Northville District Library

Monday - Thursday: 10am - 9pm
Friday - Saturday: 10am - 5pm
Closed Sundays for Summer
Phone: 248-349-3020

Library Board of Trustees Meeting Minutes

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, April 24, 2014

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

1.1 Roll Call - Present: Trustees Alan Somershoe, Robert Sochacki, Mike DeFrancesco, Paul Snyder, Jean Hansen, Joe Corriveau 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; Lynne Hirschelman and Kristine Towne, Library staff members.
1.2 Approval of the Agenda: MOTION: Robert Sochacki made a motion to accept the agenda. Jim Morché seconded the motion. Motion passed.
1.3 Approval of Meeting Minutes, March 27, 2014: MOTION: Mike DeFrancesco made a motion to approve the minutes as submitted. Robert Sochacki seconded the motion. Motion passed.
1.4 Citizen Comments: None.

2. Correspondence: Julie Herrin reported that the Library received a certificate of congratulations for Books and Beyond, our Library fundraising event, from Wayne County Commissioner Laura Cox.

3. Director's Report:
Statistics: Julie reported that circulation appears to have returned to normal after the bad winter weather and is currently just about the same as last year. Downloads are up 28%. Database use is up by almost double which may be due to the Homework Help class we held for students. Jean Hansen asked what the circulation plus download statistic referred to. Julie reported that this is books checked out and any item downloaded, eBooks and music. Brainfuse was used 870 times by 64 users and Freegal was used by 129 patrons to download 745 songs. The door count was up by 1.7%. Use of the website has tripled and wireless use is at an all-time high. Forty-seven groups used the meeting rooms last month.
Youth Programming: : There were 30 programs for youth with 594 attendees. A storytime for four and five year olds has had to be cancelled due to low attendance, likely due to full- day kindergarten and increased preschool attendance.
Adult Programming: There were five programs for adults with 170 attending. A program on Shakespeare had 38 people attend, a class on the Kindle had 17 attendees and a program on the Cloud had 58 in attendance.
Technology: Julie reported that we are adding audiovisual equipment to the Storytime Room. This will include a larger pull-down screen, a projector for use with a computer and a DVD player. This will make the room more versatile for programs and allow the Youth Services librarians to use various computer apps as props in their storytimes. The Library began using the new online catalog Enterprise. The new catalog is no longer hosted by the Library Network but by the software developer Sirsi and stored in the Cloud. This will allow for easier updates to the catalog and for new features like the ability to download an eBook right from the catalog record, which will be added in the future.
Staff: Anne and Karen Fehl, our Public Relations Librarian, attended a webinar on social media policy. The Youth Department attended an American Library Association webcast entitled Best Practices for Apps in Storytime, to go along with the ability to use apps in the updated Storytime Room. Patricia Garavoglia attended a workshop on cataloging. Julie and Anne attended a workshop entitled Securing Your Library in Troubling Times that dealt with responding to an active shooter in the Library. Julie spoke to the Northville Police Chief regarding assistance from the Police Department in establishing a plan of action for such an event. Our health insurance agent, Eric Hammill, came out to the library to give a presentation to all of the staff who are Blue Cross subscribers on the new health insurance plan that will go into effect on June 1st. John Chrastka, with the group EveryLibrary that assists libraries with millage campaigns, will speak to the staff on May 7 regarding what staff legally can and can’t say to patrons regarding the millage renewal campaign. He will also speak to the Ballot Question Committee on May 6 at Joe Corriveau’s office.
Facility: Julie reported that our former custodian, who worked for Allied Building Service, felt that he needed to dispose of a computer hard drive and a flash drive. He poured epoxy on the items and lit them while he was in the storage area behind the Book Cellar. The items did not catch fire but he was burned on his hair and face. The Fire Department was called and the building evacuated for almost two hours. The custodian is no longer working for us or employed with Allied. We plan to replace the carpeting in the public areas of the building. We have received one bid on the project, at between $101,000 and $106,000, which includes complete moving services for all shelving, furniture and collections on both floors of the building, new carpeting and installation, and removal of the old carpeting. Julie will get more bids as well.
Public Relations: Julie and Anne attended the State of the Community luncheon, hosted by the Chamber of Commerce. We brought the display board on Northville in 1964, which featured articles from the digitized Northville Record, to celebrate the Chamber’s 50th anniversary. The display was popular. The Chamber is currently displaying the board in their offices. The summer newsletter will be out the first week of June and will feature a new look, changing to a full page now with a new masthead. Our Public Relations Intern has started and is focusing on increasing our social media presence. We will be posting a daily item to Facebook. Julie encouraged the Trustees to “like” the Library on Facebook.

