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Library Board of Trustees Meeting Minutes

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

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

1. Call to Order: Vice Chair Joe Corriveau called the Regular Meeting to order at 7:31 p.m.

1.1 Roll Call - Present: Trustees Joe Corriveau, Jean Hansen, Paul Snyder, Alan Somershoe and Mike DeFrancesco. 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 Robert Sochacki and Jim Morché.
1.2 Approval of the Agenda: MOTION: Jean Hansen made a motion to accept the agenda as amended. Alan Somershoe seconded the motion. Motion passed.
1.3 Approval of Meeting Minutes, 02/28/13: Changes to the minutes of February 28, 2013 were requested. Mike DeFrancesco made a motion to approve the minutes as amended. Paul Snyder seconded the motion. Motion passed.
1.4 Citizen Comments: None.

2. Correspondence: Julie Herrin read a letter to the Board of Trustees from Carolyn Toyer regarding her donation of a Shakespeare bust to the Library that was inadvertently sold by the Friends of the Library in the Book Cellar. Julie will write a response to Ms. Toyer advising her again of our gift policy and letting her know that we are putting a sign in the Book Cellar asking anyone who purchased the item to return it to the Library for a full refund. Julie also reported that we received a letter from the Turf Club of Northville thanking the Library for allowing the Club to borrow a coat rack at the last minute for their fundraiser at the Northville Sports Den.

3. Director's Report
Statistics: Julie Herrin reported that circulation was down 4% and the door count was down 2%. Downloading of eBooks and audiobooks is up 44% over last year. Computer and Wi-Fi use continues to be high with over 800 Wi-Fi users again this month. Brainfuse was accessed 235 times and there were 23 users of the homework help. Freegal was used by 101 people who downloaded 642 songs. Julie distributed the 2012 Annual Report that she prepared for the Friends; it gives information on the Library collection, circulation, programming, public relations and finances for last year.
Youth Programming: There were 24 programs for youth with 523 children attending. We had a promotion in March for Reading Month in which children who read 10 books were given a prize of a free paperback book. We had 132 youth who read enough books for the prize. Dorie has been in contact with the paraprofessionals who are running the school media centers. They have asked to have monthly updates of youth activities.
Adult Programming: There were five programs for adults with attendance of 180 people, including 92 attendees for the gardening program by Janet Macunovich at the Senior Center.
Teen Programming: Battle of the Books was held on March 20. There were 159 students who participated with over 200 people in the audience to watch the competition. The winner was a team called Hat Trick. Photographs from the event are featured on our web page. Mike DeFrancesco commented that there was a very nice article about Battle of the Books in the Northville Record. Julie reported that we have a knitting program for teens one Saturday a month in March, April and May. We have had 15 teens participate in the knitting program so far.
Collections: Julie reported that the Friends Gift Book Program received over $835 in memorial donations for William McAskin, who passed away last November and had been very active with the Northville Genealogy Society. We will use these donations to purchase the Historic Detroit Free Press 1831-1922 online. His wife was very generous to make up the difference in the cost of the database and what was received in donations. Joe Corriveau offered to call Mrs. McAskin and thank her for her donation.
The Friends received a Lifetime Membership contribution of $1,000 which entitles the member to a leaf on the donor tree.
Technology: The five new AWE workstations for the Youth Department that were purchased with funds from the Friends were installed on March 18. They will allow for much simplified maintenance for staff and have touch screens which are more intuitive for children.
Staff: Julie reported that she and Anne attended a webinar on guns in libraries which was very informative. There are currently two bills in the Michigan Legislature to add libraries to places where weapons are not permitted. Wendy attended a Local History Conference which she said was very good. Allison attended a webinar entitled Collections and Transitions in the Digital Library.
PR: The Taste of Northville was held on March 9. There were 61 vendors and 306 tickets were sold. Jean Hansen, Joe Corriveau, Bob Sochacki and several of the Friends helped out. We were able to meet and talk with several other community groups who had tables at the event as well. Julie spoke to the Kiwanis Club on March 20. The group was very attentive and had a lot of good questions.
National Library Week: As part of National Library Week, which is April 14-21, we are expanding our Geek posters that are on display in the Library to include community leaders. We also have a new display for the main showcase with photographs showing a day in the life of the Library. We will have a contest that week to tie into our Geek campaign asking people to tell us what they are passionate about or their favorite library memory. We will also have a puppet show and a program entitled "Making the Most of Your Tablet" during National Library Week.
Endowment Report: The Community Foundation for Southeastern Michigan (CFSEM) reported that the annual distribution available for withdrawal from the Library's Endowment Fund is $16,300. The Development Committee would like to reach the goal of $500,000 in the Endowment in the next two years. Jean Hansen noted that the returns offered by CFSEM have beaten the S & P 500 for every year that we have participated except for three, which is a good rate of return. Jean Hansen made a motion that no distribution be taken from the Endowment Fund, in order for the principal to increase. Mike DeFrancesco seconded the motion. Motion passed.

4. Friends Report: The Friends held their Annual Meeting on March 21 at which they elected new officers. Carol Oldenburg will continue as President. She is still in Florida but will return next month. The Friends made some changes to their by-laws as well as changes to the Agreement between the Library and the Friends. The changes to the Agreement will be presented at the next Board of Trustees meeting on April 25 for approval.

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 March 2013. MOTION: Jean made a motion to approve these bills in the amount of $106,896.41 for payment. Paul Snyder seconded the motion. Motion passed.
5.2 Financial Report: Jean reported that the debt payment for the bonds for the building of the Library is due. The Bonds will be paid off in 2015. MOTION: Jean Hansen made a motion to transfer $430,300 from the Debt Service Fund to US Bank for the April debt payment. Alan Somershoe seconded the motion. Motion passed.
Jean Hansen reported that the large tax refund of $34,991.37 that was paid in February was not split correctly between the Debt and Operating Funds. We will ask the accountant to correct this next month.

