 at 7:00 p.m. prior to the Regular Board of Trustees Meeting.

7.3    A Board Study Session was set for Thursday, February 10 at 7:00 p.m. in the Youth Storytime Room.  At this Study Session the Board of Trustees should be prepared to set goals for the Board and differentiate the goals and responsibilities of the Director from those of the Board.  Julie will develop an agenda for the Study Session and send it to the Trustees prior to the meeting.  The goals of the Strategic Plan will be reviewed and issues will be discussed to develop an Action Plan for Trustee involvement.

MOTION: Paul Snyder made a motion to adjourn the Regular Meeting.  Robert Sochacki seconded the motion.  Motion passed.  The Meeting was adjourned at 8:35p.m.

Respectfully Submitted,
Mike DeFrancesco Secretary
JW 2/8/2011

Library Board of Trustees Meeting Minutes for Thursday, June 23, 2011

NORTHVILLE DISTRICT LIBRARY BOARD OF TRUSTEES
Regular Meeting Minutes
Thursday, June 23, 2011 - 7:30 p.m.
Northville District Library Carlo Meeting Room

1. Chairperson Joe Corriveau called the Regular Meeting to order at 7:30 p.m.

1.1 Roll Call - Present: Trustees Joe Corriveau, Jean Hansen, Paul Snyder, Jim Morché, Mike DeFrancesco, Robert Sochacki and Suzanne Miller. Also present: Julie Herrin, Director; Anne Mannisto, Assistant Director; Judith Williams, Administrative Assistant; and Jennifer Gustafson, President of the Friends. Staff member Dorie Freebury was also present in the audience.
Absent: None.

1.2 Approval of the Agenda: MOTION: Jim Morché requested the addition of a discussion point to review a proposal for goals for the Board under item number 7 of the agenda. Mike DeFrancesco made a motion to approve the agenda with the addition. Robert Sochacki seconded the motion. Motion passed.

1.3 Approval of the Regular Board Meeting Minutes for May 26, 2011: MOTION: Jean Hansen made a motion to accept the minutes for the Board Meeting of May 26, 2011 as corrected. Paul Snyder seconded the motion. Motion passed.

1.4 Citizen Comments: None

2. Correspondence: None

3. Director's Report:

Statistics: Julie reported that the circulation statistics and the door count for the month of May 2011 are still significantly lower than 2010, due to the closing and reopening of the Novi Library. She also stated that the door count reflected lower numbers due to the battery failure that was discovered late in the month. All of the statistical reports that were affected by the closing of the Novi Library have now been identified with an asterisk to explain the atypical circulation numbers.

Youth Programming: 600 children have already signed up for the Youth Summer Reading Program this year. The Youth Department reached more children when it sent notices to local residents through the Northville Public School Listserv. Julie thanked the Friends of the Library for their assistance in registering Summer Reading participants. Many of the Tween activities are already full. The first Summer Reading activity had 175 attendees, while the craft activity had 135.

Adult Programming: There are 155 individuals enrolled in the Adult Summer Reading Program. The Foreign Film hosted 56 viewers. The Book Discussion had 26 participants.

Teen: 42 teens participated in the Creative Cupcakes Program. There are 111 signed up for the Teen Summer Reading Program.

Staff: Julie reported that the open Circulation Clerk position has been filled. Elizabeth Erdody, a former substitute clerk, has been hired to fill this position and will start on June 30. Several staff members have attended webinars and workshops again this past month. Anne Mannisto and Julie Herrin attended the American Library Association Town Hall webinar. Julie also attended an Ebook webinar and Patricia Garavoglia attended a Sky River webinar for cataloging. There were 82 volunteer hours this past month.

Public Relations: The Summer Newsletter was delivered to Northville residents the first week of June. The Farmers Market is sponsoring a booth for different non-profit groups this year. The Library will have a booth on June 30. Julie requested Board Members to help staff the booth from 8:00 a.m. to 3:00 p.m. Staff members will also assist. The first of three joint programs with Parks and Recreation, Fun Friday Flicks, will be held in the park at the east side of the Library on June 24. The rain location is the Community Center.

State of Michigan News: State Aid has been increased from $0.1890 per capita to $0.2219 per capita. This means that there will be an increase in State Aid from $5,196 to $7,648 this year based on population. Julie also noted that $950,000 in state funds has been allocated for Michigan E-Library (MELCAT and MEL databases).

Technology/Facilities: Julie reported on a power event that was experienced in the Library on June 6 that burned out data switches and data cards on each of the printers in the building at a replacement cost of $3,600. An assessment of the electrical system in the Library has identified a need for new surge suppressors for the power line into the building and at each of the circuit boxes, as well as a Universal Power Source (UPS) for the Server Room. The Library is seeking competitive bids for the required equipment. The Friends have paid for several energy-saving upgrades to the building and grounds. The Library has replaced the parking lot lights with more efficient bulbs and replaced the timer with a photo cell. The timer for the soffit lights near the staff entrance has also been put on a photocell. The Library has also installed a rain gauge that will control the underground sprinklers.

