Geneseo Public Library District
Board of Trustees Meeting
April 12, 2010
The Board of Trustees of the Geneseo Public Library District met in regular session in the Hammond Room of the Library on April 12, 2010. President Gary ZumMallen called the meeting to order at 6:31 with the following members present: Jeanne Brucher, Dr. Jan Dyke, Barbara Erdman, Darline Holland, Dave Johnson, Holly McAvoy, and Gary ZumMallen. Also attending the meeting were Library Director Claire Crawford, Deb Wyffels, and Linda Altermatt as scribe. Holly McAvoy had an addition to the Agenda under New Business.
There was no comment from the citizens who were present.
President ZumMallen called the Board’s attention to the minutes of the meeting held on March 8. Barbara Erdman made a motion to approve the minutes as read. Darline Holland seconded that motion and in voice vote all members present approved the motion.
The Board then considered the minutes of the meeting held on March 20. There were corrections necessary for spelling errors. Dave Johnson made a motion to approve the minutes as corrected. That motion was seconded by Jeanne Brucher and in voice vote all members present approved.
There was one piece of correspondence, a thank-you note from Deb Wyffels in appreciation of her recognition for twenty years service as a Library employee.
Jim Luikart was absent from the meeting due to pressing business related to income tax filings. Library Director Crawford gave further explanation of the billing from Geneseo Telephone, including notice of a donation of services. She was asked to write a thank you note to the Company. The checks to be signed were handed over to Dave Johnson for further action. The tax computation report was received, signed, and will be returned to Barb Link.
Two new computers have been purchased. John Taylor, the Library’s IT, is holding the inventory of the computers currently in use by staff and Library patrons. Members of the Board asked that Mrs. Crawford bring that information to the next Board meeting to enable them to make informed decisions regarding the needs for technology in the new building. President ZumMallen asked Mrs. Crawford if John Taylor was working on the technology plan for the new building. She replied that he is working on the Per Capita Grant, which requires a technology plan for 2011 for the Library. The current plan for the new building is for a split of wireless and hard-wired computer access because the staff computers are more secure when they are hard-wired. The Board hopes to be able to go wireless as much as possible in the new building.
Holly McAvoy made a motion to accept the financial report and pay the bills. Barbara Erdman seconded that motion and in roll call vote all Board members present approved.
After a discussion regarding the purchase of the new computers, the Holly McAvoy made a motion requiring the Library Director to get three competitive bids for any purchase over the amount of $2500. Dave Johnson seconded that motion and in roll call vote, all Board members approved the motion.
Building and Leadership
The soil borings have been done at the new building site. Holly McAvoy is working on a letter to inform donors to the project of progress made thus far.
The information packets created expressly for the purpose of informing potential donors have been completed. Library Director Crawford asked for permission to begin distributing them as part of a presentation to raise funds.
The Reader/Printer discussed in detail last month was brought up again. Staff member Jolene and Library Director Claire Crawford have each received grants of $5,000 through GIFT to be used for seniors’ programming. Most of that money is still available; certainly there would be enough money to purchase the Reader/Printer, which is a special display model at a much reduced price. The machine could then be purchased outside of budget restrictions. Additionally, the salesman will deliver the new machine and dispose of the old machine at no cost. Darline Holland made a motion to approve the purchase of RMC Imaging Reader/Printer with that grant money. Barbara Erdman seconded that motion. In roll call vote, Holly McAvoy voted in opposition to the purchase because competitive bids were not solicited. All other Board members voted in favor of the purchase.
Library Director Crawford then drew the Board’s attention to a question of permitting staff members to accumulate sick leave over years of employment that might then be “cashed in” for increased benefits at retirement. After some discussion, it was agreed this matter should be referred to the Personnel Committee for further investigation and opinions from other like-sized organizations and the Library lawyers. Mrs. Crawford asked for guidance regarding staffing hours. It was agreed that this falls well within the management determination of the Library Director.
Library Director Crawford asked for guidance from the Board regarding a financial fee to be attached to genealogical research. Currently the Library is paying a retired employee to come in to work part-time on these research projects. No fee is charged to the Library patrons for the service. Holly McAvoy asked Library Director Crawford to create a written policy, similar to the example provided from the Davenport Public Library, so that the policy would be clearly understood by both staff members and patrons and could be implemented fairly. That policy should be presented to the Board at the May meeting.
The Library has an old snow blower and a push mower stored in a shed. It was agreed that these should be sent to auction through Stenzel Auctioneers. The sale of “premier books” of particularly high quality and in good condition at a higher price than other used books will be initiated at the Library Director’s discretion. Library computers that are obsolete will be sold with their capabilities plainly labeled.
The repair of the Library door will be delayed as it is not creating a serious problem.
The new Woodridge Senior Living Center and St. Malachy School have contacted the Library asking that they be linked to the new Library building by sidewalks. Mr. ZumMallen stated that the County had created blacktop walking paths at the Middle School. It might be possible to ask the County to consider this project.
Library Director Crawford brought forward consideration of the Prevailing Wage Act. After a brief discussion, the Board suggested that she request the form from the County Clerk’s Office to be considered and signed at the May Board meeting. The Board will vote to seal the minutes of the closed sessions at the June meeting. Committee consideration of the budget for the coming year needs to be scheduled.
The Board will be working through review of the Library By-Laws and the Administrative code from PALS as part of the requirements for the Per Capita Grant.
There was no unfinished business.
Holly McAvoy noted that the staff had submitted cost-cutting suggestions.
· Action to collect accumulated overdue fines
· Thermostat modification (raise temperature in summer )
· Elimination of free copies for any non-staff patrons
· Dress code policy allowing employees to “purchase” casual dress days
· Encourage all staff members to contribute anonymously to the building project
The Board considered what three alternatives would be submitted for bidding for the new Library. The first possibility would be a twenty-foot extension of the existing plan. Dave Johnson asked the Board to reconsider the use of brick in building the new Library as he had information regarding a lower than expected cost for bricks. The last possibility would be to consider reducing the size of the stone arch entryway or the use of alternative materials to recreate the appearance of stone. Gary ZumMallen agreed to set up a conference call to the architect to discuss these possibilities as an alternative. To avoid delays in creating the building plans, the Board agreed to hold a special meeting on April 19 at 6:30 at the Hammond Room.
With no further business before the Board, Holly McAvoy made a motion to adjourn at 9:15 PM.