6. Committee Reports: None

7. Announcements and Comments

7.1 The next Finance Committee Meeting is scheduled for Tuesday, April 23, 2013 at
1:30 p.m. in Group Study Room B.
7.2 The next meeting of the Personnel Committee will be held on April 25, 2013 at 7:00 p.m. in the Carlo Meeting Room.
7.3 The next Board Meeting will be on Thursday, April 25, 2013 at 7:30 p.m. in the Carlo Meeting Room.

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

Respectfully Submitted,

Paul Snyder, Secretary

CE 04/03/13

Library Board of Trustees Meeting Minutes for Thursday, April 25, 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, Joe Corriveau, Jean Hansen, Paul Snyder, Alan Somershoe 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 Mike DeFrancesco.
1.2 Approval of the Agenda: MOTION: Jean Hansen made a motion to accept the agenda as amended. Jim Morché seconded the motion. Motion passed.
1.3 Approval of Meeting Minutes, 03/28/13: MOTION: Paul Snyder made a motion to accept the minutes as submitted. Alan Somershoe seconded the motion. Motion passed.
1.4 Citizen Comments: None.

2. Correspondence: Letters received from the City of Northville to the Board members were distributed. The letters are inviting the Board members to attend a City planning session on Monday, April 29.

3. Director's Report:
Statistics: Julie Herrin reported that circulation was down slightly, by 3.4%. We were closed an extra day this month due to the carpeting installation. We have seen an increase of 58% in downloading. Freegal was used by 178 people who downloaded 732 songs. Brainfuse was accessed 254 times by 44 users. Wi-Fi use continues to be high with over 800 Wi-Fi users again this month. The AWE computers for children are popular and easy to use. There have been 904 sessions on the AWE computers since March 18.
Youth Programming: There were 32 programs for youth with 779 children attending. There were 94 attendees at the Teddy Bear Picnic Puppet Show which was a special program held for National Library Week.
Adult Programming: There were six programs for adults with attendance of 198 people. We held a new program for National Library Week on tablet usage, with emphasis on using Library applications on a tablet. This program was attended by 30 people.
Teen Programming: Julie reported that six teens participated in a "yarn bomb" of the Teen area that was also held for National Library Week. Colorful knitted decorations have been placed on several of the furniture pieces in that area.
Staff: Julie reported that Nancy Clarizio and Mary Brissette attended Spring Institute which is the Michigan Library Association's annual conference for youth librarians. Laura also attended the Reader's Advisory Workshop on suspense, romance and manga. Wendy Mutch attended a webinar on Preservation of Digitization. Julie attended a webinar on Working Effectively with Library Trustees.
Facility: The projects to replace the lighting around the main staircase and replace the carpeting in the staff work areas as well as the main staircase have been completed. The Library needs a new phone system. The current system is original to the building and is outdated. If something were to break with our current system, it would be impossible to repair. We are currently getting bids for replacing the system. We have received one bid and have meetings with two more vendors next week.
PR: Julie reported that the Library received a lot of publicity during National Library Week. Julie thanked the Friends of the Northville District Library and Chris Litka for her letter to editor of the Northville Record that appeared in the paper for National Library Week. Julie also wrote a guest column for the Northville Record for National Library Week and Northville Township Trustee Fred Shadko wrote a column in support of the Library. We put up a new display of photographs depicting a day in the life of the Library in the main display case. We also had several members of the community pose for Geek posters which are on display near the staircase on the lower level of the Library. And finally, a Geek Contest is under way in the Library in which we are asking entrants to write down what they geek or what their favorite Library memory is.
Other: Julie and Karen attended the State of the Community Luncheon. One of the community leaders who was photographed for a Geek poster was Mary Kay Gallagher, the Superintendent of the Northville Public Schools. She used her Geek poster during her State of the Community speech and thanked the Library. The Museum Adventure Pass, a program that we have had in the past that offered admission to cultural institutions, is returning. However, it will now be called the Michigan Activity Pass and will offer free or reduced admission to area museums.

4. Agreement between the Friends of the Northville District Library and the Northville District Library: The Board reviewed the changes to the Agreement between the Library and the Friends. MOTION: Jim Morché made a motion to accept the changes to the Agreement between the Friends of the Northville District Library and the Northville District Library. Paul Snyder seconded the motion. Motion passed.

5. Friends of the Northville District Library Report: Carol Oldenburg, the President of the Friends, reported that they held their Annual Meeting on March 21 at which they elected new officers. Annual reports for 2012 were presented by each Friends Director and Committee Head. The Friends annual report is available online on the Friends portion of the NDL website. The Friends 2013/2014 membership drive began in March. The Friends major goal this year is to increase membership. They plan to do this by raising awareness of the Friends, what they do and how they support the Library. The 2013/14 Friends budget was approved, including the Library wish list. The Friends have signed a one year contract with Mission Based Books (MBB) following the Friends receipt of overdue payments in the amount of $6,147. The next Used Book Sale will be May 30-June 2, 2013. Thursday, May 30 is the Friends Preview Night. The Friends Book and Author Luncheon will be held on May 9, 2013.

