Northville District Library

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Library Board of Trustees Meeting Minutes

Library Board of Trustees Meeting Minutes for Thursday, July 28, 2011

NORTHVILLE DISTRICT LIBRARY BOARD OF TRUSTEES
Regular Meeting Minutes
Thursday, July 28, 2011 - 7:30 p.m.
Northville District Library Carlo Meeting Room

1. Chairperson Joe Corriveau called the Regular Meeting to order at 7:33 p.m. In the absence of Board Secretary, Mike DeFrancesco, Paul Snyder was appointed as Acting Secretary for this meeting.

1.1 Roll Call - Present: Trustees Joe Corriveau, Jean Hansen, Paul Snyder, Jim Morché, Robert Sochacki and Suzanne Miller. Also present: Anne Mannisto, Assistant Director; Judith Williams, Administrative Assistant; and Erin McDermott, Second Vice President of the Friends. Staff member Suzanne Schimanski-Gross was also present in the audience.
Absent: Trustee Mike DeFrancesco and Julie Herrin, Director.
1.2 Approval of the Agenda: MOTION: Jim Morché made a motion to approve the agenda as presented. Suzanne Miller seconded the motion. Motion passed.
1.3 Approval of the Regular Board Meeting Minutes for June 23, 2011: MOTION: Paul Snyder made a motion to accept the minutes for the Board Meeting of June 23, 2011 as corrected. Robert Sochacki seconded the motion. Motion passed.
1.4 Citizen Comments: None

2. Correspondence: None

3. Director's Report:

Statistics: In Julie Herrin's absence, Anne Mannisto gave the Director's report. She reported that the circulation statistics have nearly returned to normal since it has now been one year since the reopening of the Novi Library. Computer usage numbers are very high, with Internet and wireless setting records for the highest ever. Usage of the Youth computers and Local History computers were high as well; eBook usage has doubled. While database usage in terms of sessions is slightly down, database searches are up.

Youth Programming: Registration for the Youth Summer Reading Program has reached 875 so far, up from 830 at this time last year. The Final Party is scheduled for Wednesday, August 17. To date there have been 17 events with 1,389 participants. This Friday, July 29, will be the second Fun Flicks in the Park east of the Library, in conjunction with the Northville Parks and Recreation Department.
Teen: Registration for the Teen Summer Reading Program is 165. 117 teens have participated in 7 events to date. The Teen Summer Reading Final Party will be held on Friday, August 19.

Adult Programming: There are 210 individuals enrolled in the Adult Summer Reading Program. The Foreign Film this month hosted 55 viewers. The Book Discussion had 13 participants. The Rogers and Hart Program had 55 attendees and the Life of a Medical Examiner Program had 65. The Program on Digital Scrapbooking had 21 attendees.

Collections: Anne reported on a new app, Library Anywhere, that provides mobile access via a smart phone to the Library Catalog. The Library has a new Youth collection of Nintendo DS games which was underwritten by the Friends of the Library. There are currently 40 items in this very popular collection with additional purchases planned. Statewide Mel Databases will be adding Opposing Viewpoints and CultureGrams while dropping Novelist effective October 1, 2011. We will be subscribing to Novelist independently to be able to continue providing this Readers Advisory database to our patrons. The Neighborhood Library Association Community Reads selection for this year is "The Art of Racing in the Rain" by Garth Stein. The author will be speaking at the Novi Library on Thursday, November 10. We will have events supporting Community Reads in October for adults and in November for youth.

Public Relations: The Library had a booth to promote Library services at the Farmer's Market on Thursday, June 30. The Library will hold the "Just Desserts" event to honor our volunteers on Thursday, August 11 at 7 p.m.; 124 invitations have been sent out. The Fall Newsletter will be delivered to Northville residents the first week of September. Anne reported that Julie had an opportunity to meet with Robert Behnke, Assistant Superintendent for Public Instruction for the Northville Public Schools. Following this discussion, Mr. Behnke sent an email to all NPS Principals requesting an information table for the Library at each of the school Open Houses; he also sent a link to the Library's Teacher Tips section to all NPS Teachers. To promote our online resources, he suggested that the Library schedule visits to talk to the middle school teachers during their Lunch hours (with food).

Facilities: Anne reported that the design for the Teen Area renovation has been finalized and we are awaiting the total cost for the proposal. The Library Administration has asked the Friends for the funding for the surge suppressors and a universal power supply for the electrical service and server room in the Library. This equipment is needed to protect costly equipment from the power fluctuations that have caused previous damage.

Staff: A representative from Baker and Taylor, one of the Library's primary vendors, came to the Library to update training on the use of Title Source, the B&T collection development tool.

Misc: Anne reported that the Library has subscribed to an Institutional Membership in MLA which will save on Individual Membership fees. She also reported that the 2012 TLN Delivery Fee will be $4,750 which is less than anticipated due to increased State Aid to TLN.

 

4. Friends Report: Erin McDermott, second vice president of the Friends, gave the Friends report in the absence of Jennifer Gustafson.

She noted that the Friends assisted at the Farmers Market booth on June 30 and also provided assistance at the Teen Fablehaven Lock-in on Friday, July 15. Upcoming Friends events include the Wine Tasting and Silent Auction on Wednesday, August 17, and the Fall Used Book Sale, which will run from Friday, September 30 through Sunday, October 2. Friends-sponsored Programs include Climbing Mt. Kilimanjaro on Tuesday, September 6, and All that Jazz on Wednesday, October 5. The bookmark design contest that was planned for the fall has now been rescheduled for the spring. Judy DeFrancesco has been appointed as a Director of the Friends until the Annual Election next spring. Linda Schwelnus will assume the presidency of the Friends in September when Jennifer Gustafson resigns due to her move to Germany.

 

5. Budget and Finance Review:

5.1 MOTION: Treasurer Jean Hansen made a motion to approve payment of the Northville District Library List of Bills over $1,000 for July 2011. Robert Sochacki seconded the motion. Motion passed.

5.2 Jean distributed the June 2011 Financial Reports. She reported that the Fiscal Year is approximately 68% over and the expenses are on track. She commented that approximately 98% of revenue for the Library budgeted for the year has been received. State Aid received to date is higher than expected.

