November 2012 Minutes
Board of Trustees
November 20, 2012
The regular monthly board meeting was called to order at 7:03 pm by President Kiella. Those present were: Trustees Mike Kiella, Carol Browne, Catherine Hellmann, Sally Trabulsi, Jason Watts, Carol Garofalo, Director Ann Perrigo, and Administrative Assistant Evelyn Lyzenga.
Pledge of Allegiance.
No corrections to the agenda. Trustee Chris Antkoviak was excused from the meeting.
Minutes of the October 16th meeting were accepted as published. The minutes of the Board Retreat on November 10th, 2012 were accepted as published with corrections.
Statistical and financial reports were reviewed. Director Perrigo noted that staff has not been pleased with the changes to Alexandria since the last upgrade. Included in the statistical reports were:
• an October usage log on the new Book Scan/Fax station. 99 pages were faxed in October, the first month of operation.
• October/November statistical report on the library’s new website. There were 6,985 hits in October and from Nov 1st to 14th, there have been 4,046 hits on the website.
Public Comments – a thank you card from staff member, Teresa Bearman, was shared. Some patrons have registered dissatisfaction with the website. Staff continues to improve it.
Director’s Report – Director Perrigo asked for any questions on her published report. None asked.
Friends Committee: Trustee Trabulsi asked for any questions on the Friends’ minutes or financial report. None asked.
Budget and Finance Committee: President Kiella said our investments have generated income of $393.00 this past year. Director Perrigo noted that a line item for “Electronic Resources” should be added to next year’s budget.
Personnel Committee: Trustee Browne reported on the progress of searching for a new youth services librarian. The youth services job description was amended before posting it. Trustee Watts mentioned that the Role Profile & Compensation Matrix would need to be updated as well. The official board approval of the updated job description and matrix will be taken up at the December board meeting.
Trustee Browne shared that the library has received 31 applications. These will be reviewed next week. The personnel committee will do an “exit interview” with Jess Pugh next week. The Personnel policy will be examined to see if “exit interview” is part of the policy.
Facilities Committee: This will be covered under unfinished business.
Marketing/Communication Committee: Trustee Trabulsi said number one priority is understaffing in the IT department. It was decided to postpone discussion until after the new hire for the Youth Services Librarian position is on board. This item will be added to the agenda of the appropriate monthly board meeting. Director Perrigo suggested that Holly and Teresa could work on our Facebook and Twitter pages.
Bills to be Paid: Trustee Watts moved to accept and pay the bills in the amount of $51,033.20, seconded by Trustee Trabulsi. Passed.
Communications: Trustee Garofalo sent a thank you to the City of Allegan Manager, Rob Hillard, for the paving of the driveway.
Review of Board Retreat: Trustee Browne talked about the outcomes of the strategic planning retreat. She passed around a draft of 3 year action plan for the years 2013 through 2015. After discussion there were 4 changes made to the 3 year plan. Trustee Browne brought up an item discussed at the retreat “explore genealogy as a primary focus” in 2013. Further discussion followed.
The 2013 action plan was passed out. Under Marketing & Communication “school link to our website is done, completed November 2012” will be added. Trustee Browne will update and bring these action plans back to board in December for approval.
Collection HQ: Information about this program was given at the retreat by the Director. Representing the Facilities Committee Trustee Garofalo moved to have the library contract with Collection HQ for 3 years at the cost of $5,000.00 per year. Seconded by Trustee Trabulsi. Passed with abstention by Trustee Watts.
Progress on SHPO grant: Director Perrigo shared that the SHPO architect, Robbert McKay, was here last Thursday, November 15th. He wrote the Request for Proposal, listing the breakdown of the project and in what order the individual parts should be completed. He also stated the need for a general contractor for this project. President Kiella and the Director have to fill in the “blanks” on the RFP and submit it.
Freegal and Rocket Languages: The SMLC is offering a reduced subscription rate to member libraries.
• Freegal provides music that cardholders can download, 3 songs a week from Sony’s entire Music Library. Download is extremely fast.
• Rocket Language provides online lessons where patrons can learn a language at their own pace.
Director Perrigo said the cost is $1755.00 per year, including setup. She mentioned that she has monies to pay for this and that the decision should be made tonight. Director Perrigo believes that Freegal would be a big boost to our image. Trustee Browne made a motion to subscribe for one year, Trustee Garofalo seconded. Passed with Trustee Watts abstaining.
Board Member comments: Trustee Garofalo said that Director Perrigo’s presentation to the Historical Society was very good.
Meeting adjourned at 9:06pm. Next board meeting is December 18th.
Evie Lyzenga, Administrative Assistant