Northville District Library

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Friday - Saturday: 10am - 5pm
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Phone: 248-349-3020

Library Board of Trustees Meeting Minutes

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

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

1. Call to Order: Chairperson Robert Sochacki called the Regular Meeting to order at 7:35 p.m. following the Public Hearing on the Proposed 2012-2013 Library Operating Budget.

1.1 Roll Call - Present: Trustees Robert Sochacki, Jean Hansen, Mike DeFrancesco, Paul Snyder, Joe Corriveau and Jim Morché. Also present: Julie Herrin, Library Director; Anne Mannisto, Assistant Library Director; Carla Eggert, Administrative Assistant. Staff member Patricia Garavoglia was in the audience. Absent: Trustee Suzanne Miller.
1.2 Approval of the Agenda: MOTION: Jim Morché made a motion to accept the agenda. Paul Snyder seconded the motion. Motion passed.
1.3 Approval of Regular Board Meeting Minutes of 7-26-12: MOTION: Paul Snyder made a motion to approve the July 26, 2012 minutes as corrected. Jean Hansen seconded the motion. Motion passed.
1.4 Citizens' Comments: None.

2. Correspondence: None.

3. Director's Report

Statistics: Julie Herrin reported that circulation is up nearly 3% and eBook usage is up about 15%. Database usage is up 48% and the door count is also up 7%.
Youth Programming: The Summer Reading Program has ended. The Youth Summer Reading Program had 827 participants and 142 participants attended the Summer Reading Final Party.
Teen Services: The Teen Summer Reading Program had a record 209 participants, compared to 175 last year. There were five Teen Programs in August and 89 teens attended. The Drop-in Computer Tutoring on Saturday mornings that was staffed by the Teen Corps Volunteers this summer was successful, with 19 patrons taking advantage of the assistance. We would like to continue these Computer Tutoring sessions in the fall, as two of the volunteers have expressed an interest in continuing after the summer.
Adult Services Programming: The Adult Summer Reading Program had 222 participants. The Coney Dog Program had 80 attendees and the Foreign Film was attended by 65 patrons.
Staff: Julie attended a webinar entitled "Are Your Mental Models of a Library Holding You Back", and a webinar about getting decision makers into your library. Our new Serials Clerk, Lisa Bachman, has started as well as a new Computer Page, Sarah Milroy.
Collections and Services: Freegal, our new online service that allows patrons to download music MP3s for free, went live on August 9. Our other new online service, the homework help site Brainfuse, will be available beginning September 1. We have received all of the digitized copies of the Northville Record back from the vendor and are now transferring them to our server. The project should be complete in time for the Victorian Festival.
Community Reads: Julie passed around a brochure about the new Community Reads book Picking Cotton by Jennifer Thompson-Cannino and Ronald Cotton. The book is about a man wrongly accused of a crime who is later found to be innocent. The book is co-written by the accused and the accuser who have subsequently become friends. Jennifer Thompson-Cannino will visit the Novi Public Library on November 14, 2012. We will have a program on the Innocence Project which helps those wrongly convicted of crimes on Oct. 10, 2012 and a book discussion on Oct. 22, 2012.
Volunteer Event: We had our volunteer appreciation evening, Just Desserts, this past Tuesday, August 21. Feedback from those attending was positive. We hosted 39 volunteers and their families for a total of about 70 attendees.
Newsletter: Julie reported that the Fall Newsletter will be out on September 1, 2012.
Open House Dates: Julie distributed the list of upcoming Open Houses at the area schools and asked the Trustees to sign up to attend one if possible.

4. Friends Report: Carol Oldenburg, President of the Friends, reported that the Friends have donated $39,546.40 to the Library so far this year. The largest portion of this was disbursed this past week to pay for the project to digitize the Northville Record microfilm. The Friends have received payments from Mission Based Books very slowly and communication has been difficult. The Friends will contact Mission Based Books to discuss these issues. The sales of the Gift Store are up and expenses down slightly. The store is purchasing a much needed new cash register. Membership in the Northville District Library Friends continues to grow, with 227 members currently. The Library had a table at the Farmers Market on July 12, where the Friends distributed used books from the Book Cellar free of charge. The Friends also received a donation and note of thanks from a patron who was appreciative of Book Cellar volunteers who came to her home to pick up her book donations. National Friends of the Library Week is October 21-27, 2012 and the Friends are developing an event to thank and celebrate their members. Finally, a Bylaws Committee has been formed to review the Northville District Library Friends bylaws which were last reviewed in 2009.

