Northville District Library

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Library Board of Trustees Meeting Minutes

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

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

1. Call to Order: Vice Chairperson Paul Snyder called the Regular Meeting to order at 7:31p.m.and noted that there was not a quorum in attendance.

1.1 Roll Call - Present: Trustees Jean Hansen, Paul Snyder, and Mike DeFrancesco. Also present: Julie Herrin, Director; Anne Mannisto, Assistant Director; Judith Williams, Administrative Assistant. Plante Moran representative Chris Jones and Jamie Montague were in attendance to present the 2011 Audit. Staff member Patricia Garavoglia was in the audience.
Absent: Joe Corriveau, Suzanne Miller, Robert Sochacki, and Jim Morché.

2. Audit Presentation:

Chris Jones presented the audit of the Library for 2011 and once again it was "unqualified". He asked the Board members in attendance for any questions they might have about the Audit. He discussed the fact that Headlee will only allow property taxes to increase at a slow and measured rate, even though the tax values dropped at a much more rapid rate. In response to a question about the recommended size of the Reserve Fund given the economic climate, he stated that it would depend on future building needs, but that 20 to 35% of the budget was a good rule of thumb. He also discussed the Retiree Health Care liability and steps that the Library might consider to reduce the amount of the liability. He also stated that it is required that the Retiree Health Care liability be assessed every 3 years.

Mr. Jones directed the Board's attention to the definitions on page 12 of the Audit, with particular emphasis on the distinction between "committed" and "assigned". He suggested that the Board should consider if they wish to use the term "committed" for any Fund Balance. If so, this should be done before the end of the Fiscal Year.

No action could be taken to accept the Audit at this time without a quorum.

3. Director's Report

Statistics: Julie Herrin reported that the circulation statistics have increased 2% over last year with the door count up 4.68%. E-book usage was up over 95% compared to last year. Database usage is also up from last year and it is believed that the recent Database classes was factor.

Youth Programming: There were 36 Youth programs last month with a total of 839 children attending.

Adult Services Programming: There were 9 Adult Programs this past month with a total of 211 people participating. Programs included the Adult Book Discussion; a program on How to Select a Financial Advisor; Digital Photography Basics; Reference USA; a program on Savvy Travel Tips; and the DIA Speaker on the Rembrandt exhibit there.

Teen Services: 32 high school students and parents attended a Real Research program. Preparations continue for The Battle of the Books, which will be held on March 7 at the Northville High School.

Collections: The Library has been granted copyright clearance to digitize the Northville Record from 1869 to the present. The Friends have agreed to contribute $36,000 to fund this project. Library staff will be interviewing vendors for the project on February 29. The Library is also adding Play Station 3 games to its growing electronic games collection.

Staff: Assistant Director Anne Mannisto and Director Julie Herrin attended an OCLC Webinar on Your Library's Future.

Facilities: The metal halide light fixtures on the pillars around the atrium need to be replaced. One of the globes from a fixture disintegrated and part of the fixture has been removed. We have been working with Gasser Bush, the original supplier of the fixtures when the Library was built, regarding replacing the fixture and a possible warranty due to the nature of the fixture's failure. The initial estimate for replacement is around $1,600 per fixture for 16 fixtures. Replacement fixtures should be much better for energy conservation than the current metal halide ones.

Public Relations: The Library will be participating in a community based public awareness campaign, "Geek the Library". This campaign will help the Library realize part of the Strategic Plan to promote the relevance of the Library in the community, as well as raise awareness of the critical need for financial support. The program is funded by the Gates Foundation and OCLC and provides materials and a manual to assist in the facilitation of the campaign. Julie will be presenting the details of the campaign to the staff on March 1 at a Staff Meeting. It is hoped that it will be rolled out during National Library Week in April. Board Members who volunteered for the Strategic Planning Relevance Committee will be on the "Geek the Library" Committee.

4. Friends Report: Friends Board member Judy DeFrancesco reported on recent activities of the Friends. She noted that the Friends Annual Meeting will be held on Wednesday, March 28. The Book and Author Luncheon featuring Kevin Boyle, author of "Arc of Justice," will be held on May 29. Tickets will be on sale from April 15 to May 15 here at the Library. Judy reported she is cross checking the Books for Babies Program with new Library Cards to evaluate the success of the program during its first year. She also reported that the Gift Store will soon be offering gift certificates.

5. Budget and Finance Review:

5.1 Treasurer Jean Hansen was unable to present the List of Bills over $1,000 for February 2012, as a motion for payment could not be made without a quorum.
5.2 Jean distributed the January 2012 draft Financial Report. Motions regarding the Financial Report will be presented at the next Board Meeting.

6. Committee Reports

6.1 Personnel Committee:
Jean Hansen presented the Director's Performance Evaluation for 2011, held on Thursday January 5, 2012, and reported that all of the marks were 4.8 or better for all areas on a scale of 1 to 5. The official copy of the Director's Performance Evaluation will be placed in her personnel file.
6.2 Development Committee:
Julie reported that the Development Committee met and decided to proceed with a fundraiser with Genitti's. This will be sometime in October to coincide with the Library's 16th birthday.

