5. Consent Agenda A. Approval of Claims and Warrants L B. Approval of Regular Meeting Minutes February 22,

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1 Agenda Novi Public Library Board of Trustees--Regular Meeting Wednesday, March 29, 2018 at 7:00 p.m. City of Novi, Council Chambers W. Ten Mile Road, Novi, MI Novi Public Library provides the resources and programs to support the educational, cultural, informational and recreational needs of its diverse community. 1. Call to Order by President, Craig Messerknecht 2. Roll Call by Secretary, Ramesh Verma 3. Pledge of Allegiance 4. Approval and Overview of Agenda 5. Consent Agenda A. Approval of Claims and Warrants L B. Approval of Regular Meeting Minutes February 22, Correspondence A. 7. Presentation/Special Guest A. Barb Rutkowski, Head of IT e-nable Hands Project update... N/A B. Mary Robinson, Librarian HOOPLA demo.n/a 8. Public Comment In order to hear all citizen comments at a reasonable hour, the Library Board requests that speakers respect the five minute time limit. This is not a question-answer session, therefore, Library Board members will not respond to questions. It is an opportunity to voice your thoughts with the Novi Public Library Board of Trustees. DISCLAIMER: Audiovisual presentations are welcome. To insure adequate equipment needs, please contact Library Administration at least 5 days in advance of the meeting 9. Student Representatives Report President s Report (Craig Messerknecht) A Library Board Goals (Updates occur: July, October, January, April)... N/A B Election of Library Board Officers (President, Vice President, Treasurer, Secretary) coordinated by Secretary, Ramesh Verma (Term: April 2018 March 2019) Proposed Slate: President: Tara Michener Vice President: Ramesh Verma Treasurer: Melissa Agosta Secretary: Bill Lawler Page 1

2 11. Treasurer s Report (Melissa Agosta) A Library Budget Fund B Contributed Fund Budget C. Library Fund 268 Expenditure & Revenue Report as of February 28, D. Contributed Fund 269 Expenditure & Revenue Report as of February 28, E. Balance Sheets for Funds 268 and 269 as of February 28, Director s Report A. Library CitiStat Report Separate document.n/a B. Café Health Dept. Inspection report C. TLN Budget information for new ILS.32 D. Pew Research Article: Books Still Dominant (March 8, 2018) E. Information Technology Report F. Facilities Report G. Information Services Report H. Support Services Report I. Library Usage Statistics J. Friends of the Novi Library (Minutes: November 15, 2017) K. Novi Historical Commission (Minutes: January 24, 2018) Committee Reports A. Policy Committee: Review current public policies for the Library (Michener Chair, Poupard) Board approved revised policy manual on June 22, 2017 B. HR Committee: HR Policies, Director Review, Salary Study (Verma Chair, Michener) HR Committee met on Friday, March 16 th to review the salary structure chart that was designed with assistance from the City of Novi HR Dept. The Library Director made recommendations for specific salary grades to be changed based on the library data that was received in fall 2017 from 15 libraries. These changes were acknowledged by the committee. The salary information is now being compared and reviewed with the help of City of Novi HR to actual cost changes that would need to be put in place. Once those final figures are calculated, the new chart will be proposed to the Library Board at the April meeting. C. Finance Committee: Financial plan based on building assessment review, Library endowment investigation (Agosta- Chair, Messerknecht, Lawler) Need to meet to discuss a Purchasing Policy for the Library which will provide guidelines for bidding, caps for large purchases, etc. based on the City of Novi s current purchasing policy. Julie will send out a calendar invite for a date in April. D. Events/Marketing/Fundraising Committee: Outreach opportunities (Michener Chair, Agosta, Wood) Saturday, February 24 th : State of the City Address Agosta, Verma, Michener, Poupard, Messerknecht. Lawler Saturday, March 3 rd : NEF Green Gala Michener, Wood Saturday, March 10 th : Battle of the Books - Verma E. Strategic Planning Committee: Annual review of current plan Page 2

3 (Poupard- Chair, Wood). Review completed in November Plans for a new Strategic Plan will need to be discussed as the current plan expires June Director is attending a number of Strategic Planning sessions at PLA (March 19-24) to hopefully attain new ideas/strategies. F. Building/Landscape Committee: Entrance project, LED conversion project, Building assessment (Messerknecht Chair, Lawler, Verma, Wood) 1 bid was received for LED lighting project. Bid was over the amount budgeted for the project for Section A ($114,841). Budgeted amount was $92,500. Bidder was offered Section B Parking Lot work in the amount of $2, Bidder declined work. A meeting was held with Keith Perfect (library facility staff) to see if he was interested in doing the lighting swap out at a time and ½ additional pay per hour based on consulting with the City s HR Dept. and him qualifying for the work. Keith is interested. Rough estimates for time needed to swap out various bulbs in the building as well as work to change a ballast. This time information was sent to consultant, Karl G. for him to figure out the time needed for the swap out work. He will be getting back with me this week. He will also work up some additional consulting costs for him to stay on the project with us to determine a timeline for the completion of work. We are able to purchase lighting materials through a MI bid that is currently open and available through the City of Novi. We will need Karl G. to help us with the purchasing timeline in order to know how much material to have on hand for various sections of the building. Karl G. from Illuminart has provided a quote for additional consulting work (see in packet). G. Bylaw Committee: Review of Library Board Bylaws (Lawler- Chair, Agosta) Bylaw review completed September Public Comment In order to hear all citizen comments at a reasonable hour, the Library Board requests that speakers respect the five minute time limit. This is not a question-answer session, therefore, Library Board members will not respond to questions. It is an opportunity to voice your thoughts with the Novi Public Library Board of Trustees. DISCLAIMER: Audiovisual presentations are welcome. To insure adequate equipment needs, please contact Library Administration at least 5 days in advance of the meeting 15. Matters for Board Action A. Approve changes to Public Policy P14: Volunteers B. Approve changes to Employee Handbook Policy: Volunteers C. Approve Additional Services Request No. 1 with Illuminart for Library Lighting Retrofit project at $150 per hour. With a not to exceed of 15 hours ($ ) Page 3

4 16. Adjourn Supplemental Information: Library Calendar Future Events: LIBRARY CLOSED: Sunday, April 1 st Easter Holiday National Library Week (April 8 14) National Library Week Proclamation at City Council: Monday, April 9 th at 7:00pm, City of Novi Friends of Novi Library Regular Meeting: Wednesday, April 11 th at 7:00pm, Novi Library Historical Commission Regular Meeting: Wednesday, April 25 th at 7:00pm, Novi Library Novi Library Trustee Regular Meeting: Thursday, April 26 th at 7:00pm, City of Novi Inform. Inspire. Include W. Ten Mile Road, Novi, MI 48375, Telephone: Page 4

5 Warrant Accounts March 2018 Payable to Invoice # Account number Amount Global Office Solutions (2/22/18) $ TechLogic (1/31/18) CircIT Software 4/1/18-3/31/ $ 6, VidCom Solutions, Inc. (2/1/18) 2/1/-4/30/18 maint/access $ Amazon.com (2/23/18) Verifone Pinpad $ Demco (2/20/18) $ Global Office Solutions (2/22/18) $ Metcom (2/16/18) 10,500 library cards $ 2, Amazon.com (2/8/18) $ Barnes & Noble (1/30/18) Parent-Parent; Wired Child (12 ret) $ Brodart (2/21/18) $ 10, Center Pointe Large Print (2/3/18) $ Discount School Supply (1/30/18) $ Gale/Cengage (2/22/18) $ Lakeshore Learning (1/30/18) $ Tsai Fong Books, Inc. (2/20/18) $ Auburn Hills Public Library $ Romulus Public Library $ Waterford Twp. Public Library $ WT Cox (1/22/18) $ Midwest Tape (2/14/18) $ 3, Amazon.com (2/4/18) $ Midwest Tape (2/14/18) $ 3, Spectrum Enterprises (1/26/18) $ Merchant Billing Statement $ Johnson, Rosati, Schultz Joppich(2/15/18) café $ City of Novi Rubbish $ Natl Assoc for the Ed of Yng Child E. Brush; 1 yr membership $ H&K Janitorial Service(1/31/18) January $ 3, AT&T (2/13/18) 1/14-2/13/18; DTE $ T-Mobile (1/22/18) 12/21/17-1/20/ $ Verizon (1/28/18) 12/29/17-1/28/ $ City of Novi van gasoline $ City of Novi Ice $ Demco (2/2/18) staff SRP t-shirts $ Municipal Web Services (2/6/18) January $ 1, AccelerateKID (2/5/18) Coding Club; 3/7/ $ Amazon.com (2/2/18) $ Benitos Pizza (2/27/18) Teen Pgm; Book Club 2/27/ $ Page 5

