Minutes of Board of Trustees
Allegan District Library
June 17, 2014
Call to order:
The monthly meeting of the Board was called to order by President Kiella at 7:00 pm. Present were Trustees: Jason Watts, Carol Garofalo, Mike Kiella, Sally Trabulsi, Catherine Hellmann, Chris Antkoviak, Director Lindsey Dorfman and Administrative Assistant Evelyn Lyzenga.
Per President Kiella request for comments on the new email process of one pdf sent which includes all packet documents, Trustee Watts would prefer budget documents separately attached due to layout issues.
Director Dorfman led all present in the pledge of allegiance.
Corrections/additions to the agenda, excusing of absences
Trustee Browne was absent. Trustee Watts moved, support by Trustee Trabulsi, to excuse Trustee Browne, passed. President Kiella requested the Whistleblower policy change be added to the ADL Annual Calendar for November.
Verification of Quorum
Quorum is present.
Trustee Watts moved to accept the consent agenda, support Trustee Garofalo. Discussion – Director Dorfman requested the minutes from the last board meeting be moved to the action agenda under ‘Unfinished Business’. Trustee Watts moved to accept the consent agenda as amended with support from Trustee Garofalo, passed.
No public comment.
Action on Committee reports
A. Personnel Committee – Personnel policy recommendations – Director Dorfman led discussion of proposed changes in the absentee and medical leave sections of the Personnel Policy.
After discussion these recommendations were tabled to the July meeting under ‘Unfinished Business’ by motion of Trustee Watts, support Trustee Trabulsi, passed by quorum.
B. Communications and Marketing Committee – Friends of the Library Committee – Trustee Trabulsi lead discussion. Suggestion was made to have organizational procedures for the Friends be written down; the Director will follow through. It was confirmed that the Friends are a committee of the Library with direct oversight by the Board.
No further action necessary.
Action on bills to be paid
Trustee Antkoviak moved to pay the May bills and payroll in the amount of $44,829.81, support by Trustee Trabulsi, passed.
Director Dorfman passed around a picture frame of thank you notes done by Hillside East boys’ class of 5-11 years old. This class has been coming to the library very Friday during the school year. This is a perfect example of how the library impacts the community. Director Dorfman also shared a note of thanks from a patron for helpful library staff and great genealogy programs.
A. 2014-2015 Budget Approval Hearing – Trustee Watts moved to open the public budget approval hearing at 8:14 pm, support by Trustee Antkoviak, passed. No changes to the budget as previously read. Trustee Watts moved to approve the 2014-2015 budget, support Trustee Garofalo. No discussion. Roll call vote: Trustees Antkoviak-yea, Trabulsi-yea, Garofalo-yea, Hellmann-yea, Watts-year, Kiella-yea. Passed. Trustee Trabulsi moved to close the public budget approval hearing, seconded by Trustee Hellmann; passed.
B. Bylaws – 2nd Reading – Trustee Watts said no changes to the bylaws since last reading. Trustee Trabulsi pointed out that Section I and 2 under Article IV: Meetings reads that “….. at the annual July meeting” should technically read “1st regularly scheduled meeting in November”. Trustee Watts moved to accept the 2nd reading of the bylaws with a technical correction, support by Trustee Garofalo. Roll call vote: Kiella-yea, Watts-yea, Hellmann-yea, Garofalo-yea, Trabulsi-yea and Antkoviak-yea.
C. Library Building Renovation Project – Director Dorfman met with Matt Debare and inquired about the length of time it can take to complete a building reno project. The answer was up to 5-6 years.
Director Dorfman requested that the Board stop and take a look at the Library’s strategic plan and come up with basics that all collectively agree on:
- What changes need to be made
- Why we need these changes
- Why these changes are important to the community
She asked if this should be done by committee or the whole board.
After discussion, President Kiella appointed a standing committee:
- Called the Building Renovation Committee
- it will meet regularly
- the Director is Ex-officio – head of the committee
- 1st members Trustees Trabulsi, Watts, Browne and Ex-officio Trustee Kiella acting as President of the Board
- In appropriate ways it will include community
- Bring things to the next steps
- Try answer basic questions by November
D. Minutes of the last board meeting – Trustee Trabulsi moved to strike the wording, under item 2, bylaws – first reading, that begins “because the Board…………the Friends, supported by Trustee Watts, passed.
A. Amend 2013-2014 budget – President Kiella shared recommendations by the Library’s governmental auditor and standing accountant to force this budget with end of year amounts. Trustee Watts moved to approve the recommended adjustments to this budget, support Hellmann, passed.
B. Rare Books – Director Dorfman led the discussion of rare books just recently found in the Library. She proposed that we sell them either through Amazon or Ebay She inquired what the Board’s thoughts were. Trustee Watts moved to approve the sale of these rare books at the Director’s discretion, support by Trustee Trabulsi. Discussion.
- Larry Massie was suggested as one of our leading collectors of rare books. He would be interested and know the value of these books.
- Possibly use as a fund raiser at a fair market price with the community having first opportunity.
- Director Dorfman would like to use the money to put in replacement lights in the Carnegie Room fashioned after the original lights that were installed.
- Books not sold at the community fund raiser will be sold online.
C. Statistics in the new fiscal year – The Director asked the Board to look over the statistical report and offer suggestions for change. She requested the Board email her their changes and thoughts. This agenda item will be included on the July agenda.
Board Member comments: Trustee Garofalo called everyone’s attention to the new bike rack installed. The old bike rack will be recycled. Trustee Watts shared that the interim Grand Rapids library director had just passed and he is the one that started the process to finding Director Dorfman; the Director shared that she enjoyed this library and this community, she loves what she does.
Adjournment: The meeting was adjourned at 9:24 pm by acclaim. Next meeting is July 15th.