Allegan District Library Board of Trustees
May 21, 2013
Regular board meeting was called to order by President Mike Kiella at 7:02 pm. Present were: Trustees Jason Watts, Chris Antkoviak, Carol Garofalo, Carol Browne, Catherine Hellmann, Sally Trabulsi, Mike Kiella, Director Ann Perrigo and Administrative Assistant Evelyn Lyzenga.
Agenda – Agenda accepted as posted. Trustee Watts moved to approve the April minutes, seconded by Trustee Hellmann, motion passed and minutes were approved as published with correction.
Statistical and financial reports were reviewed and accepted as posted.
Public Comment: Director Perrigo read a letter of resignation from Peggy Westgate. She plans to retire effective Thursday, June 6th after 27 years of service to the library. The library will have a retirement open house from 2-4 pm on June 6th . The personnel committee will conduct an exit interview with Peggy and Board Secretary will send a thank you note. Trustee Trabulsi will put notice in Allegan News and write a resolution in Peggy’s honor. Trustee Watts, seconded by Trustee Hellmann, to approve Sally’s resolution for Peggy; motion passed.
Director’s Report – Director reviewed some of the high points of her report.
Friends Committee: Trustee Trabulsi referred the board to the minutes and financial report submitted. This past week’s book sale was $172.31, bringing the Friends total monies to $3663.55.
Budget and Finance Committee: Trustee Watts distributed the most recent revision of the proposed budget for 2013-2014. Items of note:
• There may be costs involved with searching for a new director for purposes of travel, lodging, etc. for candidates who live out of the area
• Add line item for SHPO grant to insure accurate recording into and disposition of monies for the grant restoration project
• In the 2013 Strategic Plan, there are two items- “Technology”, or updating current fleet of computers according to the schedule, and “buying ipads for staff”, which the committee should determine whether they go under the existing budget line item “Technology Updates” or require adding a new line item for strategic planning
Director Perrigo mentioned this committee should meet in June and there should be a special meeting for public budget meeting. Other items of note:
• Balance the current budget and get those figures to our accountant before end of June
• Revisit recommendations on salaries for 2013-2014
The 1st reading of the budget will be on Monday, June 10th at 7pm here at the library in the Carnegie Room, public notice will be published in the May 30th issue of the Allegan News.
Personnel Committee – Trustee Browne passed around minutes of this committee held May 2nd. Minutes were received as published. It was recommended that the new library assistant in the Children/Teen area be listed as: Clerk II Youth Services. Assistant Director is a new position. Trustee Browne sparked a discussion on raises. Trustee Antkoviak wondered why the proposed budget salaries were not done at the percentage the personnel committee had recommended. President Kiella was hesitant about not using the personnel committee’s recommended percentage. Director Perrigo will get the salary numbers to Trustees Antkoviak and Browne and the rest of the board. The Director will also give a comparison of what has happened for the last 5 years.
Facilities Committee – Director Perrigo is to write up the contract with Mihm Enterprises for doing the work stipulated by the SHPO grant for the roof restoration on the 1914 Carnegie building. After discussion on the contract, Trustee Antkoviak will read the contract once it is completed to make sure it’s accurate.
Communications & Marketing Committee: Trustee Garofalo stated that the committee will publish a notice about the Centennial Committee. This notice will ask patrons and the Friends Committee to volunteer. The C&M Committee was asked to assist on an annual report. Trustee Garofalo reported the committee has not yet set a date for a Snap Shot Day.
Strategic Planning: Trustee Browne made a recommendation to have Trustee Kiella represent the board on the Emergency Planning Committee of City of Allegan. Trustee Watts seconded, motion passed. Officer Chad Dame will represent the Police Dept. and Fire Chief Bruce Hoyer will also attend. Three staff members have volunteered to participate. Once an emergency plan is in place for the library, there will be training for the library employees.
Bills to pay: Trustee Watts moved to pay the bills in the amount of $35,694.97, seconded by Trustee Trabulsi, passed.
There is no Unfinished Business.
Michigan Public Act 152 –Overriding 20% insurance payments for staff. Trustee Antkoviak made a motion that qualified library employees pay only 10% of their insurance cost. Seconded by Trustee Garofalo. Roll call vote was taken with all Trustees present voting aye except for Trustee Watts who abstained.
Board Member Comments: Trustee Watts said he will continue to plug away at the budget along with the Director.
Trustee Browne commended the Communications and Marketing Committee for all the work and fine ideas they come up with. She also commented on her written report about the “Spring Into Action” half day seminar that she went to on May 9th. Then she handed out a printed copy of a five generation work force breakout session she attended, commenting on the extreme differences between generations, all of whom may work together at any one time.
The meeting was adjourned at 9:07 pm. The next meeting is June 18, 2013.
Evie Lyzenga, Administrative Assistant