Geneseo Public Library District
June 8, 2009
The Board of Trustees of the Geneseo Public Library District met in regular session in the Hammond Room of the Library on June 8, 2009. Board President Gary ZumMallen called the meeting to order at 6:30 with the following members present: Dr. Jan Dyke, Barbara Erdman, Darline Holland, Dave Johnson, and Holly McAvoy. Jim Hale was absent. Also attending the meeting were Cindy Collis and Deb Wyffels from the Library staff, Lisa Depies from the Geneseo Republic, Jim Luikart for the Financial Report, and Duane Smith, who is a representative from Farm Federal. There were several changes to the Agenda with the addition of a presentation from Mr. Smith, the presentation of a certificate of appreciation for Jim Luikart, and the need for an Executive Session to discuss personnel issues.
President ZumMallen introduced Mr. Smith, who presented information regarding possible financial aid for the construction of the new library building. Mr. Smith is an employee of the U.S. Department of Agriculture, involved in assisting development in rural communities through Farm Federal. He explained that the money available through this type of loan must meet certain criteria. The Board would actually need to apply for a conventional bank loan and demonstrate that they are not eligible. The interest rates are determined by the average annual income of the population served by the library district according to the 2000 census. Mr. Smith estimated that the loan rate would probably be 4 1/2 %. It would be necessary to supply Mr. Smith with information regarding a selected building site to consider the environmental impact, as well as architectural plans, and cost estimates. He will need access to five years of past audits and information regarding the current financial situation of the Library as well as a map of the library district. He explained that while municipal bonds could be issued to provide funding, it is necessary to get voter approval to issue bonds. Debt certificates would be an alternative source of funds that do not require voter approval. There is no application fee to apply for a loan from Farm Federal. With the current stage of development of the building plans, Mr. Smith estimated that the process should take three to four months. This could make it possible to begin construction before the end of the year; but he suggested that it would be most logical to accept bids in the winter and start construction next spring. Barbara Erdman asked Mr. Smith to leave a copy of the application forms. At 6:55, Mr. Smith completed his presentation and left the meeting with directions to the building site for the new Library.
At this point in the meeting, President ZumMallen called Jim Luikart forward and presented him with a framed certificate of appreciation for his service to the Library Board over the past six years. Mr. Luikart expressed his thanks and Lisa Depies took a photograph for the local newspaper.
There was no other input from citizens present at the meeting.
President ZumMallen called the Board’s attention to the minutes of the meeting of May 11. Barbara Erdman had two corrections to those minutes. She then made a motion to accept the minutes as corrected. That motion was seconded by David Johnson and in voice vote all members approved.
There were two pieces of correspondence to be read: a brief note from Jim Hale expressing his appreciation for the support and concern of Board members during his absence and a letter of thanks from Betty Talbot, who was a contest winner for Library Week.
Jim Luikart presented the Financial Report. There was a small amendment to the multi-page report placed in the information packet to address payment to Baker & Taylor books, the monthly payment to Nicor, and a payment to Deb Wyffels for mileage. There was a question raised regarding check # 16196 for $1500, plus an additional $800.00 to Miller Farm & Business; Mr. Luikart explained that a check in the amount of $1500 will be issued to the Library building fund from Miller as per an earlier agreement. Holly McAvoy made a motion to approve the checks issued before the meeting. Darline Holland seconded that motion and in roll call vote all members present approved.
Mr. Luikart then called the Board’s attention to the Summary of Cash Accounts. Particular concern was expressed regarding the low interest rates, including the lack of any interest payment for the Building Fund at Central Bank. Apparently during the transition between Lola Helke’s employment and Anita Maki’s resolution of the financial records, a letter from Central Bank, signed by Senior Trust Officer Mike Kelley, was sent to the Library indicating a need for a transfer of funds to another money market account if any interest was to be expected. Mr. Luikart discovered this communication after consulting with Michelle Nelson at the Bank recently. There also seems to be a question regarding the fact that the funds are not “insured” at the Bank, but are “pledged”. Mr. Luikart suggested that Dave Johnson, as the new Treasurer of the Library Board, should reach some understanding with the bank officials as to the actual meaning of these terms. He also suggested that it would be advisable to determine what restrictions apply to each of the trust funds so that the Board could have a clear understanding of any restrictions of their use.
