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

Present:           N. Eggenberger, M. Farell , J. Lee, J. Pandit, D. Turner, A. Watts

Absent:            None

Also Present:  E. Davis, K. Gladden

• CALL TO AUDIENCE   (L. Golden, A. Iqbal, M. Nicholson, R. Noble, J. Parij, 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
  The financial reports as of 12/31/2019 showed the library exceeding 100% in income and under 100% in expenses, resulting in a transfer of funds into the Fund Balance. These are preliminary numbers, which will be finalized after the 2019 audit by Plante Moran in February.

  The joint session of the Canton Public Library Board and the Canton Township Board of Trustees will occur at the township’s scheduled Study Session at 7:00 PM on Tuesday, February 18. There will be separate presentations for the staff of Canton Leisure Services and the staff of the Canton Public Library by Cobalt Community Research the following day.
   

• TRUSTEE COMMENTS — Trustee Jasmine Lee asked how Plante Moran will be paid for their audit services. Business Services Department Head Marian Nicholson explained that our multi-year contract calls for a deposit each year, with the balance to be paid in full upon completion of each audit.

  J. Lee also inquired about the credit card fees that appear on the expanded P & L statement. Director Eva Davis said that they were merchant fees the library pays to accept credit card payments.

  In addition, Lee requested clarification regarding the library’s lawn and grounds maintenance contract. Nicholson explained the various contractual services performed by the vendor.

• COMMITTEE REPORTS — None
• UNFINISHED BUSINESS & GENERAL ORDERS — None
• NEW BUSINESS
  • Preliminary 2020 Monthly Board Meeting Agendas — Davis said that this preliminary document was a basic outline for the year ahead. 
    One item which does not appear is the proposed change of the library of record (from the Observer & Eccentric to the Canton Eagle) for legal notices.
    Also, the Director’s Evaluation has been moved up to October, so that it can be made by the incumbent board.
  • Approve Proposal for Community User Survey Data Analysis from iLabs — Uof M/Dearborn College of Business — In response to a query by Trustee Don Turner, Davis stated that the cost for library-specific analysis of the data provided by the Cobalt community survey would be $ 7,700 (barring the need to do heavy cleanup of the data provided).

    N. Eggenberger moved and M. Farell supported a motion to approve the proposal for Community User Survey Data Analysis from iLabs — Uof M/Dearborn College of Business.

    ​The motion passed unanimously, 20/1-16-1.

• CALL TO AUDIENCE – None
• ADJOURN
  The meeting was adjourned at 7:43 PM. 

Canton Township Administration Building — 6:00 PM

This is a Study Session of the Canton Township Board of Trustees, to which the Canton Public Library Board has been invited. The topic of discussion will be the results of the recent Community User survey, which will be presented by Cobalt Community Research.

For more information about this Study Session, please consult the Canton Township website.

•       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 & General Orders

•        New Business
          •       Preliminary 2020 Monthly Board Meeting Agendas

          •        Approve Proposal for Community User Survey Data Analysis from iLabs –

                    U of M/Dearborn College of Business 

•       Call to Audience (5 min. maximum)

•       Adjourn

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

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

Absent:            M. Farell

Also Present:  E. Davis, K. Gladden

• CALL TO AUDIENCE   (B. Bachelor, J. Do, L. Golden, A. Iqbal, K. McBride, D. McHugh, M. Nicholson, R. Noble, J. Parij, N. Szczepanski) – Teen Leadership Council volunteers Jenny Do and Kiersten McBride were introduced by Teen Librarian Brad Bachelor.        
• APPROVAL OF AGENDA

The agenda was approved as amended 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 — Director Eva Davis distributed copies of the Community Relations department’s new quarterly publication, as well as the annual Christmas letter from former Library Board trustees George Snow and Cecil Young.

   Board Secretary/Treasurer Jane Pandit shared a program from the funeral service for Claire 
   Guarrella, the mother of the Friends’ Board President, Claire Spas.

• DIRECTOR’S REPORT

   E. Davis stated that the board would find two sets of financial reports in their packets. The one
   for the period ending 10/31/19 was from the November meeting which was cancelled; the other
   reports cover the period ending 11/30/19.  As of that date, the library was 92% through the
   year; the 4th Quarter Budget Amendment will recognize and adjust for revenues and
   expenditures that fall over or under that number.

   Early Bird registration for the Public Library Association conference in February 2020 ends
   Friday, December 20. Any board members wishing to attend can email Marian Nicholson
   before the end of the day.