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 August 2012. MOTION: Jean Hansen made a motion for the approval of payment of the bills over $1,000. Paul Snyder seconded the motion. Motion passed.
5.2 Financial Report: Jean Hansen distributed the July 2012 financial report, noting that we are 67% through our fiscal year. We have received the Penal Fines checks from Wayne and Oakland counties. The checks total $23,763 which is $3,763 over what was budgeted. The second State Aid payment of $7,731.56 was received from the State of Michigan. Jean explained that a portion of delinquent tax receipts are due to the Debt Services Fund from the Operating Fund where they were deposited. MOTION: Jean Hansen made a motion to transfer $10,382.95 from the Operating Fund to the Debt Service Fund; seconded by Paul Snyder. Motion passed. The Library needs to pay $32,000 to MERS (Municipal Employees Retirement System) for Retiree Health Care prefunding which is what was budgeted for the year. The library does not receive an invoice for this so it does not appear on the bills over $1,000 list. MOTION: Jean Hansen made a motion to pay MERS $32,000 for the Retiree Health Care prefunding; seconded by Mike DeFrancesco. Motion passed. MOTION: Jean Hansen made a motion to transfer $60,000 from the Operating Fund to the Reserve Fund for Facilities Preservation as budgeted for this fiscal year; seconded by Paul Snyder. Motion passed. MOTION: Jean Hansen made a motion to transfer $25,300 from the Debt Service Fund to US Bank for the October 2012 payment on the bonds; seconded by Jim Morché. Motion passed.
5.3 2013 Budget: Board Secretary Joe Corriveau read Resolution 2012-05 certifying the tax levies for the Operating and Debt millage and approving the 2012-2013 Budget for the Northville District Library. Resolution 2012-05 passed by a unanimous roll call vote of the attending Trustees.

Committee Reports

6.1 Development Committee: Julie Herrin reported that letters were sent to the Northville Chamber of Commerce members asking for sponsors for the Books and Beyond fundraiser at Genitti's that will be held on Saturday, Oct. 13, 2012. We have received $2,000 in sponsorships so far. Jack Doheny Supplies donated $1,000 and is the top sponsor at this point. We also received $250 sponsorships from Kelly & Kelly, PC; Jim and Martha Nield; TDS Metrocom; and Town & Country Eyecare. The Halo Creative Group donated $100, The Center Stage Dance Company donated $50, and P.F. Changs China Bistro donated two $25 gift cards. The Committee is currently working on designing the invitations that are scheduled to go out on Sept. 6. The next Development Committee meeting is Tuesday, September 18, 2012 at 7:00p.m..

7. Announcements and Comments

7.1 Confirm Meetings:
The next Regular Board of Trustees Meeting will be on Thursday, Sept. 27, 2012, at 7:30 p.m. in the Carlo Meeting Room.
The next Finance Committee Meeting will be held on Tuesday, Sept. 25, 2012 at 10:00 a.m. in the Carlo Meeting Room.
The next Facilities Committee Meeting will be held on Monday, Sept. 24, 2012 at 7:00p.m. in the Carlo Meeting Room.

MOTION: Mike DeFrancesco motioned to adjourn the August Regular Board Meeting. Jim Morché seconded the motion. Motion passed. The Meeting was adjourned at 8:45 p.m.

Respectfully Submitted,

Joe Corriveau, Secretary
CE 08/27/12

Library Board of Trustees Meeting Minutes for Thursday, September 27, 2012

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

1.1 Roll Call - Present: Trustees Robert Sochacki, Jean Hansen, Mike DeFrancesco, Paul Snyder, Suzanne Miller and Jim Morché. Also present: Julie Herrin, Library Director; Anne Mannisto, Assistant Library Director; Carla Eggert, Administrative Assistant. Staff member Suzanne Schimanski-Gross was in the audience. Absent: Trustee Joe Corriveau.
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 08-23-12: MOTION: Mike DeFrancesco made a motion to approve the August 23, 2012 minutes as corrected. Paul Snyder seconded the motion. Motion passed.
1.4 Citizens' Comments: None.

