FONDULAC DISTRICT LIBRARY

BOARD OF TRUSTEES

MINUTES OF THE REGULAR MEETING

July 30, 2007

 

 

            Members of the Fondulac District Library Board of Trustees met in regular session on Monday, July, 30, 2007.  President Herring called the meeting to order at 6:35 p.m.

 

            On roll call the following members were present:  Mrs. Cole, Mr. Goff, Mrs. Herring, Mrs. Humphrey and Mr. Johnston.  Also present were Ms. Falasz-Peterson, Director, Mrs. Hensley, Assistant Director and Mrs. Geier, Administrative Assistant.  Mr. Lasswell was absent.

 

            M/S/P (Johnston/Humphrey) to accept the minutes of the June meeting of the Board of Trustees as well as the July 16th special meeting.

 

            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

06/25/07  Balance                                                                                           23,307.46

06/28/07  Checks issued – Payroll                                                                 (21,868.42)

06/29/07  Deposit – fines, fees, misc.                                                                  282.56

06/30/07  Interest 3066700474                                                                                2.82

06/06/07  ACH Transfer fee                                                                                  (41.29)

07/10/07  Transfer – Investment to checking                                                  27000.00

07/11/07  Voided check #23871                                                                             80.00

07/120/7  Checks issued – Payroll                                                                 (22,853.61)

07/12/07  Checks issued – Utilities                                                                  (3,459.17)

07/12/07  Payment – IDES                                                                                  (581.55)

07/13/07  Deposit – Fines, fees, misc                                                                  745.37

07/20/07  Deposit – Fines, fees, misc                                                                  381.45

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

07/26/07  Checks issued – Payroll                                                                 (23,384.69)

07/26/07  Check issued – Credit card                                                              (1,158.70)

07/26/07  Checks issued – Humana (Mr. & Mrs. Smith)                                    (172.00)

07/26/07  Checks issued – NCPERS Group Life ins.                                              (52.00)

07/27/07  Deposit – Fines, fees, misc.                                                              1,207.95

07/30/07  Transfer – Working Cash to checking                                            27,000.00

07/30/07  Checks issued – Bills                                                                      (28,116.74)

07/30/07  Balance                                                                                             1,319.44

 

GENERAL FUND SAVINGS

06/25/07  Balance                                                                                             3,504.64

06/30/07  Interest 3619307057                                                                                  .46

07/30/07  Balance                                                                                             3,505.10

 

GENERAL FUND INVESTMENT

06/25/07  Balance                                                                                         304,956.77

06/28/07  Transfer – Investment to Reserve                                               (290,376.00)

06/30/07  Interest 7139120393                                                                         1,533.03

07/06/07  Deposit – Replacement taxes                                                         21,807.20

07/10/07  Transfer – Investment to checking                                                (27,000.00)

07/30/07  Balance                                                                                         208,159.14

 

WORKING CASH FUND

06/25/07  Balance                                                                                         262,632.11

06/25/07  Transfer – Working Cash to Reserve                                              (5,550.00)

06/30/07  Interest 7139120401                                                                         1,077.03

07/23/07  Transfer – Working Cash to checking                                           (23,000.00)

07/30/07  Transfer – Working Cash to checking                                           (27,000.00)

07/30/07  Balance                                                                                         208,159.14

 

RESERVE FUND

06/25/07  Balance                                                                                      1,470,853.61

06/25/07  Transfer – Working Cash to Reserve                                                5,550.00

06/28/07  Transfer – Investment to Reserve                                                290,376.00

06/30/07  Interest 7139120419                                                                         6,060.88

07/30/07  Balance                                                                                      1,772,840.49

 

ENTERPRISE FUND

06/25/07  Balance                                                                                           33,603.71

06/30/07  Interest 6900342215                                                                                6.06

07/12/07  Check issued – Cilco                                                                             (37.72)

07/13/07  Deposit – Rent                                                                                     250.00

