Board Previous Month Minutes

Quincy Public Library
Board of Trustees Meeting
December 10, 2013
Minutes

The regular meeting of the Quincy Public Library Board of Trustees was called to order at 6:16 p.m. on Tuesday, December 10, 2013, with Jeff VanCamp presiding.  Trustees present:  Christopher Pratt, Kathy Citro, Angela Ketteman, Judy Crocker, Jeanetta Green, Lynn Niewohner, and Steve Duesterhaus.  Trustees absent:  Jody Steinke.  Others present:  Nancy Dolan, Kim Akers, Susan East – TQ Liaison, and Kate Crecelius – TAB Representative.

I.           APPROVAL OF AGENDA

Lynn Niewohner moved to approve the agenda as presented.  Steve Duesterhaus seconded and the motion carried.

II.          APPROVAL OF MINUTES

Christopher Pratt moved to approve the minutes from the November 12, 2013, meeting as presented.  Judy Crocker seconded and the motion carried.

III.        PRESIDENT’S COMMENTS

President Jeff VanCamp had no comments.

IV.         RECOGNITION OF CORRESPONDENCE

No correspondence was presented to the Board.

V.           PUBLIC COMMENTS

There were no comments from the public in attendance.

VI.         LIBRARY REPORTS:

A.           Financial Report-Christopher Pratt

The balance in the Bank of Quincy Operating Fund as of November 30, 2013, was $812,886.63.  The balance in the Investment Account was $24,981.12.  The total assets were $838,032.75.

B.          Circulation and Event Statistics Report

Nancy Dolan reported that the door count for the month of November was up from last November by almost 8%.  The school delivery service continues to grow, but is needing more books on specific subjects so as not to deplete the books in the children’s area.  Ms. Dolan answered the question of why the numbers for Interlibrary Loan do not match up between categories.  She stated that previously when books were delivered for ILL, they were checked out twice.  Now the materials are only checked out once by the patron, which accounts for the higher numbers for last fiscal year.  Also the numbers between circulation by material and the specific ILL figures may not be the same because sometimes patrons fail to pick up their requested materials.

C.           Library Report—Nancy Dolan

Nancy Dolan reported that the Library continues to have problems with the new HVAC system.  The compressor has developed a leak and another part has quit working.  Ryan Keck has been working on the problem, and Ms. Dolan has been in contact with both Dave Schlembach of PSBA and Chris Livesay, the local representative for the manufacturer.  They decided that the problem was caused by the recent power outage, which may have resulted in a power surge.  Ms. Dolan asked if the system was protected from power surges, but did not get an answer.  They have determined that the compressor is under warranty, but the other part is not.  Ms. Dolan was asked to see if the Library’s insurance would cover the remaining costs because the power outage is considered to be an “act of God.”

Kate Crecelius reported that the Gingerbread Workshop on December 7 was a great success with 36 teens creating their masterpieces.  Kim Akers stated that some of the houses were on display in the children’s area.  Ms. Crecelius reported that Wii Wednesdays continue to grow through word-of-mouth advertising, but they need to encourage the teens who attend to stay for the monthly TAB meeting and be a part of Library programming.

VII.       COMMITTEE REPORTS:

A.           Audit – Christopher Pratt:  The Audit Report for the month ending November 30, 2013, was presented to the Board.  Mr. Pratt stated he found no discrepancies and had no questions.  Kim Akers stated that after the checks were printed, she and Ann Scott discovered that the Bibliotheca invoice for $6,730. 51 was a duplicate payment and has been voided.  There being no further discussion, Christopher Pratt moved to approve the report as presented in the amount of $46,928.43.  Lynn Niewohner seconded and the motion carried.  After voiding the Bibliotheca check, the November expenditure approval list will total $40,197.92.