2. Correspondence: None.

3. Director's Report

Statistics: Julie Herrin reported that circulation is down about 3% and the door count is down about 2%. Database searches are up over 100%. There were 164 users of Freegal who downloaded 755 songs so far in September.
Youth Programming: Our fall programming has started and we have had 300 youth attend 13 programs.
Adult Services Programming: The Adult Book Discussion Program had 18 participants. The Foreign Film was attended by 68 patrons and the Victorian Gardening Program had 43 attendees.
Teen Services: The creations from the Teen Altered Books Program were displayed at the Northville Art House and 80 people visited the display.
Staff: Julie reported that the Open Houses at the schools were a success, with Nancy Clarizio, Dorie Freebury, Julie Ramsden, Laura Curtsinger, Suzanne Schimanski-Gross, Karen Fehl, Cynthia Simpson, Anne Mannisto and Julie Herrin all attending them at various schools, along with Board Members. Dorie attended a webinar on Getting Ready for K-8 Research and Karen attended a webinar on Gale Research Databases. Julie, Allison Brueckner and Julie Ramsden attended Overdrive Training Seminars. Allison also attended a workshop on the Children's Internet Protection Act. Six librarians will be attending the Michigan Library Association (MLA) Conference in November. Julie, Carla and Wendy Mutch will attend the MERS Conference next week. Julie will record a video for the Northville Patch on Tuesday, Oct. 2.
Collections and Services: Julie reported that the digitization of the Northville Record is complete, though staff are still working on the interface and correcting a few errors that have been found.
Technology: Julie reported that Michael McEvoy is planning to purchase 19 new public computers at a cost of $14,680. The current computers for the public are five years old and running Windows XP. They cannot run Windows 7 and the support for Windows XP is being discontinued.

4. Friends Report: Carol Oldenburg, President of the Friends, reported that the Friends have purchased a gift book to honor and thank Linda Schwelnus for her service as President of Friends when the previous president left office mid-term. Linda Bolam will join the Friends Board in October, taking the position of Corresponding Secretary as Regina Mingela transitions to Membership Chair. The duties of the Corresponding Secretary will be expanded to work with the Membership Chair to assist with membership correspondence and mailings. The Friends Board will be hosting an Ice Cream Social for the public, "Sundaes on Sunday", on Oct. 21, 2012 in recognition of National Friends of the Library Week. A volunteer is working on reviewing and consolidating the Friends old records to get them all into one location. The Gift Store continues to show a profit. Friends Member Sales will be held November 16-18, during which members will receive a 25% discount on purchases at the store. The Gift Book Program had four gift books last month. There are currently 234 members of the Friends; the Membership Committee will be reviewing dues, processes, timing and the membership form prior to the next membership year to try to find ways to increase membership. The next Used Book Sale will be held November 1-4, 2012. There will be a Friends Preview Night on Nov. 1 where Friends can buy a bag of books for $5. Jim Morché has volunteered to attend the Northville Chamber of Commerce meetings with the goal of building a stronger relationship between the Friends of the Library and the Chamber of Commerce. The Friends By-laws Committee met, reviewed the by-laws, and made a few minor revisions which will be presented to the Friends Board for approval at the next meeting.

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 September 2012. MOTION: Jean Hansen made a motion for the approval of payment of the bills over $1,000. Paul Snyder seconded the motion. Motion passed.
5.2 Financial Report: Jean Hansen distributed the August 2012 financial report, noting that we are 75% through our fiscal year. We have gone over budget on Tax Refunds but received more from Penal Fines and State Aid than was budgeted.

