Board of Trustees 2018 Information Packet Wednesday October 24, 2018 6:30 pm YDL-Whittaker Rd. Ypsilanti District Library YDL Board Meeting, October 24, 2018 6:30 pm, YDL – Whittaker Rd. Boardroom AGENDA AGENDA ITEM Information Discussion Action Call to Order X *Roll Call Brian Steimel Kay Williams John Barr Kimberly Grover Courtney Geil Jean Winborn Patricia Horne McGee Approval of the Agenda X X X Public Comment Consent Agenda A. Proposed Minutes from September 26, 2018 Regular Meeting X X X B. September 2018 Financials & Check Register X X X Communication A. Official Correspondence (Public) B. Ideas, Opportunities, Trends (Board) X Committee Reports A. Finance Committee X B. Personnel Committee C. Policy Committee D. FOL Library Report X E. Fundraising Committee F. Negotiating Committee G. Superior Township Planning X Director’s Report A. Operational Update X B. Performance Indicators X C. Departmental Reports X D. Significant Library News X Old Business New Business A. Review of FY 2019 draft budget X X B. Schedule public hearing for FY 2019 budget X X X C. 2019 holiday closing schedule X X X D. Consideration of scheduling a December Board meeting X X X E. Resolution thanking the Friends of YDL for 60 years of generous support X X X F. Discussion of Director evaluation process X X G. Closed session to discuss collective bargaining negotiations X H. Approval of MOU to extend the AFSCME union contract X X X Board Member Comments Adjournment X X X Minutes of Previous Meeting Ypsilanti District Library Board of Trustees Minutes, September 26, 2018 (Unapproved) CALL TO ORDER President Brain Steimel called the Regular Meeting to order at 6:32 p.m. Attendance Trustees Present: John Barr, Brain Steimel, Kay Williams, Jean Winborn, and Patricia Horne McGee (6:38 p.m.) Trustees Absent: Kimberly Grover, Courtney Geil Also present: Director Lisa Hoenig, Assistant Director Julianne Smith, Outreach Services staff Mary Garboden and Ginger Derrow, Caroline Sanders, Assistant Director of Community Engagements and Relations at EMU, and Business Office Manager Monica Gower APPROVAL OF THE AGENDA Trustee Williams moved to approve the meeting agenda and Trustee Barr supported this motion. Vote: Ayes: Williams, Steimel, Winborn, Barr Nays: None Motion passed. PUBLIC COMMENT NONE Introduction of new staff: Director Lisa Hoenig and Head of Outreach Services, Mary Garboden introduced Ginger Derrow Outreach services new part-time Librarian hired June 27, 2018. PRESENTATIONS Assistant Director, Community Engagement and Relations for Eastern Michigan University, Caroline Sanders - Engage @ EMU • New initiative on campus. Helping to immerse EMU in the community. • Working to enhance collaboration to navigate and cultivate partnerships between University, business and community entities. • Help in locating grants and other resources. Writing grants collaboratively with community partners to service some of their needs • Create dialogs, events or programs and/or participate. An example of this would be our collaborative partnership with Ypsilanti District Library on TEDx. • We provide convenient on campus testing for professional certifications. • Digital Inclusion is one of the programs we are known for. The program teaches High school students how to rebuild computers. The computers are then sold to those who cannot afford them. Prices are income based. • We offer programs that assist area schools such as Community Coaching Corps, Bright Futures, Upward Bound and Eastern Scholars. • Place work study students with local Washtenaw county nonprofits through the EMU community work study initiative. Ypsilanti District Library Board of Trustees Minutes, September 26, 2018 (Unapproved) CONSENT AGENDA Trustee Williams moved to approve the consent agenda (August 22, 2018 Meeting Minutes, and August 2018 Financials and Check Register) Trustee Barr supported this motion. Vote: Ayes: McGee, Williams, Barr, Winborn, Steimel Nays: None Motion passed. COMMUNICATIONS Included in board packet a letter from Gary Peters’ office recognizing the Great Stories Book Club Grant that we just received. I also included a scan of our certificate of Congressional recognition of our 150 years of service to the community from Debbie Stabenow’s office. COMMITTEE REPORTS . Finance Committee: No report . Personnel Committee: No report . Policy Committee: No report . FOL Library Report: Julianne reported the following from the September 24th meeting. − They had their book sale last weekend. They rated it a 6 out of 12 in terms of its profitability. It was right in the middle it did not make a ton, but it was not the worst. − They have some younger people coming to the meetings. They have some new ideas. − It did come up that a lot of people asked to use credit cards. The