Roseville Public Library Commission Regular Meeting March 12, 2018 Minutes - Approved I. CALL TO ORDER The meeting was called to order by Chairman Charlene VanMarcke at 6:31 p.m. in the Archives Office. Present: Commissioners Anastasia Psimadas, Phyllis Reneau, Cara Tonn, Charlene VanMarcke, Director Jacalynn Harvey. Recording Secretary: Cara Tonn II. DISPOSITION OF MINUTES Motion by Commissioner Psimadas, supported by Commissioner Reneau to accept the Minutes of the regular meeting of February 12, 2018. III. IV. HEARING OF THE PUBLIC The hearings of the public are designated. The hearing of the public will be for any Library business. Upon addressing the Commission, please state your name and address. Address the Chair. You are welcomed to direct questions, input information and/or express opinions to the Commission. Anyone using inappropriate or threatening language will be called out of order, and will correct their language or end their comments. Limit your remarks to three (3) minutes. If time permits, we may allow you one additional time period to provide new information or answer questions from the Trustees. Anyone not adhering to these rules will be called out of order by the Chair. ANDERSON, ECKSTEIN AND WESTRICK, INC. 1. Jason Arlow, architect, attended the meeting to explain the ongoing process of the canopy construction. a. Bids were opened publicly on February 22, 2018 b. Four bids were received ranging from approximately $116,000 to $142,000. c. AEW recommended the contract be awarded to the low bidder, Elgin Builders, Inc., for the amount of $116,808.00. d. Following our meeting with Jason, AEW will send a letter to Elgin. e. The Library Commission, then the City will have to approve of Elgin. f. AEW, per its contract with the Library, will write the contact for the project, and the Director and the head of Elgin will sign it. 1
g. There will be a pre-construction meeting at which AEW will go through the construction process and schedule, and Elgin will sign the contract book. h. The project will commence. Jason estimates the project will take 45 days, although contractually Elgin will have longer. i. AEW will be the bridge through which the Library will communicate with Elgin. j. Additionally, AEW will handle payments to Elgin, on a monthly basis. V. REPORT OF THE DIRECTOR 1. Library Update. a. The Library will be closed on Friday, March 30 for Good Friday. b. Ashlee McClaughry was awarded a scholarship of $270 to attend the Michigan Library Association s Spring Institute on March 22 and 23. Sara Marsack will also attend. c. John Bunkley attended the ribbon cutting ceremony for the Genealogical Society of Flemish Americans on March 9. He and the director are interested in hosting a program at the Library. d. Behavior problems with middle school-aged kids who are not Library regulars have been on the rise. Chief Berlin has been notified and staff has been briefed. The Board discussed these issues at length. The Director will be contacting the principal at Eastland Middle School, which is within walking distance. The Board encouraged the Director to continue to involve the police and to not allow staff to physically intervene. 2. Library Programs/Classes. a. Adult Programs: Adult Trivia Night on March 15; Archives Open House on March 17; Library Lab Drop-in Computer Construction on March 19 and April 5; Alzheimer s Association: Dementia Conversations on April 3; Scandalous Ancestors with Jessica Trotter on April 3; Booked for the Evening, The Art of Racing in the Rain, on April 5; Treasures in the Attic on April 7. b. Tween/Teen Programs: Teen Library Lab on March 14; Teen Advisory Board on March 16; Magic the Gathering on March 19 and 26 and April 2 and 9; Teen Community Service Opportunity on March 21. c. Children s Programs: Toddler Lapsit session #2 and Preschool Storytime session #2 March 16 and 23 and April 6; Read to Me Rosco! on April 4; Youth Lego Club on April 6. d. Family Programs: Library Melodies: Matthew Ball, The Boogie Woogie Kid on April 2; Family Movie: The Lego Batman Movie on April 6; Chess Nuts: Drop-In Chess Play on April 7. 3. Library Statistics. 2
a. Statistics are mostly down. 4. Friends of the Roseville Public Library. a. The Friends Board and the Used Booksale Committee met on March 7 to discuss the May 5 fundraiser -- Kentucky Derby Hat Fashion Show and Tea, and jobs were assigned. Tickets go on sale April 9. b. The Booksale is April 12-14. c. The Friends received a check from Kroger for about $350. 5. Budget and Bills. a. The Library Reserve Art Account now totals $1,650.00 b. Budget and Bills Motion by Commissioner Tonn, supported by Commissioner Reneau to accept the budget and bills. c. Annual Budget: the Director presented the Annual Budget to the Board, who decided to table approval until the April meeting. Motion by Commissioner Reneau, supported by Commissioner Tonn to table acceptance or rejection of the Annual Budget until the April Library Commission meeting. VI. VII. VIII. SUBURBAN LIBRARY COOPERATIVE 1. The Local History database Portfolio is no longer being updated by SIRSI and must be replaced. The SLC is looking into alternatives and John Bunkley will be involved in critiquing databases. COMMUNICATIONS None. UNFINISHED BUSINESS 1. Personnel. a. Theresa Candela is resigning as of March 21. She was offered a full-time job elsewhere. b. There will be two open clerical positions. 2. Building and Grounds Update. a. The Staff lounge renovation is ongoing. Painting and moldings have been completed. Locker cubbies have been installed along with lower cabinets. The counters fabricated by Millwork and the sink and faucet have arrived. 3
The Director will choose subway tiles, grout, cabinet door handles, and drawer pulls in addition to the clock and wastebasket. 3. Director s Annual Performance Evaluation. a. The Director signed the evaluation and the Board received copies. The City will also receive a copy for her personnel file. b. In addition to the signed evaluation, the Director provided the Board with some additional information regarding two areas of concern in the evaluation: Networks and Strategic Plan. 4. ConnectEd. a. The Roseville Community School cards are in SIRSI. b. Fraser Public Schools have not communicated with the SLC to date. 5. Open Trustee Position. a. The search is ongoing. IX. 6. Other Items. a. Note from Laura Wurn regarding Lucky Day Collection. Response sent. b. Service Animal questions and procedure. c. Vera Edwards Estate. i. Adjournment on March 28, 2018. ii. $14,900. NEW BUSINESS 1. Donations Motion by Commissioner Tonn supported by Commissioner Psimadas to accept the donations and send thank-you notes to donors. 2. Other Items. None. X. ADJOURNMENT Commissioner Reneau made the motion, that having acted upon the agenda, the meeting be adjourned at 8:38 p.m. Commissioner Tonn supported the motion. Respectfully submitted, Cara Tonn 4
Next Meeting: Monday, April 9 at 6:30 p.m. Regular Commission Meeting. 5