6. Committee Reports

6.1 Development Committee: Julie Herrin reported that the Development Committee met on September 18. We currently have ten sponsorships totaling $4,250 for the Books and Beyond fundraiser at Genitti's that will be held on Saturday, Oct. 13, 2012. We have also received donations from ten supporters that included monetary donations as well as gift certificates. The gift certificates will be included in gift baskets that will be raffled off at the event. So far 44 tickets for the event have been sold. We will hold a Donor Recognition Event in January. We normally have our Annual Giving Campaign in November. However, as that is close to the Books and Beyond event and there is no tax credit this year for donating, we have decided to move the Annual Giving Campaign to the spring.
6.2 Geek the Library Committee: Julie Herrin reported that the Geek the Library Committee met on September 25. We have produced 39 Geek posters and library patrons have filled 20 Geek boards. We will use the Geek boards in a display during National Library Week and will have a contest for kids in which they can win their own Geek poster. For Halloween we will wear our Geek shirts and set up a table in front of the library to pass out candy and Geek bookmarks to kids. We will hold a Food for Fines Program in December in which patrons can bring in a food donation for the Northville Civic Concern and the Library will waive their fines up to $5. As part of decorations for the holidays, we will ask patrons to write what they Geek on an ornament which we will display in the Library. Beginning next year we will shift into phase two of the Geek project where we will reach out to community leaders to emphasize the Library's benefit to the community. We have had patrons express an interest in buying their own Geek t-shirt, so we will also begin selling the t-shirts in the Friends Store.
6.3 Facilities Committee: Mike DeFrancesco reported that the Facilities Committee met on September 24. The carpeting on the main staircase will be replaced at an approximate cost of $2,900. The Library will also be soliciting bids to replace the carpeting in two work areas of the library where the carpeting is loose and could be a trip hazard. The Facilities Committee reviewed the lighting proposals submitted regarding the lights around the main staircase. The Committee recommended going forward with the proposal submitted by Library Design Associates. This will involve the manufacture of sixteen new light fixtures which will then be installed. It will take about two weeks for the design of the fixtures and then about ten weeks for fabrication. The cost for this project will be around $28,640. Allied will install the new fixtures and the installation cost will be $5,420. MOTION: Mike DeFrancesco made a motion to accept the bid submitted by Library Design Associates to replace the light fixtures around the main staircase. Jean Hansen seconded the motion. Motion passed. MOTION: Mike DeFrancesco made a motion to have Allied Building Maintenance install the light fixtures around the main staircase. Jean Hansen seconded the motion. Motion passed.

7. Announcements and Comments

7.1 Confirm Meetings: The next Board of Trustees Meeting will be held on Thursday, October 25, 2012, at 7:30 p.m. in the Carlo Meeting Room.
The next Finance Committee Meeting will be held on Tuesday, October 23, 2012 at 10:00 a.m. in the Carlo Meeting Room.
7.2 Meeting Attendance: Chair Robert Sochacki stated that this year, for the first time, the Board of Trustees was unable to hold a meeting due to lack of a quorum. Mr. Sochacki read from the Michigan Public Library Trustee Manual regarding attendance which states the following: "Trustees should attend all meeting as boards conduct their business at meetings and need attendance to function effectively. If you cannot attend all meetings, with exceptions for illness or emergencies, think about resigning your post to make room for someone who can fully participate." Mr. Sochacki stated that if a Trustee has regular conflicts that prevent him or her from attending meetings, that Trustee should resign. There are many other ways to support the library and if you cannot meet the commitment required, it is only fair to other Board members and those who elected you to resign. Jean Hansen stated she agreed with Mr. Sochacki and that if you run for public office that should be a number one priority.
7.3 Trustee Alliance Workshop: Paul Snyder reported that the Friends of Michigan Libraries Trustee Alliance Workshop will be held on Oct. 25, 2012 from 8:30 a.m. until 3:00 p.m. in Dexter, MI. Mr. Snyder stated that if any of the Trustees are able to attend, it is an excellent opportunity to network with other trustees.
7.4 Library Sign: Jim Morché reported that the library directional sign discussed at the July meeting has been purchased and delivered. It will be installed at the corner of Wing and Cady streets.

MOTION: Mike DeFrancesco motioned to adjourn the September Regular Board Meeting. Jim Morché seconded the motion. Motion passed. The Meeting was adjourned at 8:30 p.m.