4. Friends of the Northville District Library Report: Carol Oldenburg, President of the Friends, reported that last month was a good month for the Friends with over $5,000 in revenue. The Friends new membership year began on March 1 and they have 167 new and renewed memberships so far. Gift Store sales were slow for March, possibly due to the poor weather. The Friends Gift Store will hold Member Shopping Days May 2 through May 4, during which Friends members receive a 10% discount on their purchases. The March newsletter focused on the 2013 accomplishments of the Friends, so that members are kept more informed of the past year’s activities. The total revenue for used book sales for the 2013/2014 year was $25,644.08, which included $8,834.32 in sales from Mission Based Books (MBB) which has since gone out of business. MBB owes the Friends an additional $1,966.41 for sales from October 2013 through January 2014 that they have notified us they are unable to pay at this time. They will try to pay in installments but there is no guarantee they will be able to do so. A new vendor, Look at a Book, located in Ohio, took 650 of our books that remained with MBB. So far Look at a Book has sold about $300 worth of our materials. The Friends will continue to sell books without the use of a vendor for now and monitor revenues to see how things are going. MBB also recycled materials that could not be sold for us. The Salvation Army has begun a twice monthly pick up of our recycled materials.

5. Budget and Finance Review:

5.1 Bills over $1,000 for approval: Jean Hansen presented the List of Bills over $1,000 for April 2014. MOTION: Jean Hansen made a motion to approve these bills in the amount of $73,489.12 for payment. Paul Snyder seconded the motion. Motion passed.
5.2 Financial Report: Jean reported that the $100,000 the Operating Fund borrowed from the Reserve Fund until tax revenue was received has been paid back. We are about a third of the way through our fiscal year and we have received 90% of our tax revenue. We received the first State Aid payment of $10,065.06. The second payment is usually about the same as the first, which will put us over budget for State Aid this year when we receive the second payment. Jean reported that we budgeted $25,000 for our liability insurance for this year but the cost was only $12,368 due to a member distribution of excess funds. MOTION: Jean Hansen made a motion to amend the amount budgeted for Liability and Property Insurance from $25,000 to $12,368. Mike DeFrancesco seconded the motion. Motion passed. Jean reported that she and Julie met with Laura Branchick, our representative from Comerica Bank, who explained that due to the Dodd Frank Act, the Library Debt Fund can no longer invest in the Library J Fund. We will invest in a money market account instead which are currently paying .2% interest, quite a bit more than the .04% the J Fund paid in 2013. We also opened a money market account for the Reserve Fund and transferred the money from the Reserve J Fund to the new account for improved interest earnings.

6. Administrative Contracts : Julie reported that contracts for herself and Anne expired on February 28, 2014. There are no changes to be made except for the dates of the contract. MOTION: Mike DeFrancesco made a motion to renew the employment contracts for Julie Herrin and Anne Mannisto for two years. Jean Hansen seconded the motion. Motion passed.