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 April 2013. MOTION: Jean made a motion to approve these bills in the amount of $92,669.20 for payment. Paul Snyder seconded the motion. Motion passed.
6.2 Financial Report: Jean Hansen presented the Financial Report, noting that we have received 95% of our total revenue for the year. Jean reported that the large tax refund of $34,991.37 that was paid in February was not split correctly between the Debt and Operating Funds. The accountant has corrected this problem. We have received another large tax refund due in April that is on the List of Bills over $1,000. MOTION: Jean Hansen made a motion to transfer $7,153.07 from the Debt Service Fund to the Operating Fund for tax refunds. Alan Somershoe seconded the motion. Motion passed. MOTION: Jean Hansen made a motion to increase the budgeted amount for Building and Maintenance by $27,656, which is the total of the fund balances for Prepaid Expenses and Facilities Preservation, so that the total in the Building and Maintenance budgeted amount will be $107,656. Jim Morché seconded the motion. Motion passed. MOTION: Jean Hansen made a motion to increase the budgeted amount for Books and Subscriptions by $6,400, which is the fund balance amount for Books and Subscriptions, so that the total in the Books and Subscriptions will be $202,023. Paul Snyder seconded the motion. Motion passed. MOTION: Jean Hansen made a motion to increase the budgeted amount for Endowment Expense by $3,808, which is the fund balance amount for Endowment. Paul Snyder seconded the motion. Motion passed.

7. Committee Reports :

7.1 Personnel Committee: Joe Corriveau reported that the Personnel Committee met at 7:00 p.m., before the regular Board meeting. The recommendation of the Committee is to give Julie and Anne a 1/% salary increase and a stipend of $1,000. Also, the Committee recommends that Anne's vacation be increased by one day to 25 days per year. MOTION: Joe Corriveau made a motion to adopt the recommendations of the Personnel Committee regarding a 1% salary increase and stipend of $1,000 for Julie Herrin and Anne Mannisto. Jim Morché seconded the motion. Motion passed. MOTION: Joe Corriveau made a motion to adopt the recommendations of the Personnel Committee in regard to increasing Anne Mannisto's vacation to total 25 vacation days per year. Jean Hansen seconded the motion. Motion passed.

8. Announcements and Comments :

8.1 The next Finance Committee Meeting is scheduled for Tuesday, May 21, 2013 at 1:30 p.m. in Carlo Meeting Room.

8.2 The next Board Meeting will be on Thursday, May 23, 2013 at 7:30 p.m. in the Carlo Meeting Room.

MOTION: Paul Snyder made a motion to enter into an Executive Session to discuss contract negotiations. Alan Somershoe seconded the motion. Motion passed.

The Board returned from Executive Session at 8:20 p.m.

MOTION: Jean Hansen made a motion to amend the Union Contract with a Letter of Agreement. It will include a 1% salary increase and a $1,000 stipend for full time employees and a $500 stipend for part time Union employees. It will also increase monthly stipends for employees participating in the Library's Blue Cross insurance plan to the amounts stipulated in the Letter of Agreement. Paul Snyder seconded the motion. Motion passed.

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

Respectfully Submitted,

Paul Snyder, Secretary

CE 05/01/13

Library Board of Trustees Meeting Minutes for Thursday, June 27, 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, Mike DeFrancesco 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: Trustees Joe Corriveau and Alan Somershoe.

1.2 Approval of the Agenda: MOTION: Jim Morché made a motion to accept the agenda. Mike DeFrancesco seconded the motion. Motion passed.

1.3 Approval of Meeting Minutes, 05/23/13: MOTION: Changes to the minutes of May 25, 2013 were requested. Mike DeFrancesco made a motion to approve the minutes as amended. Jim Morché seconded the motion. Motion passed.

1.4 Citizen Comments: None.

2. Correspondence: Julie Herrin read a customer comment form from Library patron Evelyn Suter stating that she was moving out of the area and would miss the Library. She had checked out many audio books over the years and said that the Library staff were always very efficient, kind and helpful.

3. Director’s Report:

Statistics: Julie Herrin reported that circulation was down by almost 3% and is down for the fourth month in a row. The door count was up by 2.5%. Database sessions were up though searches were down slightly. Freegal was used by 94 people who downloaded 591 songs. Brainfuse had 64 unique visits and total usage of 366. Usage of the public computers was down slightly but usage of Wi-Fi was still high at 782.

Youth Programming: There were 8 programs for youth with 514 children attending. The juggling program was attended by 190 children and parents. During the first two weeks of the Youth Summer Reading Program, 738 children registered. The total for the entire summer last year was 828 children.

Adult Programming: There were three programs for adults with attendance of 167 people. The Foreign Film had 70 attendees and the program on Hines Park was attended by 77 patrons. The Summer Reading Program for adults has 184 people signed up so far.

Teen Programming: There were two programs for teens with attendance of 37. The Summer Reading Program for teens has 181 teens signed up so far.

Technology: As of Monday, June 24, all 19 of the public computers have been replaced and are now running Windows 7. The changeover went fairly smoothly, though we did have to purchase new security software that is compatible with Windows 7.

Staff: The Library has hired two new Circulation Clerks, Donia Sloan and Kristyn Brown. We are still searching for a new Digital Services Librarian and are interviewing a prospective candidate on Monday.

Public Relations: A story about children-focused careers in the MetroParent Magazine featured Dorie Freebury, Head of Youth Services.

Training: Anne attended an eBooks workshop. Anne, Karen and Patricia attended a webinar from the American Library Association on customer service. Anne attended a webinar on Valueline, an online investment resource, and Julie attended a webinar on the Demographics Now database. Patricia and Lisa participated in a webinar on Zinio for Libraries. Zinio is an online magazine application. Lisa also took a course on Excel from Learning Express.

