NORTHVILLE DISTRICT LIBRARY BOARD OF TRUSTEES
Regular Meeting Minutes
Thursday, August 28, 2003 – 7:30 p.m.
Northville District Library Carlo Meeting Room
1. Chairperson, Jean Hansen, called the meeting to order at 7:30 p.m.
1.1 Roll Call - Present: Trustees Jean Hansen, Barbara Glover, Gail
Barget, Alan Somershoe, and Anne Bright,
1.2 Absent: Carolyn Blanchard and Judy Sherman,
Also Present: Julie Herrin, Director, Judith Williams, Administrative Assistant
and Joe Freemont, Michigan Municipal League. Guests: staff member Judy
DeFrancesco and her husband, Mike DeFrancesco.
1.2 Approval of Agenda - MOTION: made by Barbara Glover, seconded by Anne
Bright to approve the Agenda as amended, adding the report by Joe Freemont on
the Factfinder’s Report as item 3A and a report from the Policy Committee as
item 5.3. Motion approved.
1.3 Approval of the regular Meeting minutes for 7/24/03. MOTION: Barbara
Glover moved to approve the regular meeting minutes of July 24, 2003, seconded
by Alan Somershoe. Motion approved.
1.4 Citizens’ Comments – None
2. Correspondence: None
3. Director’s Report
Julie reported that circulation statistics for July 2003 were the highest ever
even missing the two days of the Independence Holiday. The door count continues
to increase. The use of the new color printer is still mostly testing by staff.
Index and Magazine and in library database usage was unusually high for July.
The numbers for catalog use do not include access from the dedicated catalog
workstation located in the library; these figures reflect other access points
(Home Page, etc.)
Youth Programming: The Summer Reading Program, ended with 698
participants. The final party hosted 128 attendees. The participants enjoyed the
program in the meeting room then paraded to the park for refreshments. Sign up
for fall programs begins in September.
Adult Programming: The Adult Summer Reading Program had 89 participants.
The Adult Book Discussion hosted 13 in August. Additionally, there were five
outreach visits to 73 attendees and 2 homebound visits delivered 22 books. The
Fantasy Baseball Program had 59 participants. There were 25 questions answered
from “Ask a Librarian” regarding Northville Local History. There were 27 adult
volunteer hours in August.
Teen Summer Reading: Young Adults provided 230 volunteer hours of service
to the library during July and August. The volunteers received a T-shirt and a
Certificate of Appreciation and Completion for their work. The Teen Summer
Reading program had 60 participants and 128 attendees at their final program.
Staff: Many staff members will be attending workshops this fall. Julie
and Anne will be attending a workshop on staffing. An in-service is being
planned for the staff related to customer service. The details are still
incomplete. Four new pages have been hired to replace the 4 pages that are
leaving for college.
Facilities: Julie reported that the power outage and water problems
caused the library to be closed on Friday and Saturday, August 15 & 16, 2003.
While the power had been restored, the Saturday closing was due to computer and
elevator problems. The library’s Adult Page Joan Hennessey was trapped in the
elevator for almost an hour and was ultimately rescued by Northville Firemen.
The library reopened on Monday, still dealing with a non-operating elevator, no
drinking water, and other system repair issues. The staff responded well to the
situation. Anne coordinated the Emergency procedures as Julie was on vacation.
Public relations: Julie reported that the Community Foundation and the
Library’s Endowment Fund were subjects in an article in the Detroit News on
Thursday, August 21, 2003. Barbara Glover passed a copy of the article for Board
review.
Other: Tony Duce and his associate, Patrick Calhoun (from the firm of
Duce Simmons), visited the library for a oral maintenance history and an
inspection tour of the building as the beginning of their contracted assessment
for future maintenance schedules and forecasts.
Technology: Julie reported that Michael was being kept busy with new
computers, and system and software upgrades.
3.A Mr. Joe Freemont, the library’s contract negotiator with Michigan
Mutual League presented and distributed the report from the factfinder, Mario
Chiesa to the Board Members and public present. He explained that this long
awaited report would make the issues public. The factfinder reviewed the
disputed issues and made recommendations based on the exhibits presented at the
hearing on February 27 and 28, 2003. The factfinder's recommendations and how
they impact the library will be discussed further in an Executive Session
following the public meeting.
4. Budget and Finance Review: Bright
4.1Bills Payable: MOTION: Anne Bright reviewed the list of bills over
$1,000. Gail Barget moved for approval of payment for the expenses on the
Northville District Library Bills List dated August 28. Anne Bright seconded the
motion. Motion passed.
3.1 Financial Reports: Anne Bright presented the Financial Reports for
July for review. She noted that the fiscal year is now 8 months over and that
most of the library spending is on target.
3.2 The newly revised Budget for the 2003-04 Fiscal Year was presented to
the Board for consideration. The Board determined that the Public Hearing on the
2003-2004 Budget, originally scheduled for August needs to be rescheduled for
September 25, 2003 at 7:00 p.m. in the Carlo Meeting Room of the library.
MOTION: Anne Bright moved that Resolution 03-2, be revised and passed as
required pursuant to Act 43, notice of public hearing on the proposed budget of
the library, which must be publicized. Alan Somershoe seconded. Motion passed by
unanimous roll call vote. Final approval of the 2003-04 Budget will be proposed
at the September Board Meeting.
5. Board of Trustees Committee Reports:
4.1 Development Committee: Barbara Glover reported that the Carlo family
had sent a check for $4,000 to the library to cover the cost of the proposed
mural to honor contributors to the library. The painting of the mural is
scheduled for October 11 and 12, which will coincide with the library’s 7th
anniversary. Preparation of the wall will be completed in September.
4.2 Policy Committee - MOTION: Barbara Glover moved that the revised
policy on the Library’s Confidentiality Policy be accepted as revised. Anne
Bright seconded the motion. Motion passed. Barbara Glover asked about
circulation history kept at the Library Network, where the server for
circulation resides. Julie responded that Library Records are kept on back-up
tapes at TLN according to TLN’s schedule and Northville District Library is not
responsible in this area. TLN will probably review their back-up needs when the
installation and testing of the new UNICORN software system is completed.
6. Other Business: MOTION: Board member Alan Somershoe made a motion that
the Regular Board Meeting go into Executive Session for the purpose of
discussing Factfinder's Report. Seconded by Gail Barget. Motion passed. Meeting
was adjourned to Executive Session at 8:20 p.m.
7. Announcements and Comments:
Upon adjournment of the Executive Session at 9:00 p.m., the Regular August
Meeting of the Board of Trustees for Northville District Library was adjourned
by Board Chairperson, Jean Hansen
Reminder: the Public Hearing on the Budget will be held on September 25th
at 7:00 P.M., prior to the next Regular Board of Trustees meeting, at 7:30 p.m.
in the Carlo Meeting Room at Northville District Library.
Respectfully Submitted
Alan Somershoe
jw: 9/3/03
The Finance Committee was subsequently scheduled for 10:00 a.m. on Tuesday,
September 23, 2003 in the Carlo Meeting Room