7. Millage Election : On May 6 the Ballot Question Committee will meet. John Chrastka who works for EveryLibrary, a company that helps libraries that are facing millage elections, will speak and will share his expertise with the committee. Two decisions that should be made prior to this meeting are: 1) how long we will be asking voters to renew the millage for; and 2) what the library will do if the millage does not pass. The budget would be short about $450,000 without the millage renewal. Julie presented a list of impacts to the Library if the millage did not pass. The list was discussed by the Board. Impacts would likely be felt in staffing and library hours. There was discussion regarding the length of the millage renewal. MOTION: Paul Snyder made a motion to ask for a millage renewal for seven years. Mike DeFrancesco seconded the motion. Motion passed with two dissenting votes. Paul discussed information from the Friends of Michigan Library stating that the Friends should have already donated any funds they were contributing to the Ballot Question Committee, rather than just earmarking them, for tax reasons. Carol stated that she thought the money had been donated already around the same time that the forms were sent into the State establishing the Ballot Question Committee. Carol will check with Friends Treasurer Deborah Stanifer regarding this. Julie distributed a copy of the proposed ballot language to the Board.

8. Committee Reports :

8.1 Development Committee: Julie reported that the Books and Beyond Fundraiser, a wine tasting at Cantoro’s Italian Market, was very successful, with 196 people attending and $12,563 raised for the Library. The Development Committee met the Monday after the event to discuss changes for next year. The date for next year’s fundraiser will be Sunday, April 19, 2015.
8.1 Facilities Committee:Julie distributed a list of building maintenance projects and costs for 2014-2018 that was compiled by Mike DeFrancesco. Repairs for the current year (2014) total $154,500. The Facilities Committee will meet on Tuesday, April 29 at 7:30 p.m. to further discuss the list of projects. The Friends Book Cellar is located in the front part of the Library storage area. This area is not properly heated as it was intended to be for storage only in the original building plans. The room is very cold. MOTION: Mike DeFrancesco made a motion to install a reheat coil in the Book Cellar to reduce dampness and chill, at a cost of $3,000. Jim Morché seconded the motion. Motion passed.

9. Announcements and Comments :

9.1 The next Finance Committee Meeting is scheduled for Tuesday, May 20, 2014 at 1:30 p.m. in the Carlo Meeting Room.

9.2 The next Board Meeting will be on Thursday, May 22, 2014 at 7:30 p.m. in the Carlo Meeting Room.

10. Adjourn Regular Meeting: MOTION: Jim Morché made a motion to adjourn the April Regular Board Meeting. Paul Snyder seconded the motion. Motion passed. The meeting was adjourned at 9:00 p.m.

