Quincy Public Library
Board of Trustees Meeting
January 12, 2010
Minutes

 

The regular meeting of the Quincy Public Library Board of Trustees was called to order at 7:00 p.m. on Tuesday, January 12, 2010, with Lynn Niewohner presiding.  Trustees present: Steve Duesterhaus, Jeff VanCamp, Judy Crocker, Jody Steinke, Scott Larson.  Trustees absent: Angela Ketteman and Jeanetta Green.  Others present:  Nancy Dolan, Kim Drake, Ethan Beckler, and Ron Upper and Bill Weinberg – TQ Liaisons.  Also various staff members were in the audience.

I.            APPROVAL OF AGENDA:

Judy Crocker asked that the Executive Session under Personnel Committee Report be moved to the end of the meeting.  Scott Larson moved to approve the agenda as revised.  Jeff VanCamp seconded and the motion carried.

II.          APPROVAL OF MINUTES:                           

The regular session minutes from the December 8, 2009, meeting were presented to the Board.  Steve Duesterhaus moved that the minutes be approved as presented.  Judy Crocker seconded and the motion carried.

III.         PRESIDENT'S COMMENTS:

President Lynn Niewohner welcomed Board Members and staff to the meeting.

IV.         RECOGNITION OF CORRESPONDENCE:

A thank you note from Quincy Early Childhood was received thanking the Library for the donation of mittens, hats, scarves, and gloves collected from the Mitten Tree during the holidays.  A thank you note from Nancy Dolan and Library Staff was received thanking the Board for their donation for the annual Christmas party.  An email from Jeanne Brady was received complimenting the Library on the historic newspaper archive.

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 $4.22

              Total Fund Balance as of 12/31/09 $40,979.26

2.           Donor/Board Fund (Expendable)

              Interest Received $8.70

              Total Fund Balance as of 12/31/09 $84,482.70

3.           Building/Computer Fund

              Interest Received $6.11

              Balance at IL Funds $59,281.42

              Total Fund Balance as of 12/31/09 $124,004.51

Balance, Revenue, & Summary Budget Reports

Ethan Beckler reported that the balance in the Bank of Quincy Operating Fund as of December 31, 2009, was $584,901.40.  The balance in the Illinois Funds Investment Account was $3,169.11.  The average interest rate at the Illinois Funds Money Market account decreased again to .121%

B.          Circulation and Event Statistics Report 

Nancy Dolan reported that the figures remain steady although some areas are up while others are down.  She noted that event and program statistics also remained steady for the month of December.

C.          Library Report—Nancy Dolan

Nancy Dolan reported that an amazing 225 people attended the “Cookies and Cocoa with Santa” program held the evening of December 17 in partnership with the Historic Quincy Business District.  She noted that with the exception of that program, the daily door counts remained steady with an average of 478 people in the Library every day.  She noted that the count included Sundays, which typically have less patron traffic.  Ms. Dolan stated that she is nearly ready to submit the Live & Learn Construction Grant application, and is only waiting on the building program from Dr. Fred Schlipf.  She also stated that the Library is submitting another grant for Broadband Opportunity.  This grant is for the purchase of additional computers, which would be used for patron access to online databases including legal aid, GED, and unemployment aid.  It would also make available downloadable books for the blind and physically handicapped.  The Library has agreed to submit the grant in partnership with the Illinois State Library and other interested libraries throughout the state. 

VII.       COMMITTEE REPORTS:

A.          Audit - Jeff VanCamp:  The Audit Report for the month ending December 31, 2009, was included in the Board packet.  Jeff VanCamp stated that he reviewed the invoices and had no questions.  There being no discussion, Jeff VanCamp moved to approve the Audit Report for the month ending December 31, 2009, in the amount of $39,896.88.  Judy Crocker seconded and the motion carried. 

B.          Finance - Jeff VanCamp: Jeff VanCamp reported that the Finance Committee met on January 6.  Nancy Dolan reviewed the draft FY10/11 budget, and stated that the City has requested a copy of the draft budget by the end of January.  She stated that the budget is essentially the same as last year with increases to the health insurance and IMRF lines.  However, Ms. Dolan noted that the Library will be asking the City for more money this year because last year’s budget included $157,000 from the Building & Computer Fund, which has been expended, $50,000 from TQAPLD, and $50,000 one time gift from the City.  There being no further discussion, Scott Larson moved that the draft FY10/11 Budget be approved as presented, and submitted to the City of Quincy.  Steve Duesterhaus seconded and the motion carried.  Jeff VanCamp reported that Library Attorney Joe Duesterhaus and City Counsel Andrew Staff have developed an intergovernmental agreement to authorize the City to hold the bond funds and pay the project bills as vouchers are presented.  To that end, PSBA prepared an estimate of cost to be used as an addendum to the Library’s budget.  Mr. Duesterhaus revised the addendum to include the potential receipt of grant funds and more accurately reflect revenue and expenses.  Ms. Dolan stated that upon examination of the addendum from Mr. Duesterhaus, an error of $8 was found.  A copy of the revised addendum was distributed to the Board.  There being no further discussion, Steve Duesterhaus moved to approve the addendum as amended.  Scott Larson seconded and the motion carried.  Steve Duesterhaus then moved that the amended proposed addendum to the Library budget be approved as presented.  Jody Steinke seconded and the motion carried.  Steve Duesterhaus then moved to approve the intergovernmental agreement between the City of Quincy and Quincy Public Library as presented.  Judy Crocker seconded and the motion carried.