B.           Finance – Christopher Pratt:  Christopher Pratt reported that the Finance Committee met on November 19 and again on December 10 just before the Board meetings.  At the November 19 meeting, the committee discussed revisions to the FY13/14 budget as recommended by Nancy Dolan.  Ms. Dolan stated that these revisions were needed to bring lines into balance and to show a more detailed income summary.  There being no further discussion, Christopher Pratt moved to approve the revisions to the FY13/14 budget as presented.  Steve Duesterhaus seconded and the motion carried.  Also at the November 19 meeting, the committee discussed submitting a FY14/15 draft budget to the City which included a 5% increase.  However, after meeting with Mayor Moore and Glenda Hackamack, Ms. Dolan stated that the Mayor wants to see budgets remain flat or with a 5% decrease and asked for both budgets to be submitted to the City by the first week in January.  At the December 10 Finance Committee meeting, the committee discussed both of these scenarios and the negative impact both will have on the Library.  Ms. Dolan informed the committee that the Library does have enough money in the Branch Development line and the Newspaper Archive line to offset these decreases, but only for one year.  After discussing the issue, the Finance Committee recommended sending both budgets to the City as requested, but keep the Branch Development and Newspaper Archives lines intact as these are already earmarked projects.  The submission should also include the original budget showing a 5% increase and a detailed narrative explaining why the increases were requested, and what the impact of both a flat budget and a 5% decrease will have on the daily operations of the Library.  There being no further discussion, Christopher Pratt moved to approve the submission of three budgets to the City of Quincy – the original FY14/15 budget with a 5% increase, one with no increases, and one showing a 5% decrease.  The budgets will also include a detailed narrative explaining why the 5% increases were needed and the impact these cuts will have on the Library especially in the areas of personnel, services, and programs.  Steve Duesterhaus seconded and the motion carried.  In the meantime, Jeff VanCamp suggested that the value of the Library continue to be promoted heavily to the public.

C.           Building & Grounds – Jody Steinke:  Jody Steinke was absent.  The Building and Grounds Committee did not meet.

D.           Personnel – Judy Crocker: Judy Crocker reported that the Personnel Committee did not meet.  She previously suggested that the committee meet to begin discussions about the upcoming labor agreement negotiations, but agreed to wait until the Board knows more about the FY14/15 budget.  Nancy Dolan pointed out that the contract is typically opened in February to begin negotiations.

E.           Policy – Lynn Niewohner:  Lynn Niewohner reported that the Policy Committee did not meet.

F.           Ad Hoc-Branch – Angela Ketteman:  Angela Ketteman reported that the Ad Hoc-Branch Committee met on December 9.  Committee members discussed recommendations from the staff to expand library services.  The recommendations included installing at least one vending kiosk on the east side of town and providing access to digital movies and magazines to current library members.  Information about the D-Tech LendiT material dispensing system and Zinio digital magazine services were distributed to the committee.  Information about Hoopla digital movie, audio book, and music service was passed around.  Nancy Dolan explained that the cost of installing a vending machine is estimated at $72,705 with an annual cost estimate of $6,660.  She noted that the initial cost does not include electricity or location costs at this time because a venue has not been determined yet.  The initial cost of Hoopla is $7,200 with an annual cost of approximately $12,000 depending on patron usage.  The initial cost of Zinio is $10,000 with an annual cost of $10,000.  It was agreed that the digital options could rapidly increase library usage and card registrations, but there was some trepidation about expending such a large amount of money on a vending machine at this time.  Ms. Ketteman reported that the TQ Board was amenable to all three options and stated they would support the project in some way if the QPL Board agreed.  She asked the Board for direction in pursuing these options.  After some discussion, it was agreed that the committee should look for a location for the vending machine to determine possible lease and electricity costs.  The committee was also asked to talk to other libraries which currently use the vending system, and ask if it has increased library usage and their overall opinion of the system.

VIII.      UNFINISHED BUSINESS

A.           Parking Lot / Fire Lane Issue.  Christopher Pratt stated that he talked with City Attorney Bruce Alford who said a draft agreement has been created.  Police Chief Rob Copley is currently reviewing the agreement.  Jeff VanCamp stated that once the agreement is in place, it needs to be heavily publicized that anyone who parks in the fire lane at the front entrance will be ticketed.