4. Friends Report:

Jennifer Gustafson reported that the Friends are volunteering at the Art House for their events weekend on June 25th. The Friends will be sending certificates to the businesses that sponsored the printing of the Summer Reading T-shirts. She reported that the Friends assisted with registration for Summer Reading for the first 3 days. Planning for the Wine Tasting and Silent Auction event in August is underway. It will be held at Rocky's on 7 Mile on Wednesday, August 17, from 7 to 9 p.m. Tickets will go on sale on July 15th. The Friends will work with Librarians to have a bookmark design contest, possibly in the fall. The Friends are also developing a listserv to promote better communication among all the NDL Friends. The Friends are continuing to work with the Library Administration and the Development Committee for the continued benefit of the Library. To that purpose, the Friends have developed a policy statement regarding their support of Development activities and their focus on funding activities to the Library. Jennifer encouraged the Library Administration to ask the Friends to fund the surge suppressors and UPS needed for the Library's electrical system.

5. Budget and Finance Review:

5.1 MOTION: Treasurer Jean Hansen made a motion to approve payment of the Northville District Library List of Bills over $1,000 for June 2011. Paul Snyder seconded the motion. Motion passed.

5.2 Jean distributed the May 2011 Financial Reports. She reported that the Fiscal Year is approximately half over and the expenses are on track. She commented on the potential loss of approximately $80,000 in tax revenue that would be the result of the elimination of the Personal Property Tax.

6. Committee Reports:

6.1 The Policy Committee met on Wednesday, June 22, to continue development of new and review of existing policies. MOTION: Committee Vice-chair Robert Sochacki presented the Policy regarding ADA compliance for a second reading and made a motion to accept it. Paul Snyder seconded the motion. Motion passed.

6.2 Robert presented the revised Policy on Library Cards, which states that the Northville District Library does not sell non-resident Library Cards, for a second reading. MOTION: Jean Hansen made the motion to adopt the revised Policy on Library Cards. Robert Sochacki seconded the motion. Motion passed.

6.3 Robert presented a draft of the Committee's newly developed Policy on Endowments. Jean Hansen suggested a slight revision. This draft, expressing the purpose of and support for the Endowment, was presented for first reading. MOTION: Mike DeFrancesco made a motion to adopt this policy for first reading. Jim Morché seconded the motion. Motion passed.

6.4 The Policy on Citizens Comments to the Library Board of Trustees Meetings was reviewed and it was determined that no changes were required. MOTION: Paul Snyder made a motion to reaffirm the policy. Mike DeFrancesco seconded the Motion. Motion passed.

6.5 The Policy on Appeals to the Board of Trustees was also reviewed and the determination was that no changes were required to this Policy. MOTION: Jean Hansen made a motion to reaffirm the policy; Suzanne Miller seconded the Motion. Motion passed.

The next Policy Committee Meeting is scheduled for Wednesday, July 27, at 7 p.m. in the Youth Storytime Room to review the Policy on the Request for Information by Law Enforcement (including the Patriot Act) and the Board of Trustees By-Laws. Committee members will be reminded by email.

7. Announcements and Comments

7.1 Julie reported that she will be attending a seminar in Cleveland on July 28, which is the scheduled July Board Meeting Date, and Anne will be giving the Directors Report in her absence.

7.2 Jim Morché read several items for consideration by the Board as Goals for Board achievement. After discussion the Board agreed that Trustees will participate in community activities that will identify them as Library Board Members. Promoting the relevance of the Library is also a goal of the Strategic Plan.

7.3 The next Board Meeting will be on Thursday, July 28, 2011 at 7:30 p.m. in the Carlo Meeting Room.

7.4 The next Finance Committee Meeting will be held on Tuesday, July 26, 2011 at 10:00 a.m. in the Youth Storytime Room.

7.5 Jean Hansen inquired about the Institutional Membership for the Library in MLA. Julie responded that last year the Library only had an Institutional Membership; however, this year funding has allowed the Library to support Individual Memberships for the Librarians. Jean stated that the Institutional Membership allowed a discount on the Individual Memberships that may be worthwhile. Jennifer Gustafson stated that the Friends may be able to fund the cost of individual memberships in MLA.

MOTION: Robert Sochacki made a motion to adjourn the Regular Meeting. Mike DeFrancesco seconded the motion. Motion passed. The Meeting was adjourned at 8:37 p.m.

Respectfully Submitted,
Mike DeFrancesco Secretary
JW 6/29/2011

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