Northville District Library

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Library Board of Trustees Meeting Minutes

Library Board of Trustees Meeting Minutes for Thursday, January 23, 2014

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

1.1 Roll Call - Present: Trustees Bob Sochacki, Mike DeFrancesco, Paul Snyder, and Alan Somershoe. Also present: Julie Herrin, Library Director; Anne Mannisto, Assistant Library Director; Carla Eggert, Administrative Assistant; Carol Oldenburg, Friends of the Northville District Library President; Wendy Mutch, Library staff member. Absent: Trustees Jean Hansen, Joe Corriveau and Jim Morché.
1.2 Approval of the Agenda: MOTION: Paul Snyder made a motion to accept the agenda as amended. Alan Somershoe seconded the motion. Motion passed.
1.3 Approval of Meeting Minutes, 12-19-13: MOTION: Mike DeFrancesco made a motion to approve the minutes as submitted. Paul Snyder seconded the motion. Motion passed.
1.4 Election of 2014 Officers: Robert Sochacki nominated Alan Somershoe for Chair. Paul Snyder seconded the motion. Alan Somershoe was elected. Robert Sochacki nominated Paul Snyder for Vice-Chair. Mike DeFrancesco seconded the motion. Paul Snyder was elected to the position of Vice-Chair. Paul Snyder nominated Jean Hansen for Treasurer. Mike DeFrancesco seconded the motion. Jean Hansen was elected Treasurer. Paul Snyder nominated Robert Sochacki for Secretary. Alan Somershoe seconded the motion. Robert Sochacki was elected Secretary.
1.5 Resolution 2014-01-Schedule of 2014 Board of Trustee Meeting Dates: Robert Sochacki read Resolution 2014-01 which sets the dates of the regular meetings of the Northville District Library Board of Trustees for the calendar year 2014. The Resolution passed by a unanimous roll call vote, with three 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.
1.6 Appointment of 2014 Board of Trustee Committee Members: It was decided to defer the appointment of the Trustees to Committees until the February meeting. Robert asked Julie Herrin to send the listing of new officers and past committee assignments to each Trustee and ask that they volunteer for the Committee they wish to be on.
1.7 Citizen Comments: None.

2. Correspondence: None

3. Director’s Report:
Statistics: Julie reported that circulation was down 5.3% for the month. Downloads were down by 10%. Both Tumblebooks and Freegal usage are down but Download Destination usage was up by 30%. We will be featuring Tumblebooks and Freegal in our Spring Newsletter as their usage continues to be down from last year. Database usage was up 12% for sessions and up by 21% for searches. We have added website analytics to the statistics report. Website visits for the month were up by 7.8%. The meeting room and study rooms were used 312 times last month. Public computer usage for the Public Internet and Youth computers was lower last month, though the usage of wireless continues to be high.
Youth Programming: January is a slower month and bad weather played a part in program attendance for the month. There were 11 programs for youth with 190 attendees.
Adult Programming: There were five programs for adults with 65 attendees.
Staff: We have hired a new computer page to fill a hole in the schedule. Dorie attended a webinar on Download Destination.
Facilities: While we were closed on Monday for the Martin Luther King Jr. holiday, Allied Building Service was here and repaired the leak in the entryway by removing the mat and sealing the cracks in the cement. They also repaired and repainted the ceiling in the Book Cellar. We had an electrician out to give us an estimate on adding lighting around the fireplace area and to look at changing the light fixtures in the Gift Shop. The Friends have approved funding to replace the chairs in the Youth area as well as the chairs around the public computer terminals. We are working on getting bids for the HVAC work recommended in the report by the SHW Group.
Technology: Michael McEvoy has installed Google Chromecast as a wireless solution for use with the meeting room projector.
Development Committee: We have currently raised $11,657.50 from 76 donations in response to our Annual Giving Campaign mailing. In comparison last year we raised about $5,000. In 2011, we used a donation envelope in the newsletter and raised about $17,000 though there was still a tax credit from the State of Michigan for donations to libraries that year.

4. Friends of the Northville District Library Report: Carol Oldenburg, Friends President, reported that the Friends Board has approved the 2014-2015 budget with an estimated reduction in revenue of 10%. Support for the Library Wish List for 2014 was also approved with a total budget allocation of $23,272. The Friends Nominating Committee met to develop a slate of officers for 2014. The slate of officers is the same except for the addition of Deborah Stanifer who is replacing Denise Stacer as Treasurer. The Friends received notification yesterday evening that Mission-Based Books (MBB) is going out of business. MBB currently has about 5,000 of our used books. The Friends have until February 4 to choose one of the following options:
1) Leave the books with MBB to be donated to their Teacher’s Day book give- away with leftovers being recycled;
2) Have MBB return the books to us;
3) Contract with another vendor to take the books and sell them.
The Friends are currently reviewing all options. There is also an urgent need to find a recycling location for our used books that cannot be sold, as we have a huge recycle volume and no space to store materials for future recycling.

