Past Months’ TQAPLD Meeting Minutes

About TQAPLD | TQAPLD Board | News | Get a TQAPLD Card | Map of Service Area

Board Meeting Dates | Recently Approved Meeting Minutes | Upcoming Meeting Agenda

 TOWNSHIPS OF THE QUINCY AREA PUBLIC LIBRARY DISTRICT

BOARD OF TRUSTEES MEETING

DECEMBER 10, 2013

MINUTES

The Townships of the Quincy Area Public Library District Board of Trustees met at the Quincy Public Library on Tuesday, December 10, 2013, with Malinda Vogel presiding. The meeting was called to order at 5:34 p.m. Trustees Present: Alan Obert, Fred Witte, Charlie Jones, Ron Upper, and Susan East. Trustees Absent: Janice Riley. Others Present: Nancy Dolan, Kim Akers, and Lynn Niewohner – QPL Liaison.

I. APPROVAL OF AGENDA

Susan East moved to approve the agenda as presented. Ron Upper seconded, and the motion carried.

II. APPROVAL OF MINUTES

Charlie Jones moved that the minutes from the November 14, 2013, meeting be approved as presented. Susan East seconded, and the motion carried.

III. PUBLIC COMMENTS

There were no public present at the meeting.

IV. RECOGNITION OF CORRESPONDENCE AND GUESTS

Thank you cards from the QPL Staff were presented to the Board. Lynn Niewohner from the QPL Board was welcomed to the meeting.

V. DISTRICT REPORTS

A. Circulation & 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.

B. Library Report: 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.”

VI. TQ COMMITTEE REPORTS

A. Finance: Fred Witte presented three checks for approval:

#1113 Quincy Public Library (#6 of 10 payments) $23,185.50

#1114 Schmiedeskamp, Robertson, Neu & Mitchell $ 1,102.71

#1115 Quincy Herald-Whig $ 119.36

Mr. Witte stated that he reviewed the invoice from Schmiedeskamp and noted it was primarily expenses associated with the publication of the budget and levy ordinances. The check to the Quincy Herald-Whig was for the publication of the annual treasurer’s report, the invoice for which was received after the packets were sent to the Board. There being no further discussion, Ron Upper moved to approve the checks in the amount of $24,407.57. Charlie Jones seconded and the motion carried. Mr. Witte stated that the checking account balance as of November 29, 2013, was $245,533.06. The balance in the CD invested at Bank of Quincy as of November 29, 2013, was $222,789.83. Nancy Dolan reported that a copy of the proof of publication for the annual treasurer’s report was submitted to the County Clerk’s office which released the final tax payment for the year.

B. Policy and Services: Susan East reported that Policy and Services did not meet.

C. Public Relations: Charlie Jones reported that Public Relations did not meet.

D. Friends of the Library: Nancy Dolan reported that the Friends held their annual holiday luncheon on December 9 at the Library, and will be hosting a carry-in for the bookstore workers also at the Library on December 15.

VII. QPL COMMITTEE REPORTS

A. Finance: Fred Witte reported that the QPL Finance Committee met on November 19 and again on December 10 just prior to the QPL Board meeting. He reported that the committee discussed and approved revisions to the FY13/14 budget and approved a draft of the FY14/15 budget, which included a 5% increase, at the November 19 meeting. Nancy Dolan met with Mayor Kyle Moore and Director of Administrative Services Glenda Hackamack on December 2. At that meeting, the Mayor stated that he is asking all City departments to provide draft budgets that either have no increase or have a 5% decrease. At the December 10 QPL Finance Committee meeting the committee discussed which budget to present to the City. After a lengthy discussion, the committee agreed to send all three budgets to the City along with a detailed narrative that explains why the 5% increase is needed and how the flat budget and the 5% decrease will negatively impact the Library.

B. Policy: Janice Riley was absent. The QPL Policy Committee did not meet.

C. Personnel: Malinda Vogel reported that the Personnel Committee did not meet, but will be meeting at the beginning of 2014.

D. Building & Grounds: Ron Upper reported that the Building and Grounds Committee did not meet.

E. Ad Hoc-Branch: Charlie Jones reported that the Ad Hoc Branch Committee met on December 9 where they discussed three options for expanding library service. The options include the purchase of a 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. Mr. Jones stated that the committee is looking for feedback on all or any of the three options and guidance on how to move forward. Malinda Vogel noted that TQ does have enough funds in their special projects line to pay for any or all of the options, but would not like to see the fund maxed out. Board Members agreed that they like these options better than previous suggestions and would be willing to help support the project if QPL chooses to move forward.

