Minutes
ALLEGAN DISTRICT LIBRARY BOARD OF TRUSTEES
May 18, 2009

The meeting was called to order at 7:05 p.m. by President Susan Jerkatis. Present were: Antkoviak, Bortz, Hellmann, Jerkatis, Smuda, Wott, Garofalo, Director Perrigo and Administrative Assistant Lyzenga; Visitors – Jason Watts and Phil Siegler.

New trustee Jason Watts was introduced to board members as well as Phil Siegler of Bartz-Rumery Agency.

The first item on the agenda was the building and comprehensive general liability coverage quote from Phil Siegler. He gave a review of the coverages and discussion followed. It was the consensus of the board to look into increasing the building and contents limits by getting a quote for higher limits. Director Perrigo will gather costs of building new libraries and convene that information to Mr. Siegler as soon as possible. Coverage must be in place by June 22, 2009.

There was also a discussion about health coverage with Phil Siegler. This answered questions of the board regarding the quote he gave for Priority Health.

The minutes of the April 20, 2009 meeting were approved. The monthly statistics and financial reports were reviewed. Director Perrigo pointed out that visits were up dramatically from a year ago at this same time. It was noted by Antkoviak that the “Circulation by Township” statistical numbers did not look right and Ann noted that the numbers were down one line from where they should be. Director Perrigo noted an error on the city financial report. The $4,600. from Cheshire Township was posted in the wrong account – needs to be put in the account “Contribution – Cheshire”. This will be corrected by next meeting. A motion was made by Bortz and seconded by Garofalo that we pay the April bills totaling $7,014.84.

LIBRARIAN’S REPORT:

No report at this time due to time spent in working on the insurances for the library and to have that ready by or before the June board meeting of June 15th. The library is on its own June 22nd.

COMMITTEE REPORTS:

Friends Committee: Trustee Bortz reported the book sale last weekend earned $471.00. Friends will be helping with the registration for the children’s summer reading program.

Finance Committee:

• Building insurance – it was agreed to go with the recommendation to use Phil Siegler and to increase the building & contents coverage limits.

• Workers Compensation: Director Perrigo said the contract received had incorrect information and she has requested a revision.

• Angle & Steffes: Director Perrigo had just received a packet from Angle & Steffes with a list of items the library needs to do. She would proceed forward on that.

Personnel Committee: Everyone on the board had read the draft policy. The section about paid time off was brought up and much discussion followed. Antkoviak made a motion and seconded by Wott to change this section to read 0-2 years – 1 week (5 days) and 12 days PTO; 3-5 years should be 2 weeks (10 days) and 12 days PTO; after 5 years – this should remain the same as written. It would be pro-rated to the calendar year for hires during the year. Motion was moved and passed.

A motion to apply this change to new employees hired after June 22, 2009 was made by Antkoviak and seconded by Bortz was passed.

Bortz made a motion and seconded by Garofalo to have changed vacation and PTO policy apply to: 1) all employees, and 2) be effective January 1, 2010 and shall start at that time. Whatever that respective amount of time is for each employee will start as of January 1st each year thereafter. Motion passed.

Five days for funeral leave was agreed to. Antkoviak made a motion and seconded by Bortz that for any remainder of this year’s pay out of PTO should be limited up to, and no more than, 60 hours. After January 1st, 2010 no pay out will be needed as no time will need to be rolled over to the next year. An employee will have the right to petition the board for unforeseen illness emergency for additional PTO. The motion passed.

OLD BUSINESS:

Downloadable audios: These will be available for staff use in June and for patrons starting July 1st.

Building issues: Another quote did come in for the soffit replacement. It was higher than the previous quote of $650.00 from Rossman Construction. A motion by Smuda and seconded by Hellmann was moved and passed to have Rossman do the soffit replacement. Director Perrigo did say that the outdoor lighting and public restrooms were issues that would need to be dealt with in the near future.

Budget 2009-2010: Committee of Smuda, Bortz, Jerkatis and Director Perrigo have to set up next meeting date.

July seating of new board: Director Perrigo is going to look into who can do the Oath of Office for that event.

NEW BUSINESS:

Picturing America: Is a grant the library has received. Director Perrigo explained the grant to the board and showed four examples of the 40 large size art reproductions that were sent along with a complete manual detailing each picture. These pictures will be displayed and used by the library for any and all appropriate events, and occasions.

Preservation grant: Not submitted as the deadline to apply was mid-May when Director Perrigo had other more urgent concerns. Plan to do next time around.

Chamber of Commerce: The library also needs to be part of the Chamber of Commerce. Motion by Bortz and seconded by Garofalo to join the Chamber of Commerce was moved and passed.

Amendment to Employee Leasing Service Agreement between City of Allegan and Allegan District Library: Director Perrigo said this amendment needed to be signed by the Board President and Secretary and Director Perrigo. A motion by Antkoviak and seconded by Garofalo to approve the amendment as signed was moved and passed.

Meeting adjourned at 8:54 p.m. The next meeting will be June 15, 2009.

Respectfully submitted,

Evelyn Lyzenga
Administrative Assistant