Quincy Reporter

City of Quincy Public Library Board met Feb. 18.

Here are the minutes provided by the board:

The meeting of the Quincy Public Library Board of Directors was called to order at 6:00 p.m. on Tuesday, January 21, 2025, by President Jon Hoover. The roll call attendance was as follows:

Jon: present         Clairice: absent

Lena: present       Dean: absent

Megan: present    Kelly: absent

Cheryl: present    Harry: present

Scott: absent

Present: 5 Absent: 4

Others present: Kathleen Helsabeck, Natascha Will and Jess Givens.

The library audit completed by Wade Stables was included in the board packet, but unfortunately no one from Wade Stables was able to attend the meeting this month due to unforeseen circumstances. The board feels the presentation of the audit coming from one of the representatives of the firm would be more beneficial, so the audit presentation will be pushed to the March meeting.

I. CONSENT AGENDA

Megan made a motion to approve the consent agenda. Cheryl seconded and the motion carried.

II. PRESIDENT’S COMMENTS

Board President Jon Hoover informed the board that recently he has received a decent amount of positive feedback regarding the library from community members.

III. PUBLIC COMMENTS

There were no public comments at this time.

IV. FRIENDS OF THE LIBRARY

Lynn from the Friends of the Library reported that the bookstore brought in over $3,000 for the month of January. The Friends will also be having three book sales this year, taking place in April, July and October.

Additionally, the Friends have decided that this year they will be inviting the library staff,the library board, the Townships of the Quincy Area Public Library District board, and the Mary Weems Barton/Quincy Public Library Foundation board to the FOL Christmas Luncheon this year.

V. RECOGNITION OF CORRESPONDENCE

One very young patron expressed his appreciation and friendship with Children’s Librarian, Bill Waters, on one of the patron interest cards for the suggestion box.

VI. DIRECTOR’S REPORT

Kathleen wanted to begin her report by touching base on some of the circulation statistics in the provided report. She began stating that in total for the month of January, the library circulated over 32,000 materials. This includes materials that were checked out, renewed, used, streamed and downloaded. Library card registrations have increased, as well as in house computer use and program attendance.

The Mobile Library garage remodel is scheduled to begin this month along with brick work and door installation. Will is then to work with Architechnics on the building assessment which is planned to begin in March.

Kathleen and Gina, Mobile Librarian, made a trip to Greensboro, NC to visit the Mobile Library in person and review its final stages before it is delivered to Quincy. The library staff have already started planning events surrounding its launch to the community. The city did not accept the library Ad Hoc committee’s draft of the Intergovernmental Agreement when it was presented, and they stated they did not need an IGA now, as they repealed the 1994 agreement at the February 10, 2025, city council meeting. Board members questioned why the city suddenly felt an IGA was no longer necessary, as they were not at least prepared with a counteroffer. The concern with this is Kathleen and the board have already cut through as many budget lines as possible to ensure continued operation in expectation of a decrease in personal property replacement tax next year, and if the city cannot agree to a final funding agreement, the library risks an operational budget cut of over $420,000. Kathleen encouraged the board to continue their support of reaching out to the mayor and/or their aldermen, and to attend city council meetings to advocate for the library during public comment.

Another point of discussion was brought up as to how the city and the community view the library as well. Harry reminded the board that the narrative of the library is not the same as it used to be. It was mentioned that after the pandemic, the community learned how to go without the library, which could have taken effect on how the importance of the library is viewed today. Many other businesses saw a decrease in community attendance during and after the pandemic and the library may still fall into that same category. It was also mentioned that with the increase in technology and more availability for digital materials, we were always likely to see a decrease in patron traffic now that many of our services are available online and do not require a visit into the library. The subject matter primarily circled around how the library and its boards can continue to advocate for themselves outside of just statistics, and remind the community of the resources the library provides to all community members.

In continued discussion of library funding, it was suggested that most donors who donate an unrestricted gift want to see that gift be put into use in services and bettering the growth of the library, as opposed to it sitting in an account accumulating interest. An idea was suggested that the library should take a second look at what may be available for use in donations to potentially put to use into continued operation if needed.

The Children’s department caught lots of media buzz from the successful three-day Lego event and they also conducted a successfully attended Barbie Party. They have also been doing collection inventory and updating the shelving.

The Friends of the Library donated to the library so that the IT department could upgrade some technology in the children’s theater and the large meeting room.

The Reference department hosted the Puzzle Swap that brought in 82 patrons in attendance and 473 puzzles to swap, and a Sourdough event that brought in 47 patrons. Additionally, they have also borrowed a set up Freedom Banners that are displayed in the lobby for Black History Month.

The Outreach department surveyed all 150 outbound patrons about their library needs and the results conclude that they are continuously appreciative of this service. Assistant Director, Natascha Will met with staff for Conversations for Growth and compiled the staff feedback into a summary to utilize toward increase in staff morale and overall workplace mental health. Natascha and Kathleen will develop a plan to address key concerns, enhance communication, and strengthen our services.

VII. UNFINISHED BUSINESS

Previously closed minutes documents that were approved to be reopened at last month’s board meeting were included in the board packet for informational purposes.

VIII. NEW BUSINESS

EXPENDITURE APPROVAL LIST – Megan noticed that a payment in the expenditure report was mistakenly paid into the incorrect budget line by L&A. She suggested that an amendment be made to the financial report. Cheryl made a motion to approve the expenditure approval list in the amount of $162,613.33 with the exception of the amendments recommended by Megan. Lena seconded and the motion carried. The roll call vote was as follows:

Jon: yes            Clairice: absent

Lena: yes         Dean: absent

Megan: yes      Kelly: absent

Cheryl: yes       Harry: yes

Scott: absent

Present: 5 Absent: 4

FY25/26 BUDGET – Kathleen presented to the board the final draft of the upcoming budget to present to the city for fiscal year 2025/2026. Megan made a motion to approve the budget as presented. Lena seconded and the motion carried. The roll call was as follows:

Jon: yes            Clairice: absent

Lena: yes         Dean: absent

Megan: yes      Kelly: absent

Cheryl: yes       Harry: yes

Scott: absent

Present: 5 Absent: 4

IX. PUBLIC COMMENT

There were no public comments at this time.

X. ADJOURNMENT

Harry made a motion to adjourn. Lena seconded and the meeting was adjourned at 7:13 p.m.

https://www.quincylibrary.org/sites/default/files/content/minutes/5.%20Minutes.pdf