FONDULAC DISTRICT LIBRARY

BOARD OF TRUSTEES

MINUTES OF THE REGULAR MEETING

August 27, 2007

 

 

            President Herring called the Budget and Appropriation Hearing to order at 6:15 p.m.  Members present were: Mrs. Cole, Mrs. Herring, Mrs. Humphrey, Mr. Johnston and Mr. Lasswell.  Also present were Ms. Falasz-Peterson, Director, Mrs. Hensley, Assistant Director and Mrs. Geier, Business Manager.  Incoming board member Justin Hale was also in attendance.  Mr. Goff was absent.  There was some discussion on the budget.  Mrs. Herring closed the Budget and Appropriation meeting at 6:30 p.m.

 

            Members of the Fondulac District Library Board of Trustees met in regular session on Monday, August 27, 2007.  President Herring called the meeting to order at 6:30 p.m.

 

            On roll call the following members were present:  Mrs. Cole, Mrs. Herring, Mrs. Humphrey, Mr. Johnston and Mr. Lasswell.  Also present were Ms. Falasz-Peterson, Director, Mrs. Hensley, Assistant Director and Mrs. Geier, Business Manager.  Incoming board member Justin Hale was also in attendance.

 

            M/S/P (Johnston/Humphrey) to accept the minutes of the July meeting of the Board of Trustees.

 

            The bills were presented for payment.

 

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

 

            Treasurer’s Report:

GENERAL FUND CHECKING

07/30/07  Balance                                                                                             1,316.62

07/10/07  ACH Transfer fee                                                                                  (41.42)

07/31/07  Interest 3066700474                                                                                5.03

08/03/07  Deposit – Fines, fees, misc.                                                                 299.56

08/06/07  Transfer – Working Cash to Checking                                            26,000.00

08/09/07  Checks issued – Payroll                                                                 (23,322.89)

08/09/07  Checks issued – Utilities                                                                  (2,872.86

08/10/07  Never cleared check                                                                            180.00

08/17/07  Deposit – Fines, fees, misc.                                                                 286.50

08/20/07  Transfer – Working Cash to Checking                                            23,000.00

08/23/07  Checks issued – Payroll                                                                 (23,326.67)

08/23/07  Check issued – AT&T                                                                          (355.75)

08/23/07  Checks issued – NCPERS Group Life Ins.                                              (52.00)

08/24/07  Deposit – Fines, fees, misc.                                                                 444.60

08/27/07  Transfer – Working Cash to Checking                                            16,500.00

08/27/07  Checks issued – Bills                                                                      (16,563.07)

08/27/07  Balance                                                                                             1,497.65

 

GENERAL FUND SAVINGS

07/30/07  Balance                                                                                             3,504.64

07/31/07  Interest 3619307057                                                                                  .42

08/27/07  Balance                                                                                             3,505.06

 

GENERAL FUND INVESTMENTS

07/30/07  Balance                                                                                             9,387.87

07/31/07  Interest 7139120393                                                                            459.31

08/07/07  Deposit – Replacement Tax                                                             9,618.63

08/27/07  Balance                                                                                           19,465.91

 

WORKING CASH FUND

07/30/07  Balance                                                                                         207,082.11

07/31/07  Interest 7139120401                                                                         1,077.22

08/07/07  Transfer – Working Cash to Checking                                           (26,000.00)

08/20/07  Transfer – Working Cash to Checking                                           (23,000.00)

08/27/07  Transfer – Working Cash to Checking                                           (16,500.00)

08/27/07  Balance                                                                                         142,659.33

 

RESERVE FUND

07/30/07  Balance                                                                                      1,766,779.61

07/31/07  Interest 7139120419                                                                         7,233.75

08/27/07  Balance                                                                                      1,774,013.36

 

ENTERPRISE FUND

07/30/07  Balance                                                                                           33,222.47

07/31/07  Interest 6900342215                                                                                6.78

08/03/07  Deposit – Rent                                                                                     420.00

08/09/07  Check issued – Cilco                                                                             (37.34)

08/24/07  Deposit – Rent                                                                                     450.00

08/27/07  Check issued – Bill (taxes)                                                               (1,535.84)

08/27/07  Balance                                                                                           32,526.07

 

 

            Mrs. Geier made three authorized transfers in August.  All transfers were from the working cash fund to the checking account.  The first transfer on the 8th was for $26,000, the second on the 20th for $23,000 and the last on the 27th for $16,500.

 

            Mrs. Herring seated Justin Hale as the newest board member.

 

            Ms. Falasz-Peterson reported that the lighting work through the Illinois Clean Energy Foundation grant has been completed.  She reported on the upgrade to our circulation and catalog system which will be rolled out in December.  Mrs. Cole asked if the new system will affect patrons and if so what the plan is for training them.  Ms. Falasz-Peterson reported that there will be training sessions for the public, but there are still details to be worked out.  Mr. Lasswell asked about possibly taping a training session for the new system to show on Channel 22.  Ms. Falasz-Peterson will speak with Alliance Library System about this idea.

