Northville District Library

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Phone: 248-349-3020

Library Board of Trustees Meeting Minutes

Library Board of Trustees Meeting Minutes for Thursday, February 23, 2012

1. Call to Order: Vice Chairperson Paul Snyder called the Regular Meeting to order at 7:31p.m.and noted that there was not a quorum in attendance.

1.1 Roll Call - Present: Trustees Jean Hansen, Paul Snyder, and Mike DeFrancesco. Also present: Julie Herrin, Director; Anne Mannisto, Assistant Director; Judith Williams, Administrative Assistant. Plante Moran representative Chris Jones and Jamie Montague were in attendance to present the 2011 Audit. Staff member Patricia Garavoglia was in the audience.
Absent: Joe Corriveau, Suzanne Miller, Robert Sochacki, and Jim Morché.

2. Audit Presentation:

Chris Jones presented the audit of the Library for 2011 and once again it was "unqualified". He asked the Board members in attendance for any questions they might have about the Audit. He discussed the fact that Headlee will only allow property taxes to increase at a slow and measured rate, even though the tax values dropped at a much more rapid rate. In response to a question about the recommended size of the Reserve Fund given the economic climate, he stated that it would depend on future building needs, but that 20 to 35% of the budget was a good rule of thumb. He also discussed the Retiree Health Care liability and steps that the Library might consider to reduce the amount of the liability. He also stated that it is required that the Retiree Health Care liability be assessed every 3 years.

Mr. Jones directed the Board's attention to the definitions on page 12 of the Audit, with particular emphasis on the distinction between "committed" and "assigned". He suggested that the Board should consider if they wish to use the term "committed" for any Fund Balance. If so, this should be done before the end of the Fiscal Year.

No action could be taken to accept the Audit at this time without a quorum.

3. Director's Report

Statistics: Julie Herrin reported that the circulation statistics have increased 2% over last year with the door count up 4.68%. E-book usage was up over 95% compared to last year. Database usage is also up from last year and it is believed that the recent Database classes was factor.

Youth Programming: There were 36 Youth programs last month with a total of 839 children attending.

Adult Services Programming: There were 9 Adult Programs this past month with a total of 211 people participating. Programs included the Adult Book Discussion; a program on How to Select a Financial Advisor; Digital Photography Basics; Reference USA; a program on Savvy Travel Tips; and the DIA Speaker on the Rembrandt exhibit there.

Teen Services: 32 high school students and parents attended a Real Research program. Preparations continue for The Battle of the Books, which will be held on March 7 at the Northville High School.

Collections: The Library has been granted copyright clearance to digitize the Northville Record from 1869 to the present. The Friends have agreed to contribute $36,000 to fund this project. Library staff will be interviewing vendors for the project on February 29. The Library is also adding Play Station 3 games to its growing electronic games collection.

Staff: Assistant Director Anne Mannisto and Director Julie Herrin attended an OCLC Webinar on Your Library's Future.

Facilities: The metal halide light fixtures on the pillars around the atrium need to be replaced. One of the globes from a fixture disintegrated and part of the fixture has been removed. We have been working with Gasser Bush, the original supplier of the fixtures when the Library was built, regarding replacing the fixture and a possible warranty due to the nature of the fixture's failure. The initial estimate for replacement is around $1,600 per fixture for 16 fixtures. Replacement fixtures should be much better for energy conservation than the current metal halide ones.

Public Relations: The Library will be participating in a community based public awareness campaign, "Geek the Library". This campaign will help the Library realize part of the Strategic Plan to promote the relevance of the Library in the community, as well as raise awareness of the critical need for financial support. The program is funded by the Gates Foundation and OCLC and provides materials and a manual to assist in the facilitation of the campaign. Julie will be presenting the details of the campaign to the staff on March 1 at a Staff Meeting. It is hoped that it will be rolled out during National Library Week in April. Board Members who volunteered for the Strategic Planning Relevance Committee will be on the "Geek the Library" Committee.

4. Friends Report: Friends Board member Judy DeFrancesco reported on recent activities of the Friends. She noted that the Friends Annual Meeting will be held on Wednesday, March 28. The Book and Author Luncheon featuring Kevin Boyle, author of "Arc of Justice," will be held on May 29. Tickets will be on sale from April 15 to May 15 here at the Library. Judy reported she is cross checking the Books for Babies Program with new Library Cards to evaluate the success of the program during its first year. She also reported that the Gift Store will soon be offering gift certificates.

