Northville District Library

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Library Board of Trustees Meeting Minutes for Thursday, February 27, 2012 - Special Meeting

1. Call to Order: Vice Chairperson Paul Snyder called the Special Meeting to order at 7:30 p.m.

1.1 Roll Call - Present: Trustees Joe Corriveau, Jean Hansen, Paul Snyder, and Mike DeFrancesco and Suzanne Miller. Also present: Julie Herrin, Director; Anne Mannisto, Assistant Director; Judith Williams, Administrative Assistant.  Staff member Patricia Garavoglia was in the audience.
Absent: Trustees Robert Sochacki, and Jim Morché.
1.2 Approval of the Agenda: MOTION: Mike DeFrancesco made a motion to approve the agenda as presented seconded by Jean Hansen. Motion passed.
1.3 Approval of the Regular Board meeting Minutes for January 26, 2012: MOTION: Mike DeFrancesco made a motion to accept the minutes for the Regular Board Meeting of January 26,2012. Joe Corriveau seconded the motion. Motion passed.
1.4 Approval of the Meeting Minutes from the Regular Meeting of February 23, 2012 will take place at the next Regular Board Meeting.
1.5 Citizens' Comments: none


2. Budget and Finance Review:

2.1 MOTION: Treasurer Jean Hansen made a motion to approve payment of the Northville District Library List of Bills over $1,000 for February 2012. Suzanne Miller seconded the motion. Motion passed.
2.2 Jean distributed the January 2012 Financial Reports. She noted that liability Insurance which was paid in full for the year was much lower than budgeted, coming in at $13,605 due to a credit received from the prior year. In light of this and with clearer information regarding several revenue items, she proposed three amendments to the 2012 Operating Budget. MOTION: Jean Hansen moved to reduce the Budget for State Aid from $15,000 to $10,000. Mike DeFrancesco seconded the motion; motion passed. MOTION: Jean Hansen moved to reduce the Interest Income from $3,000 to $200. Suzanne Miller seconded the motion. Motion passed. MOTION: Jean Hansen moved to reduce the expenditure for Liability Insurance from $24,000 to $13,605. Mike DeFrancesco seconded the motion. Motion passed.
2.3 Jean noted that the Audit from Plante Moran had been reviewed at the Regular Meeting on February 23, 2012, with auditor Chris Jones present. MOTION: Jean Hansen moved to accept the Audit for the 2010-2011 Fiscal Year. Mike DeFrancesco seconded the motion. Motion passed. MOTION: Jean Hansen made a motion to move the $142,097.88 remaining in the FY 2011 Fund Balance to the Reserve Fund with $25,302 to go into Building Preservation and the remainder to go into the Future Unfunded Expenses. Mike DeFrancesco seconded the motion. Motion passed. MOTION: Jean Hansen moved to distribute the $51,247.24 to Future Unfunded Expenses. Suzanne Miller seconded the motion. Motion passed. Jean also noted that Chris Jones stated that, in these uncertain economic times, he recommended that the Reserve Fund be at 20% - 35% of Operating Income.

3. Director's Evaluation
MOTION: Jean Hansen moved to accept the Director's Evaluation for 2011 as presented at the Regular Meeting on February 23, 2012. Suzanne Miller seconded. Motion passed.

4. Committee Report: Personnel Committee
Paul Snyder reported that the Committee recommended that the 3 non-union staff, Julie Herrin, Anne Mannisto, and Judith Williams, all receive a $1,000 one-time payment as well as an offset stipend to cover the increased Health Care Premium for the amount they will pay in excess of the current 10%. MOTION: Jean Hansen moved to pay the non-union staff of Director, Assistant Director, and Administrative Assistant a one-time sum of $1,000 and the offset stipend for Health Care that will increase as of June 2012. The motion was seconded by Joe Corriveau. Motion passed.

5. Executive Session: MOTION: Jean Hansen made a motion to move to a closed Executive Session for the purpose of discussing contract negotiations. Motion was seconded by Paul Snyder. The motion was passed by unanimous roll call vote and the Bpard moved to a Closed Session at 7:50 p.m.

