FONDULAC DISTRICT LIBRARY

BOARD OF TRUSTEES

MINUTES OF THE ANNUAL/REORGANIZATIONAL MEETING

May 19, 2008

 

 

            Members of the Fondulac District Library Board of Trustees met on Monday, May 19, 2008.  Vice President Goff called the meeting to order at 6:05 p.m. 

 

            On roll call the following members were present:  Mr. Goff, Mr. Hale, Mrs. Humphrey and Mr. Lasswell.  Mrs. Cole attended via telephone conferencing.  Also present were: Ms. Falasz-Peterson, Director, Mrs. Hensley, Assistant Director and Mrs. Geier, Business Manager.  Mr. Johnston arrived at 6:10 p.m.  Mrs. Herring was absent.

 

            M/S/P (Lasswell/Hale) to accept the minutes of the April meeting of the Board of Trustees, as well as the April executive session minutes.

 

            The bills were presented for payment.

 

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

 

            Treasurer’s Report:

GENERAL FUND CHECKING

04/28/08  Balance                                                                                             1,531.40

04/14/08  Analysis Charge                                                                                  (115.10)

04/29/08  Transfer – Investment to checking                                                 23,000.00

04/30/08  Interest 3066700474                                                                              12.59

05/01/08  Checks issued – Payroll                                                                 (23,429.27)

05/02/08  Deposit – Fines, fees, misc.                                                              1,195.25

05/09/08  Deposit – Fines, fees, misc.                                                                 690.35

05/12/08  Transfer – Investment to checking                                                 24,000.00

05/15/08  Checks issued – Payroll                                                                 (23,349.56)

05/15/08  Checks issued – Utilities                                                                  (2,183.14)

05/15/08  Check issued – E.P. Police Department                                                (50.00)

05/15/08  Checks issued – NCPERS Group Life Ins.                                              (52.00)

05/15/08  Deposit – Fines, fees, misc.                                                                 543.60

05/19/08  Transfer – Investment to checking                                                 24,000.00

05/19/08  Checks issued – Bills                                                                      (23,989.18)

05/19/08  Balance                                                                                             1,804.94

 

 

 

 

GENERAL FUND SAVINGS

04/28/08  Balance                                                                                             3,509.37

04/30/08  Interest 3619307057                                                                                3.05

05/19/08  Balance                                                                                             3,512.42

 

GENERAL FUND INVESTMENT

04/28/08  Balance                                                                                         448,684.68

04/29/08  Transfer – Investment to checking                                                (23,000.00)

04/30/08  Interest 7139120393                                                                            810.33

05/07/08  Deposit – Replacement tax                                                            24,890.57

05/12/08  Transfer – Investment to checking                                                (24,000.00)

05/19/08  Transfer – Investment to checking                                                (24,000.00)

05/19/08  Balance                                                                                         403,385.58

 

WORKING CASH FUND

04/28/08  Balance                                                                                         255,122.08

04/30/08  Interest 7139120401                                                                            434.12

05/19/08  Balance                                                                                         255,556.20

 

RESERVE FUND

04/28/08  Balance                                                                                      1,835,097.93

04/30/08  Interest 7139120419                                                                         3,122.67

05/19/08  Balance                                                                                      1,838,220.60

 

ENTERPRISE FUND

04/28/08  Balance                                                                                           36,959.27

04/30/08  Interest 6900342215                                                                                1.37

05/02/08  Deposit – Rent                                                                                     670.00

05/15/08  Check issued – Cilco                                                                             (27.04)

05/19/08  Checks issued – Bills                                                                        (2,103.23)

05/19/08  Balance                                                                                           35,500.37

 

            Mrs. Geier made three authorized transfers.  The first on April 29th was for $23,000, the second on May 13th was for $24,000 and the third on the 19th was for $24,000.  All transfers were from the investment account to the checking account.

 

            Ms. Falasz-Peterson reported that Pat Riley from Regions Banks has contacted her about removing the ATM machine in June.  Our attorney, Phil Lenzini, has looked over the lease we signed in 1989 and thinks that Regions Bank needs to return the area to asphalt.  Mr. Riley thinks they just need to change it back to a drive-up teller.  After some discussion, the board would like Ms. Falasz-Peterson to ask Mr. Riley to brick up the opening when the ATM is removed.

 

            Ms. Falasz-Peterson reported that Unit Step will be replacing the steps at 143 Everett Street, Apt. A. in the next few weeks.

 

            Again this year, Marilyn Gay and friends have planted flowers on library property.  Ms. Falasz-Peterson has contacted Doug McCarty in an attempt to get the mowing done on a schedule.

 

            Mrs. Hensley reported that the summer reading program will begin on June 2nd.  This year’s theme is Get in the Game, Read.  Sue Elder and Sharon Crawford have done a great job in getting some interesting programs and activities for this summer.  The library will be partnering with the Fon Du Lac Park District on Wednesday afternoons for brown bag-its as well as a couple of other programs.

 

            The board reviewed Chapter IX of Serving Our Public, Facilities – Implications of Technology on Designing/Remodeling a Building as part of the per capita grant requirements.  All topics in this chapter have been addressed in the library’s building program.

 

            Ms. Falasz-Peterson reported that she and Mrs. Hensley attended a fundraising workshop at ALS.  The workshop was presented by John Howard, an employee of ALS, who in the past has worked as a professional fundraiser.  Ms. Falasz-Peterson is trying to get on Mr. Howard’s schedule to speak to the board at the next board meeting. 

 

            M/S/P (Lasswell/Johnston) to adjourn sine die at 6:20 p.m.  On roll call all present voting yea.