5. Budget and Finance Review:

5.1 Bills over $1,000 for approval: Mike presented the List of Bills over $1,000 for January 2014. MOTION: Mike DeFrancesco made a motion to approve these bills in the amount of $64,810.58 for payment. Robert Sochacki seconded the motion. Motion passed.
5.2 Financial Report: Mike reported that we are waiting for the audit to be finalized which may impact the final financial statements. The final audit information should be available by the February Board Meeting. The credit amount of $27.51 that is showing in the Public Relations account is proceeds from the sale of Geek T-shirts.

6. Committee Reports:

6.1 Report on the Director’s Evaluation: Due to the absence of the Personnel Committee Chair, this report will be presented at the February meeting.
6.2 Personnel Committee Report: The Board of Trustees discussed the Public Relations Librarian position that is currently part-time. With the increased focus on public relations, the Personnel Committee approved making this position full- time, as well as adding a part-time temporary Intern to support this position. Robert mentioned that using staff from Library schools such as Wayne State for Intern positions would be a good idea. MOTION: Paul Snyder made a motion to approve changing the part-time Public Relations Librarian position to full-time. Mike DeFrancesco seconded the motion. Motion passed. MOTION: Paul Snyder made a motion to create a part-time Public Relations Intern position. Robert Sochacki seconded the motion. Motion passed.
6.3 Facilities Committee Report: Mike distributed a listing of facilities maintenance needs for 2014. The first six items on the list under mechanical systems are priorities that we going to get bids on now, with the hope of having the work done in the first quarter of the year. We are currently working on preparing these bids. When contacted to give an estimate, Tommy Tree Company trimmed the bushes on the side of the Library for free.
6.4 Policy Committee: Paul Snyder presented the Policy on Conduct in the Library with changes for the second reading. MOTION: Paul made a motion that the Board of Trustees accept the Policy on Conduct in the Library for the second reading. Robert seconded the motion. Motion passed. Paul presented the Policy on Internet Access with changes for the second reading. MOTION: Paul made a motion that the Board of Trustees accept the Policy on Internet Access for the second reading. Robert Sochacki seconded the motion. Motion passed.

7. Announcements and Comments:
      7.1 The next Finance Committee Meeting is scheduled for Tuesday, February 25, 2014 at 1:30 p.m. in the Carlo Meeting Room.
      7.2 The next Board Meeting will be on Thursday, February 27, 2014 at 7:30 p.m. in the Carlo Meeting Room.

8. Adjourn Regular Meeting: MOTION: Robert Sochacki made a motion to adjourn the January Regular Board Meeting. Paul seconded the motion. Motion passed. The meeting was adjourned at 8:40 p.m.

Respectfully Submitted,
Robert Sochacki, Secretary
CE 01/30/14

Library Board of Trustees Meeting Minutes for Thursday, February 27, 2014

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

1.1 Roll Call - Present: Trustees Alan Somershoe, Robert Sochacki, Mike DeFrancesco, Paul Snyder, Jean Hansen and Joe Corriveau. Also present: Julie Herrin, Library Director; Anne Mannisto, Assistant Library Director; Carla Eggert, Administrative Assistant; Judy DeFrancesco, Friends of the Northville District Library Board Member; Patricia Garavoglia, Library staff member. Absent: Trustee Jim Morché.
1.2 Approval of the Agenda: MOTION: Mike DeFrancesco made a motion to accept the agenda. Robert Sochacki seconded the motion. Motion passed.
1.3 Approval of Meeting Minutes, 01-23-14: MOTION: Paul Snyder made a motion to approve the minutes as submitted. Robert Sochacki seconded the motion. Motion passed.
1.4 Appointment of 2014 Board of Trustees Committee Members: The following committees were established for 2014:

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

1.5 Citizen Comments: None.

2. Correspondence: None

3. Presentation of 2013 Audit by Plante & Moran: Chris Jones from Plante Moran presented the audit of the Library for the 2012-2013 fiscal year. He gave an overview of the audit. The Library’s net position is $5,150,295, though over $3 million of that consists of capital items such as the Library building and collections. The Library has continued its consistent performance of keeping costs under control and being fiscally responsible. The Library debt will be paid off this year. Due to new calculations to the valuation of retiree health care, it appears not to need further funding this year. Jean Hansen asked if the 8% return on investment that MERS is using in its projections is inflated. Chris stated that this percentage was not abnormal. There was discussion about how Personal Property Tax changes by the state could affect the Library. Chris recommends that the Library budget as though we will not be reimbursed. Chris discussed the upcoming changes to accounting standards that will require governmental entities providing defined benefit pensions to show pension assets and liabilities on their balance sheets and how this will affect the Library.