Respectfully Submitted,

Robert Sochacki, Secretary

04/29/14

Library Board of Trustees Meeting Minutes for Thursday, May 22, 2014

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

1.1 Roll Call - Present: Trustees Alan Somershoe, Mike DeFrancesco, Paul Snyder, Jean Hansen, Joe Corriveau, Jim Morché and Robert Sochacki. Also present: Julie Herrin, Library Director; Anne Mannisto, Assistant Library Director; Carla Eggert, Administrative Assistant; Nancy Clarizio, Library staff member; Judy DeFrancesco, Friends Board Member.
1.2 MOTION: Jean Hansen made a motion to accept the agenda. Jim Morché seconded the motion. Motion passed.
1.3 Approval of Meeting Minutes, April 24, 2014: 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 reported that circulation was down by 5.69% while downloads were up 14%. Circulation with downloads added is about the same as last year. Database use was down while website use was up. Computer use is low compared to last year though wireless Internet use was up. Brainfuse was used 390 times. Freegal was used by 101 patrons to download 591 songs. There was discussion about the monthly statistics page and the meaning of various terminology. Jean asked what “website analytics” referred to. Julie stated that this is a measure of website visits. Jean asked if the name could be changed on the report to “website visits”. Jean also asked what “database clicks” referred to. Anne responded that it is a measure of visitors to the Library website who click on the database page and is a way to measure “in library” versus remote database usage. Jean would like to see this statistic compared to last year. Jim asked for clarification on the difference between database clicks and usage. Anne explained that for database usage, different vendors measure this differently. Most report sessions, but some report only searches. Jim stated it would be helpful to have list of definitions for terms used in the statistics report.
Programming: There were 19 programs for youth with 510 attendees. There were six programs for adults with 100 attending. The Museum Adventure Pass, which provides admission or discounts on admission to various local cultural institutions, has begun again and includes passes to Mill Race Village this year. The Michigan Big Green Gym program, formerly known as the Park and Read program, which provides a free one-day pass to Michigan State Parks, has also begun again for the summer.
Staff: : Julie and Anne attended a TLN presentation on the current state of library automation products. The contract for the TLN shared automation system, which includes the public catalog plus circulation and other modules, is up in two years and TLN is beginning to look at replacement products. Julie reported that four Board of Trustee members have terms expiring December 31. July 17 is the last day for those trustees who are running for reelection to pay their $100 filing fee or turn in 40 to 100 valid signatures on an election petition to the Wayne County Clerk. Julie asked if the Board would like this to be publicized and the Board agreed that an article should be submitted to the Northville Record about the election.
Facility: Julie reported that she sent out four requests for bids to replace the carpeting in the public areas of the Library. She received two bids back. One of the vendors is about $8,000 less than the other; however Julie has concerns about the lower bidder’s ability to move the public desks and lift the book stacks effectively in order to carpet under them. Julie also was unable to verify references for carpet installation, particularly at the two libraries listed on the lower bidder’s references. The higher bidder has two pages of verifiable references for carpet installation at other libraries. MOTION: Mike DeFrancesco made a motion to accept the bid of Library Design to carpet the public areas of the Library for $108,853. Jim Morché seconded the motion. Motion passed. The Library will be closed for two days in August for a portion of the carpet replacement. The remaining replacement will be done while the Library is open.

4. Friends of the Northville District Library Report: Julie Herrin presented the Friends report. Julie distributed a list that the Friends have prepared on the history of the Friends donations to the Library. From 1969 to 2013, the Friends gave the Library $576,314.63. The data was compiled from past Friends minutes and annual reports. There are currently 194 members of the Friends which is very good. The Gift Store revenues continue to be low. The Friends are encouraging the giving of gift books for upcoming holidays such as Mother’s Day and Father’s Day as well as graduations, with articles about gift books in both the Northville Record and the Friends online mailing. The Friends received their first payment of $220 from Look at a Book, the vendor who took some of the Friends books from Mission-Based Books to sell. The Friends Spring Used Book Sale is next week, May 29 (preview night)-June 1.

5. Budget and Finance Review:

5.1 Bills over $1,000 for approval: Jean Hansen presented the List of Bills over $1,000 for May 2014. MOTION: Jean Hansen made a motion to approve these bills in the amount of $70,159.43.12 for payment. Paul Snyder seconded the motion. Motion passed.
5.2 Financial Report: Jean reported that we are 42% of the way through our fiscal year and have received 98% of our tax revenue. We have received our first State Aid payment of $10,065. The second payment should be close to the same amount as the first. There is a revenue category, Grants, on the income statement that is funded with $3,000. These funds are from the award Librarian Wendy Mutch won from Gale Cengage for the Local History portion of our website. The line item for Liability and Property Insurance has been changed to correctly reflect the amount spent for the year. There is a credit in the Operating Supplies account due to a credit received for RFID tags that were returned to 3M. The amount spent for Special Programs is a bit over budget. The money in the J Fund Accounts with Comerica for the Reserve and Debt Funds have been moved to money market accounts as discussed at last month’s meeting. The financial statements will be updated to reflect the new accounts. Jean stated there is a need to increase the budgeted amount for Electronic Products. MOTION: Jean Hansen made a motion to reduce the budgeted amount for Books and Subscriptions from $198,604 to $194,604 and to increase the amount budgeted for Electronic Products from $50,000 to $54,000. Mike DeFrancesco seconded the motion. Motion passed.

