Geneseo Public Library District
May 11, 2009
The Board of Trustees of the Geneseo Public Library District met in regular session in the Hammond Room of the Library on May 11, 2009. In the absence of President Jim Hale, Vice-President Barbara Erdman called the meeting to order at 6:30 with the following members present: Barbara Erdman, Darline Holland, Dave Johnson, Jim Luikart, Holly McAvoy and Gary ZumMallen. Also attending the meeting were Library Director Claire Crawford, Dr. Jan Dyke, Cathy Stone, Cindy Collis, and Linda Altermatt as scribe. There were several additions to the agenda.
President Jim Hale was absent because he suffered a broken hip on Friday, May 8. Board member Jim Luikart had offered a letter of resignation and Dr. Jan Dyke was nominated by Darline Holland to fill Mr. Luikart’s vacancy on the Library Board for the remainder of his term in office. The nomination was seconded by Holly McAvoy, and in voice vote all present approved the nomination. Additionally, Holly McAvoy, Dave Johnson, and Gary ZumMallen were elected in April to serve on the Board. Secretary Darline Holland administered the Oath of Office to Dr. Jan Dyke, Holly McAvoy, Dave Johnson, and Gary ZumMallen.
Jim Hale and Barbara Erdman had served as nominating committee for officers for the coming year. Barbara Erdman read the slate of officers presented in nomination: President, Gary ZumMallen; Vice-President, Holly McAvoy; Treasurer, Dave Johnson; Secretary, Darline Holland. An inquiry was made of any nominations from the floor. There being none, the nominations were closed. Dave Johnson made a motion for the election of the slate of officers as nominated. That was seconded by Gary ZumMallen. There was no further discussion, and in voice vote the motion was approved unanimously. Officers are elected to serve for two years. Documents recognizing the change of officers were signed, and the meeting was turned over to the new President, Gary ZumMallen.
There was one letter for the Board’s consideration. Clarence Henson, representing the AARP, sent a letter of thanks for the use of the Hammond Room for income tax assistance for older citizens. 186 people took advantage of the service in filing Federal taxes and 191 people filed their State Income Tax forms with the assistance of those volunteers.
Cathy Stone reported that current newspaper articles indicated that bids for construction costs were actually coming in lower than expected. Since this might have an impact on possible plans for the new library building, she hoped that there might be a meeting of the Building Committee with the Library Board soon.
The Minutes of the meeting of April 13 were considered by the Board. Darline Holland made a motion to accept the minutes as presented. Barbara Erdman seconded that motion, but raised consideration from the section for Unfinished Business on page 2, “The Board decided to still sign any checks issued.” She wondered just who would sign checks, particularly if checks are mailed out by Miller Farm and Business, rather than the Library. Darline Holland pointed out that it would certainly be more convenient to have the checks signed by the accounting firm. In the past, the Board treasurer has signed the checks and the Library has mailed them out. Dr. Dyke suggested that two signatures could be required, one from the accounting firm along with a second signature from one of the Library Board officers. Claire Crawford was asked to contact Hanford Insurance regarding any possible increased cost as a result of bonding all four of the new Board officers so that any one of them would be able to sign checks. Additionally, it was pointed out that new signature cards would be required for the bank accounts. The Library Director was asked to obtain those so that the newly elected officers could stop by the Library to sign the cards in the next week. With that question resolved, the Board voted to approve the minutes with that amendment.
Jim Luikart presented the Financial Report. He noted that interest rates continue to fall, and it would be advisable to move funds to those accounts that offer the best return on the funds deposited. The cooperative efforts of Library Director Crawford and staff member Cindy Collis had eased the transition to the services of Miller Farm & Business. With the fiscal year progressing into the tenth month, some accounts need to be drawn down with funds expended as budgeted. While some maintenance has been deferred, it is necessary to complete the work with payment made by June 30. He also pointed out that this is the time to begin working on the new budget for the coming year. The Treasurer will need to work closely with the Librarian, keeping the Finance Committee informed. The new Budget should be ready to be published in the fall.