6. Announcements and Comments:

6.1 The next Board Meeting will be on Thursday, March 22, 2012 at 7:30 p.m. in the Carlo Meeting Room.

6.2 The next Finance Committee Meeting will be held on Tuesday March 20k 2012 at 10:00 a.m. in the Carlo Meeting Room.

MOTION: Joe Corriveau made a motion to adjourn the Special Meeting, seconded by Mike DeFrancesco. Motion passed. The Special Meeting was adjourned at 8:15 p.m.1


Respectfully Submitted,

Joe Corriveau, Secretary
JW 3/8/12


Library Board of Trustees Meeting Minutes for Thursday, February 23, 2012

1. Call to Order: Vice Chairperson Paul Snyder called the Regular Meeting to order at 7:31p.m.and noted that there was not a quorum in attendance.

1.1 Roll Call - Present: Trustees Jean Hansen, Paul Snyder, and Mike DeFrancesco. Also present: Julie Herrin, Director; Anne Mannisto, Assistant Director; Judith Williams, Administrative Assistant. Plante Moran representative Chris Jones and Jamie Montague were in attendance to present the 2011 Audit. Staff member Patricia Garavoglia was in the audience.
Absent: Joe Corriveau, Suzanne Miller, Robert Sochacki, and Jim Morché.

2. Audit Presentation:

Chris Jones presented the audit of the Library for 2011 and once again it was "unqualified". He asked the Board members in attendance for any questions they might have about the Audit. He discussed the fact that Headlee will only allow property taxes to increase at a slow and measured rate, even though the tax values dropped at a much more rapid rate. In response to a question about the recommended size of the Reserve Fund given the economic climate, he stated that it would depend on future building needs, but that 20 to 35% of the budget was a good rule of thumb. He also discussed the Retiree Health Care liability and steps that the Library might consider to reduce the amount of the liability. He also stated that it is required that the Retiree Health Care liability be assessed every 3 years.

Mr. Jones directed the Board's attention to the definitions on page 12 of the Audit, with particular emphasis on the distinction between "committed" and "assigned". He suggested that the Board should consider if they wish to use the term "committed" for any Fund Balance. If so, this should be done before the end of the Fiscal Year.

No action could be taken to accept the Audit at this time without a quorum.

3. Director's Report

Statistics: Julie Herrin reported that the circulation statistics have increased 2% over last year with the door count up 4.68%. E-book usage was up over 95% compared to last year. Database usage is also up from last year and it is believed that the recent Database classes was factor.

Youth Programming: There were 36 Youth programs last month with a total of 839 children attending.

Adult Services Programming: There were 9 Adult Programs this past month with a total of 211 people participating. Programs included the Adult Book Discussion; a program on How to Select a Financial Advisor; Digital Photography Basics; Reference USA; a program on Savvy Travel Tips; and the DIA Speaker on the Rembrandt exhibit there.

Teen Services: 32 high school students and parents attended a Real Research program. Preparations continue for The Battle of the Books, which will be held on March 7 at the Northville High School.

Collections: The Library has been granted copyright clearance to digitize the Northville Record from 1869 to the present. The Friends have agreed to contribute $36,000 to fund this project. Library staff will be interviewing vendors for the project on February 29. The Library is also adding Play Station 3 games to its growing electronic games collection.

Staff: Assistant Director Anne Mannisto and Director Julie Herrin attended an OCLC Webinar on Your Library's Future.

Facilities: The metal halide light fixtures on the pillars around the atrium need to be replaced. One of the globes from a fixture disintegrated and part of the fixture has been removed. We have been working with Gasser Bush, the original supplier of the fixtures when the Library was built, regarding replacing the fixture and a possible warranty due to the nature of the fixture's failure. The initial estimate for replacement is around $1,600 per fixture for 16 fixtures. Replacement fixtures should be much better for energy conservation than the current metal halide ones.

Public Relations: The Library will be participating in a community based public awareness campaign, "Geek the Library". This campaign will help the Library realize part of the Strategic Plan to promote the relevance of the Library in the community, as well as raise awareness of the critical need for financial support. The program is funded by the Gates Foundation and OCLC and provides materials and a manual to assist in the facilitation of the campaign. Julie will be presenting the details of the campaign to the staff on March 1 at a Staff Meeting. It is hoped that it will be rolled out during National Library Week in April. Board Members who volunteered for the Strategic Planning Relevance Committee will be on the "Geek the Library" Committee.

4. Friends Report: Friends Board member Judy DeFrancesco reported on recent activities of the Friends. She noted that the Friends Annual Meeting will be held on Wednesday, March 28. The Book and Author Luncheon featuring Kevin Boyle, author of "Arc of Justice," will be held on May 29. Tickets will be on sale from April 15 to May 15 here at the Library. Judy reported she is cross checking the Books for Babies Program with new Library Cards to evaluate the success of the program during its first year. She also reported that the Gift Store will soon be offering gift certificates.

