Northville District Library

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Phone: 248-349-3020

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

1. Call to Order: Chair Bob Sochacki called the Regular Meeting to order at 7:30 p.m.

1.1 Roll Call - Present: Trustees Bob Sochacki, Joe Corriveau, Jean Hansen, Mike DeFrancesco, Paul Snyder, Alan Somershoe and Jim Morché. Also present: Julie Herrin, Library Director; Anne Mannisto, Assistant Library Director; Carla Eggert, Administrative Assistant; Carol Oldenburg, Friends President; Suzanne Schimanski-Gross, Library staff member.
1.2 Approval of the Agenda: MOTION: Mike DeFrancesco made a motion to accept the agenda. Paul Snyder seconded the motion. Motion passed.
1.3 Approval of Meeting Minutes, 9-26-13: MOTION: Jim Morché made a motion to approve the minutes as corrected. Jean Hansen seconded the motion. Motion passed.
1.4 Citizen Comments: None.

2. Correspondence: None

3. Director’s Report:
Statistics: Julie Herrin reported that circulation was up slightly for the month. The twelve-month circulation average is only down by 67. Julie attended the Michigan Library Association (MLA) conference last week, and it was discussed that all libraries are seeing a decrease in circulation and an increase in electronic product usage. Downloads were down by 10% from last year which is mostly a reflection of the decrease in usage of Tumblebooks. Last year we promoted this database which led to an increase in usage. Overdrive had over 1600 checkouts for the month. Jean asked if there was a way to tell the breakdown of eBooks and audio books usage from Overdrive. Julie will look into this. Database usage was down again this month. Internet and children’s computer usage was lower than in August, but school is back in session which may have led to the decrease. Wireless use was the highest it has ever been at 826. Freegal was accessed by 94 patrons to download 464 songs. Brainfuse had a total usage of 954 which is almost three times as many users as in August. This increase is likely due to the promotion of this database at the school Open Houses.
Youth Programming: There were 35 programs and storytimes held for children, with 798 children participating. Our Spooky Magic Show had 161 attendees. A joint program between the Library and the Friends of Maybury on mammals was held at the Community Center.
Adult Programming: Classes were held on using a tablet device. The Android tablet class had 14 attendees. The IPad and Kindle class had 29 attendees. Attendance is limited to 30 in the tablet classes in order to allow for one-on-one assistance. The Community Reads program on Detroit with Jack Lessenberry had 66 attendees. The Foreign Film was attended by 65 and the class on MOOCS (Massive Online Open Courses) had 21 attendees.
Teen Programming: The knitting class for teens had 11 attendees. The Zombie themed lock in had 25 participants. The date for next year’s Battle of the Books is Wednesday, March 26, 2014.
Collections: The Library shelves are full and we have no room for additional expansion of the shelving. Julie has instructed the librarians that, when they purchase a new book, they must remove an older book from the shelves. Audio-visual materials now circulate more than books.
Technology: The migration of the website to a new version of Joomla is complete and went live last week. We are getting a public fax machine through the company Fax24, due to many requests for this service. The cost per page sent will be $1.75 for the first page and $1 for each additional page for faxes within the United States. The machine will take credit or debit cards for payment. We will also sell cards at the desk for patrons who do not have a credit or debit card. We should be receiving the new public copy machines we ordered soon. We purchased a Captel phone for Michael McEvoy which allows him to receive telephone calls. The phone types out a text message on its display screen.
Facilities: Julie reported that the SHW Group will be out tomorrow to begin the building assessment.
Staff: Five librarians attended the MLA Annual Conference in Lansing. Wendy Mutch gave a presentation at the conference on the Northville Library History section of our website, including information on the Northville Record digitization, the digitized oral histories, and the scanning of Palladiums, the Northville High School yearbooks. Paul Snyder stated that Wendy did an excellent job and gave a lot of credit to the Friends for their help with the projects. Patricia Garavoglia and Vicki Dixon attended a class on Michigan Legal Help and Karen attended a public relations workshop. This is Friends of the Library Week. We have a display in the Library and there was an article in the Northville Record. The staff holiday party will be held on Wednesday, December 11.

