Geneseo Public Library District
Board of Trustees Meeting
November 9, 2009
The Board of Trustees of the Geneseo Public Library District met in regular session in the Hammond Room of the Library on November 9, 2009. President Gary ZumMallen called the meeting to order at 6:30 with the following members present: Dr. Jan Dyke, Barbara Erdman, Jim Hale, Darline Holland, Dave Johnson, Holly McAvoy and Gary ZumMallen. Also attending the meeting were Library Director Claire Crawford, staff members Deb Wyffels and Tami Roberts, Lisa Depies representing the Geneseo Republic, Jim Luikart for the Financial Report, and Linda Altermatt as scribe.
There was an addition to the Agenda with a discussion of the Levy under New Business.
There was no comment from the citizens who attended.
President ZumMallen called the Board’s attention to the minutes of the meeting of October 12. Barbara Erdman made a motion to approve the minutes as presented. Darline Holland seconded that motion and in voice vote, the Board approved the minutes. There were three pieces of correspondence to be read. Cindy Collis submitted a letter of resignation, effective November 27, due to her move to a new position in Houston, Texas. Jim Hale made a motion to accept her resignation with regret and congratulations on her new assignment. Dr. Dyke seconded that motion, and in voice vote all approved. Mary Farrell sent a thank-you card for the reception given in her honor at her retirement from the staff. Anne Walters of the Wells Fargo Bank sent a letter informing the Library Director of a gift to the Library of $10,000 from the Margaret Buyck Trust Fund. Library Director Crawford informed the Board that she made a personal visit to thank Ms. Buyck for her donation. The Board will also send a letter of thanks.
Jim Luikart presented the Financial Report. He informed the Board that most of the financial transactions in the past month were routine. The Special Reserve Fund received a transfer of $30,000 in accordance with the instructions from the Board at the last meeting. The second portion of the levy payment was transferred from IL Funds to Farmers National Bank in an effort to obtain the best possible interest rate. An additional payment of approximately $13,000 is anticipated later this year. The Building Fund had received $3700 in donations. Barbara Erdman inquired about the actual location of Certificates of Deposits purchased for the Library. One of those will come due December 9, and those funds will need to be reinvested. The interest rates will likely increase with the renewal. Holly McAvoy inquired about the amount of money spent for on-line subscriptions, which is over-budget. Library Director Crawford explained that the Library is shifting to an on-line data base, which is expensive, rather than purchasing printed reference materials. It was suggested that this transition could be done more gradually to stay within budget guidelines.
The bill for putting a new roof on the Library was presented. Cost of the project came in a little lower than projected at $26,246.50 because it was not necessary to replace all the rain gutters and downspouts. The shingles that were used were Owens Corning Brownwood Architectural (30-year) shingles. Weisser & Son presented a bill for electric repair. Dave Johnson made a motion to approve the Financial Report and bills to be paid. That motion was seconded by Darline Holland, and in roll call vote, all Board members approved.
Building and Leadership
Holly McAvoy and Claire Crawford reported that the Committee met at the end of October to make choices regarding marketing materials for the Building Fund campaign, which is moving into a final fund drive. New pledge envelopes have been printed and will be available to the public at various banks and businesses around town in conjunction with a large poster display. Three of these displays will be circulating through the business district at all times. The Fudge Fundraiser, done in cooperation with Pegasus, will begin mid-November. That order has been placed. Plans have been laid for participation in the Christmas Walk on December 12, in an effort to increase contact with the general public.
Gary ZumMallen reported that the Community Development Board had cancelled the meeting with the Library Board to consider the building plans for the new library building. President ZumMallen was informed by the City Manager that the Community Development Board requires that all drawings be completed before the hearing for the zoning exemption. The architect has been advised of this requirement and will proceed in producing finished drawings; however, should the Community Development Board deny the request for an exemption to the zoning ordinance regarding the parking lot design, there will be a significant cost to redesigning the site. Board members were discouraged with the continuing delay.
Dave Johnson reported that he had contacted Duane Smith in regard to a possible loan from Farm Federal. He was told that there are very few funds available from the State, and the Library simply has too much money already available for the building project to qualify for this funding. Mr. Smith did suggest that the Library might be eligible for general obligation bonds, which do not require a public referendum. Gary ZumMallen agreed to speak with John Bean, the Library’s lawyer, on that subject.
Library Director Claire Crawford presented the Librarian’s Report. She reported that attendance has nearly doubled for children’s programming. The installation of a computerized system to monitor patron use of the library computers is scheduled for November 11. She also expressed her gratitude for the many donations of books, magazines, DVD’s from library patrons. However, due to the quantity of new materials contributed, the new book list will be discontinued.
Mrs. Crawford asked the Board if the Library would cover the cost of immunization against the H1N1 flu for staff members, who would be eligible, due to the constant contact with the public. Board members agreed this would be a worthwhile expenditure of funds. Dr. Dyke made a motion to approve funding for the immunization. His motion was seconded by Jim Hale, and in roll call vote, all Board members approved the motion.
A State Library Grant in the amount of $40,000 is available to the Library Building Fund, in addition to $25,000 in DECCA funding from Mike Boland’s office. However, due to the State’s financial situation, no further funding is available. Receipts must be submitted for work performed in order to lay claim to the $65,000.
The staff Christmas party, regularly held for staff members only at The Cellar on the first Sunday in December, was placed in consideration. After some discussion, Dr. Dyke made a motion that a holiday party similar to that of past years should be funded in recognition of the professional attitude of the staff and in consideration of the community’s appreciation of their services. There was no second to his motion. Holly McAvoy then made a motion to hold a Christmas party hosted or sponsored by Board members at some other location and time. That motion was seconded by Jim Hale. In a roll call vote, the motion carried. Darline Holland and Barbara Erdman voted in opposition.
The Board was called to the question tabled last month regarding the purchase of Isabel Bloom statues to be placed on display at the Library. After some discussion, the matter was brought to vote with a motion from Dr. Dyke to purchase two statues through Pegasus. Jim Hale seconded that motion, and in a roll call vote, the motion passed. Dave Johnson and Gary ZumMallen voted in opposition.
Dave Johnson informed the Board that the Finance Committee met last Wednesday at the office in consideration of Tax Levy Ordinance #09-10-5. The asset value of the levy was set at $508,798, which is $10,000 higher than last year in consideration of inflation. The Annual Report of Receipts and Disbursements must also be filed by the last Tuesday in November. Jim Hale made a motion to accept the Annual Report as presented. That motion was seconded by Darline Holland and in roll call vote all Board members approved. Barbara Erdman made a motion to pass Tax Levy Ordinance #09-10-5. That was seconded by Holly McAvoy, and in roll call vote all Board members approved.
With no further business before the Board, Jim Hale made a motion to adjourn. The meeting adjourned at 8PM. The next regularly scheduled meeting will be on December 14 at 6:30 at the Hammond Room of the Library.