Allegan District Library Board of Trustees
February 28, 2011
The regular board meeting was called to order at 7:04 p.m. by Vice President Mike Kiella. Present were: Trustees Jason Watts, Mike Kiella, Catherine Hellmann, Carol Browne, Director Ann Perrigo and Administrative Assistant Evelyn Lyzenga.
The board’s new trustee, Carol Browne, was introduced and sworn in by Joyce Watts, Allegan County Clerk. The board said the pledge of allegiance.
Moved by Trustee Watts, seconded by Trustee Hellmann, to excuse Trustees Carol Garofalo, Susan Jerkatis and Chris Antkoviak. Passed.
Motion to approve the minutes of the special board meeting of February 7th by Trustee Watts, seconded by Trustee Hellmann, passed. Motion by Trustee Watts, seconded by Trustee Browne, to approve the minutes of the January 17th board meeting was approved.
Public Comment – Faye Black attended the meeting and commented that she understood why the board picked Carol Browne as its new trustee.
The statistical report and financial reports were reviewed. Trustee Watts, seconded by Trustee Browne, moved to receive the reports. Passed.
Director Perrigo reported on her activities during the past month. The highlights of her report are:
• Next year’s budget preparation
• Annual State Aid report
• Orientation for new trustee, Carol Browne
• Preparing for staff reviews in March
• Guiding staff in considering a new web site redesign
• Meeting with SW Michigan Coop Directors
• Worked with the collection to enhance circulation
Friends Committee – Director Perrigo reported that the author event last month went very well. The book sale this past Saturday netted $430.88. The Friends approved picking up the cost of a BUS-eum exhibit (from the St. Paul, MN Center for History and Culture) on German POW camps during World War II in the Midwest. The exhibit is scheduled for Thursday, May 27th, 2011. The exhibit bus will be parked in front of the Historical Museum for part of the day and at the High School for other part of the day.
Budget Committee – Vice President Kiella mentioned the first order of business is a replacement for Jo Bortz on this committee. Trustee Hellmann nominated Trustee Browne to be on the committee, Trustee Watts seconded. Trustee Browne is now a member of the budget committee, which she graciously accepted, along with President Jerkatis. A meeting will be set to prepare a preliminary budget for the March board meeting.
Personnel Committee – no meeting
Facilities Committee – no meeting
Finance Committee – Trustee Watts distributed a printed Finance Committee report which met today, February 28th. Committee is going to request information from the bookkeeper regarding any excess funds for 2011 that could invested. Vice President Kiella noted the importance of determining adjustments to the budget in a formal manner before the end of the fiscal year. The committee wants to work in conjunction with the Budget Committee. The “budget adjustments” should become part of the library/board calendar. It was noted that any changes to calendar will be reported by the Director each month. Moved by Trustee Watts, seconded by Trustee Hellmann to accept the Finance Committee’s report passed.
Selection Committee – consists of Trustees Hellmann, Jerkatis, Director Perrigo and Jess Pugh. Director Perrigo said a meeting date needs to be set.
Faye Black commented on a book that her granddaughter checked out from the library that concerned her to the point she would like to see it removed. The board thanked her for her concern and comment and referred it to the Selection Committee.
Recognition Committee – will meet when Trustee Garofalo is back.
Bills to be paid were reviewed. Trustee Watts moved to approve the grand total for the January bills and payroll of $39,349.71, seconded by Trustee Hellmann. Passed.
Communications – Per a phone call to the Director, the library’s auditor, Jason Mitchell, reported back to the board on questions asked at the January audit report discussion. The original building and the 1976 addition are both assets of the Allegan District Library.
A. There was discussion on the library’s public relations policy. Trustee Watts ask that the policy be referred to the PR committee. Vice President Kiella noted that any and all public statements will come from the Library Director or the President of the Board to the press.
B. Director Perrigo shared with the board the letter she received from Vicki Knuckles. The letter said the board’s request to the DDA was being referred to the city. Director Perrigo has not heard anything further.
A. Director Perrigo handed out a written report on the status of the BTOP grant that covers both new computers and furniture needed. She confirmed with the board the matching funds of $2,250.00 from the library to this project.
B. Director Perrigo brought up a Trustee Workshop coming up on Thursday, April 28, 2011 which she urged all trustees to attend.
Board Comments – Trustee Hellmann reported on the special thanks she received from Reference/Genealogy librarian, Linda Koch, on her raise. The board gave special welcome to Trustee Browne. She responded that she was happy to be a part of the board.
Motion to adjourn by Trustee Watts, seconded by Trustee Hellmann. Vice President Kiella adjourned the meeting at 8:02 p.m. March board meeting will be March 21st.