Northville District Library

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Library Board of Trustees Meeting Minutes for Thursday, February 28, 2013

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, Paul Snyder, Joe Corriveau and Mike DeFrancesco. Also present: Julie Herrin, Library Director; Anne Mannisto, Assistant Library Director; Carla Eggert, Administrative Assistant. Staff members Suzanne Schimanski-Gross and Patricia Garavoglia were in the audience. Absent: Trustees Alan Somershoe and Jim Morché.
1.2 Approval of the Agenda: MOTION: Mike DeFrancesco made a motion to accept the agenda as presented. Paul Snyder seconded the motion. Motion passed.
1.3 Approval of Meeting Minutes, 01/24/2013: Jean Hansen made a motion to approve the minutes as presented. Paul Snyder seconded the motion. Motion passed.
1.4 Citizen Comments: None.

2. Correspondence: None.

3. Presentation of the 2012 Audit-Plante Moran: Chris Jones from Plante Moran presented the audit of the Library for the 2011-2012 fiscal year, noting that once again the Library has a "clean audit". Jamie Montague from Plante Moran gave an overview of the 2012 audit report. She reported that there were no major changes in regulations from the Governmental Accounting Standards Board (GASB) this year. She asked the Trustees in attendance for any questions they might have about the audit. Jean Hansen asked about the current amount of $32,000 per year being set aside for Retiree Health Care. Mr. Jones reported that the valuation document for Retiree Health Care costs was updated this year. The Library could reduce the amount designated for this to $12,000-$13,000 per year based on the new valuation. Jean Hansen also asked about the phasing out of the personal property tax that is scheduled to go into effect in 2014. Mr. Jones stated that he would recommend continuing to deduct the full amount of estimated personal property tax and amending the budget if necessary when the changes go into effect. Mike DeFrancesco asked about the recommendation in the "Report to the Library Board" section that the Library consider moving to a "paid time off" (PTO) model, rather than providing employees time off specifically for vacation, sick time and personal time. Mr. Jones explained that the Library has over $140,000 in liabilities for compensated absences on its balance sheet. In the PTO model, there are usually fewer carry-over days and fewer "paid out" days when an employee separates from the Library. This reduces the amount of compensated absences due to employees. A benefit to employees of the PTO model is that they are able to utilize all of their allowed time off for whatever purpose they desire. MOTION: Jean Hansen made a motion that the audit for the 2011-2012 fiscal year be accepted as presented. Paul Snyder seconded the motion. Motion passed.

4. Director's Report
Statistics: Julie Herrin reported that circulation was up 3.79% and the door count was up 5.69%. The use of eBooks has increased 74% over last year. Freegal had 110 uses with 712 songs downloaded. Usage of BrainFuse was 533 for the month. Use of the Library wireless access was up to 800 this month which is very high.
Programming: There were 31 programs for youth with 672 children attending. There were 8 programs for adults, with attendance of 262 people. The Foreign Film series continues to be very popular.
Teen Services: Battle of the Books will be held on March 20. There are 32 Battle of the Books teams signed up with 159 students scheduled to participate.
Staff: Julie reported that Vicki Dixon is the new part-time librarian, filling the vacancy in Adult Services. She has started and is doing very well.
Technology: Julie reported that support for Windows XP ends next year, so staff computers are being converted over to Windows 7 and in some instances replaced if the computer is too old to be converted. The support from the Friends for $15,000 has allowed the Library to purchase five new computers for the Youth Services area. These computers are AWE workstations which are very rugged, turnkey, all-in-one digital learning stations, with preloaded educational games and software. They have a three-year warranty and will require much less staff time to maintain than the computers currently in the Youth Services area.
Facilities: Julie reported that the replacement of the light fixtures around the main staircase should be completed tomorrow, with the exception of one damaged fixture. This will be sent back to the manufacturer for repair and will be installed at a later date. The replacement of the carpeting in the circulation work area and main staircase will begin on Friday, March 29 when the Library will be closed. The remaining work areas will be carpeted while the Library is open.
PR: Julie reported that the Donor Recognition Event, the Geek Gala, held on Sunday,
January 27, went very well. She will discuss this further with the Development Committee report. The Taste of Northville will be held on Saturday, March 9. The Library Newsletter that will be mailed on March 1 includes our Annual Giving Campaign insert. Online donations using a credit card will soon be available as well, since Julie has set up an account with Midwest Transaction Group and Authorize.net to handle the processing of online credit card donations. The direct donation page for our website is currently being designed by our staff.

