Library Board of Trustees Meeting Minutes for Thursday, May 22, 2014
1. Call to Order: Chair Alan Somershoe called the Regular Meeting to order at 7:35 p.m.
1.1 Roll Call - Present: Trustees Alan Somershoe, Mike DeFrancesco, Paul Snyder, Jean Hansen, Joe Corriveau, Jim Morché and Robert Sochacki. Also present: Julie Herrin, Library Director; Anne Mannisto, Assistant Library Director; Carla Eggert, Administrative Assistant; Nancy Clarizio, Library staff member; Judy DeFrancesco, Friends Board Member.
1.2 MOTION: Jean Hansen made a motion to accept the agenda. Jim Morché seconded the motion. Motion passed.
1.3 Approval of Meeting Minutes, April 24, 2014: MOTION: Jean Hansen made a motion to approve the minutes as corrected. Paul Snyder seconded the motion. Motion passed.
1.4 Citizen Comments: None.
2. Correspondence: None
3. Director's Report:
Statistics: Julie reported that circulation was down by 5.69% while downloads were up 14%. Circulation with downloads added is about the same as last year. Database use was down while website use was up. Computer use is low compared to last year though wireless Internet use was up. Brainfuse was used 390 times. Freegal was used by 101 patrons to download 591 songs. There was discussion about the monthly statistics page and the meaning of various terminology. Jean asked what “website analytics” referred to. Julie stated that this is a measure of website visits. Jean asked if the name could be changed on the report to “website visits”. Jean also asked what “database clicks” referred to. Anne responded that it is a measure of visitors to the Library website who click on the database page and is a way to measure “in library” versus remote database usage. Jean would like to see this statistic compared to last year. Jim asked for clarification on the difference between database clicks and usage. Anne explained that for database usage, different vendors measure this differently. Most report sessions, but some report only searches. Jim stated it would be helpful to have list of definitions for terms used in the statistics report.
Programming: There were 19 programs for youth with 510 attendees. There were six programs for adults with 100 attending. The Museum Adventure Pass, which provides admission or discounts on admission to various local cultural institutions, has begun again and includes passes to Mill Race Village this year. The Michigan Big Green Gym program, formerly known as the Park and Read program, which provides a free one-day pass to Michigan State Parks, has also begun again for the summer.
Staff: : Julie and Anne attended a TLN presentation on the current state of library automation products. The contract for the TLN shared automation system, which includes the public catalog plus circulation and other modules, is up in two years and TLN is beginning to look at replacement products. Julie reported that four Board of Trustee members have terms expiring December 31. July 17 is the last day for those trustees who are running for reelection to pay their $100 filing fee or turn in 40 to 100 valid signatures on an election petition to the Wayne County Clerk. Julie asked if the Board would like this to be publicized and the Board agreed that an article should be submitted to the Northville Record about the election.
Facility: Julie reported that she sent out four requests for bids to replace the carpeting in the public areas of the Library. She received two bids back. One of the vendors is about $8,000 less than the other; however Julie has concerns about the lower bidder’s ability to move the public desks and lift the book stacks effectively in order to carpet under them. Julie also was unable to verify references for carpet installation, particularly at the two libraries listed on the lower bidder’s references. The higher bidder has two pages of verifiable references for carpet installation at other libraries. MOTION: Mike DeFrancesco made a motion to accept the bid of Library Design to carpet the public areas of the Library for $108,853. Jim Morché seconded the motion. Motion passed. The Library will be closed for two days in August for a portion of the carpet replacement. The remaining replacement will be done while the Library is open.
4. Friends of the Northville District Library Report: Julie Herrin presented the Friends report. Julie distributed a list that the Friends have prepared on the history of the Friends donations to the Library. From 1969 to 2013, the Friends gave the Library $576,314.63. The data was compiled from past Friends minutes and annual reports. There are currently 194 members of the Friends which is very good. The Gift Store revenues continue to be low. The Friends are encouraging the giving of gift books for upcoming holidays such as Mother’s Day and Father’s Day as well as graduations, with articles about gift books in both the Northville Record and the Friends online mailing. The Friends received their first payment of $220 from Look at a Book, the vendor who took some of the Friends books from Mission-Based Books to sell. The Friends Spring Used Book Sale is next week, May 29 (preview night)-June 1.
5. Budget and Finance Review:
5.1 Bills over $1,000 for approval: Jean Hansen presented the List of Bills over $1,000 for May 2014. MOTION: Jean Hansen made a motion to approve these bills in the amount of $70,159.43.12 for payment. Paul Snyder seconded the motion. Motion passed.
