Minutes
ALLEGAN DISTRICT LIBRARY BOARD OF TRUSTEES
May 17, 2010

The meeting was called to order at 7:00 p.m. by Vice President Jo Bortz. Present were Trustees: Kiella, Garofalo, Hellmann, Watts, Bortz, Antkoviak, Administrative Assistant Evelyn Lyzenga and Director Ann Perrigo.

The pledge of allegiance was said.

A motion to excuse Trustee Jerkatis was passed.

Minutes of the April board meeting were accepted with corrections.

Public Comment – none.

The statistical and financial reports were reviewed and received. Director Perrigo was directed to send a bill to Trowbridge township. The matter of adjusting the budget throughout the fiscal year to keep a balanced budget was discussed. Since the library does not have a policy on this topic, it was decided that a workshop with the whole board would be best to accomplish this and have everyone on the same page. Director Perrigo was asked to set up this workshop.

Director’s report:

Jessica Pugh, our new youth services librarian, is a great addition to the staff and is working out very well. Director Perrigo was reminded that an article about our new youth services librarian should be done with the local media.

Director Perrigo reported that all reviews of staff are completed. She assured the board that this process will be completed in March next year.

Committee reports:

Friends Committee: Trustee Bortz reported that the past weekend book sale netted $483.25. She also shared that the open house for Barb’s retirement was excellent and well received.

Trustee Garofalo reported on the author visit coming up on July 9th. Linda Clark of the Arts Council has asked Scott Taylor to design a graphic for postcards and has sent a press release to the Kalamazoo Gazette. Other publicity will be out soon.

Budget Committee: no report.

Personnel Committee: Trustee Kiella said the committee met and discussed “removing references to probationary period”. This item was refined into the job descriptions which were approved in January 2010. Trustee Kiella has begun the work to make that correction to all other documents and will have these completed by May 31st.

The updated Performance and Compensation Policy and Compensation Matrix were distributed.

The committee will look over the employee reviews. The Personnel Committee will review the Director and make a report to the Board. They will reconcile the bylaws to the policy. A motion was made to suspend the rules for one month. Passed.

Facilities Committee: Trustee Garofalo reported that the committee had several questions about the DDA facade grant which were directed to Vicky Knuckles. Those questions and answers were reviewed with the Board.

It was decided that the Director should send a letter to the City of Allegan regarding the resurfacing of the parking lot.

Finance Committee: Trustee Watts has signed all papers for the retirement fund. Director Perrigo asked “when do we actually pay the retirement monies for 2009 to employees’ accounts?” Trustee Watts will check with Rob Marciniak.

Millage Committee: Trustee Watts reported that the Allegan County sheriff is advocating to have the jail millage proposal on the November ballot. This would be advantageous both to the library and the Senior Services proposals.

Next committee meeting will be with the finance committee. Board needs to find someone in the community to head up the millage group and for that person to get the group going. A voters’ list is instrumental to the millage vote.

There will be a fact sheet in both the Flashes and the County News. Other media coverage and community support were discussed. Director Perrigo suggested a request to the Friends Committee at their next meeting for their support.

Bills to be paid were reviewed and motion made to approve $17,116.72 for payroll and $14,844.44 for bills. Passed. Motion made to pay Barb Osborn’s retirement gift was passed.

Communications: Director Perrigo reported that one of the library’s pages, Emily Kunz, has won a “Letters about Literature” award of $300.00. Emily has designated the library to receive the monies. Trustee Garofalo read a thank you note from Barb Osborn.

Unfinished business – none.

New business:

Director Perrigo submitted a recommendation from the part of staff and herself for a new software called “mConsole” to replace the existing PC Cop that helps staff monitor the time a patron has to use a library computer. Trustee Kiella requested more information on this software from our staff IT employee and Trustee Watts would like to know the full financial picture for this move. A motion was made to table this recommendation until a further date. Passed. The Board wanted to thank the staff for the recommendation.

The library belongs to the Allegan Chamber of Commerce. Director Perrigo passed around a new members benefit sheet to each board member for their use.

Some nonprofit workshops for Trustees were discussed. It was decided not to work with “Board Connect” for training.

Director Perrigo presented information about “Arts Alive” a promotion developed by the Allegan County Community Foundation. It starts June 3rd and goes until September 5th. A person votes, giving $1.00 for each vote, for a participant in Arts Alive. The money for that participant goes directly to them after September 5th. The Board encouraged the Director to declare the library’s intent to be a participant in this.

Administrative Assistant Lyzenga shared that she will be conducting an Employment Workshop at the library July 22nd thru August 12th (4 weeks) for unemployed in the community.

Motion to adjourn at 8:53 p.m. The next board meeting is Monday, June 21, 2010.

Evelyn Lyzenga
Administrative Assistant