Geneseo Public Library District
Board of Trustees Meeting
November 14, 2011
The Board of Trustees of the Geneseo Public Library met in regular session in the new library building on Monday, November 14, 2011. President Gary ZumMallen called the meeting to order at 6:34 p.m. Board members in attendance were Jan Dyke, Barbara Erdman, Mary Farrell, Darline Holland, Dave Johnson, Holly McAvoy and Gary ZumMallen.
Two items were added to the agenda under “Unfinished Business” by Gary: 1) materials loan policy and 2) donor plaques.
No citizens were present.
The Board reviewed the minutes from October 10, 2011. There are two corrections on the first page: under Secretary’s Report, Darline Holland’s first name is misspelled. In the paragraph below that, Brant Betcher’s name is misspelled. Dave made a motion to accept the corrected minutes, and Holly seconded the motion. In roll call vote, it passed.
Barb questioned printing the Executive Session Minutes. All Executive Sessions are taped and then stored in a locked cabinet; so there is no need for them to be printed.
The second half of the tax levy, $329,000; was received and will be deposited in Farmers Bank.
Bills to be paid were discussed. The old library building sold for $185,281. Sybilla Duncan left $55,944.75 to the library. The next building payment will be $183,230.77.
The per capita grant from the State of Illinois was for $13,407. Claire stated that it will be divided up among the teen section, large print books and summer reading program.
Holly moved that the financial report be accepted. Barb seconded the motion and it passed by roll call vote.
Barb moved that the unpaid bills be paid and Holly seconded it. Passed by roll call vote.
Dave moved that the bill to Precision Builders for $183,230.70 be paid and Barb seconded. Passed by roll call vote.
Library Director’s Report
Please refer to the written report submitted by Claire Crawford. It was discussed in greater detail.
Claire reviewed Alan’s punch list and there was discussion about signage. There should also be a sign regarding the use of cell phones being prohibited in the library.
The correct names of the designated rooms need to be verified by Claire so Alan can get the signage prepared. The list as it stands now is:
Marilyn Nash suggested that benches be placed outside the front doors and inside the lobby for those who are waiting for rides and cannot stand for long periods of time.
Holly suggested making a list of the items needed. Once things settle down, they can be prioritized, since money is limited.
There was a question about the blinds/shades in Claire’s office and it was confirmed that they have been ordered and should be arriving shortly.
Mary suggested a locking door to the work area and not a swinging one like we had at the old library. There is a need to stop unauthorized people from going into the work area. There is an additional door that could be used for this.
There is no suspension box/cart in the book drop inside the library. Claire suggested we find two with wheels and was instructed to check the library materials catalogues for prices. She will also talk to Stees Construction about building one for us.
It was suggested that Claire look into having arrows painted for the book drop; patrons have been observed driving the wrong way to drop their books.
Gary suggested getting three backless, narrow benches. Two could be placed on either side of the entrance doors outside and one in the middle of the lobby. He also wants to check into heavy concrete planters to be placed at the end of the sidewalk to prevent cars from crashing into the entrance.
Examples of donor plaques were distributed by Holly and there was a brief discussion. Darline made a motion to accept the plaque design from McCullough. Barb seconded the motion and it passed by voice vote. Claire was instructed to contact Michelle for a complete list of all donors.
There have been suggestions to get a large clock to place behind the circulation desk. Holly did some online research and showed examples, however, they were expensive, so she will continue to look for a cheaper one.
Dave reported that snow removal bids need to be sought and suggested that an ad be placed in the Henry County Advertizer and The Republic. Claire stated that Pat Boelens had done the snow removal at the old library. The library will be responsible for the snow removal on the sidewalk that goes to the corner until such a time that John Loucks sells the property. Whoever gets the job must have liability insurance.
Dave reported that he has checked into alternative bill paying. The City’s utility bill is due the 20th and the telephone company has only one billing cycle but has flagged our account so there will be no late fees. Credit card companies will change their billing cycles, so he will continue to work on this.
A formal portrait of the Board of Trustees was suggested. Jerry Hahn’s name was suggested as a possible photographer.
Dave congratulated Gary for his work for the completion of the library and the Open House; Holly was also applauded as was Claire.
A spreadsheet of other area libraries and their materials loan policy was reviewed and discussed. The consensus was that 99 materials for one person is quite excessive. Jan made a motion to limit the number of materials to be taken out at one time to five. There was no second to the motion and it died. Darline moved that the policy remain at 50 materials be allowed to be taken out at one time. Barb seconded the motion and it passed by voice vote: 5 – yes, 2 – no. Jan stated, “I think this is an outrageously high number and it should be much lower.”
Claire was asked to have Brant put Skype on a computer so Mary will be able to attend the January meeting from Arizona.
Gary reported that the bank wants to know if we want a mortgage or if we want to borrow the money owed on the building from our trust accounts and pay them back as pledges come in. He estimated the most need to borrow would be $200,000, which would be paid back over a period of four years. We would save 5% by borrowing from our accounts, thus saving an estimated $40,000 in what would be paid to the bank in interest. Dave will meet with Jim Luikart to verify the amounts and accounts that the money will come from. Jan made a motion to use the standing accounts to pay the remaining bills and repay the accounts in a timely manner. Dave seconded the motion and it passed by voice vote: 6 – yes, 1 – no.
Mary brought up the issue of next year’s calendar for the staff. Claire reported that RAILS tells her when they will be closed. She will bring next year’s calendar to the next meeting. The snow day policy was stated: the library is closed if the schools are closed the first day. On the second and third days, if the parking lot is clear, the library is open.
Barb suggested we consider giving Judge Davis’s coat to the museum, since we aren’t equipped to display it here; Angie Snook is happy to take it. Gary suggested we wait a while. Barb has written a thank you note to Lois.
Darline offered to donate Ben Dennison’s self-portrait to the library and will bring it in.
With no further business before the Board, Holly moved to adjourn. Gary seconded the motion and in voice vote, all approved. The meeting adjourned at 9:20 p.m.
The next meeting will be on Monday, December 12, 2011 at 6:30 p.m.