5.2 Financial Report: Jean reported that we are 42% of the way through our fiscal year and have received 98% of our tax revenue. We have received our first State Aid payment of $10,065. The second payment should be close to the same amount as the first. There is a revenue category, Grants, on the income statement that is funded with $3,000. These funds are from the award Librarian Wendy Mutch won from Gale Cengage for the Local History portion of our website. The line item for Liability and Property Insurance has been changed to correctly reflect the amount spent for the year. There is a credit in the Operating Supplies account due to a credit received for RFID tags that were returned to 3M. The amount spent for Special Programs is a bit over budget. The money in the J Fund Accounts with Comerica for the Reserve and Debt Funds have been moved to money market accounts as discussed at last month’s meeting. The financial statements will be updated to reflect the new accounts. Jean stated there is a need to increase the budgeted amount for Electronic Products. MOTION: Jean Hansen made a motion to reduce the budgeted amount for Books and Subscriptions from $198,604 to $194,604 and to increase the amount budgeted for Electronic Products from $50,000 to $54,000. Mike DeFrancesco seconded the motion. Motion passed.
6. Grants Committee :Paul Snyder reported that he has taken a course on grant writing. There are many types of grants that can be applied for, including those through the federal government, non-profit organizations, foundations and other private groups. The application process is not easy and there are often reporting requirements after the grant is received. We would also want to make sure that we pursue those grants that match closely with our programming. Jim stated that he has several years’ experience with grants as well and would be available to assist Paul. Jim would like to see a Grants Committee established. Jean stated that this type of committee might be a better fit as a sub-committee of the Development Committee with contributions from staff and community members as well. There was discussion about how the committee might function as a sub-committee of the Development Committee. There is a Development Committee meeting scheduled for June 9 at 7p.m.
7. Committee Reports :
7.1 Facilities Committee: Mike DeFrancesco reported that, when approached for an estimate on changes to our heating and cooling system, Long’s directed us to an engineering consulting firm, Sellinger Associates. Steve Benaske from this company met with Mike and Julie on May 15. He felt that the Library boilers should last for another 10 to 15 years and that the variable speed motors suggested by SHW Group in their building assessment report would not make much difference in energy efficiency. A second, smaller boiler, for use in running only the cooling system, would be a possible direction to go in. If we used the engineering firm’s services, which would run between $10,000 and $20,000, they would assist us with preparing plans as well as permits for the project. Mike has also found another local engineer, Tom Barry, who lives in Northville and works for the firm Limbach Facilities Services. He has approached Mr. Barry about providing an estimate for similar services. Robert was concerned that the information on these changes recommended initially by the SHW Group in their report were not specific enough as to what is needed and what it would cost. There was discussion about the SHW Group report as well as the need to have an engineer consult.
8. Announcements and Comments :
8.1 The next Finance Committee Meeting is scheduled for Tuesday, June 24, 2014 at 1:30 p.m. in the Carlo Meeting Room.
8.2 The next Board Meeting will be on Thursday, June 26, 2014 at 7:30 p.m. in the Carlo Meeting Room.
9. Adjourn Regular Meeting: MOTION: Mike DeFrancesco made a motion to adjourn the May Regular Board Meeting. Robert Sochacki seconded the motion. Motion passed. The meeting was adjourned at 9:00 p.m.
Robert Sochacki, Secretary
Library Board of Trustees Meeting Minutes for Thursday, April 24, 2014
1. Call to Order: Chair Alan Somershoe called the Regular Meeting to order at 7:30 p.m.
1.1 Roll Call - Present: Trustees Alan Somershoe, Robert Sochacki, Mike DeFrancesco, Paul Snyder, Jean Hansen, Joe Corriveau and Jim Morché. Also present: Julie Herrin, Library Director; Anne Mannisto, Assistant Library Director; Carla Eggert, Administrative Assistant; Carol Oldenburg, Friends of the Northville District Library President; Lynne Hirschelman and Kristine Towne, Library staff members.
1.2 Approval of the Agenda: MOTION: Robert Sochacki made a motion to accept the agenda. Jim Morché seconded the motion. Motion passed.
1.3 Approval of Meeting Minutes, March 27, 2014: MOTION: Mike DeFrancesco made a motion to approve the minutes as submitted. Robert Sochacki seconded the motion. Motion passed.
1.4 Citizen Comments: None.
2. Correspondence: Julie Herrin reported that the Library received a certificate of congratulations for Books and Beyond, our Library fundraising event, from Wayne County Commissioner Laura Cox.
