Northville District Library

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Phone: 248-349-3020

Library Board of Trustees Meeting Minutes for Thursday, June 28, 2012

1. Call to Order:  Chairperson Robert Sochacki called the Regular Meeting to order at 7:31 p.m.

1.1 Roll Call - Present:  Trustees Robert Sochacki, Jean Hansen, Paul Snyder, Mike DeFrancesco, Suzanne Miller, Joe Corriveau and Jim Morché.  Also present:  Julie Herrin, Director; Anne Mannisto, Assistant Director; Judith Williams and Carla Eggert, Administrative Assistants; Friends President Carol Oldenburg. Staff member Wendy Mutch was in the audience 
1.2 Approval of the Agenda:  MOTION: Jim Morché made a motion to accept the agenda as presented.  Paul Snyder seconded the motion.  Motion passed.
1.3 Approval of Regular Board Meeting Minutes of 05-24-12:  MOTION: Jim Morché made a motion to approve the minutes with corrections. Jean Hansen seconded the motion.  Motion passed. 
1.4 Citizens’ Comments:  None.

2. Correspondence: None

3. Director’s Report

Statistics: Julie Herrin reported that the circulation statistics have increased 4.41% this month over last year.  This increase may be due to the fact that we are now loaning audiovisual materials to other libraries through Interloan, though it may be due to pure growth in circulation.  The door count is also up 3.2%.  E-book use is up 58% over last year and NDL database searches are up 38%.
Programming: The Summer Reading Program has begun.  The Friends assisted in registration for the first three days.  So far, there are 628 youth registered this year compared to 600 last year, 171 adults signed up compared to 155 last year, and 175 teens registered compared to 111 last year.
Youth Programming: The Puppet Program had 117 attendees, the Crafts Program had 120 attendees, the Drop-in Storytime had 58 attendees, the Mad Science Program had 137 attendees and the tween Roller Coaster Program had 25 attendees.
Adult Services Programming: The program called Once Upon A Car had 50 attendees.  The Foreign Film hosted 67 and the Book Discussion had 15 participants.  The Download Class had 25 attendees.  We will repeat this class again in the fall when Overdrive will be making some changes to their service. 
Teen Services: The Teen Mosaic Tile Program had 30 participants and the Origami program had 23 attendees.
Teen Corps Volunteers: We have 21 teen volunteers in our Teen Corps this year. We will offer drop-in tutoring on using computers on Saturdays with the help of our Summer Reading Teen Corps volunteers. 
Public Relations: The Library will march in the Fourth of July Parade and the Trustees are invited to participate.  We will also have a booth at the Farmers Market on July 12, 2012 and we are looking for volunteers to staff the booth on this date. 
Technology: Michael has purchased a new server for use with the Northville Record online project. He is also planning to replace the Public Internet Computers which are close to five years old.  He is getting five bids from vendors and expects the purchase to cost $12,000-$13,000.  Robert Sochacki asked what would happen to the old computers that are replaced.  Julie reported that the library usually tries to give the equipment to another nonprofit group, but if we do not find any interested groups TLN has provided the name of a company that will pick up electronic waste for recycling.
Continuing Education: Anne attended a four-week online genealogy reference course and Julie attended a teleconference on Intermittent FMLA.

4. Friends Report:

Carol Oldenburg, President of the Friends, reported that the current   membership stands at 195.  They are working on adding more Friends to the Board and they are contacting those members who have expressed an interest via the membership form.  They are also asking other members for recommendations for those who might be a good addition to the Board. The Friends of the Michigan Libraries has set up a website that will be a resource for Friends of Michigan Libraries groups. The website will have a listing of all donation and recycle centers as well as agencies that are looking for used books.  The Friends finances continue to be ahead of last year. The Book and Author Luncheon was well attended and the Friends profit was $365.95.  The used book sale May 31 to June 2 was successful with a profit of $1,219.51.  The books that did not sell were distributed via the Northville Civic Concern.  The Friends will take books to the Farmers Market on July 12. The Friends have received inquiries from both the Wayne and Oakland County Corrections Departments regarding the possibility of the Friends donating books.  The condition of the books is unimportant which will make this a good resource for used books that are harder to sell or distribute. The Friends Board will not meet in July.  The next meeting will be August 16, 2012.