5.3 Jean Hansen distributed the 2011- 2012 Proposed Budget. These figures are taken from the 5-year plan that was formulated earlier this year. Jean noted that the Reserve Fund will continue to shrink going forward. Total revenue for 2012 is projected to be 1.5% less than it was in 2011. Personnel costs are 70% of the total Budget and the Library must allot 10% of the budget for acquisitions to requalify for the Enhanced Certification with the State of Michigan. Jean also noted that the Library must schedule a Public Hearing on the 2011-2012 Budget. The Public Hearing will be held on August 25 at 7:00 p.m., just prior to the regular August Board of Trustees Meeting.

 

6. Committee Reports:

6.1 The Policy Committee met on Wednesday, July 27, to review two existing policies. Committee Chair Suzanne Miller presented the Policy on Endowment for a second reading. Suzanne then made a motion to accept the Policy on Endowment for second reading; Jean Hansen seconded the motion. Motion passed. MOTION: Jean also asked for a motion that all monetary donations to the Library, unless designated for a specific purpose by either the donor or the Library Administration, be added to the Endowment Fund to help in the growth of future sustainable funding for the Library. Paul Snyder seconded the motion. Motion passed.

6.2 Suzanne Miller presented the Policy on Requests for Library Records by Law Enforcement Officers for first reading with revisions made at the Policy Committee Meeting. The revisions clarified the policy to reflect our current procedures in regard to keeping records and to clearly cite the USA Patriot Act. MOTION: Suzanne made the motion to adopt this revised Policy for first reading. Robert Sochacki seconded the motion. Motion passed.

6.3 Suzanne presented the revisions made to the By-Laws for the Board of Trustees. The revisions made to the By-Laws were primarily grammatical.

6.4 Development Committee: The position of the Friends in regard to support for the Library's Endowment Fund was clarified. There was a discussion regarding the donor solicitation campaign for 2011. Since this is the final year that the State of Michigan will offer tax credits for contributions to either Community Foundations (for the Endowment Fund) or to Public Libraries, the Committee decided to pursue the option of sending solicitation letters to the entire community, rather than just to selected supporters of the Library, pending a review of the associated costs. The committee also discussed the timing of the Donor Recognition Event, as well as a possible "Signature Event" for fundraising. Erin McDermott, Paul Snyder and Suzanne Miller had all agreed to work on Events for the Committee at its first meeting in March. The Committee is also suggesting that an informational program on Planned Giving be held in early 2012. Paul asked for clarification as to why the Development Committee is not an official Board Committee. Jean explained that it is important to include people on the Committee who are not on the Board, making its status different than a typical Board Committee.

 

7. Announcements and Comments

7.1 The next Board Meeting will be on Thursday, August 25, 2011 at 7:30 p.m. in the Carlo Meeting Room.

7.2 The next Finance Committee Meeting will be held on Tuesday, August 23, 2011 at 10:00 a.m. in the Carlo Meeting Room.

MOTION: Jim Morché made a motion to adjourn the Regular Meeting. Robert Sochacki seconded the motion. Motion passed.

The Meeting was adjourned at 8:58 p.m.

Respectfully Submitted,
Paul Snyder, Acting Secretary
JW 8/8/2011

Library Board of Trustees Meeting Minutes for Thursday, August 25, 2011

NORTHVILLE DISTRICT LIBRARY BOARD OF TRUSTEES
Regular Meeting Minutes
Thursday, August 25, 2011 - 7:30 p.m.
Northville District Library Carlo Meeting Room

1. Chairperson Joe Corriveau called the Regular Meeting to order at 7:30 p.m.

1.1 Roll Call - Present: Trustees Joe Corriveau, Jean Hansen, Paul Snyder, Jim Morché, and Mike DeFrancesco Also present: Julie Herrin, Director; Anne Mannisto, Assistant Director; Judith Williams, Administrative Assistant; and Joe Thomas, Board Member of the Friends. Staff member Patricia Garavoglia and local patron Claudia Moore were present in the audience.
Absent: Trustees Suzanne Miller and Robert Sochacki.

1.2 Approval of the Agenda: Jim Morché requested the addition of an item to the Agenda under Committee Reports. MOTION: Jim Morché then made a motion to approve the agenda as amended. Jean Hansen seconded the motion. Motion passed.

1.3 Approval of the Regular Board Meeting Minutes for July 28, 2011: MOTION: Jim Morché made a motion to accept the minutes for the Board Meeting of July 28, 2011 as corrected. Mike DeFrancesco seconded the motion. Motion passed.

1.4 Citizen Comments: Friends Board Member Joe Thomas addressed the Trustees regarding the need to provide funding to the Development Committee. He suggested that, rather than requesting funds from the Friends, a portion of the private donations given to the Library without any designated purpose be given to the Development Committee as a budget for projects or expenses. The Board responded that any project planned by the Development Committee would require Board approval prior to implementation, and thus funding would be provided with that approval if needed.

2. Correspondence: None

3. Director's Report:

Statistics: Julie Herrin reported that the circulation statistics have normalized with a slight increase for July. Computer and e-book usage numbers are high and database usage is also up.

Youth Programming: The Youth Summer Reading Program has ended. This year's registration was 4.7% higher than last year with 891 children enrolled. A total of 2,216 attended the Summer Reading Programs in July and August. The Final Party, held on Wednesday, August 17, hosted 100 attendees.

Teen: The total registration for the Teen Summer Reading Program was also up this year, with 175 teens participating this summer compared to 159 in 2010. The Teen Summer Reading Final Party was held on Friday, August 19.

Adult Programming: A total of 220 individuals enrolled in the Adult Summer Reading Program this year, up from 206 last year.

Public Relations: The Library will have tables to promote the services of the Library at elementary and middle-school Open House events. Julie requested assistance from Board members for the events at Winchester Elementary, Ridgewood Elementary, Amerman Elementary, and Meads Mill and Hillside Middle Schools. The other schools have not as yet scheduled their Open Houses.