• TRUSTEE COMMENTS — Trustee Jasmine Lee asked if ENGIE Engineering is on track with the projects the library had contracted with them.  They are on track and will be at the library on January 2 to begin the building control software project.

   J. Lee also inquired about the status of the library’s agreement with the online service Kanopy,
   and if the new contract with CloudLibrary was intended to replace Kanopy. Davis said that
   CloudLibrary is a new service, which has the added benefit of allowing library patrons access
   to items “owned” by other CloudLibrary subscriber libraries – in effect, interloaning eBooks and
   eAudiobooks. Trustee Don Turner asked if libraries were discussing possible over-saturation
   by the various e-applications being offered to patrons; for 2020, Davis is looking at “discovery
   layer” products which lay over the library catalog search and add in the items made available
   through the various subscription applications.

• COMMITTEE REPORTS — None
• UNFINISHED BUSINESS & GENERAL ORDERS —  None
• NEW BUSINESS
  • Approve 4th Quarter Budget Amendment — N. Eggenberger moved and J. Lee supported a motion to approve the 2019 4th Quarter Budget Amendment as presented.

      Upon questioning by D. Turner, Davis explained that various projects and expenditures either
      did not occur or came in under budget, not only allowing the library to pay for the 2019
      capital projects without requesting a transfer of funds from the Fund Balance, but also
      allowing for a transfer of funds into the Fund Balance.

      The motion passed unanimously, 19/12-19-1.

•    Nomination and Election of 2020 Board Officers — N. Eggenberger moved and D. Turner  
     supported a motion to nominate and elect the slate of Amy Watts (Chair), Jasmine Lee
     (Vice-Chair) and Michelle Farell (Secretary/Treasurer).

       The motion passed unanimously, 19/12-19-2.

•     Proposed Changes to Library Privacy Act — Davis said that the proposed changes, detailed     in various documents provided to the board, were the brainchild of Kent County Library
      Director Lance Werner, who worked with his state senator and attorney Anne Seurynck to
      solve problems he had been experiencing with the Act. Input from representatives of the 
      Michigan Library Association and directors of other Michigan libraries is now being solicited.
      Davis will keep the board informed.
• CALL TO AUDIENCE – None
• ADJOURN

The meeting was adjourned at 8:09 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
• Administrative Reports
  • Communications 
  • Report of the Library Director 
  • Trustee Comments
  • Committee Reports
• Unfinished Business & General Orders
• New Business 
  • Approve 4th Quarter Budget Amendment
  • Approve Fund Balance Transfer for 2019 Capital Projects
  • Nomination and Election of 2020 Board Officers 
  • Proposed Changes to Library Privacy Act
• Call to Audience (5 min. maximum)
• Adjourn

Please note that the November meeting of the Canton Public Library Board of Trustees has been cancelled and will not take place on the third Thursday of the month (November 21).

The December Board Meeting will take place on Thursday, December 19 at 7:30 PM.

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

Present:           N. Eggenberger, M. Farell, J. Lee, J. Pandit, D. Turner, A. Watts

Absent:            None

Also Present:  E. Davis, K. Gladden

• CALL TO AUDIENCE   (D. McHugh, M. Nicholson, J. Parij, C. Symanns) – None           
• APPROVAL OF AGENDA

Vice Chair Nancy Eggenberger moved and Trustee Jasmine Lee supported a motion to amend the agenda as requested by Library Director Eva Davis.

The agenda was approved as amended 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 had received a voicemail message from a patron who had been suspended in June and who now wanted to appeal her suspension. Upon advice of the library’s attorney, Davis sent a letter to remind the patron that the window for addressing the issue was now closed, but wanted the board to be aware.
• DIRECTOR’S REPORT

The Time Capsule opening event was well-attended; the contents were in good shape and included a VHS tape of the Open House for the new library building; a map of 1980s Canton; READ posters of Oprah Winfrey and Paul Newman; a library newsletter; a library services brochure; an architectural drawing of the library floorplan; a pin; bookmarks, spine labels; and a Canton Public Library card. A new time capsule will be buried in the Butterfly Garden.

• TRUSTEE COMMENTS — None
• COMMITTEE REPORTS — None
• UNFINISHED BUSINESS & GENERAL ORDERS
• Proposed Revision to Patron Code of Conduct — The change to #7 (“Policies” from “Policy”) requested by N. Eggenberger at the September meeting had been made.

    N. Eggenberger moved and J. Pandit supported a motion to accept the revised Patron Code
    of Conduct as presented.

   The motion passed unanimously, 19/10-17-1.

