Quincy Public Library
Board of Trustees
Meeting
October 11, 2011
Minutes
The regular meeting of the Quincy Public Library Board of Trustees was called to order at 7:00 p.m. on Tuesday, October 11, 2011, with Lynn Niewohner presiding. Trustees present: Christopher Pratt, Jeanetta Green, Jody Steinke, Angela Ketteman, Judy Crocker, and Jeff VanCamp. Trustees absent: Steve Duesterhaus and Scott Larson. Others present: Nancy Dolan, Kim Akers, and Abby Freier – TAB representative.
I. APPROVAL OF AGENDA:
Jody Steinke to approve the agenda as presented. Angela Ketteman seconded, and the motion carried.
II. APPROVAL OF MINUTES:
The regular session minutes from the September 13, 2011, meeting were presented to the Board. Jeff VanCamp moved that the minutes be approved as presented. Judy Crocker seconded and the motion carried.
III. PRESIDENT'S COMMENTS:
President Lynn Niewohner had no comments.
IV. RECOGNITION OF CORRESPONDENCE:
A letter from Bill & Henrietta Huesser was received complimenting the Library on the on-line newspaper archives.
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 September 30, 2011, was $512,334.57. The balance in the Investment Account was $57,333.45. Nancy Dolan reported that Ann Scott, Comptroller for the City of Quincy, asked if the Library would like to continue to receive larger monthly payments from the City or if they would like a balloon payment in October and smaller monthly payments. Ms. Dolan stated that the Library historically received a balloon payment in October and smaller payments for the rest of the year so that is how she instructed Ms. Scott to proceed. The Library received a check for a little over $200,000 on October 7, which will reduce the monthly payments to approximately $61,000 twice a month.
B. Circulation and Event Statistics Report
The Board was reminded that they will receive a quarterly report of the Circulation and Event Statistics Report at the November meeting. Nancy Dolan reported that patron traffic averaged 503 per day, which did not include the days closed for the move.
C. Library Report—Nancy Dolan
Nancy Dolan reported that she met with the contractors at the monthly construction meeting. Jack Terwelp of Waterkotte Construction indicated that they were well ahead of schedule and may have the entire project completed by the end of the year.
VII. COMMITTEE REPORTS:
A. Audit - Jeff VanCamp: The Audit Report for the month ending September 30, 2011, was included in the Board packet. There being no discussion, Jeff VanCamp moved that the Audit Report for the month ending September 30, 2011, in the amount of $45,495.75 be approved as presented. Christopher Pratt seconded and the motion carried.
B. Finance - Jeff VanCamp: Jeff VanCamp reported that the Finance Committee did not meet. Nancy Dolan asked that the Finance Committee meet before the November Board meeting to discuss the trust funds and approve budget revisions. Ms. Dolan stated that the restricted trust funds have been transferred to the Mary Weems Barton/Quincy Public Library Foundation, but the unrestricted funds remain under the Library’s name. The Board and the Foundation need to develop a way to distribute and oversee the funds. The Committee will be contacted with possible meeting dates.
C. Building & Grounds – Christopher Pratt: Christopher Pratt reported that the Building and Grounds Committee did not meet.
D. Personnel - Judy Crocker: Judy Crocker reported that the Personnel Committee met on October 10 to discuss what happens in case of a long-term absence of the Director and approve updated job descriptions. Judy Crocker moved that the Board revise Section 6.12-Absence of the Director in the Employee Handbook to read, “In case of the Director’s absence, unless otherwise arranged, the Management Team, consisting of the Collection & Delivery Services Manager, the Information Services Manager, and the Management Assistant, will be in charge of the Library. In case of a long-term absence, the Collection & Delivery Services Manager and the Information Services Manager will be in charge of the Library, and will consult with the President of the Board of Trustees and the Management Assistant as needed. The Board may appoint an interim director at the next Board meeting if deemed necessary.” Jeff VanCamp seconded and the motion carried. Copies of the updated job descriptions were distributed at the Board meeting. Jody Steinke questioned the use of the term “manager.” Nancy Dolan replied that the two managers were actually assistant directors, and those descriptions were the only ones with major changes. She noted that the revised descriptions were not very different from the previous ones, just standardized and updated. The professional positions included a statement where they may assist in other areas of the Library if needed, creating more flexibility within the staff. Ms. Dolan stated that all staff members have seen the job descriptions as well as the union. There being no further discussion, Judy Crocker moved that the revised job descriptions be approved as presented. Angela Ketteman seconded and the motion carried.