6 Brewin, Linda (2/14/18) Snack Tales $ Brush, Emily Youth Programs $ Chef Bobby's Cater & Pvt Chef Ser Experience Culture; 2/24/ $ Demco (2/5/18) youth pgm $ Global Office Solutions (1/31/18) Youth Program $ Gordon Food Service (2/22/18) Youth Programs $ Kroger (2/13/18) Adt Pgm; 2/13/18; Val Day Eve $ Lucky Strike (2/14/18) National Library Wk; 4/14/ $ Oriental Trading(2/6/18) $ Perfect Cleaners of Detroit (11/16/17) 8 tablecloths $ Sam's Club (2/20/18) $ Stars Within Reach Prod (2/26/18) Choco Milk, Por Fav (3/16/18) $ Trader Joes (2/28/18) Adt Pgm; Why Vegan?; 3/3/ $ Walmart (2/13/18) Adt Pgm; 2/13; 2/14; 2/ $ Andiamo (2/22/18) On the Road; Dep; May $ Friends of Novi Public Library Engage Aug-Dec 2017/Jan - Apr $ (423.88) Millennium Business Systems (1/24/18) 12/3/17-1/3/ $ Novi Historical Commission Engage Jan-Apr $ (696.91) VistaPrint (2/22/18) business cards $ Consumers Energy (2/13/18) 1/12-2/12/ $ 1, DTE Energy (2/23/18) 1/24-2/21/18a $ 8, Allied Eagle Supply Co. (2/5/18) $ Cintas (1/26/18) restrooms $ Dalton Comm Cleaning (2/5/18) quarterly clean; youth furn $ 2, Home Depot (1/16/18) recycling $ North Star Mat Service (1/31/18) 1/2-30/ $ Brien's Services, Inc. (1/31/18) 12/30/17-1/29/18 snow/salt $ 2, Thelen Landscape, Inc. (2/20/18) replace 1.5" valve Sprinkler Sys $ Trugreen Commercial (2/16/18) ice melt pallet $ Weingartz (2/6/18) Toro snow blower MaxHD $ 1, Millennium Business Systems (1/24/18) 12/3/17-1/3/ $ Corrigan (2/1/18) February $ Amway Grand Plaza Hotel (2/21/18) Brush; 4/11-14/18; NAEYC Conf $ Delta Airlines L. Fricke; lug fees DTW-DEN $ Embassy Suites Center City PLA Conf; 3/20-24/18; Alberga $ 1, Eventbrite/Library Journal (2/26/28) Emp Teens; Fricke; 4/24+5/8/ $ Expedia (2/6/18) Fricke; Hyatt Reg Ctr -DEN; 2/13/ $ Fricke, Lindsay (2/19/18) Fricke; ALA Midwinter Conv $ Merit Network (2/19/18) Rakestraw; MMC2 Conf; 5/15-17/ $ Michigan AEYC (2/21/18) E. Brush; April 11-14, 2018 Conf $ Novi Educational Fou. (2/20/18) Green Gala; 3/3/18; 5 staff $ Page 6

7 Panera Bread (2/10/18) Library Board Meeting; 2/10/ $ Petty Cash $ TOTAL $ 62, Warrant Accounts March 2018 Payable to Invoice # Account number Account total Friends of Novi Public Library book sale weekend $ Amazon.com (1/19/18) $ Angus, Steve e-nable $ Friends of the Novi Public Library Bowman donation/ Friends memb $ HarborFreight.com (2/26/18) e-nable $ TOTAL Page 7

8 CITY OF NOVI LIBRARY BOARD MINUTES, REGULAR MEETING February 22, 2018 DRAFT 1. Call to Order The meeting was held at the Novi Civic Center, Council Chambers, W. Ten Mile Road, Novi, Michigan, 48375, and was called to order by Craig Messerknecht, President, at 7:00 p.m. 2. Roll Call Library Board Craig Messerknecht, President Tara Michener, Vice President (Absent and excused) Melissa Agosta, Treasurer Ramesh Verma, Secretary Bill Lawler, Board Member Doreen Poupard, Board Member Geoffrey Wood, Board Member (Absent and Excused) Student Representatives Ravenna Joshi, Student Representative (Departed at 7:36 p.m.) Lahari Vavilala, Student Representative (Absent and excused) Library Staff Julie Farkas, Director Julie Prottengeier, Office Assistant Public Guest Rob David 3. Pledge of Allegiance The Pledge of Allegiance was recited. 4. Approval and Overview of Agenda It was noted that in item 5B.Consent Agenda that the approval of the regular meeting minutes for December 20, 2017 should read January 25, A motion was made to approve the Overview of Agenda as amended. 1 st Melissa Agosta 2 nd Doreen Poupard The motion passed unanimously. 5. Consent Agenda A. Approval of Claims and Warrants L563 A motion was made to approve Claims and Warrants L563. Page 8

9 1 st Doreen Poupard 2 nd Bill Lawler The motion passed unanimously. B. Approval of Regular Meeting Minutes January 25, 2018 A motion was made to approve the Regular Meeting Minutes from January 25, st Melissa Agosta 2 nd Doreen Poupard The motion passed unanimously. C. Approval of Board Budget Session Meeting Minutes February 10, 2018 In item 9. Board Member s Individual Reflections on page 17 of the February 22, 2018 Library Board packet, Trustee Poupard explained that her reflection recorded in the February 10, 2018 Budget Session Meeting Minutes implies that she dismisses the importance of balancing a budget, which was not her intent. Trustee Poupard s intent was to say there is always a tension between balancing the budget and providing good services. In item 9. Board Member s Individual Reflections on page 17 of the February 22, 2018 Library Board packet Trustee Messerknecht asked that his reflection be changed to read, He reported that each year the Library does better than anticipated with fund balance usage and is hopeful it will be the same for the fiscal year. A motion was made to approve the Budget Session Meeting Minutes from February 10, 2018 as amended. 1 st Ramesh Verma 2 nd Doreen Poupard The motion passed with a majority. 6. Correspondence A. thank you from Ryan Welka, VFG Associates, LLC Mr. Welka is a Novi Library room rental customer who sent an commending the Library staff for the service he received from start to finish with his meeting room experience. 7. Presentation/Special Guest A. Virtual Reality Experience Scott Rakestraw and Dominic Doot, IT Department The virtual reality equipment that was purchased with the assistance of the Friends of the Novi Library launched in October, The Sony PlayStation equipment allows participants a unique experience of being in a 3-D world that they can manipulate. To date there have been 15 programs with 340 participants. Participants must be 12 years or older. The Board discussed the possibility taking the equipment to Fox Run s memory care residents as an experience that could enhance their memory. The Board thanked the Friends of Page 9

10 the Novi Library for the $5,000 contribution toward the purchase of the equipment. 8. Public Comment There was no public comment. 9. Student Representatives Report-January 2018 The Student Representative Report can be found on pages of the February 22, 2018 Library Board packet. A. Programs 1/10/18: Get Crocking On Code Coding Club (23 in attendance) 1/17/18: Parade of Preschools (75 in attendance) 1/24/18: Create-A-Puzzle Program (12 in attendance) 1/26/18: After-hours Harry Potter Party (36 in attendance) 1/30/18: Pizza and Pages Book Club Pax, by Sara Pennypacker (7 in attendance) B. Upcoming Programs 3/3/18: Princeton Review: Getting into your Dream College 3/6/18: College Planning for College Bound Families 3/7/18: Get Cracking on Code Coding Club 3/10/18: Battle of the Books 3/14/18: SCORE Business Mentoring for Teens 3/16/18: TAB Meeting 3/27/18: Pizza and Pages Book Club C. TAB Update The Teen Video Challenge was filmed at the January 19, 2018 TAB meeting. The theme for the video is Libraries Rock. This video will be submitted in a competition with other libraries across the country promoting the Summer Reading Program. D. Teen Space 525 students attended Teen Space in January. E. YALSA 2018 Best Fiction for Young Adults Press release Teen librarian Lindsay Fricke was part of the 2018 Young Adult Library Services Association (YALSA) committee for Best Fiction for Young Adults. YALSA is part of the American Library Association. The top 10 of 78 books chosen can be found on pages of the February 22, 2018 Library Board packet. 10. President s Report The President s Report can be found on page 26 of the February 22, 2018 Library Board packet. A Library Board Goals Trustee Poupard asked about the staff survey to be created by the Board members. Ms. Farkas hopes to begin talking about it within the next month and that an update should be included in the next Goals report. 11. Treasurer s Report The Treasurer s Report can be found on pages of the February 22, 2018 Library Board packet. A Library Budget Fund 268 Page 10

11 The Fund 268 budget can be found on pages of the February 22, 2018 Library Board packet. The approved Fund 268 budget calls for revenue of $2,901,020 and expenditures of $3,032,496 which will require use of $131,476 of Fund balance. B Proposed Library Budget Fund 268 The proposed Budget for Fund 268 can be found on pages of the February 22, 2018 Library Board packet. The proposed Fund 268 budget calls for revenue of $3,033,030 and expenditures of $3,157,600 which will require use of $124,570 of Fund balance. C Contributed Fund Budget 269 The Contributed Fund 269 Budget can be found on page 35 of the February 22, 2018 Library Board packet. The Fund 269 budget calls for revenue of $48,500 and expenditures of $118,465 which will consume $69,965 of the fund balance. D Proposed Contributed Budget Fund 269 The proposed Budget for Fund 269 can be found on page 36 of the February 22, 2018 Library Board packet. The proposed fund 269 budget calls for revenue of $33,000 and expenditures of $145,700 which will require use of $112,700 of fund balance. E. Library Fund 268 Revenue and Expenditure Report (January 31, 2018) The Fund 268 Expenditure and Revenue Report can be found on pages of the February 22, 2018 Library Board packet. Year to date revenue through January 31, 2018 totals $2,863,779 which is an increase of $17,577 over the previous month. Year to date expenditures through January 31, 2018 total $1,590,687 which is an increase of $235,753 over the previous month. F. Contributed Fund 269 Expenditure & Revenue Report (January 31, 2018) The Contributed Fund 269 Expenditure & Revenue Report can be found on page 40 of the February 22, 2018 Library Board packet. Year to date revenue through January 31, 2018 totals $33,088 which is an increase of $4,082 over the previous month. Year to date expenditures through January 31, 2018 total $22,050 which is an increase of $871 over the previous month. G. Balance Sheets for Funds 268 and 269 The balance sheets for funds 268 and 269 can be found on pages of the February 22, 2018 Library Board packet. The ending balance for Fund 268 through January 31, 2018 is $3,107, The ending balance for Fund 269 through January 31, 2018 is $1,708, Page 11