5. Friends Report: Judy DeFrancesco gave the report of the Friends Board Meeting held on February 21. She reported that the Friends have the following new Board Members: Christine Litka, Public Relations; Aleta Hill, Recording Secretary; Joe Oldenburg, Used Book Operations; Regina Mingela, Membership; and Linda Bolam, Corresponding Secretary. The Friends Annual Meeting will be held on March 21 and elections will take place at that meeting. According to the Friends President Carol Oldenburg, the major goals for the group this year will be raising community awareness of the Friends and growing the membership. Various strategies to accomplish these goals are being reviewed. Total members in 2012 were 240. The Friends Budget for 2013-2014 was approved. Mission Based Books (MBB) asked to renegotiate its contract with the Friends. The major changes MBB has requested include the elimination of a minimum price per book to the Friends and a change in the division of profits from 50-50 to 60% to Mission Based Books, 40% to the Friends. The Friends Board approved a one-year contract with these changes but will not sign the contract until Mission Based Books has paid past due monies owed to the Friends. The next Used Book Sale will be held May 31-June 2, 2013 with a Preview Night for Friends members on Thursday, May 30.

6. Budget and Finance Review:

6.1 Bills over $1,000 for approval: Treasurer Jean Hansen presented the List of Bills over $1,000 for February 2013. MOTION: Jean made a motion to approve these bills in the amount of $125,068.86 for payment. Mike DeFrancesco seconded the motion. Motion passed.
6.2 Financial Report: Jean reported that a tax judgment in favor of Toll Brothers for several properties in Wayne County resulted in a large tax refund due from the Library in the amount of $34,991.37. There is $284,065.43 due to other funds in the Operating Fund, of which $200,000 was borrowed from the Reserve Fund and $84,065.43 is the excess of revenue over expenses from last year's budget. MOTION: Jean Hansen made a motion to transfer $284,065.43 from the Operating Fund to the Reserve Fund. Mike DeFrancesco seconded the motion. Motion passed.
At the end of fiscal year 2012 there was $3,808 left in the Private Donations account in the Operating Budget which should be moved to a Fund Balance account. MOTION: Jean Hansen made a motion to create a fund balance account, "Funds-Endowment" and to transfer $3,808 into this account. Paul Snyder seconded this motion. Motion passed.
Jean reported that the amount budgeted for acquisitions are ten percent of revenues. The amount for books and subscriptions needs to be amended to stay in line with projected revenues. MOTION: Jean Hansen made a motion to amend the budgeted amount for the Books and Subscriptions account for 2013 to $195,623. Mike DeFrancesco seconded the motion. Motion passed.
MOTION: Jean Hansen made a motion to add a line item to the budget for Friends-Revenue and another line item for Friends-Expenses, budgeted at zero for 2013. Mike DeFrancesco seconded the motion. Motion passed.

7. Committee Reports

7.1 Development Committee: Julie Herrin reported that the Development Committee met on February 12. Barbara Glover has resigned from the Committee as she is moving to Columbus, Ohio and has sold her home here. She has been instrumental in establishing the Endowment for the Library and will be greatly missed. The internal goals of the committee for next year are to support the Endowment and to increase the Endowment Fund to $500,000 by the end of 2014. The Geek Gala donor recognition party was held on January 27, with about 40 people attending despite poor weather. We will hold this donor recognition event every other year. The annual solicitation for donations went out in the latest Library Newsletter which will be mailed at the beginning of March. There will be a program on Planned Giving on Thursday, May 16 at 2:00 p.m., featuring speakers from Leave a Legacy.

8. Announcements and Comments

8.1 The next Finance Committee Meeting is scheduled for Tuesday, March 26, 2013 at
10:00 a.m. in the Carlo Meeting Room.
8.2 The next Board Meeting will be on Thursday, March 28, 2013 at 7:30 p.m. in the Carlo Meeting Room.
8.3 There was discussion regarding a lawsuit over whether a group of Wayne County communities with TIFs (Tax Increment Financing) can take a portion of tax revenue appropriated for the Detroit Zoo. The City of Northville is party to this lawsuit. There was discussion as to how this relates to a portion of the Library's millage revenue being captured by the City's TIF, the Downtown Development Authority (DDA). The Library is located just outside the DDA.
According to the Library's legal counsel, whom Julie Herrin has contacted, the DDA has outstanding bonds which will not be paid off until 2024, and therefore it is not possible to get out of this annual tax capture. About 9% of the Library's revenue from the City is diverted to the DDA. There was discussion relating to asking the DDA to contribute to the repair of the cement area in front of the Library.

