Allegan District Library Board of Trustees
November 21, 2011
Monthly Board Meeting was called to order at 7:02 pm by President Kiella.
Present: Trustees Mike Kiella, Carol Garofalo, Catherine Hellmann, Jason Watts, Chris Antkoviak, Director Perrigo and Administrative Assistant Evelyn Lyzenga.
Excused was Trustee Carol Browne. However, Trustee Browne did arrive at 7:25 pm and was present for the rest of the meeting.
Pledge of Allegiance.
Agenda amended to include under VIII Committee Reports, item E Finance Committee, add number 2 – Limit of Action.
Minutes of October 17 board meeting stand as published. Minutes of special board meeting November 2 amended to show actual amount $36,000 which was approved regarding the Change Order. Special minutes approved with correction.
Public Comment – none.
The statistical report and the financial reports were reviewed and accepted. One request for the statistical report for December is to show the total number of library cards.
Director Perrigo reviewed her report and reported that there are no changes to the calendar. The library’s participation in Arts Alive netted $538.00 for the library which was revealed at the “Bash” event to close out Arts Alive.
Friends Committee – Trustee Garofalo reported:
• Friends had connected with a recycle business who took all of the excess books which either have not sold at the book sale over several months or were not saleable.
• The Teacher’s Day Friends had was very well received by local teachers.
• The scholarship committee is planning to have a photo shoot with Shelby Pattok over Thanksgiving or Christmas vacation.
• The book sale from this past Saturday netted $423.04.
The Board Secretary will have available at the December board meeting thank you cards to be signed by the Board trustees and sent to each Friends member for their service and support of the library.
No report from the Budget Committee.
Personnel Committee: Trustee Kiella reported that he and Trustee Antkoviak and Director Perrigo met to review 2 applications for the open Board position. Trustee Antkoviak stated the purpose of the committee was to look to see if these applicants were qualified. The committee recommended one of the applicants and proposed a secret ballot for a vote.
Trustee Watts moved to close the application process for this position. Trustee Browne seconded and motion passed. Trustee Watts moved for open discussion. Trustee Browne seconded and motion passed. Board unable to come to a decision. Director Perrigo was asked to have both candidates come to the December board meeting to give a brief summary of their qualifications and fitness for the Board.
Facilities Committee: Director Perrigo advised that Fred Allen and RossMan workers will be at the library to start working on Tuesday, November 22nd on the roof repair. For the 1914 part of the Library, Director Perrigo showed the handbook for a grant to either fund the planning or the work to be done on the soffits for that part of the building. The deadline for grant submission is December 15th. Trustee Watts stated we need to get full estimate. Monies for this grant are from the US Government. Trustee Hellmann stated she likes to write grants.
Finance Committee: Trustee Watts reported that another T-Bill is maturing. He is holding it until November 28th for a CD which may pay higher interest. CDs can pop up at the end of the month and the CD has to be with a Michigan bank. If that does not happen, Trustee Watts will move the funds over to a T-bill or a coupon instrument. President Kiella directed the Board’s attention to the Investment Policy which states that the Finance Committee has management authority to handle the disposition of the investment instruments of the Library.
Trustee Watts moved to pay the Bills in the amount of $52,590.12, Trustee Antkoviak seconded. Passed.
Strategic Planning: Trustee Browne stated that a decision for a Steering Committee formation is either the Board as a whole or a small group serve as this committee. A small group was the desire of the Board. Trustees Garofalo and Hellmann would like to be on the committee. Director Perrigo will ask for staff volunteers. If nothing comes from this request, then the Director will appoint. Trustee Browne reported that the committee’s purpose will be to get priorities established.
Holiday Closing: Director Perrigo reported that since Christmas Eve falls on Saturday and Christmas on Sunday, the Library will be closed Christmas Eve, December 24 and on Monday, December 26th, the legal holiday. The same closing will be done the following weekend for New Year’s. The Library will be closed on Saturday, December 31st and on Monday, January 2nd.
Bonuses and Retirement: Director Perrigo reported that Longevity Pay (bonuses) will be paid in the first payroll of December and it is a total of $2200.00 Starting point for Longevity is 5 years of service. Discussion added $20.00 of Allegan Dollars be given to every employee. Trustee Watts moved to approve longevity pay as described of $2200.00 and offer $20.00 Allegan Dollars to every employee; Trustee Hellmann seconded. Discussion offered the option to each recipient of Longevity pay to have it paid to their retirement account or receive a check. This option was included in the motion and the motion passed.
Retirement – Director Perrigo mentioned that we don’t really know about retirement until the end of the year when the total hours worked and total pay is known. The Board decided the Personnel Committee will look at this after the Holidays are over.
Board Members comments were to wish everyone a Happy Thanksgiving. At the December board meeting because of Christmas there will be refreshments which the Director will coordinate.
Meeting closed at 8:36 pm. Next Board Meeting is December 19th.