5. Budget and Finance Review:

5.1 Treasurer Jean Hansen was unable to present the List of Bills over $1,000 for February 2012, as a motion for payment could not be made without a quorum.
5.2 Jean distributed the January 2012 draft Financial Report. Motions regarding the Financial Report will be presented at the next Board Meeting.

6. Committee Reports

6.1 Personnel Committee:
Jean Hansen presented the Director's Performance Evaluation for 2011, held on Thursday January 5, 2012, and reported that all of the marks were 4.8 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.
6.2 Development Committee:
Julie reported that the Development Committee met and decided to proceed with a fundraiser with Genitti's. This will be sometime in October to coincide with the Library's 16th birthday.

7. Announcements and Comments

7.1 A Special Board Meeting was scheduled for Monday, February 27 at 7:30 p.m. in the Youth Storytime Room to complete required official Board Meeting business. Julie will contact Board Members to assure that a quorum is able to attend.


Respectfully Submitted,

Mike DeFrancesco, Acting Secretary
JW 2/24/2012

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

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

1.1 Roll Call - Present: Trustees Robert Sochacki, Jean Hansen, Paul Snyder, Suzanne Miller and Mike DeFrancesco. Also present: Julie Herrin, Director; Anne Mannisto, Assistant Director; Judith Williams, Administrative Assistant. Staff member Patricia Garavoglia was present in the audience.
Absent: 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 Election of 2012 Officers: Paul Snyder nominated Robert Sochacki for Chairperson for 2012. Nomination was seconded by Mike DeFrancesco. Robert Sochacki was elected. There were 2 names entered into nomination for Vice Chairperson. Jean Hansen nominated Joe Corriveau, seconded by Mike DeFrancesco. Robert Sochacki nominated Paul Snyder, seconded by Suzanne Miller. Paul Snyder was elected to the position of Vice Chair Person. Mike DeFrancesco nominated Jean Hansen for Treasurer; the motion was seconded by Paul. Jean was elected by unanimous acclaim. Robert Sochacki nominated Joe Corriveau for Secretary. Paul Snyder seconded the nomination. Joe Corriveau was elected Secretary; in his absence Jean made a motion for Mike DeFrancesco to serve as Acting Secretary for this meeting. Paul seconded the motion. Motion passed.
1.4 Resolution 2012-01: Mike DeFrancesco read Resolution 2012-01 which sets the dates of the Regular Meeting of the Northville District Library Board of Trustees for the calendar year 2012. 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 Calendar Year 2012:
• Finance Committee: Jean Hansen (Chair), Robert Sochacki, Mike DeFrancesco & Jim Morché.
• Policy Committee: Suzanne Miller (Chair), Joe Corriveau, Robert Sochacki, & Jean Hansen.
• Facilities Committee: Mike DeFrancesco (Chair), Robert Sochacki, Paul Snyder, & Joe Corriveau.
• Personnel Committee: Paul Snyder (Chair), Joe Corriveau, Suzanne Miller & Jim Morché.
1.6 Approval of Meeting Minutes 12/15/2011: Jean Hansen suggested changes to the minutes of December 15. Paul Snyder made a motion to approve the minutes as amended. Suzanne Miller seconded the motion. Motion passed.
1.7 Approval of Executive Session minutes of 12/15/2011: Paul Snyder made a motion to accept the minutes as amended. Jean Hansen seconded the motion. Motion passed. The Executive Session minutes were collected and it was noted that future Executive Session minutes would not be emailed to the Trustees but would be passed out at the Board Meeting instead.
1.8 Citizen Comments: None.

2. Correspondence: None.

3. Director's Report

Statistics: Julie Herrin reported that the circulation statistics have increased 13.5% over last year with the door count up 3.39%. E-book usage was up over 200% compared to last year. Database usage is also up from last year.

Youth Programming: There were 11 Youth programs last month with a total of 348 children attending.

Adult Services Programming: The Book Discussion had 18 participants this month and 50 individuals attended the Foreign Film. The E-book Program had 70 attendees. The afternoon DIA Program on the current Rembrandt exhibit was attended by 70 individuals. The evening DIA presentation has been postponed until February 9. The Program on Investments had 32 attendees.
Teen Services: The Teen Craft Program had 16 participants. At the present time there are 31 teams that will participate in the Battle of the Books competition on March 7, in the Northville High School cafeteria. Suzanne Schimanski-Gross and Julie Ramsden have made presentations at Hillside, Meads Mill, Our Lady of Victory and St. Paul Lutheran schools to promote the Battle of the Books.