 

            There was some discussion on the board and officers job descriptions.  Ms. Falasz-Peterson felt that with two new board members, this would be an opportune time to create this document.  Mrs. Herring felt this was a wonderful idea and will be helpful.

 

            Ms. Falasz-Peterson handed out the ILA program.  She asked that if anyone was interested to please let her know and she will make sure they are registered.  Mr. Johnston and Mrs. Herring both expressed interest in being registered.  Mr. Goff had already expressed interest in attending.

 

            Mrs. Herring discussed the next step of the building project.  She reminded the board that at last month’s meeting there was discussion on whether or not to place another building project question on the February ballot.  She felt that it would be more appropriate to take a look at the building plan to see if there was anything that could be done to significantly reduce size and costs.  Mrs. Herring feels that it is very important to re-engage Fred Schlipf to first work with the staff first on reductions to the plan with suggestions on what might be appropriate to cut back.  After his meeting with staff the board would have a chance for input.  She also feels there is no way the board can be ready for a referendum by February.  Mrs. Herring does believe that the board is in agreement that the current building is not adequate and we really do need more space.

 

             Ms. Falasz-Peterson stated that when the board originally hired Mr. Schlipf there was no contract.  However, there was a set dollar amount not to exceed.  Ms. Falasz-Peterson asked the board if they wanted her to contact Phil Lenzini to draft a contract with Mr. Schlipf or if they wanted to rehire him for a specific amount of money.  The board did not feel a contract or set dollar amount was necessary.  Ms. Falasz-Peterson will contact Mr. Schlipf to arrange a meeting.

 

            As requested at the last meeting Ms. Falasz-Peterson contacted Liz Livingston-Howard, the fundraiser that spoke to the board in January and February.  Ms. Falasz-Peterson sent Ms. Livingston-Howard the fundraising timeline that Mrs. Hensley developed.  Ms. Livingston-Howard felt that it looked reasonable.  She did indicate that planning is the biggest piece of the fundraising puzzle and that the board should take their time.  Once a plan is in place, then the pieces will fall in place.  Ms. Livingston-Howard stressed that fundraising is not something that can be done quickly; it takes a long time and a lot of work.  Mrs. Herring feels that it is the responsibility of the board to begin coming up with names of people in the community that may be willing to participate in committees and can identify major gift givers.  She feels we need members of the board, partnered with citizens, to approach companies, unions and small businesses to get fundraising started on a basic level.  She feels we can show what the library has done towards fundraising and lowering costs and then begin generic fundraising with the public. 

 

Mr. Lasswell and Mr. Hale agreed that the public was not informed enough about our project in April.  Mr. Johnston feels that the board needs to come back to the public with a new package with square footage that works for the community.  He stated that he is not happy with what PSA has done for us since the referendum.  Mrs. Herring stated that she feels it is our obligation to change the building plan and that PSA’s building was in response to our plan.  Mrs. Herring stated that the city does know that the library has a need and the library is still on their radar.  Mrs. Herring and Ms. Falasz-Peterson will be out there working with the local politicians to possibly get some suggestions.  Mrs. Herring feels that if we can get local officials to come up with some track for us to follow and one they are willing to support in some way, we have a better chance. 

             

            Mr. Hale asked what the library has done so far in the way of fundraising.  Mrs. Cole replied that no fundraising had been done at this point.  Ms. Falasz-Peterson feels that it would be a good idea to begin talking about committees and who on the board would like to be on a fundraising committee.  Mrs. Herring would like to see the ability for people to pledge over a period of time.  Mrs. Herring thinks the building plan needs to come before the fundraising so when we are asking for money, we have a picture of what we are raising money for.  Mr. Lasswell stated that he would like to see the initial planning stages of fundraising to go on while working with Mr. Schlipf on a new plan.  He feels we need to have a foundation, so if someone does give money, we have a place to put it. 

 

            Ms. Falasz-Peterson explained that a key component of a foundation is finding people in the community that are willing to sit on a foundation board and will be legally responsible for the foundation.  Mr. Hale asked if the board of a foundation could block the distribution of funds.  Ms. Falasz-Peterson replied that they could.  Mrs. Herring feels that in the understanding of their by-laws it should state that the purpose of the foundation is to raise money to fund a new building.  Mr. Hale asked if there were any other options besides setting up our own foundation.  Mrs. Herring replied that there is a foundation through ILSDO.  Ms. Falasz-Peterson will get more information on the ILSDO foundation by the next meeting. 

 

            Mrs. Herring appointed Mr. Goff as chair of the fundraising committee.

 

           

            M/S/P (Lasswell/Johnston) to accept the changes in the reciprocal card borrowing policy.

 

            M/S/P (Hale/Humphrey) to approve the Budget and Appropriation Ordinance #07-242.

 

            Mr. Johnston reported on ALS news. 

 

            Meeting adjourned at 7:27 p.m.