IX.         NEW BUSINESS

A.           Nancy Dolan reported that in accordance with the new concealed carry law, she has placed a “No Weapons” sticker on the front entrance doors of the Library.  She asked if there was a need to also place a sign at the entrance to the Library parking lot.  Christopher Pratt stated that in addition to placing a sign on the entrance to the building, the statute requires a sign at the entrance to all parking areas.  The sign should be the same as the sign displayed at the Library entrance.  Under the statute, patrons may have a weapon in their car and can exit their cars to secure the weapon, but may not carry the weapon outside their car for any other reason.  Ms. Dolan will order additional signs.

X.           PUBLIC COMMENTS

There were no final comments from the public in attendance.

There being no further discussion, Christopher Pratt moved to adjourn the meeting.  Lynn Niewohner seconded and the meeting was adjourned at 7:02 p.m.

Respectfully submitted,

Kimberly Akers

Quincy Public Library
Board of Trustees Meeting
January 14, 2014
Minutes

The regular meeting of the Quincy Public Library Board of Trustees was called to order at 6:01 p.m. on Tuesday, January 14, 2014, with Jeff VanCamp presiding.  Trustees present:  Christopher Pratt, Kathy Citro, Angela Ketteman, Judy Crocker, Jody Steinke, Lynn Niewohner, and Steve Duesterhaus.  Trustees absent:  Jeanetta Green.  Others present:  Nancy Dolan, Kim Akers, Katie Kraushaar, Pam Clow, Alan Obert – TQ Liaison, and Alexis Bergman – TAB Representative.

I.           APPROVAL OF AGENDA

Christopher Pratt moved to approve the agenda as presented.  Steve Duesterhaus seconded and the motion carried.

II.          APPROVAL OF MINUTES

Angela Ketteman moved to approve the minutes from the December 10, 2013, meeting as presented.  Steve Duesterhaus seconded and the motion carried.

III.        PRESIDENT’S COMMENTS

President Jeff VanCamp welcomed everyone back after the holidays and stated that the Library is facing a scary budget scenario for the coming year.

IV.         RECOGNITION OF CORRESPONDENCE

A letter from the 2013 Christmas Party Committee was sent to the Board thanking them for their support for the holiday event.  A thank you card from Madeline Loir was sent to Judy Decker thanking her for all she does as a librarian.

V.           PUBLIC COMMENTS

There were no comments from the public in attendance.

VI.         LIBRARY REPORTS:

A.           Financial Report-Christopher Pratt

The balance in the Bank of Quincy Operating Fund as of December 31, 2013, was $731,157.21.  The balance in the Investment Account was $25,575.26.  The total assets were $756,982.47.  Nancy Dolan noted that the Trust Funds Report for May – December 2013 was included in the Board packet.  She stated that the investments at Bank of Quincy were generating some interest, but those at Edward Jones show a loss for the period.  It was stated that the Library does not have a contract with Edward Jones and may move the investments at any time.

B.          Circulation and Event Statistics Report

Nancy Dolan reported that the door count for the month of December was only 427 per day, which could have been because of several early closings and the weather.  She noted that the door counter was knocked off the wall in early December and several days’ counts were estimated from the security gate counters.  Ms. Dolan stated that some circulation figures were down, although not much, and the Interlibrary Loan requests by QPL patrons were up significantly over last fiscal year.  Christopher Pratt asked why the use of the self checkouts were down in December.  Pam Clow stated that she has no specific reason.  Her staff encourages the use of the self checkouts, but are happy to also wait on patrons at the circulation desk.

