FONDULAC DISTRICT LIBRARY

BOARD OF TRUSTEES

MINUTES OF THE REGULAR MEETING

July 28, 2008

 

 

            Members of the Fondulac District Library Board of Trustees met in regular session on Monday, July 28, 2008.  President Goff called the meeting to order at 6:03 p.m.

 

            On roll call the following members were present:  Mr. Goff, Mr. Hale, Mrs. Herring, Mrs. Humphrey, Mr. Johnston and Mr. Lasswell.  Also present were Ms. Falasz-Peterson, Director and Mrs. Geier, Business Manager.  East Peoria Mayor Dave Mingus and John Howard from the Alliance Library System were also in attendance.  Mrs. Cole was absent.

 

            M/S/P (Hale/Lasswell) to accept the minutes of the June meeting of the Board of Trustees as well as the June executive session minutes and the July 16th special meeting minutes.

 

            In Mrs. Cole’s absence, Mr. Lasswell presented the bills for payment.

 

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

 

            Treasurer’s Report:

GENERAL FUND CHECKING

06/30/08  Balance                                                                                             1,305.29

06/14/08  Analysis charge                                                                                   (114.76)

06/30/08  Interest 3066700474                                                                              12.12

07/08/08  Transfer – Investment to checking                                                 27,000.00

07/10/08  Checks issued – Payroll                                                                 (23,227.14)

07/10/08  Checks issued – Utilities                                                                  (3,278.86)

07/10/08  IDES payment                                                                                     (486.23)

07/11/08  Deposit – Fines, fees, misc.                                                                 792.84

07/17/08  Deposit – Fines, fees, misc.                                                                 544.10

07/21/08  Transfer – Investment to checking                                                 25,000.00

07/23/08  Aflac payment                                                                                    (229.84)

07/24/08  Checks issued – Payroll                                                                 (23,990.86)

07/24/08  Checks issued – NCPERS Life Insurance                                               (64.00)

07/24/08  Check issued – Credit card                                                              (1,896.89)

07/25/08  Deposit – Fines, fees, misc.                                                                 367.33

07/28/08  Transfer – Investment to checking                                                 28,500.00

07/28/08  Checks issued – Bills                                                                     (28,854.70)

07/28/08  Balance                                                                                             1,378.40

 

GENERAL FUND SAVINGS

06/30/08  Balance                                                                                             3,516.20

06/30/08  Interest 3619307057                                                                                3.92

07/28/08  Balance                                                                                             3,520.12

 

GENERAL FUND INVESTMENT

06/30/08  Balance                                                                                           21,462.05

06/30/08  Interest 7139120393                                                                            580.65

07/02/08  Deposit – County taxes                                                                 525,919.20

07/08/08  Transfer – Investment to checking                                                (27,000.00)

07/08/08  Deposit – Replacement taxes                                                         19,928.16

07/21/08  Transfer – Investment to checking                                                (25,000.00)

07/25/08  Transfer – Investment to checking                                                (28,500.00)

07/28/08  Balance                                                                                         487,390.06

 

WORKING CASH FUND

06/30/08  Balance                                                                                         255,986.07

06/30/08  Interest 7139120401                                                                            429.85

07/28/08  Balance                                                                                         256,415.92

 

RESERVE FUND

06/30/08  Balance                                                                                      2,108,440.72

06/30/08  Interest 7139120419                                                                         3,107.01

07/28/08  Balance                                                                                      2,111,547.73

 

ENTERPRISE FUND

06/30/08  Balance                                                                                           35,742.52

06/30/08  Interest 6900342215                                                                                1.39

07/10/08  Check issued – Cilco                                                                             (26.11)

07/11/08  Deposit – Rent                                                                                     620.00

07/25/08  Deposit – Rent                                                                                     450.00

07/28/08  Checks issued – Bills                                                                           (495.51)

07/28/08  Balance                                                                                           36,292.29

 

            Mrs. Geier made three authorized transfers in July.  The first on the 8th was for $27,000, the second on the 21st was for $25,000 and the third on the 28th was for $28,500.  All transfers were from the investment account to the checking account.

 

            Ms. Falasz-Peterson reported that this month she included the August calendar of events in board packets.  She also reported that on August 6 & 7 members of the staff will be at East Peoria High School during registration to sign people up for library cards.

 

            Ms. Falasz-Peterson stated that the budget hearing in August will begin at 6:00 p.m., not 5:30 p.m. as stated in her written report to the board.

 

            The board discussed the city’s answers to the board’s questions with Mayor Mingus.  The mayor explained to the board that the plans for this new development are very “ground floor” and that the city really has no building program for city hall.    When asked about the library having an extra 30,000 square feet for future expansion, the mayor stated that at this time it would be difficult to designate that amount of land when also having to look at designations for parking and landscaping requirements.   Mr. Johnston stated that the current library is landlocked and he feels the purpose of the question was to not engineer a land lock for future boards at a new location.  The mayor feels that the building could be engineered so that wouldn’t happen.    He also stated that Cullinan Properties would have no problems working with the library’s architect. 

