Allegan District Library
Board of Trustees Meeting
August 16, 2016
Call to order: President Kiella called the regular monthly board meeting to order at 7:02 PM
Trustees present: Carol Browne
Marty McLeod via conference call
Also present: Sharon Crotser-Toy, Interim Director
Evelyn Lyzenga, Administrative Assistant
Pledge: Trustee Huff lead all in the pledge of allegiance.
Corrections/additions to the agenda, excusing of absences
Motion: Trustee Watts moved to excuse Trustee Keith Behm, Trustee Browne support, passed.
Trustee Kiella stated that item 1 under Action on Committee reports by the Facility Committee is not a recommendation but a report. Trustee Browne requested that the Personnel Committee minutes be added as item #3 under Action on Committee reports rather than in the Consent Agenda. Interim Director Crotser-Toy requested the costs document be removed – it was sent out in error with the packet of documents.
Motion: Trustee Watts moved to accept the consent agenda as amended, Trustee Browne support, passed.
Trustee Watts suggested merging Polly’s two reports – item #1 under Old Business and item #1 under New Business. Passed by acclaim.
Verification of Quorum
Quorum is present.
Public Comment Tony Garofalo, who headed up the YES committee for the library millage, gave a report of said committee stating they were winding down. Tony stated that by the 1st of November the committee will be closed out. He said that $3200 had been given the committee for this campaign and only a $50.00 debt remained. He wishes to give the YES committee documents to the library as a historical collection.
Motion: Trustee Watts moved to accept the YES committee documents as a historical collection for five years, Trustee Browne support, passed.
Action on Committee Reports
1. Facility Committee Signed Agreement with the Greens
President Kiella said he signed the agreement today. Interim Director Crotser-Toy will deliver to the Greens personally. The schedule is to transfer deeds at Chicago Title, date unknown. The agreement will be sent to insurance to make sure there are no risks; insurance agent will let us know.
2. Personnel Committee – Recommendation to approve the retirement payouts for Lindsey Dorfman and Holly Dowd
Trustee Browne led the discussion on the report to payout retirement benefits owed to Lindsey and Holly. This money was budgeted. Trustee Browne stated according to our current policy all full time and regular part time employees are entitled to retirement benefits up through the last day of the employee’s employment. She shared retirement benefits are no longer based on hours worked during a year but rather based on role profiles as indicated by the Interim Director. Trustee Brown asked Interim Director Crotser-Toy to check with both individuals as to how they desire to receive their payout.
3. Personnel Committee minutes of August 15, 2016
Trustee Browne reviewed the minutes and items covered at the committee’s Monday meeting. As pertaining to employee background checks, she mentioned that the scope of these checks will be limited to convictions that specifically prohibit or raise questions about an employee’s interactions with children and/or vulnerable adults.
Action on bills to be paid
Motion: Trustee Watts moved to pay the July bills in the amount of $16,519.22, July payroll of $18,943.30 for a total of $35,462.52; Trustee Huff support, passed.
Old Business – none
1. Information Wrap-Up on Millage Campaign and voting results for said measure
Polly Koenigsknecht stated that our millage won with a very good margin. She said there were only two other libraries who had a millage for a building and we were the only library who passed a new tax for a building. She said the reasons were:
• Involvement of the community
• Request was a reasonable amount on one ballot measure
She shared that these are exciting times to look forward to. Polly emphasized that we must follow through with our promises, such as:
• Adding Hoopla
• Digitizing newspapers
Polly offered other recommendations as we move forward:
• Continue to involve the community
• Increase library card holders
• Keep progress of project in front of the voters
• Play a larger part in townships
• Work at getting big gifts and
• Reminding people of the upcoming renewal of the existing operating millage in 2018
Strategic Plan Update
Trustee Browne shared with the board the latest update of the Strategic Plan. She asked the board for their input and edits to make sure the plan is on the right track. Interim Director Crotser-Toy will email the staff edits to Trustee Browne.
Motion: Trustee Kiella moved to accept the strategic plan summary as is, Trustee Huff support, passed.
Board Member Comments
Trustee McLeod reviewed with the rest of the board the latest ideas from the Friends on their location in the new building. The board has not made decisions on the use of any space and will keep in touch with the Friends.
Trustee Kiella spoke of the departure of City Manager, Rob Hillard, and the part Rob had in our upcoming building project. Trustee Kiella stated there will be a Facility Committee Workshop on August 23rd at 12:30 PM focusing on what to do next with regard to the forward movement of our improvement project and project manager. There will be no Board action during the August 23 workshop. During further discussion, board members expressed their desire to be good stewards of the millage just passed and discussed what steps they should be taking. Trustee Kiella requested this workshop be posted.
Trustee Browne expressed how impressed she was with our Fall 2016 newsletter and all the planned activities and events. Her husband will have completed his tenure as supervisor of Valley Township the day after the November election. They plan to move to Ohio this fall.
Trustee Huff shared this meeting was a learning experience. Interim Director Crotser-Toy brought to the board’s attention the September board meeting which will include the audit presentation and a budget hearing to adjust the library’s budget to reflect the increase in revenue due to the new millage.
Everyone welcomed Kevin Huff to the board.
Adjournment: By acclaim at 9:39 PM. Next board meeting is September 20, 2016.
Evelyn Lyzenga, Administrative Assistant