TOWNSHIPS OF THE QUINCY AREA PUBLIC LIBRARY DISTRICT
BOARD OF TRUSTEES MEETING
APRIL 15 , 2010
MINUTES
The Townships of the Quincy Area Public Library District Board of Trustees met at the Quincy Public Library on Thursday, April 15, 2010, with Ron Upper presiding. Trustees Present: Bill Weinberg, Susan East, Fred Witte, Alan Obert, and Malinda Vogel. Trustees Absent: Charlie Jones. Others Present: Nancy Dolan, Ethan Beckler, Kim Drake, and Angela Ketteman – QPL Liaison. The meeting was called to order at 7:00 p.m.
I. APPROVAL OF AGENDA
Bill Weinberg moved to approve the agenda as presented. Fred Witte seconded and the motion carried.
II. APPROVAL OF MINUTES
Malinda Vogel moved that the March 11, 2010, minutes be approved as presented. Susan East seconded and the motion carried.
III. PUBLIC COMMENTS
There were no public comments.
IV. RECOGNITION OF CORRESPONDENCE AND GUESTS
A thank you note was received from Cheryl Drew thanking the TQ Board for their donation to the Library in memory of her father, Herman Bennett. Angela Ketteman from the QPL Board was welcomed to the meeting.
V. DISTRICT REPORTS
A. Financial Report: Ethan Beckler reported that as of March 31, 2010, the Illinois Funds Reserved account had a balance of $91,610.34. The Illinois Funds General account had a balance of $56,343.39. The interest received on the Illinois Funds – Reserved account was $8.24. The interest on the Illinois Funds – General was $6.84. The Illinois Fund Money Market interest rate for the month increased slightly to .106%.
B. Circulation & Event Statistics Report: Nancy Dolan reported that TQ circulation figures are up slightly over last fiscal year, although overall library statistics are showing a slight decrease.
C. Library Report: Nancy Dolan reported that the Library is in the middle of National Library Week, and is providing a number of programs, workshops, and giveaways throughout the week. Susan East noted that the radio interview on WQUB about the Annual Teen Poetry Slam was very good. Ron Upper said that the State of the Library address on Monday to kick off National Library Week was wonderful and informative. Ms. Dolan reported that the Library received the Live and Learn Construction Grant acceptance contract, which was signed and returned to the Illinois State Library. She noted that she was accepted to the Small Public Library Management Institute in Springfield the week of June 6, which TQ has agreed to pay for. Ms. Dolan stated that the annual Summer Reading Program will begin with the kick-off on June 5, but will be shortened due to the start of construction. The Library is looking at closing July 23 through August 1 to move the Main Library into the Annex. Bids are scheduled to be released on May 1, and opened on June 3. Ground-breaking is expected in early August. Ms. Dolan noted that the annual QPL Staff Training Day will take place on April 30. She reported that she attended the City Council Budget Hearings on April 6. The City will be giving the Library $1,756,245, which is the same amount as last year less the $50,000 gift. That amount also does not include the Building and Computer Fund, which has been expended. Even with the same amount as last year, the budget is still short $35,000, which will be taken from the personnel line. She noted that the positions of Head of Reference, Head of Maintenance, and Head of Technical Services will not be filled. Malinda Vogel asked if the Library will be able to absorb the loss of staff without sacrificing service. Ms. Dolan replied that the Library can absorb the losses, but will start seeing a backlog in the cataloging of materials and longer wait times at the Reference and Circulation desks. She noted that the patrons are already being informed that the delays are resulting from staff shortages because of the budget. Susan East asked if any area colleges or universities offer undergraduate courses in library science where students could volunteer at the Library for credit hours. Ms. Dolan replied that even if anyone volunteers at the Library, they may not do any jobs that are already being performed by a Union staff member.
VI. TQ COMMITTEE REPORTS
A. Finance: Bill Weinberg presented three checks for payment:
#1744 Quincy Public Library $20,600.00
#1745 Schmiedeskamp, Robertson, et al $ 598.00
#1746 Quincy Area Chamber of Commerce $ 149.00
Mr. Weinberg stated that the check to the Library is the final contractual payment for the fiscal year. The check to the Quincy Area Chamber of Commerce is in payment for a workshop attended by Nancy Dolan. There being no further discussion, Bill Weinberg moved that the payments in the amount of $21,347.00 be approved as presented. Susan East seconded and the motion carried. Mr. Weinberg reported that at the March TQ meeting, the Board discussed moving funds from the Illinois Funds into a local bank. He and Fred Witte researched rates and found that the Bank of Quincy has the best rates. The Bank of Quincy has offered CDs at a two-year rate of 2% with no penalty for early withdrawal. After a brief discussion, Bill Weinberg moved to move the checking account and the investment account from the Illinois Funds to the Bank of Quincy. Fred Witte seconded and the motion carried. Bill Weinberg then moved that the President, the Treasurer, and the Executive Director be authorized signers on the account, which would require two signatures. Alan Obert seconded and the motion carried. Mr. Weinberg stated that after researching whether or not TQ was required to have an annual full audit performed, he found under current Illinois Library Law, all entities that receive public funds must have a full audit performed each fiscal year regardless of size. He noted that there may be future legislation that will allow small public entities to forego full annual audits, but no such rulings exist at this time. Ron Upper noted that the Library had been looking into combining the three audits for the Library, TQ, and the Mary Weems Barton/Quincy Public Library Foundation into one big audit. Nancy Dolan stated that the QPL Board is waiting to hear from the City of Quincy, which has offered to let the Library and the Foundation, as an entity of the Library, be combined with the City’s audit. If that occurs, TQ would still need to have a separate audit. She noted that she wrote a request for proposal for the audit of all three organizations, but it has not been sent out.