5.     Budget and Finance Review:

5.1    Treasurer Jean Hansen presented the List of Bills over $1,000 for June 2012. MOTION: Jean Hansen made a motion for the approval of payment.  Mike DeFrancesco seconded the motion.  Motion passed. 
5.2    Jean reported that the Library has received 100% of its budgeted revenue.  Jean asked if the check from the Endowment had been received and Julie advised that $500 was received with another $500 coming later. The budget for wages needs to be amended from $1,122,000 to $1,144,600 for the employee bonuses and increased staff hours. MOTION: Jean Hansen made a motion to approve this increase, seconded by Paul Snyder.  Motion passed. Jean reported that the Fringe Benefits expense also needs to be amended due to increases in fringe benefit costs.  MOTION: Jean Hansen made a motion to amend the budgeted amount for Fringe Benefits from $475,000 to $485,500, seconded by Mike DeFrancesco.  Motion passed. Jean distributed the Proposed Budget for 2013 and the five-year budget plan to the other Trustees.  There was discussion regarding the proposal on the State level to eliminate the Personal Property Tax, the effects of the millage expiration in 2015, and the need for a new millage. Expenses exceed revenues for the next five years which will reduce the reserve fund without a renewal of the millage.  In the 2013 Proposed Budget, 95.8% of revenue is projected to come from taxes. Sixty-eight percent of expenses are from personnel costs, about 13% are from building maintenance and utilities, and 9.5% of expenses are related to acquisitions.

6. Committee Reports:

6.1     The Geek the Library Committee met on June 4, 2012.  Subjects for the Geek posters were photographed and a Geek of the Week display will be put together based on the photographs.  We are already on our 8th and 9th Geek Boards as they continue to be popular and patrons add what they geek to the boards. Allison continues to post to our online Geek wall and photo gallery as well. We will also be wearing our Geek shirts at the Fourth of July Parade and the July 12 Farmers Market. 
6.2    The Development Committee met on June 26, 2012.  The fundraiser at Genitti’s will be held on Saturday, Oct. 13, 2012.  We are soliciting sponsors for that fundraiser.  A letter will go out on August 1 to all Chamber of Commerce members regarding sponsorship. There will be four levels of sponsorship available:  $1000, $750, $500 and $250.  Invitations to the event are currently being designed.

7.     Announcements and Comments

7.1    The next Regular Board of Trustees Meeting will be on Thursday, July 26, at 7:30 p.m. in the      Carlo Meeting Room.
7.2    The next Facilities Committee meeting will be held on Tuesday, July 17, 2012 at 7:00 p.m. in     the Carlo Meeting Room. 
7.3      The next Finance Committee meeting will be help on Tuesday, July 24, 2012 at 10:00 a.m. in the Carlo Meeting Room.

MOTION: Jim Morché motioned to adjourn the June Regular Board Meeting.  Joe Corriveau seconded the motion.  Motion passed.  The Meeting was adjourned at 8:50 p.m.

Respectfully Submitted,

Joe Corriveau, Secretary
CE 07/02/12

Library Board of Trustees Meeting Minutes for Thursday, May 24, 2012

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

1.1 Roll Call - Present:  Trustees Robert Sochacki, Jean Hansen, Paul Snyder, Mike DeFrancesco, Joe Corriveau and Jim Morché.  Also present:  Julie Herrin, Director; Anne Mannisto, Assistant Director; Judith Williams, Administrative Assistant; and Friends President Carol Oldenburg. 
Absent:  Trustee Suzanne Miller.
1.2 Approval of the Agenda:  MOTION: Jim Morché made a motion to accept the agenda as presented.  Paul Snyder seconded the motion.  Motion passed.
1.3 Approval of Regular Board Meeting Minutes of 4/26/2012:  Jean Hansen made a motion to approve the minutes as corrected.  Jim Morché seconded the motion.  Motion passed. 
1.4 Citizens’ Comments:  None.

