FONDULAC DISTRICT LIBRARY

BOARD OF TRUSTEES

MINUTES OF THE REGULAR MEETING

January 26, 2009

 

 

            Members of the Fondulac District Library Board of Trustees met in regular session on Monday, January 26, 2009.  President Hale called the meeting to order at 6:08 p.m. 

 

            On roll call the following members were present:  Mrs. Cole, Mr. Hale, Mrs. Herring, Mrs. Humphrey, Mr. Johnston, Mr. Lasswell and Mrs. Robison.  Also present were Ms. Falasz-Peterson, Director, Mrs. Hensley, Assistant Director and Mrs. Geier, Business Manager.  Randy Gibson and Doug Pfeiffer from PSA-Dewberry were in attendance.  Nick Stroman, a reporter from the East Peoria Times Courier, was also at the meeting.

 

M/S/P (Johnston/Cole) to accept the minutes of the November meeting of the Board of Trustees, as well as the November executive session minutes, special meeting minutes from December 15th and the special meeting minutes and executive session minutes from January 7 .

 

            The bills were presented for payment.   

 

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

 

            Treasurer’s report:

Fund Activity thru 12/31/08

GENERAL FUND CHECKING

11/24/08  Balance                                                                                           25,864.84

11/08/08  Analysis charge                                                                                   (142.64)

11/26/08  Checks issued – Payroll                                                                 (24,270.09)

11/26/08  Checks issued – NCPERS Group Life Ins.                                              (64.00)

11/30/08  Interest 3066700474                                                                                2.21

12/05/08  Deposit – Fines, fees, misc.                                                              1,068.56

12/05/08  Transfer – Investment to checking                                                27,000.00

12/05/08  Analysis charge                                                                                   (108.86)

12/09/08  Check issued – Northwoods Mall                                                    (1,586.00)

12/11/08  Checks issued – Payroll                                                                 (23,479.57)

12/11/08  Checks issued – Utilities                                                                  (2,683.80)

12/12/08  Deposit – Fines, fees, misc.                                                                 855.55

12/18/08  Deposit – Fines, fees, misc.                                                                 235.47

12/22/08  Transfer – Investment to checking                                                 63,000.00

12/22/08  Checks issued – Bills                                                                      (40,147.80)

12/22/08  Checks issued – NCPERS Group Life Ins.                                              (64.00)

12/23/08  Checks issued – Payroll                                                                 (23,974.27)

12/23/08  Aflac payment                                                                                    (229.76)

12/31/08  Interest 3066700474                                                                                2.51

12/31/08  Balance                                                                                             1,278.35

 

GENERAL FUND SAVINGS

11/24/08  Balance                                                                                             3,535.71

11/30/08  Interest 3619307057                                                                                1.24

12/31/08  Interest 3619307057                                                                                  .91

12/31/08  Balance                                                                                             3,537.86

 

GENERAL FUND INVESTMENTS

11/24/08  Balance                                                                                         672,488.12

11/28/08  Deposit – County taxes                                                                 111,901.68

11/30/08  Interest 7139120393                                                                            463.66

12/04/08  Deposit – Replacement tax                                                              5,744.70

12/05/08  Transfer – Investment to checking                                                (27,000.00)

12/22/08  Transfer – Investment to checking                                                 63,000.00

12/31/08  Interest 7139120393                                                                            312.08

12/31/08  Balance                                                                                         700,910.24

 

WORKING CASH FUND

11/24/08  Balance                                                                                         251,984.02

11/30/08  Interest 7139120401                                                                            164.51

12/31/08  Interest 7139120401                                                                            107.96

12/31/08  Balance                                                                                         252,256.49

 

ENTERPRISE FUND

11/24/08  Balance                                                                                           36,001.09

11/30/08  Interest 6900342215                                                                                1.26

12/05/08  Deposit – Rent                                                                                     870.00

12/11/08  Check issued – Cilco                                                                             (72.08)

12/18/08  Deposit – Rent                                                                                     250.00

12/31/08  Interest 6900342215                                                                                1.50