Respectfully Submitted,

Robert Sochacki, Chair
CE 10/01/12

Library Board of Trustees Meeting Minutes for Thursday, October 25, 2012

1. Call to Order: Chair Robert Sochacki called the Regular Meeting to order at 7:30 p.m.

1.1 Roll Call - Present: Trustees Robert Sochacki, Jean Hansen, Mike DeFrancesco,
Paul Snyder, Joe Corriveau and Jim Morché. Also present: Julie Herrin,
Library Director; Anne Mannisto, Assistant Library Director; Carla Eggert, Administrative Assistant. Absent: Suzanne Miller, Trustee.
1.2 Approval of the Agenda: MOTION: Jean Hansen 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 09-27-12: MOTION: Paul Snyder made a motion to approve the September 27, 2012 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 circulation is up 3.6% and the door count is up 3%. Database statistics are up. The statistic on downloads on the monthly statistics report will now include audio books, eBooks and Freegal. Mr. Sochacki asked if a notation could be made to the bottom of the monthly statistics sheet for the next few months to indicate Freegal has been added to this statistic. In September 169 users of Freegal downloaded 848 songs, and so far in October 95 patrons have downloaded 533 songs. Our patrons accessed the Brainfuse database 932 times in September.
Youth Programming: Over 1,000 children attended 33 programs. We have had to cancel the Tuesday Storytime sessions for four and five year olds as all day kindergarten has significantly reduced attendance. We will continue to offer the Monday Storytime. There was a joint program with the Library and the Friends of Maybury on owls that was held at the Community Center and was very popular.
Teen Services: Battle of the Books will be held on March 20, 2013. Twenty-seven teens participated in the Halloween Lock-In. There were 10 attendees for a program on Research Databases and Brainfuse.
Adult Services Programming: The program How to Search for Vital Records had 23 participants. A program on downloading eBooks had 22 attendees. The Foreign Film was attended by 59 patrons. The Book Discussion had 15 attendees. An eReader demo program was attended by 15 patrons. Computer and eBook Tutoring had 13 attendees.
Community Reads-Picking Cotton: Over 90 patrons have checked out the book, Picking Cotton, and 63 people attended the Innocence Project Program. The author speaking engagement with Jennifer Thompson-Cannino, being held at the Novi Library on November 14, 2012, is full.
Facilities: Julie reported that she and Carla met with the lighting consultant, interior designer and installer to map out the plan for the project to replace the lighting around the staircase. The estimated cost of the project is $34,600. The carpeting will also be replaced on the staircase for a cost of around $2,900. Library Design also submitted a bid to replace the carpeting in the two staff work areas at a cost of $22,000. There are spots in these work areas where the carpet is worn and that could become a trip hazard over time.
Public Relations: Julie reported that we received an award for best theme in the Fourth of July parade from the Northville Community Foundation. Julie recorded a video for the Good Morning Northville segment of Patch.com which appeared on the Patch website. The Library will have a table on Main Street with a Geek the Library theme and hand out candy for Halloween. The next Library newsletter will be out the first week of December. Julie spoke to the Northville Women's Club last week on the services the Library offers to the community. We are planning to have a Food for Fines Program in December. We geek our Friends group and as part of National Friends of the Library Week, the library helped to promote the "Sundaes on Sunday" event the Friends held and posted a sign in the library about the Friends.
Staff: The staff Holiday Luncheon will be held on Wednesday, December 12. Anne and Jeannie Davidson attended a workshop entitled "Turning the Page-What's Next for Libraries" at the Plymouth Library. Julie, Carla Eggert and Wendy Mutch went to the MERS Conference, where they attended sessions on planning for future health care costs, a legislative update, a defined benefit overview, cost savings strategies and information on changing plans.
Fund Raiser: Julie reported that the proceeds from the Books and Beyond fundraiser were $6,400. We received $5,000 from sponsors and $600 from supporters. We sold 53 tickets to the event which raised $1,587.65 and we raised $260 from the raffle of the gift baskets. Julie thanked the Event Subcommittee of the Development Committee for all their hard work on the project.

4. Friends Report: Judy DeFrancesco reported that the "Sundaes on Sunday" event that the Friends hosted on Oct. 21 for National Friends of the Library Week was very successful. Approximately 160 people attended including two families who are new to the Northville community. Many others were unaware of the Friends and their mission so it was a great opportunity to raise awareness. Nine attendees submitted Friends membership applications, including one at the Patron level and one at the Sustaining level. The Friends appreciated the support of the Board members who attended as well as the Library Director. Emphasis for 2013 will be to raise awareness of the Friends and to increase membership. The Membership Committee will be meeting to brainstorm ideas to increase participation and to review and update the membership form and processes. The Gift Store held special sales during the Fall Arts and Crafts Festival at the Community Center. They had a good amount of traffic through the store and sales were good. The next Friends newsletter will be published on November 1. The Used Book Sale will be held November 2 through November 4. The Friends preview night will be held on November 1. At the close of the sale any remaining books will be donated to Northville Civic Concern. The President of the Friends is disappointed to report that Laura Lockhart, Recording Secretary, will be resigning at the end of the current term, Feb. 28, 2013. Additionally, Joe Thomas, Director of the Book Cellar and used book sales, is resigning at the end of the term. These individuals will be sorely missed from these key positions. The Friends will not have a meeting in November, but will meet on Thursday, Dec. 6, 2012. Paul Snyder suggested that future requests for funding to the Friends be more open-ended in the ongoing upkeep of the items. This was in reference to the recent Friends objections to the request for the Northville Record digitization annual updates.

