Quincy Public Library
Board of Trustees Meeting
December 13, 2011
Minutes
The regular meeting of the Quincy Public Library Board of Trustees was called to order at 6:00 p.m. on Tuesday, December 13, 2011, with Scott Larson presiding. Trustees present: Christopher Pratt, Jeanetta Green, Jody Steinke, Angela Ketteman, Judy Crocker, and Jeff VanCamp. Trustees absent: Steve Duesterhaus and Lynn Niewohner. Others present: Nancy Dolan, Kim Akers, and Susan East – TQ Liaison.
I. APPROVAL OF AGENDA:
Jeff VanCamp moved to approve the agenda as presented. Angela Ketteman seconded, and the motion carried.
II. APPROVAL OF MINUTES:
The regular session minutes from the November 8, 2011, meeting were presented to the Board. Nancy Dolan asked that a sentence under VII. Committee Reports – B. Finance be changed to read, “Ms. Dolan stated that the IMRF line was at 10.5% at the start of the fiscal year, but she was recently notified that it will increase to 12.77% on January 1, 2012.” Jeff VanCamp moved that the minutes be approved as revised. Christopher Pratt seconded and the motion carried.
III. PRESIDENT'S COMMENTS:
President Lynn Niewohner was absent. Vice President Scott Larson did not have any comments.
IV. RECOGNITION OF CORRESPONDENCE:
A thank you card from Nancy Schafer was received thanking Judy Decker for assistance in selecting books for her daughter. A thank you note from the family of Pat Middendorf was received thanking the staff for the flower arrangement for her funeral. A thank you note from Tricia Nevins was received thanking Iris Nelson for her assistance in locating genealogical records. A thank you letter from the 2011 Christmas Party Committee was read to the Board.
V. PUBLIC COMMENTS:
There were no comments from the public.
VI. LIBRARY REPORTS:
A. Financial Report-Jeff VanCamp/Nancy Dolan
The balance in the Bank of Quincy Operating Fund as of November 30, 2011, was $687,677.44. The balance in the Investment Account was $58,477.18. Nancy Dolan reported that all of the trust funds have been transferred back under the name of Quincy Public Library, the accounts balanced, and all monies owed to the operating funds have been paid. The Illinois Room Fund has been emptied and the funds transferred into the general operating budget.
B. Circulation and Event Statistics Report
Nancy Dolan reminded the Board that they are now receiving quarterly reports; the next report will be included in the February Board packet. She stated that the Library saw a total of 13,604 patrons through the doors in November, which is an average of 486 per day.
C. Library Report—Nancy Dolan
Nancy Dolan reported that the construction project is close to completion, probably sometime around the end of January. The contractors need to tie all of the HVAC equipment together, finish the security system and install carpeting in the lower level. She anticipates the final staff move in the next week or so. Ms. Dolan reported that more shelving for the children’s area is scheduled to arrive December 14 with that project scheduled to finish in mid-January. She also stated that new oak furniture has been ordered for the Illinois Room, and a new reader/printer will be purchased for that area in the next few weeks.
VII. COMMITTEE REPORTS:
A. Audit - Jeff VanCamp: The Audit Report for the month ending November 30, 2011, was included in the Board packet. There being no discussion, Jeff VanCamp moved that the Audit Report for the month ending November 30, 2011, in the amount of $51,177.88 be approved as presented. Jody Steinke seconded and the motion carried.
B. Finance - Jeff VanCamp: Jeff VanCamp reported that the Finance Committee did not meet.
C. Building & Grounds – Christopher Pratt: Christopher Pratt reported that the Building and Grounds Committee did not meet. Nancy Dolan stated that she has had several discussions with the architect and contractors, and they have not found a good way to construct a drive-up book drop connected to the building. The current book drop cannot be extended. The loading zone was also looked at as a possibility, but a drop cannot be placed close enough to the building. Ms. Dolan stated that under the building is still a possibility, but she would like for patrons to get used to the idea of only using the main entrance parking lot. She fears patrons will be confused by having the book drop on one level and the parking area on another. It was reported that the drive-up book drop at the HyVee on Harrison store has been approved by HyVee. Ms. Dolan is waiting on an estimate from a concrete company to move forward with that project. Christopher Pratt reported that he has spoken with a representative from Niemann Foods about placing a book drop box at the Save A Lot store on Locust. They are amenable to the idea, but have not fully committed yet. Jeff VanCamp suggested that the committee continue pursuing the offsite drive-up book drops and table the onsite location for the foreseeable future. He also suggested doing a significant PR campaign about the new offsite drive-up book drops once they are in place to help ease patron concerns about the onsite book drop box. It was suggested that the drop box at the Quincy Mall be moved to the back of the mall and placed next to the post office boxes so they might be drive-up also. Ms. Dolan will look into that suggestion. Jody Steinke stated that the Quincy High School Vo-Tech class will be repairing the book drop box.
