Quincy Public Library Board of Trustees Meeting November 10, 2015 Minutes The regular meeting of the Quincy Public Library Board of Trustees was called to order at 6:00 p.m. on Tuesday, November 10, 2015, with Christopher Pratt presiding. Trustees present: Angela Ketteman, Judy Crocker, Dwain Preston, Jody Steinke, and Lynn Niewohner. Trustees absent: Kathy Citro, Pam Rein, and Terri Heinecke. Others present: Nancy Dolan, Kim Akers, Pam Clow, Katie Kraushaar, Alexis Bergman TAB representative, and Janice Riley TQ Liaison. I. APPROVAL OF AGENDA Christopher Pratt requested that the FY14/15 Audit Report be moved to the top of the agenda. Judy Crocker moved to approve the agenda as revised. Jody Steinke seconded and the motion carried. II. III. IV. APPROVAL OF MINUTES Judy Crocker stated that while she might have said the Board should contact its attorney Joe Duesterhaus during the discussion of Christmas Party funding, she meant that the Board should do more research into the situation without incurring legal fees. After the October Board meeting, Nancy Dolan was instructed to contact the City attorney for his input on the situation. Ms. Crocker asked that the minutes be changed to reflect those instructions. Judy Crocker moved to approve the minutes from the October 13, 2015, meeting as revised. Angela Ketteman seconded and the motion carried. PRESIDENT S COMMENTS President Christopher Pratt welcomed everyone to the meeting. RECOGNITION OF CORRESPONDENCE Seven suggestions from the patron suggestion box were included with the correspondence. A thank you note from The Atlantis Round Table was received thanking the Library for the use of the meeting room. A thank you note from Great River Genealogical Society was received thanking the Library for help with their annual October Family History Month presentations. V. PUBLIC COMMENTS There were no comments from the public in attendance. VI. LIBRARY REPORTS: A. Financial ReportBLynn Niewohner Lynn Niewohner reported that the balance in the Bank of Quincy Operating Fund as of October 31, 2015, was $916,837.23. The balance in the investment account was $98,690.98. The total assets were $1,015,753.21. The total liabilities were $52,822.28. Nancy Dolan reported that the Library received the annual balloon payment from the City
of Quincy in October. B. Circulation and Event Statistics Report Nancy Dolan reported that children and interlibrary loan circulation by material numbers were the only ones that increased in October; all others were down. She noted that the reduced hours are taking a toll on not only traffic figures, but also circulation and program attendance numbers. Flipster, the e-magazine subscription service, is now available although the live link will not be posted on the Library s website until November 16. The Library currently has 70 titles, most of which are unlimited users. It was noted that 21 users have a hold on materials through ADML that are not even published yet. ADML started adding books yet to be published (sometimes not for a year) to their holdings. This skews the holds list, a problem which Bobbi Mock will be bringing to ADML s attention. A record number of people used the self checkout stations in October with 61.22% of checkouts recorded at the stations. Ms. Dolan stated that the legal self-help computer rarely gets used anymore. It was a donation from the Adams County Bar Association, which she has called to see if we can remove the computer but no one has called her back. Christopher Pratt will ask again at the next ACBA meeting. Ms. Dolan noted that even with the reduced hours, visitors in October still averaged 486 per day, which is less of a decrease than anticipated. She also pointed out that even though October 2014 program attendance numbers reflect Big Read participation, 2015 program figures are show an increase in some areas over last year. C. Library Report Nancy Dolan Nancy Dolan reported that County Market on 48 th & Broadway has agreed to host one of the new Overdrive Media Stations. She is just waiting on a signature on the insurance liability form before installing the station. The other station is up and running in the Library s lobby. On November 12, 2015, Waterkotte Construction will grind down the concrete underneath the front sliding doors. The doors have not been opening properly because the concrete has lifted up beneath them. Waterkotte will grind the concrete, and Tee Jay Central will reinstall and level the doors. Heather Kath and Val Stark attended the Association of Bookmobile and Outreach Services Conference in October. Ms. Kath also presented at the conference. Jeraca Fite attended the ILA Conference