C.          Building & Grounds – Scott Larson: Scott Larson reported that the Building and Grounds Committee did not meet.                         

D.          Personnel - Judy Crocker: Judy Crocker reported that the Personnel Committee did not meet.  She reported that she and Lynn Niewohner met with Union representatives in a preliminary meeting prior to negotiations.  Official negotiations are scheduled to begin February 1, 2010.

E.           Policy – Jeanetta Green:  Jeanetta Green was absent.  The Policy Committee did not meet.

F.           Ad Hoc – Jody Steinke/Angela Ketteman:  Jody Steinke reported that the Ad Hoc Committee met on January 7.  Bids were submitted for the demolition of the Royal Printing building and opened on January 6.  Mr. Steinke noted that the bids ranged from a low of $24,500 to a high of $88,500.  A letter from Dave Schlembach of PSBA was received recommending the acceptance of the lowest bid from Blick’s Construction Company, Inc. for $24,500.  There being no discussion, Jody Steinke moved to accept the bid from Blick’s Construction Company in the amount of $24,500 for the demolition of the Royal Printing building.  Jeff VanCamp seconded and the motion carried.  Mr. Steinke reported that the soil borings showed that the soil in the Chandler property was not properly compacted and cannot be paved over without redigging the area.  Therefore, PSBA amended the request to the City to vacate the east-west alley to include only the eastern portion of that alley.  The alley will then be used as part of the new driveway rather than constructing a new drive over the Chandler property.  Mr. Steinke reported that the building plans have been revised through meetings with Mr. Schlembach, various members of the Ad Hoc Committee, Nancy Dolan, and Dr. Fred Schlipf via telephone.  Ms. Dolan stated that copies of the plans were included in the Board packet.  A newer version was prepared after the Board packets went out, but Ms. Dolan noted that there were only minor changes; the building footprint remains the same. There being no further discussion, Jody Steinke moved to approve the preliminary drawings for the building project from Poepping, Stone, Bach & Associates dated 1/6/10 as presented.  Jeff VanCamp seconded and the motion carried.  Mr. Steinke stated that Lynn Niewohner had suggested that the Ad Hoc Committee be allowed to approve minor changes to the building plans rather than wait for monthly Board approval.  Judy Crocker moved that the Board empower the Ad Hoc Committee to approve minor changes to the building plans on the Board’s behalf.  Steve Duesterhaus seconded and the motion carried.  Mr. Steinke then reported that the committee discussed the possibility of moving the Library to another location during construction.  Dave Schlembach estimated that if the building was occupied during construction, the project would take approximately 18 months to complete.  If it was unoccupied, then the project could possibly be completed in 12 months.  After some discussion regarding the cost of moving, disruption of service, and inconvenience to patrons, the committee agreed to recommend that the Library remain open at its current location and the project be completed in phases.  Jody Steinke moved to recommend that the building project be completed in phases and the building remain occupied during the renovations.  Jeff VanCamp seconded and the motion carried.  Mr. Steinke stated that the next meeting is tentatively scheduled for February 8 at noon.

VIII.      UNFINISHED BUSINESS

A.          Report from Nominating Committee.  Jody Steinke reported that the Nominating Committee contacted Christopher Pratt as a potential new Board Member to fill the seat left vacant by the resignation of Chuck Scholz.  There being no further discussion, Jody Steinke moved to recommend that Mayor Spring appoint Christopher Pratt to the Quincy Public Library Board of Trustees.  Jeff VanCamp seconded and the motion carried.  A letter will be sent to Mayor Spring requesting the appointment. 

IX.         NEW BUSINESS:

A.          Live & Learn Construction Grant Approval and Assurances.  Nancy Dolan reported that one of the requirements of the Live & Learn Grant application is the approval of 53 assurances by the Board.  A copy of these assurances was included in the Board packet.  Jody Steinke noted that Item 16 “assures that the project will not be advertised or placed on the market for bidding until the final working drawing and specifications have been approved by the Illinois State Library.”  He asked if the State Library will still need to approve the drawings if the grant is not awarded.  Ms. Dolan stated that the plans approved by the Ad Hoc Committee will be submitted with the grant, and bids will not be released until after the grant is awarded.  There being no further discussion, Jody Steinke moved to approve the submission of the Live & Learn Construction Grant application.  Jeff VanCamp seconded and the motion carried.  Jody Steinke moved to approve the Assurances of Compliance as presented.  Judy Crocker seconded and the motion carried.

Judy Crocker moved to adjourn out of Regular Session and reconvene into Executive Session for the purpose of discussing a personnel matter.  Scott Larson seconded and the meeting was adjourned at 7:30 p.m.  Nancy Dolan, Ron Upper, and Bill Weinberg were asked to remain in the meeting.  Jody Steinke moved to adjourn out of Executive Session and reconvene into Regular Session.  Steve Duesterhaus seconded and the Executive Session was adjourned at 8:02 p.m. 

There being no further discussion, Judy Crocker moved to adjourn.  Jeff VanCamp seconded and the meeting was adjourned at 8:03 p.m.

Respectfully submitted,

Kimberly Drake