4. Director’s Report:
Statistics: Julie reported that circulation and the door count were down for the month which is likely related to the terrible weather we have been having. Downloads have risen 6.24% over last year, which includes Download Destination’s increased usage of 34%. Database usage was down but use of the website is up. Brainfuse was used 526 times by 37 users. The meeting rooms were used 43 times in January. Usage of the public computers was down but Wi-Fi usage remained high.
Youth Programming: There were 31 programs for youth with 425 attendees.
Adult and Teen Programming: There were four programs for adults and two programs for teens.
Staff: Julie reported that Librarian Wendy Mutch, with the help of Michael McEvoy and numerous volunteers, has won the Gale Cengage Learning Award for Excellence in Reference and Adult Library Services, for the Local History portion of our website. This includes the digitization of the Northville Record, the oral histories available to listen to on our website and the scanning of local high school yearbooks going back to 1921. Wendy will be going to the American Library Association Conference in Las Vegas to accept her award. Michael McEvoy will also be speaking at the Merit Conference on wireless statistics. Merit is our Internet provider. Julie and Anne are going to the Public Library Association Conference in Indianapolis in March. Julie and Anne will also attend a workshop entitled Securing Your Library in Troubling Times, which deals with response to an active shooter.
Facilities: Julie reported that the drains on the first floor of the Library overflowed this past Friday right before closing time. The staff’s attempt to get help from the Department of Public Works (DPW) after hours on Friday evening was somewhat confusing, as there was no obvious response from them. A plumber was called out on Saturday who snaked our drain line but was unsuccessful in clearing the blockage. On Monday DPW blew out the City sewer line which cleared the blockage located right at the point in our line where it connects to the City line.
Miscellaneous: Salem-South Lyon Library’s proposed millage of .4950 for 20 years passed with 73% of the vote. Julie asked the Trustees if they wanted new copies of the Policy Manual printed. The manual is available on our website, and the Trustees agreed to print what they need from there. The Taste of Northville will be held at Northville High School on March 8 from 12:00 p.m. to 3:00 p.m. Julie asked the Trustees if they would be available to assist with set up and manning the Library’s booth. Alan, Jean, Robert and Joe agreed to help. Paul discussed a presentation at the Flint Library that he and Robert attended regarding winning a millage election. Paul will prepare a report for the Board.

5. Friends of the Northville District Library Report: Judy DeFranceso, Friends Board Member, reported that to date, the Friends Treasury is approximately $1,500 over the projected budget. There have been some declines in sales from the Gift Shop and Used Book Sales likely due to the weather. Support for the Library Wish List for 2014 was approved with a total budget allocation of $23,272. The Gift Store has transferred $2,500 to the Friends General Fund, with $1,500 remaining in the store accounts. Eight books were added to the Library collection this past month from the Gift Book Program. The Friends Newsletter will be published in March, and will include summaries of their annual reports, to ensure members are aware of various activities throughout the year and contributions to the Library. The Read to Me program gave out 25 gift bags to new parents in January and February. The number of our unsold books at Mission Based Books (MBB) is approximately 3,500, not 5,000 as reported last month. A new vendor, Look at a Book, has been selected to sell the remaining books of value currently at MBB and will pick them up before MBB’s final day of business. The Friends Annual Meeting will be held on Thursday, March 20 at 7:00 p.m.

6. Budget and Finance Review:

6.1 Bills over $1,000 for approval: Jean presented the List of Bills over $1,000 for February 2014. MOTION: Jean Hansen made a motion to approve these bills in the amount of $85,751.79 for payment. Mike DeFrancesco seconded the motion. Motion passed.
6.2 Financial Report: Jean reported that 60% of our tax revenue for the year has been received. There is currently a credit in the Building/Equipment Maintenance account due to an insurance reimbursement that was received because of an electrical event that occurred. The credit that we have had with Consumers Energy has been used up and we have started to make payments again. MOTION: Jean Hansen made a motion to approve the audit as presented by Plante and Moran. Robert Sochacki seconded the motion. Motion passed. Jean reported that there is $151,406.56 of net income (revenue less expenses) left over from last year which needs to be transferred to the Reserve Account. MOTION: Jean Hansen made a motion to transfer $151,406.56 from the Operating Fund to the Reserve Fund, earmarked for Future Unfunded Expenses. Paul Snyder seconded the motion. Motion passed. As discussed in the presentation of the audit, the Retiree Health Care account appears not to need further funding. There had been an amount of $13,000 budgeted for this purpose. MOTION: Jean Hansen made a motion to eliminate the $13,000 budgeted for the MERS Retiree Health Care for this year. Mike DeFrancesco seconded the motion. Motion passed. The Library is now accepting credit cards for payment of fines. A new account entitled Bank Fees was set up for payment of the fees charged by the credit card processor. MOTION: Jean Hansen made a motion to change the name of the account from Bank Fees to Bank Card Fees and budget $1,600 for this expense. Mike DeFrancesco seconded the motion. Motion passed. In December the Operating Fund borrowed $100,000 from the Reserve Fund until tax revenue was received. MOTION: Jean Hansen moved to transfer $100,000 from the Operating Fund back to the Reserve Fund to repay the loan made in December. Paul Snyder seconded the motion. Motion passed.

7. Committee Reports:

7.1 Report on the Director’s Evaluation: Joe Corriveau reported that the Personnel Committee met in January for the Director’s Evaluation. Joe compiled the evaluation report from the other Trustees’ reports with comments that are representative of everyone’s input. The rating given to Julie is 4.92 on a scale of 1 to 5. The official copy of the Director’s Performance Evaluation will be placed in her personnel file.
7.2 Development Committee: Julie reported that the Development Committee met on February 5. The Library fundraiser, Books and Beyond, will be held at Cantoro’s Italian Market on Friday, April 4 from 7:00 to 9:00 p.m. and will include 8-10 wines from Northern and Southern Italy as well as appetizers. Tickets are $45 per person and are available for purchase at the Library and on the Library website. Sponsorship letters were sent out to over 300 businesses in the community and follow up phone calls have been made to those businesses that did not respond to the original letter. We currently have received $4,000 in sponsorships, including two $1,000 ones from Jack Doheny and Global Gardens Inc. We have also sent out 550 invitations to the event with Committee members’ hand addressing the invitation envelopes. We have sold 38 tickets to the event so far. The total contributed in the Library’s Annual Giving Campaign for 2013 was $15,572 compared to around $5,000 donated in 2012. The total in the Endowment Fund as of December 31, 2013 was $465,979. Julie has not received information yet from the Community Foundation on how much the Library could withdraw in 2014 if they wished to do so. This information usually comes in February.