 

4. Friends Report:

Joe Thomas, Board Member of the Friends, gave the Friends report. He reported that the Friends Wine Tasting and Silent Auction, which took place on Wednesday, August 17 at Rocky's restaurant, raised $2,167. The upcoming Fall Used Book Sale will run from Friday, September 30 through Sunday, October 2, with a Friends only preview night from 5 to9 p.m. on Thursday, September 29. The Friends will also participate in the First Friday event at the Art House and plan to sell books at the church at Mill Race Village during the Victorian Festival. The Friends have been invited to join the Library group marching in the Victorian Festival Parade on Friday, September 16.

 

5. Budget and Finance Review:

5.1 MOTION: Treasurer Jean Hansen made a motion to approve payment of the Northville District Library List of Bills over $1,000 for August 2011. Mike DeFrancesco seconded the motion. Motion passed.

5.2 Jean distributed the July 2011 Financial Reports. She reported that the Fiscal Year expenses are on track. She commented that approximately 98% of revenue for the Library budgeted for the year has been received.

5.3 MOTION: Jean Hansen made a motion to electronically transfer $9,524.33 from the Operating Fund to the Debt Fund to make the adjustment for the delinquent taxes due to the Debt Fund. Mike DeFrancesco seconded the motion. Motion passed.

5.4 MOTION: Jean Hansen made a motion to electronically transfer $64,000 from the Operating Fund to the MERS Retiree Health Care Funding Vehicle, as budgeted for this Fiscal Year. Paul Snyder seconded the motion. Motion passed.

5.5 MOTION: Jean then made a motion to electronically transfer $50,000 from the Operating Fund to the Reserve Fund designated for Facilities Preservation, as budgeted for this Fiscal Year. Paul Snyder seconded the motion. Motion passed.

5.6 RESOLUTION 11-03: Board Secretary Mike DeFrancesco read Resolution 11-03 certifying the tax levies for the operating and debt millage and approving the 2011-2012 Budget for the Northville District Library. Jim Morché supported the Resolution. Resolution 11-03 passed by a unanimous roll call vote by the attending Trustees.

 

6. Committee Reports:

6.1 The Policy on the Request for Library Records from Law Enforcement Officers was presented for a second reading. MOTION: Jean Hansen made a motion to accept the Policy as presented. Paul Snyder seconded the motion. Motion passed.

6.2 The By-Laws for the Board of Trustees of the Northville District Library were presented for reaffirmation. MOTION: Jean Hansen made a motion to accept the By-Laws as presented. Mike DeFrancesco seconded the motion. Motion passed.

6.3 Jim Morché raised an issue that was discussed at a training session for non-profits that he and Paul Snyder attended. The issue concerns someone running for a Library Board position if a relative of the candidate is employed by the Library. It was determined that the Policy Committee would investigate this.

 

7. Announcements and Comments

7.1 The next Finance Committee Meeting will be held on Tuesday, September 20, 2011 at 10:00 a.m. in the Carlo Meeting Room.

7.2 A Policy Committee Meeting will be scheduled at the next Regular Board Meeting.

7.3 The next Board Meeting will be on Thursday, September 22, 2011 at 7:30 p.m. in the Carlo Meeting Room.

 

MOTION: Jim Morché made a motion to adjourn the Regular Meeting. Paul Snyder seconded the motion. Motion passed.

The Meeting was adjourned at 8:38 p.m.

Respectfully Submitted,
Mike DeFrancesco, Secretary
JW 9/1//2011

Library Board of Trustees Meeting Minutes for Thursday, September 22, 2011

1. Vice-Chairperson Bob Sochacki called the Regular Meeting to order at 7:35 p.m.

1.1 Roll Call - Present: Trustees Jean Hansen, Paul Snyder, Suzanne Miller, Robert Sochacki Jim Morché, and Mike DeFrancesco. Also present: Julie Herrin, Director; Anne Mannisto, Assistant Director; Judith Williams, Administrative Assistant. Joe Thomas, Friends Board member, and staff member Dorie Freebury were present in the audience.
Absent: Trustee Joe Corriveau (arrived late).

1.2 Approval of the Agenda: Julie Herrin asked that a Closed Session of the Board be added to the agenda for the purpose of discussing Contract negotiations. MOTION: Jim Morché made a motion to accept the agenda with the addition of the Closed Session as Item #8. Paul Snyder seconded the motion. Motion passed.

1.3 Approval of the Regular Board Meeting Minutes for August 25, 2011: MOTION: Jean Hansen made a motion to accept the minutes for the Board Meeting of August 25, 2011 as corrected. Suzanne Miller seconded the motion. Motion passed.

1.4 Citizen Comments: Friends Board Member Joe Thomas addressed the Trustees regarding the need to provide funding to the Development Committee. He suggested that the Friends contribute $1,000 from their budget for this year, along with the $1,000 allotted for next year's budget to the Library. This amount, combined with an approximate $500 in private donations to the Library, would fund the 2011 Annual Giving mailing, with an estimated cost of $2,500.2. Correspondence: Julie reported that she had received a note from the Northville Public Schools thanking the Library for hosting the Victorian Festival Storytelling for third graders that was held in the Carlo Meeting Room at the Library. Jean Hansen suggested that the Director send a thank-you note to all of the school principals who allowed the Library to have an information table at the school Open Houses in September.

2. Correspondence: Julie reported that she had received a note from the Northville Public Schools thanking the Library for hosting the Victorian Festival Storytelling for third graders that was held in the Carlo Meeting Room at the Library. Jean Hansen suggested that the Director send a thank-you note to all of the school principals who allowed the Library to have an information table at the school Open Houses in September.

