FONDULAC DISTRICT LIBRARY

BOARD OF TRUSTEES

MINUTES OF THE ANNUAL/REORGANIZATION MEETING

May 24, 2010

Members of the Fondulac District Library Board of Trustees met on Monday, May 24, 2010. Vice President Lasswell called the meeting to order at 6:07 p.m.

On roll call the following members were present: Mr. Coziahr, Mrs. Herring, Mrs. Humphrey, Mr. Johnston, and Mr. Lasswell. Also present were: Ms. Falasz-Peterson, Director and Mrs. Geier, Business Manager. Mrs. Cole and Mr. Hale were absent. Attorney Brian Mooty was also in attendance.

M/S/P (Herring/Coziahr) to accept the minutes of the April meeting of the Board of Trustees as well as the April 29 and May 19 building committee meetings.

The bills were presented for payment.

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

GENERAL FUND INVESTMENT

04/26/10 Balance 467,196.63

04/29/10 Aflac payment (344.64)

04/29/10 Checks issued – Payroll (23,523.08)

04/30/10 Deposit – Fines, fees, misc. 368.79

04/30/10 Interest 185736 832.04

05/07/10 Deposit – Fines, fees, misc. 868.47

05/10/10 Deposit – Replacement tax 13,777.04

05/13/10 Checks issued – Payroll (23,273.89)

05/13/10 Checks issued – Utilities (1,566.45)

05/13/10 Check issued – Payroll (250.00)

05/13/10 Checks issued – Waste Management (88.65)

05/14/10 Deposit – Fines, fees, misc. 332.50

05/21/10 Deposit – Fines, fees, misc 959.06

05/24/10 Checks issued – Bills (26,022.77)

05/24/10 Balance 409,265.05

WORKING CASH FUND

04/26/10 Balance 255,859.95

04/30/10 Interest 185701 422.69

05/24/10 Balance 256,282.64

RESERVE FUND

04/26/10 Balance 2,352,763.71

04/30/10 Interest 185728 3,886.89

05/24/10 Balance 2,356,650.60

ENTERPRISE FUND

04/26/10 Balance 36,995.00

04/30/10 Interest 185698 60.77

05/21/10 Deposit – Rent 250.00

05/24/10 Checks issued – Bills (1,692.04)

05/24/10 Balance 35,613.73

Ms. Falasz-Peterson reported that the Alliance Library System is closing as of May 28, 2010. She informed the board that this is devastating news for all libraries. The staff, as well as other libraries, relied heavily on the consultants and group purchase offers. Ms. Falasz-Peterson reported that delivery between libraries will continue. We had 2,750 interlibrary loans in April.

Ms. Falasz-Peterson reported that we have still not received our FY10 per capita grant monies from the state. She asked the board if they felt it was worth applying for next year’s grant, as the application has arrived and it is time intensive. Mrs. Herring asked what some of the application requirements are. Ms. Falasz-Peterson responded that they have asked for a detailed “green” building plan, reviewing the state standards and an update of the library’s technology plan. Mr. Coziahr asked if we didn’t apply this year, would it hurt the library’s chance for a grant in the future. Mrs. Herring felt it would and that we should apply.

Ms. Falasz-Peterson inquired as to how the board would feel about doing online pay for the middle of the month bills. The board felt this would be a good idea. Ms. Falasz-Peterson reported that there will still be a couple of bills that will need signed.

Mrs. Falasz-Peterson discussed the draft budget she included in the board packets. She explained that is a rough draft and will have something more definite next month.

Mrs. Falasz-Peterson reported to the board that she is expecting a baby in the beginning of December.

Mr. Lasswell explained that according to parliamentary procedure, motions must have a second before there is discussion. Then is there is a change the motion can be amended.

M/S/P (Herring/Coziahr) to approve the PSA and PCM+d contracts.

During discussion on the previous motion, Ms. Falasz-Peterson reported that in talking with the library’s attorney, he did not feel the PSA contract was ready to be approved at this time as the library does not have the PCM+d contract back from the city’s attorneys.

M/S/P (Herring/Coziahr) to table the approval of the PSA and PCM+d contracts.

M/S/P (Coziahr/Humphrey) to adjourn sine die at 6:18 p.m. On roll call, all present voting yea.

Mr. Lasswell opened the floor for nominations for board officers.

Mr. Lasswell nominated Mr. Hale for the office of President. There being no other nominations, Mr. Lasswell closed nominations for President.

Mr. Lasswell nominated himself for the office of Vice President. There being no other nominations, Mr. Lasswell closed nominations for Vice President.

Mr. Johnston nominated himself for the office of Treasurer. There being no other nominations, Mr. Lasswell closed nominations for Treasurer.

Mr. Johnston nominated Mrs. Humphrey for the office of Secretary. There being no other nominations, Mr. Lasswell closed nominations for Secretary.

M/S/P (Lasswell/Coziahr) to vote on the entire slate of new officers. All present voting yea.

Mr. Lasswell returned to regular session at 6:22 p.m.

M/S/P (Herring/Humphrey) to move agenda item Executive Session to after agenda items New Business and Alliance Library System report.

M/S/P (Johnston/Herring) to approve the transfer of the general fund balance as of June 30, 2010 to the designated reserve for operations.

M/S/P (Johnston/Coziahr) to approve the revisions to the Renewal and Reserves of Library Materials Policies.

Ms. Falasz-Peterson reported that the change to the renewal of library materials policy is that the library now allows reserves on DVDs. The change to the reserve policy is that the library now holds materials for up to one business week.

Mrs. Herring reported on Alliance Library System news.

The library’s attorney, Brian Mooty, reported on the status of the PCM+d contract. He reported that he is waiting for the city’s attorneys to complete their review of the architect and construction manager contracts that will be used to build the library, adjacent atrium and other city funded improvements. Both the library and the city want to have similar contract documents and one construction manager that would be responsible for both the library and city components, rather than two construction managers. The attorneys have to be sure that the terms and conditions are acceptable to both the city and the library. Mr. Mooty would hope to see something from the city in the next couple of days so the library can move forward with contracting. Once that takes place the library should be able to get the building committee to move forward and have both the architects and representatives from the construction managers in attendance so the city and library can make some decisions on design elements that need input from the professionals. Mrs. Herring asked Mr. Mooty if he was comfortable with just one construction manager for this project. He stated that he felt it is preferable.

M/S/P (Herring/Johnston) to go into Executive Session at 6:33 p.m. to discuss personnel, {5 ILCS 120/2 ( c ) 1}. On roll call all present voting yea.

M/S/P (Johnston/Coziahr) to exit executive session and return to regular session at 6:51 p.m. On roll call all present voting yea.

M/S/P (Coziahr/Herring) to approve the director’s salary and benefit package as discussed.

Mrs. Herring made the motion to adjourn the meeting at 6:52 p.m.