Technology: Michael McEvoy has replaced the 6-year old computers and monitors in the Local History Room. He is also preparing for the offering of wireless printing for Windows applications beginning on Monday, January 30.

Annual Giving: The total spent on the Annual Giving Campaign for 2011 was $2,500. This was funded by the Friends ($1,000) and a private donation ($1,500). The solicitation was sent out as an additional page of the Newsletter to 18,000 Northville and Northville Township households There was also a mailing of 101 individual letters that were sent to previous Endowment donors. The campaign resulted in $4,935 in private donations to the Library and $14,840 in donations to the Endowment. There were 108 donors in total - 48 first time donors and 60 returning donors. This was the last year for the Michigan Tax Credit and was a very successful campaign overall.
PR: Karen Fehl is working on a 60-day free trial of Constant Contact, a subscription service to email users regarding Library events and services.

Collections: The Library has been granted copyright clearance to digitize the Northville Record from 1869 to the present. The Library is requesting funds for the digitization from the Friends.

Staff: Librarian Julie Ramsden and Assistant Director Anne Mannisto attended a Reference USA Webinar this past month.

4. Friends Report: Friends Board Chairperson Linda Schwelnus reported on recent activities of the Friends. She noted that the Friends 2012-2013 Fiscal Year will begin on March 1. During this FY the Friends have donated close to $70,000 to the Library. The Friends Annual Meeting will be held on Wednesday, March 28, in the Carlo Meeting Room at the Library.

5. Budget and Finance Review:

5.1 MOTION: Treasurer Jean Hansen presented the List of Bills over $1,000 for January 2012. She made a motion to approve these bills for payment. Mike DeFrancesco seconded the motion. Motion passed.
5.2 Jean distributed the December 2011 Draft Financial Report. She reported that these Financial Reports are incomplete and will be amended to include a line for the Universal Service Fund, adjusting the budget to reflect the receipt of this money. The Audit of Fiscal Year 2010-2011 will be presented at the February Board Meeting.
5.3 Jean Hansen made a motion to transfer the $100,000 borrowed from the Library's Reserve Fund, in order to cover expenses until tax revenues were received in late December, back into the Reserve Fund. Paul Snyder seconded the motion. Motion passed.
5.4 Jean Hansen distributed Draft copies of the 2011 Audit to the Board Members for review prior to the official presentation by Plante Moran at the February meeting. She noted that the pages of most interest would be page 27 and 28. The 2011 Fund Balance of $142,099 will be added to the Reserve Fund.
5.5 Mike DeFrancesco read Resolution 2012 -02 which relates to assigning funds within the Reserve Fund. The Resolution was passed by a unanimous roll call vote, with 2 Trustees absent.

6. Committee Reports

6.1 Personnel Committee:
Robert Sochacki reported that the data presented at the Director's Performance Evaluation for 2011, held on Thursday January 5, 2012, had not been completely compiled at this point. This topic needs to be tabled until the February meeting.
6.2 Development Committee:
The information on the Annual Giving Campaign was reported as part of the Director's report. Julie noted that the Development Committee was exploring possible special fundraising events. Possibilities that are being investigated are an evening at the Tipping Point Theater, Genitti's, or Brick's. The next meeting of the Development Committee will be held on Tuesday, February 7, at 7:00 p.m. at the Northville Square, on the upper level.

7. Announcements and Comments

7.1 The February Finance Committee Meeting is scheduled for Tuesday, February 21, 2012 at 10:00 a.m. in the Carlo Meeting Room.
7.2 The next Personnel Committee Meeting will be held prior to the next regular meeting of the Board, Thursday, February 23, at 7:00 p.m. in the Carlo Meeting Room.

7.2 The next Board Meeting will be on Thursday, February 23, 2012 at 7:30 p.m. in the Carlo Meeting Room.

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

Respectfully Submitted,

Mike DeFrancesco, Acting Secretary
JW 2/1/2012

Library Board of Trustees Meeting Minutes for Thursday, December 15, 2011

1. Call to Order: Chairperson Joe Corriveau called the Regular Meeting to order at 7:30 p.m.


1.1 Roll Call - Present: Trustees Joe Corriveau, Jean Hansen, Paul Snyder, Robert Sochacki, Jim Morché, Suzanne Miller and Mike DeFrancesco. Also present: Julie Herrin, Director; Anne Mannisto, Assistant Director; Judith Williams, Administrative Assistant; Steve Schultz, Legal Counsel for the Library. Staff members Suzanne Schimanski-Gross and Patricia Garavoglia were present in the audience.
Absent: None.
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 the Regular Board Meeting minutes for November 17, 2011: MOTION: Jean Hansen made a motion to accept the minutes for the Board Meeting of November 17, 2011 as corrected. Robert Sochacki seconded the motion. Motion passed.
1.4 Citizen Comments: None.