3. Director's Report:

Statistics: Julie Herrin reported that the circulation statistics show a 4.25% increase over last year. The door count has also increased 2.3% over last year. Database usage is up, especially for the databases that the Library subscribes to. Youth Area computer usage remains high.
Youth Programming: Fall Storytime registration is strong with all programs filled. There were 13 youth programs last month with a total of 222 children attending. The Library will host "REAL Research" classes for students from Our Lady of Victory and Northville Montessori School.
Adult Programming: A total of 73 individuals attended the Victorian History Program presented by former NDL Librarian Al Smitley. The eBay Program hosted 40. Two programs on investing and a program on Reference USA are planned for late September.
Public Relations: The Northville Record had an article about Library Card Sign-up Month, which promoted the benefits of using the Library. Dorie Freebury, Youth Department Head, was interviewed for this article. Several Library staff members participated in the Victorian Festival Parade. Julie also thanked the staff and Board members who participated in the 10 school Open Houses. The upcoming program on Reference USA is being highlighted in the Chamber of Commerce newsletter.
Collections
: Overdrive downloadable eBooks are now compatible with Kindle.
Facilities
: The Friends of the Library have approved $40,000 for the Teen Area renovation plan. The plan has been finalized and materials are being ordered. The target date for completion is in November/December.
Technology
: Michael is very busy replacing aging computers in the Youth Area and Local History Room, as well as some of the catalog computers. He is also upgrading the wireless system to increase bandwidth. Michael has also purchased a Universal Power Supply for the server room.
Training: Julie has attended a webinar regarding Libraries in a post-print world. She has also participated in training related to Overdrive.

4. Friends Report: The Board was reminded about the Friends Fall Used Book Sale scheduled for Friday, September 30, through Sunday, October 2, with the Friends-only preview sale on Thursday evening, September 29, from 5 till 9 p.m.

5. Budget and Finance Review:

5.1 MOTION: Treasurer Jean Hansen made a motion to approve payment of the Northville District Library List of Bills over $1,000 for September 2011. Paul Snyder seconded the motion. Motion passed.

5.2 Jean distributed the August 2011 Financial Reports. She reported that the Fiscal Year was 75% complete and that expenses are on track. She reported that the majority of the funds in the Operating J Fund have now been electronically transferred to the Operating checking account. The larger balance in the checking account will help lower bank fees. Funds have been transferred to MERS to cover the Retiree Health Care liability.

5.3 MOTION: Jean Hansen made a motion to electronically transfer $33,100 from the Debt J Fund to U.S. Bank to pay the Library debt by the October 1, 2011 due date. Mike DeFrancesco seconded the motion. Motion passed.

6. Committee Reports:

6.1 The Development Committee has proposed adding an additional page and an envelope to the Newsletter that will be distributed throughout the district in early November for the Annual Giving request for the Library and the Endowment Fund. This is the last year that a contribution like this will receive a State of Michigan Tax Credit. The cost for this project is estimated to be about $2,500. MOTION: Jean Hansen made a motion for the Library to go ahead with this mailing project to the entire Library District at a cost not to exceed $2,500. Mike DeFrancesco seconded the motion. Motion passed.

6.2 The next Policy Committee Meeting is scheduled for Thursday, October 6, at 7:00 p.m. in the Youth Storytime Room.

7. Announcements and Comments

7.1 Jim Morché questioned the possibility of having the gum stuck on the paver blocks in front of the Library removed. Previous attempts to remove gum have been arduous and not very successful. Alternative approaches to gum removal will be explored.

7.2 The October Finance Committee Meeting is scheduled for Tuesday, October 18 at 10:00 a.m. in the Carlo Meeting Room.

7.3 The next Board Meeting will be on Thursday, October 20, 2011 at 7:30 p.m. in the Carlo Meeting Room. This will be the 3rd Thursday of the month due to the MLA Conference that Julie Herrin and Anne Mannisto will be attending during the 4th week of October.

MOTION: Jean Hansen made a motion to adjourn into a Closed Session for the purpose of Contract negotiations. Jim Morché seconded the motion. Motion passed. Meeting adjourned to a closed session.

The Regular Board Meeting was reconvened following the Closed Session. MOTION: Jean Hansen made a motion to adjourn the September Regular Board Meeting. Paul Snyder seconded the motion. Motion passed. The Meeting was adjourned at 8:43 p.m.

Respectfully Submitted,

Mike DeFrancesco, Secretary
JW 10/12/11

Library Board of Trustees Meeting Minutes for Thursday, October 20, 2011

1. Call to Order: Chairperson Joe Corriveau called the Regular Meeting to order at 7:30 p.m.

1.1 Roll Call - Present: Trustees Joe Corriveau, Jean Hansen, Paul Snyder, Suzanne Miller, Jim Morché, and Mike DeFrancesco. Also present: Julie Herrin, Director; Anne Mannisto, Assistant Director; Judith Williams, Administrative Assistant. Staff members Patricia Garavoglia and Jeannine Davidson were present in the audience.
Absent: Trustee Robert Sochacki.
1.2 Approval of the Agenda: Julie Herrin noted that approval of the Executive Session minutes needed to be added to the agenda. MOTION: Jean Hansen made a motion to accept the agenda with the addition of the Approval of the Executive Session minutes as Item 1.4. Jim Morché seconded the motion. Motion passed.
1.3 Approval of the Regular Board Meeting minutes for September 22, 2011: MOTION: Jean Hansen made a motion to accept the minutes for the Board Meeting of September 22, 2011 as corrected. Mike DeFrancesco seconded the motion. Motion passed.
1.4 Approval of Executive Session minutes for September 22, 2011. MOTION: Jean Hansen made a motion to accept the minutes for the Executive Session of the Board on September 22 as presented. Paul Snyder seconded the motion. Motion passed.
1.5 Citizen Comments: None.

