Minutes
ALLEGAN DISTRICT LIBRARY BOARD OF TRUSTEES
October 18, 2010
The meeting was called to order at 7:01 p.m. by President Jerkatis. Present were Trustees: Hellmann, Bortz, Jerkatis, Kiella, Administrative Assistant Evelyn Lyzenga and Director Ann Perrigo.
The pledge of allegiance was said.
No changes to agenda. Trustee Kiella moved to excuse Trustees Antkoviak and Garofalo. Passed. Trustee Watts was absent.
Minutes of the September board meeting were accepted as written.
Public Comment – No comment.
The statistical reports and financial reports were reviewed and received.
Director’s report:
ArtsAlive! – the library received $379.00.
Director Perrigo gave a report on an E-Books online seminar she took part in that was very informative and worthwhile.
Committee Reports:
Friends – Trustee Bortz reported the book sale this past Saturday netted $629.40. It was very busy.
Budget Committee – Trustee Bortz reported that the committee did meet. She pointed out the reworked budget report and the 2010-2011 revenue report. Based on suggestions at the last board meeting, the committee incorporated:
• a new line item for “Publicity” of $5,000
• $2,500 increase for adult books and $2,500 increase for children books
• based on the personnel committee recommendations the salary line item was increased
• percentage totals were added for each major expenditure category
Trustee Bortz asked the board to review it before the November’s board meeting where it will be voted on.
Personnel Committee – The committee did meet. Trustee Kiella reported that a study for total compensation is ongoing to decide the appropriate increases. Recommendations will be presented at November’s regular board meeting. He assured the board they will not exceed the proposed new budget amount for salaries.
Facilities Committee – Director Perrigo reported on updated quotes for the soffit repair and front stone work needed on our building. Rossman Construction said to increase his quote by 10% for materials to do the soffits. Building Restoration, Inc. quote for stone work is $6,170.00. A motion was made and passed to accept Building Restoration bid with a condition that the work not exceed the bid. Board did not feel they could wait on this work due to water leakage and the upcoming weather.
The board asked the Director to draft a letter and confer with the library’s attorney to withdraw from the DDA. The letter will be sent to the board before it goes to the DDA. The Director and board will look into a historical restoration grant and a historical marker for the 1914 part of our building.
Finance Committee – No meeting.
The bills to be paid were reviewed and Trustee Kiella made a motion to approve the grand total (for the bills and payroll) for September of $38,305.45. Passed.
Communications – no report.
Unfinished Business – Director Perrigo reported that our former auditor and our accountant have been notified to give information to our new auditor – Hungerford, Aldrin, Nichols & Carter, PC. She had a letter to sign and return to the new auditor. Trustee Kiella reviewed the letter and brought up these items and questions that the board wish the director to clarify:
• Statement – The audit will cost $3,000.
• The auditor will have contact with our library attorney. What will that contact be? (this will be an additional cost to the $3,000).
• Get a firm date of when they will start.
• Who owns the audit report once it is done?
• What is the timing of the final report?
• Will the final report be done in person?
• What about material changes to the audit and those costs?
New Business – Director Perrigo brought up the remodeling of the public bathrooms. She clarified that this work is more a facelift than structural remodeling. The board requested that quotes for the facelift be presented at next month’s board meeting.
Director Perrigo suggested a “Strategic Planning” study for the library. The board gave her permission to get detailed bids and present them at next month’s board meeting.
Board Member comments – Trustee Bortz reported on her and Linda’s attendance at a grant writing workshop recently.
Meeting was adjourned at 8:01 pm. The next board meeting is Monday, November 15, 2010.
Evelyn Lyzenga
Administrative Assistant