E. Policy – Jeanetta Green: Jeanetta Green reported that the Policy Committee did not meet. Nancy Dolan stated that there are a few items which need to be discussed by the Policy Committee. A meeting will be scheduled.
F. Ad Hoc-Main Building – Jody Steinke: Jody Steinke reported that the Ad Hoc – Main Building Committee did not meet. Nancy Dolan reported that Goerlich Roofing submitted the lowest bid for the roof replacement at $246,800, which included an allowance of $6,000. Angela Ketteman moved to approve the bid from Goerlich Roofing as presented. Christopher Pratt seconded and the motion carried. Ms. Dolan stated that she had no change orders at this time, but may have one soon for data and phone lines as work progresses in the lower level. Ms. Dolan then reported that after reviewing the remaining expenses, she and Dave Schlembach have calculated that there will be approximately $300,000 left in uncommitted bond funds. She reminded the Board that bond funds may be spent on anything for the building or property that has a lifespan of more than one year. Ms. Dolan presented the following list of remaining renovation projects for consideration:
$19,500 cleaning the outside of the building (Dryvit)
$ 5,000 remove the steps on York Street and add a sidewalk
$45,000 remove and replace all fencing around the Library
$ 2,000 repair walls in children’s restrooms
$ 4,000 install child-sized water fountain in children’s area
$ 6,000 fund Audio/Visual shelving not yet ordered
$ 5,000 purchase microfilm scanner for Illinois Room
$ 2,000 fund remaining signage for Library
$37,000 fund remaining shelving for children’s area
$ 1,500 replace window in stairwell
$127,000
Ms. Dolan reported that part of the fencing around the Library has already been removed to allow space for underground cabling and pipes. As the fencing no longer meets code, if that fencing is to be replaced, it must all be replaced. She noted that the A/V shelving is needed because of ordering errors, but is being provided by the vender at half-price. Also the Great River Genealogical Society has offered to pay $5,000 toward the purchase of the microfilm scanner; the estimated cost reflects the remainder of the purchase price. Other items for possible funding include security cameras for inside and outside ($25,000), resurface the lower level parking lot ($3,000), upgrade the existing phone system (cost unknown), paint or renovate the bridge and adding a façade (cost unknown), and grading along the fencing lowering the embankment (cost unknown). Ms. Dolan noted that the bond funds need to be expended by December 2012. Jeff VanCamp recommended not spending everything all at once just in case something comes up within the next year. Pam Clow suggested the Board look at installing a book slot and a donation bin in the west storage room for book store donations. She also recommended that the Board replace the metal end panels on all of the main stacks. The cost is estimated at $200 per panel and there are 58 panels for a total of $11,600. Ms. Dolan stated that she has received several phone calls from patrons asking for a drive-up book drop. The Board discussed possibly installing a drive-up book drop away from the Library, perhaps at the Harrison Hy-Vee store and/or Save-A-Lot on Locust Street. It was noted that the Library currently has two additional off-site book drops at Wal-Mart and the Quincy Mall, but they are on the passenger side of the car and not drive-up drops. After some discussion and input from the staff in attendance, the Board agreed to ask the Building & Grounds Committee to look into the possibility of a drive-up book drop. The Board discussed the various projects presented and agreed that the stack end panels needed to be replaced, however the security cameras, grading, phone system, bridge repairs, and parking lot could wait until later. There being no further discussion, Jeff VanCamp moved to approve the presented repairs including the end panels, but excluding the above named projects, in the amount of $138,600 or up to $150,000. Judy Crocker seconded and the motion carried. After the actual costs of these projects are determined, the Board will revisit the remaining projects. Jody Steinke questioned what would happen if the Library did not spend all of the bond money. Ms. Dolan stated she was unsure, but it could be a problem.
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. Request from 2011 Christmas Party Committee. A letter from the 2011 Christmas Party Committee was included in the Board packet requesting $1,300 to help cover the costs. Nancy Dolan reported that the Donor Board Fund is currently under the umbrella of the Mary Weems Barton/Quincy Public Library Foundation. Judy Crocker moved to recommend that the Mary Weems Barton/Quincy Public Library Foundation fund the request of $1,300 as presented. Angela Ketteman seconded and the motion carried. The Foundation is scheduled to meet on October 26.
