Quincy Public Library
Board of Trustees Meeting
July 15, 2008
Minutes

The regular meeting of the Quincy Public Library Board of Trustees was called to order at 7:07 p.m. on Tuesday, July 15, 2008, with Lynn Niewohner presiding. Trustees present: Jeanetta Green, Chuck Scholz, Scott Larson, Cheryl Predmore, Jody Steinke, Angela Ketteman, and Judy Crocker. Others present: Sue Beach, Kim Drake, Ethan Beckler, Malinda Vogel - TQ Liaison, and Katherine Beckett - TAB Member.

I. OATH OF OFFICE:
Mayor John Spring was welcomed to the meeting. He thanked the Library Board for their service to the community and expressed his appreciation for the Quincy Public Library. Mayor Spring administered the Oath of Office to new Board Member Angela Ketteman and welcomed her to the Board. Mayor Spring then administered the Oath of Office to returning Board Members Jeanetta Green and Judy Crocker.

Lynn Niewohner began the discussion about the potential renovations to the Main Library building and the possibility of a library branch on the east end of town by introducing the various members of the Library Boards in attendance. From the Mary Weems Barton/Quincy Public Library Foundation: Merle Crossland and Joe Thomas. From the Townships of the Quincy Area Public Library District: Lyndell Fross, Ron Upper, Malinda Vogel, and Carole Larson. From the Friends of the Library: Ginger Heitman and Sue Armstrong.

Ms. Niewohner thanked everyone for attending the meeting and stated that the one goal of all the organizations is making the Library the greatest facility for the area. To that end, she announced that the QPL Board is considering taking on a project to grow the Library - to increase space within the building, to increase access by creating one circulation desk, to increase convenience by creating more parking space, and the development of an east end library branch. She noted that the three organizations in attendance continually express their dedication and support of the Library. For example, the Foundation Board recently hired a new Development Officer, the TQ Board has stated its commitment to developing an east end library branch, and the Friends of the Library are always ready to support important Library projects. Ms. Niewohner invited each group to participate in future planning meetings.

Scott Larson, Ad Hoc Committee Chair, thanked everyone for their interest, especially the Library staff. He reported that he has met with Pat Poepping and Dave Schlembach of Poepping, Stone, Bach & Associates, and has asked them to serve as the architects for the project as authorized by the QPL Board. He stated that this will be a long-term project with multiple phases. It will consist of a major renovation of the current Main Library with plenty of options for creating new spaces. Mr. Larson noted that the two definite aspects of the project are to connect the Main Library and the Annex and to acquire additional two additional pieces of property. Mr. Poepping informed Mr. Larson that it was imperative that the Library acquire the house located at 221 South 5th Street and the parking lot at 512 Jersey. The other part of the project is the development of a library branch on the east side of town. The TQ Board has already done some preliminary research on branch locations and cost estimates.

Ms. Niewohner stated that to better define the two projects, the Ad Hoc Committee will split into two sub-committees; one to work on the Main Library renovation and one to work on the east end branch. She announced the following appointments to the Ad Hoc Main Library Committee: Chuck Scholz, Jeanetta Green, and the City Council appointee from the QPL Board; Julie Boll, Judy Decker, and Tom Aden from the Library Staff; and one person each from the TQ Board, the Foundation Board, and the Friends of the Library. Appointments to the Ad Hoc Branch Committee are: Cheryl Predmore and the City Council appointee from the QPL Board (Ms. Predmore may also serve as the Foundation representative); Pat Woodworth, Val Stark, and Pam Clow from the Library Staff; Mary Armstrong from the Friends of the Library; and Lyndell Fross from the TQ Board. Ms. Niewohner and Mr. Larson will also serve on both sub-committees.

Julie Boll asked if both projects will begin simultaneously or will the two sub-committees develop goals, which the Board will then use to determine project priorities? Ms. Niewohner stated that it is the Board’s hope to work on both projects at the same time, but the branch project will obviously be completed sooner than any Main Library renovations. She also noted that while there is no definite time frame at this point, she would like to see at least the Main Library project begin as soon as possible because of potential issues with the Library’s aging HVAC system. Mr. Larson reiterated that the first goal is to acquire the two properties. After that it is up to PSBA to outline the time frame and present options to the Board for the Main Library project. He noted that PSBA will only be the architects for the Main Library project, not the Branch project. Several other questions following regarding the development of the branch and its location. These questions will be addressed by the Ad Hoc Branch Committee.

There being no further questions from the audience, Ms. Niewohner and Mr. Larson again thanked the members of the various Boards and Library Staff for their attendance and interest in the future of the Quincy Public Library.

II. APPROVAL OF AGENDA:
Judy Crocker moved that the agenda be approved as presented. Jody Steinke seconded and the motion carried.

III. APPROVAL OF MINUTES:
The regular session minutes from June 17, 2008, and the notes from June 10, 2008, were presented to the Board. Jeanetta Green moved that the minutes and the notes be approved as presented. Scott Larson seconded and the motion carried.

