Allegan District Library Board of Trustees
April 16, 2012
The regular monthly board meeting was called to order by Vice President Carol Browne at 7:00 pm.
Present: Trustees: Chris Antkoviak, Catherine Hellmann, Sally Trabulsi, Carol Garofalo, Carol Browne, Director Ann Perrigo and Administrative Assistant, Evelyn Lyzenga.
Additions to the agenda:
• Add 2012 Spring Institute report to Director’s Report
• Insurance under Budget Committee
• Under unfinished business add item “D” MSHP grant
Excused Trustees Jason Watts & Mike Kiella. Trustee Trabulsi moved to accept changes, Trustee Antkoviak seconded. Passed.
Reviewed the minutes from last month’s board meeting. Trustee Garofalo moved to approve the minutes, Trustee Hellmann seconded. Passed.
Public Comment – none.
The board reviewed the March statistics report and March payroll, balance sheet and budget figures. Received as published.
Director’s report: Director Perrigo started with the Board calendar. A question about the calendar came up about next year’s budget to be reviewed at the April board meeting. Director Perrigo stated it had not gone forward due to not receiving figures for next year from the County Assessor. Calendar notes:
• The Budget/Finance Committee must meet by the end of April. They must come up with a budget with or without those figures. Public hearing of next year’s budget is to be in May with final board approval in June.
• Personnel Committee must establish a date to do the Director’s review.
Director Perrigo reported about two meetings she had attended in which several Michigan libraries have bought ereaders and put the top 10 fiction and top 10 nonfiction ebooks on them for loan. This action is in answer to the leading publishers not selling ebooks directly to libraries. This concept will be discussed with the library staff. Another topic discussed was Senior Services and offering some services, such as computer training, through local libraries. More discussion to come on this topic. Regarding advertising at the Regent Theatre, Director Perrigo mentioned that the Regent needs our ad as a tif, pdf or PowerPoint slide. Trustee Trabulsi would be glad to write the ad and give it to Administrative Assistant Lyzenga to put into the right format.
Friends Committee: Trustee Garofalo reported:
• Book sale is this next Saturday, April 21st
• “Decluttering” presentation will be on Sunday, April 22nd at 2pm
• Friends’ scholarship will be decided by April 27th and presented in May
• Reviewed the Friends mission statement. It was amended to remove the last line about the meeting time. Trustee Trabulsi made a motion to approve the mission statement as amended and have it become part of the official bylaws. Trustee Antkoviak seconded, passed.
• Friends are bringing in treats this week for the library staff which is very much appreciated.
It was decided to table a discussion on the wording that now exists in the official bylaws until next month.
Budget/Finance Committee: Director Perrigo shared the building insurance invoice for next year which was reviewed and received. The committee must meet before the end of April and come up with next year’s budget. There has to be a public hearing on the budget in May and notice published 7 days before such hearing.
Personnel Committee: Trustees Browne and Antkoviak met to review the mission statement and presented said mission statement for this committee. It was reviewed and amended. Trustee Antkoviak moved to accept the statement and add the statement to the official bylaws as amended. Trustee Browne seconded, passed.
Facilities Committee – did not met.
Communications and Marketing Committee: Trustee Trabulsi presented this committee mission statement. After discussion, Trustee Trabulsi moved to amend the mission statement as the first two sentences written and add this statement to the official bylaws; Trustee Garofalo seconded, passed.
March bills to be paid were examined. Trustee Trabulsi moved to pay the bills as published; seconded by Trustee Hellmann, passed.
Communications – none.
Strategic Planning – Trustee Browne, who spearheaded this effort, reported on the narrative and action plan sent out to the board. She reported that the Steering Committee did not assign any of the actions on the action plan to a certain person(s) or committee. Her recommendation is once this action plan is accepted that there be a report every three months to the board on actions taken on the items listed on the action plan. In this way, it will keep this project going forward. It was decided to put the narrative and action plan on the agenda for May’s board meeting for the approval of the full board.
Policy review – registration: tabled to May’s board meeting.
By-laws revision: tabled to May’s board meeting.
MSHP Grant: Director Perrigo received a letter from Denise Sachau who reviews grants for the MSHP office. There are a number of items that must be sent, along with revising the budget amount for the repair of roof on the historical part of our library. Vice President Browne requested that the Director keep the board abreast and ask for their assistance if necessary.
New Business – none.
Board Member Comments: Trustee Garofalo shared that there is a presentation on a shipwreck found in Lake Michigan on Thursday, April 19th at 7 pm. Director Perrigo shared that the planting of the memorial tree for Jo Bortz is to be May 4th at 10 am. It is part of the City’s Arbor Day celebration.
Trustee Trabulsi moved to adjourn, Trustee Hellmann seconded, passed. The meeting adjourned at 8:56 pm. Next board meeting is May 21st.