B. TQ Meeting Time Change. Lynn Niewohner reported that at their September Board meeting, the TQAPLD Board approved moving their meeting time from 7:00 p.m. to 5:30 p.m. starting with their October meeting. She asked if the QPL Board would consider an earlier start time for their Board meetings also. After a brief discussion, Jody Steinke moved to change the start time of the QPL Board meetings from 7:00 p.m. to 6:00 p.m. starting with the November Board meeting. Jeanetta Green seconded and the motion carried.
C. Executive Session – Employment/Appointment Matter. Judy Crocker moved that the Board adjourn out of Regular Session and reconvene into Executive Session for the purpose of discussing an employment/appointment matter. Jody Steinke seconded and the meeting was adjourned at 7:55 p.m. All Board Members, Nancy Dolan, and Kim Akers were asked to remain. Angela Ketteman moved to reconvene into Regular Session. Jeff VanCamp seconded and the meeting was reconvened at 8:17 p.m.
There being no further discussion, Christopher Pratt moved to adjourn. The meeting was adjourned at 8:18 p.m.
Respectfully submitted,
Kimberly Akers
Quincy Public Library
Board of Trustees
Meeting
November 8, 2011
Minutes
The regular meeting of the Quincy Public Library Board of Trustees was called to order at 6:00 p.m. on Tuesday, November 8, 2011, with Lynn Niewohner presiding. Trustees present: Christopher Pratt, Jeanetta Green, Scott Larson, Angela Ketteman, Judy Crocker, and Jeff VanCamp. Trustees absent: Steve Duesterhaus and Jody Steinke. Others present: Nancy Dolan, Kim Akers, Bill Weinberg – TQ Liaison, and Abby Freier – TAB representative.
I. APPROVAL OF AGENDA:
President Lynn Niewohner asked that New Business Item A. Audit Report be moved to the top of the agenda so that Anita Failor of Wade Stables wouldn’t have to stay for the entire meeting. Angela Ketteman moved to approve the agenda as revised. Jeff VanCamp seconded, and the motion carried.
II. APPROVAL OF MINUTES:
The regular session minutes from the October 11, 2011, meeting were presented to the Board. Jeff VanCamp moved that the minutes be approved as presented. Scott Larson seconded and the motion carried.
III. PRESIDENT'S COMMENTS:
President Lynn Niewohner noted that the utility pole has finally been removed from the front of the building where the memorial brick pavers will be located. Work to install the pavers should begin soon.
IV. RECOGNITION OF CORRESPONDENCE:
A thank you card from the Quincy Junior High School Language Arts class was received thanking the Library for the free Big Read book and programs. A thank you card was received from Adams School thanking Katie Kraushaar for the Library sponsored Adams School Read Night. A thank you note from the family of Ridgely Pierson was received thanking the Library Staff and Board for the plant sent to his memorial service. A thank you card from the family of Mildred Stegeman was received thanking Jayne Fentem for the expression of sympathy and the book deliveries over the years.
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 October 31, 2011, was $721,467.67. The balance in the Investment Account was $57,333.45.
B. Circulation and Event Statistics Report
A copy of the quarterly circulation and event statistics report for the months of August, September, and October 2011 was included in the Board packet. Nancy Dolan reported that adult circulation figures are down a little while Outreach figures are up slightly. She reported that the circulation for the digital books continue to increase dramatically, and noted that the Library saw 80 e-books downloaded from ADML in the first three weeks since Amazon began offering this feature for Kindle users. Scott Larson asked that since the circulation of e-books continues to rise, should the Library consider investing more money into this increasingly popular media. Ms. Dolan stated that was a good idea and the Board can allocate as much as they see fit for the digital materials. Ms. Dolan noted that the children’s area began using the new AWE children’s literacy stations for pre-school and young grade-school age students on September 19, which saw a six-week usage figure of 2,408. The Library had 14,404 patrons come through the doors during the month of October, which translates into an average of 465 per day including Sundays. Ms. Dolan concluded her report by stating that the Big Read ended on November 4, and is estimating 3,000 patrons participated in the overall event.
C. Library Report—Nancy Dolan
A copy of the Library Report was included in the Board packet. TAB Representative Abby Freier reported that the teen masked ball held on October 28 was a huge success and very well attended. She also noted that the teens have been made aware that the Library is considering ending the free soda and popcorn provided at the TAB meetings, Wii Wednesdays, and other teen, children, and adult events. She stated that the TAB group has discussed the issue and would like for the Library to reconsider doing away with the snacks. Nancy Dolan stated that the issue is still under consideration, but the mess associated with the snacks and beverages is a problem.
