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Library Board Meeting Agenda — Thursday, December 17, 2015

Thursday, December 17, 2015, 7:30 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
  • Committee Reports
    • None
  • Unfinished Business and General Orders
    • Nomination and Election of 2016 Board Officers
    • Director's Evaluation
  • New Business
    • 4th Quarter Budget Amendment
    • Preliminary Monthly Agenda Planning
  • Call to Audience (5 min. maximum)
  • Adjourn

(Draft) Board Meeting Minutes — Thursday, November 19, 2015

Trustee T. Hartnett asked for a moment of silence, honoring the victims of recent worldwide terrorist attacks, to be observed before the meeting was called to order.

The Chairperson, Nancy Eggenberger, called the meeting to order at 7:31 PM

  • Present:
    N. Eggenberger, M. Farell, J. Fausone, S. Foster, T. Hartnett, D. Turner
  • Absent:
    None
  • Also Present:
    E. Davis, K. Gladden

Call to Audience

(L. Golden, R. Havenstein-Coughlin, D. McHugh, M. Nicholson, L. Papa, N. Szczepanski, K. Young) – E. Davis introduced Friends of the Library board member Kathy Young (also a former Canton Public Library board trustee.)

Approval of Agenda

The agenda was approved by unanimous consent.

Approval of General Meeting Minutes

The minutes were approved by unanimous consent.

Communications

None

Director’s Report

E. Davis informed the board that, in the course of evaluating the library parcel in preparation for the proposed real estate transfer from Canton Township, Northwest Consultants discovered that some of the library storm drains have standing water. This is an indication of blockage of some of the library storm drains to the retention ponds. This information had just become available the previous day and Building Manager J. Laffey will be in contact with potential contractors for estimates to fix the problem; Trustee J. Fausone suggested a firm to contact to Business Service Department Head M. Nicholson. Davis had a meeting scheduled with Northwest Consultants for Friday, November 20 regarding the preliminary engineering and surveying work they’ve completed.

(Draft) Closed Session Minutes — Thursday, November 19, 2015

Thursday, November 19, 2015

8:50 PM

Canton Public Library – Community Room

Closed session to discuss library director's evaluation, per request by E. Davis.

  • Present: N. Eggenberger, M. Farell, J. Fausone, S. Foster, T. Hartnett, D. Turner

The board moved into closed session to discuss the library director's evaluation for 2015.

Tom Hartnett moved and Sommer Foster supported a motion to return to open session.

The motion passed unanimously 15/11-19-3CS

Library Board Meeting Agenda — Thursday, November 19, 2015

Thursday, November 19, 2015, 7:30 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
    • Michigan Library Association Conference 
  • Committee Reports
    • Finance Committee
      • Fund Balance Assigned for Employee Benefits 
  • Unfinished Business and General Orders
    • None
  • New Business
    • Canton Community Foundation Fundraiser
    • 2015 Library Board Holiday party
    • 2016 Library Board Officers
    • Director's Evaluation
  • Call to Audience (5 min. maximum)
  • Adjourn

Board Meeting Minutes — Thursday, October 15, 2015

The Chairperson, Nancy Eggenberger, called the meeting to order at 7:35 PM

  • Present:  N. Eggenberger, M. Farell, J. Fausone, S. Foster, T. Hartnett, D. Turner
  • Also Present: E. Davis, S. Sharma

Call to Audience

(H. Ahmad, P. Jenkins, M. Nicholson, R. Havenstein-Coughlin, L. Papa, N. Szczepanski, L. Golden, D. McHugh, L. Davis-Craig) - None

Approval of Agenda

The agenda was approved by unanimous consent.

Approval of Budget Hearing Minutes

The minutes were approved by unanimous consent.

Approval of General Meeting Minutes

The minutes were approved by unanimous consent.

Communications

E. Davis distributed an aerial map of the library to the trustees showing parcel boundary lines proposed by the township and asked for their questions and feedback. The director will confirm with the township its plan for Veteran’s Way and pass on the questions from the trustees about the drainage on the proposed parcel.

Trustee D. Turner asked about communication plans for the 2016 renovation of the children’s library. Davis and L. Golden outlined the communication plan, using the CPL website, a direct mailing to every address in the township informing them specifically about the children’s library renovation project, the e-newsletter, a press release to local media, and signage in the library.

Director’s Report

In response to a question by trustee T. Hartnett about staff day, Davis spoke about the team building activities and some of the partner organizations the staff toured.

Davis also spoke about her presentation at the Detroit Public Library Staff Development Day.