6. Grants Committee :Paul Snyder reported that he has taken a course on grant writing. There are many types of grants that can be applied for, including those through the federal government, non-profit organizations, foundations and other private groups. The application process is not easy and there are often reporting requirements after the grant is received. We would also want to make sure that we pursue those grants that match closely with our programming. Jim stated that he has several years’ experience with grants as well and would be available to assist Paul. Jim would like to see a Grants Committee established. Jean stated that this type of committee might be a better fit as a sub-committee of the Development Committee with contributions from staff and community members as well. There was discussion about how the committee might function as a sub-committee of the Development Committee. There is a Development Committee meeting scheduled for June 9 at 7p.m.

7. Committee Reports :

7.1 Facilities Committee: Mike DeFrancesco reported that, when approached for an estimate on changes to our heating and cooling system, Long’s directed us to an engineering consulting firm, Sellinger Associates. Steve Benaske from this company met with Mike and Julie on May 15. He felt that the Library boilers should last for another 10 to 15 years and that the variable speed motors suggested by SHW Group in their building assessment report would not make much difference in energy efficiency. A second, smaller boiler, for use in running only the cooling system, would be a possible direction to go in. If we used the engineering firm’s services, which would run between $10,000 and $20,000, they would assist us with preparing plans as well as permits for the project. Mike has also found another local engineer, Tom Barry, who lives in Northville and works for the firm Limbach Facilities Services. He has approached Mr. Barry about providing an estimate for similar services. Robert was concerned that the information on these changes recommended initially by the SHW Group in their report were not specific enough as to what is needed and what it would cost. There was discussion about the SHW Group report as well as the need to have an engineer consult.

8. Announcements and Comments :

8.1 The next Finance Committee Meeting is scheduled for Tuesday, June 24, 2014 at 1:30 p.m. in the Carlo Meeting Room.

8.2 The next Board Meeting will be on Thursday, June 26, 2014 at 7:30 p.m. in the Carlo Meeting Room.

9. Adjourn Regular Meeting: MOTION: Mike DeFrancesco made a motion to adjourn the May Regular Board Meeting. Robert Sochacki seconded the motion. Motion passed. The meeting was adjourned at 9:00 p.m.

Respectfully Submitted,

Robert Sochacki, Secretary

05/29/2014

 

 

Library Board of Trustees Meeting Minutes for Thursday,June 26, 2014

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

1.1 Roll Call - Present: Trustees Alan Somershoe, Mike DeFrancesco, Paul Snyder, Jean Hansen, Jim Morché and Robert Sochacki. Also present: Julie Herrin, Library Director; Anne Mannisto, Assistant Library Director; Carla Eggert, Administrative Assistant; Suzanne Schimanski-Gross, Library staff member; Carol Oldenburg, Friends of the Northville District Library President. Absent: Trustee Joe Corriveau.
1.2 Approval of the Agenda: MOTION: Mike DeFranceso made a motion to accept the agenda as amended. Jim Morché seconded the motion. Motion passed.
1.3 Approval of Meeting Minutes, May 22, 2014: MOTION: Mike DeFrancesco made a motion to approve the minutes as corrected. Paul Snyder seconded the motion. Motion passed.
1.4 Citizen Comments: Suzanne Schimanski-Gross spoke to the Board about the plans for a flash mob she is organizing to commemorate Jeannie Davidson’s retirement from the Library on Monday, June 30, 2014.