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 October 2012. MOTION: Jean Hansen made a motion for the approval of payment of the bills over $1,000. Mike DeFrancesco seconded the motion. Motion passed.
5.2 Financial Report: Jean Hansen distributed the September 2012 financial report. We have gone over budget on Tax Refunds, as the current Tax Refund amount is 151.94% of the budgeted amount. The amount received from State Aid is 154.36% of what was budgeted, since we received three State Aid payments this year compared to one last year. MOTION: Jean Hansen made a motion to amend the Tax Refund line item amount from -$30,000 to -$50,000. Jim Morché seconded the motion. Motion passed. MOTION: Jean Hansen made a motion to amend the State Aid line item amount from $10,000 to $15,500. Mike DeFrancesco seconded the motion. Motion passed. As the lighting project may not be completely paid for in this fiscal year, we will carry the balance forward for the Building and Maintenance line item, as well as $6,400 for youth materials from the fundraiser in Private Donations. Julie reported that the lighting project will require a deposit of 10 to 20%, with the balance due when the project is complete.

6. Committee Reports

6.1 Policy Committee: Julie Herrin distributed a copy of the table of contents of the Policy Manual to the Board. There are eight policies that need to be reviewed as they have not been reviewed since 2005. A Policy Committee meeting will be held on Tuesday, Oct. 30 at 6:30p.m.

6.2 Facilities Committee: Mike DeFrancesco reported that the curbing in front of the Library is disintegrating. Two cement contractors have come out to look at the area. It would take a day to remove the existing cement and a day to replace it. The work must be done within the next couple of weeks if we are to have the cement replaced this year due to the approaching cold weather. An alternative would be to fill the problem areas with cold patch for now. There was discussion relating to whether the repair of the parking lot is the Library's responsibility. Julie stated her understanding is the parking lot belongs to the schools and is leased to the Community Center. She will find out if the cement curbing is the Library's responsibility to repair. Mr. DeFrancesco will get a detailed estimate of the cost for the repair work from Frank Sinelli Cement Company. MOTION: Paul Snyder made a motion to approve the repair of the curbing, pending receiving permission to do the work, with cost not to exceed $4,500. Mr. DeFrancesco seconded the motion. Motion passed.

7. Announcements and Comments

7.1 Board Membership: Chair Robert Sochacki reported that Trustee Suzanne Miller has resigned her position effective immediately. With two years left in her term, we will need to appoint a new Trustee to finish her term, which runs through December 2014. The Bylaws state that the appointment of a new Trustee to fill the vacancy should be done within 45 days by majority vote of the remaining Trustees. A notice of the open position will be posted on the Library website, in the Northville Record, on Northville Patch and on the bulletin board in the Library. There was discussion relating to possible candidates to fill the position. The Personnel Committee will meet on Nov. 15, 2012 at 7 p.m., prior to the next regular Board Meeting. A special meeting of the Board will be held on Thursday, Dec. 6, 2012 to vote on appointing a replacement Trustee. MOTION: Jean Hansen made a motion to accept the resignation of Trustee Suzanne Miller as of October 25, 2012. Mike DeFrancesco seconded the motion. Motion passed.
7.2 Confirm Meetings: The next Board of Trustees Meeting will be held on Thursday, November 15, 2012, at 7:30 p.m. in the Carlo Meeting Room. The next Finance Committee Meeting will be held on Tuesday, November 13, 2012 at 1:00 p.m. in the Carlo Meeting Room.
7.3 Comment: There was discussion about the agenda format. Jim Morché's suggestion for adding old and new business categories to the agenda was referred to the Policy Committee.
7.4 Announcement: Jim Morché reported that the library directional sign has been installed at the corner of Wing and Cady streets. Paul Snyder stated that the costs of the coffee pods for the coffee machine are very expensive and there was the possibility of theft of these pods left out for the public. There was discussion about the profitability of the coffee machine. Julie will bring information on the costs and revenue of the coffee machine to the next meeting.

MOTION: Mike DeFrancesco motioned to adjourn the September Regular Board Meeting. Jim Morché seconded the motion. Motion passed. The Meeting was adjourned at 9:05 p.m.