5. Budget and Finance Review:

5.1 Treasurer Jean Hansen was unable to present the List of Bills over $1,000 for February 2012, as a motion for payment could not be made without a quorum.
5.2 Jean distributed the January 2012 draft Financial Report. Motions regarding the Financial Report will be presented at the next Board Meeting.

6. Committee Reports

6.1 Personnel Committee:
Jean Hansen presented the Director's Performance Evaluation for 2011, held on Thursday January 5, 2012, and reported that all of the marks were 4.8 or better for all areas on a scale of 1 to 5. The official copy of the Director's Performance Evaluation will be placed in her personnel file.
6.2 Development Committee:
Julie reported that the Development Committee met and decided to proceed with a fundraiser with Genitti's. This will be sometime in October to coincide with the Library's 16th birthday.

7. Announcements and Comments

7.1 A Special Board Meeting was scheduled for Monday, February 27 at 7:30 p.m. in the Youth Storytime Room to complete required official Board Meeting business. Julie will contact Board Members to assure that a quorum is able to attend.


Respectfully Submitted,

Mike DeFrancesco, Acting Secretary
JW 2/24/2012

Library Board of Trustees Meeting Minutes for Thursday, February 27, 2012 - Special Meeting

1. Call to Order: Vice Chairperson Paul Snyder called the Special Meeting to order at 7:30 p.m.

1.1 Roll Call - Present: Trustees Joe Corriveau, Jean Hansen, Paul Snyder, and Mike DeFrancesco and Suzanne Miller. Also present: Julie Herrin, Director; Anne Mannisto, Assistant Director; Judith Williams, Administrative Assistant.  Staff member Patricia Garavoglia was in the audience.
Absent: Trustees Robert Sochacki, and Jim Morché.
1.2 Approval of the Agenda: MOTION: Mike DeFrancesco made a motion to approve the agenda as presented seconded by Jean Hansen. Motion passed.
1.3 Approval of the Regular Board meeting Minutes for January 26, 2012: MOTION: Mike DeFrancesco made a motion to accept the minutes for the Regular Board Meeting of January 26,2012. Joe Corriveau seconded the motion. Motion passed.
1.4 Approval of the Meeting Minutes from the Regular Meeting of February 23, 2012 will take place at the next Regular Board Meeting.
1.5 Citizens' Comments: none


2. Budget and Finance Review:

2.1 MOTION: Treasurer Jean Hansen made a motion to approve payment of the Northville District Library List of Bills over $1,000 for February 2012. Suzanne Miller seconded the motion. Motion passed.
2.2 Jean distributed the January 2012 Financial Reports. She noted that liability Insurance which was paid in full for the year was much lower than budgeted, coming in at $13,605 due to a credit received from the prior year. In light of this and with clearer information regarding several revenue items, she proposed three amendments to the 2012 Operating Budget. MOTION: Jean Hansen moved to reduce the Budget for State Aid from $15,000 to $10,000. Mike DeFrancesco seconded the motion; motion passed. MOTION: Jean Hansen moved to reduce the Interest Income from $3,000 to $200. Suzanne Miller seconded the motion. Motion passed. MOTION: Jean Hansen moved to reduce the expenditure for Liability Insurance from $24,000 to $13,605. Mike DeFrancesco seconded the motion. Motion passed.
2.3 Jean noted that the Audit from Plante Moran had been reviewed at the Regular Meeting on February 23, 2012, with auditor Chris Jones present. MOTION: Jean Hansen moved to accept the Audit for the 2010-2011 Fiscal Year. Mike DeFrancesco seconded the motion. Motion passed. MOTION: Jean Hansen made a motion to move the $142,097.88 remaining in the FY 2011 Fund Balance to the Reserve Fund with $25,302 to go into Building Preservation and the remainder to go into the Future Unfunded Expenses. Mike DeFrancesco seconded the motion. Motion passed. MOTION: Jean Hansen moved to distribute the $51,247.24 to Future Unfunded Expenses. Suzanne Miller seconded the motion. Motion passed. Jean also noted that Chris Jones stated that, in these uncertain economic times, he recommended that the Reserve Fund be at 20% - 35% of Operating Income.

3. Director's Evaluation
MOTION: Jean Hansen moved to accept the Director's Evaluation for 2011 as presented at the Regular Meeting on February 23, 2012. Suzanne Miller seconded. Motion passed.

