Minutes
ALLEGAN DISTRICT LIBRARY BOARD OF TRUSTEES
February 15, 2010

The meeting was called to order at 7:02 p.m. by President Susan Jerkatis. Present were Trustees: Jerkatis, Watts, Kiella, Garofalo, Bortz and Director Ann Perrigo and Administrative Assistant Evelyn Lyzenga. Trustee Hellmann joined the meeting at 7:40 p.m.

Trustee Antkoviak was absent.

Additions or changes to the agenda. Trustee Watts presented a proposed agenda and moved for its acceptance. President Jerkatis said the meeting would be conducted with the original agenda. Trustee Kiella seconded. Discussion was called for. A roll call vote was requested: Jerkatis opposed, Bortz opposed, Garofalo opposed, Kiella yes and Watts yes. The motion did not pass. Trustee Watts then made a motion for four items to be taken off the original agenda: job descriptions, role profile and compensation matrix, closing policy and credit card guidelines as they had been passed at January’s board meeting. Trustee Kiella seconded. The motion passed. Facilities Committee was added to the agenda – item G.

Dan Veldhuizen from Siegfried Crandall, our auditor, was present. They work with many other governmental units. He went over the financial report through June 30, 2009. Three main things were covered: the auditor report, brief review of the financial statements and health of the library and review of internal controls. It was pointed out in discussion that financial reports are the library’s responsibility and the auditors’ responsibility is to give an opinion of the financial statements. Outcomes: 1) there is no evidence of fraud; 2) some corrections (as most governmental units have); 3) it is very good to have an accountant who is familiar with government accounting; 4) we have fund based accounting; 5) health of the library – we are right where we need to be with our fund balance – financially healthy. In response to Trustee Kiella’s questions, Veldhuizen assured the Board that the separation from the City is financially complete: the pension fund is held separately and all capital expenditures were complete at the time of the audit. It was noted that when the auditor met with the library’s accountants, several suggestions were made which would provide better tracking of some revenues. These changes were implemented immediately.

Minutes of the January board meeting were approved with changes.

January statistics and the financial report along with the annual state aid report were reviewed. On the financial report the telephone bill is over budget because the internet is included now. It will be changed in the future so that cost is reflected in the budget.

Bills to be paid (8,038.39) including the payroll summary were reviewed. Trustee Bortz made a motion to approve, seconded by Garofalo. Passed.

Librarian’s Report

The Joint Committee (Arts Council and Library) planning an author program applied for a grant for a Michigan author. The application was unsuccessful so the committee will take another approach.

There were three times scheduled for staff to sign patrons up for downloadable audios. Only about seven patrons took advantage, but since that time Alan and Holly have each helped several more. Out of this Alan has come up with an idea for a new service to offer – Rent a Tech to help patrons with their devices. He thought a couple hours a week to answer technical questions would be worthwhile. The Board supported this suggestion.

Southwest Michigan Library Coop has given each member library $1,000 for collection development. Director Perrigo is working on the library’s health and travel guide collections to update them.

Committees:

Friends Committee
Trustee Bortz spoke of the program on January 31st with John Pahl. Trustee Watts gave an overview on the millage proposal and had a handout which was so helpful. There were 50 people. Book sale is this upcoming weekend.

Budget Committee – nothing to report.

Personnel Committee
Trustee Kiella said haven’t been able to meet to review longevity pay. He suggested that this be remanded over to the Finance Committee. President Jerkatis moved the longevity issue to the Finance Committee which meets this Thursday, February 18th at 8:00 a.m.

The committee still have to complete the job description for Pages.

Finance Committee
Trustee Watts reported that the retirement plan is moving along. Rob Marciniak will be meeting with employees on March 4th. Existing retirement (presently with the City) can be rolled over to Edward Jones. In future may invoke a vesting schedule but committee does not feel should do at this time.

Director Perrigo reported about the McClelland Trust from years ago. It was put in a CD and library used interest to buy large print books which Mrs. McClellan wanted. When we moved over to Steve Tibbitts for investments, we should have moved this to a CD. Trust Kiella mentioned that we should also look at all restricted funds to make sure we are following the wishes of those funds and keeping track of them. These items will be brought up at the Thursday committee meeting.

Director Perrigo has set up a binder of the financial reports from Tibbitts; it is available to everyone in her office.

Bylaws Committee
Trustee Watts moved to accept the bylaws, seconded. President Jerkatis made a change on item K from “old business” to “unfinished business”. Trustee Watts called for roll call on vote; Jerkatis-Ay, Bortz-Ay, Garofalo-Ay, Hellmann-Ay, Kiella-Ay, Watts-Ay. Motion passed.

Millage Committee
Trustee Watts asked that board members go to township meetings to promote our millage to patrons in those townships. Some townships are serviced by our library and another library. He appreciated the township percentage report that Director Perrigo supplied. The resolution will be approved at next month’s board meeting.

Facilities Committee
President Jerkatis reported the committee had met. She presented a “Library Beautification Project” outline to be applied for through a DDA grant.

Trustee Jerkatis also mentioned that presently there is a “Pepsi Refresh” program that gives grants and the committee thought we should apply for one. It would be good publicity.

Trustee Kiella expressed concern over what our property lines are with our building. He requested that we get a legal description of the transfer of the building to the library from the city. Need to know relationship of driveways, sidewalks and parking lot. The driveways and parking lot are in need of resurfacing and we need to know if that is under the City of Allegan or ourselves.

Trustee Watts mentioned that the DDA would own the facade of our building for 10 years if a grant is given. We would have to consult them for any changes during that period.

Trustee Bortz has heard that the DDA is going to put up a banner on each significant building they have designated and that the library is on that list. Trustee Kiella had heard this as well.

Unfinished Business:

Building Issues
Director Perrigo requested that the building issues be taken over by the Facilities Committee. She also requested that the bathrooms makeover that Friends have done footwork on go to the Facilities Committee. There was discussion about holding off until after the millage vote. Board agreed.

Public Relations
President Jerkatis said she received a letter from ALA commending Director Perrigo for her hard work on the Alex committee.

New Business:

Trustee Organizations
Director Perrigo received information about two such organizations. One is new from ALA called ALTAFF. She will provide information.

The other one would be a membership to the Friends of Michigan Libraries for $35.00 for the entire board. A motion was made and passed to do so.

Local Officials Conference
Director Perrigo received a letter from Representative Bob Genetski about this conference being held April 23rd at the Griswold Auditorium. She distributed RSVP forms if any board member was interested. Director Perrigo will be going.

Building Project
Due to the frequency that patrons state their discomfort with the long climb to the library’s front door, Director Perrigo suggested building a two-story addition with an elevator. She thought a parking lot entrance would encourage people to vote in favor of the millage. The board did not feel this was advisable at this time.

Public Comment
Trustee Bortz had a conversation with a patron who gave highest praise for our library.

The meeting was adjourned at 9 p.m. The next meeting will be March 15, 2010.

Evie Lyzenga
Administrative Assistant