GENESEO PUBLIC LIBRARY DISTRICT
Board of Trustees Meeting
May 9, 2011
The Board of Trustees of the Geneseo Public Library District met in regular session in the Hammond Room of the Library on Monday, May 09, 2011. President Gary ZumMallen called the meeting to order at 6:33 pm. Board members in attendance included Dr. Jan Dyke, Barbara Erdman, Darline Holland, Dave Johnson, Holly McAvoy, Gary ZumMallen and newly elected board member Mary Farrell. Also attending the meeting were Library Director Claire Crawford, Jim Luikart, Financial Reporter, and Janet DeGerengel, scribe.
The first order of business was the swearing in with the Oath of Office by Gary ZumMallen of newly elected board member Mary Farrell. After repeating the Oath of Office out loud, Mary Farrell signed a copy for the record.
Gary talked to Central Bank about the progress of the new library. Financially, the library is in good shape. There will be bigger bills coming in the future. A committee for deciding charges of donations for furniture, shelving and other needed items for the new library will be formed.
Gary ZumMallen called the Board’s attention to the minutes of the meeting from April 11.
On the last page, third paragraph, Holly McAvoy questioned if the term detention pond was the correct term for the pond at the new building site. Library Director Crawford had talked to Alan
Armbrust to clarify that was the correct term.
Dr. Jan Dyke suggested if in the future it was necessary to close one meeting and begin another meeting, that the scribe please double space plus draw a line between the two.
Darlene Holland made a motion to approve the minutes. The motion was seconded by Barbara Erdman and in voice vote all Board members present approved the motion.
There were three pieces of correspondence to read. Stacie Colston of Illinois Legal Aid Online thanked the Geneseo Library for their support in the facilitation and opening of the Henry County Legal Self Help Center. Nancy and Jolynn of the Geneseo Food Pantry sent a thank you to the library, our patrons, and Val Plumley for delivering the food, donated during our April “Food for Fines” program. Claire and Don Crawford thanked the library board for the plant, comfort and support at the time of her father’s death.
Dave Johnson called the Board’s attention to two bills received from Architect Alan Armbrust in the amount of $146,418.22 and the other one in the amount of $70,801.68.
We will need to move $135,875.05 from the Farmers National Bank/ general fund to the Central Bank/Hammond Trust. The money will be wired to Architect Alan Armbrust for reimbursement of application #7.
On page 1 of 3, the current budget shows how closely the finances are in tune with each other.
There are details of checks outstanding and bills paid since last month in the April 30, 2011 Financial Report. If there are any questions, please ask Dave Johnson.
Mary Farrell asked what SBM stood for on page 9. Jim Luikart replied it was for copies and toner. Our base contract with the copier company per month is $521.00. If we go over, we pay an overage charge.
Jim Luikart also mentioned Architect Alan Armbrust sent his last bill of $5,045.88 by special courier instead of by fax or mail as suggested to him in the past. Both Dave Johnson and Gary ZumMallen replied that the library is responsible for that extra charge. Barb Erdman suggested that when the board meets with Alan on Saturday, May 14, 2011 to tour the new library, that it should be mentioned again to send by fax or email. Gary told Jim to go ahead and pay Alan’s last bill of $5,045.88.
Holly McAvoy made a motion to accept the Financial Report and bills be paid as presented. Barbara Erdman seconded that motion and in roll call vote all Board Members present approved the motion. At the conclusion of the Financial Report, Jim Luikart left the building at 6:55 p.m.
Library Director Claire Crawford presented the Librarian’s Report. She welcomed Mary Farrell to the Library Board of Trustees. All of the furniture currently in the library will be taken to the new library. We need to discuss whether Paragon or Alan Armbrust will purchase additional desks.
Claire and a group of Henry County librarians met a representative from Legal Aid at the Cambridge Library to help facilitate and open The Henry County Legal Self Help Center along with the Illinois Legal Aid Online program. This program is for people who can’t afford to pay for legal help. The public will now be able to get help online. Legal Aid donated $375 to the Geneseo Public Library for toner and paper.
