Northville District Library

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Phone: 248-349-3020

Library Board of Trustees Meeting Minutes for Thursday, July 28, 2011

NORTHVILLE DISTRICT LIBRARY BOARD OF TRUSTEES
Regular Meeting Minutes
Thursday, July 28, 2011 - 7:30 p.m.
Northville District Library Carlo Meeting Room

1. Chairperson Joe Corriveau called the Regular Meeting to order at 7:33 p.m. In the absence of Board Secretary, Mike DeFrancesco, Paul Snyder was appointed as Acting Secretary for this meeting.

1.1 Roll Call - Present: Trustees Joe Corriveau, Jean Hansen, Paul Snyder, Jim Morché, Robert Sochacki and Suzanne Miller. Also present: Anne Mannisto, Assistant Director; Judith Williams, Administrative Assistant; and Erin McDermott, Second Vice President of the Friends. Staff member Suzanne Schimanski-Gross was also present in the audience.
Absent: Trustee Mike DeFrancesco and Julie Herrin, Director.
1.2 Approval of the Agenda: MOTION: Jim Morché made a motion to approve the agenda as presented. Suzanne Miller seconded the motion. Motion passed.
1.3 Approval of the Regular Board Meeting Minutes for June 23, 2011: MOTION: Paul Snyder made a motion to accept the minutes for the Board Meeting of June 23, 2011 as corrected. Robert Sochacki seconded the motion. Motion passed.
1.4 Citizen Comments: None

2. Correspondence: None

3. Director's Report:

Statistics: In Julie Herrin's absence, Anne Mannisto gave the Director's report. She reported that the circulation statistics have nearly returned to normal since it has now been one year since the reopening of the Novi Library. Computer usage numbers are very high, with Internet and wireless setting records for the highest ever. Usage of the Youth computers and Local History computers were high as well; eBook usage has doubled. While database usage in terms of sessions is slightly down, database searches are up.

Youth Programming: Registration for the Youth Summer Reading Program has reached 875 so far, up from 830 at this time last year. The Final Party is scheduled for Wednesday, August 17. To date there have been 17 events with 1,389 participants. This Friday, July 29, will be the second Fun Flicks in the Park east of the Library, in conjunction with the Northville Parks and Recreation Department.
Teen: Registration for the Teen Summer Reading Program is 165. 117 teens have participated in 7 events to date. The Teen Summer Reading Final Party will be held on Friday, August 19.

Adult Programming: There are 210 individuals enrolled in the Adult Summer Reading Program. The Foreign Film this month hosted 55 viewers. The Book Discussion had 13 participants. The Rogers and Hart Program had 55 attendees and the Life of a Medical Examiner Program had 65. The Program on Digital Scrapbooking had 21 attendees.

Collections: Anne reported on a new app, Library Anywhere, that provides mobile access via a smart phone to the Library Catalog. The Library has a new Youth collection of Nintendo DS games which was underwritten by the Friends of the Library. There are currently 40 items in this very popular collection with additional purchases planned. Statewide Mel Databases will be adding Opposing Viewpoints and CultureGrams while dropping Novelist effective October 1, 2011. We will be subscribing to Novelist independently to be able to continue providing this Readers Advisory database to our patrons. The Neighborhood Library Association Community Reads selection for this year is "The Art of Racing in the Rain" by Garth Stein. The author will be speaking at the Novi Library on Thursday, November 10. We will have events supporting Community Reads in October for adults and in November for youth.

Public Relations: The Library had a booth to promote Library services at the Farmer's Market on Thursday, June 30. The Library will hold the "Just Desserts" event to honor our volunteers on Thursday, August 11 at 7 p.m.; 124 invitations have been sent out. The Fall Newsletter will be delivered to Northville residents the first week of September. Anne reported that Julie had an opportunity to meet with Robert Behnke, Assistant Superintendent for Public Instruction for the Northville Public Schools. Following this discussion, Mr. Behnke sent an email to all NPS Principals requesting an information table for the Library at each of the school Open Houses; he also sent a link to the Library's Teacher Tips section to all NPS Teachers. To promote our online resources, he suggested that the Library schedule visits to talk to the middle school teachers during their Lunch hours (with food).