2. Correspondence:  None

3. Director’s Report

Statistics:   Julie Herrin reported that the circulation statistics have increased almost 9% this month over last year.  The door count is also up 9%.  E-book use is up 30% over last year and NDL database searches are mixed due to WorldCat no longer being available through MEL.  Use of the public computers remains steady. 
Youth Programming: There were almost 600 children attending 19 youth programs this past month.  The Cute and Cuddly Creatures Program, held this afternoon, had 153 attendees.
Adult Services Programming: The program on the Glory Days of Detroit had 68 attendees.  The Foreign Film hosted 59 and the program on Mango Languages had 8 very interested participants. 
Teen Services: The Teen Craft Program had 14 participants.
Collections: Librarian Wendy Mutch is working on a local history blog.  The oral history cassettes have been turned into MP3s and volunteers are transcribing them.  Graphic Science is scanning microfilm reels of the Northville Record and expects to complete this project by August.
Staff: An Administrative Assistant has been selected to replace Judith who is retiring at the end of June.  Carla Eggert will begin training on May 31.  Michael McEvoy will return to the Library on a part-time schedule beginning next week.  Allison Brueckner attended a conference put on by our Internet provider.  Anne Mannisto and Patricia Garavoglia attended a presentation on Freegal and Freading. 
Facility: The sign on the exterior wall of the Library (over the Book Drop) is being replaced due to sun damage.  We are still awaiting two proposals from a lighting consultant regarding the large fixtures on the columns around the stairwell.  The Library now has a Disaster Plan, provided by Serve Pro.  This is a requirement for the State Quality Standards and will be a valuable tool if there is ever an actual disaster within the Library.  Julie would like to set a Facilities Committee meeting when the lighting proposal is received to discuss our options with the atrium lighting, as well as to review the proposal that has been received for carpeting on the stairwell.  

4. Friends Report:

Carol Oldenburg, President of the Friends, reported that the Friends treasury continues on track.  The current membership stands at 141.  The Gift Store Friends Shopping Days held on May 4-6 were successful. Also, the Gift Book Program brought in several large gifts.  Preparations for the Spring Used Book Sale are in high gear under the direction of Paul Snyder, Jim Morché and Joe Thomas.  Mission Based Books has offered a selection of children’s books to be added to the sale.  This will be a positive enhancement to the sale as children’s books are extremely popular.  Books that do not sell will be donated to the Northville Civic Concern.  This provides the Friends an opportunity to further their community outreach efforts.  Carol stated that she has requested each Director to develop a description of their duties including the functions and processes involved, to provide a better backup for transitions.  The plan is to develop a Resource Manual for the Friends Board members.

5. Budget and Finance Review:

5.1    Treasurer Jean Hansen presented the List of Bills over $1,000 for May 2012 and made a motion for the approval of payment.  Mike DeFrancesco seconded the motion.  Motion passed.

5.2    Jean reported that the Fiscal Year is 44% complete.  The bulk of the revenue received from the City and Township has been transferred to the Operating checking account to offset the bank fees charged since the interest paid on the bond funds is so low.  Jean reported that the Library has a $9,000 credit with Consumers Energy on the budget amount paid during this past winter.  These funds will be drawn down going forward with the budget plan for this year.

6. Committee Reports:

6.1     The next Geek the Library Committee will be held on Monday, June 4.  Subjects for the Geek posters will continue to be photographed tomorrow morning, May 25, and next week on Thursday, May 31.

7.    Announcements and Comments

7.1    The next Board of Trustees Finance Committee meeting will be held at 10:00 a.m. on Tuesday,
June 26 in the Carlo Meeting Room.


8.2    The next Regular Board of Trustees Meeting will be on Thursday, June 28, at 7:30 p.m. in the Carlo Meeting Room.

MOTION: Paul Snyder made a motion to adjourn the May Regular Board Meeting.  Jim Morche’ seconded the motion.  Motion passed.  The Meeting was adjourned at 8:15 p.m.

