Minutes
ALLEGAN DISTRICT LIBRARY BOARD OF TRUSTEES
March 15, 2010
The meeting was called to order at 7:04 p.m. by President Susan Jerkatis. Present were Trustees: Jerkatis, Watts, Kiella, Garofalo, Bortz, Antkoviak, Hellman and Director Ann Perrigo.
Trustee Watts noted that the agenda was not in proper order, according to our Bylaws, and that the Pledge should be first after the Call to Order. The pledge was given. President Jerkatis stated that we will follow the rest of the published agenda for this month only.
The February statistics and financial reports were reviewed. Bills to be paid ($6,000.22) reflect the deletion of the 1/7/10 charge of $570.00 for Foster, Swift, Collins & Smith because it was paid last month. Moved by Watts that we pay the bills plus the payroll totaling $17,141.69. Second by Kiella. Motion carried. In answer to Trustee Kiella’s question if we are required by Bylaws to amend our budget periodically, Director Perrigo said that question should probably be referred to Steve Angle, our accountant.
Minutes of the February board meeting were approved as corrected.
Public Comment: Director Perrigo reported that the flag pole has arrived, but no fixtures to attach the flag were included. It will be up by next month’s board meeting. Director Perrigo also mentioned a patron was upset that her 4 year old couldn’t get a library card. It is the library’s policy that children receive cards in the second half of the 1st grade. This is part of the school district’s 1st grade curriculum. The board agreed there is no reason to change this policy.
Librarian’s Report:
Grant Request: Director Perrigo announced a statewide grant we have applied for, partially funded by the Gates Foundation, would provide us with 6 laptops and 3 desktop computers at a cost to us of $225 per computer. The grant would provide $1,000 for each computer and software, plus $1,000 for furniture, wiring, or anything else we need to make it work for us. The laptops would be useful for in-library checkout and for training sessions.
Author Visit Event: Trustee Garofalo reported that the joint committee of the Arts Council and ADL Friends is moving ahead with a request for Rhoda Janzen, author of “Mennonite in a Little Black Dress”, to be our guest author. Dr. Janzen has accepted the invitation, but we are awaiting word from her publicist at Henry Holt as to when she is available. Trustee Kiella urged early publicity of such an event.
Township Contributions: We have received checks for $25,000 from Allegan Township, and $3,500 from Valley Township. Cheshire Township may be more difficult due to having some financial difficulties.
Committee Reports:
Friends Committee: Trustee Bortz reported the $886.80 February Book Sale was the biggest ever. She reminded everyone of the upcoming sale on March 20th. On April 13th the Friends will host a Staff Appreciation Luncheon at noon, and on April 27th there will be an Open House Reception for Barbara Osborn, who is retiring.
Budget Committee: Director Perrigo suggest the committee meet soon as it’s time to begin thinking about next year’s budget.
Personnel Committee: Trustee Kiella explained that the copy of the Performance & Compensation Policy provided is a “working copy” and that the items in red will be in black print when decided upon. At issue on the Matrix was the “Start & End Wages” for Pages. The committee agreed to set starting wages for Pages & Library Clerk I, Library Clerk II-Lead Circulation Clerk at prevailing Minimum Wage. Director Perrigo commented on the Performance Appraisal document she uses for review. Trustee Kiella asked if she feels the board should review this document. Director Perrigo did not feel it was necessary. Trustee Kiella called the document “very acceptable” because it ties into the Personnel Manual, the basis is in the Job Description and it allows the Director to summarize performance and list goals. Director Perrigo stressed that “personal relations are just about the most important thing about working in this building” and the document is worded accordingly.
With regard to the Longevity issue, Trustee Kiella stated there were 2 questions to consider:
1. Authorize distribution of longevity pay for 2009 to eligible employees.
2. Whether longevity pay be brought over into library policy.
The Personnel Committee recognizes there are 3 options:
• Option 1 - adopt City policy with or without amendment.
• Option 2 - to discontinue the City policy of Longevity Pay without further consideration. This option was deemed unacceptable.
• Option 3 - discontinue City policy & longevity pay and replace with ADL performance-based compensation plan. Lengthy discussion ensued with regard to the pros and cons of option 3.
Other issues are: to distribute on payroll (as in the past) or should it be as contributions to employee 457 plan. Resulting motions:
• On question 1 motion was made by Trustee Kiella, seconded by Trustee Watts, to pay eligible employees (via payroll disbursement) what they received in the past, i.e. the combined amount of $2,400 that said employees did not receive for the year 2009. Motion passed.
• Trustee Watts made a motion for action on Option 3, seconded by Trustee Kiella. Motion did not pass.
• Motion by Trustee Kiella, seconded by Trustee Antkoviak, that the board adopt Option 1 as an End-of-Year Bonus (calendar year), to apply to all employees and new employees (except Pages). Motion passed.
Trustee Watts asked to reiterate for the record his belief that employees and the district library would be better served with Option 3. Trustee Kiella will craft the language of the policy in bullet point format and insert into the Performance & Compensation Policy.
Facilities Committee: Director Perrigo attended DDA meeting. She reported that although we don’t have a vote on the DDA board, Downtown Coordinator Vicki Knuckles will make sure we receive all packets and agendas. They seem to have a fair amount of grant money available.
Finance Committee: Trustee Watts reported the McClelland Trust fund was discussed at the committee meeting. A policy was implemented that we request what the calculated interest on $10,000 of the $39,000 CD the library has with Steve Tibbitts. It could be done at 6 months or yearly intervals. It was suggested that the Director could have it electronically transferred or in a check. Director Perrigo indicated she would rather have a check. Figuring it at the current interest rate, it would only be $11.04 per month. Director Perrigo noted that it would almost be enough to purchase a large-print book every month which would be in keeping with Mrs. McClelland’s request. Our CD will be cashed in when it comes due. We will set aside $10,000 in a separate CD and use the rest as we determine for our new investment.
Bylaws Committee: Trustee Watts said the Bylaws have been passed.
Millage Committee: Motion by Trustee Watts, seconded by Trustee Bortz that the board approve the Resolution Submitting Millage Proposal. Passed. The form was filled out by Secretary Garofalo and she will submit it, along with the Official Ballot as Exhibit A, to the County Clerk’s office. Trustee Kiella emphasized the need to have a significant push for the millage and Trustee Watts urged Trustees to attend their township meetings.
Old Business
Building Issues: None
Public Relations: Trustee Watts reiterated that the library did get a bill from The Regent for our ad.
Board Member Comment: Trustee Bortz suggested the Board send thank you notes to donors, in addition to the notes Director Perrigo sends.
The meeting adjourned at 8:49 p.m. The next meeting will be April 19, 2010.
Respectfully submitted,
Carol B. Garofalo
Secretary