Facilities: Anne reported that the design for the Teen Area renovation has been finalized and we are awaiting the total cost for the proposal. The Library Administration has asked the Friends for the funding for the surge suppressors and a universal power supply for the electrical service and server room in the Library. This equipment is needed to protect costly equipment from the power fluctuations that have caused previous damage.

Staff: A representative from Baker and Taylor, one of the Library's primary vendors, came to the Library to update training on the use of Title Source, the B&T collection development tool.

Misc: Anne reported that the Library has subscribed to an Institutional Membership in MLA which will save on Individual Membership fees. She also reported that the 2012 TLN Delivery Fee will be $4,750 which is less than anticipated due to increased State Aid to TLN.

 

4. Friends Report: Erin McDermott, second vice president of the Friends, gave the Friends report in the absence of Jennifer Gustafson.

She noted that the Friends assisted at the Farmers Market booth on June 30 and also provided assistance at the Teen Fablehaven Lock-in on Friday, July 15. Upcoming Friends events include the Wine Tasting and Silent Auction on Wednesday, August 17, and the Fall Used Book Sale, which will run from Friday, September 30 through Sunday, October 2. Friends-sponsored Programs include Climbing Mt. Kilimanjaro on Tuesday, September 6, and All that Jazz on Wednesday, October 5. The bookmark design contest that was planned for the fall has now been rescheduled for the spring. Judy DeFrancesco has been appointed as a Director of the Friends until the Annual Election next spring. Linda Schwelnus will assume the presidency of the Friends in September when Jennifer Gustafson resigns due to her move to Germany.

 

5. Budget and Finance Review:

5.1 MOTION: Treasurer Jean Hansen made a motion to approve payment of the Northville District Library List of Bills over $1,000 for July 2011. Robert Sochacki seconded the motion. Motion passed.

5.2 Jean distributed the June 2011 Financial Reports. She reported that the Fiscal Year is approximately 68% over and the expenses are on track. She commented that approximately 98% of revenue for the Library budgeted for the year has been received. State Aid received to date is higher than expected.

5.3 Jean Hansen distributed the 2011- 2012 Proposed Budget. These figures are taken from the 5-year plan that was formulated earlier this year. Jean noted that the Reserve Fund will continue to shrink going forward. Total revenue for 2012 is projected to be 1.5% less than it was in 2011. Personnel costs are 70% of the total Budget and the Library must allot 10% of the budget for acquisitions to requalify for the Enhanced Certification with the State of Michigan. Jean also noted that the Library must schedule a Public Hearing on the 2011-2012 Budget. The Public Hearing will be held on August 25 at 7:00 p.m., just prior to the regular August Board of Trustees Meeting.

 

6. Committee Reports:

6.1 The Policy Committee met on Wednesday, July 27, to review two existing policies. Committee Chair Suzanne Miller presented the Policy on Endowment for a second reading. Suzanne then made a motion to accept the Policy on Endowment for second reading; Jean Hansen seconded the motion. Motion passed. MOTION: Jean also asked for a motion that all monetary donations to the Library, unless designated for a specific purpose by either the donor or the Library Administration, be added to the Endowment Fund to help in the growth of future sustainable funding for the Library. Paul Snyder seconded the motion. Motion passed.

6.2 Suzanne Miller presented the Policy on Requests for Library Records by Law Enforcement Officers for first reading with revisions made at the Policy Committee Meeting. The revisions clarified the policy to reflect our current procedures in regard to keeping records and to clearly cite the USA Patriot Act. MOTION: Suzanne made the motion to adopt this revised Policy for first reading. Robert Sochacki seconded the motion. Motion passed.

6.3 Suzanne presented the revisions made to the By-Laws for the Board of Trustees. The revisions made to the By-Laws were primarily grammatical.

6.4 Development Committee: The position of the Friends in regard to support for the Library's Endowment Fund was clarified. There was a discussion regarding the donor solicitation campaign for 2011. Since this is the final year that the State of Michigan will offer tax credits for contributions to either Community Foundations (for the Endowment Fund) or to Public Libraries, the Committee decided to pursue the option of sending solicitation letters to the entire community, rather than just to selected supporters of the Library, pending a review of the associated costs. The committee also discussed the timing of the Donor Recognition Event, as well as a possible "Signature Event" for fundraising. Erin McDermott, Paul Snyder and Suzanne Miller had all agreed to work on Events for the Committee at its first meeting in March. The Committee is also suggesting that an informational program on Planned Giving be held in early 2012. Paul asked for clarification as to why the Development Committee is not an official Board Committee. Jean explained that it is important to include people on the Committee who are not on the Board, making its status different than a typical Board Committee.

