FONDULAC DISTRICT LIBRARY

BOARD OF TRUSTEES

MINUTES OF THE REGULAR MEETING

September 28, 2005

 

 

            Members of the Fondulac District Library Board of Trustees met in regular session on Wednesday, September 28, 2005.  Vice-President Herring called the meeting to order at 5:40 p.m.

 

            On roll call the following members were present: Mr. Brimberry, Mrs. Cole, Mrs. Herring, Mr. Johnston and Mr. Lasswell.  Also present were Ms. Falasz-Peterson, Director, Miss McKeever, Assistant Director and Mrs. Geier, Administrative Assistant.  Mr. Mingus was absent.  Brett Pudik from PSA-Dewberry was also in attendance.

 

            M/S/P (Brimberry/Lasswell) to accept the minutes of the August meeting of the Board of Trustees. 

 

            The library statistical report showed receipts of $3,653.90 for September.  There was an increase in circulation for August.

 

            The bills were presented for payment.

 

            M/S/P (Johnston/Cole) to accept the Treasurer’s Report and payment of bills subject to audit.

 

            Treasurer’s Report:

GENERAL FUND CHECKING

08/29/05  Balance                                                                                               1,650.75

08/31/05  Interest 3066700474                                                                                  3.39

09/02/05  Deposit – Fines, fees, misc.                                                                     606.24

09/06/05  Transfer – Investment to checking                                                      21,000.00

09/08/05  Checks issued – Payroll                                                                    (20,847.98)

09/08/05  Check issued – T-shirts                                                                         (272.80)

09/09/05  Deposit – Fines, fees, misc.                                                                     351.75

09/16/05  Deposit – Fines, fees, misc.                                                                     647.75

09/20/05  Transfer – Investment to checking                                                      19,000.00

09/22/05  Checks issued – Payroll                                                                    (20,560.04)

09/22/05  Check issued – A. Falasz-Peterson                                                        (195.34)

09/22/05  Check issued – T. Sloan                                                                        (267.00)

09/23/05  Deposit – Fines, fees, misc.                                                                     441.84

09/23/05  Deposit – AT&T erate                                                                         1,606.32

09/26/05  Transfer – Investment to checking                                                      52,500.00

09/28/05  Checks issued – Bills                                                                        (54,256.08)

09/28/05  Balance                                                                                               1,408.80

 

GENERAL FUND SAVINGS

08/29/05  Balance                                                                                               3,495.70

08/31/05  Interest 3619307057                                                                                    .28

09/28/05  Balance                                                                                               3,495.98

 

GENERAL FUND INVESTMENT

08/29/05  Balance                                                                                           373,570.40

08/31/05  Interest 7139120393                                                                           1,168.32

09/06/05  Transfer – Investment to checking                                                     (21,000.00)

09/20/05  Transfer – Investment to checking                                                     (19,000.00)

09/26/05  Transfer – Investment to checking                                                     (52,500.00)

09/28/05  Balance                                                                                           282,238.72

 

WORKING CASH FUND

08/29/05  Balance                                                                                           261,987.73

08/31/05  Interest 7139120401                                                                              735.11

09/28/05  Balance                                                                                           262,722.84

 

RESERVE FUND

08/29/05  Balance                                                                                        1,261,707.18

08/31/05  Interest 7139120419                                                                           3,563.86

09/28/05  Balance                                                                                        1,265,271.04

 

ENTERPRISE FUND

08/29/05  Balance                                                                                             23,447.51

08/31/05  Interest 6900342215                                                                                  5.27

09/02/05  Deposit – Rent                                                                                       620.00

09/28/05  Checks issued - Bills                                                                              176.97

09/28/05  Balance                                                                                             23,895.81

 

            Mrs. Geier made three authorized transfers this month.  The first on the 6^th was for $21,000, the second on the 19^th was for $19,000 and the third on the 28^th was for $52,500.  All transfers were from the Investment Account to the Checking Account.

 