4. Committee Report: Personnel Committee
Paul Snyder reported that the Committee recommended that the 3 non-union staff, Julie Herrin, Anne Mannisto, and Judith Williams, all receive a $1,000 one-time payment as well as an offset stipend to cover the increased Health Care Premium for the amount they will pay in excess of the current 10%. MOTION: Jean Hansen moved to pay the non-union staff of Director, Assistant Director, and Administrative Assistant a one-time sum of $1,000 and the offset stipend for Health Care that will increase as of June 2012. The motion was seconded by Joe Corriveau. Motion passed.

5. Executive Session: MOTION: Jean Hansen made a motion to move to a closed Executive Session for the purpose of discussing contract negotiations. Motion was seconded by Paul Snyder. The motion was passed by unanimous roll call vote and the Bpard moved to a Closed Session at 7:50 p.m.

6. Announcements and Comments:

6.1 The next Board Meeting will be on Thursday, March 22, 2012 at 7:30 p.m. in the Carlo Meeting Room.

6.2 The next Finance Committee Meeting will be held on Tuesday March 20k 2012 at 10:00 a.m. in the Carlo Meeting Room.

MOTION: Joe Corriveau made a motion to adjourn the Special Meeting, seconded by Mike DeFrancesco. Motion passed. The Special Meeting was adjourned at 8:15 p.m.1


Respectfully Submitted,

Joe Corriveau, Secretary
JW 3/8/12


Library Board of Trustees Meeting Minutes for Thursday, March 22, 2012

1. Call to Order: Chairperson Robert Sochacki called the Regular Meeting to order at 7:35 p.m.

1.1 Roll Call - Present: Trustees Robert Sochacki, Jean Hansen, Paul Snyder, Mike DeFrancesco and Suzanne Miller. Also present: Julie Herrin, Director; Anne Mannisto, Assistant Director; Judith Williams, Administrative Assistant. Staff member Suzanne Schimanski-Gross was in the audience.
Absent: Trustees Joe Corriveau and Jim Morché.
1.2 Approval of the Agenda: MOTION: Jean Hansen made a motion to accept the agenda as presented. Mike DeFrancesco seconded the motion. Motion passed.
1.3 Approval of Regular Board Meeting Minutes of 2/23/2012: Paul Snyder made a motion to approve the minutes as amended. Suzanne Miller seconded the motion. Motion passed.
1.4 Approval of Special Board Meeting Minutes of 2/27/2012: Jean Hansen made a motion to approve the minutes for the Special Meeting of 2/27/2012. Paul Snyder seconded the motion. Motion passed.

1.5 Approval of the Executive Session Minutes of 2/27/2012: Jean Hansen made a motion to approve the minutes. Mike DeFrancesco seconded the motion. Motion passed.

2. Director's Report

Statistics: Julie Herrin reported that the circulation statistics have increased 9.5% over last year with the door count up 14%. E-book usage was up over 65% compared to last year. MEL database usage is slightly down from last year as are NDL database sessions; however, NDL database searches are up 67% probably due to classes.
Youth Programming: There were 21 Youth programs last month with a total of 425 children attending. The Magic Show held today hosted 118 children and caregivers.
Adult Services Programming: The Adult Book Discussion had 17 participants. The Foreign Film hosted 57. The Program on Gardening featuring Janet Macunovich, which was held in the Community Center, had 102 attendees. The Ebook program was attended by 40 patrons.
Teen Services: The 6th annual Battle of the Books, which was funded by the Friends of the Library, was held at the Northville High School on March 7. There were 150 contestants in 29 teams and a full audience of 250 parents and supporters. Seventeen volunteers from the Friends and the High School National Honor Society helped to make this event a great success. .
Collections: The Library has added a subscription to Consumer Reports online with remote access to its electronic resources.
Staff: Karen Fehl participated in a webinar on Marketing in Public Libraries. Assistant Director Anne Mannisto and Director Julie Herrin attended the Public Library Association (PLA) Conference in Philadelphia. There were many sessions on the future of Public Libraries and ebooks, as well as on serving the local community. Four of the Youth Librarians attended Spring Institute, a conference specifically for youth services librarians. Judith has submitted her intent to retire at the end of June after 10 years of service.