Respectfully Submitted,
Joe Corriveau, Secretary
JW 6/4/2012

Library Board of Trustees Meeting Minutes for Thursday, April 26, 2012

1. Call to Order: Chairperson Robert Sochacki called the Regular Meeting to order at 7:36 p.m.

1.1 Roll Call - Present: Trustees Robert Sochacki, Jean Hansen, Paul Snyder, Mike DeFrancesco, Joe Corriveau and Jim Morché. Also present: Julie Herrin, Director; Anne Mannisto, Assistant Director; Judith Williams, Administrative Assistant; and Friends President Carol Oldenburg. Staff member Dorie Freebury was in the audience.
Absent: Trustee Suzanne Miller.
1.2 Approval of the Agenda: MOTION: Jim Morché made a motion to accept the agenda as presented. Paul Snyder seconded the motion. Motion passed.
1.3 Approval of Regular Board Meeting Minutes of 3/22/2012: Jim Morché made a motion to approve the minutes as presented. Mike DeFrancesco seconded the motion. Motion passed.
1.4 Citizens' Comments: None.

2. Correspondence: None

3. Director's Report

Statistics: Julie Herrin reported that the circulation statistics have increased slightly this month over last year, and are up 1.68%. The door count is down very slightly. Downloadable audiobook and e-book use is up 67% over last year and NDL database searches are up 58%. Use of the public computers remains steady.
Youth Programming: There were over 1,000 children attending 35 youth programs this past month.
Adult Services Programming: The Adult Book Discussion again had 17 participants. The Foreign Film hosted 61. The Program on the Titanic, which was held in the Community Center, had 100 attendees. There were 46 individuals at the 1940 Census Program and 30 attendees at the How to Invest presentation. The program on the Job Career Accelerator hosted 6 people. A collection of 164 books was delivered to Allan Terrace by Paul Snyder and Joe Thomas.
Collections: A portrait of William Maybury will be on long term loan from the DIA. The portrait was painted as part of the Public Works of Art Project (1933-34). It will be displayed in the Local History Room.
Staff: Michael McEvoy suffered a serious fracture of his left ankle, requiring surgical reconstruction. He will be out for at least a month recuperating. Allison Brueckner and the Computer Pages are filling in where they can and Michael will be working from home electronically as needed. Youth Librarians Dorie Freebury, Laura Curtsinger and Nancy Clarizio attended a webinar on great books for boys. Wendy Mutch attended a Local History Conference. Eight librarians attended a Webinar on ValueLine, the Library's investment database. With the April 30 deadline for submission approaching, the Library has so far received several qualified applications for the Administrative Assistant position, open due to Judith's retirement.
Facility: The sign for the newly renovated Teen Area has been installed and an article about the renovation was featured in the Northville Record. The replacement of the light fixtures on the pillars surrounding the stairs has not progressed as quickly as hoped, but is still in process.
PR: Julie reminded the trustees to sign up for the NDL e-news.

4. Friends Report: The Friends Annual Meeting was held on Wednesday, March 28 at 7:30 p.m. Carol Oldenburg was elected as the new President of the Friends. Regina Mingela is the new Corresponding Secretary. All other officers remain the same. The Friends gave almost $70,000 to the Library over the past year. Current membership of the Friends is 280. The Book and Author Luncheon featuring Kevin Boyle, author of "Arc of Justice," will be held on Tuesday, May 29. Tickets will be on sale from April 15 to May 15 here at the Library. The Friends will be displaying examples of their activities to support the Library and encourage membership in the main entrance show case

5. Budget and Finance Review:

5.1 Treasurer Jean Hansen presented the List of Bills over $1,000 for April 2012 and made a motion for the approval of payment. Mike DeFrancesco seconded the motion. Motion passed.
5.2 Jean made a motion to transfer $32,803.08 from the operating account to the Endowment. This is the amount of the donation made payable to the Library from the Christine Hinkle Estate. Jim Morché seconded the motion. Motion passed.
5.3 Jean reported that the year is about 1/3 complete and everything seems on track at this time. Most of the revenue has been received for this Fiscal Year. One distribution of State Aid has been received. She noted that funds from the Operating J Bond Fund are being transferred to the Operating checking account since the interest paid on the Bond Fund is less than fees charged to the checking account if the balance falls below a specified level. Julie reported that, once projections are received from the City and Township, work can begin on the 2013 Budget, which will be presented to the public at a hearing in August.