4. Friends of the Northville District Library Report: Julie presented the Friends of the Northville District Library report for Carol Oldenburg, the President of the Friends, who was unable to attend tonight’s meeting. The Friends account balance at the end of May was $43,828.52, which is up $2,394.87 from April. This total does not include proceeds from the Used Book Sale or the Membership Event which will be reflected in the June statements. The Friends membership drive has been very successful. They Friends had 153 members at the end of April and currently have 229 members. The Used Book Sale was very successful. A Friends membership drive was combined with the Used Book Sale, offering a free bag of books with every new or renewed membership. Total earnings for the sale were $1,578.16 and 25 new memberships were added during the event. The Friends will not meet in July or August. The Friends patron appreciation event, “Sundaes on Sunday” will be held on Sunday, September 29, and the fall Used Book Sale will be held October 3 through 6.

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 June 2013. MOTION: Jean Hansen made a motion to approve these bills in the amount of $70, 413.94 for payment. Paul Snyder seconded the motion. Motion passed.

5.2 Financial Report: Jean Hansen presented the Financial Report. We have received 96% of our revenue for the year. We have not received the Penal Fines check or the second payment of State Aid to Libraries. Tax refunds are currently at 82% of the budgeted amount. There was discussion regarding public pensions. Robert Sochacki asked if the pensions of the Municipal Employees Retirement System (MERS), of which the Library is a member, are insured. Julie will look into this and report back. There was discussion regarding the proposed 2014 budget. Ninety-five percent of the projected revenue is from taxes. Revenues from taxes are expected to increase over the current year. Projected expenses will exceed revenues by $115,361. Jean Hansen asked the Trustees to review the proposed budget. Further discussion can occur at the next Board of Trustee meeting in July. The Public Hearing on the 2013-2014 Operating Budget will be in August. Jean reported that at the next Finance Committee meeting in July they will discuss the five-year budget projections in regard to the need to ask for a renewal of the millage. The Board should discuss with the Friends of the Northville Library the possibility of establishing a millage renewal fund to assist with the campaign to renew the millage. Jean Hansen and Paul Snyder will attend the September Friends Board meeting to discuss this. At the August meeting of the Finance Committee, the Board will discuss how to approach the Friends with this proposal.

6. DDA Parking Proposal: Julie reported that she and several of the Board of Trustee members attended the June 17th meeting of the Northville City Council where the Downtown Development Authority (DDA) presented a list of proposed parking changes for the surrounding area of Northville. Included was a proposal to connect the Library parking lot to the parking lot off of Main Street next to the Fire Department and Community Center via a one-way roadway between the two lots that would be directly in front of the Library. The City Council went through each proposed item on the list of proposed changes. Julie and former Library employee and current Friends member, Judy DeFrancesco, spoke to the Council about the need to preserve the pedestrian area between the two lots and in front of the Library. The City Council decided to study parking in the entire affected area. The input of the Library will be included in this study. The proposal to move the City and School Board offices into the Old Village School will have an effect on parking in the area and will be included in the study as well. There was discussion about the DDA’s proposals and the timeline for implementation of any changes which is likely to be a year or more.

7. Committee Reports :

7.1.1 Facilities Committee: Mike DeFrancesco reported that he received two modified bid proposals for replacement of the concrete curbing in front of the Library to include warranty information. There was discussion on the two bid proposals. We will use the specifications and warranty information from the City of Northville’s sidewalk replacement program for this project. MOTION: Mike DeFrancesco made a motion to accept the bid from Goretski Construction Company to replace the curbing in front of the Library in accordance with the City of Northville’s requirements for the 2013 Sidewalk Program. Jean Hansen seconded the motion. Motion passed. Mike DeFrancesco will contact the Goretski Company and ask them to change the wording on their bid to state that the work will be completed in compliance with the City of Northville’s Sidewalk Program. We will include the specifications from the City.

8. Announcements and Comments :

8.1 The next Finance Committee Meeting is scheduled for Tuesday, July 23, 2013 at 1:30 p.m. in Carlo Meeting Room.

8.2 The next Board Meeting will be on Thursday, July 25, 2013 at 7:30 p.m. in the Carlo Meeting Room.

MOTION: Mike DeFrancesco made a motion to adjourn the June Regular Board Meeting. Jim Morché seconded the motion. Motion passed. The Meeting was adjourned at 8:53 p.m.

Respectfully Submitted,

Paul Snyder, Secretary

CE 07/01/13

Library Board of Trustees Meeting Minutes for Thursday, August 22, 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, Mike DeFrancesco, Paul Snyder, Alan Somershoe and Jim Morché. Also present: Julie Herrin, Library Director; Anne Mannisto, Assistant Library Director; Carla Eggert, Administrative Assistant; Carol Oldenburg, Friends of the Northville Library President. Staff member Wendy Mutch was in the audience. Absent: Trustee Joe Corriveau.
1.2 Approval of the Agenda: MOTION: Paul Snyder made a motion to accept the agenda as presented. Jean Hansen seconded the motion. Motion passed.
1.3 Approval of Meeting Minutes, 7-25-13: MOTION: Paul Snyder made a motion to approve the minutes as corrected. Alan Somershoe seconded the motion. Motion passed.
1.4 Citizen Comments: None.

