Quincy Public Library
Board of Trustees Meeting
December 8, 2009
Minutes

 

The regular meeting of the Quincy Public Library Board of Trustees was called to order at 7:00 p.m. on Tuesday, December 8, 2009, with Lynn Niewohner presiding.  Trustees present: Steve Duesterhaus, Jeff VanCamp, Judy Crocker, Jody Steinke, Jeanetta Green, and Angela Ketteman.  Trustees absent: Chuck Scholz and Scott Larson.  Others present:  Nancy Dolan, Kim Drake, Ethan Beckler, and Ron Upper – TQ Liaison.  Also various staff members were in the audience.

I.            APPROVAL OF AGENDA:

Judy Crocker moved to approve the agenda as presented.  Jeff VanCamp seconded and the motion carried.

II.          APPROVAL OF MINUTES:                           

The regular session minutes from the November 10, 2009, meeting were presented to the Board.  Steve Duesterhaus moved that the minutes be approved as presented.  Angela Ketteman seconded and the motion carried.

III.         PRESIDENT'S COMMENTS:

President Lynn Niewohner welcomed everyone to the meeting and thanked Kim Drake for putting together the refreshments for the meeting.  She and Nancy Dolan stated that the Library presented copies of the Landrum book to the TQ Board at their meeting just prior to the QPL Board meeting, and will be presenting books to the QPL Board as well.  Development Officer Jamie Scholz noted that additional copies of the books can be purchased for $25, along with photos and linen prints of the photographs on the Historical Quincy Area Photo Archive.

IV.         RECOGNITION OF CORRESPONDENCE:

A thank you note was received from the Jacque Bellman family thanking the Outreach Department for their services to their mother.  A thank you note was received from Gwen Sieck commending Jayne Fentem on her work as part of the Outreach Department.

V.          PUBLIC COMMENTS:

There were no comments from the public.

VI.         LIBRARY REPORTS:

A.          Financial Report-Jeff VanCamp/Ethan Beckler

             Library Restricted Funds

1.           Donor Restricted Fund (Non-expendable)

              Interest Received $3.94

              Total Fund Balance as of 11/30/09 $40,975.04

2.           Donor/Board Fund (Expendable)

              Interest Received $8.13

              Total Fund Balance as of 11/30/09 $84,474.00

3.           Building/Computer Fund

              CD Balance at First Banker's Trust $64,716.98

              Interest Received $5.70

              Balance at IL Funds $59,281.42

              Total Fund Balance as of 11/30/09 $123,998.40

Balance, Revenue, & Summary Budget Reports

Ethan Beckler reported that the balance as of November 30, 2009, at the Bank of Quincy Operating Fund was $612,043.25.  The balance in the Illinois Funds Investment Account was $3,169.11.  The average interest rate at the Illinois Funds Money Market account was .141%.

B.          Circulation and Event Statistics Report 

Nancy Dolan reported that the Outreach materials and Inter-Library Loan materials rose from last fiscal year, while the other circulation statistics remained somewhat static.

C.          Library Report—Nancy Dolan

Nancy Dolan reported that the Library has lost 18% or $11,598 in PPRT funds to date.  She noted that the Library budgeted a loss of $17,000 in PPRT funds for the year.  Ms. Dolan reported that there is a leak in the Children’s Department due to a low spot that collects water by the outside wall.  She and Will Matlick discussed the problem and received several estimates, which varied widely from $1,300 to $9,000.  They agreed to take the lowest estimate from Bix Basement and Foundation Repair to fix the problem from the inside.  This will be more cost-effective should changes need to be made to the outside of the building during the construction project.  Bix will guarantee the work, but noted that there may be more leaks that have not yet been found.  Ms. Dolan stated that the inside work will damage a small corner of the Ingmire mural on the west wall of the Children’s Department.  Bix will begin the repairs on January 18.

VII.       COMMITTEE REPORTS:

A.          Audit - Jeff VanCamp:  The Audit Report for the month ending November 30, 2009, was included in the Board packet.  Jeff VanCamp stated that he reviewed the invoices and had no issues.  There being no discussion, Jeff VanCamp moved to approve the Audit Report for the month ending November 30, 2009, in the amount of $30,836.89.  Steve Duesterhaus seconded and the motion carried. 

B.          Finance - Jeff VanCamp: Jeff VanCamp reported that the Finance Committee met on November 10 and again on November 24.  At the November 10 meeting, the Committee discussed revisions to the FY08/09 Audit Report.  The changes to the audit were reviewed and approved at the November 24 meeting.  Copies of the completed audit report were given to the Finance Committee and included in the Board packet for the rest of the Board.  Jeff VanCamp moved that the FY08/09 Audit Report be approved as presented.  Jody Steinke seconded and the motion carried.

C.          Building & Grounds – Scott Larson: Scott Larson was absent.  The Building and Grounds Committee did not meet.                          

