Geneseo Public Library District
Board of Trustees Meeting
November 10, 2014
The Board of Trustees of the Geneseo Public Library met in regular session in Foundation Room B at the library on Monday, November 10, 2014. President Gary ZumMallen called the meeting to order at 6:33 p.m. Board members in attendance were Jan Dyke, Mary Farrell, Dave Johnson, Holly McAvoy, Bill Menendez and Susan Philhower.
No citizens were present.
Susan moved that the minutes from the October meeting be accepted; Bill seconded the motion and it passed by voice vote.
Susan moved to accept the financial report for October; Bill seconded the motion and it passed by roll call vote. Dave moved that the October bills be paid; Mary seconded the motion and it passed by roll call vote.
Library Director’s Report
Please refer to the written report. Five hundred forty-two people voted here on Election Day and while they were here, many new library cards were issued.
The $20,000 donation received from the Walter Zenio Estate directed that only the interest accrued be used at the present time. Claire is to look into the specifics of depositing that money into the Community Foundation of the Great River Bend account and the Gift Foundation. She will check to see what the interest history has been, what the service fees are and the percentage of yield so the Board can make the best determination of where it is deposited.
Claire wrote and received a $600 Educational Grant from RAILS. She will use this to have library attorney Phil Lenzini come here on December 10 for two sessions to answer legal library questions. Claire will look into the possibility of taping the presentation.
Once the cemetery records are digitized, Holly asked Claire to give a brief tutorial to the Board on how to access them.
Heating Unit - It was agreed by the Board that the quote from Rock River Electric for $2,853 to fix the gutter/drain problem was sufficient to fix the problem.
Policies - An update as to how the policy manual is coming along was given. Kathi has finished downloading three files from a different format, combining the information, formatting the pages, making grammatical corrections, revising the Table of Contents and making the document flow better. Deb will add the hyperlinks to get it ready to go on the website. She has noted policies not yet approved by the Board. It was determined that it would be unrealistic to wait until all policies are approved and in place; new trustees, employees, etc. will need to access the information contained in it. Deb is to provide the Board with an estimate of the time it will take her to add hyperlinks and prepare it for placement on the web. Kathi is to turn in a bill for the time she spent on it. This prompted a discussion about whether contracting with other entities should be left to Claire’s discretion; possibly a policy will need to be drafted for it.
A Trustee Self Evaluation Questionnaire was passed out. Gary asked that each Trustee read it and jot down items in the “general comments” area so it can be discussed next month. Susan would like to spend about ten minutes discussing the strengths and weaknesses of the board and areas for improvement. Then these will be crafted into an action statement
Landscaping – Steve’s Nursery will work on a landscaping plan.
Building - Gary reported that the roof leaked again when there was wind and rain. Steve Zale, of Precision Builders, proposed to replace the 15-foot roof vent with one with a baffle to prevent the water to back up. He will do this replacement at his own cost. Alan Armbrust submitted three proposals for door coverings but there is concern that it will bring the roof out to where the garbage trucks come in. This plan will be revisited at a later time.
Blizzard Busters contract – Dave followed up with Curt Wyffels, clarifying some issues. The contract did not provide for supplying the ice melt pellets because the cost/usage can vary greatly. The provision for supplying these items will be deleted from the contract. Claire reported that she typically purchases about ten bags of an ice melt substance from Steve’s Nursery that cost around $9 per bag and this works well. Dave was advised that should Pat Boelens need help due to a large snow, Blizzard Busters works with him.
The Tech Team Policy was reviewed in length with comments and suggestions from the board members. Holly will prepare a new draft with the changes reflected.
Donor Plaques – Sarah Alexander reported that of the seven pages of names to contact four-and-a-half have been called with regard to people’s preferences on how their names should be displayed.
The monthly Google Analytics and the monthly statistics were given to the board members by Sarah. Patrons are not signing up for the Computer Tech Tricks program. Because there were no significant changes to report from month to month, it was suggested that she make quarterly reports to the board.
Brant suggested the purchase of a humidifier for the Genealogy Room because the documents are sensitive to dry air. This suggestion will be considered.
Mary discussed Patron Confidentiality. She believes the names on the sign-up sheets for computers, use of rooms, etc. should be obliterated with a black marker to ensure privacy once the patron is done. Claire will instruct the staff to do so.
With no further business before the Board, at 8:38 p.m. Susan made a motion to adjourn; Bill seconded the motion and the meeting was adjourned.
Kathi Fluck, Scribe