VIII. UNFINISHED BUSINESS

No Unfinished Business was brought before the Board.

IX. NEW BUSINESS

A. Ron Upper asked that a discussion of whether there is a need for a February TQ Board meeting be added to the January agenda.

There being no further discussion, Ron Upper moved to adjourn the meeting. Fred Witte seconded, and the meeting was adjourned at 6:07 p.m.

Respectfully submitted,

Kimberly Akers

TOWNSHIPS OF THE QUINCY AREA PUBLIC LIBRARY DISTRICT

BOARD OF TRUSTEES MEETING

 NOVEMBER 14, 2013

 MINUTES

The Townships of the Quincy Area Public Library District Board of Trustees met at the Quincy Public Library on Thursday, November 14, 2013, with Ron Upper presiding. The meeting was called to order at 5:31 p.m. Trustees Present: Alan Obert, Fred Witte, Charlie Jones, Janice Riley, and Susan East. Trustees Absent: Malinda Vogel. Others Present: Nancy Dolan, Kim Akers, and William McCleery – TQ attorney.

Vice President Ron Upper called the Public Hearing on Ordinance #FY13/14-2 to order at 5:31 p.m. He noted that in the publication of the ordinance, an error was made in the Collection Development line. The amount should be $50,000 not $5,000 as published. There being no comments from the public, Alan Obert moved to close the public hearing. Fred Witte seconded and the public hearing was closed at 5:34 p.m.

I. APPROVAL OF AGENDA

Janice Riley moved to approve the agenda as presented. Alan Obert seconded, and the motion carried.

II. APPROVAL OF MINUTES

Charlie Jones moved that the minutes from the October 10, 2013, meeting be approved as presented. Fred Witte seconded, and the motion carried.

III. PUBLIC COMMENTS

There were no public present at the meeting.

IV. RECOGNITION OF CORRESPONDENCE AND GUESTS

No correspondence was presented to the Board. There were no guests in attendance.

V. DISTRICT REPORTS

A. Circulation & Event Statistics Report: Nancy Dolan reported that most of the figures were up over last fiscal year, but a couple were down. She noted that there was a discrepancy in the Interlibrary Loan statistics, but she and Pam Clow were working on finding the correct figures. She noted that the TQ numbers were up for the month of October, but were down slightly in comparison to last fiscal year. Ms. Dolan drew the Board’s attention to the teacher delivery figures, which were up 485% over last year. She noted that Heather Kath has been rapidly expanding the school delivery service. The statistics are now comparing her numbers to when she started in the position rather than the previous numbers which compared her figures to those of the person who performed that job in the past. Charlie Jones asked if fuel costs will impact library deliveries. Ms. Dolan stated that the QPL Board is looking at all staff travel and may need to adjust budget lines accordingly. The Board is also looking at the possibility of purchasing an additional car for staff travel. Susan East asked if the staff were covered by their personal insurance or if the Library’s insurance covered them in case of an accident while on Library business and using their own car. Ms. Dolan stated that the City’s Human Resources Department told her that Library insurance only covered the employee if they were using Library vehicles. If an employee requests reimbursement for using their own vehicle, the cost of that reimbursement covers not only their fuel, but also the cost of their insurance. Bill McCleery questioned that statement and suggested that Ms. Dolan ask Joe Duesterhaus for a legal opinion on the matter. Fred Witte stated that the Library also needs “hired and not owned” coverage for when employees are on Library business and using their own vehicles. If an employee gets into an accident while on library business and are in there own vehicles, their personal insurance will cover them, but the library is liable in case of a lawsuit. The hired and not owned coverage would cover QPL in case of a lawsuit. Ms. Dolan thanked the Board for their input and said she would follow up on all of the recommendations.

A comparison of the circulation and event statistics over the past five years was included in the Board packet. Nancy Dolan stated that the QPL Board requested this comparison after becoming concerned about recent decreases in the figures. After seeing the comparison, the Board was surprised to note that while the Library saw a high in FY08/09 and an expected decrease in numbers during the construction, both the circulation and program attendance figures are slowing increasing. Ms. Dolan stated that the QPL Board asked that this comparison be updated on a yearly basis for the Boards. Ron Upper suggested not included in the overall totals on the charts as they skewed the graphics and made it difficult to actually see the yearly comparisons.