MOTION: Paul Snyder made a motion to adjourn the February Regular Board Meeting. Mike DeFrancesco seconded the motion. Motion passed. The Meeting was adjourned at 9:00 p.m.

Respectfully Submitted,

Paul Snyder, Secretary

CE 03/04/13

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

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, Paul Snyder, Joe Corriveau and Mike DeFrancesco. Also present: Julie Herrin, Library Director; Anne Mannisto, Assistant Library Director; Carla Eggert, Administrative Assistant. Absent: Trustees Alan Somershoe and Jim Morché.
1.2 Approval of the Agenda: MOTION: Paul Snyder made a motion to accept the agenda as presented. Mike DeFrancesco seconded the motion. Motion passed.
1.3 Election of 2013 Officers: Jean Hansen nominated Robert Sochacki for Chair for 2013. Nomination was seconded by Paul Snyder. Robert Sochacki was elected. Robert Sochacki nominated Joe Corriveau for Vice Chair, seconded by Paul Snyder. Joe Corriveau was elected to the position of Vice Chair. Robert Sochacki nominated Jean Hansen for Treasurer; the motion was seconded by Mike DeFrancesco. Jean Hansen was elected to the position of Treasurer. Robert Sochacki nominated Paul Snyder for Secretary. Joe Corriveau seconded the nomination. Paul Snyder was elected Secretary.
1.4 Resolution 2013-01: Paul Snyder read Resolution 2013-01 which sets the dates of the regular meetings of the Northville District Library Board of Trustees for the calendar year 2013. The Resolution passed by a unanimous roll call vote, with two Trustees absent. All regular meetings of the Board of Trustees are on the 4th Thursday of the month with the exception of November and December, which are scheduled for the 3rd Thursday, due to the Thanksgiving and Christmas holidays.
1.5 Committee Appointments: The following committees were established for 2013:

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

1.6 Approval of Meeting Minutes 12/20/2012: Changes to the minutes of December 20, 2012 were requested. Jean Hansen made a motion to approve the minutes as amended. Paul Snyder seconded the motion. Motion passed.
1.7 Citizen Comments: None.

2. Correspondence: None.

3. Director's Report

Statistics: Julie Herrin reported that December circulation has increased 1% over last year and the door count was up 1.4%. Downloads have gone up 112%. Freegal had 119 uses and 748 songs were downloaded. BrainFuse had 533 uses. For the Library's subscription databases, searches were down by 3% and sessions were down by 12%.
Programming: There were ten programs for youth in December with 250 children attending. There were four programs for adults, with attendance of 35 people. December is a slow month for programming. The Foreign Film was moved to Monday, January 28 due to the Martin Luther King holiday closure.
Teen Services: Suzanne Schimanski-Gross and Julie Ramsden gave Battle of the Books presentations to classes at Hillside and Meads Mill Schools, speaking to about 870 youth. There are seven Battle of the Books teams signed up so far. The deadline to register is January 30, 2013.
Staff: Julie reported that we are currently interviewing for the position of part-time librarian, to fill the vacancy.
PR: Julie stated that volunteers are needed to help staff the Library table at the Taste of Northville being held Saturday, March 9 from 12-3 p.m. at Northville High School. Bob Sochacki, Jean Hansen and Joe Corriveau volunteered to assist.
Facilities: Julie reported that the Library will close one day for the carpeting replacement in the circulation work area. The main staircase will be re-carpeted after Library hours. The remaining work areas will be carpeted while the Library is open. The Library closure date will either be Friday, March 1 or Friday, March 8, depending on when the new carpeting is delivered.
Development: The Development Committee has two new members, Craig Orr and Scott Frush. The Donor Recognition Party will be held this Sunday, Jan. 27 at 6:30 p.m. at the Library. Mr. Frush is assisting with the catering from Cantoro's Italian Market.

4. Friends Report: Julie Herrin attended the January Friends Board Meeting. She reported that the Book and Author Luncheon will be held on May 9. The speaker is D.E. Johnson, the author of Detroit Electric Scheme, Motor City Shakedown and Detroit Breakdown. The Friends are changing their membership dues structure. Basic membership will be $20, Family membership $50, Patron membership $100 and Lifetime membership $1000. Julie gave the Friends the Library's wish list for the Friends 2013-2014 fiscal year but has not had a response yet.

