Geneseo Public Library District
Board of Trustees Meeting
October 7, 2013
The Board of Trustees of the Geneseo Public Library met in regular session in Foundation Room B at the library on Monday, October 7, 2013; a week earlier than its usual date due to it being Columbus Day. President Gary ZumMallen called the meeting to order at 6:30 p.m. Board members in attendance were Jan Dyke, Mary Farrell, Dave Johnson, Holly McAvoy, Bill Menendez and Susan Philhower.
No citizens were present.
There was a minor change to last month’s report. Mary made a motion that the amended minutes from September 9, 2013 be accepted; Dave seconded the motion and it passed by voice vote.
Jim stated that John Bean sent him the real estate tax bill for the empty lot (where the library now stands), which is due in the amount of $133.96. Susan made a motion to accept the financial report and pay the bills; Dave seconded the motion and it passed by roll call vote.
Library Director’s Report
Please refer to the written report. Regarding point number 6 on her report, she stated that RAILS is in negotiations with Baker and Taylor for the downloadable books. Until that is official and all the kinks are worked out, she suggested that users keep Overdrive.
Claire is working on a contest entry for the “Best Little Library in America.”
Deb and Sarah were very impressed with the library conference they attended regarding customer service and security. They suggested the speaker from Black Hawk College come here and give his presentation to our staff and board members. This was discussed, and it was decided that other small libraries in this area would be invited to attend this half-day event to be held on a Friday afternoon. The date is to be determined.
The ILEAD Grant that Claire wrote gives each library that was involved $800; however, a check for $4,000 was sent to us. We need to cut checks for the other libraries. Jan moved that the funds be distributed to the participating libraries. Mary seconded the motion and it passed unanimously by roll call vote.
An employee had a minor incident with a book cart. She had x-rays taken and there were no broken bones. The insurance claim will be taken care of by our insurance company. Claire is to monitor the cart to see if there are any other problems occurring with it. Jan asked that once the paperwork from the incident is done, he would like the incident report made available for the board members to review.
Building/Parking Lot –This will be striped tomorrow. Gary noted that when the library was built, the total number of handicapped parking places needed was taken into account, so there is no need to add more once the former employee spaces are converted to handicapped spots.
Landscaping and Prevailing Wage – the bids received from Steve’s Nursery were not based on Henry County’s prevailing wage, so they were adjusted accordingly and we received new bids. Susan moved that the board approve the revised bid containing Henry County’for the back area of the library with Henry County’s prevailing wage; Mary seconded the motion and it was unanimously passed by roll call vote. Holly made a motion to approve the revised bid for the front area of the library with Henry County’s prevailing wage and it was seconded by Bill. This also passed unanimously by roll call vote.
Web Page – Claire reported that she needed to have numbers on how many times our web page has been visited for a grant: we get roughly 100 hits per day.
Technology – Brant stated that the installation of PC Reservations was too extensive for him to do. There was a brief discussion about whether there was a problem with patrons abusing the usage of the computers, and there is not. Jan made a motion to rescind the board’s earlier decision to purchase multiple copies of PC Reservations and cancel our order. Holly seconded the motion and it passed with one nay. The need for a comprehensive two- to three-year technology plan needs to be created so that the board can budget for the purchase of new software and computers. Holly will email several samples of plan templates to Brant.
Library Hours – There was a discussion about when the library stopped being open on Friday nights and whether there was a pattern of people coming to the library near closing time on Fridays. Jim Luikart estimated the cost to be open on Friday nights would be $5,000 a year. Mary pointed out that when she was an employee here, the library was open on Friday nights. It was a good time to catch up on things that couldn’t be attended to during the week. Susan made a motion that the library do a four-month pilot study, keeping the library open until 8 p.m. on Friday nights beginning November 1 to see if there is community support for this. Claire is to track patron usage by the number of check outs Monday through Thursday nights. She will notify The Republic so an article can alert the public.
Raises – Staff requested merit raises based on the larger volume of books being checked out. Such raises would not be merit raises but salary surveys. Until the board has established job description hierarchy and duties, nothing can be done.
Contractual Services – There was a question as to when employees retire but continue to work at the library if they should be independent contractors or library employees. Claire will speak to Phil Lenzini about this.
Facebook – Susan was recognized for the great work she has done on the library’s Facebook page.
Administration Review/Staff Duties/Standards – Susan discussed the need for bringing these things into line with the state guidelines. There is obsolete information in our current policies and by-laws that needs to be removed. She is working with Claire on this and would like to flesh out job descriptions using a similar format to that used by the American Library Association. She suggested using Edge Initiative, an online program that is a management and leadership tool that helps libraries assess current public access technology, identifies ways to strengthen or enhance public technology and engage with key leaders about the value of the public library in strengthening communities. She will be using the ALA standard cores to help determine the library’s standards and policies.
Budget/Tax Levy – Every year the library board passes a Tax Levy with the percentage being 4.999%.
Safety Deposit Key/Night Deposit Key – These keys were found in the library and returned to the bank.
Affordable Care Act – Claire stated there has not been one call about this issue. Carrie Boelens, from the Henry County Health Department, will do a presentation at a date to be determined later.
Being good stewards of the Earth – Gary reminded us that in the past the library had sponsored the collection of old prescriptions for proper disposal. Now there are other items that need specific disposal methods: e waste, paints, chemicals and hazardous waste. He asked Claire to check on setting up a program here that would incur no cost to us. Claire reported that Super Seniors is having a panel that will accept prescriptions at that time. The program will deal with the different kinds of senior living and flu shots will be given.
With no further business before the board, Susan moved to adjourn. Bill seconded the motion and in voice vote, all approved. The meeting adjourned at 8:34 p.m.
Note: The next regular meeting had been rescheduled for Monday, November 4; however, due to the fact that it is impossible to have all bills to be paid for the month at that time, the date has been changed back to its regular second Monday of the month, November 11at 6:30 p.m..
Kathi Fluck, Scribe