GENESEO PUBLIC LIBRARY DISTRICT
Board of Trustees Meeting
July 11, 2011
The Board of Trustees of the Geneseo Public Library District met in regular session in the Hammond Room of the Library on Monday, July 11, 2011. Vice-President Holly McAvoy called the meeting to order at 6:30 pm. Board members in attendance included Dr. Jan Dyke, Mary Farrell, Darline Holland, and Dave Johnson. Gary ZumMallen and Barbara Erdman were absent. Also attending the meeting were Library Director Claire Crawford, staff member Brant Betcher, Jim Luikart and Linda Altermatt, scribe.
There was no comment from the citizens present.
The Library Board considered the minutes of the meeting of June 13, 2011. There was one addition to the minutes. Darline Holland is a member of the Finance Committee and her name should have been included in discussion of the Tentative Budget. There was one piece of correspondence, a letter of thanks from Mayor Linda Van der Leest regarding the Library’s lamination of the edition of the Geneseo Republic celebrating the town’s 175th anniversary.
Dave Johnson noted that this report marks the end of the fiscal year for the Library as well as the report for the month of June. The certificate of deposit that has been held at Central Bank and Trust in the amount of $509,326.90 has been cashed to be used in payment of construction expenses. The Library has ended the year with $62,000 over the budget. This overage will go into the Special Reserve Fund to be used in expenses connected with the new Library.
Mary Farrell had a number of questions regarding the Tentative Library Budget. She asked about the source of Budget item #315.20“Miscellaneous Income” and was informed that is primarily from patrons who pay for lost or damaged books. She was concerned about the amount of money allocated for postage (designated to cover mailings that might be sent out to inform the public of unanticipated developments), and the amount of money allowed for the purchase of music CD’s, since such a small amount had been spent in the preceding year. Library Director Crawford pointed out that some budgeted amounts are not spent as anticipated because grants or donations may be received that are designated for particular items. It is not possible to predict what may be given by the public so each budget must allow for flexibility due to uncertain community financial support. Additionally, Mrs. Farrell had questions regarding the Davis Trust, a matter that should be decided by the County Court within the next week. Dave Johnson made a motion to approve the Financial Report and payment of bills as presented. Darline Holland seconded that motion and in roll call vote all members present approved the motion.
Jim Luikart reported that he had provided the full-year report of funding for the current year, plus a comparison with the budget for the coming year. Some changes were made with regard to anticipated expenses of moving. The cost of the audit is likely to increase from $5,000 to $5,500. The cost of on-line data base and automation is somewhat difficult to predict, but will most certainly increase. Salaries as stated do not reflect a 3% increase in the tentative budget. In an effort to truly balance the budget, there are expenses connected with lighting and moving that could come from the Building project expense. The information regarding the insurance expense involved in keeping both buildings insured should be forthcoming from the insurance agent. It is anticipated that energy expenses in the new building will be lower, but until the old building is sold, it must be kept reasonably warm. The Unemployment Insurance cost will gradually decline over the next couple of years. Travel cost gauged in connection with the new IRS guidelines will increase.
Regarding the progress of paying for the new Library building, the anticipated cost of the complete project was set at $2,043,800. At the current time, checks have been issued totaling $1,115,881. There is $927,919 remaining to be paid. The Library has $574,237 cash available, with $223,084 in the Building Fund, and $177,614 in Special Reserve Funds. Additionally, there is money available in “Expendable Trust Funds” that may be spent for any purchase. If it is necessary to have additional money available, it might be possible to consider a mortgage on the current Library as a short-term solution until that building is sold. John Bean has suggested that the Board should initiate a conversation with the bank soon if there is any need to request a mortgage. Dr. Dyke pointed out the low interest rates currently available. Board members agreed that it is time to contact Chamber of Commerce members requesting help in furnishing the new building. Additionally private donations will be encouraged to that purpose.
After discussion of a requested payment #9 in the amount of $214,226.71 for construction expenses, Dave Johnson made a motion to approve the payment. Dr. Dyke seconded that motion and in roll call vote all members present approved the motion.
Holly McAvoy brought forward the need to approve the purchase of new library shelves so that they will be available in a timely manner. There is an anticipated eight-week advance notice required. The cost of the shelving, including installation will be $41,653.41. These shelves will meet the new requirements for handicap accessibility. Mary Farrell made the motion to approve the ordering of the shelving. Darline Holland seconded that motion and in roll call vote all Board members approved. Some of the old shelving will also be used, with particular care to use appropriate shelving in the Genealogy Room.
Brant Betcher made a presentation of his ideas for the needs of the Library to update computer hardware, software, and the network of wiring to support the technology now and in the future. The Board was pleased with the presentation and agreed to authorize Mr. Betcher and Library Director Claire Crawford to make decisions necessary to carry out his proposals. Darline Holland made a motion to approve an expenditure of up to $15,000 to cover the cost of wiring the new building in preparation of the move. Dr. Dyke seconded that motion and in roll call vote all Board members present approved the motion. Mr. Betcher left the meeting at 8:10.
Mrs. Crawford informed the Board of plans to use some of the Library’s antiques to furnish or decorate the Genealogy Room. There are arrangements made to move the flag pole in front of the Library. Additionally work is being done to “refresh” some furnishings.
The Library Director has interviewed three firms and has received competitive bids for the work of moving the Library to the new building. She recommended that the Board contract with the Hallett Moving Company, which has a very good reputation as library movers. Holly McAvoy recommended that furnishings should be carefully sorted in preparation for the move so that no unnecessary pieces create an expense. Mary Farrell made a motion to approve the contract with the Hallett Moving Company. Dave Johnson seconded that motion and in roll call vote all Board members present approved.
The Board was not able to reach a decision regarding the plaque for the new building.
The “white stripe” on the siding of the new building that caused some discontent at the last meeting has been brought to the attention of the architect. It may yet be changed, but the architect has urged patience. The white gable end will likely be changed out.
Mary Farrell expressed a dislike for the position of the bookdrop at the new library building. Access to the bookdrop will require that patrons execute a three-point turn. Holly McAvoy suggested that the Board consider another field trip to the new building. A change at this point would require an alteration to the completed concrete work and would be expensive.
With no further business before the Board, Mary Farrell made a motion that the meeting adjourn at 8:55PM. The next regularly scheduled meeting of the Board will be on August 8, 2011 at 6:30 in the Hammond Room of the Library.