Board of Trustees
July 16, 2012
The regular monthly board meeting was called to order by President Kiella at 7:05 pm. Those present were: Trustees Jason Watts, Mike Kiella, Catherine Hellmann, Sally Trabulsi, Carol Browne, Carol Garofalo, Director Ann Perrigo and Administrative Assistant Evelyn Lyzenga.
Pledge of Allegiance.
Trustee Watts moved to excuse Trustee Chris Antkoviak. So moved. Agenda was amended to add Item D, 2 to Facilities Committee – Items to Purchase. Agenda approved.
Trustee Watts moved to open the annual meeting, seconded by Trustee Hellmann, passed. Meeting dates for the year 2012-2013 will continue to be the 3rd Monday of each month, meeting at 7 pm. Trustee Watts so moved, seconded by Trustee Trabulsi. Roll Call vote: Trustees Watts, Kiella, Hellmann, Trabulsi, Browne, Garofalo all voted yea. Passed.
Election of Officers for 2012-2013 was moved by Trustee Watts, seconded by Trustee Hellmann, to accept the following slate of officers by acclamation:
President Mike Kiella
Vice President Carol Browne
Secretary Carol Garofalo
Treasurer Jason Watts
Approval of the slate of officers.
Trustee Watts moved to close the annual meeting, seconded by Trustee Trabulsi. Roll call vote: Trustees Watts, Kiella, Hellmann, Trabulsi, Browne, Garofalo all voted yea. Passed.
Minutes of the June 18th board meeting stand approved as published.
June statistical and financial reports were reviewed. When the annual statistics are presented at the August board meeting, they will show the previous two years for comparison. For the financial year, the Director confirmed:
• The pension payment has been made. Done in January of each year.
• All insurance payments have been made.
• $30,000 from the year 2012-2013 budget has been added to the building fund.
No public comment.
Director’s Report – Director Perrigo reviewed her written report with the Board focusing on:
• Contact she has made with Rob Hillard about moving city taxes for our millage to the summer. Then city taxes would be received in the summer and townships in the winter.
• Jess’s summer reading program report. The Board would like to have an analysis from Jess regarding what is making the summer reading for both children and teens so successful this year. Discussion about getting children to come to the library, suggestions were:
• A grant for free transportation to the library
• Use Allegan County Transportation
• Kids Book Club online
• Having an online reading time for children
• She reported on the ALA national conference and shared that she had signed up with a new EBook provider which is a pay-as-you-go system. The interface is slick and downloads to any of the Ereader gadgets. They do not sell licenses, they sell uses. It is called “Freading”.
Committees:
Friends – Trustee Garofalo reported that the Friends will bring ideas for the 100 year celebration to this month‘s meeting. The Friends indicated they did not want a Facebook page. Trustee Trabulsi reviewed the financial report that shows Friends’ funds are low. She reported that the book sales monies have not been as profitable lately. The Friends will make a decision in July about funding “Dear Reader” and be looking at other funding decisions in the future. The Board indicated that they would work with the Friends Committee to cover necessary expenses.
Budget-Finance Committee – Trustee Watts reported that as of July 3rd, the building fund amount of $30,000 had been invested; it will mature in March 2015.
Personnel Committee – Trustee Browne inquired about the news article to the Allegan News of the Board’s commendation of the Director. Trustee Garofalo reported that it was sent to Allegan News three weeks ago.
Facilities Committee – Trustee Kiella reported that the City has not received the contract for the Grant RFP regarding the restoration of the 1914 Carnegie roof repairs. He will work the Director when it comes in. Director Perrigo passed around Linda Koch’s report on the wish list items. She requested every one take it home and read through the whole report and discussed items 4 & 5 of the report – concerning the items staff would like to pursue at this time:
• A “Scan Pro 2000” digital microfilm reader. The cost is $9,075.00. This one is recommended due to its durability, small footprint and reliability. Our current one is on its last legs with replacement parts are no longer available. This “Scan Pro 2000” reader meets one of our strategic objectives.
• An efficient document/book scan with fast-feed, two-side paper scanner and capability to save/send documents to a computer file, flash-drive or fax. This would allow our local history and genealogy documents (some of which are unique or are of a few existing document copies) to be preserved digitally. Additionally it would provide a public scanner as well as a public fax. It is a “Simple Scan” and comes with a coin & bill machine for $6,690.00. This meets one of our strategic objectives.
• A new media drop which will come with a separate book and media (audiobooks, CDS, DVDs, cassettes, videos) drops. This unit would have both drops in the same unit and be manufactured individually for our library. The cost if $2,400.00. Again this meets another of our strategic objectives, often requested by our patrons.
Trustee Browne moved to give authority to the Director, up to $20,000.00, to purchase the 3 wish list items and a camcorder. Trustee Trabulsi seconded, passed. The funding for this will come out of the overage from last year’s budget. The director will clarify if the fax will use our broadband or phone lines. The Board requested that Linda Koch give a report on digitizing plans at the August board meeting. Trustee Watts moved to transfer $20,000.00 from the general fund to the capital outlay budget line item, seconded by Trustee Browne, passed.
Marketing and Communication Committee: Trustee Trabulsi reported on action items from this committee’s meeting on July 11:
• An event called “Ask the Expert” where business people would be at the Library for ten minute sessions with anyone who has a question. It would be in conjunction with the launching of our Business Resource Center.
• Program for those over 50 to be held in the park – the first one by invitation – and then there will be regular programs.
• Plan an author panel event in concert with the Arts Council.
• Newsworthy ad on the Library’s new logo published in the Allegan County News.
• Letterhead and business card templates were shared with the Board.
• Trustee Garofalo reported that the Jo Bortz Award plaque is being engraved with Marion Ellis’ name. A letter will be sent to her husband and an article to the Allegan County News.
Trustee Kiella requested the committee’s next project should be the Library sign out front, which should be updated to reflect the Library’s District name. Director Perrigo requested mission statements from the Budget/Finance and Facilities committees.
Bills to be paid: Trustee Watts moved to pay the bills in the amount of $31,157.24, seconded by Trustee Garofalo, passed.
Communications – none.
Unfinished Business:
Strategic Planning – Director Perrigo shared the ADL Action Plan for 2012 with the Board, and requested that they look it over and email her telling her which task they plan to help with. This plan will be on the August agenda.
New Business:
Director Perrigo reported that Michigan Public Act 152 requires that any public employee pay 20% of the health insurance costs. However, Section 8 of this Act provides for an exemption, if the Board votes by a 2/3 majority. Trustee Trabulsi moved to exempt the library from this legislation, Trustee Browne seconded. Since this action has to be done each year it will be added to the ADL calendar. Roll call: Trustees Browne, Trabulsi, Garofalo, Hellmann, Kiella all voted yea, Trustee Watts abstained.
Leadership Conference held by Rep. Genetski was attended by Trustee Kiella on June 22nd. There were several presentations and a Q&A by Michigan Transportation Dept. He made a request for stability and predictability in our funding through penal fines (which were mandated in the original Michigan constitution). This leadership conference will be added to the ADL calendar.
Shuffleboard court – refer back to the City of Allegan for disposition.
Comments by Board:
• Include the Marketing & Communications report when this month’s board minutes are emailed to the Board.
• Consider changing the time for Board meeting, maybe only have oral report for any needed board action. Add this discussion to the August agenda.
Meeting adjourned at 9:25 pm.
Administrative Assistant, Evelyn Lyzenga