Board

  • Call the Meeting to Order
  • Call to Audience (5 min. maximum)
  • Approval of Agenda
  • Approval of General Meeting Minutes
  • Communications
  • Report of the Library Director
  • Trustee Comments
  • Old Business
    • Approve Exhibits & Display Policy revision as presented
    • Approve Paid Medical Leave policy revision as presented
  • New Business
    • 2018 Audit presentation (Plante Moran)
    • Accept 2018 Audit as presented
    • 1st Quarter Budget Amendment
    • 2020 Budget Discussion – expenditures
      • Capital Replacement Schedule
    • Audit Services
  • Call to Audience (5 min. maximum)
  • Adjourn

 

The Chairperson, Amy Watts, called the meeting to order at 7:30 PM.

Present:           Nancy Eggenberger, Jasmine Lee, Jane Pandit, Don Turner, Amy Watts

Absent:            Michelle Farell

Also Present:  E. Davis, K. Gladden

  • CALL TO AUDIENCE  (R. Bonner, R. Fairchild, K. Hedrick, A. Iqbal, M. Jordan,  D. McHugh, M. Nicholson, R. Noble, D. Stein, N. Szczepanski) – None          
  • APPROVAL OF AGENDA

   The agenda was approved by unanimous consent.

  • APPROVAL OF GENERAL MEETING MINUTES

   The minutes were approved by unanimous consent.

  • COMMUNICATIONS — None
  • DIRECTORS REPORT — Secretary/Treasurer Jane Pandit is interested in attending the Friends of Michigan Libraries Trustees Workshop in Novi; if any other trustees are interested, there is money in the budget for that purpose.
    • The Livonia Public Library, which is part of The Library Network’s Shared Automation System, has instituted a new policy, directed at non-resident patrons from stand-alone libraries, which requires their home library to complete a “Patron in Good Standing” form before the patrons can use their library cards at any of the Livonia library branches. Our attorney has reviewed the form, and in her opinion the form is a violation of the Library Privacy Act. Eva Davis has contacted the Director of the Livonia Public Library, asking the LPL to reconsider their position. Davis has informed LPL and the entire TLN membership that Canton Public Library staff will not complete these forms  unless they comply with state law and the TLN cooperative Plan of Service and guidelines for reciprocal borrowing.
    • We are 16% through 2019, and on track with a few of the usual exceptions. Fringe Benefits are trending higher due to the MERS lump sum payment that was made early in the year.  Also, many contracts and licensing fees are paid in January, so Professional and Contractual is also trending higher.
  • TRUSTEE COMMENTS — Vice Chair Nancy Eggenberger will not be present for the board meeting in May. She further advised that a change in her work schedule may result in her absence at meetings from September through December. This situation may change, however; she will keep the board apprised.
  • COMMITTEE REPORTS — None
  • OLD BUSINESS — Revised Freedom of Information Act (FOIA) Policy

   N. Eggenberger moved and J. Pandit supported the Resolution to accept the revised Freedom of Information Act
   (FOIA) Procedures and Guidelines as presented.

   ROLL CALL VOTE

   Yes: D. Turner, J. Lee, J. Pandit, N. Eggenberger, A. Watts

   No:  None

   Abstain: None

   The motion passed 19/3‑21-1 (5-0-0)

  • NEW BUSINESS
    • ENGIE Services Study Presentation  — Ken Hedrick of ENGIE Services made a brief PowerPoint presentation of the Program Development Analysis report created by the firm in December 2018. With the assistance of ENGIE team members Rob Fairchild and Dan Stein, he answered a variety of questions put to him by each of the board trustees. The board will have an in-depth discussion regarding ENGIE’s proposal at the April board meeting, when trustee Michelle Farell will also be present.
    • State Paid Medical Leave Act Discussion — Late in the last legislative session, the Michigan House and Senate passed the Michigan Paid Medical Leave Act, which goes into effect as of March 29, 2019. The board was given different options whereby the library will be in compliance with the new law; they will vote on their preferred option at the April meeting.
    • Exhibit and Display Policy Revision (1st reading)— The expiration of the library’s contract and subsequent removal of the Everything Canton display, plus a revision of how long postings are maintained on the lobby display wall and bulletin board, necessitate changes to the Exhibit and Display Policy. The board will vote on this revised policy at the April meeting.
    • 2020 Budget Discussion (Expenditures) — Library Materials —Proposed increases for Hoopla and Kanopy e-streaming services would finally boost the library materials budget expenditures to 15%. This would allow patrons to checkout more e-books, e-audiobooks and e-videos from the two popular services.
  • CALL TO AUDIENCE – None
  • ADJOURN

   The meeting was adjourned at 8:50 PM.  