6. NDLEA Union Contract Discussion

6.1 Julie reported that the NDLEA had ratified the Union Contract at a membership meeting held last week. Step increases that were due but not allowed when there was no contract in place may now take effect, with the acceptance of the new contract by the Board of Trustees. The Board of Trustees has agreed to the payment of a one-time stipend of $1,000 for full-time employees and $500 for part-time employees who are union members, upon contract acceptance. This will be processed the first pay period in May 2012.
6.2 Staff members participating in the Library's Health Insurance plan will pay 20% of the total costs for medical insurance beginning in June 2012. All full-time employees receiving single person health insurance shall receive a stipend of $99.26 per month, all full-time employees receiving two-person health insurance shall receive a stipend of $224.88 per month and all full-time employees receiving family health insurance shall receive a stipend of $264.44 per month. The stipend shall be reviewed by the parties and adjusted in May 2013. The premium for a retiree, and for a spouse of the retiree as of the date of retirement, if the retiree and/or the spouse are not Medicare eligible, will be paid by the Library per the applicable vesting schedule.
6.3 Jean Hansen made a motion to accept the new contract as ratified by the Northville District Library Employee Association. Paul Snyder seconded the motion. Motion passed. Julie thanked the Employee Association for their high degree of professionalism during the negotiations.

7. Committee Reports:

7.1 Geek the Library Committee (formerly Relevance Committee) has begun working on posters of staff members. Julie requested that Board Members also volunteer to be photographed. The Geek the Library Campaign in-house kick-off will take place with the Summer Reading Program, and the 4th of July Parade will be the roll-out in the community. The next meeting of the Geek the Library Committee is Monday, April 30.
7.2 Development Committee - A report was presented on the annual Endowment Fund. There will be a fund raiser in October at Genitti's and there are plans to have a program on Planned Giving in May 2012. The next Sub-committee for the fundraiser meeting will be held on May 23 in the "A" side of the Carlo Meeting Room.

8. Announcements and Comments

8.1 The next Board of Trustees Finance Committee meeting will be held at 10:00 a.m. on Tuesday,
May 22 in the Carlo Meeting Room.
8.2 The next Regular Board of Trustees Meeting will be on Thursday, May 24, at 7:30 p.m. in the Carlo Meeting Room.

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 8:36 p.m.

Respectfully Submitted,

Joe Corriveau, Acting Secretary
JW 5/14/2012

Library Board of Trustees Meeting Minutes for Thursday, March 22, 2012

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

1.1 Roll Call - Present: Trustees Robert Sochacki, Jean Hansen, Paul Snyder, Mike DeFrancesco and Suzanne Miller. Also present: Julie Herrin, Director; Anne Mannisto, Assistant Director; Judith Williams, Administrative Assistant. Staff member Suzanne Schimanski-Gross was in the audience.
Absent: Trustees Joe Corriveau and Jim Morché.
1.2 Approval of the Agenda: MOTION: Jean Hansen made a motion to accept the agenda as presented. Mike DeFrancesco seconded the motion. Motion passed.
1.3 Approval of Regular Board Meeting Minutes of 2/23/2012: Paul Snyder made a motion to approve the minutes as amended. Suzanne Miller seconded the motion. Motion passed.
1.4 Approval of Special Board Meeting Minutes of 2/27/2012: Jean Hansen made a motion to approve the minutes for the Special Meeting of 2/27/2012. Paul Snyder seconded the motion. Motion passed.

1.5 Approval of the Executive Session Minutes of 2/27/2012: Jean Hansen made a motion to approve the minutes. Mike DeFrancesco seconded the motion. Motion passed.