12/31/08  Balance                                                                                           37,051.77

 

Fund Activity thru 1/26/09

GENERAL FUND CHECKING

12/31/08  Balance                                                                                             1,278.35

12/08/08  Analysis fee reimbursement 8, 9, 10/08                                             401.87

01/05/09  Transfer – Investment to checking                                                 27,000.00

01/07/09  IDES payment                                                                                       (69.49)

01/08/09  Checks issued – Payroll                                                                 (23,446.70)

01/08/09  Checks issued – Utilities                                                                  (3,563.37)

01/09/09  Deposit – Fines, fees, misc.                                                                 988.98

01/09/09  Analysis charge                                                                                   (113.93)

01/16/09  Deposit – Fines, fees, misc.                                                                 264.30

01/20/09  Transfer – Investment to checking                                                 23,000.00

01/22/09  Checks issued – Payroll                                                                 (24,118.22)

01/22/09  Checks issued – NCPERS Group Life                                                     (64.00)

01/23/09  Deposit – Fines, fees, misc.                                                                 407.25

01/26/09  Transfer – Investment to checking                                                 26,500.00

01/26/09  Aflac payment                                                                                    (229.76)

01/26/09  Checks issued – Bills                                                                     (26,514.48)

01/26/09  Balance                                                                                             1,720.80

 

GENERAL FUND SAVINGS

12/31/08  Balance                                                                                             3,537.86

01/26/09  Balance                                                                                             3,537.86

 

GENERAL FUND INVESTMENTS

12/31/08  Balance                                                                                         700,910.24

01/05/09  Transfer – Investment to checking                                                (27,000.00)

01/08/09  Deposit – Replacement tax                                                            12,930.91

01/20/09  Transfer – Investment to checking                                                (23,000.00)

01/26/09  Transfer – Investment to checking                                               (26,500.00)

01/26/09  Balance                                                                                         637,341.15

 

WORKING CASH FUND

12/31/08  Balance                                                                                         252,256.49

01/26/09  Balance                                                                                         252,256.49

 

RESERVE FUND

12/31/08  Balance                                                                                      2,132,880.71

01/26/09  Balance                                                                                      2,132,880.71

 

ENTERPRISE FUND

12/31/08  Balance                                                                                           37,051.77

01/08/09  Check issued – Cilco                                                                             (93.69)

01/09/09  Deposit – Rent                                                                                     870.00

01/26/09  Check issued – Bill)                                                                             (183.45)

01/26/09  Balance                                                                                           37,644.63

 

            Mrs. Geier made two authorized transfers in December.  The first one on December 5th was for $27,000 and the second one on December 22th was for $63,000.  Both transfers were from the investment account to the checking account.

 

            Mrs. Geier made three authorized transfers in January.  The first one on January 5th was for $27,000.  The second one on January 20th was for $23,000.  The third one on January 26th was for $26,500.  All transfers were from the investment account to the checking account.

 

            Ms. Falasz-Peterson reported that Mrs. Hensley has resigned her position as Assistant Director, effective January 30, 2009. 

 

            Ms. Falasz-Peterson reported that two people filed petitions for the two full term seats.  Mr. Hale is one of them and the other is Lothar Vogel.  There is a partial seat still open.

 

            Ms. Falasz-Peterson reported that the library will be closed February 5 for the staff in-service day on customer service.

 

            Ms. Falasz-Peterson attended an IMRF workshop.  It was reported at this meeting that IMRF suffered a substantial loss last year and because of this there will be an increase in employer contribution rates.  IMRF is working on phasing in a plan so the entire increase will not come in one year.

 

            Ms. Falasz-Peterson has been informed that ILA has revised the Serving Our Public: Standards for Illinois Libraries.  She reported that two copies are kept in the building, but wondered if any board member would like a copy.  No one did.

 

            Randy Gibson and Doug Pfeiffer from PSA Dewberry reported on the progress of the building project and asked the board how they want PSA to proceed.  Mr. Gibson reported that PSA has been working closely with Cullinan Properties and have made a fair amount of progress.  He also reported that PSA sees no fundamental problems with the way the library is developing.