C.           Library Report—Nancy Dolan

Nancy Dolan reported that Keck Heating replaced a compressor and a leaky valve on the HVAC system, but the system is still not working correctly.  The compressor was still under warranty, but the other parts were not plus the Library had to pay for labor.  Insurance will cover some of the costs less the deductible, but Ryan Keck is still at the Library nearly every day trying to make the system work correctly.  There is at least one more leaky valve that will need to be replaced.  The Board stated that a system this young should not be having this many problems.  Ms. Dolan stated that Mr. Keck has been in contact with the manufacturer to figure out what is causing these abnormal problems and if there is a possible recall of the system and/or parts.  The Library had to close early because of a water main break west of the Library in front of Port’s Place then again three days later because of a water main break north of the Library entrance.  Ms. Dolan asked if the city would cover the cost of repairs, but was told that it was on Library property.  She then researched whether it would be covered by insurance, but it is not covered.  Ms. Dolan reported that the Library was awarded a Samantha Otte Youth Opportunity grant in the amount of $500 to be used to purchase interpretive tools for use during story times.  She also noted that the application for the 2014 Big Read grant has been submitted to the National Endowment for the Arts.  Big Read grants will be awarded in April and announced to the public in July.  Ms. Dolan reported that an agreement with the City of Quincy to enforce parking regulations has been drafted and is awaiting approval by the City Council.  She spoke with Mayor Moore who sees no objections to the approval, which will go before the Council on January 20.  After it is signed, Library staff can call the Quincy Police Department to issue tickets to those parking in the fire lane and other parking violations.

Alexis Bergman reported that a teen Improv Workshop was held at the Library on January 11.  While there wasn’t a large amount of teens in attendance, Ms. Bergman stated that the event was a lot of fun.  She noted that the annual Gingerbread House Workshop was a great success again this year with nearly 45 teens participating.  It was noted that Abby Freier and Lydia Lock celebrated their final year as participants in the Gingerbread House Workshop by winning the award for Most Creative.

VII.       COMMITTEE REPORTS:

A.           Audit – Christopher Pratt:  The Audit Report for the month ending December 31, 2013, was presented to the Board.  Mr. Pratt stated he found no discrepancies and had no questions.  Nancy Dolan noted that there were several unexpected invoices from Keck and Sparrow Plumbing for repairs to the HVAC system and the water main break.  There being no discussion, Christopher Pratt moved to approve the report as presented in the amount of $55,663.30.  Lynn Niewohner seconded and the motion carried.

B.           Finance – Christopher Pratt:  Christopher Pratt reported that the Finance Committee met on December 10, the minutes from which were included in the Board packet.  Mr. Pratt stated that three budgets were submitted to the City – the original budget showing a 5% increase, a flat budget without any increases, and a budget showing a 5% decrease.  A detailed narrative was included with the three budgets explaining why the 5% increase was requested and what negative impact the flat and decreased budgets will have on Library services and personnel.  Ms. Dolan stated that Glenda Hackamack contacted her with several questions and informed her that the Mayor does not want any salary increases for non-union personnel included on the budgets.  Ms. Dolan noted that all three budgets include a 12% increase to the health insurance line and an estimated increase in salaries for those employees covered by the union contract.  She stated that, as instructed by the Finance Committee, none of the three budgets include use of savings and are based solely on what the City gives the Library along with the contracted amount from TQ and expected donations from the Friends.  She noted that the Library already had to make up increased personnel costs in the FY13/14 budget from the savings, which actually places the Library at a deficit for the year.  Both the flat budget and decreased budget mean severe cuts across the board including cutting at least 20 part-time hours, at least one full-time position, cuts to the materials lines, and a zero budget for continuing education.  The City is hosting a budget retreat on Saturday, February 1, at the Town & Country Inn & Suites, which is open to the public.  Steve Duesterhaus noted that he will not be able to attend that meeting.  Ms. Dolan did note that the Library is currently up $16,000 from PPRT funds this year.

C.           Building & Grounds – Jody Steinke:  Jody Steinke 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 asked if the committee needed to have a preliminary meeting to discuss the upcoming labor agreement negotiations.  It was suggested that the committee meet after February 1 so the Board might have a better idea of what the FY14/15 budget looks like.  The Board agreed that the Library does not want to be the first in the city to begin negotiations.  Kim Akers was asked to send a copy of the current QPL labor agreement to Personnel Committee members.  Committee members were asked to stay after the Board meeting to schedule a date.

