Minutes of Board of Trustees
Allegan District Library
March 18, 2014
The monthly meeting of the Board was called to order by President Kiella at 7:00 pm. Present were Trustees: Jason Watts, Sally Trabulsi, Carol Garofalo, Carol Browne, Mike Kiella, Chris Antkoviak, Director Perrigo and Administrative Assistant Evelyn Lyzenga. Also present were Betty McDaniel, Mayor, Aaron Haskin, City DPW and Kathy Burczak, Abonmarche Design Engineers.
All present said the Pledge of Allegiance.
President Kiella turned the meeting over to Betty McDaniel who introduced Aaron Haskin and Kathy Burczak to talk about a grant being sought by the City to develop a kayak launch area in the parking lot of the Griswold Auditorium and the Allegan District Library. Kathy Burczak led a discussion of the proposed development and changes to the existing area. The board members gave many valuable suggestions. The deadline to apply for the grant is April 1st. Discussion continued about the aquatic habitat grant the City is also seeking to develop fish ladders in the Mill district. President Kiella has sent a letter of support to Rob Hillard, City of Allegan’s City Manager.
Trustee Hellmann was excused from this meeting. Additions to the agenda were:
• Moving the Director’s report and the Personnel Committee report from the consent agenda to the regular agenda under New Business
• Per request from Trustee Watts to have the “bylaws update” under Unfinished Business moved to the April board meeting
• Revising item 1 of the consent agenda to read: Minutes of last meeting and minutes of special meeting on March 1st.
Trustee Watts moved, Trustee Trabulsi seconded, to accept the consent agenda as revised. Passed.
Public Comment – none.
Action on Committee reports:
Strategic Plan – Action Plan for 2014 – Trustee Browne said there was nothing new since last board meeting; just reiterated that the Action Plan is an active document and the board as a whole does agree and support the plan.
Trustee Watts moved to pay the February bills in the total amount of $37,161.13, seconded by Trustee Garofalo; passed.
A final invoice from Hartzell-Mika Consulting in the amount of $5,400.00 was submitted. Trustee Browne, seconded by Trustee Watts, moved to have all bills pertaining to the Personnel Search paid under line item #2718080 and to submit this final invoice to be paid under that line item. Passed.
Communications – Director Perrigo shared a card she received from Becky Burnett regarding the Director’s upcoming retirement and thanking the Director for all the good work she has done.
Update from the Search Committee – Trustee Browne gave an update on the Board’s offer to Lindsey Dorfman as the new Director of the Library. Trustee Browne clarified that the new Director was hired under a work agreement. The work agreement can be renewed each year or extended for a period of the Board’s choosing. Trustee Kiella added that notification of non-renewal on either the Director’s part or the Board’s requires 60 day written notification.
Committee appointment review:
Budget and Finance committee members are Trustees Kiella, Antkoviak and Watts.
Personnel Committee members are Trustees Browne and Antkoviak. Per the work agreement the new Director is to be reviewed in 6 months and 6 months after that. The Personnel Committee will be required to establish the objectives for her evaluation.
• Trustee Browne requested an initial meeting with Director Perrigo, new Director Dorfman, Trustee Antkoviak and herself which would give the Committee input from the new Director about her goals; would be a good foundation for a good partnership.
• The Chair suggested that SMAART objectives be used (SMAART stands for Specific, Measureable, Agreed-upon, Achievable, and Timely).
• The Personnel Committee must set up these objectives within 60-90 days of this board meeting. Trustee Browne clarified that these objectives will not be micro-managing the new Director.
Facilities Committee members are Trustees Kiella and Garofalo. This committee will need other new members as Trustee Garofalo who will not be seeking re-election this fall.
There was discussion concerning the establishment of a Renovation Committee and an Elections Committee.
Budget 2014-2015 – Director Perrigo distributed a working document of a proposed budget for 2014-2015 for the Board’s review. The Chair remanded the working document to the Budget and Finance Committee for consideration. The committee will meet to review and report at the April board meeting. 1st reading of the new budget must be at the May board meeting.
Director’s Report – Director Perrigo reported on the many ceiling leaks the library had during the warming up of the weather. These leaks are from the flat roof. She called the roofer – Mikalan Roofing who has worked on it, and they came out the next day. Mikalan reported they repaired and resealed 95 screw holes.
Director Perrigo also reported that with the extremely bad weather and ice, the eaves on the west side of the 1976 addition were damage and must be replaced. President Kiella asked the Director to see if those repairs by Rossman Construction would be an insurable charge. As usual many roof tiles were damaged too, and she will call the tile man when the snow has melted.
She shared that to install a new book drop will require changes to the building; perhaps it would be better when the new addition to the library is built to position the book drop in that area. Director Perrigo recommended that this item be moved to the back burner for now.
Personnel Committee report was covered earlier in the meeting.
Board Member Comments: Trustee Browne thanked everyone for their concern for her husband, Bill; Trustee Watts did two info-graphics on Lindsey Dorfman for our Facebook page; Trustee Garofalo mentioned the Board dinner for the Director is on April 1st at the Grill House and she needs to hear from the board members who are coming. President Kiella requested that an item be added to the April agenda under Old Business “Renovation Committee – form that committee”. Trustee Browne requested the strategic action plan be added to the April board documents. This is Director Perrigo’s last board meeting. Director Perrigo reminisced about her first day on the job when she came in 1996 and thanked the Board for their constant support over the years.
Meeting adjourned at 9:08 pm. Next board meeting is April 15th.