Library Board Meeting Agenda-October 15, 2015

Thursday, October 15, 2015, 7:30 PM

  • Call the Meeting to Order
  • Call to Audience (5 min. maximum)
  • Approval of Agenda
  • Approval of Budget Hearing Minutes
  • Approval of General Meeting Minutes
  • Administrative Reports
    • Communications
    • Report of the Library Director
    • Trustee Comments
  • Committee Reports
    • None
  • Unfinished Business and General Orders
    • None
  • New Business
    • Presentation- Overview of plans for children’s materials during 2016 renovation (presented by Lisa Davis- Craig)
    • Strategic Plan Update
    • Timeline and process for director’s evaluation
    • Fund Balance Assigned for Employee Benefits
    • Proposed 3rd Quarter Budget Amendment
  • Call to Audience (5 min. maximum)
  • Adjourn

Board Meeting Minutes — Thursday, September 17, 2015

The Chairperson, Nancy Eggenberger, called the meeting to order at 7:52 PM

  • Present:
    Present: N. Eggenberger, M. Farell, J. Fausone, S. Foster, T. Hartnett, D. Turner
  • Also Present: E. Davis, K. Gladden

Call to Audience

(H. Ahmad, C. de Bear, R. Havenstein-Coughlin, D. McHugh, M. Nicholson, L. Papa, S. Sharma, N. Szczepanski, R. Wolshon) - None

Approval of Agenda

The agenda was approved as amended by unanimous consent.

Approval of General Meeting Minutes

The minutes were approved by unanimous consent.

Communications

 E. Davis shared a letter from Canton Township, confirming their receipt of the board resolution regarding the bond issue, and also reiterated their intent to cooperate fully with the library to complete the matter in as timely a manner as possible. Since the library property is part of a larger parcel belonging to the township, it is likely that a survey will need to be commissioned in order to split the library parcel off from the township property. The township’s lawyer has indicated that all necessary documents are present and the township is proceeding to reconstitute the Building Authority. They hope to complete the transaction by the end of the year.

Davis will be unable to attend a Canton Chamber of Commerce function (Wednesday, October 7 at 11:30 AM at the Summit on the Park) where the library will be honored for its 35th anniversary as a member of the chamber. Trustee J. Fausone will represent the library and any other interested board members may attend as well.

Budget Hearing Minutes — Thursday, September 17, 2015

The hearing was called to order by the Chairperson, Nancy Eggenberger, at 7:30 PM.

Present: N. Eggenberger, M. Farell, J. Fausone, S. Foster, T. Hartnett, D. Turner

Also Present: E. Davis, K. Gladden

Call to Audience

(H. Ahmad, C. deBear, R. Havenstein-Coughlin, D. McHugh, M. Nicholson, L. Papa, S. Sharma, N. Szczepanski, R. Wolshon) - None

Budget Hearing

The Proposed 2016 Budget Hearing was opened for discussion.

2016 Proposed Budget Approval

M. Farell moved and S. Foster supported the motion to adopt the Proposed 2016 Budget amount of $6,045,250. (See Attachment A)

Roll Call:

T. Hartnett: yes

D. Turner: yes

J. Fausone: yes

M. Farell: yes

S. Foster: yes

N. Eggenberger: yes

The motion passed unanimously, 15/9-17-1BH

Tax Resolution

M. Farell moved and T. Hartnett supported the resolution to approve certifying the rate for tax levy of 1.5437 mills for the fiscal year ending December 31, 2016. (See Attachment B)

In the ensuing brief discussion, Trustee J. Fausone indicated his belief that a budget and supporting millage resolution assuming a 100% property tax collection rate should have been presented for board approval. Since it was not, it was his preference that the alternative Resolution (B), with a levy of 1.5275 mills, be approved.

Roll Call:

T. Hartnett: yes

D. Turner: yes

J. Fausone: no

Library Board Meeting Agenda — Thursday, September 17, 2015

Thursday, September 17, 2015, 7:30 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
  • Committee Reports
    • None
  • Unfinished Business and General Orders
    • Proposed 2016 Schedule of Board Meetings and Library Closures
  • New Business
    • Connect Your Summer 2015 Review (Megan Hathaway and Nichole Welz)
    • Overview of plans for 2016 Children’s Library and Restroom Renovations; Dumpster Expansion (Chris de Bear, Library Design Associates)
    • Approval of Library Design Associates proposal for Children’s Library Renovation (not to exceed $761,825)
    • Approval of Library Design Associates proposal for Children’s Restroom Renovations (not to exceed $86,475)
    • Approval of Library Design Associates proposal for Dumpster Expansion (not to exceed $120,000)
  • Call to Audience (5 min. maximum)
  • Adjourn

Budget Hearing Agenda — Thursday, September 17, 2015

Thursday, September 17, 2015, 7:30 PM

  • Call the Meeting to Order
  • Call to the Audience
  • Approval of 2016 Budget as Presented
  • Approval of Resolution Certifying a Rate of Tax Levy for the Fiscal Year Ending December 31, 2016
  • Adjournment of Budget Hearing

