Geneseo Public Library District
Board of Trustees Meeting
April 21, 2014
The Board of Trustees of the Geneseo Public Library met in regular session in Foundation Room B at the library on Monday, April 21, 2014. President Gary ZumMallen called the meeting to order at 6:33 p.m. Board members in attendance were Jan Dyke, Dave Johnson, Holly McAvoy, Bill Menendez and Susan Philhower.
Tom Domino gave a presentation about the Gift Foundation and distributed informational packets.
Susan made a motion that the minutes from March 10 be accepted; Bill seconded the motion and it passed by voice vote. Two pieces of correspondence were read: a thank you card from the library staff and a thank you card from the Geneseo Middle School OnThe Same Page Committee.
Jim Luikart reported that the tax levy requested for next year will be higher. He also had a proposed contract from the auditors, Carpentier, Mitchel-Goddard & Company, regarding fees for next year. They propose fees of $5,200 for the audit and $725 for the state report. This is $125 over what we paid this year. Board members asked Jim if he felt they did a good job and he responded that he did. They also got the audit done on time. The proposal also has a clause that stipulates that they will deduct 10% per week if the draft of the audit is not done on time. Jan moved to accept the contract for them to serve as our auditors for the 2014 audit. Dave seconded the motion. It passed by roll call vote unanimously.
Susan moved to accept the Financial Report and approve the bills to be paid. Bill seconded the motion and it passed unanimously by roll call vote.
Library Director’s Report
Please refer to the written report. At the librarians’ lunch with Phil Lenzini, he clarified that money cannot be earmarked as “special reserve fund;” there must be a plan for the money.
Last week was Library Week, so Claire described some of the services the library provides to seniors and those who have disabilities: they personally assist them in finding books, help with any questions, send them get well or sympathy cards and carry their books out to their cars.
RAILS can't get a group buy on Overdrive because RAILS will fund only one contract. Baker and Taylor Axis 360 is easier to use and will increase title purchases in the next year.
The recycling event the library is sponsoring with the City and others will only include those living within the City; Klint Rice explained that it would have cost a large amount more if the whole library district were involved. Gary stated that because we have committed to this event, we will go ahead with co-sponsoring. The next time it is presented, he believes the library should not monetarily support it, since it does not include all library card holders.
Claire brought up the issue of “personal days” for employees for consideration; it was discussed at the Librarians’ Meeting. It was determined that this issue should be addressed when it is time to deal with yearly pay raises, which is in January. Claire is to remind the Board of this issue then. The Board asked that she provide an organizational chart and job descriptions to better define what tasks are designated to whom.
Policies that were reviewed last month needed approval. Susan moved that the Purchasing Policy be accepted. Holly seconded the motion and it passed by roll call vote. Bill made a motion that the Safety Policy be accepted; Susan seconded the motion, and it passed by roll call vote. The Board is requiring that Claire perform and document a Safety Drill at least once a year. Also, there should be one drill when the fire alarms are set off. A Bomb Threat Procedure was presented to library staff by the Geneseo Police. The information they provided will be incorporated into the Safety Policy. Susan moved that the Marketing, Collaboration and Promotion Policy be accepted. Dave seconded the motion and it passed by roll call vote. Bill moved that the System and Illinet Policy be accepted; Holly seconded it, and it passed by roll call vote. The Collection Management and Resource Sharing Policy will be voted on next month as will the proposed calendar. The Unattended Children Policy needs some revisions, which Claire will make. The policy regarding the use of conference rooms will be revised and voted on next month. Susan moved that the Cancellation or Postponement of a Regular Board Meeting Policy be accepted; Jan seconded the motion and it passed by roll call vote. A motion by Susan to accept the Room Use Policy was made. Bill seconded it and it passed by roll call vote.
Engineering Report – Johnson Controls put all settings back to the original ones. There was no charge for this because of the maintenance agreement we entered into with them. The pipes outside drain down and will not freeze.
Safety Meeting with Police – The Geneseo Police gave a presentation to the staff. They suggested looking into purchasing and installing a film that would be affixed to the windows that would prevent total loss of the window due to breakage by an object.
Per Capita Grant – we got $5,000 more this year.
RAILS – Claire explained the procedure for getting a book that is not available through the RAILS system using the ENCORE program. The library pays to mail the book back to that library, not the patron. Mary Jayne usually gets about four special orders a month.
Technology Plan – A specific request for the purchase of additional hardware was discussed; however, the Technology Plan that has been approved should contain such requests. Claire is to make quarterly reports to the Board and assess whether the goals of this plan are being met. This plan will be reviewed and updated annually.
Holly has been researching donor recognition displays. She distributed two handouts that included examples of various types and some variations. The old library had the donor book, which is made of metal, and now hangs in this library. It is nearly full and cannot hold many more donors. Before a decision can be made as to what type of recognition displays will be used, Claire will compile a list of donor amounts to help determine how institutions and private patrons will be displayed. Holly will follow up with the design company and get some quotes.
A request for a monthly report of circulation of our website (called Google Analytics) was made.
Executive Session At 8:24 p.m. Susan moved to go into Executive Session. Bill seconded the motion and by roll call vote, the Board did so. No action was taken. At 8:40 p.m. Susan moved to go back into open session, seconded by Bill.
With no further business before the board, Bill moved to adjourn. Susan seconded the motion and in voice vote, all approved. The meeting adjourned at 8:41 p.m.
Kathi Fluck, Scribe