3. Director's Report:
Statistics: Julie reported that circulation appears to have returned to normal after the bad winter weather and is currently just about the same as last year. Downloads are up 28%. Database use is up by almost double which may be due to the Homework Help class we held for students. Jean Hansen asked what the circulation plus download statistic referred to. Julie reported that this is books checked out and any item downloaded, eBooks and music. Brainfuse was used 870 times by 64 users and Freegal was used by 129 patrons to download 745 songs. The door count was up by 1.7%. Use of the website has tripled and wireless use is at an all-time high. Forty-seven groups used the meeting rooms last month.
Youth Programming: : There were 30 programs for youth with 594 attendees. A storytime for four and five year olds has had to be cancelled due to low attendance, likely due to full- day kindergarten and increased preschool attendance.
Adult Programming: There were five programs for adults with 170 attending. A program on Shakespeare had 38 people attend, a class on the Kindle had 17 attendees and a program on the Cloud had 58 in attendance.
Technology: Julie reported that we are adding audiovisual equipment to the Storytime Room. This will include a larger pull-down screen, a projector for use with a computer and a DVD player. This will make the room more versatile for programs and allow the Youth Services librarians to use various computer apps as props in their storytimes. The Library began using the new online catalog Enterprise. The new catalog is no longer hosted by the Library Network but by the software developer Sirsi and stored in the Cloud. This will allow for easier updates to the catalog and for new features like the ability to download an eBook right from the catalog record, which will be added in the future.
Staff: Anne and Karen Fehl, our Public Relations Librarian, attended a webinar on social media policy. The Youth Department attended an American Library Association webcast entitled Best Practices for Apps in Storytime, to go along with the ability to use apps in the updated Storytime Room. Patricia Garavoglia attended a workshop on cataloging. Julie and Anne attended a workshop entitled Securing Your Library in Troubling Times that dealt with responding to an active shooter in the Library. Julie spoke to the Northville Police Chief regarding assistance from the Police Department in establishing a plan of action for such an event. Our health insurance agent, Eric Hammill, came out to the library to give a presentation to all of the staff who are Blue Cross subscribers on the new health insurance plan that will go into effect on June 1st. John Chrastka, with the group EveryLibrary that assists libraries with millage campaigns, will speak to the staff on May 7 regarding what staff legally can and can’t say to patrons regarding the millage renewal campaign. He will also speak to the Ballot Question Committee on May 6 at Joe Corriveau’s office.
Facility: Julie reported that our former custodian, who worked for Allied Building Service, felt that he needed to dispose of a computer hard drive and a flash drive. He poured epoxy on the items and lit them while he was in the storage area behind the Book Cellar. The items did not catch fire but he was burned on his hair and face. The Fire Department was called and the building evacuated for almost two hours. The custodian is no longer working for us or employed with Allied. We plan to replace the carpeting in the public areas of the building. We have received one bid on the project, at between $101,000 and $106,000, which includes complete moving services for all shelving, furniture and collections on both floors of the building, new carpeting and installation, and removal of the old carpeting. Julie will get more bids as well.
Public Relations: Julie and Anne attended the State of the Community luncheon, hosted by the Chamber of Commerce. We brought the display board on Northville in 1964, which featured articles from the digitized Northville Record, to celebrate the Chamber’s 50th anniversary. The display was popular. The Chamber is currently displaying the board in their offices. The summer newsletter will be out the first week of June and will feature a new look, changing to a full page now with a new masthead. Our Public Relations Intern has started and is focusing on increasing our social media presence. We will be posting a daily item to Facebook. Julie encouraged the Trustees to “like” the Library on Facebook.
4. Friends of the Northville District Library Report: Carol Oldenburg, President of the Friends, reported that last month was a good month for the Friends with over $5,000 in revenue. The Friends new membership year began on March 1 and they have 167 new and renewed memberships so far. Gift Store sales were slow for March, possibly due to the poor weather. The Friends Gift Store will hold Member Shopping Days May 2 through May 4, during which Friends members receive a 10% discount on their purchases. The March newsletter focused on the 2013 accomplishments of the Friends, so that members are kept more informed of the past year’s activities. The total revenue for used book sales for the 2013/2014 year was $25,644.08, which included $8,834.32 in sales from Mission Based Books (MBB) which has since gone out of business. MBB owes the Friends an additional $1,966.41 for sales from October 2013 through January 2014 that they have notified us they are unable to pay at this time. They will try to pay in installments but there is no guarantee they will be able to do so. A new vendor, Look at a Book, located in Ohio, took 650 of our books that remained with MBB. So far Look at a Book has sold about $300 worth of our materials. The Friends will continue to sell books without the use of a vendor for now and monitor revenues to see how things are going. MBB also recycled materials that could not be sold for us. The Salvation Army has begun a twice monthly pick up of our recycled materials.