B. Library Report: Nancy Dolan reported that the donor recognition area has been moved to the northeast yard off of the parking lot. Landscaping will be added in the spring. Another leak showed up after last week’s rains. Goerlich Roofing has once again caulked the area in the hopes of avoiding any more water leaks. The Four Season Mural in the Puppet Room, which was funded by an Art$ Dollar$ Grant and the Friends, has been completed. Sidney Shackleton has joined the staff as a part-time Adult Programmer. Mr. Shackleton was a part of Project Next Generation, TAB, and was an intern through Quincy University for the Library. Four staff members attended the Illinois Library Association Conference in Chicago and brought back many great ideas to implement at QPL. Ms. Dolan stated that her year-long ILEAD USA ended in October, but the group has agreed to continue with the project.

VI. TQ COMMITTEE REPORTS

A. Finance: Fred Witte presented five checks for approval:

#1107 Quincy Public Library (#5 of 10 payments) $23,185.50

#1108 Wade Stables PC $ 750.00

#1109 Schmiedeskamp, Robertson, Neu & Mitchell $ 620.58

#1110 Quincy Public Library $ 25.00

#1111 Quincy Public Library Staff Fund $ 800.00

Mr. Witte stated that he reviewed the invoice from Schmiedeskamp and noted it was primarily expenses associated with the publication of the Levy Ordinance. He noted that the check to QPL for $25 was a donation in memory of Gena Austin, mother of part-time Maintenance employee Dereck Austin who passed away on October 28. The check to the Quincy Public Library Staff Fund was the donation to the Staff and Board Christmas Party on December 7. That check was not included on the October budget, but will be on the November TQ budget. There being no further discussion, Charlie Jones moved to approve the checks in the amount of $25,381.08. Alan Obert seconded and the motion carried. Mr. Witte stated that the checking account balance as of October 31, 2013, was $263,309.86. The balance in the CD invested at Bank of Quincy as of October 31, 2013, was $222,415.81. Nancy Dolan reported that the new microfilm scanner is on order, and asked the Board if they would like to pay their portion now or wait until the invoice is presented. The Board agreed to wait until the invoice arrives in case there is a change in the final cost, noting that the Board approved spending up to $8,000 on the scanner.

B. Policy and Services: Susan East reported that Policy and Services did not meet.

C. Public Relations: Charlie Jones reported that Public Relations did not meet.

D. Friends of the Library: Kim Akers reported that the Friends of the Library earned nearly $2,000 at their annual Fall Book Sale. The Friends presented a check for $6,141.59 toward the cost of the new microfilm scanner to the Library, and are getting ready for their annual holiday luncheon to be held on December 9 at noon at the Library.

VII. QPL COMMITTEE REPORTS

A. Finance: Fred Witte reported that the QPL Finance Committee did not meet, but have a meeting scheduled for November 19 at 5:00 p.m. at the Library.

B. Policy: Janice Riley reported that the QPL Policy Committee did not meet.

C. Personnel: Malinda Vogel was absent. The Personnel Committee did not meet.

D. Building & Grounds: Ron Upper reported that the Building and Grounds Committee did not meet.

E. Ad Hoc-Branch: Charlie Jones reported that the Ad Hoc Branch Committee did not meet. Nancy Dolan stated that the staff continue to work on cost estimates for the various options the committee is exploring to expand service. The QPL Board is reluctant to move forward with any of the proposals until the next fiscal year’s budget is in place.

VIII. UNFINISHED BUSINESS

No Unfinished Business was brought before the Board.

IX. NEW BUSINESS

A. Approval of Levy Ordinance FY13/14-2. Fred Witte moved to approve Levy Ordinance #FY13/14-2 as presented. Susan East seconded. A roll call vote was held with the following results:

Alan Obert yes Janice Riley yes

Fred Witte yes Susan East yes

Charlie Jones yes Ron Upper yes

Malinda Vogel absent

The motion carried with six yes votes, zero no votes, and one absent.

B. December Meeting Date and Time. The Board was reminded that the TQ and QPL Boards traditionally share the same date for the December meeting. Both Boards will meet on Tuesday, December 10, with TQ meeting at 5:30 p.m. and QPL meeting at 6:00 p.m. Refreshments will be served at the meetings.

C. Staff Appreciation. Ron Upper stated that last year the TQ Board gave a gift of $25 in cash to each staff person. He noted that the Board still has approximately $1,600 in that budget line. After a brief discussion, Fred Witte moved to give each Library staff person a holiday gift of $30 in cash. Susan East seconded and the motion carried. Mr. Witte asked that the check be written immediately so that the staff could have their gift in time for the holidays. A check was written and signed in the amount of $1,170.

There being no further discussion, Charlie Jones moved to adjourn the meeting. Alan Obert seconded, and the meeting was adjourned at 6:02 p.m.

Respectfully submitted,

Kimberly Akers