2. Correspondence: None

3. Director’s Report:
Statistics: Julie Herrin reported that circulation was up 5.59%, with an all-time monthly high of 56,000 items. This is likely due to exceptionally high Summer Reading Program participation. Usage of the computers in the Youth Area was also at an all-time high for the month which is probably due to Summer Reading as well. Downloads were up by 64%. The number of sessions for July database usage was down slightly while searches were up. Freegal was accessed by 97 patrons to download 631 songs. Brainfuse had a total usage of 344 with 49 unique visits. The door count was up about 1%. Jean Hansen asked Julie about July missing from the chart on the statistics handout. Julie will have this corrected.
Youth Programming: The Youth Summer Reading Program had 959 children registered compared to 828, an increase of 16%. In August there were 3 programs held for children with 446 attendees. There were 196 children at the final party for Summer Reading.
Adult Programming: The Summer Reading Program for adults has 233 people signed up compared to 222 for last year. While the Adult Summer Reading Program is not over until the end of August, the number of registrants has increased 6% over last year. There were four programs held with a total attendance of 181.
Teen Programming: The Summer Reading Program for teens had 235 teens signed up compared to 209 for last year which was an increase of 12%. There were three programs for teens with an attendance of 54. Jean asked how the number of teens signed up for Summer Reading compared to other area libraries. Julie will investigate this and report back to the Board.
Staff: Julie reported that three new Computer Pages have begun working at the Library, replacing staff who went on to full-time jobs or to college.
Volunteer Party: The Volunteer Appreciation Party was held on August 13. Around 70 of our volunteers, Friends, Teen Corps, and their friends and family attended.
Public Relations: The Library Newsletter will go out the first week of September. Julie reported that Jim Morché suggested that the Library purchase a holiday wreath from the Northville Garden Club to display at the Library, in appreciation of the work they do in maintaining the garden area adjacent to the Library. This was approved. Julie asked the Board members to assist Library staff with school Open Houses by signing up to attend an Open House with a Library staff member. There will be three Open Houses on August 28. There will also be Open Houses Sept. 9, 10, 11 and 12. A sign-up sheet was passed around to the Board. The Friends received a $1,000 donation from Community Financial Credit Union due to the work of Linda Schwelnus, Treasurer of the Friends Gift Shop. They will purchase a new sign for the Book Cellar and give the remainder of the funds to the Library.
Facilities: Julie reported that the new Library phone system was installed on August 20 with minimal disruption. The new system is similar to our old system but allows us to change to a voice over Internet (VOIP) system in the future.
The Finance Committee asked Julie to work on obtaining new facilities assessment for capital planning for the Library. The last assessment was done in 2003. Julie has contacted the company that did the last assessment to get a proposal from them on an update to the report.

4. Friends of the Northville District Library Report: Carol Oldenburg, Friends President, reported that the Friends did not meet in July and August. The next Friends meeting is scheduled for September 19. The membership drive continues to go well with current membership at 233 and 9 business members. Carol would like to encourage the Trustees to support the Friends. The second annual “Sundaes on Sunday” will be held on Sunday, Sept. 29 from 1:00 to 4:00p.m.. The Friends are sponsoring a program on lighthouses on Sept. 17. The band Picks and Sticks will perform at the Community Center on November 5. The author of the book A Thousand Letters from Home will be here on November 13. A performance by the Twelfth Night Singers will be held at the Community Center on Dec. 10. The Fall Used Book Sale will be held on October 3, 4, 5 and 6.

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 2013. MOTION: Jean Hansen made a motion to approve these bills in the amount of $69,910.58 for payment. Mike DeFrancesco seconded the motion. Motion passed.
5.2 Financial Report: Jean Hansen presented the Financial Report. We received a check from Wayne County for delinquent taxes in the amount of $71,730.91. MOTION: Jean Hansen made a motion to transfer $11,961.61 from the Operating Fund to the Debt Fund for the delinquent taxes. Mike DeFrancesco seconded the motion. Motion passed. We are 67% through our fiscal year and we have received 100% of our tax revenue for the year. We have received our second State Aid payment which will show up on the financial report next month. We received the Penal Fines check from Oakland County in the amount of $4,290. The Penal Fines check from Wayne County will be applied next month.
5.3 2014 Budget: Board Secretary Paul Snyder read Resolution 2013-03 certifying the tax levies for the Operating and Debt millage and approving the 2013-2014 Budget for the Northville District Library. Resolution 2013-03 passed by a unanimous roll call vote of the attending Trustees. The Library will levy 1.1573 mils for Operating and 0.234 mills for Debt.

6. Millage Discussion: Jean Hansen advised the Board that a decision needs to be reached on whether or not to ask for a renewal of the millage and, if so, when. Jean distributed copies of the 5-year plan for the Library, with a millage renewal and without, and there was discussion about the two documents. The current millage is in place until November 30, 2015. There was discussion regarding the elimination of the Personal Property Tax as well as the Headlee Amendment and how it reduces what the Library can levy. In 2015 the City of Northville will have an election but Northville Township will not. The Library would have to pay $30,000 to have a special election in the Township for the Library ballot question. Both the City and the Township have elections scheduled in 2014, as it is a gubernatorial election year, so the Library could have the millage on that ballot but not have the millage be effective, if passed, until the 2016 budget year. The Library could also wait until the 2016 election, but that would mean a year with severely decreased funding due to the 0.2 millage expiring at the end of 2015. In addition, the ballot question would no longer be a millage renewal but a new millage. There was discussion about the length of time to request a renewal, i.e., whether to continue with a 0.2 millage for five years or ask for a different duration. There was discussion about asking the Friends for financial support of a millage campaign. Paul Snyder reported that a 501(c)3 can take up to 20% of their operating budget to use for campaigning, and up to 5% of the 501(c)3’s operating budget may also be directed toward millage advocacy efforts. There is no restriction on the amount that can be spent by a 501(c)3 on producing information that takes no advocacy stand for a millage. Julie stated that other than a fundraiser, which the Millage Committee would likely hold in the fall of 2014, the Friends are the only source for the Library to pay for a millage campaign. Paul and Jean will attend the Sept. 19 meeting of the Friends Board to discuss the millage. MOTION: Paul Snyder made a motion to pursue a millage renewal question during the November 2014 election to renew our 0.2 millage for five years, with the millage to be effective the 2015 tax year, and the Library’s 2016 budget year. Jean Hansen seconded the motion. Motion passed.