2. Director's Report

Statistics: Julie Herrin reported that the circulation statistics have increased 9.5% over last year with the door count up 14%. E-book usage was up over 65% compared to last year. MEL database usage is slightly down from last year as are NDL database sessions; however, NDL database searches are up 67% probably due to classes.
Youth Programming: There were 21 Youth programs last month with a total of 425 children attending. The Magic Show held today hosted 118 children and caregivers.
Adult Services Programming: The Adult Book Discussion had 17 participants. The Foreign Film hosted 57. The Program on Gardening featuring Janet Macunovich, which was held in the Community Center, had 102 attendees. The Ebook program was attended by 40 patrons.
Teen Services: The 6th annual Battle of the Books, which was funded by the Friends of the Library, was held at the Northville High School on March 7. There were 150 contestants in 29 teams and a full audience of 250 parents and supporters. Seventeen volunteers from the Friends and the High School National Honor Society helped to make this event a great success. .
Collections: The Library has added a subscription to Consumer Reports online with remote access to its electronic resources.
Staff: Karen Fehl participated in a webinar on Marketing in Public Libraries. Assistant Director Anne Mannisto and Director Julie Herrin attended the Public Library Association (PLA) Conference in Philadelphia. There were many sessions on the future of Public Libraries and ebooks, as well as on serving the local community. Four of the Youth Librarians attended Spring Institute, a conference specifically for youth services librarians. Judith has submitted her intent to retire at the end of June after 10 years of service.

3. Friends Report: The Friends Annual Meeting will be held on Wednesday, March 28 at 7:30 p.m. The Book and Author Luncheon featuring Kevin Boyle, author of "Arc of Justice," will be held on Tuesday, May 29. Tickets will be on sale from April 15 to May 15 here at the Library.

4. Budget and Finance Review:

4.1 Treasurer Jean Hansen presented the List of Bills over $1,000 for March 2012 and made a motion for the approval of payment. Mike DeFrancesco seconded the motion. Motion passed.
4.2 Jean made a motion to pay the $423,000 Debt Services payment that is due by April 1. Mike DeFrancesco seconded the motion. Motion passed.
4.3 Jean noted that the Reserve Fund has now been adjusted to reflect the revision to the Budget.
She also reported that the Endowment Fund had $13,994 available for disbursement to the Library if desired. The Board determined that $1,000 would be requested for special purchases to be added to the collection and denoted as the Endowment Collection. Resolution 2012-03: In the absence of Board Secretary Joe Corriveau, Acting Secretary Suzanne Miller read the Resolution authorizing the disbursement from the Endowment. Jean Hansen made a motion to adopt Resolution 2012-03. Mike DeFrancesco seconded the motion. The Resolution was passed by a unanimous roll call vote of the attending Trustees.

Paul Snyder presented an advertisement for an embossing seal and suggested that this be purchased and used to enhance the recognition of these added materials.

5. Committee Reports

5.1 Development Committee: The next meeting of the Development Committee will be on Tuesday, April 17, at 7:00 p.m. in Room B of the Carlo Meeting Room.
5.2 The Relevance Committee, now focused on Geek the Library, will meet on Tuesday, March 27 in the Youth Storytime Room. This committee will now be referred to as the "Geek the Library" Committee and will oversee this year long Public Relations campaign. The "Geek" campaign ties in nicely with the Strategic Goal of creating a perception of the Library's relevance in the community. Committee members include Trustees Suzanne Miller, Robert Sochacki, Jean Hansen and Joe Corriveau and staff members Karen Fehl, Judy McIntosh, Suzanne Schimanski-Gross, and Dorie Freebury.

6. Announcements and Comments

6.1 The next Board of Trustees Finance Committee meeting will be held at 10:00 a.m. on Tuesday, April 24 in the Carlo Meeting Room.
6.2 The next Regular Board of Trustees Meeting will be on Thursday, April 26, at 7:30 p.m. in the Carlo Meeting Room.

MOTION: Paul Snyder made a motion to adjourn the March Regular Board Meeting. Suzanne Miller seconded the motion. Motion passed. The Meeting was adjourned at 8:20 p.m.

Respectfully Submitted,

Suzanne Miller, Acting Secretary
JW 4/11/2012

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