8. Announcements and Comments:
      8.1 The next Finance Committee Meeting is scheduled for Tuesday, March 25, 2014 at 1:30 p.m. in the Carlo Meeting Room.
      8.2 The next Board Meeting will be on Thursday, March 27, 2014 at 7:30 p.m. in the Carlo Meeting Room.

9. Adjourn Regular Meeting: MOTION: Alan Somershoe made a motion to adjourn the February Regular Board Meeting. Robert Sochacki seconded the motion. Motion passed. The meeting was adjourned at 8:58 p.m.

Respectfully Submitted,
Robert Sochacki, Secretary
03/03/14

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

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

1.1 Roll Call - Present: Trustees Bob Sochacki, Joe Corriveau, Jean Hansen, Mike DeFrancesco, Paul Snyder, Alan Somershoe and Jim Morché. Also present: Julie Herrin, Library Director; Anne Mannisto, Assistant Library Director; Carla Eggert, Administrative Assistant; Carol Oldenburg, Friends President; Suzanne Schimanski-Gross, Library staff member.
1.2 Approval of the Agenda: MOTION: Mike DeFrancesco made a motion to accept the agenda. Paul Snyder seconded the motion. Motion passed.
1.3 Approval of Meeting Minutes, 9-26-13: MOTION: Jim Morché made a motion to approve the minutes as corrected. Jean Hansen seconded the motion. Motion passed.
1.4 Citizen Comments: None.

2. Correspondence: None

3. Director’s Report:
Statistics: Julie Herrin reported that circulation was up slightly for the month. The twelve-month circulation average is only down by 67. Julie attended the Michigan Library Association (MLA) conference last week, and it was discussed that all libraries are seeing a decrease in circulation and an increase in electronic product usage. Downloads were down by 10% from last year which is mostly a reflection of the decrease in usage of Tumblebooks. Last year we promoted this database which led to an increase in usage. Overdrive had over 1600 checkouts for the month. Jean asked if there was a way to tell the breakdown of eBooks and audio books usage from Overdrive. Julie will look into this. Database usage was down again this month. Internet and children’s computer usage was lower than in August, but school is back in session which may have led to the decrease. Wireless use was the highest it has ever been at 826. Freegal was accessed by 94 patrons to download 464 songs. Brainfuse had a total usage of 954 which is almost three times as many users as in August. This increase is likely due to the promotion of this database at the school Open Houses.
Youth Programming: There were 35 programs and storytimes held for children, with 798 children participating. Our Spooky Magic Show had 161 attendees. A joint program between the Library and the Friends of Maybury on mammals was held at the Community Center.
Adult Programming: Classes were held on using a tablet device. The Android tablet class had 14 attendees. The IPad and Kindle class had 29 attendees. Attendance is limited to 30 in the tablet classes in order to allow for one-on-one assistance. The Community Reads program on Detroit with Jack Lessenberry had 66 attendees. The Foreign Film was attended by 65 and the class on MOOCS (Massive Online Open Courses) had 21 attendees.
Teen Programming: The knitting class for teens had 11 attendees. The Zombie themed lock in had 25 participants. The date for next year’s Battle of the Books is Wednesday, March 26, 2014.
Collections: The Library shelves are full and we have no room for additional expansion of the shelving. Julie has instructed the librarians that, when they purchase a new book, they must remove an older book from the shelves. Audio-visual materials now circulate more than books.
Technology: The migration of the website to a new version of Joomla is complete and went live last week. We are getting a public fax machine through the company Fax24, due to many requests for this service. The cost per page sent will be $1.75 for the first page and $1 for each additional page for faxes within the United States. The machine will take credit or debit cards for payment. We will also sell cards at the desk for patrons who do not have a credit or debit card. We should be receiving the new public copy machines we ordered soon. We purchased a Captel phone for Michael McEvoy which allows him to receive telephone calls. The phone types out a text message on its display screen.
Facilities: Julie reported that the SHW Group will be out tomorrow to begin the building assessment.
Staff: Five librarians attended the MLA Annual Conference in Lansing. Wendy Mutch gave a presentation at the conference on the Northville Library History section of our website, including information on the Northville Record digitization, the digitized oral histories, and the scanning of Palladiums, the Northville High School yearbooks. Paul Snyder stated that Wendy did an excellent job and gave a lot of credit to the Friends for their help with the projects. Patricia Garavoglia and Vicki Dixon attended a class on Michigan Legal Help and Karen attended a public relations workshop. This is Friends of the Library Week. We have a display in the Library and there was an article in the Northville Record. The staff holiday party will be held on Wednesday, December 11.