D.          Personnel - Judy Crocker: Judy Crocker reported that the Personnel Committee did not meet.  Nancy Dolan reported that she has polled the staff and the majority would prefer to close the Library on Martin Luther King, Jr. Day (January 18) rather than have a floating furlough day.  There being no further discussion, Angela Ketteman moved to close the Library on January 18 for the final staff furlough day.  Jeff VanCamp seconded and the motion carried.  Lynn Niewohner reported that she and Judy Crocker met with first with the Staff Structure Committee and then with the staff as a whole on November 30 to announce several structure changes. The Board agreed to combine Children’s and Reference Departments to become the new Information Services Department.  Outreach and Circulation will also combine to become the new Public Services Department.  Several other changes are planned, but will not be announced pending negotiation of the labor agreement.  The two announced changes will be effective January 1, 2010.  The Board decided to announce these initial changes to move forward with this small step rather than taking one big step and implementing all the reorganizations at once.  Ms. Niewohner stated that they met with the Union stewards and representative after the staff announcement to deliver the 30-day notice to the Union.  The Union had no objectives to the initial changes.  She also stated that the Board sent a letter to the Union requesting that negotiations on the upcoming labor agreement begin as soon as possible. The Union agreed, and negotiations will start in January.  The negotiation committee will probably consist of Judy Crocker as Personnel Chair with other members to be decided at a later date.  Ms. Niewohner reported that she also announced the availability of early retirement to the staff following the guidelines and incentives offered by the City of Quincy.  One staff person has indicated that they would like to take advantage of early retirement.  Ms. Dolan stated that two other individuals have expressed interest, but only if the deadline was extended from January 31 to April 30, 2010.  After a brief discussion, Jeff VanCamp moved to extend the deadline to notify the Board of an early retirement decision to March 30, 2010, with retirement on April 30, 2010.  Judy Crocker seconded and the motion carried.  In answer to a question from the staff in the audience, Ms. Niewohner stated that no staff person will lose their job because of the structure changes and no job will change dramatically.  She noted that the Board has announced two new non-union positions, and would like to promote someone from within the Library if possible.  She also stated that the structure changes are not based on individuals and will not change if someone does or does not retire.

E.           Policy – Jeanetta Green:  Jeanetta Green reported that the Policy Committee did not meet.

F.           Ad Hoc – Jody Steinke/Angela Ketteman:  Jody Steinke and Angela Ketteman reported that the Ad Hoc Committee met on November 30.  Dave Schlembach of Poepping, Stone, Bach, and Associates was on hand to update the Committee and ask for authorization to start the initial steps of the project.  Nancy Dolan reported that she spoke with the City about several issues that were discussed at the meeting.  City officials agreed that the Library will not be required to install fire suppression equipment if they install fire doors.  This will not affect the MICA insurance.  The City has also stated that the current elevators and restrooms will be “grandfathered” in because they consider the project to be maintenance rather than replacement.  Ms. Dolan stated that she has spoken with Fred Schlipf who has agreed to help with the project at no charge up to $1,000 worth of work.  Dr. Schlipf recommended that the Library install additional handicap-accessible restrooms because the reconfiguration will remove the current handicap-accessible restrooms from public space.  He has reviewed the current plans and is working on recommendations for configuring the available space.  Ms. Dolan also reported that she sent a letter to Chuck Bevelheimer asking that the City vacate the east-west alley for the project.  She is also working with the City’s attorneys to ensure that the bond stipulations are followed.  Mr. Schlembach has everything ready to release the bids for the demolition, but is waiting to confirm the bond stipulations.  Ms. Dolan stated that she contacted Gardner Museum and Salvage Lumber to see if they were interested in any salvage from the Royal Printing building.  They both expressed interest, but have not been in contact after the initial call.  Lynn Niewohner noted that Chuck Scholz is trying to schedule a meeting with Secretary of State Jesse White to discuss the Library’s Live and Learn Construction Grant application.  She also stated that the Board needs to decide whether or not to open the bids to union contractors only or open the bids to any contractor.  She noted that the City does not have any requirements regarding union only bids.  After a brief discussion, Jody Steinke moved to open the bids for any contractor not just union contractors.  Jeff VanCamp seconded and the motion carried.  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.          Board Member Resignation.  Lynn Niewohner announced that Chuck Scholz has informed her that he will resign from the Board effective immediately.  In place of a written letter of resignation, Judy Crocker moved to accept with regrets Mr. Scholz’s oral resignation.  Angela Ketteman seconded and the resignation was accepted.  Ms. Niewohner stated that Mr. Scholz will still be a valuable part of the building project even though he will no longer be on the Board.  Jody Steinke and Jeff VanCamp volunteered to serve as the Nominating Committee to find someone to fill the vacated seat.  They will bring a recommendation to the Board at the January meeting, and a letter will be sent to Mayor Spring asking for the appointment immediately after the January Board meeting.

B.          Jeanetta Green asked if a donation is made to the Library for a specific purpose, is it ever diverted to a different fund.  Nancy Dolan replied that if a donation is made for a specific purpose, such as the Children’s Department, it will be used for that purpose unless otherwise indicated by the donor.  Lynn Niewohner encouraged donations be made to the Mary Weems Barton/Quincy Public Library Foundation to take advantage of the tax incentive.

There being no further discussion, Angela Ketteman moved to adjourn.  Jeff VanCamp seconded and the meeting was adjourned at 7:50 p.m.

Respectfully submitted,

Kimberly Drake