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 Spring Book Sale, April 8 – 11, 2010, where they realized $9,800 in sales. Combined with the $200 earned at the paperback mini-book sale at the Monster Garage Sale on March 27, the Friends have earned more than $10,000 in the past three weeks. She also noted that someone purchased all of the remaining books from the sale, so no books were sent to be recycled.
VII. QPL COMMITTEE REPORTS
A. Finance: Bill Weinberg reported that the QPL Finance Committee met on April 13 just prior to the QPL Board meeting. The Committee discussed and approved the draft FY10/11 budget. The Committee also discussed the possibility of the City of Quincy taking over certain bookkeeping duties for the Library, and combining the Library’s and the Foundation’s audit with the City. Both of these items were tabled pending further discussion. Mr. Weinberg recommended that the Library move very slowly and deliberately before making any decisions regarding the Library’s finances and the City of Quincy so as not to lose control. Nancy Dolan replied that the City assured her that they will only be paying the bills, and have no control over Library spending. It was noted that only QPL bills would be paid by the City, not TQ bills. Mr. Weinberg also brought up the issue of questions about adequate insurance coverage for the Library. Ethan Beckler stated that the Library, as part of the City, is covered by MICA insurance. After examining the coverage several years ago, the Library expressed concern over inadequate replacement costs for the Library. Since that time, the coverage has been reassessed and increased significantly. Ms. Dolan noted that if the Library should choose to separate from the MICA insurance and purchase insurance elsewhere, it could not get back into MICA.
B. Policy: Malinda Vogel reported that the QPL Policy Committee met on March 31. The Committee discussed and approved ten revised policies and three new policies. However, the QPL Board agreed to table the new policy on Naming Opportunities and return it to the Foundation Board for further discussion.
C. Personnel: Susan East reported that the QPL Personnel Committee did not meet.
D. Building & Grounds: Charlie Jones was absent. The QPL Building and Grounds Committee did not meet.
E. Ad Hoc: Ron Upper reported that the Ad Hoc – Branch Committee met on March 26. He stated that both TQ and the Friends are interested in supporting a branch, but the Library has no additional funding or extra staff for a branch at this time. Angela Ketteman stated that the QPL Board would like to see a five-year plan put together to develop a branch, and recommended meeting at least annually to review the plan.
VIII. UNFINISHED BUSINESS
A. Continued Discussion of East End Branch. This item was discussed under Ad Hoc-Branch Committee Report.
IX. NEW BUSINESS
A. Appointment of Nominating Committee. Ron Upper appointed Malinda Vogel – Chair, Charlie Jones, and Alan Obert to serve as the Nominating Committee. The committee will need to recommend a slate of officers to be voted on at the Annual Meeting on May 17. It was noted that several Board Members have a conflict at 7:00 p.m. on May 17 for the Annual Meeting. After some discussion, Malinda Vogel moved to change the Annual Meeting time to 9:00 a.m. on Monday, May 17. Susan East seconded and the motion carried.
B. Nancy Dolan reported that she received a letter from the Illinois State Library asking for a map and the legal description of TQ boundaries. She contacted the County Clerk’s office, but they did not have the information for the original TQ boundaries. She then asked Bill McCleery, who said he would send the information to her.
There being no further discussion, Alan Obert moved to adjourn the meeting. Bill Weinberg seconded and the meeting was adjourned at 7:42 p.m.
Respectfully submitted,
Kimberly Drake
TOWNSHIPS OF THE QUINCY AREA PUBLIC LIBRARY DISTRICT
BOARD OF TRUSTEES MEETING
MAY 17, 2010
MINUTES
The Townships of the Quincy Area Public Library District Board of Trustees met at the Quincy Public Library on Monday, May 17, 2010, with Ron Upper presiding. Trustees Present: Bill Weinberg, Fred Witte, Alan Obert, and Malinda Vogel. Trustees Absent: Charlie Jones and Susan East. Others Present: Nancy Dolan, Ethan Beckler, and Kim Drake. The meeting was called to order at 9:11 a.m.
I. APPROVAL OF AGENDA
Alan Obert moved to approve the agenda as presented. Bill Weinberg seconded and the motion carried.