 

            Mr. Gibson introduced Doug Pfeiffer who is the new lead architect on the library’s project.  Mr. Pfeiffer went over the newest layout of the civic plaza.  One element that is becoming a challenge is a slope roof on the library because of the different sizes of the other buildings in the plaza.  Mr. Pfeiffer reported that the library may have some combination of a low slope roof and slope roof.  Mr. Pfeiffer went over the current floor plans.

 

            Mr. Johnston asked Mr. Gibson that if for some reason the city would not get the money they need to put in the infrastructure on the new site, would the building that was presented at this meeting fit on our current location.  Mr. Gibson replied that it would.

 

            Mr. Gibson talked about moving forward from this point.  Mr. Gibson pointed out that the overall project development is not very far along, even though the Intergovernmental Agreement has about a completion date of October 2010.  Mr. Gibson stated that in order for the library to make the 2010 date, the drawings should be completed by August 1.  He also stated that the least amount of time it would take to build this complex would be a year and that is aggressive.   PSA feels they need to continue working on the project now.  Mr. Gibson recommends that the board continue with the development of the project through the referendum which would take the project part way through design development.  PSA has not written up a detailed fee proposal for this work, but what has been discussed would be approximately $75,000 to take the development from the current point through the first week of April.    He understands that this would be risk money.

 

            Mr. Gibson stated that they have put together a budget based on what is known so far.  The total for the project is $8.7 million, from the library’s perspective, in terms of the cost of the core and shell as well as the interior fit out.  Mrs. Cole asked if this budget included material for the outside of the building.  Mr. Gibson said it is included.  Mrs. Cole asked if PSA has seen what PCM+d is recommending for the outside materials.  Mr. Gibson stated that they have not but stated that PCM+d is fully aware of the library’s budget. 

 

            Ms. Falasz-Peterson pointed out that the demolition cost for the library’s current building is not included on the budget.  She asked Mr. Gibson if he had an idea of what it would cost.  Mr. Gibson stated he didn’t since they are not sure of the level of demolition that will be required. 

 

            M/S/P (Johnston/Lasswell) to approve the Intergovernmental Agreement with the City of East Peoria.  On roll call: Cole-yea; Hale-yea; Herring-yea; Humphrey-yea; Johnston-yea; Lasswell-yea; Robison-yea

 

            M/S/P (Herring/Lasswell) to allow PSA Dewberry to continue with plans for the building.

 

            On discussion Mrs. Cole expressed some concern about spending $75,000 to continue with the building plans when there is no guarantee we will use the plans.  She stated that only PSA is saying that the library has to do this in order to continue and be ready to go August 1.  Mrs. Herring stated she felt this would be the maximum amount and that the $75,000 is their estimate.  There was more discussion on whether to approve PSA’s continuation of the library project and the potential cost.  On roll call: Cole-yea; Hale-yea; Herring-yea; Humphrey-yea; Johnston-yea; Lasswell-yea; Robison-yea

 

            Ms. Falasz-Peterson reported that the resolution 08-248 that was passed in November had an incorrect date.  The date has been changed to reflect his board meeting and one more document will need to be approved on February 23.  All the paperwork has been file with the county and the question will be on the April 7 ballot. 

M/S/P (Herring/Lasswell) to amend financing resolution 09-250.   On roll call all present voting yea.

 

            M/S/P (Hale/Herring) to go into executive session to discuss personnel at 7:24 p.m.  All present voting yea.

 

            M/S/P (Lasswell/Johnston) to return to regular session at 7:36 p.m.

 

            M/S/P (Lasswell/Herring) to approve Ms. Falasz-Peterson’s 60 day paid maternity leave.

 

            Mrs. Herring reported on ALS news.

 

            Mrs. Cole reported that she has decided not to run for a board position, but would be willing to be appointed.

 

            M/S/P (Lasswell/Johnston) to adjourn at 7:56 p.m.