Geneseo Public Library District
Board of Trustees Meeting
July 14, 2014
The Board of Trustees of the Geneseo Public Library met in regular session in Foundation Room B at the library on Monday, July 14, 2014. President Gary ZumMallen called the meeting to order at 6:33 p.m. Board members in attendance were Jan Dyke, Mary Farrell, Dave Johnson, Holly McAvoy, Bill Menendez and Susan Philhower.
No citizens were present.
Mary requested some clarification be added to the minutes from June 9 meeting and Jan made a motion that the amended minutes be accepted; Susan seconded the motion and it passed by voice vote. There were three pieces of correspondence read aloud: A thank you card from the Food Pantry, a thank you card from the Henry County Humane Society and a very complimentary card Carol Lee Cole thanking Claire for the fine job she does at the library.
Jim discussed moving funds from the General Fund to the Special Reserve, as suggested by Phil Lenzini. Based on operating expenses and fees, it was suggested that $125,000 be moved to the Special Reserve. Dave made a motion to move $125,000 to the Special Reserve Fund effective 30 June 2014. Mary seconded the motion and it passed by roll call vote. Susan made a motion that the bills be paid and the financial report for June 9 be accepted; Mary seconded the motion and it passed by roll call vote.
Library Director’s Report
Please refer to the written report. Claire added that she continues to encourage staff to get more training to comply with the Edge Initiative but also stated that our library is way ahead of some local libraries in reaching Edge goals. Each month she tries to attend to one more goal. It was suggested that Claire create a database that keeps track of what classes employees have taken.
Landscaping: Gary reported that he spoke with Steve’s Nursery about seeding and this is something they do not do; he was referred to Dave DeReu.
Building: The roof started leaking again after the storm two weeks ago. The manufacturer has been called.
Policies: Susan moved to approve and incorporate the Surplus Furniture and Equipment Resolution in the policy manual. Bill seconded the motion and it passed. It was noted that an inventory of library materials, furniture and equipment should be done. There was a considerable amount of discussion about the Public Social Media Policy. The consensus was that the policy for the public should be separate than the policy for employees. Deb Wyffels and the other Tech Team members will rework the policies for next month’s meeting. A motion to accept the Rules of Behavior/Access Section and Appendix items was made by Susan and seconded by Bill. It passed. Section L – Library Operations and Section K – Safety will be reviewed next month.
Technology Plan: There was considerable discussion about the situation of the printers in the Genealogy Room, so it was agreed to table the plan until next month.
Appraisal: The old wrought iron end caps will be appraised by Terry Applegate in August.
Assistant Director: Deb Wyffels, an employee with the library for many years, confirmed that there have been two Assistant Directors in the past; however, they didn’t work long in the position.
Reports: Sarah reported the summer programs are well received. She presented graphs and charts showing May and June numbers and items added and withdrawn. Letters to patrons with fines over $5 were sent out; Claire personally called those with $100 due in fines. Again Ancestry.com and Heritage Quest were the most used programs on our website. There were 28 responses to the Capital Grant Survey.
Deb distributed Google analytic results, again showing genealogy as very popular. It was suggested that the Facebook page should be promoted more by putting on the TV monitors “Like Us on Facebook” and other places.
A document testifying that the Secretary’s minutes and other records had no errors or discrepancies in the 2013-2014 Annual Report to the State Library was signed by Vice President Holly McAvoy and Financial Committee Chair Dave Johnson.
RAILS: Susan reported that there was a Finance Committee Meeting at which RAILS memberships for $400/year were available in which to partner with human resources guidance companies.
Genealogy: While Cathy Stone was on vacation, Claire and Deb did a presentation to the Genealogical group.
Technology Back Up: Mary brought up the need for a back up person should anything ever happen to Brant. He does not have a detailed list of passwords and instructions for certain tasks. Brant has cut back to only nine hours a week. Outsourcing this service was discussed, but while we have Brant it was suggested that he meet with Kacy, the RAILS Tech Person, to familiarize him with the system should Brant become sick or injured unexpectedly. Jan questioned the possibility of outsourcing this service in the future. Holly will send Claire a template used at John Deere in which job responsibilities are listed should that person be unavailable to perform the job. This may be a good starting point with Brant.
Self Check Out: Mary discussed this service and how it can eliminate paperwork to enable employees to assist patrons in other areas. Claire is to check on the costs, training, etc.
Pay Raise: Mary suggested a pay raise to $65 per meeting retroactive to January 1, 2014 be given to the scribe. Raises have been given to library employees and an independent contractor but the fee for scribe services has remained the same for the last three years. There was a discussion that because this position is a contracted one, the scribe should submit a proposal for an increase to the Board for consideration. The proposal needs to be to the Board by July 25. Possibly the scribe should consider requesting an hourly wage next year. The
Finance Committee: The Finance Committee met at Miller Farm Services to go over the budget for the next year. Jim Luikart passed out a handout from the meeting.
In-service Days: Deb suggested that it would be more efficient to have a half-day In Service in which all employees could attend technology classes at the same time. The consensus of the Board was that it was a good idea to get all staff trained.
Jan distributed a copy of Article III of the By-Laws of the Geneseo Public Library District in which it addresses the duties of the officers of the Board. He met with Claire regarding these duties and this will be addressed at next month’s meeting.
Special Board Meeting: Gary called for a special meeting to be held on Wednesday, July 23 at 6 p.m. in the Central Bank Room. This time will be used to discuss the situation involving an error in personnel pay. The meeting will be posted and available to the public.
With no further business before the Board, at 9 p.m. Susan made a motion to adjourn; Holly seconded the motion and it was approved.
Kathi Fluck, Scribe