07/13/07  Deposit – Rent                                                                                     620.00

07/20/07  Deposit – Rent                                                                                     200.00

07/27/07  Deposit – Rent                                                                                     250.00

07/30/07  Checks issued – Bills                                                                        (1,663.52)

07/30/07  Balance                                                                                           33,228.53

 

            Mrs. Geier made four authorized transfers.  The first, on June 28th, of $290,376 was from the investment account to the reserve fund.  The second transfer on July 10th was from the investment account to checking for $27,000.  The third on July 24th was for $23,000 and the fourth on the 30th was for $27,000.  The last two transfers were from the working cash fund to the checking account.

 

            Mr. Johnston was appointed secretary pro-tem for this meeting.

 

            Ms. Falasz-Peterson was happy to report that in the month of June we had 14,656 walk through our doors. 

 

            Mrs. Hensley reported that we had 547 participants in this year’s summer reading program.  The total number of books read during the program was 10,654.  There were 43 programs this summer with 527 people in attendance.

 

            Ms. Falasz-Peterson stated that since the state still doesn’t have a budget, she is not sure when we will hear about the two LSTA grants we submitted.  One grant is a safety training grant for staff and the other one was submitted by our Children’s Librarian Sue Elder as a first time LSTA grant writer.

 

            Ms. Falasz-Peterson included in the board packets an article from the August issue of the ILA Reporter on how to be a trustee in which Mrs. Herring is quoted.  Ms. Falasz-Peterson and Mrs. Hensley created general talking points about the library.  Ms. Falasz-Peterson stated that since board members are our biggest advocates, the fast facts document, along with contact information for representatives and senators would be helpful.

 

            The board discussed the board vacancy.  Mrs. Herring stated that three candidates have been interviewed for the position, the last being Justin Hale on July 16th.  She stated that those present at the July 16th meeting discussed the three candidates at length and are recommending that the board appoint Justin Hale.  Mrs. Herring did report that she was to call Mr. Hale to ask him the question that as a board member, would he be willing to stand together after a vote has been cast, even if he had disagreed.  But, she has been unable to contact him.   There was more discussion on the appointment.  M/S/P (Johnston/Cole) to extend an invitation to Justin Hale to become a Fondulac Public Library District board trustee.  Mrs. Herring stated that she will contact Mr. Hale, ask him the question and then offer him the position.  Mrs. Herring stated that she would contact the other two candidates as to the board’s decision. 

 

            Ms. Falasz-Peterson discussed the cost reduction options submitted by PSA Dewberry.  When Ms. Falasz-Peterson, Mrs. Hensley, Mrs. Herring and Mr. Goff met with Randy Gibson in May, he was asked to create a list of cost reduction suggestions that would not affect the structure or square footage of the building plan as presented.  The list that was received from PSA consisted of seven suggestions.  Ms. Falasz-Peterson feels that the total cost savings of $1,000,000 is a bit misleading as it assumes the board would choose options 4A and 4B, a flat roof.  However, based on past discussions, Ms. Falasz-Peterson felt that those were not options the board would be interested in.  Therefore, the cost savings would be approximately $744,000. 

 

            Mrs. Herring thought PSA would have suggested there would be some change for the exterior building material.  She feels we should ask PSA what kind of savings that would create.  Mr. Goff suggested some unit cost savings, i.e. ceiling tiles.  Mrs. Herring stated that she expected a little more considering the amount of time PSA had to work on this project.  Mr. Goff had some serious problems with the suggestion of changing to a flat roof.  He was shocked and alarmed that PSA would even make the suggestion.  Mr. Goff also suggested looking at items that can be gift based, i.e. planters, screened reading areas, etc.  He feels these items not be taken out of the total cost, but identified as targeted for gifts and fundraising so they don’t look quite so over the top.  Mrs. Herring would like to see a major donor do the whole children’s department.  Mr. Johnston mentioned that he has approached Kroger as possibly being a major donor to our building project. 