4. Friends of the Northville District Library Report: Carol Oldenburg, Friends President, reported that current Friends membership is at 273 this month, which is an all-time high and up from 250 last month. Friends have donated 39 books and 4 CD’s to the Library through the Gift Books Program since May, for a total of $687 in donations. The Sundaes on Sunday event held on September 29 was a huge success this year and is a wonderful opportunity to thank the Friends members for their support. The Fall Used Book Sale was also a great success. The amount raised, $1633.95, was an increase over the amount raised at the last three Used Book Sales (Spring 2012 & 2013, Fall 2012). The carts of used materials for sale near the Circulation Desk are now being refreshed three times per week. Ongoing Used Book Sales remain strong, with a monthly average of $643 in sales for the carts and $490 in sales from the Book Cellar. The contract the Friends have with Mission-Based Books is due for renewal in March 2014. The Friends have formed a subcommittee to evaluate revenues and present a recommendation to the Friends Board as to whether the contract should be allowed to automatically renew next March or not. If a decision is made not to renew the contract, Mission-Based Books needs to be notified by the end of January. The next Friends newsletter will be out in mid-November. The Friends Gift Store will hold Member Shopping Days November 15 through November 27, during which Friends members receive a 10% discount on their purchases. The next Friends Board meeting is Thursday, December 5.

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 October 2013. MOTION: Jean Hansen made a motion to approve these bills in the amount of $93,174.44 for payment. Paul Snyder seconded the motion. Motion passed.
5.2 Financial Report: Jean Hansen presented the Financial Report. We are currently 83% through our fiscal year and have received 100% of our budgeted revenue, though we will still receive some revenue from fines and printing. All of our expenses are in line with the budget. The $60,000 for the Building Preservation Fund and $13,000 for Retiree Health Funding have been transferred, but the transfers were done at the beginning of October and will not show up until next month’s financial statements.

6. Announcements and Comments:
Paul Snyder discussed the need to have a Policy Committee meeting. He would like to discuss the Code of Conduct in the Library as it relates to firearms. The Policy Committee will meet Monday, November 4 at 7:00 p.m. in the Carlo Meeting Room. Jean Hansen discussed the need to have a meeting with members of the Board, Friends and community to determine the extent of our campaign for the Library millage renewal. We need to determine a plan of action and timeline as well as select a Chairperson and Treasurer for the Millage Committee. Bob Sochacki stated that the Board needs to determine who should be invited to participate in the initial millage campaign meeting. Jean suggested meeting with Shirley Bruursema, Chair of the Kent District Library Board of Trustees, to get her opinion on the extent of the campaign the Library should undertake for a renewal of the millage. Paul will contact Shirley and see if she is available. Once a date has been determined for the meeting, Julie can compose a list of possible attendees. Alan Somershoe stated that if the building assessment report from SHW Group is completed prior to the next Board meeting, the Facilities Committee should meet to review the report before it is presented to the Board.
      6.1 The next Finance Committee Meeting is scheduled for Tuesday, November 19, 2013 at 1:30 p.m. in the Carlo Meeting Room.
      6.2 The next Board Meeting will be on Thursday, November 21, 2013 at 7:30 p.m. in the Carlo Meeting Room.

7. Adjourn Regular Meeting: MOTION: Jim Morché made a motion to adjourn the October Regular Board Meeting. Paul Snyder seconded the motion. Motion passed. The Meeting was adjourned at 8:40 p.m.

