Northville District Library

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Friday - Saturday: 10am - 5pm
Sunday: 1pm - 5pm
Phone: 248-349-3020

Library Board of Trustees Meeting Minutes

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

Library Board of Trustees Meeting Minutes for Thursday, December 20, 2012

1. Call to Order: Chair Robert Sochacki called the Regular Meeting to order at 7:32 p.m.

1.1 Roll Call - Present: Trustees Robert Sochacki, Jean Hansen, Mike DeFrancesco,
Paul Snyder, Jim Morché and Joe Corriveau. Also present: Julie Herrin,
Library Director; Anne Mannisto, Assistant Library Director; Carla Eggert, Administrative Assistant. Staff members Nancy Clarizio and Suzanne Schimanski-Gross were in the audience.
1.2 Approval of the Agenda: MOTION: Jim Morché made a motion to accept the agenda as amended to add the swearing in of Alan Somershoe. Paul Snyder seconded the motion. Motion passed.
1.3 Swearing in of new Board Member: Trustee Alan Somershoe was sworn in for the remainder of the term ending December 31, 2014, to fill the vacancy created by the resignation of Suzanne Miller.
1.4 Approval of Regular Board Meeting Minutes of 11-15-12: MOTION: Paul Snyder made a motion to approve the November 15, 2012 minutes as corrected. Mike DeFrancesco seconded the motion. Motion passed.
1.5 Approval of Special Board Meeting Minutes of 12-06-12: Jim Morché made a motion to approve the minutes of the December 6, 2012 Special Board Meeting. Mike DeFrancesco seconded the motion. Motion passed.
1.6 Citizens' Comments: None

2. Correspondence: Julie Herrin reported that a letter was received from Jim Gallogly, Director of Public Works for the City of Northville, regarding the concrete strip in the Library parking lot that separates the brick walkway from the asphalt parking lot. He states that the replacement or repair of the concrete in this area should be the responsibility of the Library as the concrete strip was placed on City of Northville property seventeen years ago as part of the construction of the Library. There was discussion regarding the letter and it was decided to ask the City to amend the Library deed to reflect that the Library owns this property. Jim Morché asked if the Board should take Mr. Gallogly's offer to assist in obtaining contractor bids to do the work when the weather is warmer. As the Facilities Committee has obtained two bids for the work, we will likely want to obtain additional bids. Julie will write a letter to Mr. Gallogly regarding the deed amendment and additional contractor contacts.

3. Director's Report

Statistics: Julie reported that circulation in November was down 2.3% but the door count was up by 3%. Downloads were up 148%. There were 118 users of Freegal Music Service who downloaded 611 songs, and there were 91 visits to Brainfuse. Database usage is up. Youth Programming: There were nine children's programs with attendance of over 300. All of the first grade classes from Amerman Elementary came into the Library for a tour, a story and a craft.
Adult Services Programming: The Detroit Institute of Arts program on Faberge was presented at two times, in the afternoon and then the evening. Both programs had 75 attendees for a total of 150 patrons. The Foreign Film had 65 attendees in November and 57 in December. The Book Discussion had 19 attendees.
Teen Services: Teen Services Librarian Suzanne Schimanski-Gross noted that she gave a presentation on the Battle of the Books at Our Lady of Victory School and she will be giving similar presentations at other schools in the coming months.
Staff: Julie reported that Anne attended a webinar on eBook licensing. Part-time Librarian Cynthia Simpson is resigning as she has found a full-time position. We will begin the search to fill this position in January.
Public Relations: Julie reported that the Food for Fines program has been well received. We have already made one delivery of food to the Northville Civic Concern and will make another after the end of the program which is this coming Saturday, Dec. 22. The winter Library Newsletter was mailed the first week of December. There was an article in the Northville Record and online in the Northville Patch regarding the Library digitizing back copies of the Northville Record.
Coffee: In response to Jim Morché's recent question about the profitability of the Library coffee machine, Julie reported that its usage has generated $1,483 in revenue in the past year and we have spent $1,743 on fees and supplies. The monthly lease fee is $31. We subsidize the cost of having the machine by $259 a year or about $22 a month.
Facilities: The new light fixtures for the pillars around the main staircase will be shipped on January 18. The installation will be done after library hours. New carpet for the main staircase was selected, at a cost of around $3,000. We will likely have to close the Library during the installation of the carpeting on the main stairs. We also selected potential new carpet for the staff work areas, as the carpet is over 16 years old and badly worn in places. The cost to install new carpeting in the Library staff work areas is $28,327. Part of this cost is the labor involved in moving furniture. There is a savings of $2,000 from having theses two carpet replacement projects done at the same time. MOTION: Jean Hansen made a motion to approve the replacement of the carpeting in the Library staff workroom areas and the public stairway at a cost not to exceed $32,000. Paul Snyder seconded the motion. Motion passed.

