TOWNSHIPS OF THE QUINCY AREA PUBLIC LIBRARY DISTRICT
BOARD OF TRUSTEES MEETING
JUNE 3 , 2010
MINUTES
The Townships of the Quincy Area Public Library District Board of Trustees met at the Quincy Public Library on Thursday, June 3, 2010, with Ron Upper presiding. Trustees Present: Bill Weinberg, Fred Witte, Charlie Jones, Susan East, and Malinda Vogel. Trustees Absent: Alan Obert. Others Present: Nancy Dolan, Ethan Beckler, and Kim Drake. The meeting was called to order at 5:15 p.m.
I. APPROVAL OF AGENDA
Fred Witte moved to approve the agenda as presented. Charlie Jones seconded and the motion carried.
II. APPROVAL OF MINUTES
Bill Weinberg moved that the May 17, 2010, 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. No guests were in attendance at the meeting.
V. DISTRICT REPORTS
A. Financial Report: Ethan Beckler reported that all funds have been transferred to Bank of Quincy. He presented a statement as of April 30, 2010, for the checking account in the amount of $26,619.22. He reported that statements for the CD, also at Bank of Quincy, will be presented every six months. Mr. Beckler noted that there is a little over $100,000 in the CD at an interest rate of 2%. The checking account does not draw interest.
B. Circulation & Event Statistics Report: A copy of the newly revised Collection Use Report was distributed at the meeting. Nancy Dolan stated that this new form includes all of the statistics previously reported in the Circulation Report, Event Statistics Report, and various figures from the Library Report. It includes circulation numbers, database usage, door counts, patron attendance, meeting room use, and interlibrary loan statistics. Ms. Dolan noted that circulation figures are down a bit from last fiscal year, while database use is up.
C. Library Report: Nancy Dolan reported that Library staff are readying for the annual summer reading kickoff on June 5. Events at the kickoff include a magician, face painting, and an escape artist. Bill Weinberg asked how the summer reading program was financed. Ms. Dolan replied that the cost of the event comes out of the Marketing & Events programming budget. She noted that the majority of the budget will be spent on the summer reading program this fiscal year since the Library will not have the space to present large programs during construction.
VI. TQ COMMITTEE REPORTS
A. Finance: Bill Weinberg presented one check for payment:
#1062 Scholz, Loos, Palmer, Siebers, et al $75.00
Bill Weinberg moved to approve the payment in the amount of $75.00 as presented. Fred Witte seconded and the motion carried. Mr. Weinberg reported that the Finance Committee met on June 2 to discuss the FY10/11 budget. A copy of the spreadsheet showing FY08/09 revenue and expenditures, FY09/10 working budget, and the proposed FY10/11 budget was distributed at the meeting. Mr. Weinberg noted that the committee increased tax receipts and interest receipts, while decreasing the audit expense line and the website maintenance line. The expenses saved were added to the special reserve line for a total of $51,248.27. The total budget for FY10/11 is $343,423.27. There being no further discussion, Bill Weinberg moved to approve the FY10/11 budget as presented. Fred Witte seconded. Mr. Weinberg noted that the committee will begin work on the FY11/12 budget in September. He also noted that the spreadsheet includes a cash available amount and committed funds at the bottom of the page. After July 1, the committed funds will include the entire contractual amount paid to QPL, which will result in a negative balance until tax receipts are received.
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 will host their annual summer luncheon on June 16 at noon at the Library. At that time, the Friends will present a check for $10,000 to the Library to kick-off the Furniture and Equipment Fund Drive. The Friends are also holding a mini-book sale on June 19 at the same time as the Library’s Moving Sale. All of the proceeds from that sale will also be donated to the Fund Drive.
VII. QPL COMMITTEE REPORTS
A. Finance: Bill Weinberg reported that the QPL Finance Committee did not meet.
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 neither the Ad Hoc – Branch Committee nor the Ad Hoc – Main Committee met. Nancy Dolan reported that a pre-bid meeting was held at the Library on June 3. Fourteen contractors attended the meeting as well as six representatives from PSBA. A total of 46 bid manuals have been picked up by interested parties. The bids are scheduled to be opened on June 17 at 2:00 p.m. at the Library.
VIII. UNFINISHED BUSINESS
No Unfinished Business was brought before the Board.
IX. NEW BUSINESS
No New Business was brought before the Board.
There being no further discussion, Malinda Vogel moved to adjourn the meeting. The meeting was adjourned at 5:45 p.m.
Respectfully submitted,
Kimberly Drake