            Brett Pudik from PSA-Dewberry presented a summary of the status of our building project.  He suggested meeting with the board in mid October.  At that time, they will have a better sense of the development of the exterior design of the building and the interior plans.  PSA also plans to bring a chipboard model, which will give a three dimensional feel of the new building.  The final model won’t be started until after the next meeting.  He went over each option that has been presented to Ms. Falasz-Peterson and the staff.   He reported that the survey work has been completed.   Ms. Falasz-Peterson reported that both Mrs. Herring and Fred Schlipf attended the last meeting with PSA, as well as all staff.  Mr. Pudik presented option 8 which has not yet been viewed by staff.  This option closes off the East Washington Street entrance and eliminates the atrium.  Mr. Brimberry asked if the latest suggestion was that the East Washington Street entrance be eliminated.  He was told it was, at which time he stated that he was willing to go with the recommendation to eliminate the entrance and move on.  Mrs. Cole asked if the debate was that the architects liked the additional entrance, but the librarians had some concerns.  Mr. Pudik stated it was and that as an architect, he feels it’s important to have an entrance on East Washington Street, but the staff are uncomfortable with an entrance that can’t be observed from the circulation area.  Mrs. Herring commented that she believes that if there is an entrance at that location, there will have to be security cameras.  She agreed that there should be some kind of “welcome” there, but she’s not convinced it should be an open door.  Mr. Brimberry agreed.  Ms. Falasz-Peterson pointed out that the current library entrance is in the same location as the entrance on the building plan, so it shouldn’t be too confusing to customers.  Mr. Lasswell mentioned that even though there won’t be an entrance, there will still be an area that is unobserved.  Mrs. Herring agreed, but stated that people won’t be able to enter from the street.  Mr. Johnston’s concern with a door opening onto East Washington Street would be children getting away from a parent and running out that door.  Mr. Pudik went on to describe the other features of the plan.  There was some discussion on an atrium in the middle of the building.  Ms. Falasz-Peterson explained to the board that after visiting other libraries and talking to other directors she feels that the space could be better utilized as actual square footage.  According to her research atriums can be very difficult to heat and cool, causing very high electric and gas bills and noise problems.  Mr. Johnston asked if Option 8 is what Ms. Falasz-Peterson is leaning toward, she replied it was.  Mr. Pudik presented two options for the outside of the building and there was some discussion.  He said that PSA will work more on the exterior of the building once the interior is decided.  The board  liked the slope roof option.  They felt that the look of a flat roof is too close to the current building.  The board will discuss the different options and Ms. Falasz-Peterson will call Mr. Pudik with their decision.

 

            Mr. Mingus arrived at 7:05 p.m.  Mrs. Herring turned the meeting over to Mr. Mingus at 7:20 p.m. at which time the board took a short break.

 

            Mr. Mingus called the meeting back to order at 7:30 p.m.                                 

 

            Ms. Falasz-Peterson reported that she and Miss McKeever have met with Commissioners Fogelmark & Lyons.  They took Mr. Fogelmark to lunch and then both he and Mr. Lyons toured our facility.  Mayor Dobbelaire stopped by later in the week for a tour.  They felt it was important that our local politicians know who they are, so Ms. Falasz-Peterson sent them all a letter in August.  They will also be lunching with Representative Mike Smith.  They will also give him a tour.   Ms. Falasz-Peterson was  interviewed by the Peoria Journal Star.  The article will run in the September 29^th issue.  Both Ms. Falasz-Peterson and Miss McKeever have been invited to appear on Mr. Fogelmark’s television program.  They will tape their segment on October 10^th.  She will let everyone know when it will air. 

 

            She also reported that we did not receive this year’s Weed and Feed Grant.  The state had funds for 170 grants and received over 500 applications.

 

            The board received a copy of the MD&A letter for the audit.  Ms. Falasz-Peterson based it on what Mrs. Dewey wrote last year.  The auditor needs this letter by October 3^rd to meet our October 20^th deadline.  The board feels that this letter is fine to send to the auditor and if they come back with major changes, they are to be told that this is our letter.

 

            Ms. Falasz-Peterson pursued financial planners as requested.  She has talked with some of the local directors.  She found that Peoria Heights used First Midstate Financial after they passed a referendum.  She passed out a letter from Kevin Heid, Vice President of this company.  She also talked with Rose Chenoweth, an ALS consultant, and Rose stated that it is a state law in Indiana that you must have a financial planner, but didn’t know of any such law in Illinois.  She stated it is a board decision whether or not to pursue this issue.  On their library tours, both she and Miss McKeever inquired, and none of them used financial planners.  They did some fundraising but nothing in large sums.  Fred Schlipf has not worked with financial planners.  Ms. Falasz-Peterson asked if the board wanted her to continue looking into this issue.  Mrs. Cole still questions how we would finance a new building and how we would know what to do.  She also wonders how the other libraries knew what to do if they didn’t use a financial planner.  Mrs. Cole expressed concern whether the information given to them at this meeting is going to help the board with ideas on how to proceed from this point.  Ms. Falasz-Peterson stated that she believes that we will not be able to raise a large sum of money by fundraising.  She feels that at some point the library would have to try for a referendum.  Then, the decision would need to be made as to the kind of referendum the board would pursue, a permanent tax increase or the purchase of bonds.  There was much discussion.  Mr. Brimberry stated that the city has used financial planners in the past, but it’s when they are much further into their project, and the means of financing has already been identified.  Mr. Lasswell mentioned that the board wants to keep in mind that if a new building is built, there needs to be money to keep it running.  Mrs. Herring also pointed out that there is a good chance that staff will need to be increased, as research shows that circulation can double with a new building.  Mr. Mingus suggested that possibly the board find a date where they can sit down together and discuss funding options.  Mr. Brimberry suggested that we not pursue a financial planner at this time but possibly create a committee of people, i.e. Phil Lenzini, board or staff, to come back with a plan for financing the building project.  Mr. Lasswell wondered if it would be advisable to create a finance committee, and they could get input from people outside the board.  Mr. Mingus stated that people in the community should be involved.  Mrs. Cole suggested that we start with people that were on the Long Range Plan committee.  The board established a finance committee of Mr. Johnston and Mr. Brimberry.  It was brought to the board’s attention that they needed to appoint a chair to this committee at which time Mr. Johnston appointed himself chair.  Mrs. Cole asked if anyone other than herself was concerned that Mr. Johnston appointed himself chair.  She asked if he had any ideas, to which he replied he was not yet willing to share them at this time.  Mr. Brimberry stated that he has no problem with Mr. Johnston being the chair as he is the treasurer, but he does have issues with his not disclosing his ideas.  He feels that if Mr. Johnston has some ideas, they should be shared with the board.  Again, Mr. Johnston stated that he was not ready to share them and would when he was ready.  Mr. Mingus suggested having a third person on this committee and Mr. Brimberry agreed.  Mrs. Herring volunteered to serve on this committee.  Mrs. Cole thought there should be an election for the chair position, at which point Mr. Johnston withdrew his name from the committee.  At this time, Mr. Mingus appointed Mr. Brimberry and Mrs. Herring co-chairs of the finance committee.