VII. COMMITTEE REPORTS:
A. Audit - Jeff VanCamp: The Audit Report for the month ending October 31, 2011, was included in the Board packet. There being no discussion, Jeff VanCamp moved that the Audit Report for the month ending October 31, 2011, in the amount of $82,034.16 be approved as presented. Jeanetta Green seconded and the motion carried.
B. Finance - Jeff VanCamp: Jeff VanCamp reported that the Finance Committee met on October 25, although there was not a quorum present for this meeting. A copy of the revised FY11/12 budget was included in the Board packet. Nancy Dolan explained that the City does not want the Library to spend out of any line that does not have a budget. Ms. Dolan has moved funds received from grants, donations, and refunds into the appropriate revenue and expense lines. She also noted that several line number have been changed to correspond with the City’s budget lines. 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. That line has been changed to reflect the increase. There being no further discussion, Jeff VanCamp moved to approve the revised FY11/12 budget as presented. Judy Crocker seconded and the motion carried. Mr. VanCamp then reported that the Library has been informed by the auditors that the trust funds with donor restrictions cannot be transferred to the Mary Weems Barton/Quincy Public Library Foundation without the written permission of the original donors. Any transfer of these funds without this permission is illegal. Scott Larson moved to rescind the motion of May 10, 2011, transferring the trust funds to the Foundation. Jeff VanCamp seconded and the motion to rescind carried. Mr. VanCamp noted that over the past several years several expenditures, which were to have come out of the trust funds, were paid without transferring the corresponding amount from the trust funds back into the operating funds. Ms. Dolan has figured the amount needed to be transferred and will see that the money gets deposited into the general funds. The Illinois Room Preservation Fund was established by the Board as a way to receive donations specifically for the Illinois Room made by those patrons using materials from that area for research. Because this fund was established by the Board and not restricted in any way, the Board has the right to handle the funds any way they see fit. Jeff VanCamp moved to close the Illinois Room Preservation Fund and transfer the money into the general operating fund. Christopher Pratt seconded and the motion carried. Ms. Dolan asked that the money be added to the Reference supply line to be used for the purchase of archival supplies. Scott Larson noted that anyone wishing to donate to the Illinois Room can still do so through the Foundation and have their donation be tax deductible.
C. Building & Grounds – Christopher Pratt: Christopher Pratt reported that the Building and Grounds Committee met on November 3, although there was not a quorum present for this meeting. The possibility of adding a drive-up book drop was initially brought up at the October 11 Board meeting. The discussion continued at the Building & Grounds meeting. The Committee recommended that the Board look into placing a drive-up book drop at the Harrison Hy-Vee store and the Locust Save-A-Lot store. Nancy Dolan reported that she spoke with the manager of the Harrison Hy-Vee, who indicated they would be pleased to have a book drop on their property. The Library would be responsible for pouring the concrete pad and maintaining the book drop. Mr. Pratt stated that he discussed the possibility with a representative from Niemann’s, but has not heard any response yet. The Committee also discussed installing a drive-up book drop in the lower level of the Library or moving the wall of the existing book drop making it accessible without leaving the car. Ms. Dolan stated that Waterkotte Construction estimated the cost of moving the wall at $15,000 to $20,000 but did not recommend it because it would restrict visibility and become a safety hazard. Pam Clow asked if the Board would consider extending a wall on the west-facing side of the building in the current loading zone to create a drive-up book drop. Ms. Dolan will discuss the matter with Waterkotte Construction and Dave Schlembach. Mr. Pratt also reported that Jody Steinke has offered the services of the QSHS Vo-Tech class to repair the current book drop and possibly fabricate a new drop if needed. The Building & Grounds Committee was asked to further discuss the issue after more information is received.
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 did not meet, but has a meeting scheduled for Thursday, November 17, at 5:15 p.m.
