Allegan District Library Board of Trustees
May 21, 2012
The regular monthly meeting of the Board of Trustees was called to order at 7:03 pm by President Kiella.
Present: Trustees Mike Kiella, Catherine Hellmann, Carol Browne, Carol Garofalo, Sally Trabulsi, Chris Antkoviak, Director Ann Perrigo and Administrative Assistant, Evelyn Lyzenga.
President Kiella added House Bill 5459 to the agenda under New Business. Trustee Watts was excused.
Minutes from April’s board meeting were reviewed and motion by Trustee Browne and seconded by Trustee Trabulsi to approve the minutes as published. Passed.
April statistical report and financial reports were reviewed and received as published.
By motion from Trustee Trabulsi, seconded by Trustee Hellmann, the Open Public Hearing on the 2012-2013 Budget was opened at 7:15 pm. Director Perrigo reviewed the new budget. The following items were discussed:
• Trustee Browne questioned the new budget amount for HRA expenses. It seemed to be too high. She requested the Director to research this line item for possible adjustment.
• Trustee Antkoviak asked about the percent of expenses for personnel. The Director said it is 65%. She gave comparison to other libraries our size and we are in the middle range.
• A discussion took place regarding line item 271:xxx, Building Fund. Consensus was reached on the term and amount of distribution to this line.
Trustee Browne moved to close the Public Hearing for the 2012-2013 Budget at 7:45 pm, seconded by Trustee Hellmann and passed. President Kiella announced the Public Hearing closed.
Public Comment – none.
Director’s Report: Director Perrigo gave an update on the MSHDA grant to repair the 1914 building’s roof deterioration. The letter of agreement between the Library and the City of Allegan was signed and faxed to Lansing today. When and if we get the grant, it will be a big job and she will need help with the RFP. President Kiella requested that the grant be placed on the June agenda. The Board expressed appreciation to the Director for all her efforts on the MSHDA grant and requested a note from the Board Secretary be placed in the Director’s personnel file. A note will also be sent to Rob Hillard, City of Allegan’s City Manager, thanking him for his work and assistance in this project.
The Board requested the Director to consult with the Library’s attorney about law regarding service dogs.
Friends: Trustee Trabulsi reported that the Friends scholarship committee chose Maureen Massie as their Scholarship Winner. There were 12 applicants.
Budget Committee: Trustee Garofalo moved to approve the 2012-2013 Budget with changes, seconded by Trustee Browne. Roll call vote: Antkoviak-yes, Trabulsi-yes, Garofalo-yes, Browne-yes, Hellmann-yes, Kiella-yes. Previously asked questions were answered by Director Perrigo:
• Possible Restricted Contributions subaccounts – per advice of Jason Mitchell, our auditor, we don’t need to make any separate accounts.
• Regarding various staff led technology requests, the Facilities Committee will meet to consider these.
Personnel Committee: Trustees Browne & Antkoviak will set up a meeting with the Director to do her performance review. The outcome of the review will put placed on June’s agenda.
Facilities Committee: Trustees Garofalo, Hellmann and Kiella along with Director Perrigo met with the City of Allegan Finance Committee at the Good Shepherd Church on May 16th. The purpose of the meeting was to discuss Exhibit D of the District Library Agreement which was approved in 2008.
Regarding the MSHDA grant: Trustee Trabulsi moved, Trustee Garofalo seconded, that the RFP for the restoration project should be broken into two phases each covering half of the building, with the right of the Board to accept or reject the bid and/or parts of the bid as they please. Motion passed.
Marketing and Communication Committee: Trustee Garofalo submitted the committee’s minutes of May 9th. She also presented a logo for the library’s branding. Trustee Trabulsi made a motion, seconded by Trustee Garofalo, to approve the new logo in two color formats and make it the official logo of the Allegan District Library. After discussion, it was suggested to table the vote until June’s meeting. In the meantime the logo will be out on the library’s website, bulletin board and at the front desk to see if there are any reaction to it.
Bills to be paid were reviewed. Trustee Browne, seconded by Trustee Hellmann, moved to pay the bills as presented. Passed.
Communications – none.
Strategic Planning: Trustee Browne presented the written narrative and the Action Plan (task matrix) of the Strategic Plan Steering Committee for consideration and acceptance. She noted that item #4, year 2013 under Physical Facilities needs to be handled by an assigned group for completion. Trustee Antkoviak moved and Trustee Garofalo seconded to accept the narrative and task matrix as presented. Passed. The Board expressed a HUGE thanks to Trustee Browne for her efforts in spearheading, leading and steering this effort.
Registration policy review discussion will be done in June along with By-laws revision.
Report on Project Compass conference: Evelyn Lyzenga asked to defer this until next month due to the lateness of the hour. Agreed.
Commemorative plaque – adding Marion Ellis name to the plaque. The Board reviewed the recommendation by Linda Koch to add Marion’s name. Trustee Trabulsi moved, Trustee Hellmann seconded, to add Marion Ellis to the commemorative plaque. Passed.
State House Bill #5459 will be discussed next month.
Board member comments – none.
Meeting moved to adjourn and passed. Meeting adjourned at 9:52 pm. The next board meeting is June 18th, 2012.
Evelyn Lyzenga , Administrative Assistant