7. Committee Reports:

7.1 Development Committee: Julie Herrin reported that the Development Committee met for a lengthy Strategic Planning meeting on August 8. Julie and Anne both attended. The meeting was facilitated by Craig Orr. The objective of the Committee is to increase the endowment to provide an annual disbursement to the Library of about $25,000. That equates to an endowment of approximately $500,000. A plan of action was developed that includes an annual letter to endowment donors that will go out in the mail in November 2013, as well as a fundraiser in April 2014. Three subcommittees were formed for the following purposes: to create the annual mailing; to plan the fundraising event; and to identify new donors and foster relationships with previous donors. Current Chair Mary Ellen King is unable to continue in her position due to family commitments. Craig Orr has volunteered to replace her. The next Development Committee meeting will be held on Wednesday, September 18 at 7:00p.m.

8. Announcements and Comments:

8.1 The next Finance Committee Meeting is scheduled for Tuesday, September 24, 2013 at 1:30 p.m. in the Carlo Meeting Room.
8.2 The next Board Meeting will be on Thursday, September 26, 2013 at 7:30 p.m. in the Carlo Meeting Room.

MOTION: Jim Morché made a motion to adjourn the August Regular Board Meeting. Paul Snyder seconded the motion. Motion passed. The Meeting was adjourned at 9:05 p.m.

Respectfully Submitted, Paul Snyder, Secretary
CE 08/28/13

Library Board of Trustees Meeting Minutes for Thursday, September 26, 2013

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

1.1 Roll Call - Present: Trustees Bob Sochacki, Joe Corriveau, Jean Hansen, Mike DeFrancesco, Paul Snyder, Alan Somershoe and Jim Morché. Also present: Julie Herrin, Library Director; Anne Mannisto, Assistant Library Director; Carla Eggert, Administrative Assistant; Judy DeFrancesco, Friends Board Member.
1.2 Approval of the Agenda: MOTION: Alan Somershoe made a motion to accept the agenda as corrected. Mike DeFrancesco seconded the motion. Motion passed.
1.3 Approval of Meeting Minutes, 8-22-13: MOTION: Jean Hansen made a motion to approve the minutes as corrected. Alan Somershoe seconded the motion. Motion passed.
1.4 Citizen Comments: None.

2. Correspondence: None

3. Director’s Report:
Statistics: Julie Herrin reported that circulation was down very slightly by a little over 1%. The door count is down by over 7%. Downloads were up by 32%. Database usage was down by a considerable amount, including our popular Morningstar and Ancestry databases. This could be a mistake or it could be due to the change we made in the algorithm for logging on to our databases remotely. Freegal was accessed by 94 patrons to download 571 songs. Brainfuse had a total usage of 478 with 41 unique visits. Jean asked Julie to research trends in the usage of the Library databases, circulation, Summer Reading and program participation over a five-year period.
Youth Programming: Fall storytimes for youth have begun. In September there were 12 programs held for children with 453 attendees.
Adult Programming: There were three programs held for adults with a total attendance of 98.
Continuing Education: Julie reported that the staff had been very busy with continuing education opportunities in September. Anne attended a webinar entitled Digging into Databases. Vicki and Patricia attended a workshop on legal resources for patrons. Julie attended a workshop on library security. Julie and Anne and two other librarians attended a workshop on the Affordable Care Act. Libraries are being promoted as a place to go for information on the Affordable Care Act so all of the librarians viewed a webinar on the law. There are five librarians attending the Michigan Library Association conference this year. One of our librarians, Wendy Mutch, is giving a presentation at the conference on our local history website, including the digitized Northville Record and oral histories online. Karen Fehl is attending the Michigan PR Group meetings.
Facilities: Julie reported that the replacement of the concrete curbing in front of the Library was done today.
Public Relations: The Library newsletter went out in the mail the first week of September. The Library has a new blog on the Northville Patch called Northville District Library Notes. We will be promoting Library events and information on the blog. Staff members and some members of the Board marched in the Victorian Festival Parade on Sept. 13. Staff and Board members attended seven open houses at the Northville Public Schools (NPS). We are meeting with the Assistive Technology Coordinator for NPS who contacted the Library to learn more about our online databases. Thanks to Paul Snyder and Joe Thomas, a new supply of books has been delivered to Allen Terrace.

4. Friends of the Northville District Library Report: Judy DeFrancesco, Board member of the Friends, reported that Aleta Lee, the Recording Secretary for the Friends, resigned. Linda Bolam, Corresponding Secretary, agreed to take on the duties of Recording Secretary as well. Jean and Paul spoke to the Friends Board about how the Friends can support the mileage renewal process. Paul stated that funds can be earmarked for this purpose and set aside. Judy asked Paul to discuss this with the Friends Treasurer, Denise Stacer. The Friends are currently halfway through their fiscal year. Their budget is on target and income is up. There will be a financial review done in the fall. Membership is up and currently stands at 250 members. The Friends Gift Store is preparing for holiday sales. Friends’ member shopping days will be held November 15-17, during which time Friends members receive 25% off their purchases. The Friends plan to discuss their contract with Mission-Based Books and their future plans at the October Friends meeting, as they are seeing a marked decrease in revenue from Mission-Based Books sales. Cheryl Pearson has begun working with Judy DeFrancesco on the Books for Babies program. The Fall Used Book Sale will be held Oct. 3-6. The Friends Preview Night is Oct. 3. This coming Sunday, September 29, is the Friends Appreciation Event “Sundaes on Sunday.” Judy invited all the Board of Trustees to attend.