in Peoria; Ms. Dolan and Pam Clow attended an ILA pre-conference. The Great River Genealogical Society held their annual weekly workshops on researching family history in October. They promoted the genealogical resources available at the Library while instructing people on how to find their ancestors. Library staff attended the Quincy University Welcome Fair for incoming students to promote library services to college students. Area librarians attended a workshop on performance reviews at QPL, which was funded through a RAILS grant. Alexis Bergman reported that the teens held their Halloween party on October 30 where nine TAB members and two Quincy Community Theater members performed a musical and dance scene from Phantom of the Opera. During the scene, the character of Christine was kidnapped and party-goers searched the Library to save her. Also in October, teens attending Wii Wednesdays were encouraged to come in costume for a
weekly costume contest. TAB held elections in September; Ms. Bergman was re-elected as President for another year. Teens also participated in a Smash Brothers Brawl videogame tournament, which saw a record number of young men participating. The teens are helping with the Little Read School Nights in November. VII. COMMITTEE REPORTS: A. Audit B Lynn Niewohner: The Expenditure Approval List for the month ending October 31, 2015, was presented to the Board for approval. Lynn Niewohner moved to approve the report in the amount of $54,356.47. Jody Steinke seconded and the motion carried. B. Finance B Lynn Niewohner: Lynn Niewohner reported that the Finance Committee did not meet. 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 met on October 27, 2015. The minutes from this meeting were included in the packet. A form of motion was included with the minutes to approve the new Maintenance Supervisor position. Ms. Crocker asked that this motion be postponed until after the Executive Session so that salary and other information could be discussed. In response to Ms. Crocker s statement last month about the discussion of remediation at the September 11 meeting, Nancy Dolan revised the minutes from that meeting to better reflect the discussion. A copy of the revised minutes was also included in the packet. E. Policy Lynn Niewohner: Lynn Niewohner reported that the Policy Committee did not meet. She requested that a meeting be scheduled before the December Board meeting. F. Ad Hoc-Branch Angela Ketteman: Angela Ketteman reported that the Ad Hoc-Branch Committee did not meet, but are still working on finding a location for the vending kiosks. At the recent Mary Weems Barton/Quincy Public Library Foundation meeting, Kathy Citro volunteered to help contact area property owners. Nancy Dolan was asked to check with Ms. Citro and see who she has talked with and contact County Market on 48 th & Broadway to see if they are interested in hosting the vending kiosk. VIII. UNFINISHED BUSINESS No Unfinished Business was brought before the Board. IX. NEW BUSINESS A. FY 14/15 Audit Report. Carrie Peters of Wade Stables presented the FY14/15 audit report to the Board. She noted that it was an unmodified opinion again this year, and not much had changed from last year. She stated that while the Library is still in good shape, it did have more expenses than revenue. $149,373 was spent out of the
savings, mostly for the newspaper archive project but also to cover some regular expenses. Ms. Peters noted that for the 2015 audit there are new GASB 68 regulations covering the reporting of pensions that will have to be discussed. The ending cash balance was $703,596, which is a loss of $53,715 in the general funds revenue. The Library earned $26,857 more in budgeted revenue and spent $3,824 more in budgeted expenses. Ms. Peters again pointed out that the auditors would like to see actual signatures on all checks rather than the computer-generated signatures currently in use. It was noted that Board Members are signing all checks right now because the printed signatures have not been installed by the City s IT Department yet. Ms. Peters also noted that the auditors would like to see more segregation of duties with regards to moneyhandling and accounting duties to avoid errors and omissions. Ms. Peters was thanked by the Board for her report and for performing the audit for the Library. B. Approval of 2016 Holiday Schedule. A copy of the 2016 Holiday Schedule was presented to the Board. Nancy Dolan stated that because the Christmas and New Year holidays are on a weekend, the Library will be closed all four days and staff must take the holiday time off during the week before Christmas, after Christmas, and