2. Correspondence: None.

3. Director's Report:
Statistics: Julie stated that Michael McEvoy made the requested changes in layout and content of the monthly statistics page as the Board requested. He also prepared a list of definitions to assist in understanding the information presented on the statistics page. Jean asked if the title “Circulation” could be added to the top of the first chart to assist in defining what is being reported. Julie reported that circulation was down by 5.54% for the month. Downloads were up by 23%. The current twelve-month average for circulation is down by 1.126%. The door count was down by 3.5% for May. Usage of the website was up by 120%. Database usage was down for all of the databases we offer except for those provided by MEL (Michigan eLibrary). Zinio was used 139 times in the first month it was active; this was likely staff familiarizing themselves with the new database, as it had not yet been heavily promoted. Freegal was used by 94 patrons to download 541 songs. Brainfuse was used 169 times which is down but higher than May of last year when it was used 68 times.
Programming: There were 6 programs for youth with 600 attendees. There are currently 711 children registered for the Summer Reading Program. There were two programs for teens with 56 people attending. There are 159 teens signed up for Summer Reading. There are 27 teens participating in the Teen Corps, a group of teen volunteers who assist at the Library for the summer, helping with many things including programs, folding brochures, and book drops. There were four programs for adults with 74 attending. The Adult Summer Reading program has 192 participants. We are expanding our eBook help on Wednesday evenings from 5:00 to 7:00 p.m. to include help with eMagazines and tablets.
Staff: Julie reported that Jeannie Davidson is retiring from the Library. There will be a farewell gathering for Jeannie on Monday, June 30 from 4:00 to 5:30 p.m.
Technology: The Library now has a functioning Intranet with a staff blog to allow staff to easily find forms and staff information, as well as share information with each other. We have been working on the development of the Intranet for some time. Kristine Towne, our digital services librarian, and Anne Mannisto did a lot of work on this project.
Facility: Julie reported that the Library will be closed on Monday, August 25 and Tuesday, August 26, 2014 for installation of the new carpeting in the public areas. The entire project will take about nine days to complete. The staff entrance door has a passcard system that is seventeen years old and the software is no longer supported by our alarm company. We are purchasing a new system that uses RFID (radio-frequency identification) cards.
Public Relations: Julie reported that Karen Fehl was able to reserve the month of October for Library lamppost banners in downtown Northville. The cost to hang and remove the banners is $7 per lamppost. We may choose as many lampposts as we want. The Garden Club puts banners on 6 lampposts while the Victorian Festival does 31 posts. The banners are available in two types of vinyl. The better quality vinyl costs $182 per banner while the lesser quality vinyl is $120 per banner. The banners can be reused. Alan asked what the message on them would be. Julie stated that we have not decided yet, but we would like to design something that can be used for several years. Jean wondered what the lead time for production of the banners would be. She would like to see the Library logo used as part of the banner design. Robert Sochacki questioned whether vinyl was the best material to use for the banners or if something like the nylon material used to make flags would be longer lasting. Julie will ask Karen to get more information on the banners and Julie will report back to the Board. Alan is available to assist Karen in making phone calls regarding this. The June newsletter went out in the mail the first week of June. Information on the Summer Reading Program was sent to parents via the Northville Public Schools listserv. The Volunteer Recognition Party will be held on Thursday, July 31 at 7 p.m. Invitations will go out in the mail very soon. The fact sheet that was developed for information on the millage renewal was sent to John Chrastka at EveryLibrary for his opinion. The Library is having a summer photo contest entitled “Pure Northville”. We are asking patrons of all ages to submit their photos taken anywhere in Northville, and especially at the Library. The photos should capture the essence of Northville in the summertime. The contest will run from June 15 to August 15. The Downtown Development Authority has asked us if we would share the pictures from the contest with them.