Mr. Luikart again expressed concern regarding the amount of money currently remaining unspent in the Library budget, particularly since June 30 will be the end of the fiscal year. Holly McAvoy suggested that any left-over funding could be moved into the Special Reserve Funds to cover the necessary repair or replacement of the Library roof as indicated by several contractors who have inspected it but cannot schedule the work before June 30. Additionally, several Board members stated that due to the cost of the project, it would necessary to put the job out for public bids, which does require more time. Darline Holland made a motion to approve the Financial Report as presented. That was seconded by Holly McAvoy and in roll call vote all members present approved.
Dave Johnson gave a report on the 2009-2010 Budget as it is being developed. He raised some questions about payment assigned to two different insurance firms. That issue was resolved with an explanation of the various types of insurance provided by the different firms. The largest single item in the Budget for the coming year is for payroll. There is increased funding for building and equipment maintenance, aimed at preparing the current Library building for sale as the new Library is built. This is in fact a working budget; the Finance Committee will meet and hammer out the final decisions.
Building and Leadership
Gary ZumMallen presented information on the developments of the building approval process. The suggested changes to the building plan were well-received by the Geneseo Community Development Board on June 1. Many of the critical factors that presented difficulties in placing the building on the site no longer seem to be of great interest to the Development Board, and the entire project seems to be received more favorably. Dr. Dyke inquired if there is in fact a contract with Alan Armbrust as architect, and whether that arrangement would allow us to secure a local architect to oversee construction on site.
Holly McAvoy will be developing a marketing plan with the assistance of the Chamber of Commerce, which has offered to help create marketing material. The next meeting of the Leadership Committee will be chaired by Jeff McAvoy on July 6.
In Library Director Claire Crawford’s absence, Cindy Collis presented the Librarian’s report. The summer reading program is going well, and May circulation figures are well up. Internet use for the month of May was well over 1000 users. Dave Johnson made a motion to approve the Librarian’s Report as presented; that was seconded by Barbara Erdman and in voice vote all members present approved.
Dave Johnson reported that his study if the planting and care of the building site where the new library is to be built have revealed that the recommended time to plant prairie plants and wild flowers will be this fall. Therefore he recommended that the Board allow him to contact Dean Olson to finalize plans to disk the acreage and plant oats as soon as possible with arrangements to mow it as necessary. He also reported that the old sign showing a library design no longer approved has been removed from the site.
The Library roof has been inspected. Since it has two layers of shingles on it now and the current shingles are curling at the edges and losing granules, it was agreed by Board members that it probably needs to be replaced before another winter sets in. Barbara Erdman stated that she spoke with a respected contractor who suggested that the probable cost of removing the old shingles may reach $10,000, while the new shingles will cost at least $20,000. It would be possible to make some repairs; however that would be only a temporary fix. With the probable sale of the building in the near future, it was agreed that this is a matter best taken care of this summer. Darline Holland made a motion to seek bids for the roof replacement. Dave Johnson seconded that motion. In further discussion it was agreed to seek at least three bids. The Library Director will be asked to place the ad. The Board will plan to accept a bid at the Board meeting on July 13. In a roll call vote, all Board members approved the motion.
In a discussion regarding the purchase of two new color copiers for the Library, with a trade-in of the existing copiers, that matter was tabled due to the absence of Library Director Crawford. Because of the need to reach a decision before the end of the fiscal year, the Board agreed to a Special Meeting on June 15 at 6:30 in the Hammond Room.
At 8:27, Barbara Erdman made a motion to move to Executive Session. That motion was seconded by Darline Holland, and in voice vote all Board members agreed. All those present who were not Board members, with the exception of Linda Altermatt as scribe, left the meeting.
At 8:35 the Board left Executive Session and returned to regular session. Holly McAvoy as chair of the Personnel Committee agreed to review the Library Director’s job description and meet with her for her regularly scheduled annual review on or about July 8.
At 8:40 Holly McAvoy made a motion to adjourn. That motion was seconded by Barbara Erdman and in voice vote all approved. With the need to review and sign insurance forms, and make a decision regarding the purchase of the copiers and to review personnel matters, the Board agreed to hold a special session on June 15 at 6:30 in the Hammond Room. With no further business before the Board, the members adjourned at 8:41