Geneseo Public Library District
Board of Trustees Meeting
January 10, 2011
The Board of Trustees of the Geneseo Public Library District met in regular session in the Hammond Room of the Library on January 10, 2011. 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, Holly McAvoy and Gary ZumMallen. Also attending the meeting were Library Director Claire Crawford, Jim Luikart who turned in the Financial Report, Deb Wyffels and Linda Altermatt as scribe. There was one change to the Agenda with the addition of an Executive Session to discuss real estate prior to New Business.
There were no comments from the citizens present.
The Board turned their attention to the minutes of the meeting of December 14. 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 one piece of correspondence to be read, a letter of thanks for the Library’s support of the angel tree from John Hunt, President of the Hillcrest Residents Council.
Dave Johnson opened the Financial Report with an explanation of the decision not to close out the Central Bank Trust Fund Account in making payments for construction due to the fact that it is the designated account for receiving credit card donations to the Building Fund. A few thousand dollars was left in that account as will be shown on the Financial Accounts next month. Also, it has become apparent that whenever the monthly checks are issued to pay contractors or subcontractors at the construction site, the Attorney Guarantee Company will receive a fee for their services in verifying completion of the work described and ascertaining that no liens are filed against the property. Each subcontractor is required to provide a signed lien waiver.
What appears to be expense in excess of the budgeted monies for account #402.20 and #414.20 is actually an error in recording cost due to the fact that a new column needs to be established to show spending from designated grant monies. That correction will be seen on next month’s financial statement.
Jim Luikart stated that most of the monthly figures were routine; however, the cash accounts will continue to be impacted by the building expense. The audit reports have been received and distributed to Board members who expressed an interest. Additional copies are available to interested citizens at the Library circulation desk. Because the Library’s budget falls within the financial designation of a “small” library, the Board would not be legally required to have an audit done each year. It was the expressed opinion of Board members that the Geneseo Library District should continue with a full audit and printed report each year.
Dave Johnson made a motion to accept the Financial Report and the Bills to be Paid as presented. Jeanne Brucher seconded that motion and in roll call vote all members approved the motion. Darline Holland made a motion to accept the Auditor’s Report for 2010 as presented. Barbara Erdman seconded that motion and in roll call vote all members approved the motion.
Dave Johnson then pointed out that it would be advisable to increase the number of Board members who are legally eligible to sign checks and move funds currently in Money Market accounts or in Certificates of Deposit. Several Board members travel with some frequency and it is important to be able to respond rapidly when funds are needed for the construction companies. Board members selected for this task are the officers, who were advised to bring at least two forms of identification, including a social security number and to come as a group so as to avoid confusion. Dave Johnson then made a motion that Gary ZumMallen, Holly McAvoy, Dave Johnson, and Darline Holland should be empowered by the Board to enter into agreement with Wells Fargo Bank, Black Hawk Bank, Farmers Bank of Prophetstown, and Central Bank and Trust to have signature cards on file in order to access the Library’s funds. Barbara Erdman seconded that motion and in roll call vote all Board members approved the motion. Holly McAvoy made a motion that two signatures should be required for each transaction. Jeanne Brucher seconded that motion and in roll call vote all Board members approved the motion.
The Financial Committee and Personnel Committee are in agreement that the staff at the Library deserves a 2% raise and that the Library can provide that increase while staying within budget guidelines. Holly McAvoy made a motion to provide a 2% raise to each member of the staff, retroactive to January 1, 2011. Dave Johnson seconded that motion and in roll call vote all Board members approved the motion. Barbara Erdman made a motion to increase the payment to the Scribe to $40 per session. Darline Holland seconded that motion and in roll call vote all Board members approved the motion.
The Library has received the 20% rebate from the Community Development Board that is standard for all not-for-profit organizations that apply for a building permit. Library Director Crawford and Board President Gary ZumMallen plan to attend the City Council meeting January 11 when the Council reviews this ordinance, which is being debated as a method of encouraging the use of local subcontractors in major construction projects in town.
A technology plan for the Library’s computer/communications systems, meeting the requirements of the Per Capita Grant, has been developed by John Taylor and was presented in writing to Board members. This plan will be used in considering requirements for the new Library building.
Mrs. Crawford presented a question regarding the policy for State and Federal tax forms and booklets. The current trend sharply reduces the number of forms and booklets presented by the government for distribution from the Library. No forms will be available at the Post Office this year. In the interest of saving postage and paper, all tax payers are encouraged to file their taxes electronically. However, many people do not have computers or are not computer literate. After lengthy discussion, the Board agreed that this year only, any library patron will be provided with one printed copy of tax forms. These forms may be provided in hard copy by the government; however, when necessary a single printed copy drawn from the computers will be provided at no cost. Duplications are to be the patron’s expense. Booklets will not be provided, but patrons will be assisted to find the information on computers and may be assisted in ordering the printed booklets or forms to be sent to their homes. In anticipation of high public interest in this topic, Mrs. Crawford was strongly encouraged to contact the editor of the Geneseo Republic with information leading to an article in the paper explaining the Library’s policy.
Holly McAvoy asked if the detailed statistical report of the Library’s circulation of materials and patron interest could be more carefully shaped to help the Board determine where money should be spent on new materials. Jeanne Brucher pointed out that such information describes only current use of materials on hand. Vision for future interest might be best gained through surveys or questionnaires of library patrons.
There was no unfinished business.
At 7:25, the Board moved to Executive Session to discuss real estate. At 7:38 the Board moved out of Executive Session.
Jeanne Brucher made a motion that Board President Gary ZumMallen and Dr. Jan Dyke should represent the Library Board in approaching Betsey Brudos of Mel Foster Realty to act as the listing Commercial Real Estate Agent for the sale of the existing Library building. Two parties who have already indicated interest in purchasing the building are to be exempted from any real estate agreement. Holly McAvoy seconded that motion and in roll call vote all Board members approved the motion.
With no further business before the Board, Darline Holland made a motion to adjourn. Barbara Erdman seconded that motion and in voice vote all approved. The meeting adjourned at 7:40PM. The next meeting will be in the Hammond Room of the Library on Monday, February 14 at 6:30.
Linda Altermatt, Scribe