 

7. Announcements and Comments

7.1 The next Board Meeting will be on Thursday, August 25, 2011 at 7:30 p.m. in the Carlo Meeting Room.

7.2 The next Finance Committee Meeting will be held on Tuesday, August 23, 2011 at 10:00 a.m. in the Carlo Meeting Room.

MOTION: Jim Morché made a motion to adjourn the Regular Meeting. Robert Sochacki seconded the motion. Motion passed.

The Meeting was adjourned at 8:58 p.m.

Respectfully Submitted,
Paul Snyder, Acting Secretary
JW 8/8/2011

Library Board of Trustees Meeting Minutes for Thursday, June 23, 2011

NORTHVILLE DISTRICT LIBRARY BOARD OF TRUSTEES
Regular Meeting Minutes
Thursday, June 23, 2011 - 7:30 p.m.
Northville District Library Carlo Meeting Room

1. 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, Jim Morché, Mike DeFrancesco, Robert Sochacki and Suzanne Miller. Also present: Julie Herrin, Director; Anne Mannisto, Assistant Director; Judith Williams, Administrative Assistant; and Jennifer Gustafson, President of the Friends. Staff member Dorie Freebury was also present in the audience.
Absent: None.

1.2 Approval of the Agenda: MOTION: Jim Morché requested the addition of a discussion point to review a proposal for goals for the Board under item number 7 of the agenda. Mike DeFrancesco made a motion to approve the agenda with the addition. Robert Sochacki seconded the motion. Motion passed.

1.3 Approval of the Regular Board Meeting Minutes for May 26, 2011: MOTION: Jean Hansen made a motion to accept the minutes for the Board Meeting of May 26, 2011 as corrected. Paul Snyder seconded the motion. Motion passed.

1.4 Citizen Comments: None

2. Correspondence: None

3. Director's Report:

Statistics: Julie reported that the circulation statistics and the door count for the month of May 2011 are still significantly lower than 2010, due to the closing and reopening of the Novi Library. She also stated that the door count reflected lower numbers due to the battery failure that was discovered late in the month. All of the statistical reports that were affected by the closing of the Novi Library have now been identified with an asterisk to explain the atypical circulation numbers.

Youth Programming: 600 children have already signed up for the Youth Summer Reading Program this year. The Youth Department reached more children when it sent notices to local residents through the Northville Public School Listserv. Julie thanked the Friends of the Library for their assistance in registering Summer Reading participants. Many of the Tween activities are already full. The first Summer Reading activity had 175 attendees, while the craft activity had 135.

Adult Programming: There are 155 individuals enrolled in the Adult Summer Reading Program. The Foreign Film hosted 56 viewers. The Book Discussion had 26 participants.

Teen: 42 teens participated in the Creative Cupcakes Program. There are 111 signed up for the Teen Summer Reading Program.

Staff: Julie reported that the open Circulation Clerk position has been filled. Elizabeth Erdody, a former substitute clerk, has been hired to fill this position and will start on June 30. Several staff members have attended webinars and workshops again this past month. Anne Mannisto and Julie Herrin attended the American Library Association Town Hall webinar. Julie also attended an Ebook webinar and Patricia Garavoglia attended a Sky River webinar for cataloging. There were 82 volunteer hours this past month.

Public Relations: The Summer Newsletter was delivered to Northville residents the first week of June. The Farmers Market is sponsoring a booth for different non-profit groups this year. The Library will have a booth on June 30. Julie requested Board Members to help staff the booth from 8:00 a.m. to 3:00 p.m. Staff members will also assist. The first of three joint programs with Parks and Recreation, Fun Friday Flicks, will be held in the park at the east side of the Library on June 24. The rain location is the Community Center.

State of Michigan News: State Aid has been increased from $0.1890 per capita to $0.2219 per capita. This means that there will be an increase in State Aid from $5,196 to $7,648 this year based on population. Julie also noted that $950,000 in state funds has been allocated for Michigan E-Library (MELCAT and MEL databases).

