Allegan District Library
Board of Trustees Meeting
July 19, 2016
Call to order: President Kiella called the regular monthly board meeting to order at 7:02 PM.
Trustees Present: Jason Watts
Also present: Sharon Crotser-Toy, Interim Director
Evelyn Lyzenga, Administrative Assistant
Pledge: All present recited the pledge of allegiance.
Corrections/additions to the agenda, excusing of absences
Motion: Trustee Watts moved to excuse Kevin Huff, trustee; Trustee McLeod support, passed.
Interim Director Crotser-Toy requested audit information be added as item #4 under Old Business. So ordered.
Vertification of Quorum
Quorum is present.
Motion: Trustee Watts moved to accept the consent agenda, Trustee McLeod support, passed.
Action on Committee reports
1. Friends of the Library – Recommendation for a Summer Reading Program grant of $1,000 – Action required
Trustee McLeod presented the Friends request of a $1,000 expenditure for the Summer Reading Program. This request came from Holly Dowd and was prompted by the unexpectedly high attendance numbers at summer reading events. This year’s numbers were beyond what she budgeted which was based on last year’s attendance.
Motion: Trustee McLeod moved to approve the $1,000 donation from the Friends for kids summer reading; Trustee Behm support, passed.
Trustee McLeod shared with the Board a list of items the Friends are requesting for their new space once the new building is being designed. Trustee Watts stated there are several major changes to come and once in place conversations with the Friends can occur.
Motion: Trustee Watts moved to remand the Friends list over to the Facilities Committee; Trustee Behm support, passed.
Public Comment: Trustee Behm shared that Allegan feels trauma with the people of St. Joseph where the courthouse shooting happened and the killing of two bailiffs.
1. Information update on the activities of the Yes committee – Polly Koenigsknecht
Trustee Kiella said the library needs 1751 votes to pass. Trustees shared that what they are hearing is positive. Polly said it is fairly quiet on both sides of the vote. Polly shared the following activities of the YES committee:
• A postcard is being mailed
• 2 ads in the Allegan News this week and next week
• Letters to the editor by members of the Board
• Door-to-door – targeting 1800 households – starting Wednesday, July 27th through Sunday, July 31; more volunteers needed to go door-to-door.
• YES committee will have an election night gathering
• YES is meeting tomorrow night, July 20, for door-to-door training at the Episcopal Church at 6:30 PM.
Polly left the meeting at this point.
Action on bills to be paid
Motion: Trustee Watts moved to pay the June bills in the amount of $35,049.17, June payroll $29,296.23, for a total of $64,345.40; Trustee Behm support, passed.
2. SHPO letter received for Library building right of first refusal – action required
Trustee Kiella said our real estate attorney drafted this letter. Because SHPO monies were previously used to repair the roof of the library’s Carnegie building, SHPO has right of first refusal on our building with regard to the transfer of ownership from the City of Allegan to the library. Trustee Kiella has spoken with SHPO and they have indicated they do not want to own our building. Trustee Kiella indicated this letter is a formality. City Manager, Rob Hillard, is prepared to send the letter to SHPO once the Board approves. Trustee Browne pointed out the date on the letter needs to be updated to today and to delete the word “will” from the last sentence of the last paragraph.
Motion: Trustee Watts moved to approve and accept the letter to be sent to SHPO as amended; Trustee Behm support, passed.
Trustee Kiella mentioned we need a return letter from SHPO to go forward with the City of Allegan in the buying of our building.
3. Facilities Committee receipt of signed agreement with the Greens – action required
Motion: Trustee Watts moved to receive the Greens signed agreement, Trustee McLeod support, passed.
4. Audit Questionnaire from the Library auditor, Jason Mitchell
Interim Director Crotser-Toy said she was in receipt of an audit questionnaire addressed to the Board. She wanted to know the Board’s wishes. President Kiella on behalf of the Board requested Interim Director Crotser-Toy to complete the questionnaire which she will do.
Trustee Kiella stated that Kevin Huff’s appointment to the Board brought to his attention that the bylaws need to be amended in regard to election of Board officers, term of office and annual board meeting due to 2014 election law changes. He acknowledged they are not correct. He said he would write these changes as discussed with our attorney.
Board Member comments
Trustee Browne drew everyone’s attention to the remarkably high program statistics and number of people coming into the library for June. She plans to write a letter to the editor of the Allegan News regarding these and to thank the community for their support.
Interim Director Crotser-Toy said Holly Dowd is leaving the library for a job with the Allegan Public Schools. The Board will write a thank you note to Holly. Holly’s last day is Wednesday, July 27th.
Trustee Behm mentioned an article he saw in the French Canadian Genealogy Society’s newsletter featuring our own Maureen Massie who is on an excavation dig in St. Joe, Michigan.
Trustee Antkoviak said that other perspective director candidates coming through the library last Saturday were very impressed with the friendliness and customer service of our library staff and the welcoming atmosphere in our library. He attributes this directly to Interim Director Crotser-Toy. He proceeded to let Sharon know how much he appreciated and acknowledged her, as did the rest of the Board, for what she has done since former director, Lindsey, left.
Adjourned by acclaim at 8:09 PM. Next meeting is August 16, 2016.
Evie Lyzenga, Administrative Assistant