Minutes
ALLEGAN DISTRICT LIBRARY BOARD OF TRUSTEES
October 1, 2008
I. The first order of business prior to the Call to Order was to have been the swearing in of board
members. Because the City Clerk was not available, this procedure is tabled until the next
meeting on October 20, 2008.
II. Meeting Commencement:
A. The meeting was called to order at 7:07 p.m. by Acting Presiding Officer, Shawn
Gavan. Present were Brian Wott, Shawn Gavan, Catherine Hellman, Susan Jerkatis,
Carol Garofalo, Nancy Ingalsbee, and Ann Perrigo. Jo Bortz was absent.
B. Two additional items were added to the agenda by Director Perrigo:
#7. Letters to be sent by Director Perrigo to the townships
#8. Orientation for new trustees
C. No public comment was given.
D. New Business:
1. Adoption of Bylaws to be tabled until next meeting.
2. Election of Officers:
President – Susan Jerkatis was nominated by Trustee Ingalsbee and supported by Trustee Wott
Vice President – Jo Bortz was nominated by Trustee Ingalsbee and supported by Trustee Wott
Secretary – Carol Garofalo was nominated by Trustee Ingalsbee and supported by Trustee Wott
Treasurer – Brian Wott was nominated by Trustee Gavan and supported by Trustee Jerkatis
All nominations were accepted by acclamation.
Former Allegan Public Library Board President, Shawn Gavan, turned the meeting over to new Allegan District Library Board President, Susan Jerkatis.
3. Accept responsibilities and agreements under District Library Agreement:
Moved by President Jerkatis, seconded by Trustee Ingalsbee and passed unanimously that all applicable resolutions be signed by Secretary and given to Director Perrigo for filing.
4. Approval of regular meetings:
Moved by Trustee Wott, seconded by Trustee Gavan, and passed unanimously that regular meetings of the ADL Board shall be held
on the 3rd Monday of every month at 7:00 p.m.
5. Designate official newspaper and bank:
Moved by Trustee Gavan and seconded by Trustee Wott that the Board’s official newspaper is The Allegan County News and official bank is Chemical Bank. Passed unanimously.
6. Approval of existing policies of Library:
Moved by Trustee Wott, and seconded by Trustee Ingalsbee that Resolution to continue abiding by the existing policies of the Library be approved. Passed unanimously.
7. Director Perrigo will send letters to the townships and the County Clerk announcing and explaining our new District Library status and how it will affect them. She will email a copy of this letter to all Trustees before mailing.
8. New Trustees, Catherine Hellmann and Carol Garofalo, will attend a short
orientation to familiarize them with how the Library works. This will be
held at 6:15 p.m. on Monday, October 20, 2008, prior to the meeting.
Director Perrigo suggested that the Board will need to address issues such as setting up bank accounts, making investments, etc. She has contacts and information from research she had done in earlier stages of her District Library groundwork. Trustee Wott will take charge of this in conjunction with his position as Treasurer. Director Perrigo also reminded everyone that staff issues such as benefits for full-time employees who have been covered by the City will now fall under the District Library. She also pointed out that if we hire an employee for the District Library before the City contract expires, it will have to be done through the City.
Nancy Ingalsbee has proposed becoming either a permanent part-time employee or an independent contractor for the new District Library. She would serve as Business Manager or Administrative Assistant to aid Director Perrigo with all the new duties entailed in becoming a District Library. Questions were raised about a possible Conflict of Interest with her being a Trustee. Trustee Gavan suggested that if a disclosure was listed it probably wouldn’t be an issue, but that consulting with our attorney would certainly be in order. Trustee Wott said that Trustee Ingalsbee should abstain from any votes regarding her possible employment. Trustee Ingalsbee said she would resign from the Board if it was determined that her employment would constitute a Conflict of Interest. Director Perrigo pointed out that her need for an Administrative Assistant would be very cyclical, so she wouldn’t suggest that she be hired as a regular part-time employee. Trustee Wott moved that we table this discussion until the next meeting with the normal procedure being that the Board hires the Director and the Director hires everyone else. This motion was seconded by Trustee Gavan and passed unanimously, with Trustee Ingalsbee abstaining. Meanwhile, Trustee Ingalsbee has agreed to volunteer her time at the Library until this is resolved.
Trustee Ingalsbee suggested the Board do something nice for Hollis Hough, in recognition of his 38 years of service on the Library Board. Trustee Wott will check into this and report at next meeting.
III. Adjournment:
Trustee Ingalsbee moved to adjourn; seconded by Trustee Hellmann. Passed unanimously and the meeting adjourned at 8:29 p.m. The next meeting will be held on Monday, October 20, 2008, at 7:00 p.m. in the Carnegie meeting room.
Respectfully submitted,
Carol B. Garofalo
Secretary