Technology/Facilities: Julie reported on a power event that was experienced in the Library on June 6 that burned out data switches and data cards on each of the printers in the building at a replacement cost of $3,600. An assessment of the electrical system in the Library has identified a need for new surge suppressors for the power line into the building and at each of the circuit boxes, as well as a Universal Power Source (UPS) for the Server Room. The Library is seeking competitive bids for the required equipment. The Friends have paid for several energy-saving upgrades to the building and grounds. The Library has replaced the parking lot lights with more efficient bulbs and replaced the timer with a photo cell. The timer for the soffit lights near the staff entrance has also been put on a photocell. The Library has also installed a rain gauge that will control the underground sprinklers.

4. Friends Report:

Jennifer Gustafson reported that the Friends are volunteering at the Art House for their events weekend on June 25th. The Friends will be sending certificates to the businesses that sponsored the printing of the Summer Reading T-shirts. She reported that the Friends assisted with registration for Summer Reading for the first 3 days. Planning for the Wine Tasting and Silent Auction event in August is underway. It will be held at Rocky's on 7 Mile on Wednesday, August 17, from 7 to 9 p.m. Tickets will go on sale on July 15th. The Friends will work with Librarians to have a bookmark design contest, possibly in the fall. The Friends are also developing a listserv to promote better communication among all the NDL Friends. The Friends are continuing to work with the Library Administration and the Development Committee for the continued benefit of the Library. To that purpose, the Friends have developed a policy statement regarding their support of Development activities and their focus on funding activities to the Library. Jennifer encouraged the Library Administration to ask the Friends to fund the surge suppressors and UPS needed for the Library's electrical system.

5. Budget and Finance Review:

5.1 MOTION: Treasurer Jean Hansen made a motion to approve payment of the Northville District Library List of Bills over $1,000 for June 2011. Paul Snyder seconded the motion. Motion passed.

5.2 Jean distributed the May 2011 Financial Reports. She reported that the Fiscal Year is approximately half over and the expenses are on track. She commented on the potential loss of approximately $80,000 in tax revenue that would be the result of the elimination of the Personal Property Tax.

6. Committee Reports:

6.1 The Policy Committee met on Wednesday, June 22, to continue development of new and review of existing policies. MOTION: Committee Vice-chair Robert Sochacki presented the Policy regarding ADA compliance for a second reading and made a motion to accept it. Paul Snyder seconded the motion. Motion passed.

6.2 Robert presented the revised Policy on Library Cards, which states that the Northville District Library does not sell non-resident Library Cards, for a second reading. MOTION: Jean Hansen made the motion to adopt the revised Policy on Library Cards. Robert Sochacki seconded the motion. Motion passed.

6.3 Robert presented a draft of the Committee's newly developed Policy on Endowments. Jean Hansen suggested a slight revision. This draft, expressing the purpose of and support for the Endowment, was presented for first reading. MOTION: Mike DeFrancesco made a motion to adopt this policy for first reading. Jim Morché seconded the motion. Motion passed.

6.4 The Policy on Citizens Comments to the Library Board of Trustees Meetings was reviewed and it was determined that no changes were required. MOTION: Paul Snyder made a motion to reaffirm the policy. Mike DeFrancesco seconded the Motion. Motion passed.

6.5 The Policy on Appeals to the Board of Trustees was also reviewed and the determination was that no changes were required to this Policy. MOTION: Jean Hansen made a motion to reaffirm the policy; Suzanne Miller seconded the Motion. Motion passed.

The next Policy Committee Meeting is scheduled for Wednesday, July 27, at 7 p.m. in the Youth Storytime Room to review the Policy on the Request for Information by Law Enforcement (including the Patriot Act) and the Board of Trustees By-Laws. Committee members will be reminded by email.

7. Announcements and Comments

7.1 Julie reported that she will be attending a seminar in Cleveland on July 28, which is the scheduled July Board Meeting Date, and Anne will be giving the Directors Report in her absence.

7.2 Jim Morché read several items for consideration by the Board as Goals for Board achievement. After discussion the Board agreed that Trustees will participate in community activities that will identify them as Library Board Members. Promoting the relevance of the Library is also a goal of the Strategic Plan.

