TOWNSHIPS OF THE QUINCY AREA PUBLIC LIBRARY DISTRICT
BOARD OF TRUSTEES MEETING
JANUARY 14, 2010
MINUTES
The Townships of the Quincy Area Public Library District Board of Trustees met at the Quincy Public Library on Thursday, January 14, 2010, with Ron Upper presiding. Trustees Present: Bill Weinberg, Fred Witte, Alan Obert, Susan East, Charlie Jones, and Malinda Vogel. Others Present: Nancy Dolan, Ethan Beckler, and Kim Drake. The meeting was called to order at 7:00 p.m.
I. APPROVAL OF AGENDA
Ron Upper requested that the FY08/09 Audit Report from Tom Behrens be moved to follow Recognition of Correspondence. Bill Weinberg moved to approve the agenda as revised. Malinda Vogel seconded and the motion carried.
II. APPROVAL OF MINUTES
Charlie Jones moved that the December 8, 2009, minutes be approved as presented. Fred Witte seconded and the motion carried.
III. PUBLIC COMMENTS
There were no public comments.
IV. RECOGNITION OF CORRESPONDENCE AND GUESTS
No correspondence was presented to the Board.
V. DISTRICT REPORTS
Bill Weinberg stated that he had asked Kim Drake to research the history of the Restricted Funds. Ms. Drake reported that a Special Reserve Fund was created by the TQ Board in August of 1994. In September of 1995, the Board approved a resolution to deposit any surplus over $20,000 at the end of the fiscal year into the Special Reserve Fund for the purpose of purchasing and constructing a permanent library structure for the TQ District. The goal was to save $400,000. In October of 2003, the TQ Board approved a resolution to change the restriction of the fund from only for a building to fund any special project, which could include improvements to the building, acquisition of library materials, or anything else for the mutual benefit of TQ and QPL. Tom Behrens stated that as of June 30, 2009, the balance in the Special Reserve Fund was $51,307. Mr. Weinberg stated that he would like to see the TQ Board remove the restrictions on the fund so it could be spent however the Board sees fit. He noted that he would like to see the Board have a savings account and a general fund account, rather than restricted and unrestricted funds. Mr. Behrens stated that there is no legal basis for the restricted fund, and it could actually be challenged by a taxpayer if the Board chose to raise the levy to accumulate funds for a specific purpose while having money saved in a restricted fund. There being no further discussion, Bill Weinberg moved to remove all restrictions from the funds and rename all funds unrestricted net assets. Alan Obert seconded and a motion carried. Ms. Drake stated she will inform Bill McCleery of this decision and ask him to create a resolution so authorizing the change in funds.
Tom Behrens presented the completed audit for the fiscal year 2008/2009. He noted no difficulties in performing the audit. He distributed copies of the revised Page 17 of the Audit Report. As requested by TQ Treasurer Bill Weinberg, Mr. Behrens revised the statement to reflect the missed $20,000 contractual payment to QPL, and to note the one-time gift to QPL of $50,000. He also noted the change in expenditures from “Books” to “Collection Development.” Mr. Weinberg noted that the $20,000 payment is included in the January payables. He thanked Mr. Behrens for making the revisions as requested, and for attending the Board meeting to explain the Audit Report. There being no further discussion, Bill Weinberg moved to approve the FY08/09 Audit Report as revised. Fred Witte seconded and the motion carried. Ron Upper noted an error on Page 5. Under “Contacts for the District’s Financial Management,” it states that the Board assigns four District members, the Treasurer, and two Library staff members to the Finance Committee. He stated that the President actually appoints two Board Members to the Finance Committee, one of whom may be the Treasurer, but is not required to be. He noted that this is in accordance with TQ Bylaws, and asked that the report be changed to agree with the Bylaws. Malinda Vogel noted a discrepancy on Page 4 under “Statements of Revenues, Expenditures, and Changes in Fund Balance.” The sentence reads, “…the District’s revenues exceeded expenditures by $12,049.” It should be corrected to read, “…the District’s expenditures exceeded revenues by $12,049.” Mr. Beckler will make these changes to the report.
A. Financial Report: Ethan Beckler reported that as of December 31, 2009, the Illinois Funds General account had a balance of $141,961.56. The Illinois Funds Reserve account had a balance of $91,588.24. The interest received on the Illinois Funds – General account was $15.89. The interest on the Illinois Funds – Reserved was $9.43. The Illinois Fund Money Market interest rate for the month decreased to .121%. Mr. Beckler stated that the Board is not obligated to keep the funds in the Illinois Funds. Mr. Weinberger stated that he would like to see some money invested locally. The Finance Committee will look into investing funds locally.
B. Circulation & Event Statistics Report: Nancy Dolan reported that the circulation numbers remained steady with Children’s and Outreach figures increasing slightly over last fiscal year. Event attendance also remained steady.