Respectfully Submitted,
Paul Snyder, Secretary
CE 10/29/2013

Library Board of Trustees Agenda December 19, 2013

NORTHVILLE DISTRICT LIBRARY
Board of Trustees
Regular Monthly Meeting
Thursday, December 19, 2013
7:30 p.m.
Northville District Library Carlo Meeting Room

1. Call to order: Chairman Robert Sochacki
     1.1 Roll Call
     1.2 Approval of the Agenda
     1.3 Approval of Meeting minutes, 11/21/13
     1.4 Citizens' Comments

2. Correspondence

3. Northville District Library Director's Report

4. Friends of the Northville District Library Report

5. Budget and Finance Review:
     5.1 Bills over $1,000 for approval
     5.2 Financial Report

6. Committee Reports

     6.1 Facilities Committee
     6.2 Policy Committee

7. Announcements and Comments
     7.1 Schedule-Directors Evaluation
     7.2 Schedule-Facilities Committee Meeting
     7.3 Confirm the next Board Finance Committee Meeting for Tuesday, January 21, 2014 at 1:30 p.m.
     7.4 Confirm the next Regular meeting for Thursday, January 23, 2014 at 7:30 p.m.

8. Adjourn Regular Meeting

Library Board of Trustees Meeting Minutes for Thursday, November 21, 2013

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

1.1 Roll Call - Present: Trustees Bob Sochacki, Jean Hansen, Mike DeFrancesco, Paul Snyder, Alan Somershoe and Jim Morché. Also present: Julie Herrin, Library Director; Anne Mannisto, Assistant Library Director; Carla Eggert, Administrative Assistant; Carol Oldenburg, Friends of the Northville District Library President; Patricia Garavoglia, Library staff member; community member Marilyn Randall. Absent: Trustee Joe Corriveau.
1.2 Approval of the Agenda: MOTION: Jim Morché made a motion to accept the agenda. Mike DeFrancesco seconded the motion. Motion passed.
1.3 Approval of Meeting Minutes, 10-24-13: MOTION: Jean Hansen made a motion to approve the minutes as corrected. Paul Snyder seconded the motion. Motion passed.
1.4 Citizen Comments: None.

2. Correspondence: None

3. Director’s Report:
Statistics: Julie Herrin reported that circulation was down 3% for the month. The monthly circulation average for the year is down by less than 1%. Download Destination usage is up by 11%, with increases for both audiobooks and eBooks. There were 376 audiobooks and 2,119 eBooks downloaded last month. The usage of both Tumblebooks and Freegal were down from last year. Freegal was used by 67 patrons to download 373 songs. Brainfuse was used 1,488 times by 125 unique visitors. Internet and children’s computer usage was up from September. Wireless usage was again at an all- time high.
Youth Programming: There were 14 programs and storytimes held for children, with 341 children participating.
Adult Programming: There were five programs for adults with 225 attendees. The Foreign Film was attended by 71 and the program on Michigan Legends and Lore had 75 attendees. The Community Reads author visit with Mark Binelli at the Novi Public Library had 150 attendees, about a third of whom were Northville Library patrons.
Teen Programming: There were two programs for teens with a total of 47 attending. The National Games Day Program, which featured both electronic and board games for teens and adults to play, had an attendance of 43.
Technology: The public fax machine, through the company Fax24, has been installed and is operational. Patrons can either use a debit or a credit card or purchase a fax card from the circulation desk to pay for faxing. The two new public copy machines have also been installed. Patrons are able to make copies or to scan a document to either a USB drive or an email address. There is no charge for scanning.
Collections: Librarians added 1,414 items to the collection last month and discarded 950 items. Julie reported that the video game collection is expanding as new video game systems are coming out.
Staff: Anne attended a webinar on eBooks from the American Library Association. Dorie Freebury and Nancy Clarizio will be judges for the annual Northville Public Schools Parent Teacher Association “Reflections” contest.
Public Relations: The Library is going to decorate a Christmas tree at the Community Center. The Community Center has asked six non-profit groups to decorate a Christmas tree to be displayed in the Community Center lobby. Librarian Wendy Mutch is very creative and she has helped us design ornaments for our tree. The ornaments will be made out of discarded book pages.

4. Friends of the Northville District Library Report: Carol Oldenburg, Friends President, reported that the next meeting of the Friends will be held on December 5. The Friends Finance Committee will meet on November 26. The Friends will pay for the Holiday Luncheon for Library staff members. Friends Board members are invited to attend the luncheon.