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 2013. MOTION: Jean Hansen made a motion to approve these bills in the amount of $93,766.35 for payment. Mike DeFrancesco seconded the motion. Motion passed.
5.2 Financial Report: : Jean Hansen presented the Financial Report. We are currently 75% through our fiscal year, and have received 100% of our revenue for the year. We will be slightly over budget in the Building and Equipment Maintenance account due to the telephone system upgrade for which we still have one payment to make. Tax refunds totaled $18,765.04 for the month of August. MOTION: Jean Hansen made a motion to make a payment of $13,000 to the Municipal Employee Retirement System (MERS) Retiree Health Funding. Paul Snyder seconded the motion. Motion passed. MOTION: Jean Hansen made a motion to transfer $60,000 from the Operating Fund to the Reserve Fund for Building Preservation. Mike DeFrancesco seconded the motion. Motion passed. The accountants have reviewed the tax refund bills that we have received and determined the portion of the bill that is due from the Debt Fund, since the bill was paid entirely out of the Operating Fund. MOTION: Jean Hansen made a motion to transfer $5,386.47 from the Debt Fund to the Operating Fund. Alan Somershoe seconded the motion. Motion passed. Jean reported that the yearly payment on the debt is due on October 1. MOTION: Jean Hansen motioned to transfer $17,200 from the Debt Fund to U.S. Bank for the debt payment due. Mike DeFrancesco seconded the motion. Motion passed.

6. Proposal from SHW Group on Building Maintenance Assessment: Julie reported that she received a proposal for a building assessment from the SHW Group for $7,800. This is the same company that did the last building assessment ten years ago, though the name of the company was Duce Simmons at that time. The building assessment will provide a report on the maintenance the building will likely require in coming years and what the costs associated with that maintenance over the next five years are likely to be so that we may accurately budget. Julie was asked to arrange for a building assessment by the Finance Committee. Jim Morché asked what the cost of the assessment had been in 2003. Julie reported that it was $2,500 at that time. Bob Sochacki stated that the building assessment should not be used to justify the need for a millage in advance or to justify what has already been done. Alan Somershoe stated that it is critical to know that we have been putting aside enough funds for necessary building repairs. Jim Morché feels that another bid should be requested from another company, as he is opposed to using the same vendor that did the assessment the first time. There was discussion regarding liability and the terms of the contract for services presented by SHW Group. MOTION: Jean Hansen made a motion to hire SHW Group to perform the services listed in their proposed contract for building assessment for an amount not to exceed $7,800. Alan Somershoe seconded the motion. Motion passed with one dissenting vote. Alan asked Julie to ask SHW Group if it would be possible to have the assessment back in time for the November Board meeting.

7. Committee Reports:

7.1 Development Committee: Julie reported that at their Strategic Planning meeting in August the Development Committee established three subcommittees. The three subcommittees were formed for the following purposes: to create the annual mailing; to plan the fundraising event; and to identify possible major donors and foster relationships with previous donors. The subcommittee to plan the Annual Giving Campaign met yesterday to discuss who should be on the mailing list for this year’s solicitation letter. The Committee decided to send this year’s solicitation letter to members of the Friends, past supporters of the library millage and previous donors to the Library Endowment. The letter will go out in the mail in mid-November.

8. Announcements and Comments:

8.1 The next Finance Committee Meeting is scheduled for Tuesday, October 22, 2013 at 1:30 p.m. in the Carlo Meeting Room.
8.2 The next Board Meeting will be on Thursday, October 24, 2013 at 7:30 p.m. in the Carlo Meeting Room.

9. Adjourn Regular Meeting: MOTION: Jim Morché made a motion to adjourn the September Regular Board Meeting. Joe Corriveau seconded the motion. Motion passed. The Meeting was adjourned at 8:40 p.m.

Respectfully Submitted,
Paul Snyder, Secretary
CE 09/30/13

Library Board of Trustees Meeting Minutes for Thursday, November 21, 2013

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

1.1 Roll Call - Present: Trustees Bob Sochacki, Jean Hansen, Mike DeFrancesco, Paul Snyder, Alan Somershoe and Jim Morché. Also present: Julie Herrin, Library Director; Anne Mannisto, Assistant Library Director; Carla Eggert, Administrative Assistant; Carol Oldenburg, Friends of the Northville District Library President; Patricia Garavoglia, Library staff member; community member Marilyn Randall. Absent: Trustee Joe Corriveau.
1.2 Approval of the Agenda: MOTION: Jim Morché made a motion to accept the agenda. Mike DeFrancesco seconded the motion. Motion passed.
1.3 Approval of Meeting Minutes, 10-24-13: MOTION: Jean Hansen made a motion to approve the minutes as corrected. Paul Snyder seconded the motion. Motion passed.
1.4 Citizen Comments: None.