D. Personnel - Judy Crocker: Judy Crocker reported that the Personnel Committee did not meet.
E. Policy – Jeanetta Green: Jeanetta Green reported that the Policy Committee met on November 17. Nancy Dolan reviewed the changes recommended to the Library Meeting Room Policy. Jeff VanCamp moved to approve the revised Library Meeting Rooms Policy as presented. Judy Crocker seconded and the motion carried. Ms. Dolan then reviewed the changes recommended to the Use of Library Computers Policy. Christopher Pratt moved that the Board approve the revised Use of Library Computers Policy as presented. Angela Ketteman seconded and the motion carried.
F. Ad Hoc-Main Building – Jody Steinke: Jody Steinke reported that the Ad Hoc – Main Building Committee did not meet. Nancy Dolan presented Change Order #13, which the Board had already discussed at the November meeting but not officially approved. This change order includes removing the steps and adding a sidewalk on the York Street side, electrical changes in the lower level, and installing carpeting in the lower level for a total cost of $14,340. There being no discussion, Jeff VanCamp moved to approve Change Order #13 as presented. Christopher Pratt seconded and the motion carried. Ms. Dolan then reported that a second bid for the fencing around the building has been received, but it is almost $30,000 higher than the first bid of $60,535. She stated that Dave Busen believes that the Library might be able to just replace the fence that was torn down to install conduit and still be in compliance with City code, but cannot guarantee that to be true. The remainder of the fence does not comply with City code. Jeff VanCamp recommended waiting to make a decision on the fencing until spring, and asked Ms. Dolan to get an estimate on the cost of only replacing the missing fence. She is to also ask if that would tie into the other fence to be replaced or if it would all have to be replaced again. Ms. Dolan then reviewed the next set of change orders. She reported that the contractors removed additional ductwork in the penthouse of the Library leaving a hole which reaches to the basement. A guardrail needs to be added for safety reasons at a cost of $969. At the November meeting, Ms. Dolan requested that the Board consider adding a water fountain next to the main restrooms. The cost of this is $3,450, which includes an ADA compliant fountain and a regular-sized fountain. The final request is to add four more network connections in the circulation area and install a panic button at the circulation desk. Ms. Dolan stated that to allow for self pickup of holds, three more network connections are required, but she would like one additional connection to fill up a jack. She also stated that the staff has asked that a panic button be installed. When pushed, the button will call Alarm Systems and police will be dispatched immediately. She is asking for all of this wiring to be done at the same time to lower installation charges. The Board asked if there were any additional costs involved with the self pickup of holds. Ms. Dolan stated that Pam Clow will need a printer and additional equipment, but she is unsure of the cost noting that she thinks it is approximately $4,000. After some discussion, the Board decided to install the network connections and the panic button, but table any further activity with the self pickup of holds until more information can be gathered. Christopher Pratt moved to approve the requests for the guardrail, water fountains, network connections, and panic button at an estimated cost of $6,144. Jody Steinke seconded and the motion carried. Ms. Dolan reported that the RFID security system was to have debuted during Patron Appreciation Week, but the equipment was not received. It is expected to be delivered on January 16.
Ad Hoc-Branch – Angela Ketteman: Angela Ketteman reported that the Ad Hoc-Branch Committee did not meet.
VIII. UNFINISHED BUSINESS
No Unfinished Business was brought before the Board.
IX. NEW BUSINESS:
A. Approval of FY11/12 Budget Revisions. Nancy Dolan stated that as per Board request, she has added $4,000 to the digital collections line to increase the e-books offered through the Alliance Digital Media Library. She has also increased the archival supplies line by $500. It was asked if the digital collections line would be increased each year. Ms. Dolan replied that she expects the need for the budget to increase as the use of the collection continues to grow each month along with interest in e-books and other digital media. There being no further discussion, Jeff Van Camp moved to approve the budget revisions as presented. Christopher Pratt seconded and the motion carried.
B. Discussion of Amendment to Open Meetings Act. Nancy Dolan reported that the Open Meetings Act has been amended and those changes will take effect on January 1, 2012. One of the changes requires the Library to post on its website any employees who have a total compensation package that exceeds $75,000 per year. Ms. Dolan stated that right now she is the only employee who exceeds that amount, although several other employees may exceed it in subsequent years. The other change to the Act requires all public elected or appointed officials to complete the Open Meetings online training. This first year, the officials have until December 31, 2012, to take the training, but all future appointed or elected officials must take the training within 90 days of their taking office. The training may be found on the Illinois Attorney General’s website at http://foia.ilattorneygeneral.net/electronic_foia_training.aspx. Board members are asked to take the training and print out the certificate at the end of the training. Certificates will be kept on file in Administration. Ms. Dolan stated that if anyone wanted to take the training at the Library, computers are available. The training only takes about an hour to complete.
There being no further discussion, Angela Ketteman moved to adjourn. Jeff VanCamp seconded and the meeting was adjourned at 7:02 p.m.
Respectfully submitted,
Kimberly Akers
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