Geneseo Public Library District
Board of Trustees Meeting
September 14, 2009
The board of Trustees of the Geneseo Public Library District met in regular session in the Hammond Room of the Library on September 14, 2009. President Gary ZumMallen called the meeting to order at 6:30 with the following members present: Barbara Erdman, Jim Hale, Darline Holland, Holly McAvoy, and Gary ZumMallen. Dr. Jan Dyke and Dave Johnson were absent. Also attending the meeting were Library Director Claire Crawford, Jim Luikart, and Linda Altermatt as scribe. Cathy Stone joined the meeting about 7PM. There were two changes to the Agenda. Under Unfinished Business the Board will consider the bids submitted to replace the roof and there will be a brief Executive Session.
There was no comment from the citizens who were present.
President ZumMallen called the Board's attention to the minutes of August 17. The meeting with the Community Development Board, originally scheduled for August 31, was postponed. Darline Holland made a motion to approve the minutes as presented. Jim Hale seconded that motion and in voice vote all members present approved the motion. There was no correspondence to be read.
Jim Luikart presented the Financial Report to the Board. He noted that the Library has received a dispersal of funds from the Myers Trust and the Hammond Trust as well as the long awaited Per Capita Grant. The Library audit will be held on September 17 and 18. There has been no recent transfer of funds, although the IL Funds account stands at $35,738 due to the deposit of the per capita money.
The expenses for the phone service are running well above budgeted levels because of an unexpected increase in the use of the fax line overseas transactions. Library Director Crawford asked the Board to approve an increase in fees for sending a fax through the Library, but Board members asked that she gather more information regarding the actual cost per sheet to specific locations to help them determine what the just charge should be.
The check written to Mary Gorman (16362) for cleaning services is actually current. There was an error in attributing that expenditure to the month of May. With no further questions, Barbara Erdmann made a motion to approve the Financial Report and Payment of Bills. Jim Hale seconded the motion and in roll call vote all members present approved the motion.
Building and Leadership
Gary ZumMallen reported that the topographic survey has been completed and the storm water drainage plan has been finished. This information from the civil engineers will be presented before the Community Development Board. There appears to be a question regarding the preferred location of parking spaces in accordance with the City ordinance. The Library will need a variance in order to proceed with the plan recently presented by the architect. It is hoped that hearing will be held no later than November 1, 2009. The next meeting of the Leadership committee will be September 28.
Library Director Claire Crawford reported that the money promised by State Representative Mike Boland is available as a state grant. The Library needs to file for the money within the provisions of the grant; however, the Library is already in full compliance and there should be no difficulty getting the money. The request for the Per Capita Grant money has been filed and is earmarked for non-book purchases because so many patrons donate wonderful books.. Jim Hale and Claire Crawford attended the Community Leadership Meeting and reported that this seems to be a source of good imformation regarding possible alternative funding.
The Chamber of Commerce would like the Library to be open the night of the Victorian Walk to provide access to public restrooms and light refreshments. Library Director Crawford has offered to act as a hostess with the help of Holly McAvoy. They will also provide information regarding the new library building.
Due to space shortage, library patrons will be using several laptop computers within the confines of the Library. They will leave a driver's license at the desk as security.
Library Director Crawford has discovered that there are a light snow blower and a lawn mower in the storage unit. She asked the Board to make a determination about their disposal. Holly McAvoy suggested that they could be sold at auction.
Darline Holland has worked to create a new Memorial Chair honoring past Board members who contributed significantly to the success and well-being of the Library. The first honoree will be Suzanne Hanford Klavohn.
The Board then considered awarding the contract for the new roof for the Library. Both companies are highly recommended and have met all requirements for insurance, bonding, and adherence to the prevailing wage laws. The bid from HSG Construction was slightly lower for the same work order. Jim Hale made a motion to accept the bid from HSG. Darline Holland seconded that motion and in roll call vote all Board members persent approved the motion.
Consideration of the fax charges will wait until the October Board meeting. Holly McAvoy will miss that meeting because she will be on vacation with her children.
At 7:15 Barbara Erdman made a motion to move to Executive Session to consider Personnel. Holly McAvoy seconded that motion, and in voice vote all members approved. At 7:20 the Board entered Executive Session. At 7:30 the Board adjourned from Executive Session and returned to Regular Session.
Holly McAvoy made a motion to Adjourn. Barbara Erdman seconded that motion and all members approved the motion in voice vote. The meeting adjourned at 7:31 PM. The next regularly scheduled meeting of the Board will be at 6:30 PM on October 12 in the Hammond Room of the Library.