2. Correspondence: The e-mail received from the Friends of Michigan Libraries (FOML) last month, requesting our membership in the Trustee Alliance of FOML, was discussed. Membership includes reduced fees for informational workshops which would benefit Board members. Jean Hansen made a motion to join this organization for the annual membership fee of $35.00. Robert Sochacki seconded the motion. Motion passed.

Jim Morché also presented information about membership in ALA's ALTAFF division that he wants to further investigate as to its value for the Board.

3. Director's Report

Statistics: Julie Herrin reported that the circulation statistics have increased by 4% over last year with e-book usage up over 200%. The door count is up by 1.25% over the same time last year. Database usage shows changes to offerings from MEL, and computer use and local history use have also increased significantly.
Youth Programming: There were 9 Youth programs last month with a total of 243 children attending. 60 Amerman first graders visited the Library for a tour, craft and storytime. 100 children attended the Holiday Magic Show on Dec. 13. Real Research Programs have now been presented to students from Our Lady of Victory, the Montessori School, and this month to home-schooled students with parents. In January this program will be presented to High School students and parents in co-operation with the High School Administration that will be sending e-mails to students to promote the presentation.
Adult Programming: The E-book Petting Zoo Program was attended by 42 individuals, with staff explaining some of the many electronic readers available. A total of 57 individuals attended the Foreign Film this month.
Staff: Head of Technical Services Patricia Garavoglia attended a webinar on cataloging. There were 87 hours of volunteer help during this past month.
Facilities: Two new humidifiers have been ordered for the Library with anticipated installation early in January. Michael is setting up wireless printing. This will allow printing access for people who use their own laptop computers on the Library wireless system. Michael has also installed a new Information Panel in the Library, replacing the old and fading monitor. Michael is also planning the installation of an electronic calendar which will allow people to sign up for programs online. The remodeling of the Teen area which began on December 6 is very near completion.
PR: Contributions to the Endowment Fund and Private Donations direct to the Library have been coming in, in response to the information included in the last Library Newsletter. This is the last year for the Michigan Tax Credit for such donations.


4. Friends Report: The musical group Picks and Sticks drew a crowd of 125 to the Friends-sponsored program at the Community Center. The Holiday Choral Concert, also held at the Community Center and featuring the Twelfth Night Singers, entertained an audience of 120.

5. Budget and Finance Review:

5.1 MOTION: Treasurer Jean Hansen presented the List of Bills over $1,000 for December 2011. She made a motion to approve payment of these bills. Mike DeFrancesco seconded the motion. Motion passed.
5.2 Jean distributed the November 2011 Draft Financial Report. She reported that the fiscal year is complete and that all expenses are in order. The Audit for the 2011 Fiscal Year will be conducted in early January.
5.3 Jean Hansen made a motion to amend the revenue line item for the Universal Service Fund for the 2012 Fiscal Year Budget to reflect the USF check for $3,963.66 that was received this month. Robert Sochacki seconded the motion. Motion passed.

6. Committee Reports: A date for the Directors Performance Evaluation for 2011 was set for Thursday January 5, 2012 at 7 p.m. in the Carlo Meeting Room. Julie will submit her self-evaluation for the Board to review.

7. Executive Session: Jean Hansen made a motion to adjourn the Regular Meeting to an Executive Session for the purpose of discussing Union Contract negotiations with the Library's Attorney Steve Schultz. Jim Morché seconded the motion. The motion passed at 8:11 p.m.by a unanimous roll call vote.

8. Announcements and Comments

8.1 The January Finance Committee Meeting is scheduled for Tuesday, January 24, 2012 at 10:00 a.m. in the Carlo Meeting Room.
8.2 The next Board Meeting will be on Thursday, January 26, 2012 at 7:30 p.m. in the Carlo Meeting Room.

MOTION: Paul Snyder made a motion to adjourn the December Regular Board Meeting. Robert Sochacki seconded the motion. Motion passed. The Meeting was adjourned at 8:55 p.m.

Respectfully Submitted,

Mike DeFrancesco, Secretary
JW 1/5/2012

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