2. Correspondence: None.

3. Director's Report:

Statistics: Julie Herrin reported that the circulation statistics show a slight decrease over last year. There were, however, 296 new Library Cards issued during Library Card Sign-Up Month. The use of ebooks has doubled over the same time period last year.
Youth Programming: There were 36 youth programs last month with a total of 867 children attending. The Library presented "REAL Research" classes for 5th grade students from Our Lady of Victory and Northville Montessori School. This program will also be presented to local homeschoolers in December.
Adult Programming: A total of 51 individuals attended the Genealogy Program which featured Ancestry Library Edition and Heritage Quest. The Reference USA Program had 10 attendees and there were 33 people at the Community Reads Program, "Pets are like People".
Public Relations: Julie reported that she attended the PTSA Meeting at the High School. She spoke to 25 enthusiastic parents about the resources and services that are available at the Library. The PTSA has agreed to distribute a handout via email newsletters to all of their members regarding the Library's services. The High School Principal, Robert Watson, has also agreed to distribute information about Library services to the teaching staff and has invited Julie to talk to teachers in January. The PTSA asked for a class on Library resources for parents and teens. Julie reported that thank you notes were sent to the Elementary and Middle School principals who allowed the Library to distribute information at the school Open Houses this fall. The Library was selected to receive a Beautification Award again this year and Julie was presented with the certificate at a recent Rotary Club meeting. Julie and Anne Mannisto attended the Chamber of Commerce Annual Meeting.
Collections: Julie has enhanced the Library's Overdrive downloadable ebook collection by subscribing to Overdrive Advantage. This will allow items that receive three hold requests to be purchased specifically for Northville patrons rather than to be shared with the other 38 participating Libraries in the program. The Library has also renewed its subscription to Novelist Plus, a reader's advisory online resource.
Training: Allison Brueckner and Julie Herrin attended an Ebook Summit webinar, and then the Overdrive conference in Cleveland, Ohio last month. They both also attended a local Overdrive meeting for Download Destinations. Karen Fehl attended "Marketing the Public Library" at the Midwest Collaborative for Library Services (MCLS) in Lansing, Michigan. Jeannine Davidson attended a workshop on "Updating Technology Skills" and Julie participated in the TLN Steering Committee Meeting this month.
There are 5 staff members attending the MLA Annual Conference in Kalamazoo the last week in October. Julie, Anne, Allison Brueckner, Wendy Mutch, and Karen Fehl will all be attending educational sessions.
Technology: The new wireless access system became available on October 17. This system can serve 216 simultaneous users; the old system could only serve 25.
Facilities: The emergency battery backup system, which supplies power for the emergency lights if the Library loses power through DTE, was repaired this past week. Thanks to the generosity of the Friends of the Library, we have also been able to purchase a Universal Power Supply for the Server Room and surge suppressors to protect all of the circuit breakers in the Library. Last year's donation from the Friends to change the lighting in the Library has realized a savings of over $1,000 per month on our monthly (budget) electric bill.
Other: The staff holiday luncheon will be held at 12 noon on Wednesday, December 14, 2011.


4. Friends Report: The Friends Fall Used Book Sale raised $1,459 through the use of bag sales on all three days of the sale. Picks and Sticks, a very popular musical group, will perform at the Community Center on Tuesday, November 8, to accommodate a larger audience than the Library can hold. The Holiday Choral Concert, scheduled for Tuesday, December 6, will also be held at the Community Center. The Friends have also scheduled a travel program about Antarctica for May 15, 2012 to be held in the Carlo Meeting Room.

5. Budget and Finance Review:

5.1 MOTION: Treasurer Jean Hansen made a motion to approve payment of the Northville District Library List of Bills over $1,000 for October 2011. Jim Morché seconded the motion. Motion passed.
5.2 Jean distributed the September 2011 Financial Reports. She reported that the fiscal year was 83% complete and that expenses are on track. An additional State Aid distribution check has been received for this year, which brings that line item over budget, as funds that should have been received last fiscal year were received during this fiscal year.
5.3 MOTION: Jean Hansen made a motion to electronically transfer $56.14 to the Debt Fund to adjust for a tax refund check from Wayne County; the total amount had been deposited in the Operating Fund, but a portion belongs to the Debt Fund. Paul Snyder seconded the motion. Motion passed.

6. Committee Reports:

6.1 The Policy Committee met on Thursday, October 6. Julie Herrin reported that, due to Suzanne Miller's illness on that date, she led the committee's review of several policies.
• Julie presented the changes to the By-laws for the Board of Trustees which will be voted on at the next Regular Board Meeting, November 17. The changes related to the prohibiting the appointment of a staff member's family to any Board position.
• Julie presented the revised Code of Ethics. MOTION: Jean Hansen made a motion to accept the revised Code of Ethics for first reading. Jim Morché seconded the motion. Motion passed.
• Julie presented the revised Policy on Public Relations for first reading. MOTION: Jean Hansen made a motion to accept the revised Policy on Public Relations for first reading. Paul Snyder seconded the motion. Motion passed.
• Julie presented the revised Policy on Emergency Closing for first reading. MOTION: Jean Hansen made a motion to accept the revised Policy on Emergency Closing for first reading. Paul Snyder seconded the motion. Motion passed.
• Julie presented the revised Policy on Purchase Cards for first reading. MOTION: Paul Snyder made a motion to accept the revised Policy on Purchase Cards for first reading. Jim Morché seconded the motion. Motion passed.
• Julie presented the revised Policy on Purchases over $10,000 for first reading. MOTION: Paul Snyder made a motion to accept the Policy on Purchases of $10,000 for first reading. Jean Hansen seconded the motion. Motion passed.


7. Announcements and Comments

7.1 Paul Snyder reported on the Friends of Michigan Libraries Linking Program at which he was a featured speaker, regarding our millage election. The topic was advocacy and Friends.
7.2 The November Finance Committee Meeting is scheduled for Tuesday, November 15 at 10:00 a.m. in the Carlo Meeting Room.
7.3 The next Board Meeting will be on Thursday, November 17, 2011 at 7:30 p.m. in the Carlo Meeting Room. This will be the 3rd Thursday of the month due to Thanksgiving. Jean Hansen notified the Board that she would not be attending the next Board Meeting as she will be in Australia. She asked Mike DeFrancesco to act as check signer and Treasurer in her absence.

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

Respectfully Submitted,

Mike DeFrancesco, Secretary
JW 10/27/2011

Library Board of Trustees Meeting Minutes for Thursday, November 17, 2011

1. Call to Order: Chairperson Joe Corriveau called the Regular Meeting to order at 7:30 p.m.

1.1 Roll Call - Present: Trustees Joe Corriveau, Paul Snyder, Jim Morché, and Mike DeFrancesco. Also present: Julie Herrin, Director; Anne Mannisto, Assistant Director; Judith Williams, Administrative Assistant. Staff member Suzanne Schimanski-Gross was present in the audience.
Absent: Trustees Robert Sochacki, Jean Hansen and Suzanne Miller.
1.2 Approval of the Agenda: MOTION: Jim Morché made a motion to accept the agenda as presented. Paul Snyder seconded the motion. Motion passed.
1.3 Approval of the Regular Board Meeting minutes for October 20, 2011: MOTION: Paul Snyder made a motion to accept the minutes for the Board Meeting of October 20, 2011 as corrected. Jim Morché seconded the motion. Motion passed.
1.4 Citizen Comments: None.