12 o The Library is currently operating under budget and is on track to not need to use fund balance. The Library is averaging $227,000 per month in expenditures but has budgeted for $252,000 per month. Trustee Agosta reminded the Board that larger expenditures come in at the end of the fiscal year. o Trustee Agosta reported that compared to last year, expenditures are up $100,000 but revenue is up $132,000. The Library is tracking very close to last year and no fund budget was used. o Trustee Messerknecht noted that the net of revenue and expenditures for Fund 268 through January 31, 2018 recorded on the Revenue and Expenditure Report does not match the net of revenue and expenditures for Fund 268 on the Balance Sheet. Normally these numbers are the same, but they differ by almost $6,000. Ms. Farkas said that she would contact the City about the discrepancy. o Trustee Lawler reported that traffic tickets issued have decreased and wondered if that would affect the budget. Ms. Farkas said that it is possible and it will be seen when the money comes at the beginning of the next fiscal year. o Looking at the Library Expenditures pie-chart on page 34 of the Board packet, Trustee Lawler asked which account the van purchase and Lending Library will come out of. Ms. Farkas said that when a van is purchased, it will come out of Capital Outlay and the Lending Library is coming out of Fund 269. o Trustee Verma asked what percentage of the budget is used for Library Materials. Ms. Farkas had not done the calculation but it is always close to 13%. 12. Director s Report The Director s Report can be found on pages of the February 22, 2018 Library Board packet. The following employees are celebrating their anniversary at Novi Library: o Mary Storch 18 Years o April Stevenson 7 Years o Tia Marie Sanders 4 Years o Eva Sabolcik 2 Years On February 14, 2018 Ms. Farkas attended the Coffee with the Superintendent that is held at the Library each month. Ms. Farkas reported she went to this meeting because the Novi School District is looking to form a committee that addresses mental health issues. Ms. Farkas attended so she could be informed about any potential programming opportunities that would support this issue. Planning and training for the new CARL system continues with staff. Ms. Farkas thanked the Board for their show of support to the staff in learning this new system. Trustee Verma noted that looking at the Library Board Calendar on the last page of the Board packet the date of November 15, 2018 Page 12

13 (Wednesday) for the November Board meeting is incorrect. November 15, 2018 is a Thursday. Ms. Farkas would confirm at the next Board meeting the correct date. A. Information Technology Report The Information Technology Report can be found on pages of the February 22, 2018 Library Board packet. Ms. Farkas thanked the IT Department for their hard work and for bringing the Virtual Reality program to life. B. Facilities Report The Facilities Report can be found on pages of the February 22, 2018 Library Board packet. C. Information Service Report The Information Service Report can be found on pages of the February 22, 2018 Library Board packet. D. Support Service Report The Support Service report can be found on page 53 of the February 22, 2018 Library Board packet. E. Library Usage Statistics The Library Usage Statistics can be found on pages of the February 22, 2018 Library Board packet. F. Novi Historical Commission No report included. G. Friends of the Novi Library No report included. 13. Committee Reports A. Policy Committee (Michener Chair, Poupard): Review current public policies for the Library. B. HR Committee (Verma Chair, Michener): HR policies, Director Review, Salary Study C. Finance Committee (Agosta Chair, Messerknecht, Lawler): Financial plan based on Building assessment review. D. Events/Marketing/Fundraising Committee (Michener Chair, Agosta Wood): Outreach E. Strategic Planning Committee (Poupard Chair, Wood): Annual review of current plan. F. Building/Landscape Committee (Messerknecht Chair, Lawler, Verma, Wood): Entrance Project, Energy Reduction Coalition project, building assessment. G. Bylaw Committee (Lawler Chair, Agosta): Review Library Board bylaws 14. Public Comment There was public comment by Mr. Rob David. Mr. David and his wife are interested in starting an endowment for the Library. Mr. David feels that the endowment will bring in additional money for the Library and encourages the Board and Ms. Farkas to move forward with creating one. The Board thanked him for his input. Page 13

14 15. Matters for Board Action A. Approve Library Budget Fund 268 Ms. Farkas was able to trim expenditures from the original proposed budget by almost $20,000 as the Board requested. Trustee Agosta reminded the Board that Ms. Farkas is using the same operating budget that was used in the old building. The new building is larger and more hours were added for service yet the operating budget remains the same. A motion was made to approve the Library Budget Fund 268 with revenue of $3,033,030 and expenditures of $3,157,600 consuming $124,570 of the Fund balance. 1 st Melissa Agosta 2 nd Doreen Poupard The motion passed unanimously. B. Approve Library Budget Fund 269 The Fund 269 proposed budget includes $72,200 for a new Maker Space and $67,000 for the Lending Library kiosk which includes a contingency. Trustee Poupard inquired about the status of naming rights for the kiosk and offered the Board s help and support. Ms. Farkas explained that a committee would need to be formed to investigate ideas and create a marketing plan. Ms. Farkas informed the Board that she would change the incorrect entry of $70,000 to $92,500 in account (LED Project) that is listed in the Approved Budget on page 36 of the Board packet. A motion was made to approve the Fund 269 budget for the fiscal year with revenue of $33,000 and expenditures of $145,700 using $112,700 of the fund balance. 1 st Melissa Agosta 2 nd Bill Lawler The motion passed unanimously. 16. Adjourn A motion was made to adjourn at 8:23 p.m. 1 st Melissa Agosta 2 nd Doreen Poupard The motion passed unanimously. Ramesh Verma, Secretary Date Page 14

15 February 2018 Student Representative Report By: Raveena Joshi and Lahari Vavilala Programs: The Get Cracking on Code: Coding Club program took place on January 10 th. AccelerateKid educated and taught participants about computer programming and game design. Attendees also learned about computer science with Bitsbox to program video app games using Javascript programming language. (Attendance= 23) The Nerf Night program took place on February 23rd. IMA Sports Novi ran Nerf games and other Library staff ran VR simultaneously. Pizza and ice cream were served. (Attendance= 11) The Pizza & Pages Book Club took place on February 27th. Attendees read the book, Treasure Hunters by James Patterson. The purpose of this book club is to encourage tweens to read and also allow tweens to practice for the Battle of the Books program that the Library holds annually. (Attendance= 7) Teen Space Update: There were 650 attendees in Teen Space in the month of February. Teen Space was closed on February 9 th because of NPL closure due to inclement weather. Teen Space was also closed on February 19 th and February 20 th due to mid-winter break. VR was held in Teen Space on February 8 th and February 22 nd. A Valentine s Day party was held in Teen Space on February 14 th. The total from September 2017 to February 2018 is 4,491. Here is the breakdown: September 2017: 740 October 2017: 1,048 November 2017: 970 December 2017: 558 January 2018: 525 February 2018: 650 Page 15

16 Teen Advisory Board Update: The sixth Teen Advisory Board (TAB) Meeting of the year took place on February 16th. At this meeting, members enjoyed cookies, pretzel sticks, and s mores. Then, members shared ideas on community service projects that TAB can do to interact with the community. Finally, Information Services Librarian, Lindsay Fricke, introduced the top 10 titles selected by the Young Adult Library Services Association (YALSA). Members then looked at titles from the whole list of top books of 2017, and worked on a project to be displayed in the Teen Stop. (Attendance= 25) Upcoming Programs: Demolition Derby with Miniature Motorways April 4th SCORE Business Mentoring for Teens April 11th Get Cracking on Code: Coding Club April 11th The Art of Improvisation with Karen Bell-Brege April 11th Extreme Reality STEM Workshop April 17th TAB Meeting April 20th Pizza and Pages Book Club April 24th Tween National Geography Bee April 25 th Teens test their skill and aim at Nerf Night at the Library Page 16

17 Inform. Inspire. Include. 6 Strategic Objectives Match the needs of the community with the facility(ies) and library s logistical resources (Ex: existing building, outreach, collections, storage space, future expansion) 2. Fuel Novi community s passion for reading, personal growth and learning 3. Increase the Novi community s knowledge of and access to the library s collections, services and building 4. Encourage the Novi community to embrace and participate in the library s programming, cultural learning and service opportunities 5. Foster an organizational culture of innovation 6. Empower the Novi community to be effective consumers and producers of information Library Goals Maintain excellent customer service in all facets of the library s operations, Board functions and community involvement. Focus: Lending Library at Lakeshore Park 2. Balance the needs of the community with fiscal responsibility and reduce the deficit spending. Focus: LED conversion project, Endowment 3. Provide quality and diverse services, materials, programs and technology. Focus: Virtual Reality programming, Fostering connections with our diverse community 4. Promote the Library in Novi s residential and business communities and provide outreach to non-library users. Focus: Library card campaign, 1,000 Books before Kindergarten, Library Board meetings out in the community 5. Ensure that the Library maintains policies and planning strategies that promote safe, efficient, productive and enjoyable experiences for patrons and staff. Focus: Staff survey by Library Board, HR salary review Approved: May 25, 2017 Page 17