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 2013. MOTION: Jean Hansen made a motion to approve these bills in the amount of $85,900.60 for payment. Paul Snyder seconded the motion. Motion passed.
5.2 Financial Report: Jean Hansen presented the Financial Report. We received another tax refund bill of $7,124.85 in November. This will put our total tax refunds for the year at close to $70,000, which is considerably over budget and is the worst year the Library has had for tax refunds. The Library’s fiscal year ends on November 30; it looks like we will not be over budget for the year as expenses are down, though the Building Maintenance account is over budget. MOTION: Jean Hansen made a motion to transfer $315.22 of delinquent taxes from Northville Township that was sent to the Debt Fund to the Operating Fund. Mike DeFrancesco seconded the motion. Motion passed.

6. Download Destination Agreement: Julie reported that we currently have a group subscription through The Library Network (TLN) for Download Destination that we have been part of for the last nine years. The rate that we pay is based on our population. We paid $6,000 for the current year. This does not include the Advantage program for which we pay Overdrive directly. The agreement states that we will pay TLN and they will pay Overdrive. TLN would like an agreement approved by the Board of each participating library. MOTION: Jim Morché made a motion for a resolution to approve the Library Network Download Destination Participating Library Service Agreement. Paul Snyder seconded the motion. The resolution passed by a unanimous roll call vote of the Trustees present.

7. Committee Reports:

7.1 Policy Committee: The Policy Committee met on November 4 to review four Library policies. Jean Hansen presented the Policy on Investments with changes for the first reading. MOTION: Paul Snyder made a motion that the Board of Trustees accept the revised Policy on Investments with changes for the first reading. Mike DeFrancesco seconded the motion. Motion passed. Paul presented the Policy on the Safety and Well-being of Children at the Library with changes for the first reading. MOTION: Paul made a motion that the Board of Trustees accept the Policy on the Safety and Well-being of Children at the Library with changes for the first reading. Alan Somershoe seconded the motion. Motion passed. Paul presented the Policy on Social Security Number Privacy. MOTION: Paul made a motion to reaffirm the Policy on Social Security Number Privacy. Mike seconded the motion. Motion passed. Paul presented the Policy on Budget with changes for the first reading. MOTION: Paul made a motion that the Board of Trustees accept the revised Policy on Budget with changes for the first reading. Jim seconded the motion. Motion passed. There was discussion regarding the Michigan State Supreme Court’s decision not to review the issue of firearms in libraries. There are still two bills in the state legislature to add libraries to places in which firearms are prohibited as part of the Open Carry Law. The Library currently has a Code of Conduct that includes a prohibition on firearms in the building. The Policy Committee will meet on December 2 and discuss this issue.
7.2 Development Committee: Julie reported that the Development Committee met last evening, November 20. On November 14 the Annual Giving Campaign Sub-committee mailed out 550 letters to a combined mailing list of millage supporters, Friends of the Library, and previous donors to the Library Endowment. Each letter was personalized with a handwritten salutation and an added note to those who are personal acquaintances. We have received four contributions totaling $350 so far. The Fundraising Sub-committee has decided that the Library Annual Fundraiser will be a wine tasting event held on Friday, April 4, 2014 in the wine cellar at Cantoro’s Italian Market. Tickets will be $45 each, of which $35 will come to the Library. We also hope to get sponsors for the event and to raffle off gift baskets to generate additional revenue for the Library. The goal is to raise $10,000. Last year’s fundraiser raised $6,400.

8. Announcements and Comments:
      8.1 The next Finance Committee Meeting is scheduled for Tuesday, December 17, 2013 at 1:30 p.m. in the Carlo Meeting Room.
      8.2 The next Board Meeting will be on Thursday, December 19, 2013 at 7:30 p.m. in the Carlo Meeting Room.

9. Adjourn Regular Meeting: MOTION: Jim made a motion to adjourn the November Regular Board Meeting. Paul seconded the motion. Motion passed. The meeting was adjourned at 8:45 p.m.