7. Announcements and Comments

7.1 A Special Board Meeting was scheduled for Monday, February 27 at 7:30 p.m. in the Youth Storytime Room to complete required official Board Meeting business. Julie will contact Board Members to assure that a quorum is able to attend.


Respectfully Submitted,

Mike DeFrancesco, Acting Secretary
JW 2/24/2012

Library Board of Trustees Meeting Minutes for Thursday, February 27, 2012 - Special Meeting

1. Call to Order: Vice Chairperson Paul Snyder called the Special Meeting to order at 7:30 p.m.

1.1 Roll Call - Present: Trustees Joe Corriveau, Jean Hansen, Paul Snyder, and Mike DeFrancesco and Suzanne Miller. Also present: Julie Herrin, Director; Anne Mannisto, Assistant Director; Judith Williams, Administrative Assistant.  Staff member Patricia Garavoglia was in the audience.
Absent: Trustees Robert Sochacki, and Jim Morché.
1.2 Approval of the Agenda: MOTION: Mike DeFrancesco made a motion to approve the agenda as presented seconded by Jean Hansen. Motion passed.
1.3 Approval of the Regular Board meeting Minutes for January 26, 2012: MOTION: Mike DeFrancesco made a motion to accept the minutes for the Regular Board Meeting of January 26,2012. Joe Corriveau seconded the motion. Motion passed.
1.4 Approval of the Meeting Minutes from the Regular Meeting of February 23, 2012 will take place at the next Regular Board Meeting.
1.5 Citizens' Comments: none


2. Budget and Finance Review:

2.1 MOTION: Treasurer Jean Hansen made a motion to approve payment of the Northville District Library List of Bills over $1,000 for February 2012. Suzanne Miller seconded the motion. Motion passed.
2.2 Jean distributed the January 2012 Financial Reports. She noted that liability Insurance which was paid in full for the year was much lower than budgeted, coming in at $13,605 due to a credit received from the prior year. In light of this and with clearer information regarding several revenue items, she proposed three amendments to the 2012 Operating Budget. MOTION: Jean Hansen moved to reduce the Budget for State Aid from $15,000 to $10,000. Mike DeFrancesco seconded the motion; motion passed. MOTION: Jean Hansen moved to reduce the Interest Income from $3,000 to $200. Suzanne Miller seconded the motion. Motion passed. MOTION: Jean Hansen moved to reduce the expenditure for Liability Insurance from $24,000 to $13,605. Mike DeFrancesco seconded the motion. Motion passed.
2.3 Jean noted that the Audit from Plante Moran had been reviewed at the Regular Meeting on February 23, 2012, with auditor Chris Jones present. MOTION: Jean Hansen moved to accept the Audit for the 2010-2011 Fiscal Year. Mike DeFrancesco seconded the motion. Motion passed. MOTION: Jean Hansen made a motion to move the $142,097.88 remaining in the FY 2011 Fund Balance to the Reserve Fund with $25,302 to go into Building Preservation and the remainder to go into the Future Unfunded Expenses. Mike DeFrancesco seconded the motion. Motion passed. MOTION: Jean Hansen moved to distribute the $51,247.24 to Future Unfunded Expenses. Suzanne Miller seconded the motion. Motion passed. Jean also noted that Chris Jones stated that, in these uncertain economic times, he recommended that the Reserve Fund be at 20% - 35% of Operating Income.

3. Director's Evaluation
MOTION: Jean Hansen moved to accept the Director's Evaluation for 2011 as presented at the Regular Meeting on February 23, 2012. Suzanne Miller seconded. Motion passed.

4. Committee Report: Personnel Committee
Paul Snyder reported that the Committee recommended that the 3 non-union staff, Julie Herrin, Anne Mannisto, and Judith Williams, all receive a $1,000 one-time payment as well as an offset stipend to cover the increased Health Care Premium for the amount they will pay in excess of the current 10%. MOTION: Jean Hansen moved to pay the non-union staff of Director, Assistant Director, and Administrative Assistant a one-time sum of $1,000 and the offset stipend for Health Care that will increase as of June 2012. The motion was seconded by Joe Corriveau. Motion passed.

5. Executive Session: MOTION: Jean Hansen made a motion to move to a closed Executive Session for the purpose of discussing contract negotiations. Motion was seconded by Paul Snyder. The motion was passed by unanimous roll call vote and the Bpard moved to a Closed Session at 7:50 p.m.

6. Announcements and Comments:

6.1 The next Board Meeting will be on Thursday, March 22, 2012 at 7:30 p.m. in the Carlo Meeting Room.

6.2 The next Finance Committee Meeting will be held on Tuesday March 20k 2012 at 10:00 a.m. in the Carlo Meeting Room.

MOTION: Joe Corriveau made a motion to adjourn the Special Meeting, seconded by Mike DeFrancesco. Motion passed. The Special Meeting was adjourned at 8:15 p.m.1


Respectfully Submitted,

Joe Corriveau, Secretary
JW 3/8/12


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