Respectfully Submitted,

Joe Corriveau, Secretary
CE 10/30/12

Library Board of Trustees Meeting Minutes for Thursday, November 15, 2012

1. Call to Order: Chair Robert Sochacki called the Regular Meeting to order at 7:30 p.m.

1.1 Roll Call - Present: Trustees Robert Sochacki, Jean Hansen, Mike DeFrancesco,
Paul Snyder, Joe Corriveau and Jim Morché. Also present: Julie Herrin, Library Director; Anne Mannisto, Assistant Library Director; Carla Eggert, Administrative Assistant. Staff member Nancy Clarizio and Northville resident Mary Rack were in the audience.
1.2 Approval of the Agenda: MOTION: Mike DeFrancesco made a motion to accept the agenda. Jean Hansen seconded the motion. Motion passed.
1.3 Approval of Regular Board Meeting Minutes of 10-25-12: MOTION: Mike DeFrancesco made a motion to approve the October 25, 2012 minutes as corrected. Paul Snyder seconded the motion. Motion passed.

1.4 Citizens' Comments: Mrs. Rack commented that the Board of Trustees were doing a great job following Parliamentary Procedure.

2. Correspondence: None.

3. Director's Report

Statistics: Julie Herrin distributed a new statistics report, as the usage of the Morningstar and Consumer Reports databases increased overall usage. Julie reported that circulation is up 4% and the door count is up 8%. Downloads are up 146%. In October, 106 users of Freegal Music Service downloaded 658 songs, and there were 198 visits to Brainfuse. Usage of the Library wi-fi is at an all-time high with 733 users in October.
Youth Programming: There were twelve children's programs in October that were attended by 331 children.
Teen Services: A program for International Game Day had 35 attendees.
Adult Services Programming: Several of the Adult Services programs have not occurred yet this month. The Book Discussion had 15 attendees.
Community Reads-Picking Cotton: The author speaking engagement with Jennifer Thompson-Cannino was held last night at the Novi Library and was very successful with over 200 people attending.
Technology: Julie reported that we are looking at making changes to the website to make eBook and music content, as well as information on giving to the Library, more prominent. We will need to replace ten staff workstations, as the current computers cannot run Windows 7 and support for Windows XP is ending next year. The electronic payment of fines over $5.00 using PayPal or a credit card has been activated on our online Library catalog. This service is provided in conjunction with The Library Network.
Staff: Julie reported that she and Anne attended a webinar on the state of eBooks and publishing. Six staff members attended the Michigan Library Association Annual Conference. Julie found the sessions on data-driven decision making, Michigan's personal property tax, and how penal fines are affected by parallel ordinances very informative.
Facilities: The installation charges for the project to replace the lighting around the main staircase will be over budget by $1,400, as the contractor found that the holes on the fixtures are not predrilled and will have to be done by hand when the light fixtures are being installed. The issue with the curbing in front of the Library has been addressed. The property belongs to the City of Northville. A letter was sent to the City Manager on November 2 and the City has already patched the area. Hopefully, the City will be able to repair it next year.
Public Relations: Dorie Freebury will be a judge for the PTA Reflections essay contest with the schools. The Library newsletter will go out the first week of December. Geek t-shirts have been purchased to sell in the Friends gift shop. They will be priced at $10 for youth sizes and $12 for adult. Mary Rack is a member of a group on parliamentary procedure and she has offered to have the group do a presentation for the Board of Trustees. Julie has asked her for a written proposal.

4. Friends Report: The Friends did not have a Board meeting in November.

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 November 2012. MOTION: Jean Hansen made a motion for the approval of payment of the bills over $1,000. Paul Snyder seconded the motion. Motion passed. As the Board of Trustees meeting is early this month due to Thanksgiving, some of the bills due for the month have not come in yet. The Blue Cross bill will be $15,148.60 and the Amazon bill will be $3,573.27. MOTION: Jean Hansen made a motion to approve the payment of these bills in advance of the next Board of Trustees meeting if the due date requires. Paul Snyder seconded the motion. Motion passed.
5.2 Financial Report: Jean Hansen distributed the October 2012 financial report. We are 92% through the fiscal year and our expenses to date are right on target. Property and liability insurance was budgeted at $20,000 for next fiscal year. Previously, our deductible was $250, but this amount is no longer available from our insurer so our deductible has been raised to $1,000. The insurance is provided through Michigan Municipal Risk Management Authority (MMRMA). Since they are not a profit-based company, they distribute any excess funds from the previous year back to their members. We will receive a distribution from MMRMA of $20,949 which will make the cost of our liability insurance for next year around $2,000.

6. Committee Reports

6.1 Policy Committee: Julie Herrin distributed a copy of the eight policies that the Policy Committee reviewed at their last meeting. When there are changes to a policy the old wording in the policy document will be struck out and the new policy underlined to make it clear what has changed. Jean Hansen presented policies for reading by the Board of Trustees in the absence of a Policy Committee Chair, due to the resignation of Suzanne Miller, who had held this position.