3. Friends Report: The Friends Annual Meeting will be held on Wednesday, March 28 at 7:30 p.m. The Book and Author Luncheon featuring Kevin Boyle, author of "Arc of Justice," will be held on Tuesday, May 29. Tickets will be on sale from April 15 to May 15 here at the Library.

4. Budget and Finance Review:

4.1 Treasurer Jean Hansen presented the List of Bills over $1,000 for March 2012 and made a motion for the approval of payment. Mike DeFrancesco seconded the motion. Motion passed.
4.2 Jean made a motion to pay the $423,000 Debt Services payment that is due by April 1. Mike DeFrancesco seconded the motion. Motion passed.
4.3 Jean noted that the Reserve Fund has now been adjusted to reflect the revision to the Budget.
She also reported that the Endowment Fund had $13,994 available for disbursement to the Library if desired. The Board determined that $1,000 would be requested for special purchases to be added to the collection and denoted as the Endowment Collection. Resolution 2012-03: In the absence of Board Secretary Joe Corriveau, Acting Secretary Suzanne Miller read the Resolution authorizing the disbursement from the Endowment. Jean Hansen made a motion to adopt Resolution 2012-03. Mike DeFrancesco seconded the motion. The Resolution was passed by a unanimous roll call vote of the attending Trustees.

Paul Snyder presented an advertisement for an embossing seal and suggested that this be purchased and used to enhance the recognition of these added materials.

5. Committee Reports

5.1 Development Committee: The next meeting of the Development Committee will be on Tuesday, April 17, at 7:00 p.m. in Room B of the Carlo Meeting Room.
5.2 The Relevance Committee, now focused on Geek the Library, will meet on Tuesday, March 27 in the Youth Storytime Room. This committee will now be referred to as the "Geek the Library" Committee and will oversee this year long Public Relations campaign. The "Geek" campaign ties in nicely with the Strategic Goal of creating a perception of the Library's relevance in the community. Committee members include Trustees Suzanne Miller, Robert Sochacki, Jean Hansen and Joe Corriveau and staff members Karen Fehl, Judy McIntosh, Suzanne Schimanski-Gross, and Dorie Freebury.

6. Announcements and Comments

6.1 The next Board of Trustees Finance Committee meeting will be held at 10:00 a.m. on Tuesday, April 24 in the Carlo Meeting Room.
6.2 The next Regular Board of Trustees Meeting will be on Thursday, April 26, at 7:30 p.m. in the Carlo Meeting Room.

MOTION: Paul Snyder made a motion to adjourn the March Regular Board Meeting. Suzanne Miller seconded the motion. Motion passed. The Meeting was adjourned at 8:20 p.m.

Respectfully Submitted,

Suzanne Miller, Acting Secretary
JW 4/11/2012

Library Board of Trustees Meeting Minutes for Thursday, April 26, 2012

1. Call to Order: Chairperson Robert Sochacki called the Regular Meeting to order at 7:36 p.m.

1.1 Roll Call - Present: Trustees Robert Sochacki, Jean Hansen, Paul Snyder, Mike DeFrancesco, Joe Corriveau and Jim Morché. Also present: Julie Herrin, Director; Anne Mannisto, Assistant Director; Judith Williams, Administrative Assistant; and Friends President Carol Oldenburg. Staff member Dorie Freebury was in the audience.
Absent: Trustee Suzanne Miller.
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 3/22/2012: Jim Morché made a motion to approve the minutes as presented. Mike DeFrancesco 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 slightly this month over last year, and are up 1.68%. The door count is down very slightly. Downloadable audiobook and e-book use is up 67% over last year and NDL database searches are up 58%. Use of the public computers remains steady.
Youth Programming: There were over 1,000 children attending 35 youth programs this past month.
Adult Services Programming: The Adult Book Discussion again had 17 participants. The Foreign Film hosted 61. The Program on the Titanic, which was held in the Community Center, had 100 attendees. There were 46 individuals at the 1940 Census Program and 30 attendees at the How to Invest presentation. The program on the Job Career Accelerator hosted 6 people. A collection of 164 books was delivered to Allan Terrace by Paul Snyder and Joe Thomas.
Collections: A portrait of William Maybury will be on long term loan from the DIA. The portrait was painted as part of the Public Works of Art Project (1933-34). It will be displayed in the Local History Room.
Staff: Michael McEvoy suffered a serious fracture of his left ankle, requiring surgical reconstruction. He will be out for at least a month recuperating. Allison Brueckner and the Computer Pages are filling in where they can and Michael will be working from home electronically as needed. Youth Librarians Dorie Freebury, Laura Curtsinger and Nancy Clarizio attended a webinar on great books for boys. Wendy Mutch attended a Local History Conference. Eight librarians attended a Webinar on ValueLine, the Library's investment database. With the April 30 deadline for submission approaching, the Library has so far received several qualified applications for the Administrative Assistant position, open due to Judith's retirement.
Facility: The sign for the newly renovated Teen Area has been installed and an article about the renovation was featured in the Northville Record. The replacement of the light fixtures on the pillars surrounding the stairs has not progressed as quickly as hoped, but is still in process.
PR: Julie reminded the trustees to sign up for the NDL e-news.

