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Geneseo, IL 61254

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October 2014 Board Minutes

Geneseo Public Library District
Board of Trustees Meeting
October 13, 2014


The Board of Trustees of the Geneseo Public Library met in regular session in Foundation Room B at the library on Monday, October 13, 2014.  President Gary ZumMallen called the meeting to order at 6:34     p.m.  Board members in attendance were Mary Farrell, Dave Johnson, Holly McAvoy and Susan Philhower.  
 
Citizen’s Input
No citizens were present.
 
Secretary’s Report    
Susan moved that the minutes from the September 8 meeting be accepted; Holly seconded the motion and it passed by voice vote.  A card from Krista Kleeman deZeeuw was read aloud. It was regarding the donation she made in honor of her parents, Carol and Erich Kleeman.
 
Financial Report  
Dave moved that the financial report for September be accepted; Holly seconded the motion and it passed by roll call vote.   Susan moved that the September bills be paid; Dave seconded the motion and it passed by roll call vote. 
 
Library Director’s Report
Please refer to the written report.  The Legislative Grant Claire wrote and was awarded provides funds to purchase 12 laptops, a printer and a storage cabinet that is also a charger.  It is an innovative program that will enable 12 students to follow the instructor’s computer on their own laptops in a class provided at the library. Once the money is received, the laptops and charging station will be purchased.  The cost of the heater for the gutter (to prevent freezing problems encountered last year) is between $200-300.   There was discussion about construction of a covering over an exterior door and Claire will speak with the architect about it.  Claire discussed the new app that is available on our website.
 
Unfinished Business
Dave received a three-year contract from Blizzard Busters and the terms were discussed.  Dave moved to approve the contract and Mary seconded the motion.  It passed by roll call vote.  Snow fences will be put up soon by Mr. Betcher.
 
Old Business
Health & Commercial Insurance – Claire provided handouts with information about her health insurance.  No vote was necessary; Claire will proceed on it.  The commercial insurance rates, coverages and deductibles were discussed.  Holly moved to accept the lowest bid from Cincinnati Insurance for $7,053 (with a $500 deductible). Susan seconded the motion and it passed by roll call vote.  
 
Policies – There were several changes made to the Donation Policy.  Claire made note of them and will email them to Susan for review.  The policy manual will be typed into a Word document for $300.  Michelle Maltas will then prepare the document to be uploaded to the library’s website.
 
Donor Plaques – Holly presented a mock up of what the finalized plaques would look like. Sarah Alexander will proof the list of donors’ names to ensure accuracy. There was discussion about the way donors’ names would be displayed.  The Trustees agreed that the names should be alphabetized.  The manner in which the donors’ names were listed on the printout from the bank was inconsistent:  some are “Mr. and Mrs. John Doe” while others are “John and Sally Doe.”  The Trustees agreed that it is important to have the donors’ names listed the way they prefer them to appear.  The names received from Central Bank were most likely entered by the account name or by the person’s name that wrote the check, so Claire will get a team of people to make calls to donors for their preferences. 
 
Statues – Claire reported that the bases have been poured and will be done before winter.
 
Parking Lot Lines – Are done and look great.
 
Building – Gary reported that the roof has not leaked until today. The theory that the leaking was caused by wind and rain proved to be incorrect: there was no wind today, just straight downpour.  Gary will follow up on this. He reported that the DAV box doesn’t need to be moved.  He will ask Precision Builders to re-insulate it with heavy board to solve that problem.
 
Technology – Gary wants to finalize the Technology Team plan. He asked the Trustees to review it so it can be finalized.  The Board needs to determine what criteria will be used, define how many people will be on the team and a committee will choose team members from the pool of employees that request to be on the team.
 
Holidays – A list of the holidays in which the library will be closed in 2015 was presented.
 
New Business
The monthly Google Analytics and the monthly statistics were given to the board members.  There were no significant changes to report; however, Sarah reported that the Foundation Room usage has increased considerably:  in one month it was used 53 times.  Claire was directed to contact Black Hawk College about the possibility of offering classes here this summer.
 
Digitization Project – The cost to have all Geneseo High School yearbooks digitized will be $1,000.
 
Christmas Party – Mary moved that the Library use some of the $1700 received from the book sale to pay $20 per employee for their meal at the Employee Christmas party at The Cellar.  The total cost will be $360. Susan seconded the motion and it passed by roll call vote.
 
Teen Furniture – Claire displayed photos of various chairs and tables for the Teen Room.  She had received bids from Paragon, Demco and SBM.  This furniture will be purchased with some of the donation made on behalf of Erich and Carol Kleeman.  Dave moved that six campus-style solid wood chairs be purchased for $816 and two tables for $1150.  Holly seconded the motion and it passed by roll call vote. The tables are stackable and can be moved out of the way when there is special programming that requires the entire room to be used.
 
New Trees – A proposal from Steve’s Nursery for the replacement of one dead tree and the addition of three others near the sidewalk leading to St. Malachy’s was discussed. The decision to only replace the dying tree was made in order to be fiscally responsible.  If, at the end of the fiscal year, there are funds available for the three additional trees, the Trustees will revisit this issue.  Dave moved to replace the dead tree with a Burgundy Bell Maple from Steve’s Nursery for $435.00 (at prevailing wages); Susan seconded the motion and it passed by roll call vote.  It was agreed that a landscaping plan should be created.  Claire will request one from Steve’s Nursery and will provide them with the drawings of any proposed future additions to the building so that no trees are planted in an area that is part of any proposed expansion construction later. She will also provide Steve’s Nursery with the original landscaping plans from the architect, Alan Armbrust. 
 
Tax Levy – Gary and Dave reviewed the Tax Levy and agreed that it was appropriate.  Dave moved to accept the Tax Levy, Susan seconded the motion and it passed by roll call vote.
 
Adjournment
With no further business before the Board, at p.m. Holly made a motion to adjourn; Susan seconded the motion and the meeting was adjourned.                                                                   

Respectfully submitted,
Kathi Fluck, Scribe

Library Information

805 N. Chicago Street,
Geneseo, IL 61254
Phone: 309-944-6452
Fax: 309-944-6721
Email: gpld@geneseo.lib.il.us
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