18 Library Budget 268 Revenues Account 2/22/2018 Final Draft Audited Approved Yr. End Approved Projected Projected Description Tax Revenue - Current Levy 2,537, ,629, ,629, ,729, ,838, ,952, Tax Revenue - Cnty Chargebk 2, , , , , , Tax Revenue - Tx Tribunal 4, , , , , , Tax Revenue - Brow nfield Tax Revenue - Brow nfield , , , Tax Reveune - C/Y Del PPT -6, , , , , , State Aid 36, , , , , , Insurance Reimbursement Library book fines 62, , , , , , State penal fines 117, , , , , , Interest on Investments 51, , , , , , Unrealized gain(loss) invest -47, Miscellaneous income 15, , , , , , Copier 2, , , , , , Electronic media SRP - T-shirt sales Adult Programming 4, , , , , , Library Fundraising Meeting Room 49, , , , , , Gifts and donations 2, , , , , , Novi Tow nship Assessment 6, , , , , , Library Café 4, , , , , , Total Revenues 2,842, ,901, ,923, ,033, ,143, ,255, Page 18

19 Supplies and Materials Account Description Office supplies 17, , , , , , Postage Computer softw are/licensing 73, , , , , , Computer supplies equip 48, , , , , , Operating supplies 30, , , , , , Gift and Donations expense Desk,chairs, cabinets, etc , , Uniforms Books 161, , , , , , Lending Library Books , , , , Book Fines 1, , , , , , Books - Misc. Grants Library Periodicals 21, , , , , , Audio visual materials 75, , , , , , Electronic media 47, , , , , , Online (Electronic) Resources 67, , , , , , Total Supplies & Materials 544, , , , , , Library Budget /22/2018 Final Draft Audited Approved Yr. End Approved Projected Projected Services & Charges Account Description Public Information (cable) Bank Services 2, , , , , , Independent Audit Medical Service 1, , , , , , Legal Fees 3, , , , , , Rubbish , , , , , Memberships & Dues 4, , , , , , Professional services 3, , , , , , Custodial Services 46, , , , , , TLN Central Services 3, , , , , , Telephone 11, , , , , , TLN Automation Services 57, , , , , , Gasoline and oil Mileage Community Promotion 21, , , , , , Library Programming - Book It Library Programming 20, , , , , , Adult Programming 2, , , Print, Graphic Design, Publish 27, , , , , , Property & Liability Insurance 13, , , , , , Ins deduct/uninsured claims Heat 10, , , , , , Electricity 91, , , , , , Water and Sew er 7, , , , , , Building Maintainence 80, , , , , , Vehicle Maintenance Grounds Maint. 24, , , , , , Office Equipment Lease 12, , , , , , Records storage Conferences & Workshops 10, , , , , , Total Services & Charges 461, , , , , , Page 19

20 Library Budget /22/2018 Final Draft Audited Approved Yr. End Approved Projected Projected Capital Outlay Account Description Building Maint Grounds Maint./Entrance Project Building Improvements/Entrance Parking lot improvements 8, , Vehicles 28, , Internal Tech - Capital Outlay 56, , , , Data Proc - camera replace , , , Furniture 31, , , Total Capital Outlay 64, , , , , , Walker Transfer Total Expenditures 2,756, ,032, ,018, ,157, ,206, ,255, TOTAL Fundbalance 85, , , , , Page 20

21 269 - Library Contributed Funds - Revnues & Expend Approved 2/22/2018 Revenues Year End 6/30/ Amended Amended Approved Interest on Investments 31, , , , Unrealized gain (loss) on investments (24,333.20) 5, , (4,500.00) Interest Income 7, , , , Donations Collections/Materials Revenue 1, , , , Buildings/Ground/Furniture Revenue 1, , , , Programming Revenue 19, , , , Raising a Reader in Novi Sponsors 5, , , Technology Library Revenue 5, , Undesignated Misc. Donations 1, TOTAL $29, $12, $6, $10, TOTAL Revenues 36, , , , Expenditures Collections/Materials Expenditures , , , Buildings/Ground/Furniture Exp , LED Lighting Conversion project 92, Programming Expenditures 7, , , , Technology Library Expenditures - 4, , , Automated Lending Library/Drop box - 39, , Undesignated Misc. Expenditures 1, Staff Recognition 1, , , TOTAL 10, , , , TOTAL Expenditures 10, , , , Beginning Fund Balance Yr. End 1,671, ,679, ,679, Revenues 36, , , , Expenditures 10, (13,000.00) (140,965.00) (145,700.00) NET Revenues vs. Expenditures 26, , , , Beginning Fund Balance 1,671, Net of Rev/Exp 2015/2016 Ending Fund Balance Expected $1,697, $1,690, $1,587, $1,567, /2018 Budget amended 2/10/2018 for additional funds for LED project Page 21

22 03/12/2018 REVENUE AND EXPENDITURE REPORT FOR CITY OF NOVI PERIOD ENDING 02/28/2018 % Fiscal Year Completed: END BALANCE MTH ACT MTH ACT MTH ACT YTD BALANCE AVAILABLE 06/30/2017 ORIGINAL DEC 2017 JAN 2018 FEB /28/2018 BALANCE % BDGT GL NUMBER DESCRIPTION NORM (ABN) BUDGET AMEND BUDGET INCR (DECR) INCR (DECR) INCR (DECR) NORM (ABNORM) NORM (AB) USED Fund LIBRARY FUND 268 Dept treasury Property tax revenue Property Tax Revenue - Current Levy 2,537, ,629, ,629, ,616, , Property Tax Revenue- County Chargebacks 2, (15,000.00) (15,000.00) , (17,495.63) (16.64) Property Tax Revenue - Tx Tribunal Accr 4, (5,000.00) (5,000.00) (5,000.00) Property Tax Revenue-Brownfld Cap 2008 (217.02) (225.00) (225.00) (222.62) (2.38) Property Tax Revenue - C/Y Del PPT (6,712.21) (5,000.00) (5,000.00) (5,000.00) 0.00 Property tax revenue 2,537, ,604, ,604, ,619, (15,186.31) State sources State aid 36, , , , , State sources 36, , , , , Fines and forfeitures Library book fines 62, , , , , , , , State penal fines 117, , , , (12,141.45) Fines and forfeitures 179, , , , , , , , Interest income Interest on investments 51, , , , , , Unrealized gain (loss) on investments (47,460.19) (2,830.07) (8,933.85) 8, Interest income 4, , , , , , Other revenue Miscellaneous income 15, , , , , , , , Copier 2, , , , Electronic media (previously VHS) Library fund raising revenue , , , Meeting room 49, , , , , , , (674.44) Novi Township assessment 6, , , , Library Cafe 4, , , , Other revenue 77, , , , , , , , Donations Adult programs 4, , (4,080.33) Gifts and donations 2, , , , , (5,559.35) Donations 7, , , , , (9,639.68) 1, Page 22

23 END BALANCE MTH ACT MTH ACT MTH ACT YTD BALANCE AVAILABLE 06/30/2017 ORIGINAL DEC 2017 JAN 2018 FEB /28/2018 BALANCE % BDGT GL NUMBER DESCRIPTION NORM (ABN) BUDGET AMEND BUDGET INCR (DECR) INCR (DECR) INCR (DECR) NORM (ABNORM) NORM (AB) USED Personnel services Permanent salaries 785, , , , , , , , Final Payout 6, Temporary salaries 585, , , , , , , , Social security 102, , , , , , , , Insurance 223, , , , , , , , HSA - employer contribution 2, , , , , (336.48) Insurance - Employee Reimbursement (41,124.63) (45,000.00) (45,000.00) (3,353.26) (3,379.22) (3,071.96) (25,008.65) (19,991.35) Supplies Office supplies 17, , , , , , Supplies - Postage Computer supplies, software & licensing 73, , , (3,793.14) 11, , , Computer supplies/equipment 48, , , , , Operating supplies 30, , , , , , , Gift and donations expense Supplies - Desk chairs and file cabinets , , , Supplies - Uniforms Library books 161, , , , , , , , Library Books - Fines 1, , , (17.00) Library periodicals 21, , , , , Audio visual materials 75, , , , , , , , Electronic media 47, , , , , , , , Electronic resources (CD rom materials) 67, , , , , Supplies 544, , , , , , , , Page 23

