FONDULAC DISTRICT LIBRARY

BOARD OF TRUSTEES

MINUTES OF THE REGULAR MEETING

June 30, 2008

 

 

            Members of the Fondulac District Library Board of Trustees met in regular session on Monday, June 30, 2008.  President Goff called the meeting to order at 6:08 p.m.

 

            On roll call the following members were present:  Mr. Goff, Mrs. Herring, Mr. Johnston and Mr. Lasswell.  Also present were Ms. Falasz-Peterson, Director and Mrs. Geier, Business Manager.  Mrs. Cole participated via telephone conferencing.  Randy Gibson from PSA Dewberry was also in attendance.  Mrs. Humphrey arrived at 6:15 p.m.

 

            M/S/P (Lasswell/Johnston) to accept the minutes of the June meeting of the Board of Trustees as well as the minutes of the June 16, 2008 executive session.

 

            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

05/19/08  Balance                                                                                             1,804.94

05/07/08  Analysis fee                                                                                         (121.35)

05/23/08  Deposit – Fines, fees, misc.                                                                 413.73

05/23/08  Aflac payment                                                                                    (344.76)

05/27/08  Transfer – Investment to checking                                                 23,000.00

05/29/08  Checks issued – Payroll                                                                 (23,725.83)

05/31/08  Interest 3066700474                                                                              14.62

06/06/08  Deposit – Fines, fees, misc.                                                              2,204.24

06/09/08  Transfer – Investment to checking                                                 24,000.00

06/12/08  Checks issued – Payroll                                                                 (22,964.81)

06/12/08  Checks issued – Utilities                                                                  (2,282.07)

06/12/08  Checks issued – Tumblebooks                                                            (698.00)

06/13/08  Deposit – Fines, fees, misc.                                                                 842.60

06/16/08  Check issued – Phone system                                                          (3,011.72)

06/16/08  Transfer – Investment to checking                                                   3,000.00

06/20/08  Deposit – Fines, fees, misc.                                                                 235.30

06/23/08  Transfer – Investment to checking                                                 29,500.00

06/26/08  Checks issued – Payroll                                                                 (23,099.18)

06/26/08  Checks issued – Life insurance                                                             (52.00)

06/26/08  Checks issued – Health insurance (BlueCross)                                (6,121.18)

06/26/08  Check issued – Mastercard                                                             (1,214.72)

06/27/08  Aflac payment                                                                                    (229.84)

06/27/08  Deposit – Fines, fees, misc.                                                                 256.40

06/27/08  Transfer – Investment to checking                                                 36,000.00

06/30/28  Checks issued – Bills                                                                     (36,101.08)

06/30/08  Balance                                                                                             1,305.29

 

GENERAL FUND SAVINGS

05/19/08  Balance                                                                                             3,512.42

05/31/08  Interest 3619307057                                                                                3.78

06/30/08  Balance                                                                                             3,516.20

 

GENERAL FUND INVESTMENTS

05/19/08  Balance                                                                                         403,385.58

05/27/08  Transfer – Investment to checking                                                (23,000.00)

05/31/08  Interest 7139120393                                                                            704.47

06/09/08  Transfer – Investment to checking                                                (24,000.00)

06/16/08  Transfer – Investment to checking                                                  (3,000.00)

06/23/08  Transfer – Investment to checking                                                (29,500.00)

06/27/08  Transfer – Investment to checking                                                (36,000.00)

06/27/08  Transfer – Investment to reserve fund                                       (267,128.00)

06/30/08  Balance                                                                                           21,462.05

 

WORKING CASH

05/19/08  Balance                                                                                         255,556.20

05/31/08  Interest 7139120401                                                                            429.87

06/30/08  Balance                                                                                         255,986.07

 

RESERVE FUND

05/19/08  Balance                                                                                      1,838,220.60

05/31/08  Interest 7139120419                                                                         3,092.12

06/30/08  Transfer – Investment to Reserve fund                                        267,128.00

06/30/08  Balance                                                                                      2,108,440.72

 

ENTERPRISE FUND

05/19/08  Balance                                                                                           35,500.37

05/23/08  Deposit – Rent                                                                                     450.00

05/31/08  Interest 6900342215                                                                                1.38

06/12/08  Check issued – Cilco                                                                             (21.23)

06/13/08  Deposit – Rent                                                                                     420.00

06/27/08  Deposit – Rent                                                                                     250.00

06/30/08  Check issued – Bill                                                                              (858.00)

06/30/08  Balance                                                                                           35,742.52

 

            Mrs. Hensley made one authorized transfer on May 27th from the investment fund to the checking account for $23,000.  Mrs. Geier made four authorized transfers from the investment account to the checking account.  The first on the 9th was for $24,000, the second on the 16th was for $3,000, the third on the 23rd was for $29,500 and the fourth on the 27th was for $36,000.  On June 27th Mrs. Geier also made a transfer from the investment fund to the reserve fund in the amount of $267,128.