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 January 2013. MOTION: Jean made a motion to approve these bills for payment. Mike DeFrancesco seconded the motion. Motion passed.
5.2 Financial Report: Jean reported that there were some discrepancies between the audit and the financial statements for November 2012. Jean will wait to distribute the revised financial statements for November until next month. The Building Maintenance line item was under budget by $15,056 last year. That amount will go toward paying for the lighting and carpeting projects. Funds that were paid as a down payment for the lighting project were reclassified as prepaid expenses. The Reserve Fund shows $284,075.15 due from other funds. This amount includes $200,000 loaned to the Operating Fund which will be paid back to the Reserve Fund next month. Julie noted that the actual costs for fringe benefits in the last fiscal year were less than had been projected. For this reason, the budgeted amount for the current fiscal year for this line item can be reduced. MOTION: Jean Hansen made a motion to amend the budgeted amount for fringe benefits and payroll tax from $512,000 to $495,000. Mike DeFrancesco seconded the motion. Motion passed.

6. Committee Reports

6.1 Report on the Library Directors Evaluation: Paul Snyder stated that the evaluation went well and Julie did a good job. Paul reported that all of the marks were 4.66 or better for all areas on a scale of 1 to 5. The official copy of the Director's Performance Evaluation will be placed in her personnel file. Julie thanked the Board and said that she has a wonderful staff and Board of Trustees to work with.

7. Announcements and Comments

7.1 The next Finance Committee Meeting is scheduled for Tuesday, February 26, 2013 at 10:00 a.m. in the Carlo Meeting Room.
7.2 The next Board Meeting will be on Thursday, February 28, 2013 at 7:30 p.m. in the Carlo Meeting Room.

MOTION: Joe Corriveau made a motion to adjourn the January Regular Board Meeting. Paul Snyder seconded the motion. Motion passed. The Meeting was adjourned at 8:45 p.m.

Respectfully Submitted,

Paul Snyder, Secretary

CE 01/30/13

Library Board of Trustees Meeting Minutes for Thursday, December 20, 2012

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

1.1 Roll Call - Present: Trustees Robert Sochacki, Jean Hansen, Mike DeFrancesco,
Paul Snyder, Jim Morché and Joe Corriveau. Also present: Julie Herrin,
Library Director; Anne Mannisto, Assistant Library Director; Carla Eggert, Administrative Assistant. Staff members Nancy Clarizio and Suzanne Schimanski-Gross were in the audience.
1.2 Approval of the Agenda: MOTION: Jim Morché made a motion to accept the agenda as amended to add the swearing in of Alan Somershoe. Paul Snyder seconded the motion. Motion passed.
1.3 Swearing in of new Board Member: Trustee Alan Somershoe was sworn in for the remainder of the term ending December 31, 2014, to fill the vacancy created by the resignation of Suzanne Miller.
1.4 Approval of Regular Board Meeting Minutes of 11-15-12: MOTION: Paul Snyder made a motion to approve the November 15, 2012 minutes as corrected. Mike DeFrancesco seconded the motion. Motion passed.
1.5 Approval of Special Board Meeting Minutes of 12-06-12: Jim Morché made a motion to approve the minutes of the December 6, 2012 Special Board Meeting. Mike DeFrancesco seconded the motion. Motion passed.
1.6 Citizens' Comments: None

2. Correspondence: Julie Herrin reported that a letter was received from Jim Gallogly, Director of Public Works for the City of Northville, regarding the concrete strip in the Library parking lot that separates the brick walkway from the asphalt parking lot. He states that the replacement or repair of the concrete in this area should be the responsibility of the Library as the concrete strip was placed on City of Northville property seventeen years ago as part of the construction of the Library. There was discussion regarding the letter and it was decided to ask the City to amend the Library deed to reflect that the Library owns this property. Jim Morché asked if the Board should take Mr. Gallogly's offer to assist in obtaining contractor bids to do the work when the weather is warmer. As the Facilities Committee has obtained two bids for the work, we will likely want to obtain additional bids. Julie will write a letter to Mr. Gallogly regarding the deed amendment and additional contractor contacts.

