Geneseo Public Library District
Board of Trustees Meeting
December 13, 2010
The Board of Trustees of the Geneseo Public Library District met in regular session in the Hammond Room of the Library on December 13, 2010. President Gary ZumMallen called the meeting to order at 6:30. Board members in attendance included Jeanne Brucher, Dr. Jan Dyke, Barbara Erdman, Darline Holland, Dave Johnson, and Gary ZumMallen. Holly McAvoy was absent. Also attending the meeting were Library Director Claire Crawford, Jim Luikart who turned in the Financial Report, Attorney John Bean, and Linda Altermatt as scribe. There were no changes to the Agenda.
There were no comments from the citizens present.
The Board turned their attention to the minutes of the meeting of November 8. After considering the minutes, Barbara Erdman made a motion to approve the minutes as presented. Darline Holland seconded the motion and in roll call vote all members present approved. There was no correspondence to be read.
Dave Johnson opened the Financial Report with a consideration of the possible need to cash in some of the Certificates of Deposit before their maturity date. Conversations with bank officers leads him to believe that the Library might lose some interest in that event, but only the cash amount actually withdrawn would be affected. The Board agreed that other funds should be used before CD’s are cashed.
Mr. Johnson pointed out that there is an overage on the line-item expense for computers because one of the Library’s computers broke down and had to be replaced out of sequence. The general account for equipment is still well within budget restrictions. The expense for audio books is over-budget due to an error in recording the cost; those books were actually purchased with grant monies that do not fall within the budgeted allotment.
The Library has received $13,348.75 in per capita grant funds that were actually due in April. That payment was delayed due to the state’s financial problems.
There has been some confusion in the payment of bills that were received in duplicate due to the timing of the checks issued after a Board meeting. Mr. Johnson felt that the mistakes have been corrected and all parties concerned will be more vigilant to see that this does not recur. Dave Johnson made a motion to accept the Financial Report and Bills to be Paid as presented. Jeanne Brucher seconded that motion and in roll call vote all Board members present approved the motion.
The Library’s architect, Alan Armbrust, has requested that payment should be made in the amount of $217,380 to the contractors working at the new building site. One bill for $99,317 was actually presented on November 11, 2010 and a second bill was presented in the amount of $118,063 on December 12. The indemnity agreement with ATG has not been signed by the president of Precision Construction. The Library’s lawyer, John Bean, advised the Board to delay payment until the indemnity agreement has been signed. The understanding is that the checks should be issued as soon as Precision Construction complies with the original agreement. The Board then discussed what accounts the money should be taken from to make this payment. Dave Johnson made a motion to remove all the money currently held in the Central Bank Trust Fund, which presently holds $151,751.10. The remainder of the funds, $65,629.60, would then be withdrawn from the Special Reserve Fund. Jeanne Brucher seconded that motion and in roll call vote all Board members approved the motion.
Building and Leadership
There has been a question raised regarding the accuracy of property lines at the new building site. The surveyor has re-measured and confirmed that his original measurements are entirely correct and accurate in determining the property lines. The severity of our winter weather has delayed some work at the site, however, work is continuing off site in the construction of prefabricated walls.
Donations to the Library, including donations for the new library building continue to be received. The Library has received $21,000 of the original $25,000 pledged by Representative Mike Boland. Additionally, Library Director Crawford was informed that there is surplus office furniture available to the Library as a result of some state offices that have been closed. She was asked to obtain an inventory list if possible. There has been interest in the purchase of the existing Library building. Mrs. Crawford was advised to refer those people to Attorney John Bean. A representative from Paragon has been asked to appear before the Library Board in January with a color board so as to help members visualize the interior. The large murals from the old Hammond Library have been considered for future use, but their size makes it difficult to include all of them in the new building. Some of the furniture in storage and in the basement may not be usable, but many pieces will be used. President ZumMallen reminded Mrs. Crawford that purchases should be kept to a minimum until the Board is able to determine what financial resources are necessary to see the building project through.
Library Director Crawford stated that employee evaluations are underway. She is in favor of awarding an across-the-board salary increase of 2%. All the staff members are highly skilled workers with special aptitudes that qualify them for special consideration. It is difficult to say that one employee is much more valuable than another. Dr. VanDyke agreed that while merit reviews are very positive, it can be difficult to quantify financial rewards in this small, closed system. Awarding individuals at different rates may create an adversarial position. Mrs. Crawford was advised to coordinate her decision with Holly McAvoy. The pay increases will go into effect in January. It is likely that the total cost increase would be $4728 for the year, well within budget.
President ZumMallen hopes to meet with the architect, the contractors and the sub-contractors at their next scheduled meeting.
With no new business to consider, Barbara Erdman made a motion to adjourn. Jeanne Brucher seconded that motion and in voice vote, all members approved the motion. Darline Holland gave a small gift of homemade candy to each person present, and the Board members presented Library Director Crawford with a small Christmas gift as a token of their appreciation for her good work.
The meeting adjourned at 7:30 PM. The next meeting is scheduled for 6:30PM on January 10, 2011 in the Hammond Room of the Library.