5. Budget and Finance Review:
5.1 Bills over $1,000 for approval: Jean Hansen presented the List of Bills over $1,000 for April 2014. MOTION: Jean Hansen made a motion to approve these bills in the amount of $73,489.12 for payment. Paul Snyder seconded the motion. Motion passed.
5.2 Financial Report: Jean reported that the $100,000 the Operating Fund borrowed from the Reserve Fund until tax revenue was received has been paid back. We are about a third of the way through our fiscal year and we have received 90% of our tax revenue. We received the first State Aid payment of $10,065.06. The second payment is usually about the same as the first, which will put us over budget for State Aid this year when we receive the second payment. Jean reported that we budgeted $25,000 for our liability insurance for this year but the cost was only $12,368 due to a member distribution of excess funds. MOTION: Jean Hansen made a motion to amend the amount budgeted for Liability and Property Insurance from $25,000 to $12,368. Mike DeFrancesco seconded the motion. Motion passed. Jean reported that she and Julie met with Laura Branchick, our representative from Comerica Bank, who explained that due to the Dodd Frank Act, the Library Debt Fund can no longer invest in the Library J Fund. We will invest in a money market account instead which are currently paying .2% interest, quite a bit more than the .04% the J Fund paid in 2013. We also opened a money market account for the Reserve Fund and transferred the money from the Reserve J Fund to the new account for improved interest earnings.
6. Administrative Contracts : Julie reported that contracts for herself and Anne expired on February 28, 2014. There are no changes to be made except for the dates of the contract. MOTION: Mike DeFrancesco made a motion to renew the employment contracts for Julie Herrin and Anne Mannisto for two years. Jean Hansen seconded the motion. Motion passed.
7. Millage Election : On May 6 the Ballot Question Committee will meet. John Chrastka who works for EveryLibrary, a company that helps libraries that are facing millage elections, will speak and will share his expertise with the committee. Two decisions that should be made prior to this meeting are: 1) how long we will be asking voters to renew the millage for; and 2) what the library will do if the millage does not pass. The budget would be short about $450,000 without the millage renewal. Julie presented a list of impacts to the Library if the millage did not pass. The list was discussed by the Board. Impacts would likely be felt in staffing and library hours. There was discussion regarding the length of the millage renewal. MOTION: Paul Snyder made a motion to ask for a millage renewal for seven years. Mike DeFrancesco seconded the motion. Motion passed with two dissenting votes. Paul discussed information from the Friends of Michigan Library stating that the Friends should have already donated any funds they were contributing to the Ballot Question Committee, rather than just earmarking them, for tax reasons. Carol stated that she thought the money had been donated already around the same time that the forms were sent into the State establishing the Ballot Question Committee. Carol will check with Friends Treasurer Deborah Stanifer regarding this. Julie distributed a copy of the proposed ballot language to the Board.
8. Committee Reports :
8.1 Development Committee: Julie reported that the Books and Beyond Fundraiser, a wine tasting at Cantoro’s Italian Market, was very successful, with 196 people attending and $12,563 raised for the Library. The Development Committee met the Monday after the event to discuss changes for next year. The date for next year’s fundraiser will be Sunday, April 19, 2015.
8.1 Facilities Committee:Julie distributed a list of building maintenance projects and costs for 2014-2018 that was compiled by Mike DeFrancesco. Repairs for the current year (2014) total $154,500. The Facilities Committee will meet on Tuesday, April 29 at 7:30 p.m. to further discuss the list of projects. The Friends Book Cellar is located in the front part of the Library storage area. This area is not properly heated as it was intended to be for storage only in the original building plans. The room is very cold. MOTION: Mike DeFrancesco made a motion to install a reheat coil in the Book Cellar to reduce dampness and chill, at a cost of $3,000. Jim Morché seconded the motion. Motion passed.
9. Announcements and Comments :
9.1 The next Finance Committee Meeting is scheduled for Tuesday, May 20, 2014 at 1:30 p.m. in the Carlo Meeting Room.
9.2 The next Board Meeting will be on Thursday, May 22, 2014 at 7:30 p.m. in the Carlo Meeting Room.
10. Adjourn Regular Meeting: MOTION: Jim Morché made a motion to adjourn the April Regular Board Meeting. Paul Snyder seconded the motion. Motion passed. The meeting was adjourned at 9:00 p.m.
Robert Sochacki, Secretary
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.
Robert Sochacki, Secretary
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.
Robert Sochacki, Secretary