Geneseo Public Library District
Board of Trustees Meeting
May 10, 2010
The Board of Trustees of the Geneseo Public Library District met in regular session in the Hammond Room of the Library on May 10, 2010. President Gary ZumMallen called the meeting to order at 6:30 with the following members present: Jeanne Brucher, Dr. Jan Dyke, Barbara Erdman, Darline Holland, Dave Johnson, Holly McAvoy, and Gary ZumMallen. Also attending the meeting were Library Director Claire Crawford, Jim Luikart, Deb Wyffels, and Linda Altermatt as scribe. There were no additions to the Agenda.
There was no comment from the citizens who were present.
President ZumMallen called the Board’s attention to the minutes of the meeting of April 12. Barbara Erdman pointed out the misspelling of St. Malachy on page 2. Jeanne Brucher made a motion to accept the minutes as corrected. Barbara Erdman seconded the motion and in voice vote all Board members present approved the motion. The Board then considered the minutes of April 19. Dave Johnson made a motion to accept those minutes as presented. Holly McAvoy seconded that motion and in voice vote all Board members present approved the motion. There were three pieces of correspondence: a thank you note for the use of the Hammond Room from Mary Anne Stewart as representative of the AARP Tax Aide program, a thank you note from Deb Wyffels, and a thank you note from the Geneseo Food Pantry in recognition of the “Food for Fines” program.
Jim Luikart presented the Financial Report to the Board. There are two CD’s that will need to be renewed in June and July. It is expected that the interest rates on those renewals will be the same or slightly lower. A check for $2084.91 has been received from the township as part of the regular tax levy. The tax money received so far totals $498,124, which is somewhat less than the expected total; however, considering the financial problems in the state, the Library has done well. Efforts to conserve spending have been quite successful. Claire Crawford was asked to contact Phil Lenzini to determine how much of those savings can be translated into funding for the new building project. Jim Luikart and Library Director Crawford will begin work on plans for the budget for the coming year. They hope to present a working budget for the Board’s consideration at the regular meeting in June. The Tentative Budget for 2011 should be ready for consideration for July.
Holly McAvoy asked about a fee for a damaged book that was paid to the Bettendorf Library. During the extremely heavy rains that resulted in flooding in some areas of Geneseo, the Library’s only serious problem was water and mud in the book drop in front of the building. A book that was on loan from Bettendorf was damaged in the book drop. Darline Holland made a motion to accept the Financial Report and Bills to be Paid as presented. Barbara Erdman seconded that motion and in roll call vote, all present approved the motion.
A bill was received just before the meeting from the architectural firm that is preparing plans for the new building. Holly McAvoy made a motion to approve payment of that bill in the amount of $14,000. Jeanne Brucher seconded that motion and in roll call vote, all present approved the motion. The schematic design is 85% complete. Alan Armbrust, the Library’s architect, hopes to have everything completed for the decision of the city planners at their next meeting. Linda Van der Leest, the new mayor of Geneseo, reiterated the need for the completion of the entire package of plans before the plans are approved. The Library must be ready to apply for the permit before the approval given by city officials. In point of clarification, the Board noted that a previous check for $12,000, which was issued to the architectural firm, was actually in payment for the soil borings done by McClure Engineers.
Building and Leadership
President ZumMallen reported that the architect was alerted to the final decision regarding the choices for three alternative bids. Holly McAvoy said that with the arrival of a new baby in her sister’s family, she had not had enough time to complete work on letters to go out to financial supporters. She hopes to be able to get that project completed shortly. Additionally, Library Director Crawford reported that the architect and the IT specialist had reached an understanding on the necessary security for staff computers, and the new library building will be “wireless”, saving money that would have been spent hard-wiring the building.
Library Director Crawford reported that the storage shed has been cleared out with the disposal of unused maintenance tools. She proposed a fund-raiser that could be held in mid-September in cooperation with Katy Andrios of Four Seasons. The concept is to sell tickets to a fashion show and luncheon using new styles from the Four Seasons, with profits to benefit the Library Building Fund. Additionally there are plans for a choir concert to be held in mid-July. The Board approved these plans by consensus.
There is a legal requirement for the Board to approve a fee to be paid by non-residents who wish to have a District library card. Mrs. Crawford recommended a charge of $100 per family for those people who live outside the boundaries of any district library. Barbara Erdman made a motion that the Board approve that fee. Her motion was seconded by Darline Holland. Jeanne Brucher asked if this was a one-time fee. It is an annual fee. In roll call vote all Board members approved the motion.
The By-Laws of the Library have been updated and corrected. They will be re-typed and shared with members of the Board for their consideration before the next Board meeting.
In order to be in full compliance with the requirements for the Per Capita Grant, the Board reviewed Chapter 3, “Personnel”, from the Standards for Illinois Public Libraries. Our current personnel policies will be revised and transposed electronically so that all employees have access to those policies for their own review and consideration. Additionally, the Library will continue to support efforts to “go green” in as many ways as is practicable.
Library Director Crawford has been working with John Taylor to prepare a technology plan for the new Library. She will provide a copy of that for each Board member in advance of the Board meeting.
There was no Unfinished Business to be considered.
The Board considered various ways to take advantage of the surplus funds created through the efforts to economize. While it may not be possible to apply those funds directly to the construction of the new building, there may be purchases of equipment or furnishings that could be purchased now for use in the new building. It will be necessary to correlate those purchases with the architect’s suggestions.
Holly McAvoy will be absent for the Board meeting in June.
Barbara Erdman pointed out that the lot for the new building needs to be mowed. Dave Johnson agreed to contact Dean Olson to take care of that problem.
Mrs. Crawford announced that she has purchased a home in Hazelwood and will be moving to Geneseo from Iowa.
Dave Johnson distributed information regarding the Special Reserve Funds to all members of the Board.
With no further business before the Board, Darline Holland made a motion to adjourn. That motion was seconded by Jeanne Brucher. The meeting adjourned at 7:55. The next regularly scheduled meeting of the Library Board will be Monday, June 14 at 6:30 in the Hammond Room of the Library.