7.3 The next Board Meeting will be on Thursday, July 28, 2011 at 7:30 p.m. in the Carlo Meeting Room.

7.4 The next Finance Committee Meeting will be held on Tuesday, July 26, 2011 at 10:00 a.m. in the Youth Storytime Room.

7.5 Jean Hansen inquired about the Institutional Membership for the Library in MLA. Julie responded that last year the Library only had an Institutional Membership; however, this year funding has allowed the Library to support Individual Memberships for the Librarians. Jean stated that the Institutional Membership allowed a discount on the Individual Memberships that may be worthwhile. Jennifer Gustafson stated that the Friends may be able to fund the cost of individual memberships in MLA.

MOTION: Robert Sochacki made a motion to adjourn the Regular Meeting. Mike DeFrancesco seconded the motion. Motion passed. The Meeting was adjourned at 8:37 p.m.

Respectfully Submitted,
Mike DeFrancesco Secretary
JW 6/29/2011

Library Board of Trustees Meeting Minutes for Thursday, January 27, 2011

NORTHVILLE DISTRICT LIBRARY BOARD OF TRUSTEES
Regular Meeting Minutes
Thursday, January 27, 2011 – 7:30 p.m.
Northville District Library Carlo Meeting Room

1.    Chairperson Joe Corriveau called the Regular Meeting to order at 7:30 p.m.
1.1    Roll Call - Present: Trustees Joe Corriveau, Robert Sochacki, Jean Hansen, and Mike DeFrancesco,.  Also present:  Julie Herrin, Director; Anne Mannisto, Assistant Director; Judith Williams, Administrative Assistant; and Trustees-elect Suzanne Miller and Paul Snyder.  In the audience: Library staff member Al Smitley and Nancy Kelsey from Patch.com Absent:  Trustee Jim Morché

1.2    Swearing in of new Board Members: Trustees Jean Hansen and Mike DeFrancesco were sworn in for their new terms as Trustees, and Trustees-elect Suzanne Miller and Paul Snyder were sworn in for their first terms and welcomed to the Board.

1.3    Approval of the Agenda:  MOTION: Mike DeFrancesco made a motion to approve the agenda as amended. Robert Sochacki seconded the motion.  Motion passed.

1.4    Election of 2011 Board Officers: Joe Corriveau was nominated to serve as Chairperson again this year by Jean Hansen.  Robert Sochacki seconded the nomination.  The Board approved by unanimous acclaim.  Mike DeFrancesco nominated Robert Sochacki to serve as Vice-chair; seconded by Paul Snyder.  The Board approved by unanimous acclaim.  Jean Hansen was nominated to serve as Treasurer by Robert Sochacki, seconded by Mike DeFrancesco; this passed by unanimous acclaim.  Mike DeFrancesco was nominated to serve as Secretary by Jean Hansen, seconded by Robert Sochacki, and this passed unanimously.

1.5    Mike DeFrancesco read Resolution 2011-01, listing the dates for the Board of Trustee Meetings during the calendar year 2011.  Meetings will be held on the fourth Thursday of each month through September; then in October, November and December, the meetings will be held on the third Thursday due to the MLA Annual Conference in October and the holidays in November and December.  MOTION:  Mike DeFrancesco made a motion to adopt Resolution 2011-01.  Paul Snyder seconded the motion.  The motion passed by a unanimous roll call vote.

1.6    Committee Appointments: The following committees were established for Calendar Year 2011:
•    Finance Committee:  Jean Hansen (Chair), Paul Snyder, and Mike DeFrancesco.
  • Policy Committee:  Robert Sochacki (Chair), Joe Corriveau, Jim Morché, and Suzanne Miller.
  • Facilities Committee:  Mike DeFrancesco (Chair), Robert Sochacki, Paul Snyder, and Joe Corriveau.
  • Personnel Committee:  Robert Sochacki (Chair) Joe Corriveau, Suzanne Miller and Jim Morché.
  • Development Committee: while not an official Board Committee, this will include of Jean Hansen, Suzanne Miller, Jim Morché, and Paul Snyder, with Mary Ellen King, who headed the recent millage campaign, serving as Chair.
Board Members were reminded that any Committee Meeting may be attended by all Board Members.

1.7    Approval of the Regular Board Meeting minutes for December 16, 2010: MOTION:  Jean Hansen made a motion to accept the minutes for the Board Meeting of December 16, 2010 as corrected.  Robert Sochacki seconded the motion.  Motion passed.