2. Correspondence: None

3. Director’s Report:
Statistics: Julie Herrin reported that circulation was down 3% for the month. The monthly circulation average for the year is down by less than 1%. Download Destination usage is up by 11%, with increases for both audiobooks and eBooks. There were 376 audiobooks and 2,119 eBooks downloaded last month. The usage of both Tumblebooks and Freegal were down from last year. Freegal was used by 67 patrons to download 373 songs. Brainfuse was used 1,488 times by 125 unique visitors. Internet and children’s computer usage was up from September. Wireless usage was again at an all- time high.
Youth Programming: There were 14 programs and storytimes held for children, with 341 children participating.
Adult Programming: There were five programs for adults with 225 attendees. The Foreign Film was attended by 71 and the program on Michigan Legends and Lore had 75 attendees. The Community Reads author visit with Mark Binelli at the Novi Public Library had 150 attendees, about a third of whom were Northville Library patrons.
Teen Programming: There were two programs for teens with a total of 47 attending. The National Games Day Program, which featured both electronic and board games for teens and adults to play, had an attendance of 43.
Technology: The public fax machine, through the company Fax24, has been installed and is operational. Patrons can either use a debit or a credit card or purchase a fax card from the circulation desk to pay for faxing. The two new public copy machines have also been installed. Patrons are able to make copies or to scan a document to either a USB drive or an email address. There is no charge for scanning.
Collections: Librarians added 1,414 items to the collection last month and discarded 950 items. Julie reported that the video game collection is expanding as new video game systems are coming out.
Staff: Anne attended a webinar on eBooks from the American Library Association. Dorie Freebury and Nancy Clarizio will be judges for the annual Northville Public Schools Parent Teacher Association “Reflections” contest.
Public Relations: The Library is going to decorate a Christmas tree at the Community Center. The Community Center has asked six non-profit groups to decorate a Christmas tree to be displayed in the Community Center lobby. Librarian Wendy Mutch is very creative and she has helped us design ornaments for our tree. The ornaments will be made out of discarded book pages.

4. Friends of the Northville District Library Report: Carol Oldenburg, Friends President, reported that the next meeting of the Friends will be held on December 5. The Friends Finance Committee will meet on November 26. The Friends will pay for the Holiday Luncheon for Library staff members. Friends Board members are invited to attend the luncheon.

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 2013. MOTION: Jean Hansen made a motion to approve these bills in the amount of $85,900.60 for payment. Paul Snyder seconded the motion. Motion passed.
5.2 Financial Report: Jean Hansen presented the Financial Report. We received another tax refund bill of $7,124.85 in November. This will put our total tax refunds for the year at close to $70,000, which is considerably over budget and is the worst year the Library has had for tax refunds. The Library’s fiscal year ends on November 30; it looks like we will not be over budget for the year as expenses are down, though the Building Maintenance account is over budget. MOTION: Jean Hansen made a motion to transfer $315.22 of delinquent taxes from Northville Township that was sent to the Debt Fund to the Operating Fund. Mike DeFrancesco seconded the motion. Motion passed.

6. Download Destination Agreement: Julie reported that we currently have a group subscription through The Library Network (TLN) for Download Destination that we have been part of for the last nine years. The rate that we pay is based on our population. We paid $6,000 for the current year. This does not include the Advantage program for which we pay Overdrive directly. The agreement states that we will pay TLN and they will pay Overdrive. TLN would like an agreement approved by the Board of each participating library. MOTION: Jim Morché made a motion for a resolution to approve the Library Network Download Destination Participating Library Service Agreement. Paul Snyder seconded the motion. The resolution passed by a unanimous roll call vote of the Trustees present.

7. Committee Reports:

7.1 Policy Committee: The Policy Committee met on November 4 to review four Library policies. Jean Hansen presented the Policy on Investments with changes for the first reading. MOTION: Paul Snyder made a motion that the Board of Trustees accept the revised Policy on Investments with changes for the first reading. Mike DeFrancesco seconded the motion. Motion passed. Paul presented the Policy on the Safety and Well-being of Children at the Library with changes for the first reading. MOTION: Paul made a motion that the Board of Trustees accept the Policy on the Safety and Well-being of Children at the Library with changes for the first reading. Alan Somershoe seconded the motion. Motion passed. Paul presented the Policy on Social Security Number Privacy. MOTION: Paul made a motion to reaffirm the Policy on Social Security Number Privacy. Mike seconded the motion. Motion passed. Paul presented the Policy on Budget with changes for the first reading. MOTION: Paul made a motion that the Board of Trustees accept the revised Policy on Budget with changes for the first reading. Jim seconded the motion. Motion passed. There was discussion regarding the Michigan State Supreme Court’s decision not to review the issue of firearms in libraries. There are still two bills in the state legislature to add libraries to places in which firearms are prohibited as part of the Open Carry Law. The Library currently has a Code of Conduct that includes a prohibition on firearms in the building. The Policy Committee will meet on December 2 and discuss this issue.
7.2 Development Committee: Julie reported that the Development Committee met last evening, November 20. On November 14 the Annual Giving Campaign Sub-committee mailed out 550 letters to a combined mailing list of millage supporters, Friends of the Library, and previous donors to the Library Endowment. Each letter was personalized with a handwritten salutation and an added note to those who are personal acquaintances. We have received four contributions totaling $350 so far. The Fundraising Sub-committee has decided that the Library Annual Fundraiser will be a wine tasting event held on Friday, April 4, 2014 in the wine cellar at Cantoro’s Italian Market. Tickets will be $45 each, of which $35 will come to the Library. We also hope to get sponsors for the event and to raffle off gift baskets to generate additional revenue for the Library. The goal is to raise $10,000. Last year’s fundraiser raised $6,400.

8. Announcements and Comments:
      8.1 The next Finance Committee Meeting is scheduled for Tuesday, December 17, 2013 at 1:30 p.m. in the Carlo Meeting Room.
      8.2 The next Board Meeting will be on Thursday, December 19, 2013 at 7:30 p.m. in the Carlo Meeting Room.

9. Adjourn Regular Meeting: MOTION: Jim made a motion to adjourn the November Regular Board Meeting. Paul seconded the motion. Motion passed. The meeting was adjourned at 8:45 p.m.

Respectfully Submitted,
Paul Snyder, Secretary
CE 11/26/13

 

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