Orion Township Public Library Board of Trustees Meeting Agenda Thursday, January 25, 2018 6:30 p.m. – Library Conference Room Library Mission: To serve and engage a thriving community of lifelong learners I. Call to order II. Approval of agenda III. Consent agenda A. Minutes of 12/21/2017 Library Board meeting B. Bills IV. Financial Statement and Treasurer’s Report from December 2017 V. Public Comment VI. Communications A. Press coverage B. MLA Weekly Newsletter, December 21, 2017 C. MLA Weekly Newsletter, January 4, 2018 D. MLA Weekly Newsletter, January 11, 2018 E. MLA Weekly Newsletter, January 18, 2018 VII. Director’s Report A. Library news and activities B. Usage reports C. Advocacy news VIII. Old Business A. New sculpture update B. Annual Board Evaluation C. Unique Management update IX. Standing Committee Reports A. Policy – report from meeting on 1/18/2018 B. Finance C. Fund Development D. Board Development – Mike Luna E. Building F. Human Resources G. Strategic Planning – report from meeting on 1/18/2018 X. Discussion Items A. Record retention policy report to board by director B. Review Patron-NonResident fee from Fines & Fees Policy XI. Action Items A. Set Patron-NonResident fee from Fines & Fees Policy XII. Public Comment XIII. Trustee Comments XIV. Adjournment Orion Township Public Library Board of Trustees Meeting Minutes, December 21, 2017 attendance Policy Finance Development Fund development Board Building Advocacy planning Strategic Resources Human Evaluation Director E.Ingram James y President MaryAnne Thorndycraft x x x c x x x x c n Vice-President Mary Pergeau x x x x c x y Secretary Mike Luna c x x x y Trustee James Abramczyk c x x x c c/x y Treasurer James Phillips x c c x n Trustee Bert Quinn x x x y Director Karen Knox Library Mission: To serve and engage a thriving community of lifelong learners 1) Call to order at 6:34 p.m. 2) Approval of agenda. Motion to approve the agenda as amended by Abramczyk / Phillips. Motion carries. a) Discussion Items: Disability and Life Insurance 3) Consent Agenda as presented: Motion to approve the consent agenda as presented by Abramczyk / Luna. Motion carries. a) Minutes from last meeting 11/16/17 Library Board meeting b) Bills c) Financial Statement and Treasurer’s Report from November 2017. 4) Public Comment - None 5) Communications a) Press coverage – i) Nice press coverage of the new sculpture. ii) MLA leadership class is being offered. iii) Net Neutrality was briefly discussed. iv) Director Knox is on the slate to be elected on the Board of MLA. 6) Director’s report a) Report on file b) Sculpture dedication will be rescheduled to January. c) Library Link in process of being sent to Patrons d) Over $4,100 was made in the silent auction held by the Friends of the Library. e) $1,000 received for the Ingram Room. f) VEBA: draft of actuarial analysis. Major changes $5,521 was contributed. Draft is estimating $80K of a Library contribution. GASB changes are having an affect on the VEBA calculation. g) Statistics were reviewed. Discussion