4. Friends Report: The Friends Annual Meeting was held on Wednesday, March 28 at 7:30 p.m. Carol Oldenburg was elected as the new President of the Friends. Regina Mingela is the new Corresponding Secretary. All other officers remain the same. The Friends gave almost $70,000 to the Library over the past year. Current membership of the Friends is 280. The Book and Author Luncheon featuring Kevin Boyle, author of "Arc of Justice," will be held on Tuesday, May 29. Tickets will be on sale from April 15 to May 15 here at the Library. The Friends will be displaying examples of their activities to support the Library and encourage membership in the main entrance show case

5. Budget and Finance Review:

5.1 Treasurer Jean Hansen presented the List of Bills over $1,000 for April 2012 and made a motion for the approval of payment. Mike DeFrancesco seconded the motion. Motion passed.
5.2 Jean made a motion to transfer $32,803.08 from the operating account to the Endowment. This is the amount of the donation made payable to the Library from the Christine Hinkle Estate. Jim Morché seconded the motion. Motion passed.
5.3 Jean reported that the year is about 1/3 complete and everything seems on track at this time. Most of the revenue has been received for this Fiscal Year. One distribution of State Aid has been received. She noted that funds from the Operating J Bond Fund are being transferred to the Operating checking account since the interest paid on the Bond Fund is less than fees charged to the checking account if the balance falls below a specified level. Julie reported that, once projections are received from the City and Township, work can begin on the 2013 Budget, which will be presented to the public at a hearing in August.

6. NDLEA Union Contract Discussion

6.1 Julie reported that the NDLEA had ratified the Union Contract at a membership meeting held last week. Step increases that were due but not allowed when there was no contract in place may now take effect, with the acceptance of the new contract by the Board of Trustees. The Board of Trustees has agreed to the payment of a one-time stipend of $1,000 for full-time employees and $500 for part-time employees who are union members, upon contract acceptance. This will be processed the first pay period in May 2012.
6.2 Staff members participating in the Library's Health Insurance plan will pay 20% of the total costs for medical insurance beginning in June 2012. All full-time employees receiving single person health insurance shall receive a stipend of $99.26 per month, all full-time employees receiving two-person health insurance shall receive a stipend of $224.88 per month and all full-time employees receiving family health insurance shall receive a stipend of $264.44 per month. The stipend shall be reviewed by the parties and adjusted in May 2013. The premium for a retiree, and for a spouse of the retiree as of the date of retirement, if the retiree and/or the spouse are not Medicare eligible, will be paid by the Library per the applicable vesting schedule.
6.3 Jean Hansen made a motion to accept the new contract as ratified by the Northville District Library Employee Association. Paul Snyder seconded the motion. Motion passed. Julie thanked the Employee Association for their high degree of professionalism during the negotiations.

7. Committee Reports:

7.1 Geek the Library Committee (formerly Relevance Committee) has begun working on posters of staff members. Julie requested that Board Members also volunteer to be photographed. The Geek the Library Campaign in-house kick-off will take place with the Summer Reading Program, and the 4th of July Parade will be the roll-out in the community. The next meeting of the Geek the Library Committee is Monday, April 30.
7.2 Development Committee - A report was presented on the annual Endowment Fund. There will be a fund raiser in October at Genitti's and there are plans to have a program on Planned Giving in May 2012. The next Sub-committee for the fundraiser meeting will be held on May 23 in the "A" side of the Carlo Meeting Room.

8. Announcements and Comments

8.1 The next Board of Trustees Finance Committee meeting will be held at 10:00 a.m. on Tuesday,
May 22 in the Carlo Meeting Room.
8.2 The next Regular Board of Trustees Meeting will be on Thursday, May 24, at 7:30 p.m. in the Carlo Meeting Room.

