Allegan District Library Board of Trustees
March 19, 2012
The regular monthly board meeting was called to order by President Kiella at 7:01 pm.
Present: Trustees Mike Kiella, Sally Trabulsi, Jason Watts, Chris Antkoviak, Catherine Hellmann, Carol Browne, Director Ann Perrigo and Administrative Assistant, Evelyn Lyzenga.
Pledge of Allegiance.
Agenda amended to reflect March 19th as the correct date for this meeting. Excused absence for Trustee Carol Garofalo for this meeting and for Chris Antkoviak from February’s board meeting.
Trustee Browne moved to approve February 20th minutes, seconded by Trustee Trabulsi. Approved, minutes stand as published.
Public Comments – none.
February and March statistics were reviewed along with the financial reports for the month. Director Perrigo will check the payroll taxes to be sure they have been paid as required. Separate line item is now established for HRA.
Director’s Report: Director Perrigo reviewed her report. She made special note of the Overdrive dilemma regarding publishers’ indecision over ebooks and libraries. (Publishers will not offer ebooks to libraries for purchase.) This limits the authors whose ebooks we can acquire now to one publisher, Random House, who has greatly increased their ebook prices effective this month. There was much discussion on this ebook problem and the following items were recommended:
• The board wants to have a moratorium on purchasing ebooks and review it every 30 days.
• However, given that our patrons do come first, the board recommended that Director Perrigo use her best judgment to purchase an ebook to meet a patron request.
• The board’s feelings are that this problem will not last very long due to an outcry to publishers.
Director Perrigo also mentioned the convention that Evelyn Lyzenga has been selected to attend at the end of April regarding Workforce Development in Arlington, VA. She is one of four in the state chosen to attend. President Kiella requested a report on this meeting at the May board meeting.
Friends Committee: Director Perrigo gave the financial and minutes reports from their February meeting.
Budget Committee: Trustee Browne and Director Perrigo explained the committee’s proposed budget changes to the existing budget. Trustee Browne moved to approve the budget amendments as proposed by the Budget Committee, Trustee Hellmann seconded. Roll call requested: Trustee Browne yea, Trustee Hellmann yea, Trustee Antkoviak yea, Trustee Watts yea, Trustee Kiella yea, Trustee Trabulsi yea. Motion carried.
Personnel Committee: Trustee Kiella reported that employee reviews have been started by the Director and the committee looks forward to their completion. The Director’s review will follow.
Facilities Committee: Driveways and parking lot. Out of a conversation that Trustee Kiella had with Rob Hillard, the City Manager, Rob promised to speak to the City Council about these areas that have so badly deteriorated. The board decision is to 1) keep the driveways and parking lot before Rob and 2) to offer a suggestion of pursuing DDA funding.
After receiving legal advice from the Library’s attorney on the subject of purchasing the library building from the City of Allegan, Trustee Kiella, after conferring with the Director, spoke to Rob Hillard City Manager about what it means to him if the library wants to purchase the building. It was agreed that we would need to work together to puzzle it out.
• Mr. Hillard stated he would like this done by committee
• A joint committee of the library and the City to pursue what the mechanism is to buy the building.
• A committee reduces the political liability for both parties.
• It would be a partnership between the two entities to explore this idea.
• Trustee Kiella requested this subject be put on the City Council’s agenda for this month.
• Trustee Kiella and Director Perrigo would represent the Library on the committee.
The board wants to have a cooperative working relationship with the City.
Finance Committee: Trustee Watts reported on
• adding Evelyn Lyzenga to the library’s retirement
• monies the library has with Allied Bank (which recently did not pass their stress test) for any one of the library’s CDs are not above the FIDC insured funds limit
• with discussion the board continued to express their intent and desire to add to the building fund monies (planned savings). (These monies had been suspended during the time of the emergency roof repair.) At present the library is waiting for a grant to come through to repair the roof of the 1914 building before resuming adding to the building fund.
Trustee Browne moved to approve the bills to be paid in the amount of $43,617.98, supported by Trustee Trabulsi. Passed.
Strategic Planning: Trustee Browne reported that the steering committee has met every other week and would be giving a first draft of their plan at next month’s board meeting. It covers a 3 year grid with immediate issues to be done in the next 24 months and then beginning discussion on long range plans for the future. The committee is made up of 3 board members, 3 staff and 2 community people.
Electronic meeting discussion pointed out that this really is not possible under the Open Meetings Act.
Election dates – Director Perrigo concurred with the County Clerk and our attorney regarding current trustees’ terms of office due to the new law. Our newest board trustee, Sally Trabulsi, will not have to run until 2014. President Kiella requested that the terms of all board trustees be displayed on the library’s bulletin board and our website. The bylaw committee will meet to change the bylaws to reflect these new dates.
M-89 Corridor meetings: Trustee Kiella reported on these meetings. A copy of the M-89 strategic plan report was passed around to the board. This is only a report and before it could happen it would need to:
• go back to the City of Allegan and Allegan Township
• a new taxing authority would have to be established which would take tax monies from existing government taxing authorities including the Library
• a federal regulation requires the whole corridor covered by this plan must have water and sewer; at this time there is only sewer available
Trustee Kiella thinks that given the economic climate at this time, anything from this is a long way off.
Policy reviews: A new whistleblower policy was discussed. Trustee Watts moved to approve the policy with amendments, Trustee Antkoviak seconded. Passed. This policy will go into employee’s handbook and be posted on the employee bulletin board. A report on the library’s registration policy will be given at the April board meeting. It was decided at this time to wait and watch the County Board of Commissioners’ request for a smoking ban in the Courthouse square.
Due to former board trustees departures, the board looked at all standing and ad hoc committees to fill those rosters out and evaluate any changes. As of this meeting the following are the standing and ad hoc committees rosters:
• Facility Committee – Trustees Kiella, Hellmann, Garofalo
• Personnel Committee – Trustees Antkoviak, Browne
• Strategic Planning Ad Hoc Committee – Trustees Browne, Hellmann, Garofalo
• Friends Committee – Trustees Trabulsi, Garofalo
• Bylaws Committee – Trustee Watts, Hellmann, Antkoviak
• Budget/Finance Committee – Trustees Kiella, Watts. By straw poll, these former two committees were approved to be combined into one committee.
• Marketing & Communication Committee – Trustees Trabulsi, Garofalo. By consent of the board, this is the new name of this committee which previously was called “public relations”.
Note that the Friends acts as its own governing body with a leadership team and its own finances. President Kiella requested that at the April board meeting, each committee have ready a mission statement for that committee stating its responsibilities and purpose.
Trustee Watts moved to adjourn, Trustee Trabulsi seconded. Meeting adjourned at 9:40 pm.