Library Board of Trustees Meeting Minutes for Thursday, June 28, 2012
1. Call to Order: Chairperson Robert Sochacki called the Regular Meeting to order at 7:31 p.m.
1.1 Roll Call - Present: Trustees Robert Sochacki, Jean Hansen, Paul Snyder, Mike DeFrancesco, Suzanne Miller, Joe Corriveau and Jim Morché. Also present: Julie Herrin, Director; Anne Mannisto, Assistant Director; Judith Williams and Carla Eggert, Administrative Assistants; Friends President Carol Oldenburg. Staff member Wendy Mutch was in the audience
1.2 Approval of the Agenda: MOTION: Jim Morché made a motion to accept the agenda as presented. Paul Snyder seconded the motion. Motion passed.
1.3 Approval of Regular Board Meeting Minutes of 05-24-12: MOTION: Jim Morché made a motion to approve the minutes with corrections. Jean Hansen seconded the motion. Motion passed.
1.4 Citizens’ Comments: None.
2. Correspondence: None
3. Director’s Report
Statistics: Julie Herrin reported that the circulation statistics have increased 4.41% this month over last year. This increase may be due to the fact that we are now loaning audiovisual materials to other libraries through Interloan, though it may be due to pure growth in circulation. The door count is also up 3.2%. E-book use is up 58% over last year and NDL database searches are up 38%.
Programming: The Summer Reading Program has begun. The Friends assisted in registration for the first three days. So far, there are 628 youth registered this year compared to 600 last year, 171 adults signed up compared to 155 last year, and 175 teens registered compared to 111 last year.
Youth Programming: The Puppet Program had 117 attendees, the Crafts Program had 120 attendees, the Drop-in Storytime had 58 attendees, the Mad Science Program had 137 attendees and the tween Roller Coaster Program had 25 attendees.
Adult Services Programming: The program called Once Upon A Car had 50 attendees. The Foreign Film hosted 67 and the Book Discussion had 15 participants. The Download Class had 25 attendees. We will repeat this class again in the fall when Overdrive will be making some changes to their service.
Teen Services: The Teen Mosaic Tile Program had 30 participants and the Origami program had 23 attendees.
Teen Corps Volunteers: We have 21 teen volunteers in our Teen Corps this year. We will offer drop-in tutoring on using computers on Saturdays with the help of our Summer Reading Teen Corps volunteers.
Public Relations: The Library will march in the Fourth of July Parade and the Trustees are invited to participate. We will also have a booth at the Farmers Market on July 12, 2012 and we are looking for volunteers to staff the booth on this date.
Technology: Michael has purchased a new server for use with the Northville Record online project. He is also planning to replace the Public Internet Computers which are close to five years old. He is getting five bids from vendors and expects the purchase to cost $12,000-$13,000. Robert Sochacki asked what would happen to the old computers that are replaced. Julie reported that the library usually tries to give the equipment to another nonprofit group, but if we do not find any interested groups TLN has provided the name of a company that will pick up electronic waste for recycling.
Continuing Education: Anne attended a four-week online genealogy reference course and Julie attended a teleconference on Intermittent FMLA.
4. Friends Report:
Carol Oldenburg, President of the Friends, reported that the current membership stands at 195. They are working on adding more Friends to the Board and they are contacting those members who have expressed an interest via the membership form. They are also asking other members for recommendations for those who might be a good addition to the Board. The Friends of the Michigan Libraries has set up a website that will be a resource for Friends of Michigan Libraries groups. The website will have a listing of all donation and recycle centers as well as agencies that are looking for used books. The Friends finances continue to be ahead of last year. The Book and Author Luncheon was well attended and the Friends profit was $365.95. The used book sale May 31 to June 2 was successful with a profit of $1,219.51. The books that did not sell were distributed via the Northville Civic Concern. The Friends will take books to the Farmers Market on July 12. The Friends have received inquiries from both the Wayne and Oakland County Corrections Departments regarding the possibility of the Friends donating books. The condition of the books is unimportant which will make this a good resource for used books that are harder to sell or distribute. The Friends Board will not meet in July. The next meeting will be August 16, 2012.
5. Budget and Finance Review:
5.1 Treasurer Jean Hansen presented the List of Bills over $1,000 for June 2012. MOTION: Jean Hansen made a motion for the approval of payment. Mike DeFrancesco seconded the motion. Motion passed.
5.2 Jean reported that the Library has received 100% of its budgeted revenue. Jean asked if the check from the Endowment had been received and Julie advised that $500 was received with another $500 coming later. The budget for wages needs to be amended from $1,122,000 to $1,144,600 for the employee bonuses and increased staff hours. MOTION: Jean Hansen made a motion to approve this increase, seconded by Paul Snyder. Motion passed. Jean reported that the Fringe Benefits expense also needs to be amended due to increases in fringe benefit costs. MOTION: Jean Hansen made a motion to amend the budgeted amount for Fringe Benefits from $475,000 to $485,500, seconded by Mike DeFrancesco. Motion passed. Jean distributed the Proposed Budget for 2013 and the five-year budget plan to the other Trustees. There was discussion regarding the proposal on the State level to eliminate the Personal Property Tax, the effects of the millage expiration in 2015, and the need for a new millage. Expenses exceed revenues for the next five years which will reduce the reserve fund without a renewal of the millage. In the 2013 Proposed Budget, 95.8% of revenue is projected to come from taxes. Sixty-eight percent of expenses are from personnel costs, about 13% are from building maintenance and utilities, and 9.5% of expenses are related to acquisitions.
6. Committee Reports:
6.1 The Geek the Library Committee met on June 4, 2012. Subjects for the Geek posters were photographed and a Geek of the Week display will be put together based on the photographs. We are already on our 8th and 9th Geek Boards as they continue to be popular and patrons add what they geek to the boards. Allison continues to post to our online Geek wall and photo gallery as well. We will also be wearing our Geek shirts at the Fourth of July Parade and the July 12 Farmers Market.
6.2 The Development Committee met on June 26, 2012. The fundraiser at Genitti’s will be held on Saturday, Oct. 13, 2012. We are soliciting sponsors for that fundraiser. A letter will go out on August 1 to all Chamber of Commerce members regarding sponsorship. There will be four levels of sponsorship available: $1000, $750, $500 and $250. Invitations to the event are currently being designed.
7. Announcements and Comments
7.1 The next Regular Board of Trustees Meeting will be on Thursday, July 26, at 7:30 p.m. in the Carlo Meeting Room.
7.2 The next Facilities Committee meeting will be held on Tuesday, July 17, 2012 at 7:00 p.m. in the Carlo Meeting Room.
7.3 The next Finance Committee meeting will be help on Tuesday, July 24, 2012 at 10:00 a.m. in the Carlo Meeting Room.
MOTION: Jim Morché motioned to adjourn the June Regular Board Meeting. Joe Corriveau seconded the motion. Motion passed. The Meeting was adjourned at 8:50 p.m.
Joe Corriveau, Secretary