MOTION: Jim Morché made a motion to adjourn the April Regular Board Meeting. Paul Snyder seconded the motion. Motion passed. The Meeting was adjourned at 8:36 p.m.

Respectfully Submitted,

Joe Corriveau, Acting Secretary
JW 5/14/2012

Library Board of Trustees Meeting Minutes for Thursday, May 24, 2012

1. Call to Order:  Chairperson Robert Sochacki called the Regular Meeting to order at 7:35 p.m.

1.1 Roll Call - Present:  Trustees Robert Sochacki, Jean Hansen, Paul Snyder, Mike DeFrancesco, Joe Corriveau and Jim Morché.  Also present:  Julie Herrin, Director; Anne Mannisto, Assistant Director; Judith Williams, Administrative Assistant; and Friends President Carol Oldenburg. 
Absent:  Trustee Suzanne Miller.
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 4/26/2012:  Jean Hansen made a motion to approve the minutes as corrected.  Jim Morché 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 almost 9% this month over last year.  The door count is also up 9%.  E-book use is up 30% over last year and NDL database searches are mixed due to WorldCat no longer being available through MEL.  Use of the public computers remains steady. 
Youth Programming: There were almost 600 children attending 19 youth programs this past month.  The Cute and Cuddly Creatures Program, held this afternoon, had 153 attendees.
Adult Services Programming: The program on the Glory Days of Detroit had 68 attendees.  The Foreign Film hosted 59 and the program on Mango Languages had 8 very interested participants. 
Teen Services: The Teen Craft Program had 14 participants.
Collections: Librarian Wendy Mutch is working on a local history blog.  The oral history cassettes have been turned into MP3s and volunteers are transcribing them.  Graphic Science is scanning microfilm reels of the Northville Record and expects to complete this project by August.
Staff: An Administrative Assistant has been selected to replace Judith who is retiring at the end of June.  Carla Eggert will begin training on May 31.  Michael McEvoy will return to the Library on a part-time schedule beginning next week.  Allison Brueckner attended a conference put on by our Internet provider.  Anne Mannisto and Patricia Garavoglia attended a presentation on Freegal and Freading. 
Facility: The sign on the exterior wall of the Library (over the Book Drop) is being replaced due to sun damage.  We are still awaiting two proposals from a lighting consultant regarding the large fixtures on the columns around the stairwell.  The Library now has a Disaster Plan, provided by Serve Pro.  This is a requirement for the State Quality Standards and will be a valuable tool if there is ever an actual disaster within the Library.  Julie would like to set a Facilities Committee meeting when the lighting proposal is received to discuss our options with the atrium lighting, as well as to review the proposal that has been received for carpeting on the stairwell.  

4. Friends Report:

Carol Oldenburg, President of the Friends, reported that the Friends treasury continues on track.  The current membership stands at 141.  The Gift Store Friends Shopping Days held on May 4-6 were successful. Also, the Gift Book Program brought in several large gifts.  Preparations for the Spring Used Book Sale are in high gear under the direction of Paul Snyder, Jim Morché and Joe Thomas.  Mission Based Books has offered a selection of children’s books to be added to the sale.  This will be a positive enhancement to the sale as children’s books are extremely popular.  Books that do not sell will be donated to the Northville Civic Concern.  This provides the Friends an opportunity to further their community outreach efforts.  Carol stated that she has requested each Director to develop a description of their duties including the functions and processes involved, to provide a better backup for transitions.  The plan is to develop a Resource Manual for the Friends Board members.

5. Budget and Finance Review:

5.1    Treasurer Jean Hansen presented the List of Bills over $1,000 for May 2012 and made a motion for the approval of payment.  Mike DeFrancesco seconded the motion.  Motion passed.

5.2    Jean reported that the Fiscal Year is 44% complete.  The bulk of the revenue received from the City and Township has been transferred to the Operating checking account to offset the bank fees charged since the interest paid on the bond funds is so low.  Jean reported that the Library has a $9,000 credit with Consumers Energy on the budget amount paid during this past winter.  These funds will be drawn down going forward with the budget plan for this year.

6. Committee Reports:

6.1     The next Geek the Library Committee will be held on Monday, June 4.  Subjects for the Geek posters will continue to be photographed tomorrow morning, May 25, and next week on Thursday, May 31.