• NEW BUSINESS
  • 2019 3rd Quarter Budget Amendment — The amendment recognized additional revenues over that which were contained in the original 2019 budget (State Aid to Michigan Libraries and a $2,000 donation from the Friends of the Library toward the new Wonderbook collection).

       Expenditures reallocated those additional revenues to various expenditure lines.

       M. Farell moved and J. Lee supported a motion to approve the 2019 3rd Quarter Budget  
       Amendment as presented.

       The motion passed unanimously, 19/10-17-2.

• Closed session for Director’s Evaluation — Director E. Davis requested that the board move into closed session for the purpose of discussing her yearly performance evaluation.

N. Eggenberger moved and M. Farell supported a motion to move into Closed Session.

Roll call vote:

Don Turner: yes

Jasmine Lee: yes

Jane Pandit: yes

Michelle Farell: yes

Nancy Eggenberger: yes

Amy Watts: yes

The motion passed unanimously 5-0-0, 19/10-17-3.

REGULAR MEETING RESUMED AT 8:07 PM.

• CALL TO AUDIENCE – None
• ADJOURN

The meeting was adjourned at 8:13 PM.  

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

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

Absent:  None

• The board moved into closed session to discuss the library director’s evaluation for 2019.                                                       

    M. Farell moved and J. Pandit supported a motion to return to open session.

    The motion passed unanimously, 19/10-17-1CS

• 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
  • Proposed Revision to Patron Code of Conduct (2nd Reading)
• New Business
  • Approve 3rd Quarter Budget Amendment
  • Director’s Evaluation  (closed session) — roll call vote
• Call to Audience (5 min. maximum)
• Adjourn

The Chairperson, Amy Watts, called the meeting to order at 7:37 PM.

Present:           N. Eggenberger, M. Farell, J. Lee, J. Pandit, A. Watts

Absent:            D. Turner

Also Present:  E. Davis, K. Gladden

• CALL TO AUDIENCE   (L. Golden, P. Jenkins, D. McHugh, M. Nicholson, R. Noble, J. Parij,

N. Szczepanski) – 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 — None
• DIRECTOR’S REPORT

The library is 2/3 of the way through the year; Insurance is still trending high, due to premiums having to be paid in the first quarter.  This will fall in line as the year progresses.

Projected revenue from meeting room rentals and State Aid to Libraries have come in higher than projected; it will be recognized in the 3rd Quarter Budget Amendment in October.

• TRUSTEE COMMENTS — Vice Chair Nancy Eggenberger asked how the new construction contract with ENGIE Engineering Services was working out. Director Eva Davis and Business Services Department Head Marian Nicholson responded enthusiastically in the affirmative.

    Eggenberger also indicated her irritation with the intransigence of Kanopy in coming to an 
    agreement with the library over sudden, unadvertised changes in their contract with the
    library. Davis stated that Information Services Manager Megan Hathaway was still waiting for
    written confirmation of a tentative oral agreement she had reached with Kanopy’s sales
    director.

• COMMITTEE REPORTS — None
• UNFINISHED BUSINESS & GENERAL ORDERS
  • 2020 Schedule of Board Meetings & Library Closures — N. Eggenberger moved and M Farell supported a motion to accept the 2020 Schedule of Board Meetings and Library Closures as presented.

       The motion passed unanimously, 19/9-19-1.

• NEW BUSINESS
  • 62 Days of Summer Program Review — Community Relations Department Head Laurie Golden stated that in the second year of the current summer program, participation increased by approximately 51%. The trend lines for library circulation and program attendance rose steadily throughout the summer. Participant evaluations indicated satisfaction with the program concept and willingness to participate in future.
  •  Proposed Revision to Patron Code of Conduct — This policy was last updated in 2016; the revisions being proposed are the result of suggestions that were made by the security monitors and the library’s legal counsel, Anne Seurynck.

       N. Eggenberger requested that “Policy” in #7 be changed to “Policies.” Questions regarding
       changes made to #11 (removing mention of all consequences within the document and 
       consolidating them at the end) and #16 (clarifying that use of legal products such as 
       marijuana is nonetheless prohibited on library property) were answered.

• Director’s Performance Evaluation Committee — Chair Amy Watts, Vice Chair N. Eggenberger and Secretary/Treasurer Jane Pandit will serve on this committee. M. Nicholson will come to their first meeting to offer facts, figures and advice as needed.
• CALL TO AUDIENCE – None
• ADJOURN

The meeting was adjourned at 8:15 PM.