Allegan District Library
Board of Trustees
January 17, 2017
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.
Photograph of the Board: An updated photo was taken of the Board.
Corrections/additions to the agenda, excusing of absences: none
Verification of Quorum: Quorum is present.
Motion: Trustee Behm moved to accept the consent agenda as presented, Trustee McLeod support, passed.
Public Comment: none
Action on Committee Reports
1. Break Policy – Motion to approve needed
Trustee McLeod explained that employees had requested shortening allotted breaks.
Motion: Trustee McLeod moved to approve to update the Break Policy as presented, Trustee Behm support, passed.
2. Holiday Pay Policy – Motion to approve needed
Motion: Trustee McLeod moved to approve the proposed holiday policy as presented, Trustee Behm support.
Trustee McLeod stated the current policy presents ambiguity in who receives holiday pay and presents the opportunity for scheduling manipulation. The update corrects these problems. Director Deery stated that it is also more equitable and Trustee Behm agreed.
3. PTO Policy – Motion to approve needed
Director Deery explained the proposed change puts into the policy what is already practiced.
Motion: Trustee McLeod moved to approve the policy as presented, Trustee Antkoviak support.
Action on bills to be paid
Trustee Kiella presented the December monthly bills as $12,340.43, December payroll was $21,117.51, for a total of $33,457.94.
Motion: Trustee McLeod moved to approve paying the bills as stated, Trustee Antkoviak support.
Discussion: in looking over the monthly budget report, Trustee Kiella saw some line items that have been spent at more than 50% for halfway point of the year. He remanded the Budget & Finance committee to review the budget and have a summary statement for the February board meeting. Trustees McLeod and Antkoviak shared they will be gone for the February board meeting. Checking with the other board members, Trustee Kiella said there will still be a quorum at next month’s meeting.
1. Revised By-laws
Motion: Trustee Antkoviak moved to take the by-laws from the table, Trustee McDaniel support, passed.
Trustee Antkoviak asked the other board members to review the copy in their packet carefully for a vote in February where a 2/3 approval is needed. President Kiella reminded everyone the by-laws are the board’s working document and this is the second reading of the by-laws. He requested these be put on the February agenda.
On the fly, President Kiella requested Director Deery talk about a couple of questions.
1. Digitization project – the Director shared that this project will cost around $33,000 to digitize all the library’s newspapers and his plan is to start to fund this project in the upcoming budget with a bit set aside every year.
Discussion centered around whether this approach was a good idea as it is one of the library’s promises made to the community during the millage.
2. Library improvement millage – Director Deery stated that this additional millage monies will be directed into the Capital Building Fund set up for this project.
3. Next steps with Quinn Evans Architects
Director Deery spoke with Ann Dilcher of Quinn Evans. Ann stated that next steps include:
• Design schedule
• Delegation of authority.
• How to transmit information
Director Deery suggested a small committee approach. The Director also talked with Ann about the ice build-up on our west tile roof and a solution for the flat roof of our library. He requested her to incorporate a solution for both in the budgeting for the overall project.
1.& 2. Brief Presentation on DDA and Tax Increment Funding
Trustee Behm shared information on how a DDA works and its funding. Director Deery shared that one member of the DDA has asked him to come and serve on the DDA board. President Kiella and the rest of the board thought this is a very good idea. Director Deery will follow up with the DDA.
Adopting Procedural Steps to appoint Applicants to Board vacancies; Action Required
President Kiella emailed a procedure to all board members that formalizes the procedural steps the Board uses to be adopted as a procedural document.
Motion: Trustee Antkoviak moved to support formalizing these procedural steps as a working document, Trustee McLeod support
4. Election of Officers:
Trustee Kiella said he would be willing to continue to serve as President. It was agreed by all to make motions for all officers and then take a vote.
Motion: Trustee Behm nominated Trustee Kiella for President, Trustee Antkoviak support.
Motion: Trustee Behm moved to close the President nominations, Trustee McDaniel support.
Trustee Antkoviak said he would like to stay as Treasurer.
Motion: Trustee Behm nominated Trustee Antkoviak for Treasurer, Trustee McLeod support.
Motion: Trustee Kiella moved to close the Treasurer nominations, Trustee McLeod support.
Motion: Trustee Behm nominated Trustee McLeod as Vice President, Trustee Antkoviak support.
Motion: Trustee Kiella moved to close the Vice President nominations, Trustee Behm support.
Motion: Trustee Antkoviak nominated Trustee McDaniel as Secretary, Trustee McLeod support.
Motion: Trustee Kiella moved to close the Secretary nominations, Trustee Huff support.
Roll call vote was requested by Trustee Kiella: Trustee Antkoviak-yes; Trustee McDaniel-yes, Trustee Buese-yes, Trustee Huff-yes, Trustee McLeod-yes, Trustee Kiella-yes, Trustee Behm-yes.
By unanimous affirmative vote, the new slate of officers for this new year of 2017 are: President: Michael Kiella; Vice President: Marty McLeod; Secretary-Betty McDaniel; Treasurer-Christopher Antkoviak.
5. Committee Assignments Assignments are shown below:
Trustee Antkoviak – Budget & Finance and Personnel
Trustee Huff – Budget & Finance and Facilities
Trustee Buese – Friends
Trustee McDaniel – Personnel and Budget & Finance
Trustee Behm – Facilities
Trustee McLeod – Personnel
Trustee Kiella – as President is on all committees
During the course of assignments accepted, members shared the following committee schedule: Budget & Finance meets at 5:30 PM on 1st Wednesday; Facilities meets at 4:30 PM on 1st Wednesday; Personnel meets at Noon on second Tuesday. President Kiella shared with the new board members that the Director communicates and sets the agenda with the committees.
6. Whistleblower Policy Update
Director Deery stated the update is the signature of the new president and secretary required on this document. Trustees Kiella and McDaniel officially signed the document.
7. Board Contact
President Kiella discussed the need for a contact email for the Board. Trustee McDaniel agreed to be the contact and will check the email box on a regular basis. President Kiella requested the Director to have an in-box counter be a part of the email.
Board Member comments – none
Adjournment: By acclaim the board meeting was dismissed at 9:04 PM.
Next board meeting is February 21st, 2017 at 7 PM.