Allegan District Library Board of Trustees
January 15, 2013
Regular board meeting was called to order by President Kiella at 7:00 pm. Present were: Trustees Jason Watts, Michael Kiella, Chris Antkoviak, Carol Garofalo, Carol Browne, Catherine Hellmann, Auditor Jason Mitchell of Vredeveld Haefner LLC, Director Ann Perrigo and Administrative Assistant Evelyn Lyzenga. Trustee Sally Trabulsi was excused from this meeting.
Floor was given to Auditor Jason Mitchell to review the annual audit for the library’s financial year ending June 30, 2012. The main points were:
• Our audit received an “unqualified opinion” which is the highest level of assurance for an audit
• Looking at the General Fund’s actual budget to total expenditures, the expenditures came in less than was budgeted, for which the board and director were commended
• There were no significant findings in the library’s audit
Items of note:
• Bank statements will soon be set up online to help improve internal control
• When federal monies come into the library they need to reported to the auditor for next year’s audit
Trustee Watts moved to accept the audit report, seconded by Trustee Hellmann. Roll Call was taken and all trustees present voted “yea”.
Trustee Watts moved to approve the minutes from the last board meeting, seconded by Trustee Antkoviak; motion passed. Trustee Antkoviak moved to accept the minutes of the special meetings held at the Griswold on January 11, 12 and 13, seconded by Trustee Hellmann; motion passed.
Statistical and financial reports were reviewed. Discussion on electronic items “checked out” suggested that the statistical report needs to reflect this usage as well. All reports were approved as published.
No public comment.
Director’s Report: Director Perrigo gave an overview of an incident that happened at the library on January 12th and the police input. During the absence of Linda Koch from the library, Director Perrigo has hired Diane Claus, a retired librarian, as a substitute. The Director has also had phone interviews with the finalists for the Youth Service Librarian position. One of those applicants will be here in town later this week to interview in person. Board members will be assisting the Director to show him around Allegan. Director Perrigo will be leaving for the MidWinter ALA on January 24th, as her first committee meeting is on January 25th.
Friends Committee: No report as they did not meet in December.
Budget & Finance Committee: Trustee Watts reported that the Retirement Fund will now be handled by Massachusetts Mutual, rather than the Hartford. Our contact will continue to be through Edward Jones.
Personnel Committee: Trustee Browne shared a new “Exit Interview Policy” document. Trustee Antkoviak moved to accept it with addition and add it to the personnel policy, seconded by Trustee Browne. Passed.
Facilities Committee: Director Perrigo said she is moving forward to complete the SHPO grant.
Marketing and Communications Committee: Trustee Garofalo handed out the minutes from the committee’s last meeting for review. No questions.
Trustee Watts moved to pay the December bills totaling $29,968.11, seconded by Trustee Antkoviak. Approved.
No communications this month.
Unfinished Business: After discussion, the Board choose February 9th at 9:00 A.M. in the Carnegie Room to view a webinar on the Open Meeting Act.
There was no new business or board member comments.
Meeting was adjourned at 9:00 pm. Next month’s board meeting is February 19th.
Administrative Assistant, Evelyn Lyzenga