4. Friends Report: Anne attended the December 6 Friends Board Meeting. She reported that they are working on finalizing revisions to their bylaws and updating the job descriptions for their board positions. They are looking for the "Wish List" from the Library in January. Joe Oldenburg will fill in for Joe Thomas, who is resigning from the Friends Board and from the Book Sale Coordinator position. Mission Based Books has asked to renegotiate its contract with the Friends, as they are losing money. Carol Oldenburg, Friends President, will be out of town from late February to early April.

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 December 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. MOTION: Jean Hansen made a motion to transfer $8,364.29 from the Debt Service Fund to the Operating Fund, as that is the portion of tax refunds that should come from Debt Service. Mike DeFrancesco seconded the motion. Motion passed.
5.2 Financial Report: Jean Hansen distributed the November 2012 financial report. Fringe benefits are lower than budgeted due to a smaller increase in the Blue Cross premiums than expected. Technology is a little more than budgeted. However, the amount over budget is less than the amount under budget last year. Jean stated that revenues from the City and Township will not begin coming in until early 2013. As a result, money needs to be transferred from the Reserve Fund to the Operating Fund. MOTION: Jean Hansen made a motion to transfer, as a loan, $200,000 from the Reserve Fund to the Operating Fund. Paul Snyder seconded the motion. Motion passed.
Jean reported that personal property tax reductions had been added to the 2013 Budget. However, these reductions will not go into effect until at least 2014. MOTION: Jean Hansen made a motion to amend the 2013 Budget to eliminate the line items for personal property tax to the City and Township. Mike DeFrancesco seconded the motion. Motion passed.
MOTION: Jean Hansen made a motion to increase the 2013 budgeted amount for tax revenue from the City of Northville by 2% over the actual revenue received in fiscal year 2012. The new amount will be $344,610. Joe Corriveau seconded the motion. Motion passed.

6. Committee Reports

6.1 Policy Committee: Jean Hansen presented policies for the second 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. There have been no changes to the policies since the first reading.

Jean Hansen presented the Policy on the Freedom of Information Act with changes for second reading. MOTION: Jean Hansen made a motion to accept the revised Policy on the Freedom of Information Act as presented. Paul Snyder seconded the motion. Motion passed.

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

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

Jean Hansen presented the Policy on Weeding of Materials with changes for the second reading. MOTION: Jean Hansen made the motion to accept the revisions to the Policy on Weeding of Materials. Alan Somershoe seconded the motion. Motion passed.

Jean Hansen presented the Policy on Controversial Materials and Programming with changes for the second reading. MOTION: Jean Hansen made a motion to accept the revisions to the Policy on Controversial Materials and Programming. Alan Somershoe seconded the motion. Motion passed.

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

Jean Hansen presented the Policy on Authorization for Expenditures for the second reading. MOTION: Jean Hansen made the motion to accept the revisions to the Policy on Authorization for Expenditures. Alan Somershoe seconded the motion. Motion passed.

An updated copy of the Policy Manual will be distributed at the January Board Meeting.

7. Friend of the Court Brief - Firearms in Library: Julie reported that the Library has received a request from the law firm of Miller Canfield to join with the Capital Area District Library (CADL) and other area district libraries in filing a Friend of the Court brief to ask the Michigan Supreme Court to review the October 2012 decision by the Michigan Court of Appeals, regarding firearms in public libraries. This began with a lawsuit filed by Open Carry of Michigan (OCM), an organization whose members entered CADL with firearms and were told that the Library's policy prohibited firearms in the library. OCM then filed a lawsuit, and the right of CADL to prohibit firearms was upheld by the Ingham County Circuit Court. This decision was subsequently overturned, in a 2-1 decision by the Michigan Court of Appeals, which ruled that local units of government, including district libraries, may not preempt state law on this matter, and thus cannot ban firearms from their premises. The Library has been asked to join in this filing on behalf of district libraries and to contribute no more than $1,500 to fund this. MOTION: Paul Snyder motioned to contribute no more than $1,500 to Miller Canfield to join the Friend of the Court Brief they are preparing, seconded by Joe Corriveau. Motion passed. (There is currently a bill in Committee in the State Legislature that would add public libraries to locations in which the open carry law is prohibited.)

