Geneseo Public Library District
Board of Trustees Meeting
October 10, 2011
The Board of Trustees of the Geneseo Public Library met in regular session in the Children’s Section of the Library (the Hammond Room was full of items in preparation of the move to the new library) on Monday, October 10, 2011. President Gary ZumMallen called the meeting to order at 6:35 p.m. Board members in attendance included Barbara Erdman, Mary Farrell, Darline Holland, Dave Johnson, Holly McAvoy and Gary ZumMallen. Also attending the meeting were Library Director Claire Crawford, Deb Wyffels, Kathleen Smith and Cathy Stone.
Two items were added to the agenda by Gary: under New Business, the cleaning bids for the new library need to be addressed; and information on training dates needs to be discussed.
Four adults and three children came to speak on behalf of the home school community. A family of five that presented itself at this meeting said they represented a total of 250 books that could be checked out (50 books per family member). They were upset that they could not check out an unlimited amount of books on one card and must use five separate cards. They wanted a “family card.” It was explained that this library does not have such a card. Claire explained that our policy on check out limits recently changed so we would be in compliance with RAILS’ request for uniform policies. She said often times when very large amounts of books are checked out, fines, lost books and/or missing CDs occur; and it is difficult to keep track of all the items. The family in attendance was very adamant about having one card to check out all the books for their children. They use the email reminders sent from the library to keep them from running up late fees, and if they have to use five cards, the children’s emails go to the children. It was stated that they can change the email notifications for each of their family members’ cards to go to one email address to alleviate this problem. Claire will collect data on what other libraries’ policies are and report next month. Those representing the home school community stated they would be at next month’s meeting.
The Board reviewed the minutes from September 12, 2011. Holly brought in print outs of corrections she had made. Barb made a motion to approve the minutes with those corrections and Darline seconded the motion. In roll call vote, all members present approved the motion.
There was no correspondence, but a message from Brant Betcher, which stated that he had picked up the quote for the security system. It was for $3,990, which includes labor and equipment along with the interconnection to the fire/sprinkler system provided by GETZ. He suggested adding a carbon monoxide detector for $70; however, the remainder of his message was not clear, so it was suggested that Claire contact him for clarification as to what is included.
Claire passed out a listing of the libraries that have joined the RiverShare Group. Public libraries in Bettendorf, Coal Valley, Davenport, East Moline, Moline, Port Byron, Prophetstown, Rock Island, Silvis and Sherrard were included along with several colleges/universities.
Dave distributed a list of bills that need to be paid. When Jim returns, he will prepare the regular spreadsheet, but there are hardly any changes that will be made. Parragon had a $33,000 bill that needs to be paid out of the building fund. There were no questions about finances. Darline made a motion to accept the tentative financial statement and pay the proposed bills. Dave seconded it and after a voice roll call, the motion passed.
Dave suggested that certain monthly bills that miss the regular pay cycle be set up as automatic debits, such as the telephone or utility bills. Otherwise, they are on a list prepared by Miller entitled “bills paid prior” and end up costing the library more money in accounting fees. If we wait to pay them until the next meeting, they incur late fees. Cathy Stone cautioned that there could be rules that the library must adhere to in this respect, so Dave will check with Phil Linzini.
Board members reviewed the tax levy ordinance. The ordinance was dated October 3, so Gary will change the date and initial the change. After he and Darline sign it, Claire will take it to Cambridge. Dave made the motion to accept the 2012-2013 Tax Levy Ordinance No. 09-28. Barb seconded the motion and upon voice vote, the Board passed it.
Dave reported that he told Rich Betcher to continue to mow the lawn at the current library until the move.
Library Director’s Report
Claire mentioned that Christmas and New Year’s Day are on Sunday, so they are being observed on Monday. The library will not be open on Saturday, December 24 (Christmas Eve) nor will it be open on January 2.
Lois Hull created some poetry books and related posters that she hoped would be sold at the open house. She would give 10% of the proceeds to the library. Mary pointed out that this conflicts with state librarian guidelines. Holly suggested the new building have a community bulletin board where a poster and information about who to contact could be displayed.
Claire has been asked “Why does the sidewalk end where it ends?” (regarding the new library). Gary responded that when the sidewalks are poured in the spring, the curb will be cut and the sidewalk will be connected so it will go somewhere.
Mary brought up the old book drop. She said the configuration is such that it won’t work at the new library because the door doesn’t open the right way. The new book drop is on order, and it was agreed that one would be sufficient.
Cathy Stone suggested two concrete posts be installed to protect the new book drop; they weren’t initially installed when the library opened, and after it had been hit and damaged, they decided to add them. Tom Curnyn did the work.
The Unattended Children Policy was reviewed and the following changes should be made. Rule 2 should read “Parents will be called if a child is left unattended after the library closes. If the parent is unavailable, the Geneseo Police Department will be called immediately.” Rule 3: the sentence “Children should not be left long (more than two hours) periods of time” should be deleted. Rule 4: the sentence “A parent or caregiver will be called to pick up an unattended child under the age of 10 years” should be deleted.
Gary reported that Alan will set up dates on equipment training (lights, air conditioning, etc.) soon for Claire and some staff. He also suggested that someone from Wirth and a local electrician should be in attendance. Seeding and planting of the grasses for water filtration was started today. The Circulation Desk should be delivered in a week. The gas should be connected, the meter is to be installed on Saturday. Doesn’t know the exact date for when the flag pole will be installed.
Gary stated that there have been many more changes and/or additions done to this building than he’d like and would like to have a moratorium on any more. He suggested that any more be done after the building is moved into.
Claire spoke with Linda Shipman at the insurance company. She told her there is a $5,000 medical policy for liability if any of the senior citizens that want to help with unpacking should get hurt. Gary suggested that the professional movers do their jobs first.
At 8:37 p.m., Barb moved that the Board go into Executive Session. Dave seconded the motion and it passed.
At 8:52 p.m., Mary made a motion to come out of Executive Session and Darline seconded it. The motion passed.
Dave made a motion to accept Mary Gorman’s custodial bid of $795 per month. Barb seconded it and it passed by voice roll call.
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 8:56 p.m.
The next meeting will be on Monday, November 14, 2011 at 6:30 p.m. in the new library building.