 

            Ms. Falasz-Peterson reported on the rental property.  The tenant at 143 Everett Street, Apt. A, had her annual housing authority inspection.  There were a few deficiencies.  The water heater vent has to be repaired, the smoke alarm needed a battery, both of which have been fixed.  A window needs a lock and the front porch needs foundation repair and paint.  This apartment also has a leak in a pipe from the upstairs bathtub into the storage closet.  A plumber will be out later in the week to fix it. 

 

            Ms. Falasz-Peterson also reported that the library building has a leak in the window by the newspapers.  She will call Kreiling Roofing to repair the leak.

 

            Ms. Falasz-Peterson reported that the business plan that the board approved at the last meeting has been printed into a brochure as requested. 

 

            Mrs. Cole had asked at last month’s meeting if donations could be bundled before sending to ILSDO.  Ms. Falasz-Peterson spoke with Tina Hubert and was told they can’t be bundled. 

 

            M/S/P (Lasswell/Herring) to approve Prevailing Wage Ordinance #08-244.

 

            Ms. Falasz-Peterson explained the working budget for fiscal year 2008-09.  She reported that there are no major changes.  Our OCLC bill will be less this year as OCLC has restructured their billing, so that line has been adjusted as has the audit budget.  Mrs. Cole asked what insurances fall under the insurance line.  She was told that all insurance: building and worker’s comp.  M/S/P (Johnston/Herring) to approve the working budget for fiscal year 2008-09.

 

            M/S/P (Herring/Lasswell) to approve the transfer from the working cash fund to cover first quarter expenses if necessary.

 

            Ms. Falasz-Peterson reported on the fundraising workshop she attended in Effingham.  She stated that one of the exercises from the presenter was to have everyone think of the organizations they donate to and who they don’t and why.  Ms. Falasz-Peterson felt this was a very good exercise because of all the fundraising workshops she has attended; it’s the first one that has made her look at where she donates.  Mr. Goff stated that it would be good for the board to start thinking and writing down names of possible donors.  He stated that John Howard from the Alliance Library System will be invited to speak on fundraising at the next board meeting.  Mr. Goff also asked the board to use Ms. Falasz-Peterson as a central collection point for any kind of fundraising information they may see in the media, online or just hear about in the public.  Mr. Goff stated that he thinks the building committee will become a committee of the whole.

 

            Randy Gibson joined the meeting at 6:22 p.m.

 

            Ms. Falasz-Peterson reported that after the last board meeting she called Randy Gibson of PSA Dewberry to bring him up-to-date.  She also reported that shortly before this meeting she received a memo from the city of East Peoria which summarizes their understanding of the June 16th executive meeting.  Mr. Goff stated that one point from the memo that he didn’t expect was that “the library would cause the removal of the existing building.”  He wasn’t sure what the city meant by the word “cause.”  He wondered if the city meant the library would pay for the removal.  Mr. Goff also wondered about the phrase regarding the library having control of the interior design of the building.  Mrs. Herring feels the library can say that if the city has a color or a certain brick they are interested in, the board would be open to that, but the board isn’t interested in the city’s architect designing the exterior of the building.  Mr. Gibson suggested that the library have a memo to set the criteria on which the exterior of the building will be designed.  He feels that the library would want to be compatible and sensitive to the site, but not a clone of the other buildings.

 

            Mr. Goff pointed out that the board has not done a sense of the board resolution.  The city’s proposal has not been discussed openly at a board meeting until this meeting.  He feels that the board should resolve to be open-minded and participate to the extent that this proposal is doable.  Mr. Goff does feel that even though meetings with the city have been in the spirit of conceptually participating, it would be a good idea to start asking the hard questions. 

 

            Mr. Johnston asked that depending on the size of the property, could the library’s plan go back to a one story building.  Mr. Gibson stated that it probably could.  Mr. Gibson said in his experience, up to about 40,000 square feet is more efficient on one floor, above that, a second floor should be added.

