Geneseo Public Library District
Board of Trustees Meeting
June 14, 2010
The Board of Trustees of the Geneseo Public Library District met in regular session in the Hammond Room of the Library on June 14, 2010. President Gary Zum Mallen called the meeting to order at 6:30 with the following members present: 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 to present the Financial Report, and Linda Altermatt as scribe. Dick Kintigh attended as a concerned citizen. Cathy Stone arrived later in the meeting.
There was no initial comment from the citizens who were present.
The Board considered the minutes of the meeting of May 10. Linda Altermatt pointed out that she had neglected to include Jim Luikart’s name in the list of people attending. Jeanne Brucher made a motion to approve the minutes as corrected. Darline Holland seconded that motion and in voice vote all present approved. There was one piece of correspondence to be read, a letter announcing a gift of $30,000 from Mrs. Margaret Buyck for the building fund for the new library. Claire Crawford stated that she had made a personal visit to Mrs. Buyck to thank her for her generosity. The Board agreed that it would be very nice if the newspaper would consider taking a photo for publication.
Dave Johnson opened the Financial Report with a short presentation regarding the Certificates of Deposit held by the Board. Interest rates have not been favorable for some time and he didn’t expect to be able to improve on the current rates. Members of the Finance Committee will make a decision on those Certificates within the next month.
Jim Luikart stated that it had been a routine month for expenses except in the category of Bills to be Paid, which shows the increasing costs connected with the increasing activity in the Building project. STR Partners is the architectural firm involved in developing plans for the building. Library Director Crawford stated that she had particularly asked to see those bills presented and paid so that they could be submitted for reimbursement within the requirements of a state grant, currently held by the Library.
During the discussion of the anticipated building plan costs, Mr. Kintigh began to offer advice regarding the best procedures to manage the complexities of billing and reimbursement to general and sub-contactors. He suggested that the Board could use additional assistance in determining what amounts should be paid and on particular time schedules.
After some detailed discussion, Dave Johnson made a motion to approve the Financial Report and Bills to be Paid as presented. That motion was seconded by Barbara Erdman and in roll call vote, all members present approved the motion. President ZumMallen asked to speak with Mr. Kintigh after the meeting.
The working budget has been completed, and the Finance Committee plans to present the Tentative Budget for approval at the regularly scheduled July meeting. Library Director Crawford stated that she continues to search for possible savings in the budget for the coming year so that more money can be directed toward supplies needed for the new Library building.
Building and Leadership Committees
There is an ongoing effort to determine the exact figures for the Pledges and Donations Account currently held at Central Bank. The person in charge of that account has had some medical difficulties and has not been able to provide an accurate, up-to-date report.
Cathy Stone suggested that someone should respond to inaccurate information which has appeared in the Letters to the Editor column of the Republic. Library Director Crawford suggested that an up-beat end-of-the-fiscal-year report could be beneficial. President ZumMallen stated that he felt nothing would be gained in a public argument of the issues at hand, and Dr. Dyke requested copies of the letters that seemed to have been so upsetting.
Library Director Crawford announced that there is a choir concert and dinner scheduled for July 14 at the Middle School as a fund raiser for the new Library. The Board members have been asked to assist in serving.
Library Director Claire Crawford presented the Librarian’s Report. The first order of business was the need to adopt the Prevailing Wage Act, which is required of all public entities. Darline Holland made a motion to adopt Ordinance # 7-061410, approval of the Prevailing Wage Act. Dave Johnson seconded that motion. In the discussion that followed, it was agreed that the Approval must be published in the local paper and information regarding the Prevailing Wage Act must be made available to the public at the Circulation Desk. In a roll call vote, all Board members present approved the adoption of the Act.
In order to conform to the requirements of the Per Capita Grant, the Board members once again considered the By-Laws of the Library District. Dave Johnson found a slightly misleading phrase regarding the role of the Vice President of the Board. It was agreed that a correction should be made. Barbara Erdman made a motion to accept the By-Laws as amended. Dave Johnson seconded that motion and in voice vote, all members present approved the motion.
Library Director Crawford asked the Board to consider sealing the minutes of the Executive Sessions. Darline Holland made a motion to seal the minutes of the Executive Sessions of the Library Board. Barbara Erdman seconded that motion and in voice vote all present approved.
The Prairie Area Library System has been heavily impacted by the financial crisis of state funds. The current hope is that they will be able to merge with another system to be able to continue to function. The inter-library loans will continue to be delivered and the data base will be updated, but the staff training sessions for library staff members have been discontinued. It is likely that fees will be increased to offset in some way the lack of state funds.
In compliance with the regulations surrounding the PerCapita Grant money, John Taylor has drawn up a technology plan for the Library. Board members asked for inclusion of all computers of all types and functions as well as all micro-film scanners and so on. Library Director Crawford was asked to supply members of the Board with a copy of the completed technology plan at the next meeting.
The City government asked for a letter indicating public interest in the establishment of a sidewalk or walkway that could join St. Malachy School with the new Library building and the Woodridge Community. Such a walkway would then also join onto the walkways from the high school and junior high buildings. There is a question as to who would be asked to pay for the construction of such a walkway. It was the opinion of the Board that would be the responsibility of the city of Geneseo.
There was no Unfinished Business to be considered.
Architect Alan Armbrust will be attending the July Board meeting.
With no further business before the Board, Jeanne Brucher made a motion to adjourn. Dr. Jan Dyke seconded that motion. The meeting adjourned at 7:45.