TOWNSHIPS OF THE QUINCY AREA PUBLIC LIBRARY DISTRICT
BOARD OF TRUSTEES MEETING
DECEMBER 8, 2009
MINUTES
The Townships of the Quincy Area Public Library District Board of Trustees met at the Quincy Public Library on Tuesday, December 8, 2009, with Ron Upper presiding. Trustees Present: Bill Weinberg, Fred Witte, Alan Obert, Charlie Jones, and Malinda Vogel. Trustees Absent: Susan East. Others Present: Nancy Dolan, Ethan Beckler, Kim Drake, and Jeff VanCamp – QPL Liaison. The meeting was called to order at 6:02 p.m.
I. APPROVAL OF AGENDA
Fred Witte moved to approve the agenda as presented. Bill Weinberg seconded and the motion carried.
II. APPROVAL OF MINUTES
Alan Obert moved that the November 12, 2009, minutes be approved as presented. Charlie Jones seconded and the motion carried.
III. PUBLIC COMMENTS
There were no public comments.
IV. RECOGNITION OF CORRESPONDENCE AND GUESTS
Jeff VanCamp and several staff members were welcomed to the meeting. A letter from Nancy Dolan was received thanking the TQ Board for their holiday gift. Several thank you cards were also received thanking the Board for the gift.
V. DISTRICT REPORTS
A. Financial Report: Ethan Beckler reported that as of November 30, 2009, the Illinois Funds General account had a balance of $164,161.83. The Illinois Funds Reserve account had a balance of $91,578.81. The interest received on the Illinois Funds – General account was $16.83. The interest on the Illinois Funds – Reserved was $8.81. An Adams County Tax payment in the amount of $5,485.82 was received. The Illinois Fund Money Market interest rate for the month rose slightly to .141%.
B. Circulation & Event Statistics Report: Nancy Dolan reported that Outreach and Inter-Library Loan figures increased over last fiscal year, while the circulation numbers in other areas remained somewhat static.
C. Library Report: Nancy Dolan reported that the Library received the December PPRT check, which was down a little. The overall decrease this year is $11,598 to date. She reported that the building project is moving forward rapidly. Dave Schlembach of Poepping, Stone, Bach & Associates has scheduled the soil borings for the week of December 14, the asbestos abatement on the 514 Jersey building to begin on December 21, and surveyors have begun the site survey. The bond is expected to close on December 15. Ms. Dolan stated that she has contacted the Gardner Museum and Salvage Lumber to see if they are interested in salvaging anything from the Royal Printing building before asbestos abatement begins. Both indicated they were interested, but she has not heard anything from them since the initial contact. Ms. Dolan noted that Mr. Schlembach talked with Larry Moller and Michael Sever from the City about the elevator, fire suppression system, and the handicap-accessible restrooms. They indicated that the elevator and the restrooms could be “grandfathered” in because the building project is considered to be maintenance rather than replacement. A fire suppression system will not be required if the Library installs fire doors. Ms. Dolan said she spoke with Fred Schlipf about the restrooms. He feels that handicap-accessible restrooms are important because the reconfiguration will cut off the only accessible restrooms from the public. The Ad Hoc Committee will discuss this at their next meeting. Ms. Dolan then reported that a leak has occurred in the Children’s Department because the ground slopes toward the building in one spot allowing water to collect. Several estimates were given with widely varying costs. She and Will Matlick decided to hire Bix Basement and Foundation Repair to fix the problem from inside the building. They agreed that this is the most cost-effective solution if the building or grounds are changed because of construction. They will begin work in January.
VI. TQ COMMITTEE REPORTS
A. Finance: Bill Weinberg presented two checks for payment:
#1729 Quincy Public Library $20,600.00
#1730 First National Bank $ 1,616.16
Mr. Weinberg noted that the payment to First National Bank was for the credit card purchase of gift cards for the staff. There being no further discussion, Bill Weinberg moved that the payments in the amount of $22,216.16 be approved as presented. Fred Witte seconded and the motion carried. Mr. Weinberg reported that he met with Tom Behrens to discuss the FY08/09 TQ Audit. Copies of the completed audit were distributed to the Board with instructions to review it and be prepared to discuss it at the January meeting. He noted that the $20,000 missed payment to QPL is included in the audit, as well as $1,000 in website fees that went unused. Mr. Weinberg indicated that he will be asking the Board to forgive the remainder of the Landrum book loan to the Library if they will agree to not ask for the $1,000 website payment for FY08/09. He noted that TQ will still pay the $20,000 missed payment to QPL. Ethan Beckler stated that he will be sending a copy of the Management Discussion and Analysis letter from the FY08/09 QPL Audit to the TQ Board so they have a clear picture of the Library’s current financial situation.
B. Policy and Services: Malinda Vogel reported that Policy and Services did not meet.
C. Public Relations: Susan East was absent. Public Relations did not meet.
D. Friends of the Library: Kim Drake reported that the Friends of the Library will host their annual holiday luncheon on Wednesday, December 16, at noon at the Library. TQ Board Members are invited to attend and asked to RSVP to Ms. Drake as soon as possible.
VII. QPL COMMITTEE REPORTS
A. Finance: Bill Weinberg reported that the QPL Finance Committee met on November 10 and again on November 24. The main topics of discussion were the FY08/09 audit report, approved revisions to the FY09/10 budget and the bond issue. The minutes from both meetings were included in the Board packet.
B. Policy: Malinda Vogel reported that the QPL Policy Committee did not meet.
C. Personnel: Susan East was absent. 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 November 30. Dave Schlembach attended that meeting and outlined the five initial steps that need to be taken to begin the project. The committee authorized Mr. Schlembach to begin asbestos abatement, soil borings, site survey, letting of bids for the demolition of the Royal Printing building, and the completion of a phase one environmental survey. Mr. Schlembach was also asked to begin preliminary drawings which would reflect the items eliminated to stay within the new budget. The next meeting of the Ad Hoc Main Building Committee is scheduled for January 7 at noon at the Library.
VIII. UNFINISHED BUSINESS
No Unfinished Business was brought before the Board.
IX. NEW BUSINESS
A. At a previous meeting, it was discussed that the QPL and TQ Boards meet jointly, possibly in December. Nancy Dolan reported that Lynn Niewohner, President of the QPL Board, stated that there was not a need at this time for the Boards to meet together.
There being no further discussion, Charlie Jones moved to adjourn the meeting. Fred Witte seconded and the meeting was adjourned at 6:23 p.m.
Respectfully submitted,
Kimberly Drake
