Allegan District Library
November 15, 2016
Call to order: President Kiella called the regular monthly board meeting to order at 7:02 PM.
Trustees Present: Marty McLeod
Also present: Ryan Deery, Director
Devin Erlandson, Assistant Director
Evelyn Lyzenga, Administrative Assistant
Scott Hogan, bond attorney of Foster & Swift
2 members of the public including a student fulfilling an assignment
Pledge: Pledge of allegiance was recited.
Corrections/additions to the agenda, excusing of absences
Motion: Trustee Watts moved to excused Trustee Chris Antkoviak, Trustee McLeod support, passed.
Verification of Quorum: Quorum is present.
Motion: Trustee Watts moved to approve the consent agenda, Trustee McLeod support,
President Kiella requested at the beginning of old business a new item #1 Conveyance Packet be added and renumber other items under old business.
Motion: Trustee McLeod made a motion to amend the agenda as requested and renumber the other items under Old Business, Trustee Watts support, passed.
No comment from members of the public. Trustee Watts noted this is first time to have a government high school student attend a board meeting. Betty McDaniel is looking forward to working on the board when her term starts in January.
Action on Committee Reports
1. Facilities Committee – Motion to approve the Animal Policy
Motion: Trustee Watts moved to approve the new Animal Policy, Trustee Huff support.
Discussion: Director Deery stated this is the first policy of its kind outside of the code of conduct.
2. Facilities Committee – Motion to approve the WiFi Hotspot Policy
Motion: Trustee Watts moved to approve the WiFi Hotspot Policy, Trustee McLeod support.
Director Deery explained the policy and Trustee Behm related the Facility Committee’s discussion on this policy.
3. Personnel Committee – Motion to approve the updated Member Services Associate Job Description
Motion: Trustee McLeod moved to approve the updated Member Services Associate Job Description, Trustee Watts support.
Discussion: Trustee McLeod stated the pay scale is adjusted upward due to additional responsibilities from the former information coordinator position vacated by Devin Erlandson after she became the Assistant Director. Director Deery said member services associates already are paid same wage.
4. Personnel Committee – Motion to approve updated Holiday Policy
Motion: Trustee McLeod moved to approve Holiday policy as written, Trustee Behm support.
Per Trustee McLeod the Personnel Committee recommends acceptance. Trustee Antkoviak came into the meeting at 7:35 PM.
Action on bills to be paid
Motion: Trustee Watts moved to approve the monthly bills in the total amount of $18,387.20; November payroll of $21,003.07 for a total of $39,390.27.
Discussion: Director Deery stated the Capital Building Fund has very little money in it with need for additional funds. President Kiella remanded this item to Budget & Finance Committee noting three items to consider in paying for building improvement charges:
• Having a controlled bleed off of General Funds to pay for these charges
• A need to have a functioning system to account for all the building improvement charges until funds become available
• Need to be properly in line with our governmental auditor
President Kiella remanded the Director to have conversation with Mr. Bendzinski, Municipal Advisor Consultant for bonds and John Kamins of Foster & Swift, bond counsel, to equip the Director to know what and when their bond work will be done.
1. Conveyance Packet
For the record President Kiella introduced Mr. Scott Hogan, Foster & Swift, who has assisted with the conveyance and special uses to acquire our property. President Kiella stated he was present at the Allegan City Council meeting last night, Monday, November 14 where the City voted to adopt the resolution: for acceptance of the conveyance as written, sewer easement as written, and accept the construction and use of the south parking lot.
Mr. Hogan stated he received this morning an email from the City Attorney stating the City’s Charter requires that when the City approves giving away real estate, they have to have three weeks public notice with the last notice one week before the meeting to do so. That did not happen in regard to this past Monday’s meeting and the approval of the conveyance. So the meeting on the part of the City to do so will now come on Monday, December 12th.
Mr. Hogan also discussed locking in the current bond rate thereby requiring completing necessary steps by December 30. USDA says we must have title to our property before they will approve the bonds. Mr. Hogan stated he thinks we can get this all can be done by December 30. Trustee Antkoviak and Kiella stated going forward the library needs this done on December 12th and the sending of all our required information to the USDA by December 1st. President Kiella will confirm the public notices of the City of Allegan and Mr. Hogan stated he will speak and work with the USDA. President Kiella recommended the Board approve the resolution of conveyance now before the board members and acceptance will show the strength their resolve which is a show of good faith.
Members of the public left meeting at this point.
Motion: Trustee Watts moved to approve Resolution No. 2016-7 to approve the acceptance of the library property at 331 Hubbard Street and related agreements regarding construction, historic preservation, utilities, vehicular access, book drop and parking, Trustee Antkoviak support. President Kiella requested Director Deery to fill out the resolution during the voting.
Roll call vote: Trustee Watts–yes; Trustee McLeod-yes; Trustee Behm-yes; Trustee Huff-yes; Trustee Kiella-yes; Trustee Antkoviak-yes. Motion passed. Trustee Antkoviak signed the resolution as Treasurer of the Board.
Trustee Huff excused from the meeting at 8:10 PM due to illness.
2. Motion to take from the table and approve updated Board Bylaws
Motion: Trustee Watts moved to approve the updated Board Bylaws, Trustee Behm support.
Discussion: There were many questions of various bylaws sections. Trustee Watts withdrew his motion. Trustee Antkoviak agreed to be chairman of the Bylaws Committee for a lunch meeting. The committee members will be Trustees Behm, Watts, Antkoviak and public citizen, Betty McDaniel.
3. Motion to renew employee health coverage at same coverage levels as 2016.
Motion: Trustee Antkoviak moved to approve the employee health coverage for 2017 at the same coverage levels as 2016, Trustee Behm support.
Trustee McLeod lead this discussion on renewal of employee health coverage but also renewal of dental and vision coverage. She stated there is a 5% increase in premium but requested the Board pay this and not pass it along to employees. She stated the library can accommodate this in their existing budget.
New Business – none.
President Kiella stated in good faith the library has paid the $1.00 lease payment for our building to the City. Trustee Antkoviak mentioned to Director Deery that the Board has a little light refreshments and holiday fare during the December board meeting. Director Deery and his administrative assistant will make this happen. Trustees Antkoviak, Behm and Kiella will give monies to this little celebration. Trustee Behm thanked Director Deery for attending Rotary. Trustee McLeod thanked President Kiella for all his hard work on the library improvement project and informed the Board she will be gone the entire month of December and not be present at the December meeting.
Adjournment: By acclaim, the meeting was adjourned at 8:40 PM.
Next Board Meeting will be Tuesday, December 20th