1.8    Citizen Comments: Al Smitley distributed a flyer about a website to benefit fund raising for the Northville Historical Society and Mill Race Village while making online purchases at over 900 stores.  He asked Library Board Members to consider using this website to help the Historical Society.

2.    Correspondence: None.

3.    Director’s Report:
Statistics: The circulation statistics and the door count for the month of December 2010 are down from last December, which is typically the slowest month of the year.  The snowy weather this year has contributed to these lower numbers.  Even Database accesses were down.

Youth Programming: There were 11 Library Programs for Youth this month, with 300 children attending.  The Animals of the Rain Forest Program drew a crowd of 124.

Adult Programming: Two Book Discussions held since the last Board meeting had a total of 35 participants.  The Foreign Films (2) hosted a total of 74 viewers.  There were 21 individuals who received tutoring on the computers and/or attended Internet Classes this past month.  The 2 Investment Programs had an attendance of 57.  Our Facebook presence now has 225 followers and 95 follow us on Twitter.

Teen: Librarians are visiting the Middle Schools to promote the Battle of the Books, which is scheduled for April 6 at Northville High School.  The first managers meeting was held on January 25, with a second meeting scheduled for February 16.

Endowment: Julie reported that 58 donations of $100 or more have been received through The Roots of Wonder incentive campaign.  An evening to recognize the donors and distribute the signed and numbered prints is scheduled for Sunday evening, January 30.  The event, Night of Wonder, will provide an opportunity to meet and greet our generous donors and will feature wine, cheese, and desserts from local bakery Sweet 220.

Staff: Julie reported that Youth Librarians attended an ALA Webinar “Battling Bullying with Books.” Adult Librarians attended a Webinar on Learning Express.  Julie displayed the very nice article about Al Smitley’s retirement from the Library in the Northville Record.  She also reported that Denise LaMotte extended her employment through the end of January to assist with the serials projects.  Interviews to fill the Head of Technical Services position have been completed and a decision will be made shortly.  Interviews will then be scheduled to fill the Part-time Reference Clerk position, and following that, interviews will be scheduled for the Part-time Adult Services Librarian position that was formerly held by Mike Postula.

Technology: The Universal Service Fund rules remain the same as last year which means that no changes to the Library’s filtering policy will need to be considered.  Michael has notified Julie that a new firewall needs to be purchased for the Library.

Facilities: Julie reported that new carpeting for the Carlo Meeting Room will be installed on Friday, February 11.  Some of the old carpet will be salvaged for use in badly worn areas of the Library.

Chamber of Commerce: The Chamber of Commerce will be hosting its “Lunch and Learn” series at the Library.  The first session for this year was held today and had 29 participants.  This event will be held every other month on the fourth Thursday throughout 2011.
4.    Friends Report:
In Jennifer Gustafson’s absence, Paul Snyder reported that there was no Friends Meeting on January 20, due to lack of a quorum.
5.    Budget and Finance Review:
5.1    MOTION: Treasurer Jean Hansen made a motion to approve payment of the Northville District Library List of Bills over $1,000 for January, 2011.  Robert Sochacki seconded the motion.  Motion passed.

5.2    Jean distributed the December 2010 Financial Reports.  She reported that the actuarial assessment of the Library’s financial obligation of $2,000,000 for Retiree Health Care has been lowered and we are currently overfunded.  The Library will need to only fund this liability at the rate of $32,000 per year to meet the projected obligation.  This will have an effect on the 5-year budget.  The current amount held in the Reserve Fund is $1,261,104.  The transfer for 2010 will increase the Fund Reserve by $91,000.

5.3    MOTION: Jean Hansen made a motion to transfer $100,000 from Operating to the Reserve Fund to pay back funds that were needed to cover December expenses and payroll.  Mike De Francesco seconded the motion.  Motion passed.

5.4    Jean Hansen reported that the Financial Audit would be presented to the Board at the February meeting by our Auditor Chris Jones of Plante & Moran. 
6.    Committee Report
6.1    Robert Sochacki inquired about the Library’s policy on cell phone use.  Julie explained that there are designated areas where patrons are allowed to use cell phones in the Library and this is covered in the Code of Conduct.  No additional policy for cell phone use is needed.
7.    Announcements and Comments
7.1    The next Finance Committee meeting will be held on Tuesday, February 22, 2011 at 10:00 a.m. in the Carlo Meeting Room.