7.    Announcements and Comments

7.1    The next Board of Trustees Finance Committee meeting will be held at 10:00 a.m. on Tuesday,
June 26 in the Carlo Meeting Room.


8.2    The next Regular Board of Trustees Meeting will be on Thursday, June 28, at 7:30 p.m. in the Carlo Meeting Room.

MOTION: Paul Snyder made a motion to adjourn the May Regular Board Meeting.  Jim Morche’ seconded the motion.  Motion passed.  The Meeting was adjourned at 8:15 p.m.

Respectfully Submitted,
Joe Corriveau, Secretary
JW 6/4/2012

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.

Respectfully Submitted,

Joe Corriveau, Secretary
CE 07/02/12

Library Board of Trustees Meeting Minutes for Thursday, July 26, 2012

1. Call to Order: Chairperson Robert Sochacki called the Regular Meeting to order at 7:35 p.m.

1.1 Roll Call - Present: Trustees Robert Sochacki, Jean Hansen, Paul Snyder, Joe Corriveau and Jim Morché. Also present: Julie Herrin, Library Director; Anne Mannisto, Assistant Library Director; Carla Eggert, Administrative Assistant. Staff member Dorie Freebury was in the audience. Absent: Trustees Mike DeFrancesco and Suzanne Miller.

1.2 Approval of the Agenda: MOTION: Jim Morché made a motion to accept the agenda as amended. Paul Snyder seconded the motion. Motion passed.
1.3 Approval of Regular Board Meeting Minutes of 6-28-12: MOTION: Jean Hansen made a motion to approve the minutes as corrected. Paul Snyder seconded the motion. Motion passed.

1.4 Citizens' Comments: None.

2. Correspondence: Julie Herrin shared with the Board of Trustees a thank you note received from Judith Williams for the watercolor of the Library that the Library gave her as a retirement gift.

3. Director's Report

Statistics: Julie Herrin reported that the circulation statistics are steady, but we have almost doubled the amount of items going out to other libraries through ILL (Inter-Library Loan), with 1,780 checkouts so far this year compared to 981 last year. However, our patrons continue to borrow more items through ILL than we are loaning out, so we are still a net borrower. The door count is down 8.5% this month, while eBook use is up 23% and NDL database searches are up 64% compared to last year.

Youth Programming: The Summer Reading Program is continuing. We have 803 youth registered and 1,018 youth have attended the 17 programs held so far. Almost all of the youth programs have sold out with attendance at over 100.

Adult Services Programming: There are 203 adults registered for the Adult Summer Reading Program. The Foreign Film hosted 61 and the Book Discussion had 15 participants. The Etsy Program had 35 attendees. Eight people attended Drop-in Computer Tutoring. Allison is holding tutoring sessions on Thursday evenings for eBooks; so far fourteen people have attended.

Teen Services: The Teen Summer Reading Program has 184 registrants. There have been 5 teen programs held with attendance of 72. On Friday, July 20, there was a Mystery Lock-in Program for teens that was very successful.

Collections: The Library will add two new online services to our collection. The first is called Freegal which allows patrons to download music MP3s for free. The other is called Brainfuse, which is a homework help site providing live tutoring via chat for students from 2-11p.m. daily, as well as extensive online skill-building features.

Victorian Festival: The Victorian Festival is Friday, Sept. 21 through Sunday, Sept. 23, 2012. The Library will march in the parade on that Friday but we are also considering getting a booth at the Festival. However, this would require volunteers to staff the booth Friday night, and all day Saturday and Sunday. There was discussion about the feasibility of having a booth at the Festival and it was decided to forgo this idea and concentrate on the parade.

Electrical Event on Saturday, July 7, 2012: There was a bad neutral wire in one of our electrical panels that caused some electrical faults in the building. This damaged the handicap accessible doors and two change machines in the building. The surge suppressor stopped the problem with the neutral wire from damaging other equipment as well as our electrical panel, but now the surge suppressor needs to be replaced.

Staff: Our Serials Clerk Catie Carleton resigned her position to take an almost full-time position at The Henry Ford. We have hired a new staff member, Lisa Bachman, who is the current Serials Clerk at Redford Library, to take Catie's place. Lisa will start on August 6, 2012. Wendy Mutch attended a webinar on Digitization and Oral History.