  • Call the Meeting to Order
  • Call to Audience (5 min. maximum)
  • Approval of Agenda
  • Approval of General Meeting Minutes
  • Communications
  • Report of the Library Director
  • Trustee Comments
  • Old Business
    • Revised Freedom of Information Act (“FOIA”) Policy (2nd Reading)
  • New Business
    • ENGIE Services study presentation
    • State Paid Medical Leave Act
    • Exhibits & Display Policy revision (1st reading)
    • 2020 Budget Discussion — expenditures
      • Library materials – review library recommendation, determine budget as a % of total revenues for 1st draft budget
  • Call to Audience (5 min. maximum)
  • Adjourn

 

  • Call the Meeting to Order
  • Call to Audience (5 min. maximum)
  • Approval of Agenda
  • Approval of General Meeting Minutes
  • Communications
  • Report of the Library Director
  • Trustee Comments
  • Old Business — None
  • New Business
    • Revised Freedom of Information Act (“FOIA”) Policy (1st Reading)
    • 2020 Budget Discussion — expenditures
      • MERS pension — review library recommendation, determine employer contribution for 1st draft budget
    • 2018 Endowment Fund campaign review
  • Call to Audience (5 min. maximum)
  • Adjourn

 

The Chairperson, Amy Watts, called the meeting to order at 7:31 PM.

Present:           Nancy Eggenberger, Michelle Farell, Jasmine Lee, Jane Pandit, Don Turner, Amy Watts

Absent:            None

Also Present:  E. Davis, K. Gladden

  • CALL TO AUDIENCE  (L. Golden,  M. Nicholson) – None      
  • APPROVAL OF AGENDA

    The agenda was approved by unanimous consent.

  • APPROVAL OF GENERAL MEETING MINUTES

    The minutes were approved by unanimous consent.

  • COMMUNICATIONS — Director Eva Davis met with Beth Meade and Darice Schubatis of the Canton Community Foundation, who extended to the trustees the offer of a seat on the foundation’s Finance and Investment Committee, which meets quarterly. Davis also discussed possible ramifications to the library from the Canton Community Foundation’s recent merger with the Plymouth Community Foundation.
  • DIRECTORS REPORT — The financials are unaudited figures as of December 31, 2018 and do not reflect the fund balance transfer. The auditors will present their report to the board in April, at which time the financial statements will be closed out.
  • TRUSTEE COMMENTS — None
  • COMMITTEE REPORTS — None
  • OLD BUSINESS — None
  • NEW BUSINESS
    • Preliminary 2019 Monthly Board Meeting Agendas  — Davis informed the board that the March meeting would include a presentation by the engineering firm, Engie Services.

    She additionally advised that late changes by the previous legislature to the Michigan Freedom of Information 
    Act will require revisions to the library’s FOIA procedure. Anne Seurynck, the library’s attorney, is reviewing it
    now and the board will vote on the revision at an upcoming meeting. It is also time to review the library’s Patron
    Code of Conduct, which will be appended to an upcoming agenda.

    The February audit of the 2018 fiscal year will be the final one of our three-year engagement with Plante
    Moran.  In May, the board will discuss whether to do a Request for Proposal; to sign another multi-year
    agreement with Plante Moran; or to proceed on a year-by-year basis with them.

  • Board Committee Assignments — The board deferred appointing members to potential committees (audit selection, director’s evaluation) until a later date.
  • CALL TO AUDIENCE – None
  • ADJOURN

    The meeting was adjourned at 7:48 PM.  

  • Call the Meeting to Order
  • Call to Audience (5 min. maximum)
  • Approval of Agenda
  • Approval of General Meeting Minutes
  • Communications
  • Report of the Library Director
  • Trustee Comments
  • Unfinished Business — None
  • New Business
    • Preliminary 2019 Monthly Board Meeting Agendas
    • Board Committee Assignments
  • Call to Audience (5 min. maximum)
  • Adjourn

 

The Chairperson, Michelle Farell, called the meeting to order at 7:31 PM.

Present:           Nancy Eggenberger, Michelle Farell, Jane Pandit, Don Turner, Amy Watts

Absent:            Jasmine Lee

Also Present:  E. Davis, K. Gladden

  • CALL TO AUDIENCE  (L. Golden, D. McHugh, M. Nicholson, R. Noble, N. Szczepanski) – None          
  • APPROVAL OF AGENDA

The agenda was approved by unanimous consent.

  • APPROVAL OF GENERAL MEETING MINUTES

The minutes were approved by unanimous consent.

  • COMMUNICATIONS — Community Relations provided a public relations packet which included letters from Achieve Charter Academy students.
  • DIRECTORS REPORT — The library is 92% of the way through 2018 as of 11/30.  Some income items are over 100% and will be addressed in the 4th Quarter Budget Amendment. Overdue fines are lower than expected, most likely due to improved notification of material due dates (such as text messaging from ShoutBomb). Some expenditure items are below 92% spent and the unused funds will be reallocated in the 4th Quarter Budget Amendment to offset the Fund Balance transfer. Capital Outlay and Insurance have fallen in line.
  • TRUSTEE COMMENTS — None
  • COMMITTEE REPORTS — None
  • OLD BUSINESS 

Nomination and Election of 2019 Board Officers  — D. Turner moved and M. Farell supported a motion to elect the slate of officers discussed at the November meeting: Chair Amy Watts; Vice Chair Nancy Eggenberger; and Secretary/Treasurer Jane Pandit.