3. Director's Report

Statistics: Julie reported that circulation in November was down 2.3% but the door count was up by 3%. Downloads were up 148%. There were 118 users of Freegal Music Service who downloaded 611 songs, and there were 91 visits to Brainfuse. Database usage is up. Youth Programming: There were nine children's programs with attendance of over 300. All of the first grade classes from Amerman Elementary came into the Library for a tour, a story and a craft.
Adult Services Programming: The Detroit Institute of Arts program on Faberge was presented at two times, in the afternoon and then the evening. Both programs had 75 attendees for a total of 150 patrons. The Foreign Film had 65 attendees in November and 57 in December. The Book Discussion had 19 attendees.
Teen Services: Teen Services Librarian Suzanne Schimanski-Gross noted that she gave a presentation on the Battle of the Books at Our Lady of Victory School and she will be giving similar presentations at other schools in the coming months.
Staff: Julie reported that Anne attended a webinar on eBook licensing. Part-time Librarian Cynthia Simpson is resigning as she has found a full-time position. We will begin the search to fill this position in January.
Public Relations: Julie reported that the Food for Fines program has been well received. We have already made one delivery of food to the Northville Civic Concern and will make another after the end of the program which is this coming Saturday, Dec. 22. The winter Library Newsletter was mailed the first week of December. There was an article in the Northville Record and online in the Northville Patch regarding the Library digitizing back copies of the Northville Record.
Coffee: In response to Jim Morché's recent question about the profitability of the Library coffee machine, Julie reported that its usage has generated $1,483 in revenue in the past year and we have spent $1,743 on fees and supplies. The monthly lease fee is $31. We subsidize the cost of having the machine by $259 a year or about $22 a month.
Facilities: The new light fixtures for the pillars around the main staircase will be shipped on January 18. The installation will be done after library hours. New carpet for the main staircase was selected, at a cost of around $3,000. We will likely have to close the Library during the installation of the carpeting on the main stairs. We also selected potential new carpet for the staff work areas, as the carpet is over 16 years old and badly worn in places. The cost to install new carpeting in the Library staff work areas is $28,327. Part of this cost is the labor involved in moving furniture. There is a savings of $2,000 from having theses two carpet replacement projects done at the same time. MOTION: Jean Hansen made a motion to approve the replacement of the carpeting in the Library staff workroom areas and the public stairway at a cost not to exceed $32,000. Paul Snyder seconded the motion. Motion passed.

4. Friends Report: Anne attended the December 6 Friends Board Meeting. She reported that they are working on finalizing revisions to their bylaws and updating the job descriptions for their board positions. They are looking for the "Wish List" from the Library in January. Joe Oldenburg will fill in for Joe Thomas, who is resigning from the Friends Board and from the Book Sale Coordinator position. Mission Based Books has asked to renegotiate its contract with the Friends, as they are losing money. Carol Oldenburg, Friends President, will be out of town from late February to early April.

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 2012. MOTION: Jean Hansen made a motion for the approval of payment of the bills over $1,000. Paul Snyder seconded the motion. Motion passed. MOTION: Jean Hansen made a motion to transfer $8,364.29 from the Debt Service Fund to the Operating Fund, as that is the portion of tax refunds that should come from Debt Service. Mike DeFrancesco seconded the motion. Motion passed.
5.2 Financial Report: Jean Hansen distributed the November 2012 financial report. Fringe benefits are lower than budgeted due to a smaller increase in the Blue Cross premiums than expected. Technology is a little more than budgeted. However, the amount over budget is less than the amount under budget last year. Jean stated that revenues from the City and Township will not begin coming in until early 2013. As a result, money needs to be transferred from the Reserve Fund to the Operating Fund. MOTION: Jean Hansen made a motion to transfer, as a loan, $200,000 from the Reserve Fund to the Operating Fund. Paul Snyder seconded the motion. Motion passed.
Jean reported that personal property tax reductions had been added to the 2013 Budget. However, these reductions will not go into effect until at least 2014. MOTION: Jean Hansen made a motion to amend the 2013 Budget to eliminate the line items for personal property tax to the City and Township. Mike DeFrancesco seconded the motion. Motion passed.
MOTION: Jean Hansen made a motion to increase the 2013 budgeted amount for tax revenue from the City of Northville by 2% over the actual revenue received in fiscal year 2012. The new amount will be $344,610. Joe Corriveau seconded the motion. Motion passed.