PR: A portrait of William H. Maybury, which is on semi-permanent loan to the Library from the U.S. General Services Administration Fine Arts Program, was hung in the Local History Room. There will be articles in the Northville Record and online in the Northville Patch regarding the artwork.

Digitization Project: We have received the digitized copies of the Northville Record from 1980 to 1983. Michael has purchased the server that will be used for the digitized editions and it should be installed by the end of September.

4. Friends Report: The Friends Board did not meet in July so there was no report.

5. Budget and Finance Review

5.1 Bills over $1,000 for approval: Treasurer Jean Hansen presented the List of Bills over $1,000 for July 2012. MOTION: Jean Hansen made a motion for the approval of payment. Jim Morché seconded the motion. Motion passed.

5.2 Financial Report: Jean Hansen distributed the June 2012 Financial Reports. Jean reported that the Library is about 60% through our fiscal year. We are going to be over budget on Tax Refunds but we are doing well on Wages and Fringe Benefits. We have received the penal fines check from Wayne County and it is about $400 less than last year. We should be receiving the penal fines check from Oakland County soon. MOTION: Jean Hansen made a motion to amend the 2012 Budget to indicate that $1000 from the Endowment Fund is being budgeted to be used for acquisitions; seconded by Paul Snyder. Motion passed.

5.3 2013 Budget: Jean Hansen distributed the 2012- 2013 Proposed Budget and the five-year plan. The Proposed Budget for next year has been changed since last month to show an increase in revenue projection from the City as well as an increase in acquisition costs to 10% of projected revenue which matches the five-year plan. There was discussion regarding transfers to the Reserve Fund and how they appear on the Proposed Budget for next year. There was also discussion related to the five-year plan and whether or not millage projections should be included. It was decided to keep the column for a renewed millage in the spreadsheet.

5.4 Resolution for Public Hearing: Secretary Joe Corriveau presented Resolution 2012-04, which calls for a Public Hearing regarding the 2012-2013 Proposed Operating Budget and the publication of the Legal Notice of the Public Hearing. MOTION: Joe Corriveau made a motion to adopt Resolution 2012-04; Jim Morché seconded the motion. The Resolution was adopted by a unanimous roll call vote of the Trustees present.

5.5 Internal Funds Transfer Service Agreement: Julie Herrin reported that Comerica Bank is requiring more documentation for internal fund transfers. They have sent additional paperwork to be completed and approved by the Board allowing Julie and Anne to make transfers of funds between the Library's bank accounts. MOTION: Paul Snyder made a motion to allow Julie Herrin and Anne Mannisto to make transfers between bank accounts, seconded by Jean Hansen. Motion passed.

6. Committee Reports

6.1 Development Committee: The Development Committee met on July 19, 2012. The fundraiser at Genitti's will be held on Saturday, Oct. 13, 2012. The Committee worked on the mailing that is going out to all Chamber of Commerce members on August 1, 2012, soliciting sponsors for the fundraiser. Various forms of recognition go along with sponsorship, including having the company's name listed on the event program. Committee members will meet again on July 30, 2012 to stuff envelopes in preparation for the mailing. At the meeting scheduled for August 8, 2012 the Committee will work on a logo and designing the invitation.

7. Announcements and Comments

7.1 Confirm Meetings:
The next Regular Board of Trustees Meeting will be on Thursday, August 23, 2012, at 7:30 p.m. in the Carlo Meeting Room. The Public Hearing on the Budget will be held on Thursday, August 23, 2012 at 7:00 p.m., just prior to the regular August Board of Trustees Meeting.
The next Finance Committee Meeting will be held on Tuesday, August 21, 2012 at 10:00 a.m. in the Carlo Meeting Room.

7.2 External Signage: Jim Morché reported that there is a sign directing patrons to the Library at the intersection of Main Street and Wing Street but there is not a sign at the intersection of Wing Street and Cady Street. Mr. Morché stated that he had spoken with the Department of Public Works for the City of Northville and they are willing to install the sign if the Library purchases one. MOTION: Paul Snyder made a motion to purchase a library sign and ask DPW to install it at the corner of Wing Street and Cady Street, seconded by Jim Morché. Motion passed.

MOTION: Jim Morché motioned to adjourn the July Regular Board Meeting. Joe Corriveau seconded the motion. Motion passed. The Meeting was adjourned at 9:10 p.m.

Respectfully Submitted,

Joe Corriveau, Secretary
CE 07/31/12

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