 

            M/S/P (Hale/Humphrey) to appoint Mr. Goff President Pro-Tem.

 

            There were no new members to seat at this meeting.

 

            Mr. Hale nominated Mr. Goff for the office of President.  Mrs. Cole seconded the nomination.  M/S/P (Lasswell/Johnston) to close nominations.

           

            M/S/P (Johnston/Lasswell) to turn the meeting over to President Goff.

 

            Mr. Lasswell nominated Mr. Hale for the office of Vice President.  Mrs. Cole seconded the nomination.  All present voting yea.

 

            Mr. Johnston nominated Mrs. Cole for the office of Treasurer.  Mr. Lasswell seconded the nomination.  All present voting yea.

 

            Mrs. Cole nominated Mr. Lasswell for the office of Secretary.  Mrs. Humphrey seconded the nomination.  All present voting yea.

 

            M/S/P (Lasswell/Hale) to return to regular session at 6:25 p.m.  On roll call all present voting yea.

 

            There was discussion on fundraising.  Mr. Goff feels that it has been the sense of this board that everyone, staff and board, will be tasked to participate at a heightened level in fundraising and in doing so the library should anticipate certain training investments.  He feels the questions that need to be addressed are what have been budgeted for training and what the appropriate way of training is. 

           

            Mr. Goff stated that Ms. Falasz-Peterson was asked about the appropriateness of going to a fundraising meeting in Effingham the night before.  By going the night before, she will be able to meet with the library director, who has offered us her fundraising database.  Mr. Goff opened the idea to discussion by the board.  Mr. Johnston thinks that we need to be careful of how money is spent when talking about fundraising.  He feels it would be duplicating efforts to have one person go to the meeting the night before and one person go the morning of the meeting, instead of being mindful of the cost of gas.  Mr. Johnston’s concern is that the library needs to be able to either defend that type of action or change the action so when you’re asking people to give money, it matches the fundraising and not the fund spending aspect. 

 

            Mr. Hale questioned if the board is being asked to approve the cost of the hotel.  Mr. Hale feels that the library can pay the cost of the hotel.  Mr. Lasswell feels that Effingham is a long trip and has no problem with Ms. Falasz-Peterson spending the night.  Mr. Hale asked what the history has been on attending out of town meetings.  Ms. Falasz-Peterson responded that the library has covered mileage and expenses.  She reported that the cost of the whole seminar, including Mr. Johnston driving to Effingham the day of the meeting would be approximately $425.  Ms. Falasz-Peterson stated that there is money in the budget for development that is used for these purposes.  Mr. Goff stated that as the library gets more into fundraising, there should be open dialog before each opportunity.  Mr. Hale asked Mr. Goff if he wanted a motion approving this expenditure.  Mr. Goff stated that he didn’t think so, that this was just a point of discussion and that it is within the director’s discretionary spending to make this decision.

           

            M/S/P (Lasswell/Hale) to approve the transfer the general fund balance to capital reserve on June 30, 2008.

 

            Ms. Falasz-Peterson explained the new business plan that the board and staff has been working on since January.  She reported that with the help of Kitty Pope, the director of ALS, this document has been created to guide the library for the next three years.  We would like to see an increase in circulation and action on a new building.  Mr. Goff asked if this was an internal document or could it be available to the public.  Ms. Falasz-Peterson commented that it can certainly be made into a pamphlet to be handed out to the public.  M/S/P (Lasswell/Johnston) to approve the business plan.

There was discussion on hiring Clifton, Gunderson to perform this year’s audit.  Mrs. Cole feels that we would be hard pressed to find another auditor at this late date.  She also reported that we have been happy with their service.  Ms. Falasz-Peterson reported that they have met all of our deadlines.  This year there are new standards that will require the auditors to spend more time at the library, therefore, the cost has increased.

M/S/P (Cole/Hale) to accept Clifton, Gunderson as the library’s auditors.

 

            There was discussion on the fundraising schedule.  Mr. Goff stated that there is a lot of work and it is an aggressive schedule.  Mr. Hale asked about the status of the fundraising pamphlet that was being created.  Ms. Falasz-Peterson responded that it is still in draft form.  She reported that it hadn’t been implemented yet as there has not been anything concrete that the library is fundraising for.  Mr. Hale inquired if there was a box on the pamphlet to check if someone wanted to donate to the building fund.  He also asked what would be done with any donated money, would it be sent to ILSDO.  Ms. Falasz-Peterson stated that she was not sure and that question is why the project has come to somewhat of a standstill.  She stated that no decision has been made on where any monies received would go or what they would be used for.  She explained that while the library has a building project, there is no exact plan in place as to what the building may or may not look like.  Mr. Hale feels the library should watch the $25 fee that ILSDO charges.  Mrs. Cole asked that if the library would receive several small donations, can they be bundled into one larger deposit.  Ms. Falasz-Peterson will check with Tina Hubert, secretary of ILSDO.  Mr. Lasswell wondered if there would be problems by putting money in our account, then pulling it out to send to ILSDO, since once it is deposited it becomes the library’s money.  M/S/P (Lasswell/Hale) to accept the fundraising timeline with the staff thinking about where any donations would go.

 

            Mr. Goff suggested that as the library moves along with the building plan, it may be beneficial to invite key members of the community to board meetings. 

 

            Mr. Goff reported that he met with and made a commitment to, on behalf of the library, the city of East Peoria’s green team.  He offered the library as a resource for information.

 

            Mr. Hale made the motion to adjourn the meeting at 6:55 p.m.