2. Correspondence: A e-mail was received from the Friends of Michigan Libraries requesting our membership in the Trustee Alliance of FOML. Chairperson Joe Corriveau suggested that this be discussed at the December Board of Trustees meeting.

3. Director's Report:

Statistics: Julie Herrin reported that the circulation statistics are up by 5.6% over last year. All database statistics have increased and eBooks are almost triple last year's usage. Computer use and wireless access are also higher, while the door count is down slightly.
Youth Programming: There were 20 youth programs last month with a total of 481 children attending.
Teen Programming: The Halloween Mystery Loc in was attended by 19 teens, and 35 teens participated in the National Gaming Day event.
Adult Programming: A total of 32 individuals attended the eBook Class and 30 people participated in the Investment Program. The Book Discussion hosted 20. The Community Reads Author Program held at the Novi Public Library was attended by 200.
Staff: This past month, staff members Anne Mannisto, Wendy Mutch, Allison Brueckner, Karen Fehl and Julie Herrin attended the Michigan Library Association (MLA) Annual Conference in Kalamazoo. Two other staff members, Joan Hennessey and Lynne Hirschelman, took part in online training on cataloging. Julie will be on medical leave for eye surgery from November 18 to December 5. There were 87 hours of volunteer help during this past month.
Public Relations: Julie reported that Youth Librarians Dorie Freebury, Nancy Clarizio, Julie Ramsden and Teen Services Librarian Suzanne Schimanski-Gross have been asked to judge the annual PTA Reflections Essay Contest for Silver Springs and Ridgewood Elementary Schools. The newsletter will be delivered to Northville households the week of November 28. This copy of the newsletter has been expanded to contain an Annual Giving request page.
Facilities: The renovation of the Teen Area will begin on Tuesday, December 6.
Other: The Staff Holiday Luncheon will be held at 12 noon on Wednesday, December 14, 2011.


4. Friends Report: Judy DeFrancesco reported on the Friends activities. The Friends are funding the Teen Area renovation project in the amount of $40,000. Contributions from the Friends to the Library this year are around $60,000. The Friends are considering the addition of two teens to their Board of Trustees to assist the Friends in providing services to and building connections with younger people. The musical group Picks and Sticks drew a crowd of 125 to the Friends sponsored program at the Community Center. The Holiday Choral Concert, scheduled for Tuesday, December 6, will also be held at the Community Center and will feature the Twelfth Night Singers. The Friends have also scheduled a travel program about Antarctica for May 15, 2012 to be held in the Carlo Meeting Room.

5. Budget and Finance Review:

5.1 MOTION: Secretary Mike DeFrancesco presented the List of Bills over $1,000 for November 2011in the absence of Treasurer Jean Hansen. He made a motion to approve payment of these bills. Paul Snyder seconded the motion. Motion passed.
5.2 Mike distributed the October 2011 Financial Reports. He reported that the fiscal year was drawing to a close at 92% complete and that all expenses are in order. An additional State Aid distribution check has been received for this year, which brings that line item over budget, as funds that should have been received last fiscal year were received during this fiscal year.

6. Committee Reports:

6.1 The Policy Committee presented several Policies for second reading.
• The By-laws were presented for second reading. Paul Snyder made a motion to accept the changes to the By-laws for the Board of Trustees which related to the appointment of a staff member's family to any Board position. Jim Morché seconded the motion. The motion passed with Mike DeFrancesco abstaining.
• The revised Code of Ethics was presented for second reading.. MOTION: Paul Snyder made a motion to approve the revised Code of Ethics. Jim Morché seconded the motion. Motion passed.
• The revised Policy on Public Relations was presented for second reading. MOTION: Mike DeFrancesco made a motion to approve the revised Policy on Public Relations. Paul Snyder seconded the motion. Motion passed.
• The revised Policy on Emergency Closing was presented for second reading. MOTION: Jim Morché made a motion to approve the revised Policy on Emergency Closing. Paul Snyder seconded the motion. Motion passed.
• The revised Policy on Purchase Cards was presented for second reading. MOTION: Jim Morché made a motion to approve the revised Policy on Purchase Cards. Mike DeFrancesco seconded the motion. Motion passed.
• The revised Policy on Purchases over $10,000 was presented for second reading. MOTION: Paul Snyder made a motion to approve the Policy on Purchases of $10,000. Jim Morché seconded the motion. Motion passed.

7. Announcements and Comments

7.1 The December Finance Committee Meeting is scheduled for Tuesday, December 13 at 10:00 a.m. in the Carlo Meeting Room.
7.2 The next Board Meeting will be on Thursday, December 15, 2011 at 7:30 p.m. in the Carlo Meeting Room. This will be the 3rd Thursday of the month due to Christmas.
7.3 The Staff Holiday Luncheon will be held on Wednesday, December 14 from noon to 2 pm. The Board Members are encouraged to attend.

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

Respectfully Submitted,

Mike DeFrancesco, Secretary
JW 12/2/2011

Library Board of Trustees Meeting Minutes for Thursday, December 15, 2011

1. Call to Order: Chairperson Joe Corriveau called the Regular Meeting to order at 7:30 p.m.


1.1 Roll Call - Present: Trustees Joe Corriveau, Jean Hansen, Paul Snyder, Robert Sochacki, Jim Morché, Suzanne Miller and Mike DeFrancesco. Also present: Julie Herrin, Director; Anne Mannisto, Assistant Director; Judith Williams, Administrative Assistant; Steve Schultz, Legal Counsel for the Library. Staff members Suzanne Schimanski-Gross and Patricia Garavoglia were present in the audience.
Absent: None.
1.2 Approval of the Agenda: MOTION: Jim Morché made a motion to accept the agenda as presented. Paul Snyder seconded the motion. Motion passed.
1.3 Approval of the Regular Board Meeting minutes for November 17, 2011: MOTION: Jean Hansen made a motion to accept the minutes for the Board Meeting of November 17, 2011 as corrected. Robert Sochacki seconded the motion. Motion passed.
1.4 Citizen Comments: None.

