Allegan District Library Board of Trustees
January 16, 2012
The monthly regular board meeting was called to order by President Kiella at 7:01 pm.
Present: Trustees Mike Kiella, Jason Watts, Carol Browne, Carol Garofalo, Catherine Hellmann, Sally Trabulsi, Director Ann Perrigo and Administrative Assistant Evelyn Lyzenga.
Pledge of Allegiance.
State report, item C, was added under Director’s report on agenda. Excused Chris Antkoviak.
Minutes from December minutes stand as published with corrections.
Public Comment – Director Perrigo read a thank you letter from Mr. & Mrs. Patmos.
Statistical report and financial reports were reviewed and discussed. Statistical numbers were up for the month of December. In review of the December budget report, the board requested the Director to check with the children’s librarian regarding a possible budget adjustment for children’s books. Recommendation to be given at February board meeting.
Director’s report – Director Perrigo went over her written report noting one change in February on the annual calendar. She will be attending the ALA winter conference in Dallas leaving this week and returning next week. She will appoint someone to be in charge while she is absent. Director Perrigo reviewed the State Report sent to Library of Michigan each year. Trustee Browne, seconded by Trustee Trabulsi, moved to approve the report, passed.
Friends: Trustee Garofalo distributed a copy of the news article and picture of Shelby Pattok who was the Friends’ first scholarship winner this past year. John Pahl will be speaking on January 29th at 2 pm and the book sale is this upcoming, Saturday, January 21st.
Budget Committee: Trustee Browne reported that the committee had no report due to the need for another member on the committee.
Personnel Committee: Trustee Kiella reported the committee had met to discuss the Retirement funds for staff. He handed the discussion over to the Director. Director Perrigo related that the Retirement funds are through the last payroll issued in 2011 (December 17). The total is $22,958.50 for 2011.
Trustee Kiella reported that job descriptions were reviewed by the Director first and then by the committee and it was decided to manage them by exceptions. Director Perrigo passed a document around with changes (exceptions) noted for any particular job description. Trustee Trabulsi moved to accept this document as represented and the method of “manage by exceptions” of job descriptions, seconded by Trustee Watts, and passed.
Facilities Committee: Director Perrigo reported the total completion of the soffit/roof repair of the 1976 portion of the library building. This included the documentation of the inspection and all signed waivers of lien.
Finance Committee: Trustee Watts reported on another CD maturing which housed the “McClelland Fund”. It was decided to parse it out into two instruments. The first for a 2 year $30,000 CD and the second instruction as a 3 to 4 year $10,000 CD for “The McClelland Fund” designated for large print books. At the end of January each year, a check will be issued, using the interest earned, to the Director to purchase large print books.
Bills to be paid: Trustee Watts moved to approve bills and payroll for December to be paid in the amount of $57,376.60 (this includes retirement funds previously mentioned). Seconded by Trustee Trabulsi, passed.
Communications – Secretary Garofalo read several thank you noted from staff to the board for end of the year gifts.
Strategic Planning: Trustee Browne reported that the committee formed will be meeting the 2nd and 4th Thursdays, starting January 26th and running through February and March. They will be ready with a report at the April board meeting. Trustee Kiella mentioned that he is very interested in seeing a standard annual report of our library and our progress issued every year. A discussion over articles regularly appearing in the local news to keep the “face” of the library out there – a systemic approach.
Electronic meetings – Director Perrigo has not heard back from the library’s attorney.
New election dates – Director Perrigo shared a trustee term date document regarding all current trustees and their term in light of the new state law passed. Trustee Watts did ask the Director to confirm the term date for Trustee Trabulsi since she came into the latter half of Trustee Jerkatis’ term. That distinction is made in the new law. Trustee Watts, seconded by Garofalo, moved to accept this trustee term date document as stands. Passed.
Since the Director has not heard from the library’s attorney regarding the purchase of the library building from the City, this letter had not been sent.
Committee appointments – President Kiella will send an informational email to all board members within 48 hours to request their desired & preferred committee appointment to the standing committees. The President wants to have “shared governance” with regard to committee appointments. No decisions will made until the February board meeting, February 20th.
Policies review: A policy of how a patron becomes a patron of the Allegan District Library was discussed. Trustees Trabulsi and Watts will join Director Perrigo to discuss this policy. Trustee Trabulsi will take the lead on this and the Director will email the current policy to both trustees.
Policies regarding record retention and whistle blower need to be considered by the board.
Board Member comments: Trustee Kiella will report on the M89 corridor project at the February board meeting. Trustee Garofalo has sent out signed thank you cards to the Friends.
Adjournment was 9:05 pm. Next meeting is February 20, 2012.