6. Committee Reports

6.1 Policy Committee: Jean Hansen presented policies for the second reading by the Board of Trustees in the absence of a Policy Committee Chair, due to the resignation of Suzanne Miller, who had held this position. There have been no changes to the policies since the first reading.

Jean Hansen presented the Policy on the Freedom of Information Act with changes for second reading. MOTION: Jean Hansen made a motion to accept the revised Policy on the Freedom of Information Act as presented. Paul Snyder seconded the motion. Motion passed.

Jean Hansen presented the Policy on Displays, Handouts and Postings with changes for the second reading. MOTION: Jean Hansen made a motion to accept the revisions to the Policy on Displays, Handouts and Posting. Paul Snyder seconded the motion. Motion passed.

Jean Hansen presented the Policy on Materials Selection with changes for the second reading. MOTION: Jean Hansen made a motion to accept the revisions to the Policy on Materials Selection. Paul Snyder seconded the motion. Motion passed.

Jean Hansen presented the Policy on Weeding of Materials with changes for the second reading. MOTION: Jean Hansen made the motion to accept the revisions to the Policy on Weeding of Materials. Alan Somershoe seconded the motion. Motion passed.

Jean Hansen presented the Policy on Controversial Materials and Programming with changes for the second reading. MOTION: Jean Hansen made a motion to accept the revisions to the Policy on Controversial Materials and Programming. Alan Somershoe seconded the motion. Motion passed.

Jean Hansen presented the Policy on Gifts with changes for the second reading. MOTION: Jean Hansen made a motion to accept the revisions to the Policy on Gifts. Paul Snyder seconded the motion. Motion passed.

Jean Hansen presented the Policy on Authorization for Expenditures for the second reading. MOTION: Jean Hansen made the motion to accept the revisions to the Policy on Authorization for Expenditures. Alan Somershoe seconded the motion. Motion passed.

An updated copy of the Policy Manual will be distributed at the January Board Meeting.

7. Friend of the Court Brief - Firearms in Library: Julie reported that the Library has received a request from the law firm of Miller Canfield to join with the Capital Area District Library (CADL) and other area district libraries in filing a Friend of the Court brief to ask the Michigan Supreme Court to review the October 2012 decision by the Michigan Court of Appeals, regarding firearms in public libraries. This began with a lawsuit filed by Open Carry of Michigan (OCM), an organization whose members entered CADL with firearms and were told that the Library's policy prohibited firearms in the library. OCM then filed a lawsuit, and the right of CADL to prohibit firearms was upheld by the Ingham County Circuit Court. This decision was subsequently overturned, in a 2-1 decision by the Michigan Court of Appeals, which ruled that local units of government, including district libraries, may not preempt state law on this matter, and thus cannot ban firearms from their premises. The Library has been asked to join in this filing on behalf of district libraries and to contribute no more than $1,500 to fund this. MOTION: Paul Snyder motioned to contribute no more than $1,500 to Miller Canfield to join the Friend of the Court Brief they are preparing, seconded by Joe Corriveau. Motion passed. (There is currently a bill in Committee in the State Legislature that would add public libraries to locations in which the open carry law is prohibited.)

8. Announcements and Comments: Chair Robert Sochacki stated that the Board has had a lot of recent discussion about the agenda and how it should be handled. The Board has been remiss in that the Chair should review and approve the agenda prior to the meeting. This was discussed and it was decided that agenda changes should be sent to Julie and she will forward the final copy to the Chair for approval. Once approved, the Board would like the agenda to be posted in the Library and on the Library website the Monday prior to the Board Meeting.

The Library Director's evaluation will be held on Thursday, January 10, 2013 at 7:00 p.m. in the Storytime Room. A blank evaluation form will be emailed to the Board.

The next meeting of the Finance Committee will be Tuesday, January 22, at 1:30 p.m. and the next regular meeting of the Board will be Thursday, January 24, at 7:30 p.m.

MOTION: Paul Snyder motioned to adjourn the December Regular Board Meeting. Jim Morché seconded the motion. Motion passed. The Meeting was adjourned at 9:00 p.m.