Board Meeting Minutes — Thursday, August 20, 2015

The Chairperson, Nancy Eggenberger, called the meeting to order at 7:32 PM

  • Present: N. Eggenberger, M. Farell, J. Fausone, S. Foster, D. Turner
  • Absent: T. Hartnett
  • Also Present: E. Davis, K. Gladden

Call to Audience

(H. Ahmad, D. McHugh, M. Nicholson, L. Papa, S. Sharma, 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

E. Davis shared an email received from the family that won the Super Mega Ultra badge prize for Connect Your Summer.

A flyer from the Canton Response to Hate Crime Coalition (CRHCC) was also provided for the board’s perusal.

Director’s Report

The Friends of the Library will sponsor a ribbon-cutting dedication ceremony for the Wings of Wonder butterfly garden at 6:00 PM on Monday, September 21. The families of the late Gerald Smith (husband of long time Friends bookstore volunteer Nancy Smith who passed away this year) and of Nancy Spencer (long time Friends board member who passed away three years ago) will be recognized with individual plaques memorializing the funds the families contributed toward the creation of the butterfly garden.

The final principal bond payment was hand-delivered to the township on August 20. The final October 1 interest payment is due September 1; it will appear on the 3rd Quarter Budget Amendment. The township is in the process of reconstituting the Building Authority and Davis will be meeting with them on September 2 regarding the next steps.

Library Board Meeting Agenda — Thursday, August 20, 2015

Thursday, August 20, 2015, 7:30 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
  • Committee Reports
    • Finance Committee
  • Unfinished Business and General Orders
    • Proposed 2016 Budget & 2017-2018 Projections (1st Draft)
  • New Business
    • Canton Response to Hate Crimes Coalition "Not in Our Town" Resolution
    • Proposed 2016 Schedule of Board Meetings and Library Closures
  • Call to Audience (5 min. maximum)
  • Adjourn

Board Meeting Minutes — Thursday, July 23, 2015

The Chairperson, Nancy Eggenberger, called the meeting to order at 7:30 PM

  • Present: N. Eggenberger, M. Farell, T. Hartnett, D. Turner
  • Absent: J. Fausone, S. Foster
  • Also Present: E. Davis, K. Gladden

Call to Audience

(L. Golden, R. Havenstein-Coughlin, D. McHugh, M. Nicholson, L. Papa, S. Sharma, N. Szczepanski) – E. Davis introduced Business Services Administrative Assistant Shipra Sharma to the board)

Approval of Agenda

The agenda was approved as amended by unanimous consent.

Approval of General Meeting Minutes

The minutes were approved by unanimous consent.

Communications

E. Davis shared a letter from Canton Leisure Services director Debbie Bilbrey-Honsowetz, thanking the library for closing during Liberty Fest, thus freeing up parking space for festival-goers.

Director’s Report

The Internet service upgrade (from 50- to 100-megabits) went smoothly; Davis congratulated IT Department Head L. Papa and his team.

The annual staff picnic will be held on Thursday August 27, from 11:30 AM-1:30 PM; the board members are all invited. The Friends of the Library will make the presentation(s) of their annual Education Award scholarship(s) at noon.

Davis reviewed the financial reports, which again indicate that the Professional & Contractual, Insurance and Capital Outlay expenses are still trending high. The rest of the reports indicate that the library is on target at the midpoint of the budget year.

Library Board Meeting Agenda (*amended)— Thursday, July 23, 2015

Thursday, July 23, 2015, 7:30 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
  • Committee Reports
    • Finance Committee
  • Unfinished Business and General Orders
    • None
  • New Business
    • Proposed 2016 Budget & 2017-2018 Projections (1st Draft)
    • Proposed 2nd Quarter Budget Amendment
    • Story of the Month: Circulation Comparisons (with Nancy Szczepanski)
  • Call to Audience (5 min. maximum)
  • Adjourn

Board Meeting Minutes — Wednesday, June 17, 2015

The Chairperson, Nancy Eggenberger, called the meeting to order at 7:30 PM

  • Present:
    N. Eggenberger, M. Farell, J. Fausone, S. Foster, D. Turner
  • Absent:
    T. Hartnett
  • Also Present:
    E. Davis, K. Gladden

Call to Audience

(H. Ahmad, L. Golden, R. Havenstein-Coughlin, M. Nicholson, L. Papa, E. Pare, 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

Director’s Report

Eva Davis informed the board that a commission check in the amount of $619 had been received from the vending machine company, Sterling Services, for the period 3/26 through 4/30/2015. Business Services department head Marian Nicholson is monitoring service compliance from Sterling.