7.2    A Personnel Committee Meeting was scheduled for Thursday, February 24 at 7:00 p.m. prior to the Regular Board of Trustees Meeting.

7.3    A Board Study Session was set for Thursday, February 10 at 7:00 p.m. in the Youth Storytime Room.  At this Study Session the Board of Trustees should be prepared to set goals for the Board and differentiate the goals and responsibilities of the Director from those of the Board.  Julie will develop an agenda for the Study Session and send it to the Trustees prior to the meeting.  The goals of the Strategic Plan will be reviewed and issues will be discussed to develop an Action Plan for Trustee involvement.

MOTION: Paul Snyder made a motion to adjourn the Regular Meeting.  Robert Sochacki seconded the motion.  Motion passed.  The Meeting was adjourned at 8:35p.m.

Respectfully Submitted,
Mike DeFrancesco Secretary
JW 2/8/2011

Library Board of Trustees Meeting Minutes for Thursday, February 24, 2011

NORTHVILLE DISTRICT LIBRARY BOARD OF TRUSTEES
Regular Meeting Minutes
Thursday, February 24, 2011 – 7:30 p.m.
Northville District Library Carlo Meeting Room

1.    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, and Mike DeFrancesco,  Also present:  Julie Herrin, Director; Anne Mannisto, Assistant Director; Judith Williams, Administrative Assistant; Christopher Jones and Kathleen Ciantar from Plante & Moran.  In the audience: Library staff member Patricia Garavoglia and later, Suzanne Schimanski-Gross Absent:  Trustees Robert Sochacki, Suzanne Miller, and Jim Morché

1.2    Approval of the Agenda:  MOTION: Mike DeFrancesco made a motion to approve the agenda as amended. Jean Hansen seconded the motion.  Motion passed.

1.3    Approval of the Regular Board Meeting minutes for January 27, 2011:  MOTION: Jean Hansen made a motion to accept the minutes for the Board Meeting of January 27, 2011 as corrected.  Mike DeFrancesco seconded the motion.  Motion passed.

1.4    Citizen Comments: None

2.    Correspondence: None.

3.    Audit Presentation by Plante & Moran:
Chris Jones presented the Audit for FY 2010 to the Board.  He stated that GASB 45, regarding the reporting of future Retiree Health Care costs, has now been adopted, and GASB 54 would be implemented next year.  GASB 54 will require changes in how certain areas of the Library Funds will be reported in the Audit.  No changes to the Library’s monthly Financial Statements will be necessary.  He reported that the Audit for 2010 went very well, is accurate, and that the Standard Letter was issued.  He noted that the Library, while not required to, has done well in funding for Retiree Health Care, to the extent that it is now overfunded.  He stated that payments to the Retiree Health Care funding vehicle of $32,000 per year will continue to control this liability.
4.    Director’s Report:
Statistics: Julie reported that the circulation statistics and the door count for the month of January 2011 are up slightly.  Computer and WIFI usage is also up from the past month. The annual MELCAT InterLibrary Loan numbers were significantly higher in 2010 over 2009.  These figures went from 231 in 2009 to 1,015 in 2010.  Julie also reported that improved statistics are now available on the usage of online resource databases.  Information regarding specific databases will also be available.  Totals showing database sessions and searches, as well as audio and e-book checkouts, will appear monthly on this report.

Youth Programming: There were 24 Library Programs for Youth this month, with 782 children attending.

Adult Programming: The Book Discussion had a total of 18 participants.  The Foreign Films also hosted 18 viewers.  There were 36 individuals in attendance at the Skype Program this month.

Teen: Librarians spoke to about 700 Middle School students about the Battle of the Books, which is scheduled for Wednesday, April 6 at Northville High School.  A record number of teams (50) are registered for the Battle this year.

Facilities: Julie reported on the installation of the new carpet tiles in the Meeting Room on Friday, February 11, 2011.  The project went very smoothly and was completed in about 4 hours.  The carpet that was removed from the Meeting Room will be recycled and used as replacement tiles in areas of the Library that are badly worn.  Julie also reported that the second phase of the Teen Area renovation was done on Thursday, February 17.  Shelving frames along the exterior wall of the Local History Room in the Teen Area were replaced with higher frames to accommodate additional shelf space.  The third phase of the Teen Area renovation will take place later this year.