4. Friends of the Northville District Library Report: Carol Oldenburg, Friends President, reported that current Friends membership is at 273 this month, which is an all-time high and up from 250 last month. Friends have donated 39 books and 4 CD’s to the Library through the Gift Books Program since May, for a total of $687 in donations. The Sundaes on Sunday event held on September 29 was a huge success this year and is a wonderful opportunity to thank the Friends members for their support. The Fall Used Book Sale was also a great success. The amount raised, $1633.95, was an increase over the amount raised at the last three Used Book Sales (Spring 2012 & 2013, Fall 2012). The carts of used materials for sale near the Circulation Desk are now being refreshed three times per week. Ongoing Used Book Sales remain strong, with a monthly average of $643 in sales for the carts and $490 in sales from the Book Cellar. The contract the Friends have with Mission-Based Books is due for renewal in March 2014. The Friends have formed a subcommittee to evaluate revenues and present a recommendation to the Friends Board as to whether the contract should be allowed to automatically renew next March or not. If a decision is made not to renew the contract, Mission-Based Books needs to be notified by the end of January. The next Friends newsletter will be out in mid-November. The Friends Gift Store will hold Member Shopping Days November 15 through November 27, during which Friends members receive a 10% discount on their purchases. The next Friends Board meeting is Thursday, December 5.

5. Budget and Finance Review:

5.1 Bills over $1,000 for approval: Treasurer Jean Hansen presented the List of Bills over $1,000 for October 2013. MOTION: Jean Hansen made a motion to approve these bills in the amount of $93,174.44 for payment. Paul Snyder seconded the motion. Motion passed.
5.2 Financial Report: Jean Hansen presented the Financial Report. We are currently 83% through our fiscal year and have received 100% of our budgeted revenue, though we will still receive some revenue from fines and printing. All of our expenses are in line with the budget. The $60,000 for the Building Preservation Fund and $13,000 for Retiree Health Funding have been transferred, but the transfers were done at the beginning of October and will not show up until next month’s financial statements.

6. Announcements and Comments:
Paul Snyder discussed the need to have a Policy Committee meeting. He would like to discuss the Code of Conduct in the Library as it relates to firearms. The Policy Committee will meet Monday, November 4 at 7:00 p.m. in the Carlo Meeting Room. Jean Hansen discussed the need to have a meeting with members of the Board, Friends and community to determine the extent of our campaign for the Library millage renewal. We need to determine a plan of action and timeline as well as select a Chairperson and Treasurer for the Millage Committee. Bob Sochacki stated that the Board needs to determine who should be invited to participate in the initial millage campaign meeting. Jean suggested meeting with Shirley Bruursema, Chair of the Kent District Library Board of Trustees, to get her opinion on the extent of the campaign the Library should undertake for a renewal of the millage. Paul will contact Shirley and see if she is available. Once a date has been determined for the meeting, Julie can compose a list of possible attendees. Alan Somershoe stated that if the building assessment report from SHW Group is completed prior to the next Board meeting, the Facilities Committee should meet to review the report before it is presented to the Board.
      6.1 The next Finance Committee Meeting is scheduled for Tuesday, November 19, 2013 at 1:30 p.m. in the Carlo Meeting Room.
      6.2 The next Board Meeting will be on Thursday, November 21, 2013 at 7:30 p.m. in the Carlo Meeting Room.

7. Adjourn Regular Meeting: MOTION: Jim Morché made a motion to adjourn the October Regular Board Meeting. Paul Snyder seconded the motion. Motion passed. The Meeting was adjourned at 8:40 p.m.

Respectfully Submitted,
Paul Snyder, Secretary
CE 10/29/2013

Library Board of Trustees Meeting Minutes for Thursday, March 27, 2014

1. Call to Order: Chair Alan Somershoe called the Regular Meeting to order at 7:33 p.m.

1.1 Roll Call - Present: Trustees Alan Somershoe, Robert Sochacki, Mike DeFrancesco, Paul Snyder, Jean Hansen and Joe Corriveau. Also present: Julie Herrin, Library Director; Anne Mannisto, Assistant Library Director; Carla Eggert, Administrative Assistant; Judy DeFrancesco, Friends of the Northville District Library Board Member; Dorie Freebury, Library staff member. Absent: Trustee Jim Morché.
1.2 Approval of the Agenda: MOTION: Robert Sochacki made a motion to accept the agenda. Mike DeFrancesco seconded the motion. Motion passed.
1.3 Approval of Meeting Minutes, Feb. 27, 2014: MOTION: Paul Snyder made a motion to approve the minutes as submitted. Robert Sochacki seconded the motion. Motion passed.

1.4 Citizen Comments: None.

2. Correspondence: Julie Herrin reported that Deborah Stanifer dropped off the ticket reservation forms for the Plymouth, Canton, Novi and Northville Friends of the Library Book and Author Luncheon that is being held Thursday, May 8 at Fox Hills Golf & Banquet Center in Plymouth. The featured speaker is Mardi Jo Link, author of Bootstrapper: From Broke to Badass on a Northern Michigan Farm.