4. Friends of the Northville District Library Report: Carol Oldenburg, Friends President, reported that the Friends currently have 222 members. Last request letters have gone out to those former members who have not renewed their membership. Revenue for the Gift Shop continued to be low in May and is currently below last year’s revenue. The next issue of the Friends newsletter will go out in July. To support the millage renewal efforts, the Board of the Friends is planning to move the publication of the November newsletter to October so that members will have it before the millage vote. The Friends will emphasize the importance of supporting the millage. In the past month the Friends have donated 31 boxes of books to the Children’s Center in Detroit. The Friends also gave the Tipping Point Theater 40 boxes of books that had been designated for recycling for use in their last play, “The Red King’s Dream”, for which they received an acknowledgement in the play program. The Spring Used Book Sale was very successful, bringing in $1,637.55, an 82% increase over last spring’s sale and a 12% increase over the fall sale. The vendor Look-at-a-Book (LAAB) continues to sell the books that were previously with Mission-Based Books. In two months the Friends have received checks totaling $494.47. LAAB reports sales quickly and pays in a timely manner. Upon the recommendation of Joe Oldenburg, their Used Book Sale Director, the Friends Board approved continuing to work with LAAB to scan and sell our used books. The software that LAAB uses for scanning of books has been installed and is much easier to use. LAAB uses 29 different websites to sell books and the Friends can end the agreement with them at any time, as LAAB does not require a contract. Jean asked if the Friends had thought about using the Gift Shop space for used book sales. Carol stated that the current layout of the store would not allow for the space to sell books but it may be something considered in the future.

5. Budget and Finance Review:

5.1 Bills over $1,000 for approval: Jean Hansen presented the List of Bills over $1,000 for May 2014. MOTION: Jean Hansen made a motion to approve these bills in the amount of $64,109.93 for payment. Paul Snyder seconded the motion. Motion passed.
5.2 Financial Report: Jean reported that we are half-way through our fiscal year and have received 98% of our tax revenue. We received a check from Wayne County for delinquent taxes today. Our second State Aid check and Penal Fines check are still to come. Most of the Library expenses remain under 50% spent at this fiscal year midpoint. We received $247 in interest in the new money market account for the Reserve Fund, as compared to $58.98 in interest last month with the old J Fund account. Jean reported that the Finance Committee has had two meetings in which the 2015 Budget was discussed. Jean distributed a copy of the budget as it has been compiled so far. Any questions the Trustees have can be discussed in July. The public hearing on the 2015 budget will be held in August.

6. Committee Reports:

6.1 Facilities Committee: Mike DeFrancesco reported that Sellinger Associates submitted a proposal in the amount of $35,000 to provide mechanical and electrical engineering services for the Library HVAC project. Mike distributed a list of the scope of the work covered by the proposal. Sellinger’s proposal would use our primary boilers for heating the building but would add a separate unit for air conditioning. We have not received a proposal back yet from Limbach Facilities Services. There was discussion about the proposal.

6.2 Development Committee: Julie reported that the Development Committee met June 9 and got updates from each of the sub-committees. A new Grants sub-committee was established with Paul Snyder, Jim Morché and Erin McDermott as members. Jim mentioned that he attended a Plante Moran seminar on grants.

7. Adoption of the Resolution for the Millage Proposal: Robert Sochacki read Resolution 2014-02 which sets the language for the Library millage proposal ballot question. This Resolution is to renew 0.19972 mills for 7 years, to be placed on the November 4, 2014 ballot. MOTION: Robert Sochacki made a motion to adopt Resolution 2014-02. Paul Snyder seconded the motion. The Resolution passed by a unanimous roll call vote, with one Trustee absent.

8. Announcements and Comments :

8.1 The next Finance Committee Meeting is scheduled for Tuesday, July 22, 2014 at 1:30 p.m. in the Youth Storytime Room.

8.2 The next Board Meeting will be on Thursday, July 24, 2014 at 7:30 p.m. in the Carlo Meeting Room.

9. Adjourn Regular Meeting: MOTION: Robert Sochacki made a motion to adjourn the June Regular Board Meeting. Jim Morché seconded the motion. Motion passed. The meeting was adjourned at 9:05 p.m.

Respectfully Submitted,

Robert Sochacki, Secretary

07/02/2014

 

 

 

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

You are here: Home About Us Library Board of Trustees Meeting Minutes