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805 N. Chicago Street,
Geneseo, IL 61254

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June 2014 Board Minutes

Geneseo Public Library District
Board of Trustees Meeting
June 9, 2014


The Board of Trustees of the Geneseo Public Library met in regular session in Foundation Room B at the library on Monday, June 9, 2014.  President Gary ZumMallen called the meeting to order at 6:34 p.m.  Board members in attendance were Jan Dyke, Mary Farrell, Dave Johnson, Holly McAvoy and Susan Philhower.  
 
Citizen’s Input
No citizens were present.
 
Secretary’s Report    
Susan made a motion that the minutes from May 12 be accepted; Dave seconded the motion and it passed by voice vote.  
 
Financial Report  
Jim pointed out that we have received close to $100,000 in grants, gifts and donations this year. He was given a copy of what the reserves fund can be used for. Jan requested that a list of monies received is given to the Board about a month before the end of the library’s fiscal year so it can better plan for the new year.  Susan moved to pay the bills, Dave seconded the motion and it passed unanimously by roll call vote.  Dave made a motion to accept the financial report, Mary seconded the motion and it passed unanimously by roll call vote.
 
Library Director’s Report Please refer to the written report.  Claire added that all of the materials stored in Mary Thompson’s garage are now gone.  The end caps from the old library will be researched to see what their value is.
 
Statistics on the old library patrons per day and staff per day versus the new library figures were presented. Since the move to the new library the number of patrons coming in has nearly doubled but the staff number remains the same. Training sessions by organizations utilize the meeting rooms so much that scheduling has become a learning process.
 
Old Business  
 Landscaping:  There was a proposal from Steve’s Nursery to replace the two dead maple trees with one caliper maple and one caliper oak.  This includes mulching.  The two dead trees were only covered for one year and were from the initial landscapers.  There was also a bid from Steve’s Nursery to plant fragrant viburnums along the corner by the new parking lot.  This area gets lots of wind and when it rains, it becomes a problem in that the first parking space fills with mud.  Adding these shrubs should solve that problem. Since Steve’s Nursery will be doing this work, it was suggested that he prepare a comprehensive bid including the preparation and seeding around the parking lot and up to St. Malachy’s parking lot.
 
Voting:  The library will be a polling place for the November 4 election.  Claire will be here at 5 a.m. and Kim will stay until 9 p.m.  It was suggested that a sign be prepared stating that the library’s hours remain the same in spite of it being open at 5 a.m. and closing at 9 p.m.
 
Roof update:  Gary was out of town when the roof repair was attended to, so Dave was present.  Contractor Steve Durian observed the repairs and took photos of the process.  After the first rain, it leaked again.  Steve from Precision Builders came and made repairs.  The next rain had no leaks.
 
Genealogy:  When patrons want to order LDS microfilm, they can do so through familysearch.org or do it at the library.  Staff will be trained to be knowledgeable to assist patrons on doing this.  Once the contract with LDS is in place, there will be a news article about this in The Republic and the Quad City papers to inform our patrons. 
 
 
Reports:  As requested, Sarah prepared several graph reports showing the usage from 2012 to the present of the programs currently available on our website.  The most heavily used were Ancestry.com and Heritage Quest.  She commented on the various trends shown.  As a result of this discussion,  it was determined that promoting these programs via social media would be helpful.  An editorial calendar on the library’s Facebook page was suggested in which each day a new topic would be discussed. The Library’s Facebook page currently has 120 “likes.”  It was also proposed that our materials say “Like us on Facebook.”  Before a responsible decision on which programs to renew or drop, we need to market these for a year and then re-evaluate.  A presentation on social media was requested to be presented to the Board.  The number of hits on our web page was also discussed. Sarah will track each month for a year.
 
Policies:  A minor change to the Active Shooter policy was suggested.  A motion to accept the amended Active Shooter policy and the Carrying Guns on Library Property policy was made by Jan and seconded by Dave.  It passed by voice vote.  The Technology and Access policies are to be reviewed next month.
 
Public Service Policy: Susan made a motion to approve, Jan seconded the motion and it passed by roll call vote.
 