8. Announcements and Comments: Chair Robert Sochacki stated that the Board has had a lot of recent discussion about the agenda and how it should be handled. The Board has been remiss in that the Chair should review and approve the agenda prior to the meeting. This was discussed and it was decided that agenda changes should be sent to Julie and she will forward the final copy to the Chair for approval. Once approved, the Board would like the agenda to be posted in the Library and on the Library website the Monday prior to the Board Meeting.

The Library Director's evaluation will be held on Thursday, January 10, 2013 at 7:00 p.m. in the Storytime Room. A blank evaluation form will be emailed to the Board.

The next meeting of the Finance Committee will be Tuesday, January 22, at 1:30 p.m. and the next regular meeting of the Board will be Thursday, January 24, at 7:30 p.m.

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

Respectfully Submitted,
Joe Corriveau, Secretary
CE 12/26/12

Library Board of Trustees Meeting Minutes for Thursday, January 24, 2013

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, Paul Snyder, Joe Corriveau and Mike DeFrancesco. Also present: Julie Herrin, Library Director; Anne Mannisto, Assistant Library Director; Carla Eggert, Administrative Assistant. Absent: Trustees Alan Somershoe and Jim Morché.
1.2 Approval of the Agenda: MOTION: Paul Snyder made a motion to accept the agenda as presented. Mike DeFrancesco seconded the motion. Motion passed.
1.3 Election of 2013 Officers: Jean Hansen nominated Robert Sochacki for Chair for 2013. Nomination was seconded by Paul Snyder. Robert Sochacki was elected. Robert Sochacki nominated Joe Corriveau for Vice Chair, seconded by Paul Snyder. Joe Corriveau was elected to the position of Vice Chair. Robert Sochacki nominated Jean Hansen for Treasurer; the motion was seconded by Mike DeFrancesco. Jean Hansen was elected to the position of Treasurer. Robert Sochacki nominated Paul Snyder for Secretary. Joe Corriveau seconded the nomination. Paul Snyder was elected Secretary.
1.4 Resolution 2013-01: Paul Snyder read Resolution 2013-01 which sets the dates of the regular meetings of the Northville District Library Board of Trustees for the calendar year 2013. The Resolution passed by a unanimous roll call vote, with two Trustees absent. All regular meetings of the Board of Trustees are on the 4th Thursday of the month with the exception of November and December, which are scheduled for the 3rd Thursday, due to the Thanksgiving and Christmas holidays.
1.5 Committee Appointments: The following committees were established for 2013:

  • Finance Committee: Jean Hansen (Chair), Robert Sochacki, Mike DeFrancesco & Alan Somershoe.
  • Policy Committee: Paul Snyder (Chair), Joe Corriveau, Robert Sochacki, & Jean Hansen.
  • Facilities Committee: Mike DeFrancesco (Chair), Joe Corriveau, Jim Morché and Alan Somershoe.
  • Personnel Committee: Joe Corriveau (Chair), Paul Snyder & Jim Morché.

1.6 Approval of Meeting Minutes 12/20/2012: Changes to the minutes of December 20, 2012 were requested. Jean Hansen made a motion to approve the minutes as amended. Paul Snyder seconded the motion. Motion passed.
1.7 Citizen Comments: None.

