Geneseo Public Library District
Board of Trustees Meeting
August 17, 2009
The Board of Trustees of the Geneseo Public Library District met in regular session in the Hammond Room of the Library on August 17, 2009. President Gary ZumMallen called the meeting to order at 6:34 with the following members present: Dr. Jan Dyke, Barbara Erdman, Darline Holland, Dave Johnson, Holly McAvoy and Gary ZumMallen. Jim Hale arrived a few minutes later. Also attending the meeting were Library Director Claire Crawford, Lisa Depies of the Geneseo Republic, Anita Maki, Deb Wyffels, and Linda Altermatt as scribe. There were two changes to the Agenda: the consideration of the roof under Unfinished Business and the discussion of a matter related to personnel in Executive Session.
There was no comment from citizens present.
President ZumMallen called the Board’s attention to the minutes of the meetings before them. In consideration of the minutes of July 13, Barbara Erdman made a motion to accept the minutes as presented. Darline Holland seconded that motion and in voice vote all present approved the motion. In consideration of the minutes of the Special Meeting held on August 10, Lisa Depies pointed out that Kent Anderson is acting as the City’s Building Inspector. Darline Holland made a motion to approve the minutes as corrected. That motion was seconded by Barbara Erdman and in voice vote all present approved the motion. There were two pieces of correspondence that were read aloud. Marta McConville and Mary Farrell had submitted letters of resignation. Due to her twenty years of faithful service, there will be a retirement reception held in Mary Farrell’s honor.
Dave Johnson reported that more funds have been transferred in an attempt to obtain the best possible interest rate for the Library. Four hundred thousand dollars were taken out of Illinois Funds and invested in certificates of deposit with $100,000 at Central Bank and Trust and $300,000 with Black Hawk Bank. The improved rates should result in an income of five to six thousand dollars annually. Board members were assured that there was no commingling of funds from different trust accounts. Dr. Dyke asked for a detailed explanation to be included in the minutes for the next Board meeting. Jim Luikart agreed to provide that explanation.
Jim Luikart then opened discussion of the monthly Financial Report. He pointed out that there was not much activity due to the fact that July is the first month of the fiscal year. The Library has received $250,000, the tax levy payment from the County. Pledged funds toward the Building Fund in the amount of $6,000 were received. Gary ZumMallen asked why the charges for the Library phone are already at 33% of the budgeted amount. That will be answered at the next meeting. Barbara Erdman asked about $2600 in charges on the bank charge card. Library Director Claire Crawford explained that sum was actually spent on book purchases from several different sources. Holly McAvoy and Barbara Erdman explained that the finances are more transparent when payment is made directly to each company for purchases and Mrs. Crawford agreed to establish those accounts. Holly McAvoy made a motion to approve the Financial Report and payment of bills prior to the meeting. That motion was seconded by Jim Hale and in roll call vote all members present approved the motion.
Building and Leadership Report
Gary ZumMallen reported that he and Barbara Erdman met with Kent Anderson to present the new drawings of the proposed building site. They were told that the changes must go before the Geneseo Community Development Board for approval because of some conflicts with the Historical Overlay regulations. On August 31, President ZumMallen will meet with the members of the Community Development Board at the City Council Chambers with the hope that they will approve the plans. Holly McAvoy asked Library Director Crawford to contact Kent Anderson to get a copy of the ordinances of building regulations or restrictions that may require another change in the building plans.
Library Director Crawford informed the Board that she has received word from the State offices to expect a budget cut of 16% from state funding. The Library has not received per capita grants for the current year (expected in mid-April) and will probably not receive per capita grants for the coming year. Despite the question of funding, it is important to conform to all regulations required for the grants. In accordance with those requirements, Mrs. Crawford presented information on quorum votes and the acquisition of reference sources according to state standards for Illinois Public Libraries. Additionally, the Board was asked to review the By-Laws of the Geneseo Public Library District for approval at the next Board meeting. The Board asked the Library Director to present a plan for accommodating the reduction in funding.
Library Director Crawford then asked the Board to adopt the Budget and Appropriation Ordinance. Anita Maki raised some questions about the amounts set aside to cover contingencies, purchase of equipment, and building funds. After some discussion, it was agreed that the economic uncertainties of state funding as well as the questions regarding the timing of the building project leave many questions unanswerable. Jim Hale made a motion to approve the Budget and Appropriations Ordinance. That motion was seconded by Dave Johnson and in roll call vote all Board members approved the motion. The Ordinance was signed by Gary ZumMallen and Darline Holland and will be submitted to the Republic for publication Tuesday.
Library Director Crawford stated that she had sent a letter specifying the shingles to be used to the two roofing contractors that expressed interest in putting a new roof on the existing library building. She also informed them that their bids might need to be adjusted to comply with the prevailing wage requirements. Neither firm has responded to her letter. Dave Johnson asked to have a copy of her letter and agreed to contact the contractors personally. The decision on the roof was tabled until the September meeting.
John Bean has been working on a contract with the Library’s architect, Alan Armbrust with an agreement of a fee of 8.2% of the cost of the building. The architectural firm will pay for site supervision out of their fees. It is hoped that the final contract can be considered at the September meeting.
The Leadership team will meet at the Library on August 24.
Library Director Crawford asked the Board to consider the possibility of hiring a building consultant recommended by Alan Armbrust to aid in making decisions regarding the new building. There are grants available that could cover the cost of this additional consultant. Gary ZumMallen suggested that it would be wise to be in compliance with the terms of the grant, but the Board is not sufficiently informed of duties or costs to make that decision. Holly McAvoy suggested that Leslie Kee, retired director of the Moline Library, could be consulted for her recommendations.
The Community Leadership Board will meet to share information on new projects in the Geneseo community. Jim Hale agreed to accompany Library Director Crawford to that meeting.
At 8:05 PM, the Board agreed to close the regular meeting and move to Executive Session for the discussion of a personnel question. Only the scribe, Library Director Crawford, and Board members, Gary ZumMallen, Dr. Dyke, Barbara Erdman, Jim Hale, Darline Holland, Dave Johnson, and Holly McAvoy attended the Executive Session. All others left.
At 8:44 PM, the Board left Executive Session and returned to regular session.
Holly McAvoy made a motion to approve a change in Library Director Crawford’s work hours to 7:30AM to 4PM with a 45 minute lunch break Monday through Friday. These work hours are flexible to allow her to supervise staff members who work on Saturday and into the evening on weekdays. That motion was seconded by Darline Holland and in roll call vote all Board members approved.
Darline Holland made a motion to approve a 5% raise in Library Director Crawford’s salary to go into effect in the next pay period. That motion was seconded by Barbara Erdman and in roll call vote all Board members approved. Gary ZumMallen agreed to notify Jim Luikart and Lisa Depies of the change.
With no further business before the Board, Jim Hale made a motion to adjourn at 8:50. The next regular meeting of the Board will be on September 14 at 6:30PM in the Hammond Room of the Library.