Allegan District Library Board of Trustees
March 21, 2011
The regular board meeting was called to order at 7:04 pm by President Jerkatis. Present were: Trustees Susan Jerkatis, Mike Kiella, Catherine Hellmann, Jason Watts, Chris Antkoviak, Carol Browne, Director Ann Perrigo and Administrative Assistant Evelyn Lyzenga.
The board said the pledge of allegiance. Moved by Jason Watts to excuse Trustee Carol Garofalo.
The agenda for this meeting was amended to add item E – DDA under unfinished business and under New Business add item C – Meeting Preparation.
The February minutes will be accepted with amendment.
Public Comment – Ms. Faye Black attended the meeting and stated she was disappointed in homosexual material in the teen section of the library.
Statistical and financial reports were reviewed and received.
Director’s Report: Director Perrigo reviewed the calendar for April. The “final adjustments to the current budget” will be added to May. She mentioned that Steve Wisneski from Creative Benefits will be at the library next Monday, March 28th at 10 am to talk about the library’s health insurance benefit. She invited any board members to attend.
Friends Committee – Director Perrigo reported that this past Saturday’s book sale netted $403.20. She also reported that John Pahl’s visit the last of January had been recorded and will soon be in the collection.
Budget Committee – President Jerkatis submitted to the board the proposed budget for 2011-2012 for review. She reported that the committee included: 18% more for water bill expense due to the rate increase, monies for the new salaries, more money toward the library’s collections and $40,000 toward the fund balance. It was requested to email any questions to Director Perrigo before next board meeting.
Personnel Committee – no report.
Facilities Committee – no report.
Finance Committee – Trustee Watts reported the committee had no firm numbers for investing in light of the proposed budget. Director Perrigo has a letter from Hungerford, Aldrin, Nichols & Carter, PC asking to do the library’s upcoming audit coming June 2011. The Finance Committee will meet to make a recommendation at next month’s board meeting.
Selection Committee – President Jerkatis presented the Materials Selection Policy for review. Trustee Watts asked that the policy reflect “community values” in its wording. Trustee Browne requested Trustee Watts give some examples of what his thoughts were on community values. After discussion, it was decided to vote on this policy at next month’s board meeting. This will give board members time to review and make comments and/or revisions. President Jerkatis requested all board comments be emailed to her. On the agenda was “a letter to Ms. Black” addressing her request from February’s meeting. It was decided to postpone that letter until the policy has been reviewed and voted on by the board.
Bills to be paid were reviewed and motion made by Trustee Watts and seconded by Trustee Browne to approve paying bills in the amount of $28,057.41. Passed.
Communications – Director Perrigo reported none other than the auditor’s letter.
Public Relations Policy – Director Perrigo asked that the policy reflect “Allegan District Library” rather than Allegan Public Library and some other grammatical changes. Trustee Watts stated he felt there were 7 or 8 changes that needed to be made and requested the document go to the PR Committee. Trustee Watts stated he was the only member on the PR committee. President Jerkatis said she understood that he was on the Publicity Committee rather than PR. Vice President Kiella asked how committees were formed to which President Jerkatis replied that she appoints committees. Then she appointed Trustee Antkoviak and Trustee Watts to be the PR Committee and requested they meet to review the policy and make a recommendation.
Strategic Planning – Director Perrigo brought this matter to the board’s attention. President Jerkatis will take home the books on this subject and report back.
Trustee Training is scheduled for April 28th at the Kentwood Public Library. Trustees Jerkatis, Browne and Antkoviak will attend. Director Perrigo will get the registration in before the April 20th deadline.
Director Perrigo asked for any comments on the State Aid Report presented last month. Trustee Watts said he would like to see it before it is sent in. He believes that the board is responsible for that report. It has always been the understanding that the Director has final authority.
DDA – Director Perrigo has spoken with Vicki Knuckles who said she will find out what happened to the library’s request to drop out of the DDA. She will report back.
Staff wish list:
mConsole proposal for internet and print management which would replace PC Cop now used to monitor the library’s computer use. After the initial investment of $3,900. mConsole will cost the library less for the annual subscription, be more user friendly to our patrons and staff, and deliver better management. Trustee Watts made a motion to approve this expense. Seconded by Trustee Kiella. Passed.
Director Perrigo presented information and a request for a new digital scanner for our microfilm files. It was discussed whether the library should see about digitizing records rather than using microfilm. Director Perrigo mentioned that microfilm lasts 100 years and that digitized records corrupt over time. Director Perrigo will look into the possibilities for digitizing and ways of preserving our old newspapers.
Director Perrigo reported that the library also needs a new photocopier. Valley Township may have one that we could purchase. They will know next month whether it will be available. Administrative Assistant Lyzenga reported that the last time we had service on our existing photocopier she was informed that our copier no longer had parts support.
Overdrive is a service used by libraries for ebooks. Director Perrigo presented information and the request for this service. She mentioned it would greatly extend our present collection. They would be like other items in our collection, they could be “checked out” (or available) to a patron’s electronic device for two weeks at a time. There was discussion. Motion was made by Trustee Hellmann to approve this purchase, seconded by Trustee Browne. Trustee Watts abstained. Motion passed. It was requested to have this new service be monitored and the Director give a progress report to the board. The board also asked to have it added to the monthly statistical report.
A newly reformatted version of the Personnel Policy was handed to all board members. Director Perrigo explained that it had been reformatted to have each policy section on its own page(s) so that future revisions of any section would allow only that page or pages to be reissued to all concerned. This change was well received by all.
Meeting preparation – President Jerkatis requested that when each board member receives the board packet they consider:
that all necessary information is included
consideration be given to the time involved in assembling all necessary items and any subsequent information request
that any communication (including emails) on packet items be done in a kind and considerate matter
that the board try to work together
Trustee Antkoviak requested uninterrupted time be given to the Director when she has new items to present to the board. There was discussion.
Board Comments – Trustee Hellmann shared an article on guns being brought into a library. Director Perrigo shared that the Capital City Library in Lansing has had several gun incidents. Revising current legislation is being looked into to include libraries as “gun-free zones”.
Trustee Kiella moved to adjourn at 8:39 pm. Everyone agreed. April’s board meeting will be April 18th.
Evelyn Lyzenga, Administrative Assistant