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

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

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

Absent:  Nancy Eggenberger

• The board moved into closed session to discuss the library director’s evaluation for 2018.                                     

    A. Watts moved and J. Lee supported a motion to return to open session.

    The motion passed unanimously, 18/10-18-1CS

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

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

Absent:            Nancy Eggenberger

Also Present:  E. Davis, K. Gladden

• CALL TO AUDIENCE  (R. Bonner, L. Golden, P. Jenkins, D. McHugh, N. Szczepanski) – 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 — None
• DIRECTORS REPORT 
  • The library is 75% of the way through 2018, as of 9/30/2018.  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. Revenue items will be addressed in the 3rd Quarter Budget Amendment.
  • Rebecca Havenstein-Coughlin’s retirement reception for the public has been scheduled for Sunday, October 21st from 2-4 PM.
• TRUSTEE COMMENTS — None
• COMMITTEE REPORTS — The Director’s Evaluation Committee (Chair M. Farell, Secretary/Treasurer J. Lee and Trustee A. Watts) met on October 1st to review Director Eva Davis’ self-evaluation and any evaluations received from library staff members.
• OLD BUSINESS  
  • Presentation by Engie Services — E. Davis told the board that, even if the board ultimately decided not to contract with Engie Services in 2019, there would still be money in the Professional and Contractual budget to pay for a feasibility study. Until such a study is completed, there is no way to know which projects might need to be done in 2019.
• NEW BUSINESS
  • 62 Days of Summer — Community Relations Department Head Laurie Golden briefly presented an overview of the 2018 62 Days of Summer program.
  • Revised Employee Handbook Policy (1st reading)  — Vice-Chair D. Turner suggested that language in the policy be changed to reflect that the board has no input in the staff dress policy.
  • Revised Circulation Policy (1st reading) — The proposed changes primarily improve access for patrons by removing limits on borrowing for non-residents, and making library cards applied for online valid for 90 days.
  • 3rd Quarter Budget Amendment — D. Turner moved and J. Pandit supported a motion to approve the 3rd Quarter Budget amendment as proposed.

       The motion passed unanimously 18/10-18-1.

• 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.

Roll call vote:

Jane Pandit: yes

Amy Watts: yes

Jasmine Lee: yes

Don Turner: yes

Michelle Farell: yes

The motion passed unanimously 5-0-0

• REGULAR MEETING RESUMED AT 9:33 PM.
• CALL TO AUDIENCE – None
• ADJOURN

    The meeting was adjourned at 9:34 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
• Communications
• Report of the Library Director
• Trustee Comments
• Committee Reports
  • Director’s Evaluation Committee
• Old Business
  • Engie Services Study
• New Business
  • 62 Days of Summer Review (L. Golden)
  • Revised Employee Handbook Policy (1st reading)
  • Revised Circulation Policy (1st reading)
  • 3rd Quarter Budget Amendment
  • Director’s Evaluation  (closed session) — roll call vote
• Call to Audience (5 min. maximum)
• Adjourn

The hearing was called to order by the Chairperson, Michelle Farell, at 7:30 p.m.

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

Absent:            J. Lee

Also Present:   E. Davis, K. Gladden

• CALL TO AUDIENCE: (R. Fairchild, K. Hedrick, D. McHugh, M. Nicholson, R. Noble, N. Szczepanski, K. Young) - None
• BUDGET HEARING 

The Proposed 2019 Budget Hearing was opened for discussion.  

• 2019 PROPOSED BUDGET APPROVAL

N. Eggenberger moved and A. Watts supported the motion to adopt the Proposed 2019 Budget amount of $ 5,774,000. (See Attachment A)

The motion passed 18/9-20-1-BH  (4-1-0)

• TAX RESOLUTION

Vice Chair D. Turner questioned whether the library was levying the highest number of mills allowed. E. Davis confirmed that the millage had been eroded due to the Headlee Amendment and that it would require a Headlee override, passed by township voters, to levy a higher millage rate.

N. Eggenberger moved and A. Watts supported the resolution to approve certifying the rate for tax levy of 1.5006 mills for the fiscal year ending December 31, 2019.

(See Attachment B)

• ROLL CALL VOTE

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

No:  None

Abstain: None

The motion passed 18/9‑20-2-BH (5-0-0)

• CALL TO AUDIENCE — None
• ADJOURN

The budget hearing was adjourned at 7:34 p.m.

The Chairperson, Michelle Farell, called the meeting to order at 7:43 PM.

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

Absent:            Jasmine Lee

Also Present:  E. Davis, K. Gladden

• CALL TO AUDIENCE  (R. Fairchild, K. Hedrick, D. McHugh, M. Nicholson, R. Noble, N. Szczepanski, K. Young) – 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 — The library is 66% of the way through 2018, as of August 31st.  State Aid to Libraries and interest income received raised the revenue to over 100%; this will be addressed in the 3rd Quarter Budget Amendment in October.  Due to payments made earlier in the year, Insurance and Capital Outlay are still trending higher but will fall in line as the year progresses; all other expenditures are generally in line. The board will vote on the 4th Quarter Budget Amendment at the December meeting, and will also have a vote to move money from the Fund Balance to cover expenditures from the 2018 staff area construction project.

  Rebecca Havenstein-Coughlin’s retirement reception for the public has been tentatively scheduled for Sunday, October 21st from 2-4 PM.