E.           Policy – Lynn Niewohner:  Lynn Niewohner reported that the Policy Committee did not meet.

F.           Ad Hoc-Branch – Angela Ketteman:  Angela Ketteman reported that the Ad Hoc-Branch Committee did not meet.  Pam Clow distributed a spreadsheet detailing the experiences of 13 libraries who had implemented Zinio.  Overall, eight libraries felt it was a positive experience, one reported only moderate use, one reported diminished use, and three did not complete the survey.  Ms. Clow stated that the use of Hoopla in libraries is increasing so rapidly that the company cannot keep up with all of the requests for installation. The company estimates that for a library the size of Quincy, it would cost approximately $600 to $700 per month for usage.  Ms. Clow also spoke with several libraries about the use of vending kiosks.  She had no concrete answers from any of them about whether or not it increased library use, but all reported that their patrons appreciated having the services available and most believed that it was worth the money spent to install the kiosks.  She noted that all of the libraries felt that with diverse populations, anything that libraries can do to get materials into their patron’s hands is a good thing.  Nancy Dolan reported that she spoke with Mike Jenkins, Marketing Director at the Quincy Mall, about installing a vending kiosk.  He asked for more information and was willing to talk to Cullinan Properties about the request.  He then asked if the Library was interested in physical branch at the Mall.  Ms. Dolan explained to him that the committee had looked into the possibility, but the need to be open the same hours as the Mall and the limited funding caused the committee to look in other directions.  Mr. Jenkins asked if he could get Cullinan to agree to allow the Library to set its own hours and offer a very inexpensive lease, would the Library consider a physical branch.  The Board agreed that it would rather stay with the kiosk plan right now.  Ms. Dolan noted that she also placed a call to the manager of Wal-Mart but has not heard back from him.

VIII.      UNFINISHED BUSINESS

A.           Update on Website Redesign.  Ruth Cuthbertson reported that Rokusek Design provided four options for the website.  The options show different navigation options, color schemes, rotators, and backgrounds.  The plan is to make the website easily viewable on all types of technology including smartphone displays and tablets.  She displayed all four options and asked for input from the Board.  Once the final decisions are made as to which features work best for the Library, Rokusek will begin building the final design.  Ms. Cuthbertson noted that all of the information included in the website is able to be updated in-house.  She also stated that the Library is looking into moving the website away from the City’s server to one at Rokusek to make it easier to maintain.  This involves a small cost of approximately $300 per year.

IX.         NEW BUSINESS

A.           Buy It Now Option for Sirsi Dynix.  Nancy Dolan and Pam Clow reported that Sirsi Dynix has an option where a “buy it now” button can be installed in the Library’s catalog.  If a patron searches a title and sees that it has a lengthy hold, they can click on the button to purchase the item through Amazon.  The title is shipped directly to the patron and the Library receives 5% profit on the purchase.  If the funds from the “buy it now” button are used to purchase Dynix software and updates, the profit increases to 10%.  Ms. Dolan noted that a “buy it now” option currently exists on the ADML site to borrow e-books, but the profits from that go back into the ADML consortium.  After a brief discussion, Lynn Niewohner moved to participate in the “buy it now” program through Sirsi Dynix.  Kathy Citro seconded and the motion carried.

B.           Presentation on Young Adult Area.  Young Adult Librarian Deborah Riddell presented a power point show explaining services and programs offered to teenagers at the Library.  She and Alexis Bergman explained what the Teen Advisory Board is and how it supports the Library.  Ms. Riddell stated that not only does the Library provide books and materials for the young adults, it also provides age-appropriate programming, a book discussion group, a teen newsletter, volunteer opportunities, and the opportunity to participate in community activities for the Library.

X.           PUBLIC COMMENTS

There were no final comments from the public in attendance.

There being no further discussion, Lynn Niewohner moved to adjourn the meeting.  Jody Steinke seconded and the meeting was adjourned at 6:56 p.m.

Respectfully submitted,

Kimberly Akers