F. Ad Hoc-Main Building – Jody Steinke: Jody Steinke was absent. The Ad Hoc – Main Building Committee did not meet. Nancy Dolan submitted Change Order #12 for Board approval, noting that the items on the change order had been initially approved at the October 11 Board meeting. The change order included cleaning the outside of the building, the installation of a children’s water fountain, and repairs to the children’s restrooms. There being no discussion, Jeff VanCamp moved to approve Change Order #12 as presented. Angela Ketteman seconded and the motion carried. Ms. Dolan stated that Lynn Niewohner had already signed the change order. Ms. Dolan then stated that the bid to remove the steps on York Street and add a sidewalk came in at $6,512. The bid to remove and replace the fencing around the Library came in much higher than estimated at $60,300. At the request of Ms. Niewohner and Mr. VanCamp, she asked PSBA to get a second bid for that project. Ms. Dolan reported that she has ordered the Audio/Visual shelving, the microfilm scanner, and the signage. The window repairs are complete and the invoice has been paid. Ms. Dolan noted that the Board originally approved spending up to $12,000 on end panels for the stacks. However, it was discovered that the new panels do not fit the old shelving in the children’s area, and would not fit the shelving in the stack area. Ms. Dolan reported this development to Ms. Niewohner and Mr. VanCamp, who instructed her to order all new shelving for the children’s area at a cost of approximately $18,000. No new end panels will be ordered at this time for the stack area. Ms. Dolan reported that the next change order will include cost increases to add wiring to the former children’s area currently under renovation. She stated that the original specs did not include any wiring for this area, which was an oversight on the part of the architect. The cost is expected to be around $6,000. The change order will also include the addition of another header near the former puppet room ($935) and installing carpet at the bottom of the stairway behind the circulation desk ($100). Ms. Dolan also asked the Board to consider purchasing another water fountain to be placed outside the main restrooms; she did not have a cost estimate for that item. Ms. Dolan noted that after all of these projects are paid for, the Library will still have approximately $100,000 left in bond money.
Ad Hoc-Branch – Angela Ketteman: Angela Ketteman reported that the Ad Hoc-Branch Committee did not meet.
VIII. UNFINISHED BUSINESS
A. Request from 2012 Christmas Party Committee. At the October 11 Board meeting, the Board recommended approving the request from the 2012 Christmas Party Committee and sent the matter to the Foundation Board for consideration. This request is traditionally paid out of the Donor Board Fund, which was transferred to the Foundation. As it was determined that the Foundation cannot accept the transfer of funds, the Library Board must reconsider this request. There being no further discussion, Scott Larson moved to approve the request of $1,300 to the 2012 Christmas Party Committee as presented. Christopher Pratt seconded and the motion carried. The Board was reminded that the Christmas Party is on Friday, December 9, starting at 6:00 p.m. at Sprout’s. The Board is asked to respond to Kim Akers no later than November 28.
IX. NEW BUSINESS:
A. FY10/11 Audit Report. Anita Failor of Wade Stables distributed copies of the annual audit report for FY10/11. She noted that this was an unqualified audit, and stated that there now exists a nice segregation of duties since the City has taken over handling the Library’s accounts. She did ask that the Board Treasurer review and sign off on the monthly bank reconciliation as another overall check of the accounts. Ms. Failor reviewed the audit report with the Board. She pointed out that the Library’s beginning balance for FY11/12 is $502,701. Ms. Failor reported that the Library cannot transfer the trust funds to the Foundation unless they have a formal written release of funds from the original donor. The Library can move any board-designated funds as they see fit. She asked that the Library reimburse the general funds for any money expended on behalf of the trust funds for the past several years. Ms. Failor then reported that the governmental standards are changing for FY11/12. The Board needs to establish a policy on how they decide to spend funds and who has the authority to assign resources for the Library to comply with GASB 54. The policy needs to be in place before the audit of FY11/12. The Board thanked Ms. Failor for performing the audit.
B. Approval of 2012 Holiday Schedule. The holiday schedule for 2012 was presented to the Board. Nancy Dolan noted that because 2012 is a leap year, there are no problems with any holidays falling on weekend and causing confusion about the days the Library will be closed. There being no further discussion, Angela Ketteman moved to approve the 2012 Holiday Schedule as presented. Judy Crocker seconded and the motion carried.
C. The Board was reminded that the two Boards share the same date for their December meetings. Therefore, the TQ Board will meet at 5:30 p.m. on Tuesday, December 13, and the QPL Board will meet at 6:00 p.m. on the same day.
There being no further discussion, Christopher Pratt moved to adjourn. Jeff VanCamp seconded and the meeting was adjourned at 7:19 p.m.
Respectfully submitted,
Kimberly Akers
|