regarding number of residential library cardholders of 24K compared to 35K residents of Orion Twp. 7) Old Business a) New sculpture update – dedication not yet rescheduled. Expecting to reschedule some time in January 2018 8) Standing Committee Report – a) Policy Report – Set meeting January 18th at 6:30 p.m. purpose to final draft policies to bring to the Board for approval. Appeals process policy to be written. Review what lawyer stated at conference attended by Thorndycraft. b) Finance – VEBA $5,251 contribution typo previously reported. Actual $5,521. c) Fund Development – None d) Board Development – a. Luna to present next month results of previous months skills evaluation. e) Building - None f) Human Resources – None g) Ad Hoc Committee Reports Strategic Planning – Set retreat for February 3rd at 9 a.m. Planning meeting for Committee on 1/18/18 at 7:30 p.m. Director evaluation – None h) Advocacy – None. 9) Discussion Items Board Meeting 2018 Calendar – Date of January Board meeting changed to 4th Thursday for January only. Annual Board Evaluation – Complete before Strategic Planning Committee meeting on 1/18/18. Disability and Life Insurance – Switching to Principal due to favorable terms of pricing 10) Action Items a) 2018 Calendar of Library Board meetings - Motion by Phillips to accept the Calendar as presented, supported by Abramczyk. No further discussion. Motion passes. b) Liquor License application for Passport tor Spring – Motion in packet, moved by Phillips, supported by Abramczyk. No further discussion. Motion carries. 11) New meetings scheduled at the OTPL a) Policy Committee – 1/18/18 at 6:30 p.m. b) Strategic Planning – 1/18/18 at 7:30 p.m. 12) Questions from the Public – None 13) Trustee comments 14) Adjournment at 8:04 p.m. Mike Luna Secretary, Board of Trustees Orion Township Public Library BILLS - DECEMBER 1, 2017 TO DECEMBER 31, 2017 SALARIES-EXEMPT $ 52,217.82 SALARIES-NON-EXEMPT $ 33,235.53 SOCIAL SECURITY 12/1/2017 TO 12/31/2017 $ 6,410.51 OPT-OUT BENEFIT Non-covered employee ins. reimb $ 1,000.00 Total bills per Solomon reports attached: $ 42,596.95 Account Distribution Report TOTAL BILLS TO DATE $ 135,460.81 Date: 1/16/2018 Orion Twp. Public Library Page: 1 of 9 Time: 12:02PM Report: 03690.rpt User: SYSADMIN Account Distribution - Standard Company: OTPL Period: 12-17 As of: 1/16/2018 Tran Period Tran Debit Credit Acct Vendor Tran Desc Type Post Ref Nbr Date ExRef Nbr Amount Amount 4065 Public Copier/Printer Supplies 4065 LEAF LEAF CAPITAL FUNDING LLC VO 12-17 027542 12/7/2017 7925774 180.90 0.00 4065 PREMIER PREMIER BUSINESS PRODUCTS VO 12-17 027674 1/11/2018 AR55779 49.87 0.00 Account Total 230.77 0.00 4069 Donation Expense 4069 OVERDRIVE OVERDRIVE, INC. VO 12-17 027552 12/8/2017 00870CO17089794 141.00 0.00 4069 B&T-A/J/S BAKER & TAYLOR BOOKS VO 12-17 027568 12/14/2017 L4235942 107.38 0.00 4069 B&T-A/J/S BAKER & TAYLOR BOOKS VO 12-17 027663 1/9/2018 L4235942 267.37 0.00 Account Total 515.75 0.00 4071 Friends Donation Expense 4071 E SHERIDAN E SHERIDAN/OUTREACH VO 12-17 027512 