 

            The proposed holiday closing schedule was discussed.  Mr. Brimberry reported that the committee conversed via email.  They questioned the holidays that were being proposed that were Mondays when schools would be closed.  They feel the library should be open on days the schools are out of session.  He then met with Ms. Falasz-Peterson to discuss the committee’s findings.  During this meeting, Ms. Falasz-Peterson expressed that the staff would really like to have President’s Day in February and as a compromise would be open on Columbus Day & Veteran’s Day.  The committee was proposing that the building be closed Easter weekend, Thanksgiving weekend and Saturday, December 30^th for New Year’s.  Mrs. Herring questioned being closed on Easter weekend since it is a religious holiday and can cause problems in some communities.  Mrs. Cole reminded the board that last year when the committee met, two staff members attended the meeting and informed them that staff felt that business is slow over the major holidays.  Therefore, the committee thought closing more days at those times would give the staff time off without really taking any days from them.  Mrs. Herring did agree that President’s Day is a good day to be open since the schools are out, but there is both Lincoln’s and Washington’s birthdays that could be considered.  Ms. Falasz-Peterson pointed out that the Easter weekend next year falls on the final two days of tax season.  She wondered if there was the possibility of trading that weekend for either President’s Day or Columbus Day.  She feels being closed the last two days of tax season would be a PR nightmare.  It was suggested and agreed that the library be closed on Lincoln’s Birthday, February 13^th and open on President’s Day, as well as being open on Easter weekend.  M/S/P (Lasswell/Herring) to approve the revised holiday closing dates.

 

            Ms. Falasz-Peterson reported that she has been preparing our annual per capita grant and she had to write narratives on two chapters from Serving Our Public.  She handed out the chapters: chapter 2, Governance & Administration.  She is happy to report that we meet the core standards.  Chapter 9 is on Facilities.  This year she was able to go more in depth about where we are in our building project.  We also meet the core standards for this chapter.

 

            The flow chart of our progress with the building project was discussed.  PSA would like to have a special meeting in mid October to discuss in greater detail whichever option the board chooses as well as what the exterior of the building will look like.  After this meeting, they would go back to the drawing board and have a final plan a few weeks later.  The next step after the final approval on the building design is the creation of the actual model.  That will take approximately a month to construct.  Ms. Falasz-Peterson  asked the board if they preferred option 7 with an atrium or option 8 that excludes the atrium.  Mr. Brimberry defers to staff as to what is best.  He knows that atriums are expensive space to build so he would tend not to be in favor of one, except for the statement they make.  The board chose option 8.  Ms. Falasz-Peterson asked the board if a meeting in mid-October would be feasible.  Mr. Brimberry stated he thought a meeting would be fine, but saw no reason to fast-track this project.  Ms. Falasz-Peterson will talk to Mr. Pudik regarding meeting on October 17^th and email the board with a final date and time.

 

            There was discussion on the board vacancy.  Mr. Lasswell talked with a couple of people, but they were not interested.  The person Mrs. Cole was going to talk with is no longer an East Peoria resident.  Mr. Mingus still has a couple of people he would like to speak with, but hasn’t had a chance to contact.  Mrs. Herring looked into speaking with a banker she knows, but they are also not a resident.  There are still two names on the table.  The board will discuss this matter again at the next regular board meeting.

 

            M/S/P (Lasswell/Cole) to approve Levy Ordinance 05-233.

 

            M/S/P (Lasswell/Cole) to approve the transfer of Working Cash overage in the amount of $5,624.

 

            There was discussion on the credit card policy.  It is based on the City of East Peoria’s policy.  Currently the cards are kept in the safe in Mrs. Geier’s office. 

M/S/P (Brimberry/Lasswell) to approve the credit card policy as presented.

 

The meeting was adjourned at 8:40 p.m.