Public Relations: Julie announced that the Library and the Friends of the Library would be participating in the Taste of Northville on Saturday, March 5, and she invited Board members to attend and participate if they were available.  Joe Corriveau commented that participating in this event was one of the stated objectives of promoting the relevancy of the Library in the community.  Julie also reported that the Library Program featuring Janet Macunovich would actually be held at the Community Center on Monday, March 7.  This program has always been a sellout event and moving it to the Community Center will allow for a significantly larger audience than the Carlo Room.  The Parks and Recreation Department and the Library will be co-sponsoring and sharing the cost of a summer series of Friday night movies in the park adjacent to Library.  The Friends will be helping to underwrite the cost of these events.

Staff: Julie reported that Patricia Garavoglia, a Northville Adult Services Librarian, was hired as Head of Technical Services.  Wendy Mutch was hired to fill the opening created by Patricia’s promotion.  Interviews for the part-time Adult Services Librarian will begin next week.  Julie reported that two staff members attended workshops this month and three of the Youth Librarians and the Teen Services Librarian will be attending Spring Institute.  Julie also reported that Dorie Freebury would be on medical leave for 6 weeks beginning Tuesday, March 1.
Technology: Michael has installed the new firewall that was purchased for the Library.

Endowment Report: Julie distributed copies of the Endowment Report submitted by Barbara Glover.  The report highlighted Endowment Committee activities during the past year and reported that 67 donors contributed a total of $12,400 this year.  The Donor Recognition Party, held on Sunday, January 30, was attended by about 60 people. Donors were presented with their copy of the signed and numbered linocut print by local artist Mike Mullen.
5.    Friends Report:
In Jennifer Gustafson’s absence, Paul Snyder reported that the Friends Annual Meeting will be held on Sunday, March 20, at 5:30 p.m., after the Library closes.  The event will feature refreshments from Genitti’s, with a presentation by Michele Fecht about her recent book on Northville history.  The Friends Spring Book Sale will be held on Saturday, May 14, and Sunday, May 15.  The Friends “members only” preview sale will precede this on Friday evening, May 13.
6.    Budget and Finance Review:
6.1    MOTION: Jean Hansen moved that the Board accept the Audit as presented by Plante & Moran earlier in the meeting.  Mike DeFrancesco seconded the motion.  Motion passed.

6.2    MOTION: Treasurer Jean Hansen made a motion to approve payment of the Northville District Library List of Bills over $1,000 for February 2011.  Paul Snyder seconded the motion.  Motion passed.

6.3    Jean distributed the January 2011 Financial Reports. She reported that with two months of the Fiscal Year passed, the Financial Reports are on track.  The expenses for Operating Supplies are slightly higher than expected due to the purchase of the RFID tags.  Jean reported that it was likely that this line might need to be adjusted to cover this annual expense.

6.4    MOTION: Jean Hansen made a motion to transfer $96,527.07 from Operating to the Reserve Fund to comply with the Fund Balance figures in the Audit.  Paul Snyder seconded the motion.  Motion passed.

6.5    MOTION: Jean Hansen made a motion to authorize the payment of the Debt installment of $410,500 due by April 1, 2011.  Mike DeFrancesco seconded the motion.  Motion passed.
7.    Committee Reports: There were no committee reports.  The Personnel Committee Meeting was postponed due to 3 members being unable to attend. 8.    Announcements and Comments
8.1    The next Finance Committee meeting will be held on Tuesday, March 22, 2011 at 10:00 a.m. in the Carlo Meeting Room.

8.2    The Personnel Committee Meeting is rescheduled for Thursday, March 24, at 7 p.m.

8.2  The next Board Meeting will be on Thursday, March 24, 2011 at 7:30 p.m. in the Carlo Meeting Room

8.3    MOTION: Paul Snyder made a motion to adjourn the Regular Meeting.  Mike DeFrancesco seconded the motion.  Motion passed.  The Meeting was adjourned at 8:45p.m.

Respectfully Submitted,
Mike DeFrancesco Secretary
JW 3/2//2011

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