12/5/2017 EXPENSE 4.99 0.00 4071 E SHERIDAN E SHERIDAN VO 12-17 027512 12/5/2017 EXPENSE 16.98 0.00 4071 KROGER MI CUST CHRGS-YOUTH VO 12-17 027558 12/12/2017 STATEMENT 6.84 0.00 4071 KROGER MI CUST CHRGS-SNAP VO 12-17 027558 12/12/2017 STATEMENT 35.19 0.00 4071 E SHERIDAN E SHERIDAN/OUTREACH VO 12-17 027569 12/14/2017 EXPENSE 64.03 0.00 4071 M ZALEWSKI M ZALEWSKI/OUTREACH VO 12-17 027601 12/20/2017 EXPENSE 81.08 0.00 4071 PETTY CASH ORION TOWNSHIP PUBLIC LIBRARY VO 12-17 027603 12/20/2017 CK REQUEST 7.53 0.00 4071 SAMS CLUB SAMS/AUTHOR FAIR VO 12-17 027604 12/20/2017 STATEMENT 59.94 0.00 4071 FOA PNC/TEEN VO 12-17 027617 12/26/2017 STATEMENT 141.86 0.00 4071 FOA PNC/PARADE VO 12-17 027617 12/26/2017 STATEMENT 39.92 0.00 4071 FOA PNC/ELF PROGRAM VO 12-17 027617 12/26/2017 STATEMENT 30.75 0.00 4071 AMAZON.COM SYNCHRONY BANK/AMAZON VO 12-17 027631 12/27/2017 STATEMENT 33.95 0.00 4071 AMAZON.COM AMAZON-TEEN VO 12-17 027631 12/27/2017 STATEMENT 67.80 0.00 4071 AMAZON.COM AMAZON-BIG GAME DAY VO 12-17 027631 12/27/2017 STATEMENT 39.99 0.00 Account Total 630.85 0.00 4071 Friends Donation Expense 4071 B&T-A/J/S B&T BKS-MIDDLE SCHOOL BATTLE VO 12-17 027568 12/14/2017 L4235942 108.45 0.00 Account Total 108.45 0.00 Date: 1/16/2018 Orion Twp. Public Library Page: 2 of 9 Time: 12:02PM Report: 03690.rpt User: SYSADMIN Account Distribution - Standard Company: OTPL Period: 12-17 As of: 1/16/2018 Tran Period Tran Debit Credit Acct Vendor Tran Desc Type Post Ref Nbr Date ExRef Nbr Amount Amount 5083 Medical Insurance 5083 J DIEKMAN JANICE DIEKMAN AD 12-17 027510 12/4/2017 CK REQUEST 0.00 1.83 5083 J RUDISILL JUDITH RUDISILL VO 12-17 027537 12/7/2017 CK REQUEST 6.93 0.00 5083 K REMENAR KRISTEN REMENAR VO 12-17 027538 12/7/2017 CK REQUEST 145.94 0.00 Account Total 152.87 1.83 5086 Pension Expense 5086 J HANCOCK JOHN HANCOCK LIFE INSURANCE CO VO 12-17 027639 12/27/2017 21131083 5,384.74 0.00 Account Total 5,384.74 0.00 6900 Office Supplies 6900 FOA PNC BANK VO 12-17 027617 12/26/2017 STATEMENT 48.68 0.00 6900 AMAZON.COM SYNCHRONY BANK/AMAZON VO 12-17 027631 12/27/2017 STATEMENT 269.43 0.00 6900 MIDDLECOUN MIDDLE COUNTRY PUBLIC LIBRARY VO 12-17 027648 1/4/2018 12112017 31.37 0.00 Account Total 349.48 0.00 6901 Staff Copier/ Printer Supplies 6901 LEAF LEAF CAPITAL FUNDING LLC VO 12-17 027542 12/7/2017 7925774 180.89 0.00 6901 SAMS CLUB SAM'S CLUB/SYNCHRONY BANK VO 12-17 027604 12/20/2017 STATEMENT 53.96 0.00 6901 AMAZON.COM SYNCHRONY BANK/AMAZON VO 12-17 027631 12/27/2017 STATEMENT 312.69 0.00 6901 PREMIER PREMIER BUSINESS PRODUCTS VO 12-17 027674 1/11/2018 AR55779 606.16 0.00 6901 SAMS CLUB SAM' S CLUB/SYNCHRONY BANK VO 12-17 027681 1/16/2018 STATEMENT 53.96 0.00 Account Total 1,207.66 0.00 6902 Processing Supplies 6902 PAPER ROLL PAPER ROLL PRODUCTS VO 12-17 027532 12/5/2017 26248 88.20 0.00 6902 DEMCO DEMCO INC VO 12-17 027544 12/8/2017 6265139 242.04 0.00 6902 AMAZON.COM SYNCHRONY BANK/AMAZON VO 12-17 027631 12/27/2017 STATEMENT 176.64 0.00 Account Total 506.88 0.00 6911 Automation Expenses Date: 1/16/2018 Orion Twp.