2. Correspondence: The e-mail received from the Friends of Michigan Libraries (FOML) last month, requesting our membership in the Trustee Alliance of FOML, was discussed. Membership includes reduced fees for informational workshops which would benefit Board members. Jean Hansen made a motion to join this organization for the annual membership fee of $35.00. Robert Sochacki seconded the motion. Motion passed.

Jim Morché also presented information about membership in ALA's ALTAFF division that he wants to further investigate as to its value for the Board.

3. Director's Report

Statistics: Julie Herrin reported that the circulation statistics have increased by 4% over last year with e-book usage up over 200%. The door count is up by 1.25% over the same time last year. Database usage shows changes to offerings from MEL, and computer use and local history use have also increased significantly.
Youth Programming: There were 9 Youth programs last month with a total of 243 children attending. 60 Amerman first graders visited the Library for a tour, craft and storytime. 100 children attended the Holiday Magic Show on Dec. 13. Real Research Programs have now been presented to students from Our Lady of Victory, the Montessori School, and this month to home-schooled students with parents. In January this program will be presented to High School students and parents in co-operation with the High School Administration that will be sending e-mails to students to promote the presentation.
Adult Programming: The E-book Petting Zoo Program was attended by 42 individuals, with staff explaining some of the many electronic readers available. A total of 57 individuals attended the Foreign Film this month.
Staff: Head of Technical Services Patricia Garavoglia attended a webinar on cataloging. There were 87 hours of volunteer help during this past month.
Facilities: Two new humidifiers have been ordered for the Library with anticipated installation early in January. Michael is setting up wireless printing. This will allow printing access for people who use their own laptop computers on the Library wireless system. Michael has also installed a new Information Panel in the Library, replacing the old and fading monitor. Michael is also planning the installation of an electronic calendar which will allow people to sign up for programs online. The remodeling of the Teen area which began on December 6 is very near completion.
PR: Contributions to the Endowment Fund and Private Donations direct to the Library have been coming in, in response to the information included in the last Library Newsletter. This is the last year for the Michigan Tax Credit for such donations.


4. Friends Report: The musical group Picks and Sticks drew a crowd of 125 to the Friends-sponsored program at the Community Center. The Holiday Choral Concert, also held at the Community Center and featuring the Twelfth Night Singers, entertained an audience of 120.

5. Budget and Finance Review:

5.1 MOTION: Treasurer Jean Hansen presented the List of Bills over $1,000 for December 2011. She made a motion to approve payment of these bills. Mike DeFrancesco seconded the motion. Motion passed.
5.2 Jean distributed the November 2011 Draft Financial Report. She reported that the fiscal year is complete and that all expenses are in order. The Audit for the 2011 Fiscal Year will be conducted in early January.
5.3 Jean Hansen made a motion to amend the revenue line item for the Universal Service Fund for the 2012 Fiscal Year Budget to reflect the USF check for $3,963.66 that was received this month. Robert Sochacki seconded the motion. Motion passed.

6. Committee Reports: A date for the Directors Performance Evaluation for 2011 was set for Thursday January 5, 2012 at 7 p.m. in the Carlo Meeting Room. Julie will submit her self-evaluation for the Board to review.

7. Executive Session: Jean Hansen made a motion to adjourn the Regular Meeting to an Executive Session for the purpose of discussing Union Contract negotiations with the Library's Attorney Steve Schultz. Jim Morché seconded the motion. The motion passed at 8:11 p.m.by a unanimous roll call vote.

8. Announcements and Comments

8.1 The January Finance Committee Meeting is scheduled for Tuesday, January 24, 2012 at 10:00 a.m. in the Carlo Meeting Room.
8.2 The next Board Meeting will be on Thursday, January 26, 2012 at 7:30 p.m. in the Carlo Meeting Room.

MOTION: Paul Snyder made a motion to adjourn the December Regular Board Meeting. Robert Sochacki seconded the motion. Motion passed. The Meeting was adjourned at 8:55 p.m.

Respectfully Submitted,

Mike DeFrancesco, Secretary
JW 1/5/2012

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

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

1.1 Roll Call - Present: Trustees Robert Sochacki, Jean Hansen, Paul Snyder, Suzanne Miller and Mike DeFrancesco. Also present: Julie Herrin, Director; Anne Mannisto, Assistant Director; Judith Williams, Administrative Assistant. Staff member Patricia Garavoglia was present in the audience.
Absent: Joe Corriveau and Jim Morché,
1.2 Approval of the Agenda: MOTION: Jean Hansen made a motion to accept the agenda as presented. Mike DeFrancesco seconded the motion. Motion passed.
1.3 Election of 2012 Officers: Paul Snyder nominated Robert Sochacki for Chairperson for 2012. Nomination was seconded by Mike DeFrancesco. Robert Sochacki was elected. There were 2 names entered into nomination for Vice Chairperson. Jean Hansen nominated Joe Corriveau, seconded by Mike DeFrancesco. Robert Sochacki nominated Paul Snyder, seconded by Suzanne Miller. Paul Snyder was elected to the position of Vice Chair Person. Mike DeFrancesco nominated Jean Hansen for Treasurer; the motion was seconded by Paul. Jean was elected by unanimous acclaim. Robert Sochacki nominated Joe Corriveau for Secretary. Paul Snyder seconded the nomination. Joe Corriveau was elected Secretary; in his absence Jean made a motion for Mike DeFrancesco to serve as Acting Secretary for this meeting. Paul seconded the motion. Motion passed.
1.4 Resolution 2012-01: Mike DeFrancesco read Resolution 2012-01 which sets the dates of the Regular Meeting of the Northville District Library Board of Trustees for the calendar year 2012. The Resolution passed by a unanimous roll call vote, with two Trustees absent. All regular meetings of the Board of Trustees are on the 4th Thursday of the month with the exception of November and December, which are scheduled for the 3rd Thursday, due to the Thanksgiving and Christmas holidays.
1.5 Committee Appointments: The following committees were established for Calendar Year 2012:
• Finance Committee: Jean Hansen (Chair), Robert Sochacki, Mike DeFrancesco & Jim Morché.
• Policy Committee: Suzanne Miller (Chair), Joe Corriveau, Robert Sochacki, & Jean Hansen.
• Facilities Committee: Mike DeFrancesco (Chair), Robert Sochacki, Paul Snyder, & Joe Corriveau.
• Personnel Committee: Paul Snyder (Chair), Joe Corriveau, Suzanne Miller & Jim Morché.
1.6 Approval of Meeting Minutes 12/15/2011: Jean Hansen suggested changes to the minutes of December 15. Paul Snyder made a motion to approve the minutes as amended. Suzanne Miller seconded the motion. Motion passed.
1.7 Approval of Executive Session minutes of 12/15/2011: Paul Snyder made a motion to accept the minutes as amended. Jean Hansen seconded the motion. Motion passed. The Executive Session minutes were collected and it was noted that future Executive Session minutes would not be emailed to the Trustees but would be passed out at the Board Meeting instead.
1.8 Citizen Comments: None.