IV. PRESIDENT'S COMMENTS:
Lynn Niewohner thanked the staff for attending the meeting and thanked those who volunteered to serve on the newly revised Ad Hoc Committee. She encouraged all staff to attend Board and Committee meetings.

V. RECOGNITION OF CORRESPONDENCE:
A thank you note from Katherine Beckett was received thanking the Board for her graduation gift and the opportunity to serve on the Board as the first Teen Advisory Board Member.

VI. PUBLIC COMMENTS:
There were no comments from the public.

VII. LIBRARY REPORTS:
A. Financial Report–Cheryl Predmore/Ethan Beckler
Library Restricted Funds
1. Donor Restricted Fund (Non-expendable)
Interest Received $75.61
Total Fund Balance as of 6/30/08 $40,526.69
2. Donor/Board Fund (Expendable)
Interest Received $155.88
Total Fund Balance as of 6/30/08 $83,549.54
3. Building/Computer Fund
Interest Received $3,797.23
Balance at Wachovia Securities $191,664.27
Balance at First Banker’s Trust $62,000.00
Interest Received $191.27
Balance at IL Funds $102,518.13
Total Fund Balance as of 6/30/08 $356,182.40

Balance, Revenue, & Summary Budget Reports
Ethan Beckler reported that the balance in the Bank of Quincy operating account as of June 30, 2008, was $35,853.73. The balance in the Illinois Funds was $61,118.97. Mr. Beckler noted that a $70,000 CD came due and was reinvested in the Wachovia Securities account. The average Illinois Funds Money Market account interest rate for the month increased to 2.049% while the Illinois Funds Prime account rate dropped to 2.28%.

B. Circulation and Event Statistics Report
Sue Beach reported that the upward trend noted at the beginning of the fiscal year continued with total circulations for the year of 122,468. She noted that TQ circulation statistics are also on the rise. Ms. Beach drew the Board’s attention to the total attendance figure for the months of April, May, and June of 15,799 for all Library programs. She stated that all programs at every age level have been very well attended throughout the summer.

C. Library Report--Sue Beach
Sue Beach began her report by thanking Nancy Dolan for all the hard work she put in while working on the Historic Quincy Area Photo Collection. The digitization of this collection was made possible through donations and an LSTA grant. Ms. Beach reported that the more than 3,000 photos will soon be available on the Library’s website and through the Illinois Digital Archives. She noted that the Library book clubs continue to flourish and have added a fourth adult book group. Teen programs and Teen Advisory Board activities continue to be very popular at the Library. Ms. Beach again thanked the TAB group for their volunteer efforts on behalf of the Library. She completed her report by stating that she, Julie Boll, and Deborah Riddell recently met with Dr. Terry Sherer of Culver-Stockton College. Dr. Sherer is very interested in observing library programming and would like to partner with the Library on future activities.

VIII. COMMITTEE REPORTS:
A. Audit–Cheryl Predmore: Cheryl Predmore reported that she reviewed the Audit Report for the month ending June 30, 2008. She noted no unusual payment requests, just a number of small books and material invoices. There being no further discussion, Cheryl Predmore moved to approve the Audit Report for the month ending June 30, 2008, as presented in the amount of $61,136.20. Angela Ketteman seconded and the motion carried.

B. Finance–Cheryl Predmore: Cheryl Predmore reported that the Finance Committee did not meet.

C. Building & Grounds - Chuck Scholz: Chuck Scholz reported that the Building and Grounds Committee did not meet, but he would like to schedule a meeting in the near future.

D. Personnel - Judy Crocker: Judy Crocker reported that the Personnel Committee did not meet.

E. Policy - Jody Steinke: Jody Steinke reported that the Policy Committee did not meet.

F. Ad Hoc - Scott Larson: Scott Larson reported that the Ad Hoc Committee did not meet, but he will be scheduling meetings in the near future.

IX. UNFINISHED BUSINESS
There was no Unfinished Business brought before the Board.

X. NEW BUSINESS
A. Lynn Niewohner stated that she will be finalizing the Board Committee appointments and sharing this information at the August Board meeting.

B. Lynn Niewohner stated that Alliance Library System is presenting a workshop on Capital Campaigns for Libraries on Wednesday, July 23, at 6:00 p.m. in East Peoria. This workshop is also available as a web conference. Julie Boll and Kim Drake recommended hosting the web conference in the Library Meeting Room so that any interested member of the QPL Board, TQ Board, Mary Weems Barton/Quincy Public Library Foundation Board, Friends of the Library, or Library Staff can attend. Ms. Boll will set up the web conference. Kim Drake will send out reminder emails to the various Board Members.

There being no further discussion, Chuck Scholz moved to adjourn the meeting at 8:00 p.m.

Respectfully submitted,
Kimberly Drake