Regular Meeting Minutes
Thursday, April 22, 2010 – 7:30 p.m.
Northville District Library Carlo Meeting Room

1.    Chairperson Joe Corriveau called the Regular Meeting to order at 7:31 p.m. 

1.1    Roll Call - Present:  Trustees Joe Corriveau, Robert Sochacki, Alan Somershoe, Judy Sherman, Jean Hansen, and Jim Morché.  Also present:  Julie Herrin, Director; Anne Mannisto, Assistant Director; Judith Williams, Administrative Assistant; and Paul Snyder, President of the NDL Friends.  In the audience: Library staff members Al Smitley and Denise LaMotte. 
Absent:  Trustee Mike DeFrancesco.
1.2    Approval of the Agenda:  MOTION:  Jean Hansen made a motion to approve the agenda.  Alan Somershoe seconded the motion.  Motion passed.
1.3    Approval of the Regular Board Meeting minutes for March 18, 2010:  MOTION:  Robert Sochacki moved to accept the minutes for the Board Meeting of March 18, 2010, as corrected.  Alan Somershoe seconded the motion.  Motion passed.
1.4    Approval of the Minutes for the Executive Session held on March 18, 2010.  MOTION:  Jean Hansen moved to accept the minutes for the Executive Session on March 18, 2010 as presented.  Judy Sherman seconded the motion.  Motion passed.
1.5    Citizen Comments:  None.

2.    Correspondence:  Julie read a note from Northville Girl Scouts thanking the Library for allowing them to hold meetings in the Carlo Meeting Room four times each year.  Their note came with a box of Girl Scout Cookies that were enjoyed by the Board Members.  Julie also distributed copies of the Friends of the Library’s Annual Report for the Board Members to review. 

3.    Director’s Report:
Statistics:  Julie noted that the March statistics show circulation to be up 8.5% over last year.  She noted that these numbers were compiled prior to the closing of the Novi Library but could be up because Novi stopped accepting “holds” in January.  She commented that there will likely be a greater increase in numbers in April and May when Novi is closed and their patrons come here.  The door count has increased by 9.5% this month.  Computer use has also increased dramatically.  Database usage is steady.  Website visits have also increased, to 25,722 in March 2010. 
Youth Programming:  The Youth Department has held 32 events this month, with a total of 883 children attending.  A group of 45 6th grade students from Our Lady of Victory School attended a program on databases and were able to practice accessing and searching them following the presentation.  The Battle of the Books was a great success again this year with a total of 163 students participating and a total attendance of 343 for the event. 
Adult Programming:  The Adult Services Department held several programs this month.  The Foreign Film Series hosted 32 viewers this month.  The Program Going beyond Google had 31 attendees.  The Book Discussion had 20 participants, and the Home Safe Home Program hosted 39 people. 
Community Read Program:  The Library will be participating with the Novi, Salem-South Lyon, Wixom and Lyon Township Libraries in a Community Read Program this fall.  The selected book is “Annie’s Ghosts: a journey into a family secret,” by Steve Luxenberg. There will be a program here on Eloise on September 29, a special book discussion here on October 25, and a presentation by the author at the Novi Library on October 21.
Facilities: Julie reported that the re-lamping of the Library’s upper level is complete.  Plans are to proceed with re-lamping the lower level with the generous financial support of the Friends of the Library. There will be a meeting with the City and School District next week regarding the proposal to consolidate the energy source for the public buildings in the area.  This was originally proposed last year and is now being revisited.  Julie also reported that she would like the Board to consider replacing some of the windows in the Carlo Meeting Room with ones that open.  As a preliminary step, the company that installed the original windows was contacted for pricing on this project.  The Board requested that additional research be done and competitive bids be obtained to present to the Board at the May meeting. 
Public Relations:  Julie reported that a very complimentary editorial about the Northville District Library was published in the Northville Record during National Library Week.  She also reported that the Library shared an exhibit with the Friends of the Library at the Taste of Northville last month.  Also she and Anne Mannisto attended the State of the Community Luncheon on Wednesday, April 21, where they were able to distribute flyers about Library services to many of the attendees present. 

Jim Morché suggested that a Microsoft program on protecting children on the Internet would offer valuable information to the community.  Julie indicated that this would be considered at the next meeting on program planning. 