after New Year s Day. This procedure was determined using prior year s holiday schedules. This follows the paid holidays as agreed upon in the Labor Agreement. There being no further discussion, Jody Steinke moved to approve the 2016 Holiday Schedule as presented. Dwain Preston seconded and the motion carried. C. Discussion of Annual Meeting Minutes. At a recent Open Meetings Act webinar, Nancy Dolan was informed that the Board should be approving all meeting minutes at the Board meeting immediately following, which includes annual meeting minutes. If it is not possible to approve the minutes at the next meeting, the minutes must be approved within 60 days of the meeting. The Board asked that the 2015 annual meeting minutes be included with the December Board packet for approval. D. Discussion of Library Hours. Nancy Dolan reported that she has been discussing the possibility of rearranging hours the Library is open with various Board Members and the Assistant Directors. Through the surveys and through interaction with the staff, patrons have expressed their desire to have more evening and weekend hours that the Library is open. It was determined that the slowest hour of the day is the first hour open at 9:00 a.m. each day. Ms. Dolan, Pam Clow, and Katie Kraushaar, after much discussion, proposed that the Library change hours to Monday Thursday 10:00 a.m. to 7:00 p.m., Friday and Saturday 10:00 a.m. to 5:00 p.m., and Sundays 1:00 p.m. to 5:00 p.m. Ms. Dolan stated that this scenario does not increase any hours open; it simply moves them around to allow for evening and weekend hours. It is not possible to increase hours open at this time due to budget constraints and a reduction in staff. The Board was amenable to the changes. A formal motion will be presented at the December meeting. If approved, the new hours will go into effect January 2, 2016, and run through May. Summer hours will be assessed during that time frame. E. Per Capita Grant Application. A copy of the submitted Per Capita Grant
Application was included in the Board packet. Nancy Dolan stated that Per Capita Grants may be awarded at the usual time in 2016, but is unsure when they will actually be funded due to the state budget issues. F. December Meeting. Board Members were reminded that the December meeting date is shared with the TQ Board Members. TQ will meet at 5:30 p.m. on Tuesday, December 8, 2015. QPL will meet at the regular time of 6:00 p.m. Refreshments will be provided at the meetings. G. Christmas Party. Pam Clow reminded Board Members to let her know as soon as possible if they will be attending the Christmas Party on December 5, 2015. X. PUBLIC COMMENTS Val Stark stated that while she understands why the Board is agreeing to change the hours open to be more responsive to patron needs, it doesn t address the overall problem of funding. She stated that the decreasing budget needs to be addressed. Christopher Pratt noted that patrons are encouraged to talk to their aldermen about the Library s budget cuts, but the Board is beholden to the City. He also pointed out that police and fire received budget cuts, and the Library cannot ask for its budget to be restored if theirs is not also. Pam Clow said that patrons are contacting their aldermen, but the aldermen aren t talking to each other. She noted that a dedicated effort needs to be organized, but it can t be done by the staff. She suggested that the Friends or even the Board could work on putting together an advocacy group for Library funding. Ms. Stark pointed out that the budget situation is dire and something needs to be done before it gets worse. Mr. Pratt stated that even with the new hours, Library hours and services are still reduced. He encouraged patrons to continue talking to their aldermen about Library funding, and thanked Ms. Stark for her comments. XI. EXECUTIVE SESSION Angela Ketteman moved to adjourn into Executive Session for the purpose of discussing a position salary and personnel evaluations. Lynn Niewohner seconded and the meeting was adjourned at 6:58 p.m. QPL and TQ Board Members as well as Nancy Dolan were invited to remain in the meeting. Dwain Preston moved to adjourn the Executive Session and reconvene into regular session. Angela Ketteman seconded and the Executive Session was adjourned at 7:16 p.m. Jody Steinke moved to approve the new non-union Maintenance Supervisor position at the salary discussed in Executive Session. Judy Crocker seconded and the motion carried. There being no further discussion, Dwain Preston moved to adjourn the meeting. Lynn Niewohner seconded and the meeting was adjourned at 7:17 p.m. Respectfully submitted, Kimberly Akers