3. Director’s Report:
Statistics: Julie reported that circulation was down again this month. This may still be related to the terrible winter we have had. Downloads are up 23% over last year, which includes Download Destination’s increased usage of 34%. Brainfuse was used 782 times by 57 users and Freegal was used by 83 patrons to download 501 songs. We publicized Freegal recently with an article on the front page of the Library Spring Newsletter.
Youth Programming: There were 23 programs for youth with 593 attendees. March is Reading Month and we have had a contest for the month in which those children who read ten books will receive a free paperback book with 101 children participating. We also pulled books for the many parents and grandparents reading at schools for Reading Month. Ridgewood and Main Street Preschools visited the Library.
Adult Programming: There were nine programs for adults with 359 attending. We had full programs for both the Before Motown and Irish Dancing programs.
Teen Programming:A Homework Help/Database class had 19 attendees. Battle of the Books was held last night, March 26, at Northville High School. There were 143 students who participated in 28 teams as well as 200 parents and visitors attending. The winning team beat the second place team by one point.
Collections:Julie reported that the Library has subscribed to an online full-text magazine service called Zinio that has 260 magazines available to read on your computer or portable device. The cost is about $3,500 per year. Alan asked if there was a limit on downloads. Julie stated there is no limit on the number of magazines you may download and they do not expire once downloaded.
Staff: Julie and Anne attended the Public Library Association (PLA) Conference March 11-15 in Indianapolis. While there they attended sessions on community engagement, web sites, millage elections, using social media for reader’s advisory, and the Pew Research Center report on the American public’s engagement with public libraries. Julie gave the Board a copy of a brief prepared by the Bill and Melinda Gates Foundation on the Pew report. Julie, Anne, Karen Fehl, Kristine Towne, and Michael McEvoy attended a webinar on building new websites. Wendy Mutch attended a webinar entitled Securing and Leveraging Your Library’s Local History and Special Collections. We have hired a new public relations intern, Stacy Lorence, who has been employed as a computer page. She will begin the new position on April 8 and will focus on updating social media for the Library. We hired a new computer page, Nick Abraham, to fill the position vacated by Stacy. Barbara Stripling, the President of the American Library Association (ALA), will speak at the Ann Arbor Library on April 14 on the topic of why libraries are still relevant. With the implementation of the Affordable Care Act, Blue Cross is no longer offering our current health plan for renewal. The Library contract with the Northville District Library Employee Association states that the Library “reserves the right to change carriers with substantially equivalent coverage or to modify its coverage to coordinate with any mandatory changes for national health insurance”. Julie has worked with our insurance agent to find a new Blue Cross plan, Community Blue PPO that will have very similar benefits. Community Blue has a $250 deductible and an annual out of pocket maximum of $1,000. Individual premiums for staff will be based on age rather than group rates as in the past, so older employees will pay more for insurance. The total cost of the new insurance will be $360 less per month for the Library. Robert stated that the Library might consider looking into Medicare with a supplemental insurance plan for those staff who are eligible for Medicare. Julie stated that she will look into this.
Facilities: Julie reported that work was done to refurbish the moveable partition that separates the two meeting room spaces. This is now much easier to move. We are working with Library Design to pick a fabric for the new computer chairs. We will also be meeting to look at new carpet colors for the replacement of the carpeting in the public areas of the Library.

4. Friends of the Northville District Library Report: Judy DeFranceso, Friends Board Member, reported that the Friends held their Annual Meeting in March. The officers remained the same as last year except for the election of a new Treasurer, Deborah Stanifer.

5. Budget and Finance Review:

5.1 Bills over $1,000 for approval: Jean presented the List of Bills over $1,000 for March 2014. MOTION: Jean Hansen made a motion to approve these bills in the amount of $76,245.80 for payment. Paul Snyder seconded the motion. Motion passed.
5.2 Financial Report: Jean reported that we have received 65% of our tax revenue for the year. There is currently an amount of $497.50 from tax refunds in the Debt Fund that is due to the Operating Fund. MOTION: Jean Hansen made a motion to transfer $497.50 of tax refunds from the Debt Fund to the Operating Account. Mike DeFrancesco seconded the motion. Jean reported that the debt payment on the bonds is due. MOTION: Jean Hansen made a motion to transfer $437,200 from the Debt Fund to US Bank for the April debt payment. Robert Sochacki seconded the motion. Motion passed.

6. Community Foundation for Southeastern Michigan (CFSEM): :

Julie reported that every year CFSEM tells us the allowable distribution, i.e. the amount that may be withdrawn from the Endowment Fund or left in to reinvest. This year the amount is $18,893. There was discussion about whether or not to take the distribution from the Fund. Jean stated that one of the goals of the Development Committee is to grow the amount of the Endowment Fund to $500,000. It is currently around $460,000. In addition, a Library Strategic Goal is to raise an amount each year in non-tax dollars equal to 20% of the Materials and Program budget. Anne Mannisto noted that an endowment of $500,000 would generate an annual distribution of about $25,000. Paul noted that the principal could never be touched from this Fund. MOTION: Jean Hansen made a motion to leave the distribution for 2014 in the Endowment Fund. Mike DeFrancesco seconded the motion. Motion passed.