friends think that’s too much for the volunteers to take on. They talked a little bit about doing it at sales using the square program but not in the shop. − They are digging deep into their archives trying to figure out what their tax status is. The problem they are running into is they don’t have any official documents. They just have minutes that say they are this and that and it varies over the years. Mary Jane and Marci are working together to try to get a history put together and figure out where they are and where they are going to go next. − They are doing well; online sales drop off a little bit in the fall but that is typical. They are still holding their own with the online sales. Fund Development Committee: No report . Negotiations committee: No report . Superior Township planning: No report REPORT OF THE LIBRARY DIRECTOR In addition to submitted Director’s report, Director Hoenig relayed the following: . Kudos to Julianne who put together the fabulous exhibit downstairs for Banned Book week. The birthday bash was a wonderful event. Thank you, Kay and Jean and Pat, for helping serve cake along with the Friends of the Library. I want to thank the people who gave the $150 for library card sign up month challenge. Their names are on the banners down in the lobbies at each of our locations. We gave new card holders YDL water bottles and EMU football tickets. The summer challenge report is in the packet following the department reports. The Vote Yes advocacy group is having another fundraiser October 11 from 5:30p.m.-7:30pm at GO! Ice Cream. Ypsilanti District Library Board of Trustees Minutes, September 26, 2018 (Unapproved) OLD BUSINESS None NEW BUSINESS A. Consideration of a new photocopier lease agreement YPSILANTI DISTRICT LIBRARY RESOLUTION NO. 2018-18 September 26, 2018 RESOLUTION TO ENTER INTO A NEW 4-YEAR LEASE AGREEMENT FOR PHOTOCOPY/PRINT/SCAN EQUIPMENT ___________________ Whereas, the Ypsilanti District Library provides photocopy/print/scan/fax services for patrons using leased equipment, and Whereas, the Library also leases such equipment for use by staff to do their jobs, and Whereas the Library’s Information Technology Manager studied the technology behind the latest systems and solicited input from staff, and Whereas, he solicited two competitive proposals for the desired Konica Minolta equipment, with MBM Technology Solutions having a slight edge in having a track record of providing the Library with good customer support, Now Therefore, IT IS RESOLVED BY THE YPSILANTI DISTRICT LIBRARY BOARD that the copier lease contract is awarded to: A) MBM Technology Solutions OR B) Premier Business Products Trustee Barr moved that the motion be amended to include the recommendation of MBM Technology Solutions. Vote: Ayes: Williams, Winborn, Barr, McGee and Steimel. Nays: None Motion passed. IT IS RESOLVED BY THE YPSILANTI DISTRICT LIBRARY BOARD that: The copier lease contact is awarded to MBM Technology Solutions. OFFERED BY: Jean Winborn SUPPORTED BY: Kay Williams YES: 5 NO: 0 ABSENT: 2 VOTE: 5-0 Ypsilanti District Library Board of Trustees Minutes, September 26, 2018 (Unapproved) B. Closed session to discuss collective bargaining negotiations. Trustee Barr moved to go into closed session after the comments and the agenda. Trustee Williams seconded this motion. Vote: Ayes: Barr, Williams, McGee, Winborn and Steimel. Nays: None Motion passed. BOARD MEMBER COMMENTS Trustee Comment Courtney Absent Jean No comment Brian The exhibit downstairs is great. I liked the mix of the celebrity quotes with the books. Kay I thought the Birthday party was fun. Kimberly Absent Patricia No comment John As I walked up today to come into the library I noticed there had been work done on the plaza. They have been doing some more sealing and the plaza seems to be level. I think that’s great and the front entrance looks good. Lisa No comment Adjournment Trustee Williams moved to adjourn at 7:29 p.m. Trustee McGee seconded this motion. Vote: Ayes: McGee, Williams, Winborn, Barr and Steimel Nays: None Meeting Adjourned Adjournment to Closed Session Trustee Williams moved to adjourn to Closed Session at 7:30 p.m. to discuss Collective Bargaining Negotiations. Trustee McGee seconded this motion. Vote: Ayes: McGee, Steimel, Williams, Winborn, and Barr. Nays: None Motion Passed Financial Report Ypsilanti District Library Balance Sheet September 30, 2018 General Fund FY 2012-13 FY 2013-14 FY 2014-15 FY 2015-16 FY 2016-17 ACTUAL ACTUAL ACTUAL ACTUAL ACTUAL FYTD 9/30/18 Assets: Cash: Checking 96,479 558,972 343,352 435,833 325,888 263,412 Savings 2,687,541 2,593,271 2,276,388 2,191,873 2,414,562 2,306,064 CD's - - - - - - Stocks 39,893 - - 28,584 30,954 34,207 Memorials 6,400 6,401 6,402 6,402 6,403 3,368 Operational Cash 356 356