2. Correspondence: None.

3. Director's Report

Statistics: Julie Herrin reported that December circulation has increased 1% over last year and the door count was up 1.4%. Downloads have gone up 112%. Freegal had 119 uses and 748 songs were downloaded. BrainFuse had 533 uses. For the Library's subscription databases, searches were down by 3% and sessions were down by 12%.
Programming: There were ten programs for youth in December with 250 children attending. There were four programs for adults, with attendance of 35 people. December is a slow month for programming. The Foreign Film was moved to Monday, January 28 due to the Martin Luther King holiday closure.
Teen Services: Suzanne Schimanski-Gross and Julie Ramsden gave Battle of the Books presentations to classes at Hillside and Meads Mill Schools, speaking to about 870 youth. There are seven Battle of the Books teams signed up so far. The deadline to register is January 30, 2013.
Staff: Julie reported that we are currently interviewing for the position of part-time librarian, to fill the vacancy.
PR: Julie stated that volunteers are needed to help staff the Library table at the Taste of Northville being held Saturday, March 9 from 12-3 p.m. at Northville High School. Bob Sochacki, Jean Hansen and Joe Corriveau volunteered to assist.
Facilities: Julie reported that the Library will close one day for the carpeting replacement in the circulation work area. The main staircase will be re-carpeted after Library hours. The remaining work areas will be carpeted while the Library is open. The Library closure date will either be Friday, March 1 or Friday, March 8, depending on when the new carpeting is delivered.
Development: The Development Committee has two new members, Craig Orr and Scott Frush. The Donor Recognition Party will be held this Sunday, Jan. 27 at 6:30 p.m. at the Library. Mr. Frush is assisting with the catering from Cantoro's Italian Market.

4. Friends Report: Julie Herrin attended the January Friends Board Meeting. She reported that the Book and Author Luncheon will be held on May 9. The speaker is D.E. Johnson, the author of Detroit Electric Scheme, Motor City Shakedown and Detroit Breakdown. The Friends are changing their membership dues structure. Basic membership will be $20, Family membership $50, Patron membership $100 and Lifetime membership $1000. Julie gave the Friends the Library's wish list for the Friends 2013-2014 fiscal year but has not had a response yet.

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 January 2013. MOTION: Jean made a motion to approve these bills for payment. Mike DeFrancesco seconded the motion. Motion passed.
5.2 Financial Report: Jean reported that there were some discrepancies between the audit and the financial statements for November 2012. Jean will wait to distribute the revised financial statements for November until next month. The Building Maintenance line item was under budget by $15,056 last year. That amount will go toward paying for the lighting and carpeting projects. Funds that were paid as a down payment for the lighting project were reclassified as prepaid expenses. The Reserve Fund shows $284,075.15 due from other funds. This amount includes $200,000 loaned to the Operating Fund which will be paid back to the Reserve Fund next month. Julie noted that the actual costs for fringe benefits in the last fiscal year were less than had been projected. For this reason, the budgeted amount for the current fiscal year for this line item can be reduced. MOTION: Jean Hansen made a motion to amend the budgeted amount for fringe benefits and payroll tax from $512,000 to $495,000. Mike DeFrancesco seconded the motion. Motion passed.

6. Committee Reports

6.1 Report on the Library Directors Evaluation: Paul Snyder stated that the evaluation went well and Julie did a good job. Paul reported that all of the marks were 4.66 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. Julie thanked the Board and said that she has a wonderful staff and Board of Trustees to work with.

7. Announcements and Comments

7.1 The next Finance Committee Meeting is scheduled for Tuesday, February 26, 2013 at 10:00 a.m. in the Carlo Meeting Room.
7.2 The next Board Meeting will be on Thursday, February 28, 2013 at 7:30 p.m. in the Carlo Meeting Room.

MOTION: Joe Corriveau made a motion to adjourn the January Regular Board Meeting. Paul Snyder seconded the motion. Motion passed. The Meeting was adjourned at 8:45 p.m.

Respectfully Submitted,

Paul Snyder, Secretary

CE 01/30/13

Library Board of Trustees Meeting Minutes for Thursday, February 28, 2013

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, Paul Snyder, Joe Corriveau and Mike DeFrancesco. Also present: Julie Herrin, Library Director; Anne Mannisto, Assistant Library Director; Carla Eggert, Administrative Assistant. Staff members Suzanne Schimanski-Gross and Patricia Garavoglia were in the audience. Absent: Trustees Alan Somershoe and Jim Morché.
1.2 Approval of the Agenda: MOTION: Mike DeFrancesco made a motion to accept the agenda as presented. Paul Snyder seconded the motion. Motion passed.
1.3 Approval of Meeting Minutes, 01/24/2013: Jean Hansen made a motion to approve the minutes as presented. Paul Snyder seconded the motion. Motion passed.
1.4 Citizen Comments: None.