24 END BALANCE MTH ACT MTH ACT MTH ACT YTD BALANCE AVAILABLE 06/30/2017 ORIGINAL DEC 2017 JAN 2018 FEB /28/2018 BALANCE % BDGT GL NUMBER DESCRIPTION NORM (ABN) BUDGET AMEND BUDGET INCR (DECR) INCR (DECR) INCR (DECR) NORM (ABNORM) NORM (AB) USED Other services and charges Public information (cable, etc) Bank Service Charges 2, , , , Independent audit Medical service 1, , , Legal fees 3, , , , , (744.80) Memberships and dues 4, , , , (59.57) Professional services 3, , , , , Custodial services 46, , , , , , , TLN Central Services 3, , , , Telephone 11, , , , , , , TLN Automation Services 57, , , , , , Gasoline and oil , (764.65) Mileage Community promotion 21, , , , , , , Library programming 20, , , , , , , , Adult programs 2, , , , (1,283.15) Printing, graphic design and publishing 27, , , , (423.88) 23, , Property & liability insurance 13, , , , Heat 10, , , , , Electricity 91, , , , , , , Water and sewer 7, , , , , , Building maintenance 80, , , , , , , , Vehicle maintenance (8.99) Grounds maintenance 24, , , , , , , , Office equipment lease 12, , , , , Records storage Conferences and workshops 10, , , , , , , (145.11) Other services and charges 461, , , , , , , , Page 24

25 END BALANCE MTH ACT MTH ACT MTH ACT YTD BALANCE AVAILABLE 06/30/2017 ORIGINAL DEC 2017 JAN 2018 FEB /28/2018 BALANCE % BDGT GL NUMBER DESCRIPTION NORM (ABN) BUDGET AMEND BUDGET INCR (DECR) INCR (DECR) INCR (DECR) NORM (ABNORM) NORM (AB) USED Capital outlay Building improvements , Parking lot improvements 8, Internal Technology - Capital Outlay 56, , , , , , Furniture , , , , , Capital outlay 64, , , , , , , Net - Dept treasury 85, (178,776.00) (120,276.00) (196,324.96) (214,065.22) (153,566.21) 1,085, (1,205,771.99) Fund LIBRARY FUND 268: TOTAL REVENUES 2,842, ,901, ,901, , , , ,875, , (902.50) TOTAL EXPENDITURES 2,756, ,079, ,021, , , , ,789, ,231, (902.50) NET OF REVENUES & EXPENDITURES 85, (178,776.00) (120,276.00) (196,324.96) (214,065.22) (153,566.21) 1,085, (1,205,771.99) (902.50) Fund LIBRARY CONTRIBUTION 269 Dept treasury Interest income Interest on investments 31, , , , , , Unrealized gain (loss) on investments (24,333.20) 6, , (1,371.89) (3,573.82) 9, (59.56) Interest income 7, , , , , , Donations Collections/Materials Revenue 1, , , Buildings/Ground/ Furniture Revenue 1, , , , (564.79) Programming Revenue 19, , , , , (12,467.68) Technology Library Revenue 5, , (2,070.00) Undesignated Misc Donations 1, , (784.04) Donations 29, , , , , , (15,225.51) Supplies Collections/Materials Expense , , , Buildings/Ground/ Furniture Expense , Programming Expense 7, , , , (11,115.31) Technology Library Expense , , , , (2,968.81) Undesignated Misc 1, , (3,584.10) Supplies 10, , , , , , (15,759.90) Net - Dept treasury 26, , , (795.68) (2.32) 10, , Fund LIBRARY CONTRIBUTION 269: TOTAL REVENUES 36, , , , , , , TOTAL EXPENDITURES 10, , , , , , (15,759.90) NET OF REVENUES & EXPENDITURES 26, , , (795.68) (2.32) 10, , TOTAL REVENUES - ALL FUNDS 2,878, ,953, ,948, , , , ,908, , TOTAL EXPENDITURES - ALL FUNDS 2,766, ,092, ,028, , , , ,812, ,215, NET OF REVENUES & EXPENDITURES 111, (138,811.00) (80,276.00) (197,120.64) (213,086.79) (153,568.53) 1,095, Page (1,175,801.37) 25

26 03/12/2018 BALANCE SHEET FOR CITY OF NOVI As of 02/28/2018 GL Number Description Balance Fund LIBRARY FUND 268 *** Assets *** Cash-Pooled Cash(Fifth Third & Comerica) 131, Investments - Pooled 2,790, Cash on hand Current taxes receivable 28, Prepaid expenditures 4, Total Assets 2,956, *** Liabilities *** Accounts payable 25, Accounts Payable - Manual Accrued liabilities-tax 10, Deposit for Cafe Total Liabilities 36, *** Fund Balance *** Fund balance 1,839, Total Fund Balance 1,839, Beginning Fund Balance 1,839, Net of Revenues VS Expenditures 1,079, Ending Fund Balance 2,919, Total Liabilities And Fund Balance 2,956, Page 26

27 GL Number Description Balance Fund LIBRARY CONTRIBUTION 269 *** Assets *** Cash-Pooled Cash(Fifth Third & Comerica) 382, Investments - Pooled 1,325, Total Assets 1,708, *** Liabilities *** Accounts payable Total Liabilities *** Fund Balance *** Fund balance - Unrestricted 1,569, Fund Balance Collections/Materials 36, Fund Balance Buildings/Ground/Furniture 53, Fund Balance Programming 27, Fund BalanceTechnology Library 11, Total Fund Balance 1,697, Beginning Fund Balance 1,697, Net of Revenues VS Expenditures 10, Ending Fund Balance 1,707, Total Liabilities And Fund Balance 1,708, Page 27

28 Director s Report Library comparison with other libraries by personnel % for expenditures for annual budget LIBRARY CLASS Personnel % NOVI 6 63% Baldwin Library Birmingham % Southfield % Rochester Hills % West Bloomfield % Canton % Clinton Macomb 6 54% Farmington 6 59% Ypsilanti 6 68% Northville 5 64% AVERAGE 60.15% Out and About in Novi/Library Profession: 2/23: LED mtg. 2/24: State of the City Address 2/26: City of Novi HR mtg.; Rotary Scholarship interviews 2/26: HPV program 2/27: City Leadership mtg.; LED mtg.; PAASN book discussion 2/28: Library Design mtg.; Library card intro at ECEC; NCSD IT mtg. 3/1: Bldg./Grounds mtg.; Rotary mtg.; City of Novi HR VR demo 3/2: TLN Membership mtg. at Ferndale 3/3: NEF Green Gala 3/6: City of Novi Leadership mtg.; NYA mtg. 3/8: Rotary mtg. 3/9: Money Smart Week book packing 3/10: Battle of the Books 3/13: City of Novi CitiStat Presentation; NLA Diversity mtg.; NLA Diversity mtg. 3/15: NYA Student Recognition Event 3/16: HR Committee mtg. 3/19 City of Novi HR mtg. 3/20-3/24: PLA Conference Philadelphia, PA Page 28

29 from: Sonya Schryer Norris, Library of Michigan (March 1, 2018) Greetings Michigan Library Community, Today is World Book Day and to celebrate we'd like to share some fun facts and figures about MeLCat. Did you know that MeLCat recently reached a milestone? On January 17, MeLCat filled its 10 millionth request. The title was: A gift of glory : Edsel Ford and the Diego Rivera murals at the Detroit Institute of Arts : a play by Karim Alrawi. It was requested by a Livonia Public Library patron and supplied by Oakland University. That success is thanks to the very hardworking men and women in the Michigan library community. Go ahead, take a moment to bask in the glory. Think of all the rubber band arguments it's taken to get us to this point! This is truly a group effort and I'd like to take this MeL Minute to give a well-deserved shout out to the library workers in every corner of Michigan who participate in MeLCat processing. Thank you!! And to bolster your own personal knowledge base of MeLCat lore, I'd like to share the following that Sean Cwiek of the Midwest Collaborative of Library Services dug up for us: The first book request on MeLCat was made on January 10, The title was: The Celtic collection : twenty-five knitwear designs for men and women by Alice Starmore. It was requested by a West Bloomfield Township Public Library patron and supplied by Bloomfield Township Public Library. For those of you who are not knitters, Celtic patterns are very cool. The most popular book in 2016 was: "All the Light We Cannot See" How busy are we? We're very busy. Circulation varies, but statewide we average 90,000 every month. How many libraries participate? It varies. Libraries drop out for a catalog migration, a move, or for the summer months, but it's right around 430. How does that break down by type? a. Public 354 (out of 398 public library systems) b. Academic 52 c. K12 11 d. Combined Public/School 9 e. Special - 3 How many items are in the system? Well, when U of M joined we got a tremendous boost. As of December, there were 49,346,993 items in MeLCat. That's books, DVDs, CDs and audiobooks. Page 29

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33 March 8, 2018 Nearly one-in-five Americans now listen to audiobooks By Andrew Perrin Page 33

34 Americans are spreading their book consumption across several formats, and the use of audiobooks is rising. About three-quarters (74%) of Americans have read a book in the past 12 months in any format, a figure that has remained largely unchanged since 2012, according to a Pew Research Center survey conducted in January. Print books remain the most popular format for reading, with 67% of Americans having read a print book in the past year. And while shares of print and e-book readers are similar to those from a survey conducted in 2016, there has been a modest but statistically significant increase in the share of Americans who read audiobooks, from 14% to 18%. Overall, Americans read an average (mean) of 12 books per year, while the typical (median) American has read four books in the past 12 months. Each of these figures is largely unchanged since 2011, when the Center first began conducting the surveys of Americans book reading habits. Despite some growth in certain digital formats, it remains the case that relatively few Americans consume digital books (which include audiobooks and e-books) to the exclusion of print. Some 39% of Americans say they read only print books, while 29% read in these digital formats and also read print books. Just 7% of Americans say they only read books in digital formats and have not read any print books in the past 12 months. Some demographic groups are more likely than Page 34

