Allegan District Library Board of Trustees
December 19, 2011
The monthly regular board meeting was called to order by President Kiella at 7:05 pm.
Present: Trustees Mike Kiella, Jason Watts, Chris Antkoviak, Carol Browne, Catherine Hellmann, Director Ann Perrigo and Administrative Assistant Evelyn Lyzenga. Special guest was Jason Mitchell, of Hungerford, Aldrin, Nichols & Carter, PC.
Excused Carol Garofalo.
Pledge of Allegiance.
First order of business was receiving the audit from Jason Mitchell, the library’s auditor. He shared that the audit statement gave an opinion of unqualified which is the highest level of recommendation. He then went through the audit. Some distinctions were made:
• Nonspendable means the monies have been spent
• Committed funds are approved by the whole board vs. assigned funds which the Director approves
• Unassigned funds have no restrictions
• Our accountant uses Quick Books and there should be a regular download to the Director for her review.
• Restricted Contribution funds should have separate expenditure accounts for the larger funds of monies for transparency.
• Ann currently receives and reviews bank statements and then passes them on to the accountant. Ann should also set up “online banking” access for review purposes.
Discussion of clarification took place. Trustee Watts moved to accept and approve the audit from Hungerford, Aldrin, Nichols & Carter, PC. Trustee Browne supported and motion approved.
Minutes from the special meeting on December 14th were reviewed. One correction and one notation added:
• Notation: Trustee Kiella made a phone call on December 15th at 2:03 pm with Rob Hillard, City Manager, to formally thank him and the City Council for their assistance and help with the Preservation Grant for the 1914 part of the library.
• Correction of start time.
Trustee Watts moved to approve with correction and the notation. Trustee Hellmann seconded and passed.
Regular minutes of November 21st meeting stand as published. Trustee Watts moved to approve and Trustee Hellmann seconded, passed.
Public Comment – None.
Statistical report and financial reports were reviewed and accepted. These items were noted:
• Budget Committee look at account #2717021 “Health insurance reimbursement” and increase it to $9,000. – put this on annual calendar or Ann’s to do list
• Allocate more for 2718182 – Tax Tribunals – increase to $500.
• Watch printing 2719000
• Director Perrigo should call Phil regarding insurance renewal bill
Director’s Report: Director Perrigo shared her report noting a couple of corrections on the annual calendar. Trustee Kiella suggested that the Director may be able to track the Preservation Grant online. She will review the job descriptions; the board asked for her to just “okay” and date each one if no changes. ADL policies review discussion to be put on January agenda; noted was need for additional policies such as record retention and whistle blower.
Friends: Director Perrigo reported $423.04 was total for November book sale. Friends are hoping to have John Pahl the end of January. Kay Salo is following up with scholarship winner, Shelby Pattok for a newspaper article. Friends agreed to purchase magazines for the library.
Budget Committee: no report
Personnel Committee: no report
Facilities Committee: no report
Put on January agenda to review committees.
Finance Committee: Trustee Watts reported on a purchase of a CD with Ally Bank for 2 years with 1.23% interest rate for the T-bill turnover.
Bills to be paid were reviewed. Trustee Watts moved to pay monthly bills in amount of $30,925.49. Seconded by Trustee Antkoviak and passed. Additional bills for Rossman on completion of 1976 roof project were presented and discussed. The Board requested the Director to get from all suppliers and Rossman waivers of lien on materials & services per signed contract. The board also requested certificates of inspections per contract. Trustee Watts moved to approve $25,621.00; Trustee Hellmann seconded; approved with noted attachments.
Strategic Planning: Trustee Browne said the strategic planning committee was now formed which included 3 staff members. The committee’s report to be put on calendar for February or March.
Bonuses & retirement: Bonuses have been paid and retirement will be done in January after year end.
Appointment of new Trustee: President Kiella shared a letter from Kathi Wellever withdrawing her name. He requested that the board affirm that applications are closed. So done as per minutes of November board meeting. The Board proceeded with meeting and opening it to any questions of Sally Trabulsi, who was present and the only applicant. No questions were asked. Trustee Watts moved to approve appointment of Sally Trabulsi as replacement for Susan Jerkatis’ term. Trustee Hellmann seconded, passed.
The questions of the new expiration dates of each library trustee’s term came up in light of the new state law passed. The Board requested the Director call to confirm new term dates.
Electronic Meetings – Trustee Kiella brought up having this option for special meetings. The Board requested the Director to look into this with our attorney to see if possible.
Letter to City regarding purchase of the library building – Director Perrigo reported that the City will be having their retreat either early or mid-January. Trustee Garofalo and Director Perrigo will send the letter.
Board Member Comments: Trustee Browne asked about the M-89 corridor meeting. Trustee Kiella reported no immediate concern for the library.
Trustee Garofalo will send out thank-you card to the Friends.
Adjournment was 9:30 pm. Next meeting is January 16, 2012.