Geneseo Public Library District
Board of Trustees Meeting
August 9, 2010
The Board of Trustees of the Geneseo Public Library District met in regular session in the Hammond Room of the Library on August 9, 2010. President Gary ZumMallen called the meeting to order at 6:30 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, Jim Luikart to present the Financial Report, Deb Wyffels, and Susan B. Pierce. Linda Altermatt acted as scribe.
There was no initial comment from the citizens who were present.
The Board considered the minutes of the meeting of June 14, which was presented late due to the absence of the minutes and the scribe at the July meeting. Barbara Erdman made a motion to accept the minutes as presented. Holly McAvoy seconded that motion and in voice vote all Board members approved the motion. The Board then considered the minutes of the meeting of July 12. There was a question raised regarding the date that the architect expected a decision from the Board; however, no alternative date was recalled by any member present. Darline Holland made a motion to accept the minutes as presented. Barbara Erdman seconded that motion and in voice vote the minutes were approved. There was no correspondence.
Dave Johnson opened discussion of the Library’s finances with information regarding the renewal of Certificates of Deposit. There is a need to “shop” for the best rates offered by various banks in the area as a result of the low interest rates. Jim Luikart presented information on the Financial Report. He noted that there were three payrolls in this month’s report simply due to the way those pay dates fell on the calendar. The audit is scheduled to begin shortly. It appears that the Library will carry over approximately $71,000 into the next fiscal year. Dr. Jan Dyke asked for an on-going report of the overage for past fiscal years so that the Board can make an annual comparison. Barbara Erdman raised a question about the payment of rent for storage fees. Mr. Luikart stated that the storage company doesn’t send out bills. Generally, the computer makes an automatic payment, but there was some glitz in the system that caused the fees to accumulate unpaid. That account is now paid up to the current date. There was a dual payment for pest control. The Library has just completed a contract with Thymet, but that company has now been replaced with Emerick Pest Control, which is seen as a more “local” business and slightly lower in cost. Holly McAvoy made a motion to accept the Financial Report and Bills to be Paid as presented. That motion was seconded by Dave Johnson, and in a roll call vote all the Board members approved the motion.There was a question about moving the overage of funds into the account for Special Funds. It was decided to wait until next month after the audit to decide appropriate action.
Building and Leadership
Holly McAvoy opened discussion with a statement that she felt overwhelmed by the number of decisions before the Board regarding necessary choices in building the new Library. She has made contact with Paragon, a company specializing in interior space design and decorating in commercial buildings. They have experience working with libraries and have given a price quote of $75 per hour, not to exceed $3375 in total. They will not handle the actual purchase of furniture or materials but will offer recommendations. A printed agreement will be provided and signed before any work begins. Gary ZumMallen asked if there might be some duplication of effort with the architect, but Mrs. McAvoy said she had already contacted the architect and he has given his approval. Dr. Dyke made a motion to approve the arrangements with Paragon. Darline Holland seconded that motion and in roll call vote all Board members agreed. After some discussion, Mrs. McAvoy agreed to contact Heidi Hamer, a local elementary art teacher, to serve on a subcommittee with Mrs. McAvoy and a staff member to work together with Paragon in making decorating decisions. Next the Board entered into discussion of the exterior colors of roof and siding. Holly McAvoy agreed to contact the Architect to determine actual pricing of various products.
Library Director Claire Crawford presented the Librarian’s Report. According to the guidelines of the Per Capita Report, the Secretary’s minutes must be examined, approved, and initialed each year. That business was handled at the meeting. The On-Guard Security System has been a little too sensitive to power-outages over the summer. That alarm status will be altered to activate less often during electric outages. Two Board members had to certify approval of that request. Dave Johnson asked if there was a back-up system for the Library sump pump since so many people have had basements damaged during recent summer rains. Library Director Crawford and Deb Wyffels agreed that there have been no flood waters in the basement, but there is no back-up system.
Mrs. Crawford introduced the new children’s coordinator, Susan Pierce. Nearly two hundred children took part in the Library’s summer reading program. Several of the summer programs for children and adults have been very well attended this year.
Congressman Bill Foster visited the Library to donate a number of children’s books and look over plans for the new Library. He indicated that there may be Federal funding available for technology in the new building even though construction funds are not available.
The Library has acquired a program that enables patrons to download books on their MP3 players and other portable devices. President ZumMallen suggested that Lisa Depies might be interested in an article in the Geneseo Republic featuring this new technology.
The PALS System is continuing to restructure and apparently will be divided into three separate systems. The delivery system and Per Capita grant programs will continue as they have but little else will remain of the original organization.
John Taylor, who does most of the IT work for the Library, comes in to work on problems on his own schedule, often on Sundays or evenings. Holly McAvoy suggested that his time might be better used if he came in when the staff is present so that they could ask questions.
The budget for the coming year will be presented for approval at the September Board meeting.
Library Director Crawford has contacted three appraisers to give an evaluation of the current Library building with the understanding that the Library will probably be placed on the market during the next twelve months. The Board members agreed that they would prefer to use the services of Hattery Evaluation Services, involved in the appraisal done about ten years ago, and
Oak Appraisal Services. Barbara Erdman made a motion to give Mrs. Crawford permission to retain the services of both appraisers. That motion was seconded by Darline Holland and in roll call vote all members approved the motion.
The Library has been asked to be open once again for the Christmas walk. The Board agreed this would be a good community outreach, and suggested a less ambitious program than last year.
President Gary ZumMallen said he planned to call the architect to see “where we are”. Dave Johnson indicated that the Library should thank the Olsons for keeping the building lot mowed during 2009. There is no indication of outstanding charges for 2010. Mrs. Crawford agreed to send a thank you note. The Library Building Fund received a check in the amount of $800 resulting from the Community Concert Fundraiser.
With no further business before the Board, Jeanne Brucher made a motion to adjourn at 8PM. Holly McAvoy seconded that motion and in voice vote all members agreed. The next meeting is scheduled for September 13 at 6:30 in the Hammond Room.