The motion passed unanimously 18/12-18-1.

       The motion passed unanimously 18/12-18-2.

  • NEW BUSINESS
    • 4th Quarter Budget Amendment — N. Eggenberger moved and A. Watts supported a motion to approve the 4th Quarter Budget Amendment as proposed.
    • Approve Fund Balance Transfer — N. Eggenberger moved and A. Watts supported a motion to approve the Fund Balance transfer for Capital Projects as proposed, not to exceed $799,639.

       The motion passed unanimously 18/12-18-3.

  • CALL TO AUDIENCE – None
  • ADJOURN

The meeting was adjourned at 7:47 PM.  

  • Call the Meeting to Order
  • Call to Audience (5 min. maximum)
  • Approval of Agenda
  • Approval of General Meeting Minutes
  • Communications
  • Report of the Library Director
  • Trustee Comments
  • Nomination and Election of 2019 Board Officers
  • 4th Quarter Budget Amendment
  • Approve Fund Balance Transfer for Capital Projects
  • Call to Audience (5 min. maximum)
  • Adjourn

 

The Chairperson, Michelle Farell, called the meeting to order at 7:30 PM.

Present:           Nancy Eggenberger, Michelle Farell, Jasmine Lee, Don Turner, Amy Watts

Absent:            Jane Pandit

Also Present:  E. Davis, K. Gladden

  • CALL TO AUDIENCE  (L. Golden, A. Iqbal, M. Nicholson, C. Symanns, N. Szczepanski) – None    
  • APPROVAL OF AGENDA

The agenda was approved by unanimous consent.

  • APPROVAL OF GENERAL MEETING MINUTES

The minutes were approved by unanimous consent.

  • APPROVAL OF CLOSED SESSION MINUTES

The minutes were approved by unanimous consent.

  • COMMUNICATIONS — None
  • DIRECTORS REPORT — The library is 83% of the way through 2018.  Due to payments made earlier in the year, Insurance and Capital Outlay are still trending higher; the Capital Outlay costs will be addressed by the Fund Balance transfer in December.

   The Information Services department is losing part-time librarian Josh Menter and substitute librarian Meghan  
   McGowan; their positions will be posted for replacement.

   The paver walkway from the Canton Center sidewalk to the sidewalk outside the Teen Place area is on
   schedule to be installed the week of November 19.

   There has been an issue with managing the temperature in the building. Trane has been called in and parts are 
   on order for two units. Jim has been doing a great job with these old units but they are nearing  end of life.

   The Engie engineering agreement has been forwarded to the attorney for review.

   Director Eva Davis thanked Chair Michelle Farell and Trustee Jane Pandit for attending the retirement
   reception for Rebecca Havenstein-Coughlin.

  • TRUSTEE COMMENTS — None
  • COMMITTEE REPORTS — None
  • OLD BUSINESS  
    • Revised Employee Handbook Policy  — N. Eggenberger moved and D. Turner supported a motion to approve the Employee Handbook Policy as amended.                                                                                         
      The motion passed unanimously 18/11-15-1.
    • Revised Circulation Policy — D. Turner moved and N. Eggenberger supported a motion to approve the Circulation Policy as amended.
      The motion passed unanimously 18/11-15-2.
  • NEW BUSINESS
    • Library Fundraising — At the request of Vice-Chair D. Turner, the board members discussed the overall appropriateness of a taxpayer-funded institution additionally soliciting donations, specifically the annual Endowment Fund campaign. Consensus was to revisit the issue at a later date, when the board could see how the 2018 campaign (already in progress) fared with Canton taxpayers.
    • Discussion of 2019 Officers — Chair M. Farell proposed that the 2019 officers’ slate be comprised of two newer board members and one veteran board member. The board will take up the discussion again in December, when Trustee J. Pandit will be present, and will vote on the new officers at that time.
  • CALL TO AUDIENCE – None
  • ADJOURN

The meeting was adjourned at 8:19 PM.  

  • Call the Meeting to Order
  • Call to Audience (5 min. maximum)
  • Approval of Agenda
  • Approval of General Meeting Minutes
  • Approval of Closed Session Minutes
  • Communications
  • Report of the Library Director
  • Trustee Comments
  • Old Business
    • Revised Employee Handbook Policy (2nd reading)
    • Revised Circulation Policy (2nd reading)
  • New Business
    • Library Fundraising
    • Discussion of 2019 officers
  • Call to Audience (5 min. maximum)
  • Adjourn

 

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