7. Committee Reports:

7.1 Development Committee: Julie reported that 172 tickets have been sold for the Library Fundraiser, Books and Beyond, being held at Cantoro’s Italian Market on Friday, April 4 from 7:00 to 9:00 p.m. We have also received $5,500 in sponsorships and numerous donations of gift cards from local businesses. We will have four gift baskets and several books with gift cards to raffle off at the event. Julie reminded the Board members to get their tickets soon if they have not already as tickets sales will be stopped soon. Julie also asked for the Board members’ assistance in greeting guests at the fundraiser.

8. Announcements and Comments:
      8.1 The next Finance Committee Meeting is scheduled for Tuesday, April 22, 2014 at 1:30 p.m. in the Carlo Meeting Room.
      8.2 The next Board Meeting will be on Thursday, April 24, 2014 at 7:30 p.m. in the Carlo Meeting Room.
      8.3 Mike DeFrancesco discussed the facility repairs recommended in the building assessment from SHW. The study from SHW proposed over $892,000 in repairs the first year. We met with our heating and cooling vendor who felt some of the items on the SHW list were overpriced or unnecessary. Mike gave the Board a list of prioritized items for repair that we need to have done first, totaling $183,500. Jean stated that these types of repairs are what we established the Building Preservation Fund for, but it is also why we need to renew our millage.
      8.4 Paul Snyder reported that the Friends of Michigan Libraries Trustee Alliance is having a workshop at the Canton Public Library on April 4. Some of the topics to be discussed are the Trustee’s role, evaluating the library director, library funding and policies.

9. Adjourn Regular Meeting: MOTION: Paul Snyder made a motion to adjourn the March Regular Board Meeting. Joe Corriveau seconded the motion. Motion passed. The meeting was adjourned at 8:50 p.m.

Respectfully Submitted,
Robert Sochacki, Secretary
04/02/14

 

Library Board of Trustees Meeting Minutes for Thursday, December 19, 2013

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

1.1 Roll Call - Present: Trustees Bob Sochacki, Jean Hansen, Joe Corriveau, Mike DeFrancesco, Paul Snyder, Alan Somershoe and Jim Morché. Also present: Julie Herrin, Library Director; Anne Mannisto, Assistant Library Director; Carla Eggert, Administrative Assistant; Carol Oldenburg, Friends of the Northville District Library President; Kathleen Nelson and Patricia Garavoglia, Library staff members.
1.2 Approval of the Agenda: MOTION: Paul Snyder made a motion to accept the agenda. Jim Morché seconded the motion. Motion passed
1.3 Approval of Meeting Minutes, 11-21-13: MOTION: MOTION: Paul Snyder made a motion to approve the minutes as corrected. Mike DeFrancesco seconded the motion. Motion passed.
1.4 Citizen Comments: None.

2. Correspondence: None

3. Director’s Report:
Statistics: Julie Herrin reported that circulation was down 1.5% for the month. Downloads were down by 26%. Download Destination usage was up by 3%, but Tumblebooks is down considerably from last year so we will be featuring it on the main page of our website. Database sessions were also down but the number of searches was up for the month. The door count was down by almost 6%. Public computer usage continues to decline, though youth computer usage and wireless usage were up.
Youth Programming: There were 12 programs with 265 children attending.
Adult Programming: There were four programs for adults with 108 attendees
Teen Programming: There was one program held for teens that had 10 attendees.
Technology: We have purchased Microsoft Office 2013 for the public and staff computers.
Collections: Librarians added 991 items to the collection last month and discarded 845 items.
Staff: Julie reported that 44 staff, Trustees and Friends members attended the holiday luncheon that was held on Wednesday, Dec. 11. A former library staff member Varun Shekhar was a contestant on Jeopardy three nights this week.
Facilities: We have received the building assessment report back from the SHW Group. Mike has organized the information in a spreadsheet. The Facilities Committee will schedule a meeting to discuss the report and prioritize the next two years of recommended repairs. We have asked the Friends to replace the wooden chairs around the public computer work stations. We met with Library Design and they recommended a chair currently used by the Novi Library called a Sit-On-It chair. It is very durable and has a lifetime warranty.
Development Committee: We have currently raised $8,502 from 51 donations to our Annual Giving Campaign mailing.
Public Relations: Julie, Anne and Karen Fehl attended the Chamber of Commerce holiday party which was held at the Northville Community Center. The Christmas tree decorated by Library staff members was featured in the Northville Record and on the Northville Patch.
Millage: Michele Fecht has agreed to be the Chair of the Millage Campaign Committee and Deborah Stanifer will serve as Treasurer. Once paperwork is filed to establish the Committee, the campaign will not be able to be discussed at Board meetings. Julie and Anne will also not be able to use their Library email accounts to discuss the millage campaign. Julie has set up a Google Email Group for this purpose and will send invitations to the Board.

