April 21, 2021 | gladdenk
The Chairperson, Nancy Eggenberger, called the meeting to order at 7:30 PM.
Present: N. Eggenberger, M. Farell, A. Iqbal (joined meeting at 9:04 PM), J. Lee, C. Spas, A. Watts (participating remotely from Canton, MI)
Absent: None
Also Present: E. Davis, K. Gladden
CALL TO AUDIENCE (K. Bounds, L. Golden, D. McHugh, M. Nicholson, R. Noble, C. Swanberg, K. Szymanski, A. Watkins) – None
APPROVAL OF AGENDA
The agenda was approved as amended.
ROLL CALL VOTE
Yes: N. Eggenberger, M. Farell, J. Lee, C. Spas, A. Watts
No: None
Abstain: None
The motion passed 21/4-15-1 (5-0-0)
APPROVAL OF GENERAL MEETING MINUTES
The minutes were accepted by unanimous consent.
NEW BUSINESS
2020 Audit Presentation (Plante Moran) — Alisha Watkins and Keith Szymanski of Plante Moran presented the findings from their audit of the library’s 2020 fiscal year. In sum, Watkins stated that the remote audit had gone smoothly, largely due to the extra efforts made by the library team (Business Services Department Head Marian Nicholson and Accountant Debbie McHugh). It was, she said, another “great audit” and Plante Moran issued an “unmodified” opinion.
The library’s practice of prepaying certain vendors was discussed but not considered to be a material misstatement. The possibility that the method of prepayment could be converted to monthly invoicing was raised.
Watkins noted that the library has until the end of 2022 to move to the revised Michigan Uniform Chart of Accounts designations. The library has contracted with BS&A Software to provide the services currently provided through QuickBooks to accomplish this goal.
Trustee Jasmine Lee questioned a Note to the financial statements concerning credit risks of bank deposits. Watkins explained that it was merely a required disclosure, as every financial institution covered by the Federal Deposit Insurance Corporation (FDIC) is limited to $250,000 per each account.
Watkins closed by reiterating that the library had obtained a very good result and congratulated the team.
COMMUNICATIONS — Director Eva Davis noted receipt of a congratulatory letter from State Representative Ranjeev Puri on the library’s re-certification for both Essential and Enhanced levels of the state’s Quality Service Audit Checklist (QSAC) — one of only 13 libraries in the state to do so.
She also made reference to the Protecting Local Government Retirement and Benefits Act (PA 202 of 2017) & Public Act 530 of 2016 Pension Report, which was included in the Board packet.
DIRECTOR’S REPORT
Davis will meet with State Representatives Matt Koleszar (20th District) and Ranjeev Puri (21st District), and State Senator Dayna Polehanki (7th District) on Tuesday, April 20 for Library Advocacy Day.
Dave Ewick began his duties as the new Department Head of Information Services on Wednesday, April 14.
Professional advice given by payroll processing company, Paylocity, regarding the library’s eligibility for 2020 tax credits under the Families First Coronavirus Response Act (FFCRA) proved erroneous. The library will need to repay around $8,000 and there is a slight possibility that the Internal Revenue Service will levy a fine, despite the library’s immediate disclosure once the error was discovered by Business Services Department Head M. Nicholson.
The library’s initial one-week closure (due to a positive case of coronavirus on staff) was extended to two weeks when a second staff member tested positive. Staff will return on Wednesday, April 21st to prepare for reopening, and the library will welcome back the public on Thursday, April 22nd, albeit with limited services of holds pickup and curbside services, and phone, email and online reference services only.
TRUSTEE COMMENTS — Vice Chair Michelle Farell questioned why the library was limiting services. Davis said that she made the decision to be very prudent, in consideration of the majority of the in-person patron base who are in the at-risk category; families with children who cannot be vaccinated; the majority of staff who have not yet had the opportunity to obtain both injections; and the almost-daily mask compliance issues with members of the public. When board members questioned the public response to the closure, Davis said that she would forward the small number of complaints received to the board.
Trustee J. Lee asked about items in the financial statements: credit card fees and the Wayne County Delinquent Tax Settlement. Davis and M. Nicholson explained that the credit card fees were merchant fees the library was required to pay for accepting credit card payments for fines and charges. The payments to Wayne County were reimbursements to the county for monies previously advanced to the library for delinquent property taxes which ultimately proved uncollectible.
COMMITTEE REPORTS — None
NEW BUSINESS
Accept 2020 Audit as Presented —A. Watts moved and C. Spas supported a motion to accept the 2020 audit as presented by Plante Moran.
ROLL CALL VOTE
Yes: N. Eggenberger, M. Farell, J. Lee, C. Spas, A. Watts
No: None
Abstain: None
The motion passed unanimously 21/4-15-2 (5-0-0)
Approve 1st Quarter Budget Amendment— Davis said that the library is 25% through the year and income and revenues are mostly balancing out. Insurance is out of line due to new policy pricing, likely due to insurance companies raising their rates due to anticipated coronavirus-related claims.
The sidewalk repair and curb replacement expenditure already existed in the budget but, as it was over $5,000, it needed to be moved from Repairs to Capital Replacement.
M. Farell moved and C. Spas supported a motion to approve the 1st Quarter Budget Amendment as presented.
ROLL CALL VOTE
Yes: N. Eggenberger, M. Farell, J. Lee, C. Spas, A. Watts
No: None
Abstain: None
The motion passed unanimously 21/4-15-3 (5-0-0)
2022 Budget Discussion — Expenditures
Salaries — Davis reviewed the 2020 board discussion re: salaries for the 2021 fiscal year. Due to the uncertainty surrounding all aspects of the coronavirus, the board had instructed Davis to suspend all salary increases to staff members in pay grades 12 and above.
Since many open positions have been unfilled through the first quarter 2021, M. Nicholson has determined that enough money now remains in the 2021 Salaries budget to implement the increases originally proposed for staff members in pay grades 12 and above, commencing with the first pay period in July 2021. While the monies are already in the approved 2021 budget, Davis indicated that she was uncomfortable implementing the salary increases without first obtaining board approval, as the board’s original direction was to not grant such increases. The board concurred that the library may implement mid-year raises as of the first pay period in July to fully implement the 2021 salary recommendation, provided that this does not increase the 2021 Salaries budget.
With regard to the 2022 budget proposal, Davis and the library administration are requesting an additional $188,000 for salaries. Based on market analysis supplied in the Element One Base Pay Structure Ranges for FY2022, this would bridge the gap from the last fully adopted pay structure in 2020 (assuming the board additionally approves the proposed mid-year pay rise) for fully functioning employees only. Such increases would not apply to new hires or employees not working at the fully functioning level.
Discussion ensued; although it would leave them with the opportunity to review only one draft budget proposal before the final Budget Hearing in September, the board decided to revisit the issue at the July meeting.
CALL TO AUDIENCE – None
ADJOURN
The meeting was adjourned at 9:22 PM.