Geneseo Public Library District
Board of Trustees Meeting
September 13, 2010
The Board of Trustees of the Geneseo Public Library District met in regular session in the Hammond Room of the Library on September 13, 2010. President Gary ZumMallen called the meeting to order at 6:30 with the following members present: Jeanne Brucher, Dr. Jan Dyke, Barbara Erdman, Darline Holland, Dave Johnson, Holly McAvoy, and Gary ZumMallen. Also attending the meeting were Library Director Claire Crawford, Jim Luikart to present the Financial Report, Deb Wyffels, and Lisa Depies representing the Geneseo Republic. Linda Altermatt acted as scribe.
There was no comment from the citizens who were present.
The Board considered the minutes of the meeting of August 9. There were two additions to the minutes. Dr. Dyke requested an addition to the Financial Report in asking Jim Luikart to supply a graph with five years of data showing comparisons of annual budget surpluses. Additionally, Dave Johnson pointed out that the term for the transfer of those surplus funds is made to the “Special Reserve Fund”, rather than the Special Fund. Darline Holland made a motion to accept the minutes as amended. Barbara Erdman seconded that motion and in voice vote all Board members present approved the motion.
Dave Johnson reported that the Board would need to approval the Final Budget Appropriation in Unfinished Business so that it can be submitted to Cambridge. He suggested that the Board could consider transferring as much as $71,000 to the Special Reserve Fund. There were two Certificates of Deposit renewed at Central Bank at 1.5% interest. One Certificate of Deposit was renewed at Black Hawk Bank at 1.7% interest. In addition, Mr. Johnson has asked the Library Director to approach the Community Development Board for a 20% rebate from the cost of the original building permit, based on the fact that the Library should qualify as a not-for-profit entity.
Jim Luikart called the Board’s attention to the Financial Report. The bills for the month were routine with the exception of the expense for the phone. Due to the date the bills were paid, there will be two payments to the phone company on next month’s report. The audit has been completed, but the report has not yet been returned. Dave Johnson made a motion to approve the Financial Report and Bills to be Paid as presented. Holly McAvoy seconded that motion and in roll call vote all members approved the motion.
Building and Leadership
President ZumMallen provided printed copy regarding the bids presented for the construction of the new Library building. Seven sealed bids were received and opened on September 3, 2010 at 2:30 PM in accordance with the rules and laws that govern public bidding in Illinois. Bids were received from Russell Construction, Swanson Construction, Hillebrand Construction, D.J.Sickley, Leander Construction, Precision Builders and Bush Construction. The Bid from Bush Construction was withdrawn by phone that day.
On the basis of base bid and Alternate #1 (inclusion of the additional bay) Precision Builders Inc. of LeClaire, Iowa submitted the lowest responsive bid with a total cost of $2,043,800. (Base bid of $1,920,000 and Alternate#1 of $123,800). The bid tabulation sheet identifying all bidders and related bids was also entered into the minutes. The Board is exercising the right to accept the pricing for Alternate 2 and 3 within 120 days of this date, as agreeable to Precision Builders. Alternate #1 refers to the possible expansion of the new building by 20 feet; Alternate #2 refers to sidewalk construction; Alternate #3 refers to landscape restoration.
As the bid is consistent with the overall project budget, the Library Board is instructing their attorney to commence finalizing the required contract. They look forward to a successful library construction project for all parties. John Bean was on vacation, but he will be asked to work on the contract on his return.
Darline Holland made a motion to accept the base bid of $1,920,000 and Alternate bid #1 of $123,800 from Precision Builders, Inc. contingent on the issuance of a building permit by the City of Geneseo and the completion of financing agreements. Barbara Erdman seconded that motion and in roll call vote all members of the Board approved the motion.
All the bids were closely aligned for the work, within 1 ½ or 2% of the total cost. Precision Building handled the construction of the new City Hall building.
Gary ZumMallen, Jim Luikart, and Dave Johnson will put together all the financial information during the next week as they approach the bank for a mortgage. There is a meeting at City Hall on Tuesday, September 14 at 6PM to finalize the agreement with the City. Board members are encouraged to attend.
Holly McAvoy reported that Dana from Paragon will come the Library to inventory the furniture. She will also look at furniture currently in storage. This information will help to guide the purchases of any new furniture for the new building. Paragon was also involved in decorating choices in the downtown Davenport Library and at St. Malachy’s.
The Board then discussed the choice of exterior colors for the new building. The choices had been narrowed to country red, an evening blue, and grey. After some discussion, Darline Holland made a motion to select the country red siding. Holly McAvoy seconded that motion and in roll call vote, the Board approved the motion. Jeanne Brucher abstained.
Library Director Claire Crawford reported that the audio books available to download from the internet have been very popular. There is a plan designed for children’s books as well that she would like to purchase. The thank-you note to the Olson family for their care of the building site has been sent. The Style Show scheduled as a fund-raiser for the Library in connection with the Four Seasons has been scheduled for September 18. A GIFT grant was received and has been spent on a new microfilm cabinet. The new microfilm reader-printer should arrive soon. There has been a noticeable increase in donations and pledges aimed at the construction of the new Library building. The real estate appraisers have looked over the current Library building to help determine what the marketing price would be. It is understood that possession will not be granted until the new Library building is ready to be occupied.
The Board then moved to adopt the Final Budget Appropriations. Jeanne Brucher made a motion to accept the Budget with the correction of a typing error (IMRF). Dave Johnson seconded that motion and in roll call vote all members approved the motion. The Budget will be signed with the corrections and notification will be published in the Republic.
The Board then considered the transfer of $70,000 in excess funds from last year. Dave Johnson made a motion to move the excess levied funds into the Special Reserve Funds account. Barbara Erdman seconded that motion and in roll call vote all Board members present approved the motion.
With no further business before the Board, Holly McAvoy made a motion to adjourn the meeting. Jeanne Brucher seconded that motion and in voice vote all agreed. The meeting adjourned at 7:15 PM. The next meeting of the Board will be on Monday, October 11, 2010 at 6:30 in the Hammond Room of the Library.