TRI-QUINCY AREA PUBLIC LIBRARY DISTRICT
BOARD OF TRUSTEES MEETING
MAY 19, 2008
MINUTES
The Tri-Quincy Area Public Library District Board of Trustees met at the Quincy Public Library on Monday, May 19, 2008, with Lyndell Fross presiding. Trustees present: Bill Weinberg, Ron Upper, and Malinda Vogel. Trustees absent: Susan Schmitz, Carole Larson, and Kristy Miller. Others Present: Sue Beach, Kim Drake, Ethan Beckler, and Bill McCleery - TQ Attorney. The meeting was called to order at 7:09 p.m.
I. APPROVAL OF AGENDA
Bill Weinberg moved that the agenda be approved as presented. Ron Upper seconded and the motion carried.
II. APPROVAL OF MINUTES
Ron Upper moved that the April 10, 2008, minutes be approved as presented. Malinda Vogel seconded and the motion carried.
III. PUBLIC COMMENTS
There were no comments from the public.
IV. RECOGNITION OF CORRESPONDENCE AND GUESTS
No correspondence was brought before the Board. No guests were in attendance.
V. DISTRICT REPORTS
A. Financial Report: Ethan Beckler presented the bank statements for the month ending April 30, 2008. As of April 30, the Illinois Funds General account had a balance of $80,187.50. The Illinois Funds Reserved account had a balance of $19,270.22. The interest received on the Illinois Funds - General account was $156.56. The interest on the Illinois Funds - Reserved was $33.40. The Illinois Funds money market average interest rate for the month was 2.076% and the prime fund average interest rate was 2.445%. Mr. Beckler noted that the Board received three statements for the month rather than the usual two. One statement was for the Illinois Fund Reserved Money Market account that was closed on April 28. The second statement was for the Prime fund into which the Illinois Fund Reserved account was transferred. Mr. Beckler stated that the Board had budgeted $29,825 into the Special Reserve Fund, which is currently invested in the lower interest Money Market Fund. He asked if the Board would like to transfer that money into the Prime Fund for a slightly higher interest rate. The Board requested that Mr. Beckler move the funds as soon as possible.
B. Circulation & Event Statistics Report: Sue Beach reported that the statistics for
QPL have increased significantly over last year while Tri-Quincy circulations have decreased somewhat. She stated that this is not a cause for concern, but she will be watching the numbers in the future. Ms. Beach brought the Board’s attention to the Children’s circulation figures for the end of the fiscal year. The numbers increased to more than 40,000 more checkouts than last fiscal year. This can be directly attributed to the Kids Only Library Card Campaign and the popularity of Leo the Library Lion.
C. Library Report: Sue Beach reported that the Library has completed the next phase in the Quincy Newspaper Digitization Project, bringing the digitized copies of the newspapers to the year 1919. The Quincy Herald-Whig has indicated that they are willing to fund the project starting with the year 1926. This only leaves a seven-year gap to fund. Ms. Beach stated that the Library has applied for an LSTA grant for $100,000 to complete the Library’s portion of the project. She noted that the Library did not digitize any of the German language newspapers, but may do so in the future. Ms. Beach reported that the Library created a new Marketing & Events Department and a new position of Young Adult Librarian with the start of the fiscal year on May 1. The Library hosted its biggest event to date with the Najwa Dance Corps on April 17. Nearly 1,000 people enjoyed this signature event of the “If You Lived in Lincoln’s Time” series. The Library also hosted a book signing at Coffee on Broadway with Quincy native Angela (Doellman) Abderhalden.
VI. TQ COMMITTEE REPORTS
A. Finance: Bill Weinberg had no checks to present for payment.
B. Policy and Services: Malinda Vogel had no report.
C. Public Relations: Susan Schmitz was absent. There was no report.
D. Friends of the Library: Sue Beach reported that the Friends of the Library met on April 16 where they discussed the receipts from the Spring Book Sale. The Friends earned a near record $5,930 for the weekend event. At their meeting, the Friends voted to donate $1,500 for the annual movie license and approved underwriting the Jesse White Tumblers’ appearance at the Summer Reading Kickoff Celebration on May 31.
VII. QPL COMMITTEE REPORTS.
A. Finance: Bill Weinberg reported that the QPL Finance Committee met on April 23. Among other items, the committee discussed the MICA insurance coverage for the Library. George O’Brien gave a presentation about the Library’s current coverage through MICA and estimated cost savings if the Library chose to change insurance carriers. The committee agreed to stay with MICA for the current year, but continue researching other options. Sue Beach reported that because of Mr. O’Brien’s presentation and detailed report on the inadequate coverage through MICA, the City of Quincy is also reviewing its policy with MICA. Ms. Beach also noted that the FY2008/2009 invoice for MICA came in nearly $9,000 less than last fiscal year.
B. Policy: Malinda Vogel reported that the Policy Committee did not meet.
C. Personnel: Kristy Miller was absent. The Personnel Committee did not meet.
D. Building & Grounds: Ron Upper reported that the Building & Grounds Committee did not meet.
E. Ad Hoc: Lyndell Fross reported that the Ad Hoc Committee did not meet, but has
a meeting scheduled for Wednesday, May 28, at 5:00 p.m.
VIII. UNFINISHED BUSINESS
A. Report from the TQ/QPL Contract Committee. Lyndell Fross reported that the
TQ/QPL Contract Committee recently met. While the committee appreciates all the hard work performed by the QPL Board and its attorney on the contract, the TQ Board does not feel it is in the best interest of its patrons to move in the direction indicated in the draft contract. The committee recommends simply amending the existing contract making adjustments to allow for the inclusion of revenue generated from the annexation of Gilmer Township. Bill McCleery stated that the contract may need to be further amended sometime in the future to allow for the funding of an east end branch. Mr. Fross stated that the TQ Contract Committee will schedule a meeting with representatives of the QPL Board to discuss more revisions. Mr. McCleery stated that the TQ committee needs to outline the amount of increase, starting date, and review percentages versus a flat amount with the TQ Board before presenting to QPL.
B. Report from Branch Committee. Lyndell Fross reported that he and Bill
Weinberg are still working on the branch project, but feel that the QPL Board needs to be encouraged to steadily move forward with the idea of a branch. Sue Beach reminded the Board that QPL is currently operating with a deficit budget without any guarantee of additional funding in future years. Mr. Weinberg stated that it has been suggested that a branch may help the City of Quincy realize the value of the Library to the citizens of Quincy. While the deadline to apply for this year’s round of LSTA grants has passed, Ms. Beach encouraged the Board to gather as much information as possible about locations, costs, and definite plans to create a reasonable ballpark estimate for any grant opportunities next year. After discussion, it was agreed that Mr. Fross write a letter to Scott Larson, Chair of the Ad Hoc Committee, encouraging the continued development of a branch and recommend the possibility of establishing a sub-committee of two Tri-Quincy and two QPL Board Members to work solely on the branch project.
IX. NEW BUSINESS
A. Approval of Non-Resident Fee. A copy of the formula used to calculate the non-
resident fee for fiscal year 2008/2009 was included in the Board packet. There being no discussion, Malinda Vogel moved to approve the FY2008/2009 Non-Resident Card Fee of $97.00 when purchased between June 1, 2008, and May 31, 2009. Bill Weinberg seconded and the motion carried.
There being no further discussion, Ron Upper moved to adjourn the meeting. Bill Weinberg seconded and the meeting was adjourned at 7:55 p.m.
Respectfully submitted,
Kimberly Drake