 

            Mr. Goff asked the mayor if he had an idea of when the building program for the city will start to come together.  The mayor replied that he felt that within the next couple of weeks as far as getting organized.  They are currently doing a space study for the new city building.   

 

            The mayor stated that the city and Cullinan Properties has a development meeting once a week to discuss the project and invited a board member to attend.  The meetings are usually on Wednesday mornings at 10:30 a.m. 

 

            After the mayor left, the board discussed the proposal again.  Mr. Lasswell stated that he would attend the city meetings.  Mr. Johnston stated that he feels a big plus to moving to the new location is that the library would only have to move one time.

 

            John Howard, Special Projects Coordinator at Alliance Library System spoke to the board about fundraising.   Ms. Falasz-Peterson handed out the fundraising schedule that the board approved in May. 

 

            Mr. Howard stated that one of the first steps in fundraising is identifying donors that are friendly to the library and involving them as partners in making the library better.  This type of fundraising is often called “friend raising.”  Mr. Howard feels that development based fundraising is very practical. 

 

            Mr. Howard stated that one of the attitudes that is needed for successful fundraising is to have an unshakable conviction in the value of the public library.  He also stated that fundraisers have to believe there are people that are willing to give and that even in bad times there is wealth in the community.  Fundraisers also have to be willing to step outside their comfort zones.

 

            When asked how to find who to ask for a donation, Mr. Howard replied that some research would need to be done.  He suggested getting a group of eight to ten volunteers and brainstorm names.  The key is to get the right people on the committee.   Mr. Howard stated that this committee should include one or two of board members.

 

            Mr. Goff asked Mr. Howard if he feels a professional fundraiser should be hired to run capital campaign.  Mr. Howard stated that he would definitely hire a professional for a capital campaign, but not for an annual appeal.  He also suggested a feasibility study and a community planning study if the board decided to pursue a capital campaign.

 

            Mrs. Herring reported on the capital development workshop she attended.  She stated that she learned to always ask for more than you think a give will be.  It was suggested that a pledge be spread over time, possibly five years.  Mrs. Herring stated that she could see hiring a fundraising consultant if the library ran a capital campaign.  There was discussion on how the library would pay for a fundraising consultant.

 

            Ms. Falasz-Peterson reported that one of the requirements for this year’s per capita grant is to review the Open Meeting Act and the Freedom of Information Act.  She stated that the library is in compliance with both policies and appropriate changes have been made as needed.  M/S/P (Herring/Hale) to approve the Open Meeting Act and Freedom of Information Act.

 

            Ms. Falasz-Peterson reported that the only change in the disaster plan is the meeting place for staff in case of fire.  M/S/P (Lasswell/Herring) to approve the Disaster Plan.

 

            M/S/P (Lasswell/Johnston) to accept the Building and Maintenance Levy #08-245.

 

            Mr. Goff appointed Mr. Lasswell and Mr. Johnston to the secretary’s minutes review committee.

 

            The board further discussed the questions that were submitted to the city.  Mr. Lasswell asked the board what they thought of the answers.  Mr. Goff stated that he was glad they were answered by the mayor and not Cullinan Properties.  He also stated that there was some “worry” words, i.e. the word all, in reference to the entire bid process would be put out by Cullinan Properties, as well as all architecture would be done by Cullinan Properties.    Mr. Lasswell stated that Cullinan Properties will find out that the library has different requirements that need to be met.  Mr. Hale asked if Cullinan Properties was going to charge the library fees for architecture.  Mrs. Herring thought that the only requirement Cullinan Properties is going to have for the library is what the outside will need to look like, which is the only thing she will accept.  Mr. Goff stated that the apportioning by square footage will also need to have a lot more discussion.  Mr. Lasswell stated that there would probably have to be some kind of intergovernmental agreement between the library and the city. 

 

            Mr. Lasswell stated that this item should be under new business on next month’s agenda as the board needs to make a motion to either accept or not accept that they are for the project, subject to agreements.  This way the city would know the library is behind the project.  Mr. Lasswell feels the board needs to move forward so they can get PSA-Dewberry

involved so Mr. Gibson can come up with the information needed so the board can decide on a referendum.  He also doesn’t want it to appear that the library is dragging its feet.  Mr. Goff stated that the city has given the library the opportunity for a contingent agreement.

 

            Mrs. Herring stated that she would possibly attend the meetings between the city and Cullinan Properties along with Mr. Lasswell.  Mr. Lasswell will contact Ms. Falasz-Peterson after the meeting to see if the board needs to have a special meeting.  Mr. Goff asked Mrs. Humphrey to sit on the finance committee.  She accepted.  The board set a tentative special meeting for Wednesday, August 13 at 6:00 p.m.

 

            Mr. Goff would like someone, by the next meeting, to come up with a reasonable action concerning the library continuing in the rental business.  He stated that Ms. Falasz-Peterson can handily assess the cost benefit/return on investment for being in the rental business. 

 

            Mr. Hale adjourned the meeting at 7:30 p.m.