Respectfully Submitted,
Paul Snyder, Secretary
CE 11/26/13

 

Library Board of Trustees Meeting Minutes for Thursday, September 26, 2013

1. Call to Order: Chair Bob Sochacki called the Regular Meeting to order at 7:30 p.m.

1.1 Roll Call - Present: Trustees Bob Sochacki, Joe Corriveau, Jean Hansen, Mike DeFrancesco, Paul Snyder, Alan Somershoe and Jim Morché. Also present: Julie Herrin, Library Director; Anne Mannisto, Assistant Library Director; Carla Eggert, Administrative Assistant; Judy DeFrancesco, Friends Board Member.
1.2 Approval of the Agenda: MOTION: Alan Somershoe made a motion to accept the agenda as corrected. Mike DeFrancesco seconded the motion. Motion passed.
1.3 Approval of Meeting Minutes, 8-22-13: MOTION: Jean Hansen made a motion to approve the minutes as corrected. Alan Somershoe seconded the motion. Motion passed.
1.4 Citizen Comments: None.

2. Correspondence: None

3. Director’s Report:
Statistics: Julie Herrin reported that circulation was down very slightly by a little over 1%. The door count is down by over 7%. Downloads were up by 32%. Database usage was down by a considerable amount, including our popular Morningstar and Ancestry databases. This could be a mistake or it could be due to the change we made in the algorithm for logging on to our databases remotely. Freegal was accessed by 94 patrons to download 571 songs. Brainfuse had a total usage of 478 with 41 unique visits. Jean asked Julie to research trends in the usage of the Library databases, circulation, Summer Reading and program participation over a five-year period.
Youth Programming: Fall storytimes for youth have begun. In September there were 12 programs held for children with 453 attendees.
Adult Programming: There were three programs held for adults with a total attendance of 98.
Continuing Education: Julie reported that the staff had been very busy with continuing education opportunities in September. Anne attended a webinar entitled Digging into Databases. Vicki and Patricia attended a workshop on legal resources for patrons. Julie attended a workshop on library security. Julie and Anne and two other librarians attended a workshop on the Affordable Care Act. Libraries are being promoted as a place to go for information on the Affordable Care Act so all of the librarians viewed a webinar on the law. There are five librarians attending the Michigan Library Association conference this year. One of our librarians, Wendy Mutch, is giving a presentation at the conference on our local history website, including the digitized Northville Record and oral histories online. Karen Fehl is attending the Michigan PR Group meetings.
Facilities: Julie reported that the replacement of the concrete curbing in front of the Library was done today.
Public Relations: The Library newsletter went out in the mail the first week of September. The Library has a new blog on the Northville Patch called Northville District Library Notes. We will be promoting Library events and information on the blog. Staff members and some members of the Board marched in the Victorian Festival Parade on Sept. 13. Staff and Board members attended seven open houses at the Northville Public Schools (NPS). We are meeting with the Assistive Technology Coordinator for NPS who contacted the Library to learn more about our online databases. Thanks to Paul Snyder and Joe Thomas, a new supply of books has been delivered to Allen Terrace.

4. Friends of the Northville District Library Report: Judy DeFrancesco, Board member of the Friends, reported that Aleta Lee, the Recording Secretary for the Friends, resigned. Linda Bolam, Corresponding Secretary, agreed to take on the duties of Recording Secretary as well. Jean and Paul spoke to the Friends Board about how the Friends can support the mileage renewal process. Paul stated that funds can be earmarked for this purpose and set aside. Judy asked Paul to discuss this with the Friends Treasurer, Denise Stacer. The Friends are currently halfway through their fiscal year. Their budget is on target and income is up. There will be a financial review done in the fall. Membership is up and currently stands at 250 members. The Friends Gift Store is preparing for holiday sales. Friends’ member shopping days will be held November 15-17, during which time Friends members receive 25% off their purchases. The Friends plan to discuss their contract with Mission-Based Books and their future plans at the October Friends meeting, as they are seeing a marked decrease in revenue from Mission-Based Books sales. Cheryl Pearson has begun working with Judy DeFrancesco on the Books for Babies program. The Fall Used Book Sale will be held Oct. 3-6. The Friends Preview Night is Oct. 3. This coming Sunday, September 29, is the Friends Appreciation Event “Sundaes on Sunday.” Judy invited all the Board of Trustees to attend.

