Allegan District Library
Board of Trustees
December 20, 2016
Call to Order: The regular monthly board meeting was called to order by President Kiella at 7:08 PM.
Trustees present: Chris Antkoviak
Also present were: Director Ryan Deery
Assistant Director Devin Erlandson
Administrative Assistant, Evelyn Lyzenga
Pledge: Pledge of allegiance was recited.
Corrections/additions to the agenda, excusing of absences:
Motion: Trustee Antkoviak moved to excuse Trustees Watts and McCloud, Trustee Behm support, passed.
Verification of Quorum: Quorum is present.
Motion: Trustee Antkoviak moved to accept the consent agenda as presented, Trustee Behm support, passed.
President Kiella presented a letter dated November 3rd from Susan Buese with her resume to be considered for the open board position. He read the letter to the board. President Kiella stated that there has been no contact from the posting of the board opening to either himself or the Director.
Action on Committee Reports
1. Motion to approve Friends funding
Director Deery reported the Friends had approved a request from Billie Spicer to spend $500 on holiday decorations for the library and to fund buying T-shirts for the staff to use to identify themselves when out in the community.
Motion: Trustee Behm moved to approve funds from the Friends to be spent on holiday decorations and T-shirts, Trustee Antkoviak support.
In discussion, going forward the work process will be to have Friends funding in the monthly bills to be paid.
The Board will send a thank you note to the Friends for providing funds for the decorations.
2. Motion to transfer $22,000 from the General Fund into the Capital Building Fund
Trustee Huff mentioned that this request came out a Budget and Finance Committee on December 7th. He stated that presently the Capital Building Fund has no money and there are bills to be paid.
Motion: Trustee Antkoviak moved to transfer $22,000 from the General Fund as a loan for payment related to expenses of the Library Improvement into the Capital Building Fund; said monies to be reimbursed after the bond sales, Trustee Huff support, passed.
Action on Bills to be Paid
Motion: Trustee Antkoviak moved to approve payment of the monthly bills in the amount of $19,594.91 with November payroll of $35,558.49 for a total of $55,153.40, Trustee Huff support, passed.
1. By-laws recommendation
Trustee Antkoviak reported that the work is nearly done and he plans for the by-laws to be approved next month. He will email out a copy of the former by-laws and a copy of the updated by-laws to the board members as well as newly elected board member, Betty McDaniels, for all the board to review and give a final vote.
2. Q-E Contractor recommendation
Trustee Antkoviak hopes to have a clear copy of the negotiated contract. He reported that President Kiella and himself were able to bring the contract down 9% to $499,000. This saved $100,000 for the taxpayers. Trustee Antkoviak wants the whole board to approve and understand the contract.
President Kiella stated a special meeting will be needed between January 3 and January 10. USDA requires review at state and national levels of architect’s contract. Trustee Antkoviak said all 7 board members need to approve this contract. He stated all board members need to have a hard copy at least 14 days before the special meeting. To do this he will send an email to the Board when it is available here at the library.
The Board took a refreshment break to celebrate the holidays at 8:04 PM. All came back to board meeting business at 8:17 PM.
President Kiella requested everyone to think of committee appointments and best meeting times in anticipation of January Board meeting where selection of officers and assignment of committee duties will be made for the coming year. Trustee Kiella offered to serve as President of the Board again if asked. He said Trustee Antkoviak will continue as Treasurer; leaving Vice President and Secretary as open officer positions available. He mentioned that at the special meeting there will be the swearing in of duly elected trustees from the November election; the Board will also appoint a candidate to the one open trustee position, to have a full Board of 7 members. The other major consideration at that meeting with be the approving of the Quinn Evans contract for the Library Improvement project.
Trustee Behm thanked the Director for his diligent, concise director’s report. Director Deery shared that Billie Spicer will becoming a board member of Positively Allegan. President Kiella mentioned that Trustee Behm will talk about the DDA at the January regular board meeting.
By acclaim the board meeting was dismissed at 8:46 PM.