2. Correspondence: None.

3. Presentation of the 2012 Audit-Plante Moran: Chris Jones from Plante Moran presented the audit of the Library for the 2011-2012 fiscal year, noting that once again the Library has a "clean audit". Jamie Montague from Plante Moran gave an overview of the 2012 audit report. She reported that there were no major changes in regulations from the Governmental Accounting Standards Board (GASB) this year. She asked the Trustees in attendance for any questions they might have about the audit. Jean Hansen asked about the current amount of $32,000 per year being set aside for Retiree Health Care. Mr. Jones reported that the valuation document for Retiree Health Care costs was updated this year. The Library could reduce the amount designated for this to $12,000-$13,000 per year based on the new valuation. Jean Hansen also asked about the phasing out of the personal property tax that is scheduled to go into effect in 2014. Mr. Jones stated that he would recommend continuing to deduct the full amount of estimated personal property tax and amending the budget if necessary when the changes go into effect. Mike DeFrancesco asked about the recommendation in the "Report to the Library Board" section that the Library consider moving to a "paid time off" (PTO) model, rather than providing employees time off specifically for vacation, sick time and personal time. Mr. Jones explained that the Library has over $140,000 in liabilities for compensated absences on its balance sheet. In the PTO model, there are usually fewer carry-over days and fewer "paid out" days when an employee separates from the Library. This reduces the amount of compensated absences due to employees. A benefit to employees of the PTO model is that they are able to utilize all of their allowed time off for whatever purpose they desire. MOTION: Jean Hansen made a motion that the audit for the 2011-2012 fiscal year be accepted as presented. Paul Snyder seconded the motion. Motion passed.

4. Director's Report
Statistics: Julie Herrin reported that circulation was up 3.79% and the door count was up 5.69%. The use of eBooks has increased 74% over last year. Freegal had 110 uses with 712 songs downloaded. Usage of BrainFuse was 533 for the month. Use of the Library wireless access was up to 800 this month which is very high.
Programming: There were 31 programs for youth with 672 children attending. There were 8 programs for adults, with attendance of 262 people. The Foreign Film series continues to be very popular.
Teen Services: Battle of the Books will be held on March 20. There are 32 Battle of the Books teams signed up with 159 students scheduled to participate.
Staff: Julie reported that Vicki Dixon is the new part-time librarian, filling the vacancy in Adult Services. She has started and is doing very well.
Technology: Julie reported that support for Windows XP ends next year, so staff computers are being converted over to Windows 7 and in some instances replaced if the computer is too old to be converted. The support from the Friends for $15,000 has allowed the Library to purchase five new computers for the Youth Services area. These computers are AWE workstations which are very rugged, turnkey, all-in-one digital learning stations, with preloaded educational games and software. They have a three-year warranty and will require much less staff time to maintain than the computers currently in the Youth Services area.
Facilities: Julie reported that the replacement of the light fixtures around the main staircase should be completed tomorrow, with the exception of one damaged fixture. This will be sent back to the manufacturer for repair and will be installed at a later date. The replacement of the carpeting in the circulation work area and main staircase will begin on Friday, March 29 when the Library will be closed. The remaining work areas will be carpeted while the Library is open.
PR: Julie reported that the Donor Recognition Event, the Geek Gala, held on Sunday,
January 27, went very well. She will discuss this further with the Development Committee report. The Taste of Northville will be held on Saturday, March 9. The Library Newsletter that will be mailed on March 1 includes our Annual Giving Campaign insert. Online donations using a credit card will soon be available as well, since Julie has set up an account with Midwest Transaction Group and Authorize.net to handle the processing of online credit card donations. The direct donation page for our website is currently being designed by our staff.

5. Friends Report: Judy DeFrancesco gave the report of the Friends Board Meeting held on February 21. She reported that the Friends have the following new Board Members: Christine Litka, Public Relations; Aleta Hill, Recording Secretary; Joe Oldenburg, Used Book Operations; Regina Mingela, Membership; and Linda Bolam, Corresponding Secretary. The Friends Annual Meeting will be held on March 21 and elections will take place at that meeting. According to the Friends President Carol Oldenburg, the major goals for the group this year will be raising community awareness of the Friends and growing the membership. Various strategies to accomplish these goals are being reviewed. Total members in 2012 were 240. The Friends Budget for 2013-2014 was approved. Mission Based Books (MBB) asked to renegotiate its contract with the Friends. The major changes MBB has requested include the elimination of a minimum price per book to the Friends and a change in the division of profits from 50-50 to 60% to Mission Based Books, 40% to the Friends. The Friends Board approved a one-year contract with these changes but will not sign the contract until Mission Based Books has paid past due monies owed to the Friends. The next Used Book Sale will be held May 31-June 2, 2013 with a Preview Night for Friends members on Thursday, May 30.