 

            Mr. Goff informed Mr. Gibson that the city has promoted as a positive element for the library, a shared meeting space, to which the board agrees presuming it would be available to the library as needed.  Mr. Gibson strongly suggested getting that in writing.  Mrs. Herring feels that if the library does share meeting space with the city, the space should be in the library and the city would make a maintenance pledge or somehow support the building.  She also feels that all scheduling for any shared space should go through the library.  Mr. Lasswell stated that he came away from the June executive meeting with the feeling that the library was going to control the meeting space.  Ms. Falasz-Peterson stated that is what city administrator Tom Brimberry has expressed to her as well.  Mrs. Herring feels that this should be an official, long-term agreement that would be renewable by the library.  Mr. Gibson suggested that the library sit down with the city and come to a very specific understanding of what the city’s needs are regarding meeting space and what that impact would have on the number and types of meeting rooms the library would need.  If it appears that the city’s needs would make the library build more meeting space, then the city should have to pay for any additional space.  Mr. Gibson stated that sharing space would also affect how the space is designed. 

 

            Mr. Goff stated that the city has also commented on all the parking that will be provided for the library.  He questions if there will be some type of lifecycle costs, such as will the library pay a share of upkeep and how will that share be figured.  Mr. Gibson stated that this also brings up other questions, such as, who is responsible for maintaining the storm system and what is the liability if someone were to be injured in the parking lot. 

 

            Mr. Gibson stated that now is the time to negotiate, but once all the questions are answered, this collaboration could be a great thing. 

 

            Mr. Goff feels that perhaps it would be appropriate to ask the city for a proposal that is more detailed.  He stated that the library needs to make sure we don’t violate any standards.  Mr. Gibson asked who would build the new library.  The board replied that this is one of their questions.  Mrs. Herring feels the library should state that we would like the ability to put the construction of our plan out for bid and the board would make the decision for the library.  Mr. Goff stated that the library would ask whoever was developing other properties on the site bid on our project as well.  Mr. Gibson agreed with Mr. Goff and also stated that the library would still hold the contract to have the work done.  He stated that if the library didn’t hold the contract, we could lose all control over the project.

 

            Mr. Goff asked Mr. Gibson to alert his staff as to what is going on with the library’s project.  He asked Ms. Falasz-Peterson to contact Fred Schlipf and ask him what he thinks about this collaboration.  Mr. Goff stated that the board will continue to discuss this project and continue discussions with the mayor and Cullinan Properties.  Mr. Lasswell feels that the library should send a letter to the mayor with the board’s questions.  Ms. Falasz-Peterson asked the board how they would like her to proceed.  Mr. Goff stated that we send a letter stating that at this time the board has more questions than answers, but are proceeding in our deliberations regarding this opportunity.  He also asked her to mention that as we get more information from the city, it creates more questions for the library.  Mr. Lasswell suggested including in the letter that there will be specific questions following later in the month and that we do have some absolute requirements.  Mr. Gibson stated that the board should come up with a list of absolute requirements that must be met to not kill the deal.  Mr. Goff asked Ms. Falasz-Peterson to draft a letter for the mayor.

 

            Mrs. Cole asked how the board would go about formulating our list of deal breakers and the list of questions for clarification.  She also wondered if the board should include Mr. Gibson and Mr. Schlipf.  Mr. Goff feels that the board can come up with the questions, and then look to Mr. Gibson and then decide if we need to go back to the initial program with Mr. Schlipf.  Mrs. Cole asked how soon the board would begin to put a list of questions together.  Mr. Lasswell suggested that Ms. Falasz-Peterson start putting the list together and email it to the board.  The board can then respond to Ms. Falasz-Peterson, and she can then coordinate the list and send

the completed list to the board.  Mr. Lasswell feels that this should be done quickly.  Mr. Goff suggested having a special meeting in two weeks to discuss the list of questions.  A special meeting was set for July 16th at 6:00 p.m. 

 

            M/S/P (Lasswell/Herring) to go into Executive Session at 7:15 p.m.  On roll call all present voting yea.

 

            M/S/P (Herring/Lasswell) to exit executive session and return to regular session at 7:45 p.m.  On roll call all present voting yea.

 

            M/S/P (Lasswell/Herring) to approve the proposed salary increase for the director.  5 yeas, Mr. Johnston voted nay.  

           

            Mrs. Herring moved to adjourn at 7:47 p.m.