We currently have updated our Donation Policy. Alan Armbrust has suggested setting prices on new items for the library. Gary ZumMallen mentioned a committee would be formed at the end of the evening. We still need to decide if we want a professional mover or volunteers. We have received three quotes from movers this week. We are still promoting our Birdies for Charity donation program for downloadable e-books.
A discussion of the security system was mentioned and would be reviewed at the next board meeting.
Holly McAvoy wondered about waiting for more bids from local and professional movers for the library. Architect Alan Armbrust recommends using both volunteer and professional movers. Claire Crawford is still waiting on a bid from Argo, Hallett, and Speigel who are professional library movers. Holly McAvoy wondered in what manner Alan Armbrust was thinking volunteers would be able to help since there is a possibility that people could get hurt. What does our insurance cover exactly? Library Director Crawford checked with Hanford Insurance Agency. Our policy would cover $10,000 in medical bills per volunteer. Gary ZumMallen feels we need to have professional library movers but have the staff supervise with the packing and unpacking of books and other library materials.
Gary ZumMallen wanted to know about telephone service for new phone and internet connections at the new library. Claire Crawford replied she was looking into what we need since we will be going wireless in the new building.
Director Claire Crawford also informed the Board that the shelves are being purchased from Paragon Interiors. They have a reasonable price. We need to purchase it all at one time to avoid shipping and handling fees. Holly McAvoy mentioned that we need to prioritize. The staff will need new desks as the ones in the library are built into the walls. The board discussed the new furniture and will purchase it when money becomes available. We talked about pricing of furniture in relation to donors. Director Crawford was to check with Moline Public Library and get a copy of their donation policy. Items come from different companies, but we want to combine shipping when possible. The larger donors can have the meeting rooms named after them. The board talked about priorities in regard to furniture. Director Crawford checked into acquiring furniture from the state in regard to offices that had closed. The furniture was all auctioned to pay the State of Illinois bills. Holly McAvoy contacted Deere and Company, and we will receive some donated office furniture. We will need to pick the furniture up in East Moline this summer. Dave Johnson asked about the murals that are stored in the storage unit. We will use the one picturing downtown Geneseo in the early 1900’s.
Dave Johnson asked if we would auction the other mural in the storage shed. Holly McAvoy agreed and noted there were other things that could be auctioned. We are also looking for someone to refinish the chairs and tables in the storage unit. Clair Crawford will check into who would be available.
There was discussion about the IT position and the networking that is required. Holly McAvoy felt we should not buy new computers until after we move. We will need extra IT help when the new library opens. Claire Crawford mentioned we are trying to have a back-up for all positions to help cover during vacations or illnesses.
Gary ZumMallen is going to see if a piano can fit into one of our new meeting rooms.
Architect Alan Armbrust is giving the board and staff a tour of the new library on Saturday, May 14, 2011 at 9:00 a.m. Gary ZumMallen and Dr. Dyke will provide coffee and donuts.
Dave Johnson made a motion to hire Richard Betcher to mow, trim, and dispose of grass and trimmings. The rate is $12.00 per hour. There will be a flat charge of $20.00 for coming to the library. Barb Erdman seconded the motion. There was a roll call vote and everyone approved the hiring.
President ZumMallen mentioned we need to have three people to volunteer to be on the furniture committee. Volunteers include Barb Erdman, Holly McAvoy and Dr. Dyke. They will meet after the tour on May 14, 2011.
Gary ZumMallen suggested we look into donation policies for the June meeting. Claire Crawford is checking with other libraries. Recognition plaques for past board members were discussed. Claire Crawford will look into having a letter of recognition done in calligraphy.
There was no new business
With no further business before the Board, Holly McAvoy made a motion to adjourn. That motion was seconded by Dave Johnson. Meeting adjourned at 8 p.m.