 

            Ms. Falasz-Peterson said that PSA stated that we would see the most substantial savings by cutting the square footage of the building.  This would take us to the schematic design phase and more architect fees will be incurred.  Mr. Goff feels that perhaps we didn’t get PSA’s best work.  Mr. Johnston is not happy with the suggestions that were presented to the board. 

 

            Ms. Falasz-Peterson reminded the board that the next election is six months away, on February 5, 2008.  There was discussion on if the board decides to be on the February ballot, should they consider a two part question: one for bonds and the other for operating.  Mrs. Herring feels that this is something each board member needs to think about before a decision is made.  Mrs. Herring would like to see a vote taken on whether the board stands to go forward with the building project with opportunities to make adjustments to the plans. 

M/S/P (Johnston/Goff) to carry forward with plans to build a new library with possible changes in the plans that would create cost reductions where possible.

 

            Mrs. Cole stated that she is uncomfortable with splitting the bond and operating costs.  She feels that it seems a little deceptive and feels we would have to be very clear.  She’s also not comfortable going back to the public so soon and asking for the same increase.  Mrs. Cole reminded the board that back in the building project phase, the board was told to dream big.  She stated that we did that, but perhaps now it’s time to admit the dream is too big and we should look at the plan again.  She was disappointed in the cost reduction list because she was hoping for a much larger savings.  Mr. Goff suggested that the board needs to go back to the building program, reevaluate the dream and look for possible cuts in the program that would save money.  He suggested the board make the statement that we are going to cut into some of the cost with fundraising.  Mrs. Cole stated that she does want to revisit the program and feels that the project as it stands is too expensive.  She stated that she is willing to commit as much time as she did on the last construction of the building project to looking at somehow reducing the cost of this building so we can go back to the voters and say we really took a hard look at the building and are now asking for less money.  She wants to be able to say that we aren’t going to keep pushing the same referendum until they say yes.  Mr. Goff stated that one thing he expects from professionals is fair knowledge of the market place with some ideas as to what other libraries have done after a failed referendum.  Mr. Goff stated that he didn’t feel it was ever the intention to go right back at voters with the same package.   Mrs. Herring agreed. 

            Mrs. Herring stated that the board needs to lay out who they would like to contact in the community and have a list of possible items in the building plan which people could donate to or sponsor.  She also feels the gifting should be made easy enough that it can be done over a period of time.   There was some discussion on holding a finance committee meeting.  Mrs. Herring appointed Mrs. Cole to the finance committee.  She feels that the board should be thinking of companies or individual people that may be prospective donors.  She suggested a request via email to the board to be thinking of donors and respond back to Ms. Falasz-Peterson who would compile a list to bring to the next board meeting.  If no one responds, then Mrs. Herring feels a special meeting may be in order.  Mrs. Herring feels it is very important to get started on this project.  Mr. Goff suggested possibly inviting Liz Livingston-Howard back to speak to the board.  He stated that he would go anywhere to ask for money, but would like some coaching on the proper things to say.  Mr. Goff stated that Ms. Falasz-Peterson did an excellent job with the meeting with PSA and that he expected more from PSA. 

 

            Ms. Falasz-Peterson reported that she has revised the Disaster Plan to meet the requirements of this year’s per capita grant.  She has updated the troubleshooting list, added a schedule of review, updated the supply list and has added a bomb threat call sheet.   

M/S/P (Johnston/Humphrey) to approve the Disaster Plan with updates.

 

            M/S/P (Johnston/Cole) to accept Building and Maintenance Levy Ordinance 07-241.

 

            Mr. Johnston reported on ALS news.

 

            Mrs. Herring appointed Mr. Johnston and Mrs. Cole to examine the secretary’s

minutes for fiscal year 2006-07.

 

            Mr. Johnston moved to adjourn at 8:04 p.m.