• TRUSTEE COMMENTS — Trustee Nancy Eggenberger may miss the October board meeting, as well as the Michigan Library Association conference.
• COMMITTEE REPORTS — Chair Michelle Farell confirmed that she was in receipt of director Eva Davis’ self-evaluation, as well as a few evaluations from library staff members. The Director’s Evaluation Committee will meet on October 1st.
• OLD BUSINESS  
• 2019 Calendar of Board Meetings and Holiday Closures (2nd Reading) — N. Eggenberger moved and D. Turner supported a motion to accept the 2019 Calendar as presented.
  The motion passed unanimously 18/9-20-1
• NEW BUSINESS
  • Presentation by Engie Services — Ken Hedrick and Rob Fairchild of Engie Services, an independent energy efficiency consulting company, explained how they could work with us to evaluate and prioritize replacement projects for our major mechanical and building fixtures.

       Board approval is needed to proceed with a study for this project. Since Secretary/Treasurer Jasmine Lee was
       not present at the meeting, the board agreed to carry the discussion forward to the October meeting.

• Wage and Salary Discussion for 2020 and Beyond — After briefly discussing the Salary and Salary and Fringes graphs supplied by Business Services Department Head Marian Nicholson, the board agreed to dig more deeply into the subject at a meeting in early 2019.
• Overview of 2019 Capital Projects — Some of the items on the document supplied to the board were facilities-related placeholders on the master capital replacement spreadsheet.  Also planned are a renovation of the Sorting Room; improvements to the Friends’ donation area; and replacement of the Pedigrid walk-off carpet in the lobby.
• 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
• Committee Reports
  • Director’s Evaluation Committee
• Unfinished Business
  • 2019 Calendar of Board Meetings and Holiday Closures (2nd reading)
• New Business
  • Presentation by Engie Services (Kenneth Hedrick)
  • Wage and Salary discussion for 2020 onward
  • Overview of 2019 Capital projects
• Call to Audience (5 min. maximum)
• Adjourn

• Call the Meeting to Order
• Call to Audience
• Approval of 2019 Budget as Presented
• Approval of Resolution Certifying a Rate of Tax Levy in the amount of 1.5006 mills for the Fiscal Year Ending December 31, 2019
• Call to Audience
• Adjournment of Budget Hearing

The Chairperson, Michelle Farell, 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. Garrett, L. Golden, R. Havenstein-Coughlin, D. McHugh, M. Nicholson, 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 — The library received three checks from the Friends of the library at their annual meeting on Tuesday, August 14: $10,000 for the Endowment Fund; $ 2,200 for a new bench for the front of the building; and $2,000 for library collections ($1500 – International Languages, $500 – Large Print). The Friends also voted to amend their bylaws so that their fiscal year could be changed to a January-December calendar, in order to be in line with the library’s own fiscal calendar.

    The library is 58% of the way through 2018, as of July 31st.  The second State Aid payment has not yet been
    received, nor have the penal fines. Both are expected any day and will likely hit the financials next month. Due
    to payments made earlier in the year, Insurance and Capital Outlay are trending high but will fall in line as the  
    year progresses; all other expenditures are generally in line.

    Eva Davis reminded the board that there will be two meetings on September 20th: the Budget Hearing, to be
    followed by the regular General meeting. There will be a 15-minute presentation made by an energy consultant
    at the General meeting.

    Davis also reminded the board that they are eligible to attend the Michigan Library Association annual
    conference in October at the Suburban Collection Showplace in Novi. Five library staffers (Community Relations
    Department Head Laurie Golden and librarians Lisa Boyd, Laura Fawcett, Dan Patton and Deborah Sobczak)
    will be presenting four programs at the conference.

• TRUSTEE COMMENTS — Trustee Nancy Eggenberger took part in the Prize Patrol for 62 Days of Summer, and said she enjoyed it.
• COMMITTEE REPORTS — None
• OLD BUSINESS  
  • 2019 Budget and 2020-2021 Projections (2nd Draft) — The board discussed the proposed Salary and Wages recommendation. E. Davis explained the history and structure of the library’s compensation system and the recommended 2019 salary budget increase of 3.9% , which includes a merit pool of 2.75%.

       Department Head Marian Nicholson further explained that the recommendations were developed from a 
       “worst-case scenario” and did not take into account personnel changes, unpaid leaves of absence, or other
        variables that historically lessen the actual salaries expenditures.

        Vice-Chair Don Turner expressed his long-range concern with the mechanism and method by which the
         salary budget is derived each year. He suggested moving away from the market-based model and
         proposed moving toward a fully merit-based method using an overall 1% salary line increase for 2019 and
         beyond. He stressed that the board must effectively manage structural expenses such as salaries so that
         they do not become a larger and larger portion of the overall budget.

         The board discussed this proposal, and the board’s consensus was to proceed with the 2019 salary budget
          as present. For future board discussions of the salary budget, E. Davis and M. Nicholson were asked to 
          bring the data showing the budgeted salaries for each year as a percentage of total income, compared to
          the actual salaries expenditures for those same years.

• NEW BUSINESS
  • Reschedule December 20, 2018 Meeting  — After a brief discussion, the board agreed to reschedule the meeting to Tuesday, December 18, 2018.

       N. Eggenberger moved and A. Watts supported a motion to reschedule the December board meeting as
       proposed.

       The motion passed unanimously 18/8-16-1

•     2019 Calendar of Board Meetings and Holiday Closures (1st Reading) — The board reviewed the proposed  
      calendar and will decide on final approval at the September General meeting.
• CALL TO AUDIENCE – None
• ADJOURN

The meeting was adjourned at 9:06 PM.