Respectfully Submitted,
Joe Corriveau, Secretary
CE 12/26/12

Library Board of Trustees Meeting Minutes for Thursday, November 15, 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,
Paul Snyder, Joe Corriveau and Jim Morché. Also present: Julie Herrin, Library Director; Anne Mannisto, Assistant Library Director; Carla Eggert, Administrative Assistant. Staff member Nancy Clarizio and Northville resident Mary Rack were in the audience.
1.2 Approval of the Agenda: MOTION: Mike DeFrancesco made a motion to accept the agenda. Jean Hansen seconded the motion. Motion passed.
1.3 Approval of Regular Board Meeting Minutes of 10-25-12: MOTION: Mike DeFrancesco made a motion to approve the October 25, 2012 minutes as corrected. Paul Snyder seconded the motion. Motion passed.

1.4 Citizens' Comments: Mrs. Rack commented that the Board of Trustees were doing a great job following Parliamentary Procedure.

2. Correspondence: None.

3. Director's Report

Statistics: Julie Herrin distributed a new statistics report, as the usage of the Morningstar and Consumer Reports databases increased overall usage. Julie reported that circulation is up 4% and the door count is up 8%. Downloads are up 146%. In October, 106 users of Freegal Music Service downloaded 658 songs, and there were 198 visits to Brainfuse. Usage of the Library wi-fi is at an all-time high with 733 users in October.
Youth Programming: There were twelve children's programs in October that were attended by 331 children.
Teen Services: A program for International Game Day had 35 attendees.
Adult Services Programming: Several of the Adult Services programs have not occurred yet this month. The Book Discussion had 15 attendees.
Community Reads-Picking Cotton: The author speaking engagement with Jennifer Thompson-Cannino was held last night at the Novi Library and was very successful with over 200 people attending.
Technology: Julie reported that we are looking at making changes to the website to make eBook and music content, as well as information on giving to the Library, more prominent. We will need to replace ten staff workstations, as the current computers cannot run Windows 7 and support for Windows XP is ending next year. The electronic payment of fines over $5.00 using PayPal or a credit card has been activated on our online Library catalog. This service is provided in conjunction with The Library Network.
Staff: Julie reported that she and Anne attended a webinar on the state of eBooks and publishing. Six staff members attended the Michigan Library Association Annual Conference. Julie found the sessions on data-driven decision making, Michigan's personal property tax, and how penal fines are affected by parallel ordinances very informative.
Facilities: The installation charges for the project to replace the lighting around the main staircase will be over budget by $1,400, as the contractor found that the holes on the fixtures are not predrilled and will have to be done by hand when the light fixtures are being installed. The issue with the curbing in front of the Library has been addressed. The property belongs to the City of Northville. A letter was sent to the City Manager on November 2 and the City has already patched the area. Hopefully, the City will be able to repair it next year.
Public Relations: Dorie Freebury will be a judge for the PTA Reflections essay contest with the schools. The Library newsletter will go out the first week of December. Geek t-shirts have been purchased to sell in the Friends gift shop. They will be priced at $10 for youth sizes and $12 for adult. Mary Rack is a member of a group on parliamentary procedure and she has offered to have the group do a presentation for the Board of Trustees. Julie has asked her for a written proposal.

4. Friends Report: The Friends did not have a Board meeting in November.

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 November 2012. MOTION: Jean Hansen made a motion for the approval of payment of the bills over $1,000. Paul Snyder seconded the motion. Motion passed. As the Board of Trustees meeting is early this month due to Thanksgiving, some of the bills due for the month have not come in yet. The Blue Cross bill will be $15,148.60 and the Amazon bill will be $3,573.27. MOTION: Jean Hansen made a motion to approve the payment of these bills in advance of the next Board of Trustees meeting if the due date requires. Paul Snyder seconded the motion. Motion passed.
5.2 Financial Report: Jean Hansen distributed the October 2012 financial report. We are 92% through the fiscal year and our expenses to date are right on target. Property and liability insurance was budgeted at $20,000 for next fiscal year. Previously, our deductible was $250, but this amount is no longer available from our insurer so our deductible has been raised to $1,000. The insurance is provided through Michigan Municipal Risk Management Authority (MMRMA). Since they are not a profit-based company, they distribute any excess funds from the previous year back to their members. We will receive a distribution from MMRMA of $20,949 which will make the cost of our liability insurance for next year around $2,000.

6. Committee Reports

6.1 Policy Committee: Julie Herrin distributed a copy of the eight policies that the Policy Committee reviewed at their last meeting. When there are changes to a policy the old wording in the policy document will be struck out and the new policy underlined to make it clear what has changed. Jean Hansen presented policies for reading by the Board of Trustees in the absence of a Policy Committee Chair, due to the resignation of Suzanne Miller, who had held this position.