Mr. Luikart asked for on-line access to all accounts to facilitate the accounting process.
Barbara Erdman made a motion to accept the Financial Report and approve the Bills to be Paid as presented. Darline Holland seconded that motion and in roll call vote, all Board members present approved.
Leadership and Building Committee
In Jim Hale’s absence, Barbara Erdman presented the report. On April 28, Jim Hale, Barbara Erdman, and the Library architect Alan Armbrust met with officials at City Hall. They will need to get approval for the Building Permit and site development from the Geneseo Community Development Board on June 1. Additionally, there will be a TIF hearing on Wednesday, May 13 at City Hall. Jim Hale and Jim Luikart have covered previous TIF meetings. Dr. Jan Dyke offered to attend that meeting with Gary ZumMallen. The Leadership and Building Team will be contacted regarding an upcoming meeting.
Holly McAvoy had to leave the meeting at 7:20.
Library Director Claire Crawford reported that the new Early Learning System has arrived and is well received by the children. Four new computers have arrived, and John Taylor, the IT, has more work than he can easily manage with the restriction of ten hours a week. Mrs. Crawford asked the Board for permission to increase his hours. Darline Holland made a motion to give the Library Director the authority to increase the hours as needed so long as it doesn’t exceed the budget for payroll. Dave Johnson seconded that motion, and in roll call vote all members present approved the motion. Additionally, Mrs. Crawford was given permission to try to sell the old computers once they have been cleared by the IT or to donate them to the Salvation Army if no one is interested in purchasing them and to make arrangements to sell or donate unused display equipment. The Library Director continues to coordinate purchases with Prairie Area Library System (PALS) to take advantage of discounts for new technology. Recent program developments have proved popular as the children enjoy “Teddy Time” for toddlers in the evening and Food for Fines resulted in many donations during Library Week.
The Board revisited the discussion of the need to clarify what signatures may be acceptable on checks to be issued. Dave Johnson made a motion that there will be one signature from Miller Farm & Business and one signature from any Library Board officer required for each check. That motion was seconded by Barbara Erdman, and in roll call vote, all Board members approved. Darline Holland will sign any checks that currently await signatures.
Barbara Erdman presented the Board with a consideration of “weed management” on the site for the new library building. Dean Olson has offered to disk down the weeds, sow oats and keep the site mowed. Dave Johnson suggested that he would like to see prairie plants sowed on the site, particularly on that portion that will not be involved in construction of the building. After some discussion, it was agreed that Mr. Johnson will contact the Soil and Water Conservation Agency to get advice regarding the prairie project. Darline Holland made a motion to sow the front portion of the lot, approximately 230’, to oats by Mr. Olson, with a hope to sow the remainder to prairie plants. That motion was seconded by Barbara Erdman and in roll call vote all Board members approved the motion. Dave Johnson will make arrangements to remove the old painted sign at the building site.
Dave Johnson reported that he had been in contact with Duane Smith from Princeton, who is a Rural Development officer with Federal Farm. He has begun the pre-application work necessary to apply for a grant to provide funds for the new library building and needs copies of five years of financial reports. Library Director Claire Crawford will supply that information.
Barbara Erdman made a motion to seal the minutes of the Executive Sessions of the Board. That motion was seconded by Darline Holland, and in voice vote all present approved.
New committees were formed. The Personnel Committee will include Holly McAvoy, Dr. Jan Dyke, and Jim Hale. The Finance Committee will include Dave Johnson, Darline Holland, and Barbara Erdman. As Board President, Gary ZumMallen will supervise all committees.
Dr. Jan Dyke suggested that it would be appropriate to acknowledge the service of departing Board members with a framed certificate. Information regarding cost and calligraphy will be gathered by the next Board meeting.
With no further business before the Board, the meeting adjourned at 8:10 PM. The next meeting will be held at 6:30PM on June 8 in the Hammond Room of the Library.