Jean Hansen presented the Policy on the Freedom of Information Act with changes for first reading. MOTION: Jean Hansen made a motion that the Board of Trustees accept this revised Policy on the Freedom of Information Act as presented. Jim Morché seconded the motion. Motion passed.

Jean Hansen presented the Policy on Displays, Handouts and Postings with changes for first reading. MOTION: Paul Snyder made a motion to accept the Policy on Displays, Handouts and Postings with changes for a first reading. Jean Hansen seconded the motion. Motion passed.

Jean Hansen presented the Policy on Materials Selection with changes for first reading. MOTION: Paul Snyder made a motion to accept the Policy on Materials Selection with changes for first reading. Jim Morché seconded the motion. Motion passed.

Jean Hansen presented the Policy on Weeding of Materials with changes for first reading. MOTION: Paul Snyder made the motion to accept the Policy on Weeding of Materials for first reading. Jim Morché seconded the motion. Motion passed.

Jean Hansen presented the Policy on Controversial Materials and Programming with changes for first reading. MOTION: Jim Morché made the motion to accept the Policy on Controversial Materials and Programming with changes for first reading. Paul Snyder seconded the motion. Motion passed.

Jean Hansen presented the Policy on Gifts with changes for first reading. MOTION: Paul Snyder made the motion to accept this Policy on Gifts with changes for first reading. Jean Hansen seconded the motion. Motion passed.

Jean Hansen presented the Policy on Authorization for Expenditures with changes for first reading. MOTION: Jean Hansen made the motion to accept this Policy on Authorization for Expenditures with changes for first reading. Jim Morché seconded the motion. Motion passed.

Jim Morché distributed a copy of a section of the Board of Trustee bylaws relating to the agenda. He raised the issue of whether to include as a regular part of the agenda the topic Other Business, as delineated in the bylaws. It was clarified that topics for Other Business should be submitted to the Library Director in advance of the meeting, in order to ensure that Board members and the public have an opportunity to prepare for the discussion of whatever Other Business might be under consideration. Thus Other Business is noted in the bylaws to indicate where such topics would fall in the agenda when submitted in advance. Jean Hansen noted that agenda additions at the meeting are not encouraged. Robert Sochacki stated that last-minute items brought up by Board members should be addressed under the Comment section of the agenda.

6.2 Facilities Committee: Mike DeFrancesco stated that, as Julie Herrin reported earlier, the issue with the crumbling cement in front of the Library has been determined to be the responsibility of the City of Northville as it is their property. The City has patched the area for the winter and they hope to have the funds to repair it permanently next year

7. Trustee Training: Trustee training requirements are part of the revised Enhanced Level of the Quality Services Audit Checklist (QSAC). To achieve this level of QSAC Certification, the Library would have to meet many other criteria as well as this. The QSAC Enhanced Level requires the following: "Library trustees will participate in at least one continuing education opportunity every three years. Such opportunities may include in-service programs, speakers or training at the Library, the Michigan Library Association's annual conference, or other Library of Michigan, Michigan Library Association, or library cooperative sponsored workshops."
In addition, the following requirement may be chosen from possible elective measures: "The library provides funds for an annual board development workshop or completes one annual continuing education activity at the local, regional or state level."
Jean Hansen stated that in the past the Board had a Study Session each year and this could be done again. There was discussion relating to what constitutes a Board development workshop and whether or not a Study Session would meet that requirement.
The QSAC Enhanced Standards will be a subject of a Board Study Session in 2013.

8. Announcements and Comments: The next meeting of the Finance Committee will be Tuesday, December 18, at 10:00 a.m. and the next regular meeting of the Board will be Thursday, December 20, at 7:30 p.m. The interviews for the open Board of Trustee position will be held on Tuesday, November 27 and Wednesday, November 28. There will be a special meeting regarding the open Trustee position on December 6, 2012 at 6:30 p.m. in the Storytime Room. Jim Morché requested that a report from the Development Committee on the status of the reduction of taxpayer contribution to collections and programming be added to the December meeting agenda. This will be discussed during the Director's evaluation.

MOTION: Paul Snyder motioned to adjourn the November Regular Board Meeting. Joe Corriveau seconded the motion. Motion passed. The Meeting was adjourned at 9:00 p.m.

Respectfully Submitted,
Joe Corriveau, Secretary
CE 11/21/12

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