35 others to be digital-only book readers, but in general this behavior is relatively rare across a wide range of demographics. For example, 10% of 18- to 29-year-olds only read books in digital formats, compared with 5% of those ages and 4% of those 65 and older. Interestingly, there are no significant differences on this question related to educational attainment or annual household income. Some 7% of college graduates are digital-only book readers, compared with 5% among those who have not graduated from high school. Demographic differences in book reading in 2018 are similar to the patterns seen in previous Pew Research Center surveys. For instance, college graduates are more likely to be book readers than those who have not attended college, and younger adults are more likely to read books than those 65 and older. At the same time, some groups have become more likely to read books in certain formats than was true in Some examples include: Page 35

36 Younger adults Nearly one-quarter (23%) of 18- to 29-year-olds have listened to an audiobook in the past 12 months, compared with 16% who had done so in College graduates The share of college graduates who have read a print book or listened to an audiobook in the past 12 months has increased by 6 and 7 percentage points, respectively, since Notably, the share of high school graduates who have listened to an audiobook in the past 12 months has nearly doubled over that same time frame, from 9% in 2016 to 16% today. Rural adults Adults living in various community types are equally likely to listen to audiobooks. But 17% of those living in rural areas have listened to an audiobook in the past 12 months, up from 10% in Page 36

37 Policy Manual PUBLIC P14: Volunteers The Library identifies volunteers as a person who regularly performs duties or tasks for the Library without wages or benefits. The Library shall use the services of volunteers to supplement the efforts of paid Library staff in meeting demands for quality public service and to serve as a method to encourage citizens to become familiar with their Library and the services being offered. The Library shall make use of the services of interested volunteers to supplement and not to replace the work done by Library staff. The volunteers described in this policy are different from the Friends of the Library volunteers who are governed by their own policies and bylaws. Categories of Volunteers General Volunteers - An opportunity for volunteers over the age of 18 to enhance Library services based on specific tasks identified by Library staff. Community Service Workers Offenders referred by the courts of Oakland County to the Library for community service work in lieu of punishment. Teen Volunteers Students entering into 7 th grade or 12 must be 14 years of age and up with an interest in working with the Library. Interns / Practicum Student A bachelor or master level student who is working to complete a practicum as part of their course of study. Scope of work will be determined by the intern/practicum student and Manager during an interview. A. The Library shall designate a volunteer coordinator to oversee use of volunteers and to maintain a file of volunteers. Each department that uses volunteers shall designate a volunteer supervisor to train, supervise, and evaluate volunteers. B. Volunteers must complete a volunteer application form. All volunteers are subject to an acceptable background check prior to starting their volunteer commitment. Volunteers under 18 years of age must have a completed work permit to volunteer for the Library. Volunteers will not be accepted if there is no suitable job match when skills, interests, locations, schedules, and transportation are considered. Page 37

38 C. Volunteers will not take the place of paid staff and will provide special, unusual, or supplemental services and will be recruited for specific jobs rather than on a general basis. D. Volunteer hours will be determined based on the needs of the Library and availability of the volunteer. While the Library will attempt to accommodate the volunteer s schedule, we cannot guarantee it. E. Volunteers are recognized by the public as representatives of the Library and shall be guided by the same work, behavior and dress code as Library employees. F. Volunteers are expected to arrive at the Library in time to begin volunteer work as scheduled or notify the Library if they will be absent. All volunteer work must be completed within normal Library hours. Volunteers who fail to show as scheduled may forfeit their volunteer opportunity. G. Volunteers shall wear an identification badge when working for the Library. They shall have access to staff restrooms and lounge during their work hours. H. This policy shall not be deemed a contract between the volunteer and the Library. Both the volunteer and the Library have the right to terminate the volunteer s association with the Library at any time, for any reason, with or without cause. The Library does not provide any employee benefits to persons serving as volunteers. Recognition Duties A. Recognition is an important component of a volunteer program and is often the only way in which the Library can say thank you. At least annually, there will be a formal recognition of general and teen volunteers from the Library. B. Community Service Workers The Volunteer Coordinator will verify satisfactory performance levels and the number of hours worked to fulfill the court requirements. C. Students and Interns/Practicum - The Volunteer Coordinator will verify that these volunteers have satisfactorily completed the requirements for their volunteer activity. A. Volunteers may be asked to work on projects that are supportive of staff efforts. Examples include, but are not limited to: shelf reading to ascertain if books are in proper order, tagging/weeding/withdrawing Page 38

39 materials for the Library s collection, cleaning materials, outdoor maintenance, dusting, moving books, interactive opportunities with the public such as greeting at program events and providing support for programs, and will be expected to help enforce the Library s Rules of Conduct (P11). B. Community Service Workers who refuse the assigned duties or who behave inappropriately may forfeit their volunteer opportunity. Approved: August 11, 1997; Amended: October 21, 2009; May 15, 2010; June 22, 2017; March 29, 2018 Signed: Craig Messerknecht President Novi Public Library Board of Trustees Page 39

40 Policy VOLUNTEERS The Novi Public Library identifies volunteers as a person who regularly performs duties or tasks for the Library without wages or benefits. The Library shall use the services of volunteers to supplement the efforts of paid Library staff in meeting demands for quality public service and to serve as a method to encourage citizens to become familiar with their Library and the services being offered. The Novi Public Library shall make use of the services of interested volunteers to supplement and not to replace the work done by Library staff. The volunteers described in this policy are different from the Friends of the Library volunteers who are governed by their own policies and bylaws. Categories of Volunteers General Volunteers - An opportunity for volunteers over the age of 18 to enhance Library services based on specific tasks identified by Library staff. Community Service Workers Offenders referred by the courts of Oakland County to the Library for community service work in lieu of punishment. Student and Teen Summer Reading Volunteers Students entering into 7 th grade and/or 12 must be 14 years of age or older. Interns / Practicum Student A bachelor or master level student who is working to complete a practicum as part of their course of study. Scope of work will be determined by the intern / practicum student and Department Head during an interview. H. The Library shall designate a volunteer coordinator to oversee use of volunteers and to maintain a file of volunteers. Each department that uses volunteers shall designate a volunteer supervisor to train, supervise, and evaluate volunteers. I. Volunteers must complete a volunteer application form and be age 12 or older. All volunteers are subject to an acceptable background check prior to starting their volunteer commitment. Under normal circumstance, background checks will be completed in a reasonable period of time. Volunteers under 18 years of age must have written permission from a parent or guardian to volunteer for the Library. J. Volunteers will not be accepted if there is no suitable job match when skills, interests, locations, schedules, and transportation are considered. If there is not a job available, the volunteer will be informed that his/her application will be kept on file for one year and he/she will be contacted when there is an opening. K. Volunteers will not take the place of paid staff and will provide special, unusual, or supplemental services and will be recruited for specific jobs rather than on a general basis. L. Volunteer hours will be determined based on the needs of the Library and availability of the volunteer. On an average, a volunteer is asked to commit to work a minimum of two hours per week. In discussion with the volunteer, the Volunteer Coordinator will determine the hours of the volunteer s service. While the Library will attempt to accommodate the volunteer s schedule, we cannot guarantee it. The volunteer will be asked to sign an agreement form before beginning his/her duties so expectations are clear and concise. Page 40

41 M. Volunteers are recognized by the public as representatives of the Library and shall be guided by the same work, behavior and dress code as Library employees. N. Volunteers are expected to arrive at the Library in time to begin work as scheduled or notify the Library if they will be absent. All volunteer work must be completed within normal Library hours. Volunteers who fail to show as scheduled may forfeit their volunteer opportunity. O. Volunteers will receive orientation packets and shall wear an identification badge when working for the Library. They shall have access to staff restrooms and lounge during their work hours. P. Volunteers shall participate in a voluntary evaluation process. Q. At the end of the volunteer s tenure with the Library, the Volunteer Coordinator will conduct an exit interview. R. This policy shall not be deemed a contract between the volunteer and the Novi Public Library. Both the volunteer and the Library have the right to terminate the volunteer s association with the Library at any time, for any reason, with or without cause. The Library does not provide any employee benefits to persons serving as volunteers. Recognition D. Recognition is an important component of a volunteer program and is often the only way in which the Library can say thank you. At least annually, there will be a formal recognition of general and teen volunteers from the Library. E. Community Service Workers The Volunteer Coordinator will verify satisfactory performance levels and the number of hours worked to fulfill the court requirements. F. Students and Interns/Practicum - The Volunteer Coordinator will verify that these volunteers have satisfactorily completed the requirements for their volunteer activity. Duties C. Volunteers may be asked to work on projects that are supportive of staff efforts. Examples include, but are not limited to: shelf reading to ascertain if books are in proper order, tagging/weeding/withdrawing materials for the Library s collection, cleaning materials, outdoor maintenance, dusting, moving books, interactive opportunities with the public such as greeting at program events and providing support for programs, and will be expected to help enforce the Library s Rules of Behavior. D. Community Service Workers who refuse the assigned duties or who behave inappropriately may forfeit their volunteer opportunity. Dress Code The Novi Public Library is a public service institution and each employee and volunteer represents the Library and the City of Novi. Personal appearance and dress convey a message to the public we service. As a member of the volunteer team, you are expected to dress and conduct yourself in a business-like manner suitable to your position and volunteer work to be performed. All volunteers are required to wear Novi Public Library identification in plain sight during volunteer hours. Exceptions to the policy can be made at the discretion of the Director or Department Heads when required by the nature of the work. Hygiene: Employees and volunteers are expected to practice good personal hygiene and maintain a clean, well-groomed appearance. Good grooming should reflect appropriate business Page 41