Donor List:  Former board president Barb Erdman reviewed and corrected the group of names of donors that were listed in several different ways.  She also corrected misspelled names.  While reviewing the data received from Central Bank, Sarah found a few donations with only a first name. She researched these as best as possible, but since this data has been deleted from their records, it was impossible to ascertain who these people are.  They will be designated as “unknown.”  Now that the list of donors has been defined it can be categorized, and Holly will begin to differentiate the various amounts of donations to display.  There was considerable discussion about how these names could be shown. 
 
New Business  
Fiscal Year Report in The Republic – In June we must adopt the Prevailing Wage Ordinance and the Building and Maintenance Tax of .02.  This is a publishing requirement.   We also publish a report of Receipts and Disbursements for the 2013-2014 fiscal budget year, which includes salaries listed by salary ranges. The money that is left over at the end of the year is transferred to the Special Reserve Fund.  This money cannot be used for materials or salaries. 
 
Prevailing Wage Ordinance –The Illinois Prevailing Wage Act is posted on our bulletin board.  Holly moved to accept the Prevailing Wage Ordinance for the new fiscal year; Susan seconded the motion and it passed by roll call vote. Jan, as Secretary and Gary, as President, signed the agreement.
 
Building and Maintenance Tax – Mary made a motion to publish this, Susan seconded the motion and it passed.  It will be published in The Republic and The Advertizer.
 
Summer Reading – Susan Bos is leaving. Corrine Cushman has graduated from college with a degree in Library Science and will probably be leaving to pursue her career, so the staff will try to work out how the summer programs will be handled while being shorthanded.
 
Amend Technology Plan – The current plan needs to be amended for the years 2014-2017.  Some of the purchases that may be included in the 2014-2015 plan were discussed.  This plan will be voted on next month.  Claire will provide the final 2013-2014 report and provide a revised 2014-2015 plan.
 
Illinois EDGE Initiative – This is a management and leadership tool that provides a snapshot of the library’s current public technology services along with steps to make improvements and better serve the communities.  EDGE helps libraries connect their services to community priorities, and by using this tool, libraries are able to better demonstrate how their work adds value and impacts the community.  This is funded by the Bill and Melinda Gates Foundation.  Susan needs a formal document stating our library is in compliance with the EDGE initiatives.
Seal Executive Session Minutes – Mary made a motion to seal the minutes from the past six months of  Executive Sessions.  Dave seconded the motion and it passed by roll call vote with one “no.”
 
Continuing Education – All employees go to RAILS training sessions.  Sarah Alexander reported that there have been problems with the FUZE program, which is used to transmit the programs to the library from RAILS.  It was suggested that they set up a dummy meeting to occur while Brant is here so he can determine the problem.
 
Non-resident Fee – Mary made a motion for the Non-Resident Fee to be $100 for the next fiscal year.  Holly seconded the motion and it passed by roll call vote.
 
Chairs to Animal Shelter – The closet in the Foundation Room is full of old metal folding chairs that are no longer being used by the Library.  After a brief discussion, Mary moved that the chairs be donated to the Geneseo Humane Society for use in their new building.  Sue seconded the motion. A roll call vote was called and this motion passed with two “no” votes.  It was agreed that a policy/procedure should be put in place for such issues in the future.  Claire will draft one regarding donating unused goods to non-profit groups or selling items at silent auction.
 
Table to hold the Donor Book – A sketch of a table designed to hold the old library’s donor book was received from Cato Woodworking.  This must be of specific design in order to hold the donor book as it is heavy.  No action was taken on this.
 
Personnel – Claire’s salary was discussed with regard to her last review and the delay of a pay raise.  Mary moved that Claire get a 2% raise retroactive to January 1, 2014 to bring her up to where she should be.  Jan seconded the motion and it passed by roll call vote.  Claire described how the technology team at the library works and recommended raises.  The raises cannot be considered until the job descriptions, job grades and salary ranges have been defined and how the jobs fit into the personnel structure along with what the impact is on the Library’s budget.  She and Holly need to put a comprehensive plan in place.
 
Adjournment
The meeting adjourned at 9:59 p.m. 
                                                                                                                      
Respectfully submitted,
Kathi Fluck, Scribe

Library Information

805 N. Chicago Street,
Geneseo, IL 61254
Phone: 309-944-6452
Fax: 309-944-6721
Email: gpld@geneseo.lib.il.us
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