Jean Hansen presented the Policy on the Freedom of Information Act with changes for first reading. MOTION: Jean Hansen made a motion that the Board of Trustees accept this revised Policy on the Freedom of Information Act as presented. Jim Morché seconded the motion. Motion passed.

Jean Hansen presented the Policy on Displays, Handouts and Postings with changes for first reading. MOTION: Paul Snyder made a motion to accept the Policy on Displays, Handouts and Postings with changes for a first reading. Jean Hansen seconded the motion. Motion passed.

Jean Hansen presented the Policy on Materials Selection with changes for first reading. MOTION: Paul Snyder made a motion to accept the Policy on Materials Selection with changes for first reading. Jim Morché seconded the motion. Motion passed.

Jean Hansen presented the Policy on Weeding of Materials with changes for first reading. MOTION: Paul Snyder made the motion to accept the Policy on Weeding of Materials for first reading. Jim Morché seconded the motion. Motion passed.

Jean Hansen presented the Policy on Controversial Materials and Programming with changes for first reading. MOTION: Jim Morché made the motion to accept the Policy on Controversial Materials and Programming with changes for first reading. Paul Snyder seconded the motion. Motion passed.

Jean Hansen presented the Policy on Gifts with changes for first reading. MOTION: Paul Snyder made the motion to accept this Policy on Gifts with changes for first reading. Jean Hansen seconded the motion. Motion passed.

Jean Hansen presented the Policy on Authorization for Expenditures with changes for first reading. MOTION: Jean Hansen made the motion to accept this Policy on Authorization for Expenditures with changes for first reading. Jim Morché seconded the motion. Motion passed.

Jim Morché distributed a copy of a section of the Board of Trustee bylaws relating to the agenda. He raised the issue of whether to include as a regular part of the agenda the topic Other Business, as delineated in the bylaws. It was clarified that topics for Other Business should be submitted to the Library Director in advance of the meeting, in order to ensure that Board members and the public have an opportunity to prepare for the discussion of whatever Other Business might be under consideration. Thus Other Business is noted in the bylaws to indicate where such topics would fall in the agenda when submitted in advance. Jean Hansen noted that agenda additions at the meeting are not encouraged. Robert Sochacki stated that last-minute items brought up by Board members should be addressed under the Comment section of the agenda.

6.2 Facilities Committee: Mike DeFrancesco stated that, as Julie Herrin reported earlier, the issue with the crumbling cement in front of the Library has been determined to be the responsibility of the City of Northville as it is their property. The City has patched the area for the winter and they hope to have the funds to repair it permanently next year

7. Trustee Training: Trustee training requirements are part of the revised Enhanced Level of the Quality Services Audit Checklist (QSAC). To achieve this level of QSAC Certification, the Library would have to meet many other criteria as well as this. The QSAC Enhanced Level requires the following: "Library trustees will participate in at least one continuing education opportunity every three years. Such opportunities may include in-service programs, speakers or training at the Library, the Michigan Library Association's annual conference, or other Library of Michigan, Michigan Library Association, or library cooperative sponsored workshops."
In addition, the following requirement may be chosen from possible elective measures: "The library provides funds for an annual board development workshop or completes one annual continuing education activity at the local, regional or state level."
Jean Hansen stated that in the past the Board had a Study Session each year and this could be done again. There was discussion relating to what constitutes a Board development workshop and whether or not a Study Session would meet that requirement.
The QSAC Enhanced Standards will be a subject of a Board Study Session in 2013.

8. Announcements and Comments: The next meeting of the Finance Committee will be Tuesday, December 18, at 10:00 a.m. and the next regular meeting of the Board will be Thursday, December 20, at 7:30 p.m. The interviews for the open Board of Trustee position will be held on Tuesday, November 27 and Wednesday, November 28. There will be a special meeting regarding the open Trustee position on December 6, 2012 at 6:30 p.m. in the Storytime Room. Jim Morché requested that a report from the Development Committee on the status of the reduction of taxpayer contribution to collections and programming be added to the December meeting agenda. This will be discussed during the Director's evaluation.

MOTION: Paul Snyder motioned to adjourn the November Regular Board Meeting. Joe Corriveau seconded the motion. Motion passed. The Meeting was adjourned at 9:00 p.m.

Respectfully Submitted,
Joe Corriveau, Secretary
CE 11/21/12

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