42 standards including discretion in use of perfume/cologne, makeup, nail polish, and moderation in hairstyle. Acceptable: 1. Business dress or business casual dress. 2. Skirts and dresses no shorter than 2 inches above knee when standing (no shorter than mid-thigh when seated). 3. Any type of business dress or business casual shoe (heels, flats, sandals, slides etc.). 4. Tennis shoes or appropriate athletic shoes, free of holes and dirt, may be worn by any volunteer whose job requires her/him to stand or walk for extended period of time. 5. Denim clothing such as shirts, skirts, dresses or jackets in any color. Any clothing bearing the Novi Public Library logo, City of Novi logo, school logo (Library Assistants), or summer reading apparel can be worn with proper business dress or business casual attire. 6. During the summer months (May through September) hosiery is optional. Unacceptable: 1. Shorts, cut offs or athletic shorts. 2. Athletic apparel; workout attire. 3. Strapless or spaghetti-straps unless worn with business attire. 4. Any clothing that is revealing. 5. Torn, worn or frayed clothing. 6. Soiled, stained, odorous and excessively wrinkled clothing. 7. Baseball caps, visors, hats, and headscarves, unless they are being worn for Library programs, medical or religious reasons. 8. Blue denim jeans. (Dependent upon departmental need) 9. Flip flops or casual beach shoes of any kind. If clothing fails to meet these standards, as determined by the Director or Department Head, the volunteer will be asked to go home to change and return. Novi Public Library Employee Handbook: Approved August 11, 1997; Amended October 21, 2009; Amended March 16, 2016; March 29, 2018 Signed: Craig Messerknecht President Novi Public Library Board of Trustees Page 42

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45 NOVI PUBLIC LIBRARY EMPLOYEE ANNIVERSARY CELEBRATIONS JOLANTA BOREK MARCH 12, YEARS MARYANN ZURMUEHLEN MARCH 9, YEARS KATHERINE KOPPIN MARCH 6, YEAR JEAN ALDRICH MARCH 6, YEAR HILLARY HENTSCHEL MARCH 8, YEAR Page 45

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49 Information Technology Report by Barbara Rutkowski Updates: through ~The Information Technology Staff closed 30 Help Desk tickets. ~ Scott and Dominic gave a presentation on our Virtual Reality (VR) system at the February Library Board meeting. ~ Scott and Dominic demonstrated our VR system to Technology Support staff from the Novi Community School District. ~ Scott also demonstrated the VR system to the participants of the Novi University. Participants in Novi University learn the functions of other Departments to acquire knowledge to provide enhanced customer service. ~ Several VR events were held for patrons in February including one after-hours session and one two-day session. ~ Dominic held 15 training sessions for patrons: 1 Virtual Reality Sunday, 1 Basic Photo Editing with GIMP, 2 Vinyl/Cassette to MP3, 2 VHS to MP4/DVD, 1 ereader/rb Digital, 1 Inkscape and 7 Tech Time. ~ Topics covered during the 7 patron Tech Time sessions included: downloading music, transferring photos between a PC and Smartphone, downloading a backup from the cloud, creating a photos DVD and using Facebook. ~ Staff were given training on how to use the Story Time Room s Apple TV, the Creation Station s capabilities, how to remote desktop and using files in the cloud. ~ The IT Staff attended Sexual Harassment and Diversity training sessions. ~ Dominic updated the various meeting room layout diagrams with table and chairs to scale. ~ The PIN pad for one of the credit card devices was replaced due to hardware failure. ~ All public workstations received updated images. ~ Our cable TV vendor, Spectrum, updated our connection to digital. ~ Several updates were submitted for our website. ~ An e-nable Assembly Day was held for the employees of the Community Financial Credit Union during which they completed approximately 40 arms. Page 49

50 ~ The 3D printers are continuing to print prosthetic arm components for the various assembly days. ~ In addition to printing the arms, the 3D Committee members printed 14 objects for patrons. ~ Plans have been developed for training and deploying Microsoft Office 2016 to both public and staff workstation during March. ~ Routine tasks were completed such as, servers, ipads, laptops, workstations and internet filter definitions were updated and new image snapshots were taken. Facilities Report by Keith Perfect In the past month (February) the Facilities Department has closed 8 Facilities tickets, 115 Meeting Room Requests and has updated 391 Periodic Maintenance tickets. Inventory of unused book shelving has begun, all unused shelving will be sold. Keith met with Information services staff to discuss the importance of following the Help Desk Meeting Room Ticket procedures. A new snow blower was purchased for snow removal. Page 50

51 Information Services Department Report by April Stevenson ~The Information Services Department put on 110 programs. ~Mary R. attended the Virtual Conference on Making & Makerspaces in Michigan. A presentation by practicing public librarians from around the state on the topics of planning, budgeting, implementing, and programming around makerspaces. ~Emily attended the Grand Opening of the Goddard School in Novi. She also created a Curious George themed gift basket that was on display for two weeks before the grand opening. ~Mary R. has been asked to write an article about her Bubble Pendent program for Library Journal s Programs that Pop column. ~Kathleen provided an activity for Take Your Child to the Library Day. ~Emily updated the African-American Biographies bibliography and did a display as well. ~David attended the LibraryAware webinar. ~Lindsay served as a member of YALSA s Best Fiction for Young Adults Committee over the past year. As a committee, they read over 200 titles. She also attended both ALA Annual and Mid- Year Conferences. ~Shannon added displays for books in Arabic and Russian. She updated the International brochure and the adult biographies brochure as well. ~Betty and Shannon worked to add a local author s works that are written in Punjabi. ~Gail hosted the second in her Experience Culture Series: African-American. It included art displays, a presentation on African-American hair, three variations of dance, soul food from area restaurants, an historic presentation on lunch box meals during the Jim Crow era, and a mini concert by vocalist Kimmie Horne (niece of Lena Horne). ~Kathleen met with a Canton Library intern answered questions about story times and provided an observation for her of the Baby Time and Tot Time programs. ~Linda visited the Farmington Community Library to view their parenting and special needs collections. ~Emily attended the Music Lady the Farmington Community Library. ~Yolanda, Lindsay, and April attended a Teen Space meeting of partners to review progress and ideas. ~Lindsay volunteered to be a Letters about Literature judge. ~Several IS staff attended the first part of the Diversity and Cultural Competency Training from Library Journal. ~Hillary attended the Novi Toast of the Town Gala, worked the library s table at the Chamber s Business Blender, and met with Wenona Graham (Economic Development Office at the City) to discuss their job fair, our involvement, and which industries will be targeted. ~Kirsten is working on adding 5 new STEAM kits to the collection. ~Jessie watched a webinar on adult summer reading programs. February Adult Programs & Displays In addition to our regularly scheduled programs we also offered: Experience Culture: African-American 150 Adult Sensory Story Time - 18 Our Adult Feature Display was African-American biographies and tax help. First Floor Display case featured information on African-American art February Tween/Teen Programs & Displays Get Cracking on Code 23 Pizza and Pages - 7 The Teen Stop Display featured books celebrating Black History Month February Youth Programs & Displays In addition to our regularly scheduled story times and programs we also offered: Page 51

52 Stuffed Animal Sleepover 28 Full STEAM Ahead 16 Nerf Night 11 Purim Program - 11 Our Youth Feature Display was honoring African-Americans in Literature Our Picture Book Display featured; 1,000 Books Before Kindergarten & colors Our Youth DVD Display was Black History selections. Our first floor information desk display featured the Woolworth s Lunch Counter Sit-in in honor of Black History Month and information on famous African-Americans in history. February Raising a Reader Stats (including print and online): 100 Books Books Books Books Books Books Books Books Book Books 23 Total: 673 Page 52

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54 SUPPORT SERVICES DEPARTMENT MONTHLY UPDATE FEBRUARY- MARCH 2018 Department Head/General Board Packet Statistics were completed for the Support Services Department. The Goals Document was updated for the month for the Support Services Department. Maryann Zurmuehlen: Held monthly one-on-one meetings with Supervisors. Is working to complete the Support Services Department manual. Ran 3 Director s Station reports for Selectors. Held interviews for an open 12-Hour Shelver position. Attended a meeting with Novi School's Registration Office with Julie Farkas on February 28th as part of a card sign-up initiative. Circulation & Shelvers A Supervisor meeting is scheduled for Monday, March 12th. There are currently two positions open: a 19-Hour Clerk position and a 12-Hour Shelver position. The Circulation Clerks and Supervisors continue to work on the Patron Account Database Cleanup Project. Tech Services Tech Services is working on the following projects: relabeling of Biography and Youth Reader books. Tech Services continues to work on the Catalog Database Cleanup Project. Statistics (February 2018) Library Cards Issued: 306 Items Checked Out: 55,140 Items Interloaned for NPL Patrons: 4,124 (97 through MeLCat) Items Interloaned to Other Libraries: 4,810 (127 through MeLCat) Items Added to the Collection: 1,637 Items Discarded from the Collection: 2,283 MAP Checkouts: 0 Outreach: 7 Facilities Visits / 58 Items Checked Out 7 Book Discussions / 124 Items Provided Page 54

