APPROVED
Minutes from Harper Woods Library Board of Trustees Meeting
Thursday, September 17, 2015 @ 7:00 p.m.
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Meeting called to order at 7:01pm by Frank Sosnowski
Present
Trustees: Frank Sosnowski, Mary Kingston, Mary Beth Kane, Ron Kangas, Elizabeth Campion,
Interim Library Directors: Suzanne Kent, Ronna Gillis, Incoming Library Director: Kristen Valyi-Hax
Approval of Meeting Agenda:
Elizabeth Campion moved to approve. Mary Kingston seconded. All in favor.
Approval of Minutes August 20, 2015:
There were three instances in the minutes where amounts of money were listed. Mary Kingston and
Ronna Gillis requested that the word “approximate” be inserted before each amount. Mary Kingston
moved to approve minutes as amended, seconded by Elizabeth Campion. All in favor.
Reports
A. Presiding Officer’s Report: Delivered orally by Frank Sosnowski.
Frank continues to visit the library weekly and speak with staff. All seems to be running
smoothly. Frank addressed the need to clarify how board meeting minutes are shared and made
public. See Item 6.B. below for the clarifications.
B. Treasurer’s Report: Delivered orally by Mary Kingston.
She says we are on budget for 2015. She and Ronna Gillis met briefly with John Szymanski. He
was not able to give many details at this time but indicated that the 2016 budget would be very
similar to the 2015 budget.
C. Staff Reports: Presented on paper by Suzanne Kent and Ronna Gillis; also summarized orally.
Copies included in minutes.
During presentation, Kristen Valyi-Hax asked if the decreasing circulation numbers were
indicative of a trend. Ronna Gillis indicated that this is so. Frank Sosnowski noted that Overdrive
circulation numbers are up, while all other numbers are decreasing.
Mary Kingston expressed concern that the library website is awkward and not up to date. It was
agreed that the transitions this year led to communication lapses and it is not the fault of the
webmaster if it isn’t current. Kristen Valyi-Hax indicated she may explore the possibility of
leaving the Plinkit site for other options some time in the future.
5.
Ongoing Business
A. Friends Book Sale: Mary Kingston reported that the book sale, held September 11 and 12, was
successful, netting approximately $600. The Friends do not wish to accept new donations of books
until January 1, 2016. Mary Kingston also showed the new tote bags. There are about 30 of the old
bags left. They may be used at the Artisans Market.
B. Friends Artisans Market: Mary Kingston reported that all tables are booked. She is currently looking
for local businesses to donate door prizes. They hope to incorporate a Children’s Art Competition but
the details are not yet finalized.
C. Millage: Mary Kingston plans to share a document with the millage wording at the December
Library Trustees meeting. This would be approved in January and then submitted to the city.
Kristen Valyi-Hax stressed the need to be aware of, and follow carefully, the rules regarding
campaigning for millage. She will research the rules and get back to us. At this time, we believe board
members and staff members can campaign on their own time but we will wait for clarification.
6.
New Business
A. QSAC: Frank indicated that he found his notes from the QSAC certification showing the benchmarks
previously met. As most of this work was done previously it may be easy to meet the benchmarks
again and apply.
B. Procedure to handle Board Meeting Minutes.
Draft and Approved Minutes need to be posted within seven days of a meeting. For the future
Elizabeth will prepare the Draft Minutes after the meeting and send them to Frank to proofread for
any glaring errors. Then Elizabeth will send the Draft and the Approved Minutes to the Director. The
Director will put the minutes in the appropriate binder, see that they are posted on the library
website, and at City Hall.
C. Comments from New Library Director: Delivered by Kristen Valyi-Hax
 Kristen was recently interviewed by April Lehmbeck of C&G newspapers. She shared that her
priorities are: to know the community, to get to know the staff, and to get to know the board
and the short and long term goals of staff and trustees alike.
 The director would like to know how often the Board of Trustees would like to hear from her.
It was established that the monthly meetings are sufficient unless an urgent situation arises.
She may implement some kind of quarterly training meetings to focus on particular subjects
for board members.
 Kristen hopes to place strong emphasis on marketing the library through interesting and
effective signage, as well as by sharing our message through social media, the website, and the
newspaper, etc.
 To pass the millage she wishes to emphasize that library staff passes the millage every day by
being the best library Harper Woods can be.
 Kristen hopes to establish more short and long term goals, including strategic planning, after
the millage passes.
7.
Call to Board
A. Elizabeth Campion shared three articles regarding the Dark Store tax refunds provided by the
Michigan tax tribunal and the potential for this to impact the Harper Woods City budget.
B. Mary Kingston extended a formal welcome to Kristen Valyi-Hax as director.
C. Mary Beth Kane formally thanked Suzanne Kent and Ronna Gillis for their service as interim
directors.
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9.
Public Comment: No members of the public present.
Additional: Suzanne Kent asked Kristen Valyi-Hax about the upcoming Michigan Library Association
Conference in October. Staff would like to attend. Kristen indicated that if there is money in the
Continuing Education Budget, members of staff and the Board could attend. She requests an itemized
proposal. The library will not close for staff to attend the conference.
10. Adjournment
cc: Members, City Administrator
File
Post
Submitted by:
Elizabeth Campion, Trustee, Frank Sosnowski, President
Ronna Gillis and Suzanne Kent, Interim Directors
Phone: 313-343-2575