II. APPROVAL OF MINUTES
Fred Witte moved that the April 15, 2010, minutes be approved as presented. Alan Obert 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 as of April 30, 2010, the Illinois Funds Reserved account had a zero balance. The Illinois Funds General account had a balance of $26,619.22. The interest received on the Illinois Funds – Reserved account was $5.75. The interest on the Illinois Funds – General was $6.74. The balance in the Illinois Funds Reserved account of $91,616.09 was moved to a CD at the Bank of Quincy with an interest rate of 2%. Bill Weinberg reported that check #1748 for $100,000 and check #1750 for $26,619.22 was cut from the Illinois Funds General account to move the remaining funds into the new account at Bank of Quincy. Bill Weinberg moved that the Board approve the two checks in the amount of $126,619.22. Malinda Vogel seconded and the motion carried.
B. Circulation & Event Statistics Report: Nancy Dolan reported that end of the year TQ circulation figures were down slightly over last fiscal year, as were the figures for QPL.
C. Library Report: Nancy Dolan reported that the Library completed the 2010 Kids Only Library Card Campaign with great success. During the first campaign in 2008, the Library signed up 1,171 new cardholders. At the end of this second campaign, the Library renewed 738 cards and issued an additional 717 new cards. This represents an increase to 77% of students in grades kindergarten through 3rd grade who now have library cards. Ms. Dolan noted that the Library is also visiting high school students to promote the Learning Express database, which assists cardholders in studying for standardized tests such as the ACT and SAT as well as firefighter exams and police exams. The Library received a considerable amount of positive PR throughout National Library Week, April 12-17. Ms. Dolan noted that the door count remained steady that week at approximately 500 people per day.
VI. TQ COMMITTEE REPORTS
A. Finance: Bill Weinberg reported that there were no checks presented for payment. A copy of the letter from Wade Stables P.C. was distributed at the meeting. Mr. Weinberg stated that he contacted Wade Stables after learning that the Library had agreed to be a part of the City of Quincy’s bid for annual auditing services, and that Wade Stables had won the City’s bid. At the April meeting, the TQ Board agreed that they did not want to be a part of the City of Quincy’s bid, but would look at changing their auditor. Nancy Dolan stated that the QPL Board approved the engagement of Wade Stables at their May meeting. Wade Stables will also be performing an audit for the Mary Weems Barton/Quincy Public Library Foundation as part of the Library’s audit. There being no further discussion, Bill Weinberg moved to retain the firm of Wade Stables P.C. to perform the annual audit for FY2009/2010 for TQ for an amount not to exceed $500. Malinda Vogel seconded and the motion carried. Ms. Dolan stated that Bill McCleery has recommended that the TQ Finance Committee meet to discuss the FY2010/2011 budget for the purpose of the budget and levy ordinances. Mr. Weinberg will schedule a meeting.
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 met on April 21 where they voted to donate $10,000 to help kick off the Foundation’s Furniture and Equipment Fund-Raising Campaign. The Library cut $125,000 from the construction budget for furniture and equipment. Development Officer Jamie Scholz is hoping to raise that much to fund the purchase of items for the renovated facility. A check will be presented at the June 16 Friends’ meeting.
VII. QPL COMMITTEE REPORTS
A. Finance: The QPL Finance Committee met on April 13. A copy of the minutes was included in the Board packet.
B. Policy: Malinda Vogel reported that the QPL Policy did not meet.
C. Personnel: Susan East was absent. The QPL Personnel Committee did not meet.
D. Building & Grounds: Charlie Jones was absent. 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 the bid opening date has been pushed back to June 17. Bids will be advertised May 19, 21, and 23 in the Quincy Herald-Whig. There will be a pre-bid meeting on June 3 for potential bidders to ask questions. Ms. Dolan stated that Dave Schlembach has assured her that even though the bid opening has been pushed back, the schedule for construction is still on track.
VIII. UNFINISHED BUSINESS
A. Nancy Dolan stated that she contacted Bill McCleery for information about TQ’s official boundaries, but has not heard anything yet. She will contact him again for the information.
XI. NEW BUSINESS
A. Approval of FY2010/2011 Non-Resident Fee. Nancy Dolan reported that the QPL Board approved the FY2010/2011 Non-Resident Fee at their May meeting. Using the same formula as used to figure the TQ rate, the Library’s minimum non-resident fee was $86.42. However, the Board agreed to set the yearly fee at $100. Ms. Dolan pointed out that TQ had used the QPL population figures, property tax income figure, and property tax support per capita figures in the past. As of last fiscal year, TQ must use figures for their library district. Using those figures, the TQ minimum non-resident fee for FY2010/2011 is $67.83. Ms. Dolan stated that it is preferable that TQ use the same non-resident fee as QPL. There being no further discussion, Bill Weinberg moved to approve the TQ non-resident fee for FY2010/2011 of $100 starting on June 1, 2010, until May 31, 2011. Malinda Vogel seconded and the motion carried.
B. Ron Upper stated that he would like for the committee appointments to remain the same as last fiscal year.
There being no further discussion, Malinda Vogel moved to adjourn the meeting. Bill Weinberg seconded and the meeting was adjourned at 9:38 a.m.
Respectfully submitted,
Kimberly Drake