55 Support Services Statistics July Aug Sept Oct Nov Dec Jan Feb March April May June TOTAL Cards Issued ,171 Items checked out 72,945 70,224 57,224 60,490 58,101 53,914 61,774 55, ,812 Items borrowed 4,965 5,332 4,551 4,415 4,130 3,746 5,206 4,124 36,469 Items loaned 5,058 5,108 4,892 4,865 4,882 4,277 5,808 4,810 39,700 Read Boxes MAP Checkouts Library cards issued February February October October Total checkouts 55,140 59,122 READ Boxes Adult 0 0 Youth 0 7 Items borrowed TLN 4,027 4,664 Total 0 7 MeL ,124 4,751 Items loaned TLN 4,683 4,693 MeL ,810 4,765 May 3 through October 4, 2017 was our fifth season of Read Box service in Novi. Lakeshore Park is the original location with Rotary and ITC Parks added in ITC Park proved to be the most used with Lakeshore coming in a close second. Read Box Totals May 3 - October 4, 2017: Adult Youth 1,073 1,239 Total 1,271 1,417 Page 55

56 Self-Check Totals Fiscal Year Total Circulation Self-check % of Total Total Self-checks Self-Check #1 Self-Check #2 Self-Check #3 Youth #1 Youth #2 Adult South July 72, % 38,931 8,391 6,722 3,448 7,547 11,420 1,403 August 70, % 38,212 9,083 6,203 3,167 7,044 11,357 1,358 September 57, % 28,087 7,065 4,291 2,163 5,463 8, October 60, % 30,761 7,598 4,963 2,813 5,610 9, November 58, % 30,845 7,858 4,671 2,809 5,441 9, December 53, % 26,506 6,578 4,495 2,274 5,111 7, January 61, % 31,842 8,180 5,938 2,415 6,097 8, February 55, % 28,024 6,696 4,376 2,565 5,926 8, March April May June FYTD 489, % 253,208 61,449 41,659 21,654 48,239 74,088 6,119 Page 56

57 Lobby Library Usage Fiscal Year Fiscal Year Drive- Up Total Daily Average Hours Open Days Open FYTD Total 377,410 46, ,401 1,221 3, FYTD Total 316,222 30, ,510 1,494 3, *Closed October 24 due to lack of water Lobby Drive- Up Total Daily Average July 41,803 4,401 46,204 1, July 44,976 4,770 49,746 1, August 39,539 4,021 43,560 1, August 46,477 4,533 51,010 1, September 38,934 3,911 42,845 1, September 49,912 3,984 53,896 1, October 38,993 4,371 43,364 1, *October 43,260 3,410 46,670 1, November 25,943 3,487 29,430 1, November 42,448 3,221 45,669 1, December 22,348 3,640 25,988 1, December 32,007 3,333 35,340 1, January 22,426 3,477 25, January 27,295 3,735 31,030 1, February 22,934 3,570 26, February 29,847 3,261 33,108 1, March 23,008 4,054 27, March April 29,476 3,926 33,402 1, April May 31,951 3,788 35,739 1, May June 40,055 4,345 44,400 1, June Hours Open Days Open Page 57

58 Computer Logins Fiscal Year Fiscal Year Public Lending Daily Public Lending Daily Workstations Wireless Laptops Total Average Workstations Wireless Laptops Total Average July 3,364 86, ,936 2,998 July 3,422 65, ,455 2,282 August 3,873 84, ,129 2,938 August 3,503 61, ,088 2,170 September 3,098 83, ,375 3,199 September 3,160 49, ,863 1,958 October 3,363 80, ,371 2,689 October 3,580 53, ,263 1,847 November 3,185 78, ,831 2,822 November 3,204 50, ,889 1,858 December 2,461 76, ,552 3,021 December 2,489 51, ,259 1,938 January 3,161 68, ,596 2,237 January 3,184 42, ,985 1,533 February 3,068 72, ,758 2,706 February 2,797 45, ,164 1,720 March 3,787 78, ,324 2,744 March 0 0 April 3,047 81, ,723 3,026 April 0 0 May 3,205 84, ,669 3,131 May 0 0 June 37,321 66, ,905 3,583 June 0 FYTD Total 72, , ,014,169 2,914 FYTD Total 25, , ,966 1,922 Page 58

59 Early Literacy Workstation Usage Fiscal Year Fiscal Year Monthly Monthly Time Average Session Monthly Monthly Time Average Session Sessions (In Minutes) (In Minutes) Sessions (In Minutes) (In Minutes) July 1,202 25, July 1,067 21, August 1,211 26, August , September , September , October , October , November , November , December , December , January 1,064 22, January , February , February , March 1,037 22, March April , April May , May June , June FYTD Total 11, , FYTD Total 6, , Page 59

60 Technology Training Sessions Fiscal Year Tech Time ereader/rb Digital VHS to DVD Inkscape Vinyl/Cassette to MP3 GIMP Photo Editing Virtual Reality Staff Training 3D Printing Impromptu Total Classes Total Patrons July patrons August patrons September Patrons October Patrons November Patrons December Patrons January Patrons February Patrons March patrons April patrons May patrons June patrons Sessions Patrons Page 60

61 Fiscal Year Hoopla Freegal RB Digital Universal Courses Number of Patrons Checkouts Checkouts Number of Patrons Novi Checkouts Consortium Checkouts* Login Sessions New Registrations July 1, , August 1, , September 1, , October 1, , November 1, , December 1, , January , , February , , March April May June FYTD Total ,255 1,105 5, ,262 1, Fiscal Year OverDrive Consortium Collection Advantage Collection Total OverDrive New Users July 2,505 1,589 4, August 2,799 1,747 4, September 2,380 1,433 3, October 2,639 1,359 3, November 2,532 1,402 3, December 2,542 1,400 3, January 2,902 1,566 4, February 2,671 1,299 3, March April May June FYTD Total 20,970 11,795 32, Page 61

62 Meeting Room Rentals Fiscal Year Fiscal Year Rentals Attendees Rentals Attendees July July 48 1,080 August 41 1,224 August September 41 1,284 September October October 60 1,296 November 45 1,166 November December December January 37 1,221 January 50 1,033 February 48 1,185 February 48 1,041 March 72 1,763 March April 46 1,183 April May 50 1,244 May June June FYTD ,265 FYTD 367 7,653 Page 62

63 Library App Fiscal Year Number of Visits Most Requested Webpages Number of Visits Most Requested Webpages July 36, Catalog January 34, Catalog 2. My Account 2. My Account 3. Zinio 3. OverDrive 4. Library Locator 4. Library Locator 5. OverDrive 5. Boopsie Popular Books August 36, Catalog February 33, Catalog 2. My Account 2. My Account 3. OverDrive 3. OverDrive 4. Library Locator 4. Library Locator 5. Zinio 5. Boopsie Popular Books September 35, Catalog March My Account OverDrive Library Locator Boopsie Popular Books 5. October 36, Catalog April My Account OverDrive ` Zinio Library Locator 5. November 33, Catalog May My Account OverDrive Library Locator Boopsie Popular Books 5. December 33, Catalog June My Account OverDrive Library Locator Boopsie Popular Books 5. Total 280,710 Page 63

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67 NOVI HISTORICAL COMMISSION Wednesday, January 24, pm Novi Library History Room Call to Order: 7:03pm Attendance: Rachel Manela, Kathy Crawford, Kim Nice, Tammy-Lee Knopp Introductions of guests: Betty Lang (Library Liaison), Sue Grifor (Volunteer), Al Bialek Approval of Agenda: ALL APPROVED Approval of Minutes: December 6, 2017: ALL APPROVED Communications: Correspondence from Jim Craft regarding future program NOTE: Dhara will be out of the country until March 6 Library Liaison Report, Betty Lang First Historical Marker Location? March 23 rd and 24 th Michigan in Perspective Conference Members of the commission attending the conference can be reimbursed for their conference fee and their milage. Upcoming Library/Friends Program(s) Mark your calendar! March 21 st -The Man Who Made Detroit Beautiful April 17 Adventures into Michigan s Past History Room Office Hours: Feb pm Rachel Manela Feb pm Tammy-Lee Knopp March pm Rachel Manela March pm Kim Nice Previous Discussion/Wrap-up 11/10 Taking Oral Histories One Step Further Kathy Crawford Attended this Workshop Obtained some release forms Best advice: Just start! Develop a Preservation Plan 11/21 Senior Executive Lunch at Lakes Kathy Crawford Presented: The Walled Lake Amusement Park Presentation City of Novi 50 th Anniversary celebration, Kim Nice No further meetings yet. John s Retirement from Commission Served since 2009 How do we want to honor him? Page 67