ALLEGAN DISTRICT LIBRARY BOARD OF TRUSTEES
September 20, 2010
The meeting was called to order at 7:01 p.m. by Vice President Bortz. Present were Trustees: Hellmann, Garofalo, Bortz, Antkoviak, Watts, Administrative Assistant Evelyn Lyzenga and Director Ann Perrigo.
The pledge of allegiance was said.
Changes were made to the agenda to insert under “Facilities Committee” an item about potholes and driveway as well as to insert under “Unfinished Business” a conversation with Blaine McLeod.
Trustee Watts moved and it was adopted to excuse Trustees Jerkatis and Kiella.
Minutes of the August board meeting were accepted as written with correction.
Public Comment – No comment.
The statistical reports and financial reports (August monthly budget and payroll) were reviewed and received. It was noted that the budget reflected is the current existing budget.
ArtsAlive! bash is this Friday at which time the amounts each ArtsAlive entity received will be revealed.
Director Perrigo shared that she had hired 3 new employees – 2 new pages and a new fill-in circulation clerk – during this past pay period.
The library has received the BTOP grant for desktop and laptop computers, routers, furniture and other related items.
Director Perrigo shared that the library has also applied for a DeLano grant for a new microfilm reader/scanner where images can be sent via email, put on a CD or be put on a flash drive. It would allow for full pages of newspapers, etc. to be read at one time.
This past Friday Director Perrigo attended a excellent SMLC (Coop) Directors meeting where they networked about what is going on in their libraries. A lot of other directors had attended a program where Sandra Nelson (an expert) spoke about library planning. They all came away with the idea that libraries have got to change, got to mix it up, go digital. She may be coming to the board with requests in the coming year.
Friends – Trustee Bortz reported the book sale this past Saturday netted $396.25. The Friends have an opportunity for another author event in February with Bonnie Jo Campbell, an author from Kalamazoo. It will held February 12th at the Griswold.
Budget Committee – Director Perrigo distributed budget sheets showing estimated revenues for years 2010-2011 and 2011-2012 and a new proposed budget. These figures showed what the library will receive this year compared to next year. The new library millage rate is billed:
• To the City of Allegan in the summer taxes and
• Townships in the winter taxes
Trustee Bortz shared that our existing budget is bare bones; the new proposed budget with new millage monies reflects increased amounts that were previously cut and reflects actual costs for such items as utilities, etc. The millage gives the library a cushion but the board does not have to spend every cent. Discussion followed. The major outcomes of that discussion were:
• The board felt it was important to have transparency to the public on the millage monies. Trustee Watts made the motion to have a public hearing during the November 15th board meeting between 7:20-7:30 pm when the new proposed budget will be reviewed. Adapted. It will be advertised and posted on the library website.
• Personnel committee to meet to discuss pay raises for staff, most of whom have not had a raise in 3 years. Give recommendations to the board before next meeting.
• Suggestion was made to add a budget line item for “advertising” in the amount of $5,000. and add an additional $5,000 to the proposed books budget ($4,000 to adult and $500 each to children and teen).
• New budget will be posted on the library website when approved.
• Suggestion was made to have the budget reflect the percentage of the millage monies used for operating budget, capital improvement, investment, etc.
• That the whole board have discussion of the budget.
• Trustee Watts brought up the staff proposal from May for the “MConsole” software to replace existing PC Cop. He suggested it be considered under “Technology Updates”.
• Budget Committee will need to meet to readjust the proposed budget. The committee would appreciate any additional items within the next couple of weeks. The intent is to have a new revised budget approved before the end of the year.
It was also noted that when the library board approves the budget it is in its entirety not line by line. City money comes in now and monies from townships in December.
Personnel Committee – No report.
Facilities Committee – Trustee Garofalo noted that the City had filled in the potholes in our parking lot in response to her request. Resurfacing the parking lot and drive area will be accommodated when City budget allows. Per the district library agreement with the City, the City will maintain the parking lot and drive area.
DDA Façade Grant – a written response from Rob Hillard, City of Allegan City Manager, indicates the library should go ahead with an application for a DDA grant. Monies would be available in 2012. (Note: The City of Allegan is the library’s landlord for its building.) This approval letter from the City allows the library to move forward with the application. Trustee Garofalo stated we have enough information to go ahead and the process is pretty straight forward. Director Perrigo shared that the front steps of the library building continue to deteriorate and leak water into the downstairs bathroom. The board wondered if we can wait until 2012 given the deterioration in the 1914 part of the library building.
Finance Committee – Director Perrigo passed out two bids from auditing firms. Trustee Watts moved that the board go with the proposal from Hungerford, Aldrin, Nichols & Carier, PC of Grand Rapids. It was adopted.
Millage Committee – decommissioned.
The bills to be paid were reviewed and Trustee Watts made a motion to approve the grand total for the bills and payroll for August of $30,422.85. Passed.
Communications – no report.
Unfinished Business – Director Perrigo directed the board to minutes of the meeting she and Trustee Kiella had with Blaine McLeod, County Equalization Officer. The L-0429 forms are ready to send out to the townships and the City of Allegan-before October 1st. Blaine also stated that the library should have a legal calendar for containing dates for regulatory action items. One item is that millage rates change every year because of the Headlee amendment. The board looked to Director Perrigo to set the legal calendar. Trustee Watts made a motion to give permission for the present Secretary to affirm that the present millage is .85 mil for fiscal year 2010/2011. Passed.
New Business – Evaluation results from the past Employment Workshop participants were shared with the board. The workshop was overwhelmingly appreciated and endorsed. Next Employment Workshop starts September 22nd.
Board Member comments – Trustee Watts shared a concern from someone about having to include a contact person to get a library card. This is the library’s policy. He mentioned the upcoming play “Escanaba in da Moonlight” on October 1st and 2nd at the Catholic church. Trustee Garofalo shared that a Celtic couple (Alasdair Fraser) will be performing on November 6th at the Griswold.
Meeting was adjourned at 8:31 pm. The next board meeting is Monday, October 25, 2010.