6. Budget and Finance Review:

6.1 Bills over $1,000 for approval: Treasurer Jean Hansen presented the List of Bills over $1,000 for February 2013. MOTION: Jean made a motion to approve these bills in the amount of $125,068.86 for payment. Mike DeFrancesco seconded the motion. Motion passed.
6.2 Financial Report: Jean reported that a tax judgment in favor of Toll Brothers for several properties in Wayne County resulted in a large tax refund due from the Library in the amount of $34,991.37. There is $284,065.43 due to other funds in the Operating Fund, of which $200,000 was borrowed from the Reserve Fund and $84,065.43 is the excess of revenue over expenses from last year's budget. MOTION: Jean Hansen made a motion to transfer $284,065.43 from the Operating Fund to the Reserve Fund. Mike DeFrancesco seconded the motion. Motion passed.
At the end of fiscal year 2012 there was $3,808 left in the Private Donations account in the Operating Budget which should be moved to a Fund Balance account. MOTION: Jean Hansen made a motion to create a fund balance account, "Funds-Endowment" and to transfer $3,808 into this account. Paul Snyder seconded this motion. Motion passed.
Jean reported that the amount budgeted for acquisitions are ten percent of revenues. The amount for books and subscriptions needs to be amended to stay in line with projected revenues. MOTION: Jean Hansen made a motion to amend the budgeted amount for the Books and Subscriptions account for 2013 to $195,623. Mike DeFrancesco seconded the motion. Motion passed.
MOTION: Jean Hansen made a motion to add a line item to the budget for Friends-Revenue and another line item for Friends-Expenses, budgeted at zero for 2013. Mike DeFrancesco seconded the motion. Motion passed.

7. Committee Reports

7.1 Development Committee: Julie Herrin reported that the Development Committee met on February 12. Barbara Glover has resigned from the Committee as she is moving to Columbus, Ohio and has sold her home here. She has been instrumental in establishing the Endowment for the Library and will be greatly missed. The internal goals of the committee for next year are to support the Endowment and to increase the Endowment Fund to $500,000 by the end of 2014. The Geek Gala donor recognition party was held on January 27, with about 40 people attending despite poor weather. We will hold this donor recognition event every other year. The annual solicitation for donations went out in the latest Library Newsletter which will be mailed at the beginning of March. There will be a program on Planned Giving on Thursday, May 16 at 2:00 p.m., featuring speakers from Leave a Legacy.

8. Announcements and Comments

8.1 The next Finance Committee Meeting is scheduled for Tuesday, March 26, 2013 at
10:00 a.m. in the Carlo Meeting Room.
8.2 The next Board Meeting will be on Thursday, March 28, 2013 at 7:30 p.m. in the Carlo Meeting Room.
8.3 There was discussion regarding a lawsuit over whether a group of Wayne County communities with TIFs (Tax Increment Financing) can take a portion of tax revenue appropriated for the Detroit Zoo. The City of Northville is party to this lawsuit. There was discussion as to how this relates to a portion of the Library's millage revenue being captured by the City's TIF, the Downtown Development Authority (DDA). The Library is located just outside the DDA.
According to the Library's legal counsel, whom Julie Herrin has contacted, the DDA has outstanding bonds which will not be paid off until 2024, and therefore it is not possible to get out of this annual tax capture. About 9% of the Library's revenue from the City is diverted to the DDA. There was discussion relating to asking the DDA to contribute to the repair of the cement area in front of the Library.

MOTION: Paul Snyder made a motion to adjourn the February Regular Board Meeting. Mike DeFrancesco seconded the motion. Motion passed. The Meeting was adjourned at 9:00 p.m.

Respectfully Submitted,

Paul Snyder, Secretary

CE 03/04/13

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