Geneseo Public Library District
Board of Trustees Meeting
March 8, 2010
The Board of Trustees of the Geneseo Public Library District met in regular session in the Hammond Room of the Library on March 8, 2010. In the absence of the Board President, Vice-President Holly McAvoy called the meeting to order at 6:35 with the following members present:
Jeanne Brucher, Dr. Jan Dyke, Barbara Erdman, Darline Holland, Dave Johnson, and Holly McAvoy. Gary ZumMallen was absent. Also attending the meeting were Library Director Claire Crawford, Lisa Depies for the Geneseo Republic, Jim Luikart, Deb Wyffels, and Linda Altermatt as scribe. There were no changes or additions to the Agenda.
There was no comment from the citizens present.
Jim Luikart presented the Financial Report to the Board. He asked about discontinuing the account for E-pay, donations made on-line to the building project. That account has not been used for some time and information supplied at the site is out of date. After some discussion, the Board decided to maintain the account because of the new fund-raising drive with materials already printed directing potential donors to that site. Library Director Crawford was asked to contact the bank to update information and insure that future donors would be able to access the site.
Mr. Luikart indicated that there was still a problem with telephone expenses currently listed under Account #444.30. The budget may need to be amended to rectify that account. Holly McAvoy inquired about the possible construction of PDF files that could be used to transfer information with less expense than the current process of sending a fax. Library Director Crawford said she would speak with the Library’s IT, John Taylor, on March 27.
Board members questioned two other bills. A check was issued to Attorney Phil Linzini in the amount of $1,410 from Non-tax Expense account #201.30 for expenses connected with the new library building project. Central Bank has presented a bill for $1,672.50, which is the annual fee for monitoring activity on the Building Fund account. Under Bills to be Paid, Barbara Erdman pointed out that the expense of the purchase of large-print books should be taken from the Hosford-Hanford Trust Fund because that money is designated for large-print books only. Additionally, staff members have applied for and received other grant money for large-print books and DVD’s designated as “Armchair Tourist” materials. Those materials should not be paid out of the general accounts.
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.
Building and Leadership
The next meeting will be held on March 15, 2010 at 6:30 in the Hammond Room. Gary ZumMallen will not be able to attend because of a conflict in his schedule, but Holly McAvoy will be working on the development of letters to be sent to local foundations and those people who have pledged money to support the building project. Library Director Claire Crawford suggested that if each Board member were to call at least three contacts, many people in the community would be kept abreast of developments in the project.
Claire Crawford noted that the Geneseo Telephone Company has cooperated in efforts to determine the reason for unexpectedly high expenses for the Library’s account. The company will offer a “bundling discount” next month that should reduce some costs. John Taylor and the Library Director have completed an application to the Gates Foundation for a grant that could result in more financial support for the IT and computers for the Library. Additionally, the Library Director has contacted U.S. Representative Bill Foster in regard to possible Appropriations Funding.
The PC Cop program, designed to help monitor patron use of Library computers, has developed some problems; however, the program is under warrantee and a company representative will be coming to resolve the issue.
Staff members have been encouraged to take training courses through the Prairie Area Library System as time permits.
The south door of the Library is not functioning properly. It remains slightly ajar when patrons pass through unless a purposeful effort is made to close it. This results in cold drafts and energy loss. The contractor contacted to present an estimate has indicated that it would be an expensive repair. Holly McAvoy suggested that at least two more bids from other sources should be solicited with the hope that the expense can be reduced, avoided, or postponed.
Library Director Crawford called attention to the possible purchase of a micro-fiche reader/printer. Currently the Library owns two of these machines, but one is completely inoperable for printing. It is twenty years old and cannot be repaired. The second machine is ten years old and was adjusted so that it will print now; but repair parts are no longer available. These machines are used on a daily basis by library patrons who do research into genealogy. Mrs. Crawford suggested that she could purchase a slightly-used demonstration model at a much reduced cost of $7,320 from a local distributor if she acted quickly. Holly McAvoy pointed out that two additional cost estimates were an essential part of such purchases. Jeanne Brucher asked if there might be grant money available for the purchase of this machine. The Board then entered into a discussion of the digitalization of this sort of information, rather than the archaic micro-film recordings. Library Director Crawford was asked to contact the State Library to get information regarding the digitizing of microfilm records.
The Board was then drawn into consideration of the Per Capita Grant money. In order to be eligible for these funds, the Library Board must re-examine the By-Laws at least once every three years. A copy of the By-Laws was handed out to each Board member with the understanding that this will be discussed at the April Board meeting. There are additional qualifications that must be meant. Those things will be considered in April.
There was no Unfinished Business before the Board.
Dave Johnson and other Board members have been in contact with the architect in order to gain a better understanding of the bidding process involved in the construction of the new library building. There is a possibility of a meeting with Alan Armbrust to inform the Board and provide mutually beneficial discussion.
With no further business before the Board, Dr. Dyke made a motion to adjourn. Darline Holland seconded that motion. The meeting adjourned at 7:30PM. The next regularly scheduled meeting will be at 6:30 on April 12 in the Hammond Room of the Library.