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 September 2013. MOTION: Jean Hansen made a motion to approve these bills in the amount of $93,766.35 for payment. Mike DeFrancesco seconded the motion. Motion passed.
5.2 Financial Report: : Jean Hansen presented the Financial Report. We are currently 75% through our fiscal year, and have received 100% of our revenue for the year. We will be slightly over budget in the Building and Equipment Maintenance account due to the telephone system upgrade for which we still have one payment to make. Tax refunds totaled $18,765.04 for the month of August. MOTION: Jean Hansen made a motion to make a payment of $13,000 to the Municipal Employee Retirement System (MERS) Retiree Health Funding. Paul Snyder seconded the motion. Motion passed. MOTION: Jean Hansen made a motion to transfer $60,000 from the Operating Fund to the Reserve Fund for Building Preservation. Mike DeFrancesco seconded the motion. Motion passed. The accountants have reviewed the tax refund bills that we have received and determined the portion of the bill that is due from the Debt Fund, since the bill was paid entirely out of the Operating Fund. MOTION: Jean Hansen made a motion to transfer $5,386.47 from the Debt Fund to the Operating Fund. Alan Somershoe seconded the motion. Motion passed. Jean reported that the yearly payment on the debt is due on October 1. MOTION: Jean Hansen motioned to transfer $17,200 from the Debt Fund to U.S. Bank for the debt payment due. Mike DeFrancesco seconded the motion. Motion passed.

6. Proposal from SHW Group on Building Maintenance Assessment: Julie reported that she received a proposal for a building assessment from the SHW Group for $7,800. This is the same company that did the last building assessment ten years ago, though the name of the company was Duce Simmons at that time. The building assessment will provide a report on the maintenance the building will likely require in coming years and what the costs associated with that maintenance over the next five years are likely to be so that we may accurately budget. Julie was asked to arrange for a building assessment by the Finance Committee. Jim Morché asked what the cost of the assessment had been in 2003. Julie reported that it was $2,500 at that time. Bob Sochacki stated that the building assessment should not be used to justify the need for a millage in advance or to justify what has already been done. Alan Somershoe stated that it is critical to know that we have been putting aside enough funds for necessary building repairs. Jim Morché feels that another bid should be requested from another company, as he is opposed to using the same vendor that did the assessment the first time. There was discussion regarding liability and the terms of the contract for services presented by SHW Group. MOTION: Jean Hansen made a motion to hire SHW Group to perform the services listed in their proposed contract for building assessment for an amount not to exceed $7,800. Alan Somershoe seconded the motion. Motion passed with one dissenting vote. Alan asked Julie to ask SHW Group if it would be possible to have the assessment back in time for the November Board meeting.

7. Committee Reports:

7.1 Development Committee: Julie reported that at their Strategic Planning meeting in August the Development Committee established three subcommittees. The three subcommittees were formed for the following purposes: to create the annual mailing; to plan the fundraising event; and to identify possible major donors and foster relationships with previous donors. The subcommittee to plan the Annual Giving Campaign met yesterday to discuss who should be on the mailing list for this year’s solicitation letter. The Committee decided to send this year’s solicitation letter to members of the Friends, past supporters of the library millage and previous donors to the Library Endowment. The letter will go out in the mail in mid-November.

8. Announcements and Comments:

8.1 The next Finance Committee Meeting is scheduled for Tuesday, October 22, 2013 at 1:30 p.m. in the Carlo Meeting Room.
8.2 The next Board Meeting will be on Thursday, October 24, 2013 at 7:30 p.m. in the Carlo Meeting Room.

9. Adjourn Regular Meeting: MOTION: Jim Morché made a motion to adjourn the September Regular Board Meeting. Joe Corriveau seconded the motion. Motion passed. The Meeting was adjourned at 8:40 p.m.

Respectfully Submitted,
Paul Snyder, Secretary
CE 09/30/13

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