Geneseo Public Library District
Board of Trustees Meeting
September 12, 2011
The Board of Trustees of the Geneseo Public Library met in regular session in the Hammond Room of the Library on Monday, September 12, 2011. President Gary ZumMallen called the meeting to order at 6:32 p.m. Board members in attendance included Dr. Jan Dyke, Barbara Erdman, Mary Farrell, Darline Holland, Dave Johnson, Holly McAvoy and Gary ZumMallen. Also attending the meeting were Library Director Claire Crawford and Financial Reporter Jim Luikart.
Claire informed the Board that the Geneseo Public Library district received a check for $1,000 from the Lions Club. It is to be used for large-print books and also recorded books.
Barb made a motion to approve the minutes of the August 8, 2011 meeting. Darline seconded it, and the motion passed. The September 1, 2011 Executive Session minutes were corrected. Darline made a motion to accept the corrected minutes, Barb seconded it and the motion passed.
The Geneseo Public Library District now offers downloadable books and downloadable audio books. Please check the library website for more information. The site is http://geneseo.lib.il.us.
The new library has an address of 805 N. Chicago Street. The new library will be open on October 12, 13 and 14. The library will be open from 1:00 to 5:00 p.m. The staff will be there in the morning to organize the new library. The grand opening will be October 15 from 9:00 a.m. to 12:00 p.m. The library will continue to be open all day on Saturday. Holly made the motion that the library be open on half days on the 12, 13 and 14 of October. The open house would be from 9:00 am to 12:00 p.m. and the library would be open all day on Saturday. The Chamber would be here for the ribbon cutting. Mary seconded the motion and it passed.
(Please note that these dates have changed due to final construction projects.)
Jim Luikart from Miller Farm and Business presented the financial information and bills to be paid. Barb made a motion to approve the financial statement and pay the bills. Dave seconded it and the motion passed. In a roll call vote the bills were approved for payment by a unanimous vote.
Jim reported that the building fund was down to $251,000. Jim is working on the levy. We need the figures from our auditors. Claire will type a letter and have Gary sign it. Jim will bring the financial report in November. Mary brought up the fact that in addition to Jim, other personnel at Miller Farm and Business should be trained in how to compile the financial report. Someone should be able to provide the library with the report if Jim is not able to do so. Dave reported that two CDs were cashed in for the building fund. We will make sure everything is working and then we will pay final installment. Barb made a motion to approve the financial statement and pay the bills. Dave seconded it and the motion passed. The board approved this unanimously.
Gary informed us we had another pay application to the contractors for $156,066.39. Alan has identified it as pay application #11. Holly made a motion to pay Application #11 and Darline seconded it. Motion passed. The entire board voted yes in a roll call vote. The $12,663.74 bill from the architectural firm STR Partners states that 75% of the construction phase is completed. Holly made a motion we pay the bill and Darline seconded it. Motion passed. The entire board votes yes on a roll call vote. The attorney fees and escrow fees need to be approved. Dave made a motion to pay $400 to escrow and attorney fees. Barb seconded it. Motion passed. All board members voted yes in a roll call vote.
Stees Construction can tear down the historical shelving in the basement and set it up in the new library.
The Board discussed an extenuating circumstance and will extend sick time to an employee. It is not a precedent. This will be valid until June 2013. The entire board voted yes.
Gary presented an invoice for $13,000 for concrete. Darline made the motion to pay $13,000 for concrete work and Mary seconded it. There was a voice vote and all members voted yes. Additionally, the library will get an 8-month occupancy permit so will not have to pour the additional sidewalks until spring.
A donor sneak preview will be held as a thank you to donors. Those who have donated $1000 or more will be invited to come to the new building prior to open for a “behind the scenes” tour. We will have classical music playing for the donor preview and be serving cookies and punch. Counts of these donors are as follows:
$1,000 - $2,500 81 donors
$2,501 - $4,999 21 donors
$5,000 - $9,999 31 donors
$10,000 and over 50 donors
The board would also like tours for the grand opening as well as some entertainment. The D.J. will be in the Foundation Room and the balloon artist will be in the Children’s Room. Food will be in the Foundation Room. Gary will speak on Sunday, October 29, 2011.
Discussion was introduced on continuing with PC Cop. Holly felt that we don’t want to discontinue at this time so as not to go backwards with technology. The Board determined that they want to keep PC Cop.
We will try to acquire a TV with a projector so messages can be seen. It would be nice to have a projector linked to the ceiling. The Board will delay the purchase of security cameras. We will call Alan about covered thermostats.
At 9:10 p.m. the Board moved to Executive Session.
The Board came out of Executive Session. Darline made a motion to support the minimum bid discussed in Executive Session. Mary seconded it and the entire Board voted yes in a roll call vote. The opening of bids will be October 3, 2011 at Nash Nash Bean & Ford at 5:30 p.m.
With no further business before the Board, a motion to adjourn was made and seconded. The Board unanimously agreed to adjourn.
The next meeting will be on Monday, October 10, 2011 at 6:30 p.m. in the current library building.