C. Library Report: Nancy Dolan reported that a large number of people attended the “Cookies and Cocoa with Santa” program at the Library on December 17. This program was produced in partnership with the Historic Quincy Business District. The average daily door counts for December were 500 patrons. Malinda Vogel noted the patron compliment of Tim Sheely. She echoed the praises stating that Mr. Sheely is always friendly and helpful. Ms. Dolan reported that the draft FY10/11 Draft Budget was submitted to the City of Quincy. It remained the same as last fiscal year, although did include the projected raises to health insurance. She noted that while the Library’s budget is the same as last year, the Library is actually asking for more money from the City to cover the funds that were put into last year’s budget from the Building & Computer Fund and TQ’s one-time gift. She stated that Gary Sparks and Ann Scott are aware of the need to restore at least that much funding to the Library’s budget, but is doubtful that it will be restored in full. She noted that the City Council recently approved the levy to repay the bond, but then reduced the Library’s levy by more than $300,000. This reduction, if not restored, will lead to cuts in library hours and staff lay-offs. Ms. Dolan also reported that the QPL Board approved an addendum to their budget to include the bond funds. Through an intergovernmental agreement, the City will hold the bond funds and pay the invoices through vouchers, but the Library will show the revenue on their budget as an addendum. Ms. Dolan reported that the Live & Learn Construction Grant requesting $125,000 in matching funds for the new HVAC system has been submitted to the Illinois State Library. She also submitted via e-mail a second small grant for the purchase of new computers. Bill Weinberg complimented the Library on the “Around the World in 80 Days” brochure and asked how they were mailed to patrons. Ms. Dolan replied that they are bulk-mailed to patrons using a database of names, and are available in the Library. She also noted that the brochures can be emailed to patrons, and information about the programs is available on the Library’s website.
VI. TQ COMMITTEE REPORTS
A. Finance: Bill Weinberg presented three checks for payment:
#1731 Quincy Public Library $20,000.00
#1732 Quincy Public Library $20,600.00
#1733 Schmeideskamp, et al $ 567.56
Mr. Weinberg noted that the $20,000 payment to Quincy Public Library was the FY08/09 missed payment. There being no further discussion, Bill Weinberg moved that the payments in the amount of $41,167.56 be approved as presented. Fred Witte seconded and the motion carried. Mr. Weinberg reported that a $2,000 note to QPL was included on the audit report as well as a missed payment to the Library for $1,000 for website maintenance. The $2,000 note is the final amount owed to TQ by QPL for the printing of the Landrum books. TQ annually pays QPL $1,000 for maintenance of the TQ website. Mr. Weinberg questioned the need for a separate TQ website. He also noted that the FY09/10 $1,000 payment has been made to QPL. The Board agreed to discuss the need for a TQ website further. Bill Weinberg moved to forgive the $2,000 debt to TQ and ask QPL to forgive the $1,000 debt to QPL. Susan East seconded and the motion carried. Nancy Dolan will inform QPL of the request.
B. Policy and Services: Malinda Vogel reported that Policy and Services did not meet.
C. Public Relations: Susan East reported that Public Relations did not meet.
D. Friends of the Library: Kim Drake reported that the Friends of the Library held their annual holiday luncheon on December 16. The main topic of discussion was the upcoming Spring Book Sale and the appointment of a Book Sale Committee to discuss future book sales during and after the renovations to the Library.
VII. QPL COMMITTEE REPORTS
A. Finance: Bill Weinberg reported that the QPL Finance Committee met on January 6. The minutes from the meeting were included in the Board packet.
B. Policy: Malinda Vogel reported that the QPL Policy Committee did not meet.
C. Personnel: Susan East reported that the QPL Personnel Committee did not meet.
D. Building & Grounds: Charlie Jones reported that the QPL Building and Grounds Committee did not meet.
E. Ad Hoc: Ron Upper reported that the Ad Hoc Main Building Committee met on January 7. Items discussed included the acceptance of the demolition bids for the Royal Printing building, a letter from the bonding authority detailing expenses in connection with the bond sale, estimated costs of the renovation project, preliminary drawings, and a discussion about moving out of the Library during construction. A copy of the minutes was included in the Board packet. The next meeting of the Ad Hoc Main Building Committee is tentatively scheduled for February 8 at noon at the Library.
VIII. UNFINISHED BUSINESS
A. Bill Weinberg asked the Board if they were interested in again exploring the possibility of a branch. He suggested that if a small space at the Quincy Mall was found for a reasonable price, it could serve as a satellite location during construction and used as a test site to explore the need for a permanent branch. Nancy Dolan stated that she thought it was a good idea, but with the current budget deficits from the City and the possibility of lay-offs, the Library may not have enough staff to serve a branch. Alan Obert stated that the Board would need to be sensitive to community perception and actively promote the branch. Ron Upper agreed that if a cheap or free space could be found, it would be good for the Library. Charlie Jones asked if there was a better use of the District’s money than a branch, such as helping with construction costs. After additional discussion, the Board agreed to gather more information about the possibility of a branch in the Quincy Mall before making a decision or discussing the project with the Library Board.
IX. NEW BUSINESS
A. Discussion of Need for February Meeting. Kim Drake explained that there was no official business that needed to be discussed at the February meeting. The Board agreed to keep the February meeting as scheduled in case further discussion on the potential branch is needed.
There being no further discussion, Charlie Jones moved to adjourn the meeting. The meeting was adjourned at 8:35 p.m.
Respectfully submitted,
Kimberly Drake