4. Friends of the Northville District Library Report: Carol Oldenburg, Friends President, reported that the Friends Board has approved earmarking $2,500 from the 2013 Friends Budget in support of the Millage Campaign. There may also be additional funds available in 2014 if needed. The Friends have asked for any unused funds to be returned. Denise Stacer has submitted her resignation as Friends Treasurer. Deborah Stanifer has been appointed the acting Friends Treasurer and will run for re-election in March. The Friends are beginning to plan their 2014-15 budget. The Friends revenue will be impacted by changes to the contract with Mission-Based Books (MBB). The contract with MBB is up for renewal in March 2014. A subcommittee was formed to review all options in regards to renewing the contract. Although revenue will be lower with the new agreement, the sub-committee recommended renewing the contract and the Board approved. The Friends are budgeting approximately $6,000 less than last year from used book operations. The next contract with MBB will be for a two-year period. We will also ask MBB to return books to us that have not sold but are in good condition, so that we may try to sell them. There are currently 278 Friends members. Revenue from the Gift Store’s Member Shopping Days was $250 higher than last year. A letter of appreciation was received from The Children’s Center in Detroit for the enormous donation of books they received from the Friends. Books for both tweens and teens were donated to this center that provides services to children with limited resources. The Friends Archive has been organized and is now complete; it will be stored in the filing cabinets in the sorting room downstairs. Joe Oldenburg will maintain the archive.

5. Budget and Finance Review:

5.1 Bills over $1,000 for approval: Treasurer Jean Hansen presented the List of Bills over $1,000 for December 2013. MOTION: Jean Hansen made a motion to approve these bills in the amount of $143,883.44 for payment. Paul Snyder seconded the motion. Motion passed.
5.2 Financial Report: Jean Hansen presented the Financial Report for November 2013 which is the end of the Library Fiscal Year. There are likely to be additions to the November financial statements as they are reviewed by the auditors. Jean reported that tax refunds for the year totaled $71,604.19 so far, which is higher than they have ever been. MOTION: Jean Hansen made a motion to transfer $1,706.40 of Private Donations to the Endowment Fund. Mike DeFrancesco seconded the motion. Motion passed. Jean reported that we have expenses that are due in December and we do not receive our tax revenue until January, February and March of next year. MOTION: Jean made a motion to transfer $100,000 from the Reserve Fund to the Operating Fund for cash flow purposes. Jim Morché seconded the motion. Motion passed. The funds will be returned to the Reserve Fund when tax revenues are received.

6. Committee Reports:

6.1 Facilities Committee: Mike reported that the Facilities Committee got an estimate from Mike’s Tree Service in Plymouth to trim trees on the side of the Library. An estimate will also be requested from Tommy’s Trees. Mike has taken the report from SHW Group and made a spreadsheet of the priority 1 and 2 repairs recommended by them. The total cost of these recommended repairs over the two-year period is estimated at $315,500. The Facilities Committee will meet to discuss the report and go over the spreadsheet to prioritize repairs. Paul asked about the earlier discussion regarding adding a drive-up book return. Mike explained that the Library will not be adding a drive-up book return as it would require additional staff to keep it emptied; patrons might be more likely to use the drive-up return, creating a lot more work to get materials back on the shelves quickly for others to use. Mike stated that Northville Library patrons can return their books to the Novi Library which does have a drive-up book return. Paul asked if we could find out the cost of having the directional arrows repainted in the Library parking lot. The paint on the existing arrows has faded making it very difficult to see them. There are often people driving the wrong way in the lot because of this and that could potentially be a safety issue. Julie will look into this.
6.2 Policy Committee: Paul presented the Policy on Conduct in the Library with changes for the first reading. There was discussion about the policy and it was decided to add the statement “without prior approval” to the end of the sentence “Therefore, the Board of Trustees prohibits the following activities within the Library or on Library property”. MOTION: Paul Snyder made a motion that the Board of Trustees accept the revised Policy on Conduct in the Library with changes for the first reading. Joe Corriveau seconded the motion. Motion passed.
Paul presented the Policy on Investments for the second reading. MOTION: Paul made a motion that the Board of Trustees accept the Policy on Investments with revisions for the second reading. Alan Somershoe seconded the motion. Motion passed. Paul presented the Policy on Budget with changes for the second reading. MOTION: Paul made a motion that the Board of Trustees accept the revised Policy on Budget with changes for the second reading. Jean seconded the motion. Motion passed. Paul presented the Policy on the Safety and Well-being of Children at the Library with changes for the second reading. MOTION: Paul made a motion that the Board of Trustees accept the Policy on the Safety and Well-being of Children at the Library with revision for the second reading. Joe seconded the motion. Motion passed. Paul presented the Policy on Internet Access with changes for the first reading MOTION: Paul made a motion that the Board of Trustees accept the Policy on Internet Access with changes for the first reading. Jean seconded the motion. Motion passed.

7. Announcements and Comments:
      7.1 The Directors Evaluation and a Personnel Committee meeting were scheduled for Tuesday, January 7, 2014 at 7:00 p.m. in the Carlo Meeting Room.
      7.2 A Facilities Committee meeting was scheduled for Monday, January 13, 2014 at 7:00 p.m. in the Carlo Meeting Room.
      7.3 The next Finance Committee Meeting is scheduled for Tuesday, January 21, 2014 at 1:30 p.m. in the Carlo Meeting Room.
     7.4 The next Board Meeting will be on Thursday, January 23, 2014 at 7:30 p.m. in the Carlo Meeting Room.

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

Respectfully Submitted,
Paul Snyder, Secretary
CE 12/27/13

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