4.    Friends Report:  Friends President Paul Snyder noted that the Friends Annual Meeting was held on Sunday, March 21.  The event included State Representative Marc Corriveau and Dr. Charles Hansen, President of the Friends of Michigan Libraries (FOML), and featured Irish music.  He reported that the Friends have initially approved $28,350 of the Library’s Wish List.  He stated that the Friends have formally ended their relationship with Randall Books; subsequently, he has received letters of resignation from Andrea and Chuck Murdock and Margaret Emminger related to their duties with the used books.  Joe Thomas has been appointed the new Used Book Director for the Friends.  Paul also stated that there are still tickets available for the Friends’ Book and Author Luncheon on Friday, May 7, to be held at the Fox Hills Country Club.  The tickets can be purchased at the Library’s Circulation Desk.

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 April 2010 as presented to the Board.  Robert Sochacki seconded the motion.  Motion passed.
5.2    Jean distributed the Financial Reports for March.  She noted that the Financial Reports were on target and unremarkable, except for one small issue.  She explained that funds received from the City were electronically transferred to the incorrect account and therefore a correction needed to be made.  MOTION:  Jean made a motion to transfer $495.74 from the Debt Account to the Operating Account to make the adjustment.  Jim Morché seconded the motion.  Motion passed. 
5.3    Jean noted that there are very limited ways that the Library can increase its revenue.  One way is to increase Library Overdue Fines.  MOTION:  Jean made a motion to increase Library Fines from 10 cents to 20 cents per day on all applicable items, effective July 1, 2010.  Alan Somershoe seconded the motion.  Motion passed.  It was noted that this increase in fines would be announced in the next newsletter, which will be distributed the first week in June. 
5.4    MOTION: Jean made a motion to amend the current Operating Budget, as follows: 1) reduce Building Maintenance from $77,000 to $65,000; 2) reduce TLN and Baker/Taylor Fees from $10,000 to $6,000; 3) reduce Special Programs from $10,000 to $8,000; 4) reduce Advertising from $500 to $150; and 5) increase the budgeted amount for Auditing Services from $7,000 to $9,000.  With these amendments, the amount needed to balance the 2010 Budget would be reduced from $68,800 to $43,450.  Jim Morché seconded the motion.  Motion passed.
5.5    Jean Hansen distributed a new 5-year plan projection (on blue paper) based on new revenue figures from the Township and City.  These figures, which show the increased Library fines and reflect the budget cuts that are being initiated in FY 2010, mean that the Library could lose both its Essential and Enhanced status ratings from the Library of Michigan with the drastic decrease in Acquisitions.  She then distributed a 5-year plan projection ( on lavender paper) which demonstrated cost savings to the Library if it were to reduce personnel costs by closing on 32 Fridays during the school year and furloughing staff members.  This scenario would have the Library open on Fridays (while still closing on Sundays) during the summer months.  The estimation is that $3,500 would be saved for each Friday that the Library is closed, with a total of $112,000 in savings to the wages line item.  Possible reductions related to closing one day will be discussed with Plante & Moran to get a clear estimate of savings.
5.6    The Board discussed the options in proceeding with a millage campaign.  The initial determination is that a millage proposal would not be placed on the ballot in August, but would be pushed back to the November election.  This would mean that the 2011 Budget would need to be based on current figures from the City and Township and the assumption that the only revenue increase would be from the increase in Library Fines.  Jean suggested holding public information sessions to explain the need for a millage for the Library.  The conclusion of the Board members was that any public session should be held after the planning session with Bill Schroer, tentatively planned for mid-June.  The date selected for the Public Information Session is Wednesday, July 21 at 7:00 p.m.  Following that, a millage committee would need to be formed and Library supporters should be targeted.  The Library needs the opportunity to explain how the reduction in revenue would impact Library services.  The Board also discussed having information in the June newsletter, informing residents of the financial constraints facing the Library

6.    Committee Reposts:
Finance Committee
The Finance Committee scheduled a special meeting on Thursday, May 6 at 7 p.m. in the Youth Activity Room to continue developing the 2011 Budget. 

7.    Announcements and Comments

The next regular monthly Finance Committee meeting will be held on Tuesday, May 25 at 10:00 a.m. in the Carlo Meeting Room.   The Regular May Board Meeting will be held at 7:30 p.m. on Thursday, May 27, 2010, in the Carlo Meeting Room. 

MOTION:  Jim Morché made a motion to adjourn the Regular Meeting.  Bob Sochacki seconded the motion.  Motion passed.  The Meeting was adjourned at 9:10 p.m.
Respectfully Submitted,
Mike DeFrancesco
JW 4/23/10