2. Correspondence: None.

3. Director's Report

Statistics: Julie Herrin reported that the circulation statistics have increased 13.5% over last year with the door count up 3.39%. E-book usage was up over 200% compared to last year. Database usage is also up from last year.

Youth Programming: There were 11 Youth programs last month with a total of 348 children attending.

Adult Services Programming: The Book Discussion had 18 participants this month and 50 individuals attended the Foreign Film. The E-book Program had 70 attendees. The afternoon DIA Program on the current Rembrandt exhibit was attended by 70 individuals. The evening DIA presentation has been postponed until February 9. The Program on Investments had 32 attendees.
Teen Services: The Teen Craft Program had 16 participants. At the present time there are 31 teams that will participate in the Battle of the Books competition on March 7, in the Northville High School cafeteria. Suzanne Schimanski-Gross and Julie Ramsden have made presentations at Hillside, Meads Mill, Our Lady of Victory and St. Paul Lutheran schools to promote the Battle of the Books.

Technology: Michael McEvoy has replaced the 6-year old computers and monitors in the Local History Room. He is also preparing for the offering of wireless printing for Windows applications beginning on Monday, January 30.

Annual Giving: The total spent on the Annual Giving Campaign for 2011 was $2,500. This was funded by the Friends ($1,000) and a private donation ($1,500). The solicitation was sent out as an additional page of the Newsletter to 18,000 Northville and Northville Township households There was also a mailing of 101 individual letters that were sent to previous Endowment donors. The campaign resulted in $4,935 in private donations to the Library and $14,840 in donations to the Endowment. There were 108 donors in total - 48 first time donors and 60 returning donors. This was the last year for the Michigan Tax Credit and was a very successful campaign overall.
PR: Karen Fehl is working on a 60-day free trial of Constant Contact, a subscription service to email users regarding Library events and services.

Collections: The Library has been granted copyright clearance to digitize the Northville Record from 1869 to the present. The Library is requesting funds for the digitization from the Friends.

Staff: Librarian Julie Ramsden and Assistant Director Anne Mannisto attended a Reference USA Webinar this past month.

4. Friends Report: Friends Board Chairperson Linda Schwelnus reported on recent activities of the Friends. She noted that the Friends 2012-2013 Fiscal Year will begin on March 1. During this FY the Friends have donated close to $70,000 to the Library. The Friends Annual Meeting will be held on Wednesday, March 28, in the Carlo Meeting Room at the Library.

5. Budget and Finance Review:

5.1 MOTION: Treasurer Jean Hansen presented the List of Bills over $1,000 for January 2012. She made a motion to approve these bills for payment. Mike DeFrancesco seconded the motion. Motion passed.
5.2 Jean distributed the December 2011 Draft Financial Report. She reported that these Financial Reports are incomplete and will be amended to include a line for the Universal Service Fund, adjusting the budget to reflect the receipt of this money. The Audit of Fiscal Year 2010-2011 will be presented at the February Board Meeting.
5.3 Jean Hansen made a motion to transfer the $100,000 borrowed from the Library's Reserve Fund, in order to cover expenses until tax revenues were received in late December, back into the Reserve Fund. Paul Snyder seconded the motion. Motion passed.
5.4 Jean Hansen distributed Draft copies of the 2011 Audit to the Board Members for review prior to the official presentation by Plante Moran at the February meeting. She noted that the pages of most interest would be page 27 and 28. The 2011 Fund Balance of $142,099 will be added to the Reserve Fund.
5.5 Mike DeFrancesco read Resolution 2012 -02 which relates to assigning funds within the Reserve Fund. The Resolution was passed by a unanimous roll call vote, with 2 Trustees absent.

6. Committee Reports

6.1 Personnel Committee:
Robert Sochacki reported that the data presented at the Director's Performance Evaluation for 2011, held on Thursday January 5, 2012, had not been completely compiled at this point. This topic needs to be tabled until the February meeting.
6.2 Development Committee:
The information on the Annual Giving Campaign was reported as part of the Director's report. Julie noted that the Development Committee was exploring possible special fundraising events. Possibilities that are being investigated are an evening at the Tipping Point Theater, Genitti's, or Brick's. The next meeting of the Development Committee will be held on Tuesday, February 7, at 7:00 p.m. at the Northville Square, on the upper level.

7. Announcements and Comments

7.1 The February Finance Committee Meeting is scheduled for Tuesday, February 21, 2012 at 10:00 a.m. in the Carlo Meeting Room.
7.2 The next Personnel Committee Meeting will be held prior to the next regular meeting of the Board, Thursday, February 23, at 7:00 p.m. in the Carlo Meeting Room.

7.2 The next Board Meeting will be on Thursday, February 23, 2012 at 7:30 p.m. in the Carlo Meeting Room.

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

Respectfully Submitted,

Mike DeFrancesco, Acting Secretary
JW 2/1/2012

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