Liberty Fest begins at 1:00 PM on Thursday, June 18. The library will close at 3:00 PM Thursday and not reopen until Sunday June 21 at noon. Abe Vinitski of Canton Township Leisure Services will direct that the street sweepers clean the library parking lots prior to the Sunday reopening.

Davis reminded the board that the Friends of the Library were holding their annual dinner/meeting on June 24; they should RSVP if they have not already done so.

Monday June 15 was the official start to Connect Your Summer; 2,500+ people checked out 7,000+ items.

Also on Monday, State Representative Kristy Pagan booked the Community Room for a July 13 community forum on paid sick leave.

Library Board Meeting Agenda — Wednesday, June 17, 2015

Wednesday, June 17, 2015, 7:30 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
  • Committee Reports
    • None
  • Unfinished Business and General Orders
    • Transfer of Endowment Fund
    • FOIA Policy (2nd Reading)
  • New Business
    • Statistic of the Month: English Language Learners Programs (E. Pare)
    • Approve employee cost-sharing option for medical premiums as outlined by P.A. 152 (Publicly Funded Health Insurance Contribution Act)
  • Call to Audience (5 min. maximum)
  • Adjourn

Board Meeting Minutes — Thursday, May 21, 2015

The Vice-Chairperson, Sommer, called the meeting to order at 7:42 PM

  • Present:
    J. Fausone, S. Foster, T. Hartnett, D. Turner
  • Absent:
    N. Eggenberger, M. Farell
  • Also Present:
    E. Davis, K. Gladden

Call to Audience

(H. Ahmad, L. Golden, R. Havenstein-Coughlin, D. McHugh, M. Nicholson, L. Papa, J. Spencer, 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

Director’s Report

E. Davis reviewed the financial statements, noting that we are one-third through the fiscal year and pointing out the areas of Professional & Contractual and Capital Outlay expenses. Due to the PSIP II renovation project, they are trending higher than one-third spent (as would normally be expected at this time of year) but will fall back in line as we move through the year.

R. Havenstein-Coughlin and N. Szczepanski submitted a conference proposal for the Rethink It: On Designing Libraries for a New Age conference, based on their experiences involving both staff and patrons in redesigning the Checkout and Reference Desk areas to conform with Strategic Plan objectives. Their proposal has been accepted and they will be presenting at Grand Valley State University in August.

Library Board Meeting Agenda — Thursday, May 21, 2015

Thursday, May 21, 2015, 7:30 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
  • Committee Reports
    • Financial Committee
  • Unfinished Business and General Orders
    • None
  • New Business
    • Transfer of Endowment Fund
    • Bond Redemption Options
    • Freedom of Information Act (FOIA) Policy (1st Reading)
    • Strategic Plan Update
  • Call to Audience (5 min. maximum)
  • Adjourn

Board Meeting Minutes — Thursday, April 16, 2015

The Chairperson, Nancy Eggenberger, called the meeting to order at 7:30 PM

  • Present:N. Eggenberger, M. Farell, J. Fausone, S. Foster, T. Hartnett, D. Turner
  • Also Present: E. Davis, K. Gladden

Call to Audience

(M. Crowther, L. Golden, R. Havenstein-Coughlin, D. McHugh, K. Nagalingam, M. Nicholson, L. Papa, K. Saravanan, S. Saravanan, M. Swartz, N. Szczepanski, S. Venkatachalam) – None

Approval of Agenda

The agenda was approved as amended by unanimous consent.

Approval of General Meeting Minutes

The minutes were approved by unanimous consent.

Communications

Davis shared a “thank you” card from State Representative Kristy Pagan for the library tour and orientation. Rep. Pagan will be hosting a community education “think tank” meeting at the library on April 19, which she invited Davis to attend. Davis hopes Pagan will be able to involve the state library in Gov. Snyder’s Third Grade Reading Proficiency Inititative.

Director’s Report

The kick-off reception for the Canton Book Project was held April 16th.

Davis briefly went over the financial statements, explaining why some funds appear to have more spent than warranted for this point in the budget year (owing to construction and insurance fees that must be paid at the beginning of the year); the numbers will even out as the year progresses.

Trustee Comments

Trustee D. Turner proposed that, rather than being represented at every meeting of the Friends of the Library Board, the Library Board members each attend one meeting during the calendar year.

Library Board Meeting Agenda — Thursday, April 16, 2015

Thursday, April 16, 2015, 7:30 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
  • Committee Reports
    • Financial Committee
  • Unfinished Business and General Orders
    • None
  • New Business
    • Presentation of President's Volunteer Service Award
    • Presentation of 2014 audit by Plante Moran
    • Approve 2014 audit report as presented
    • Approve 1st Quarter Budget Amendment as proposed
  • Call to Audience (5 min. maximum)
  • Adjourn