|Library Board of Trustees Meeting Minutes for Thursday, October 25, 2012|
1. Call to Order: Chair Robert Sochacki called the Regular Meeting to order at 7:30 p.m.
1.1 Roll Call - Present: Trustees Robert Sochacki, Jean Hansen, Mike DeFrancesco,
1.4 Citizens' Comments: None.
2. Correspondence: None.
3. Director's Report
Statistics: Julie Herrin reported that circulation is up 3.6% and the door count is up 3%. Database statistics are up. The statistic on downloads on the monthly statistics report will now include audio books, eBooks and Freegal. Mr. Sochacki asked if a notation could be made to the bottom of the monthly statistics sheet for the next few months to indicate Freegal has been added to this statistic. In September 169 users of Freegal downloaded 848 songs, and so far in October 95 patrons have downloaded 533 songs. Our patrons accessed the Brainfuse database 932 times in September.
4. Friends Report: Judy DeFrancesco reported that the "Sundaes on Sunday" event that the Friends hosted on Oct. 21 for National Friends of the Library Week was very successful. Approximately 160 people attended including two families who are new to the Northville community. Many others were unaware of the Friends and their mission so it was a great opportunity to raise awareness. Nine attendees submitted Friends membership applications, including one at the Patron level and one at the Sustaining level. The Friends appreciated the support of the Board members who attended as well as the Library Director. Emphasis for 2013 will be to raise awareness of the Friends and to increase membership. The Membership Committee will be meeting to brainstorm ideas to increase participation and to review and update the membership form and processes. The Gift Store held special sales during the Fall Arts and Crafts Festival at the Community Center. They had a good amount of traffic through the store and sales were good. The next Friends newsletter will be published on November 1. The Used Book Sale will be held November 2 through November 4. The Friends preview night will be held on November 1. At the close of the sale any remaining books will be donated to Northville Civic Concern. The President of the Friends is disappointed to report that Laura Lockhart, Recording Secretary, will be resigning at the end of the current term, Feb. 28, 2013. Additionally, Joe Thomas, Director of the Book Cellar and used book sales, is resigning at the end of the term. These individuals will be sorely missed from these key positions. The Friends will not have a meeting in November, but will meet on Thursday, Dec. 6, 2012. Paul Snyder suggested that future requests for funding to the Friends be more open-ended in the ongoing upkeep of the items. This was in reference to the recent Friends objections to the request for the Northville Record digitization annual updates.
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 2012. MOTION: Jean Hansen made a motion for the approval of payment of the bills over $1,000. Mike DeFrancesco seconded the motion. Motion passed.
6. Committee Reports
6.1 Policy Committee: Julie Herrin distributed a copy of the table of contents of the Policy Manual to the Board. There are eight policies that need to be reviewed as they have not been reviewed since 2005. A Policy Committee meeting will be held on Tuesday, Oct. 30 at 6:30p.m.
6.2 Facilities Committee: Mike DeFrancesco reported that the curbing in front of the Library is disintegrating. Two cement contractors have come out to look at the area. It would take a day to remove the existing cement and a day to replace it. The work must be done within the next couple of weeks if we are to have the cement replaced this year due to the approaching cold weather. An alternative would be to fill the problem areas with cold patch for now. There was discussion relating to whether the repair of the parking lot is the Library's responsibility. Julie stated her understanding is the parking lot belongs to the schools and is leased to the Community Center. She will find out if the cement curbing is the Library's responsibility to repair. Mr. DeFrancesco will get a detailed estimate of the cost for the repair work from Frank Sinelli Cement Company. MOTION: Paul Snyder made a motion to approve the repair of the curbing, pending receiving permission to do the work, with cost not to exceed $4,500. Mr. DeFrancesco seconded the motion. Motion passed.
7. Announcements and Comments
7.1 Board Membership: Chair Robert Sochacki reported that Trustee Suzanne Miller has resigned her position effective immediately. With two years left in her term, we will need to appoint a new Trustee to finish her term, which runs through December 2014. The Bylaws state that the appointment of a new Trustee to fill the vacancy should be done within 45 days by majority vote of the remaining Trustees. A notice of the open position will be posted on the Library website, in the Northville Record, on Northville Patch and on the bulletin board in the Library. There was discussion relating to possible candidates to fill the position. The Personnel Committee will meet on Nov. 15, 2012 at 7 p.m., prior to the next regular Board Meeting. A special meeting of the Board will be held on Thursday, Dec. 6, 2012 to vote on appointing a replacement Trustee. MOTION: Jean Hansen made a motion to accept the resignation of Trustee Suzanne Miller as of October 25, 2012. Mike DeFrancesco seconded the motion. Motion passed.
MOTION: Mike DeFrancesco motioned to adjourn the September Regular Board Meeting. Jim Morché seconded the motion. Motion passed. The Meeting was adjourned at 9:05 p.m.
Joe Corriveau, Secretary