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April 24, 2014 Board Meeting Minutes Print
Library Board

Sugar Grove Public Library District

Library Board of Trustees

April 24, 2014

Board Meeting Minutes

Call to Order and Roll Call

President Pro Tem Bill Durrenberger called the meeting to order at 6:05pm.

Present: Louise Coffman, Treasurer; Bill Durrenberger, Secretary; Robert Bergman, Trustee; Pat Graceffa, Trustee; and Carol Dolin, Director.

Absent: Dan Herkes, Anthony Oliver, and Art Morrical

Public Comment

None.

Pledge of Allegiance

Approval of Minutes of March 20, 2014 Board Meeting.

Motion: To approve the minutes of March 20, 2014 Board Meeting. Motion by Durrenberger. Second by Graceffa. Roll call vote: Coffman – yes, Bergman – yes, Durrenberger – yes, Graceffa – yes. Motion passed.

Correspondence

Dolin reviewed correspondence included in the meeting packet regarding the distribution of Kane County Property Taxes, a new short-term financing program for taxing districts in Kane County, and a letter from the Waubonsee Lifelong Learning Institute with a donation for the use of the meeting room for their classes. She also reviewed an email message from Shari Baum regarding a request by the Chamber of Commerce to use a meeting room on the 1st and 3rd Wednesday of the month from 7:30-8:30 a.m.

Review of Financial Reports

Coffman reviewed the March 2014 financial reports included in the Board Packet. Boiler #1 sprang a leak, which cost just over $900 to repair. The Library Budget is 76.8% spent at 75% through the fiscal year. We received approximately 93.5% of anticipated revenues for the year. Expenditures for materials decreased in March, reflecting the cancellation of materials orders. The Back to Books orders have been sent, but none have arrived yet. Online resources for children and teens are overspent, but the overall Online Resource budget is on target. We cancelled online services that are not seeing much use. We continue to purchase eBooks, especially titles with holds or on suggested reading lists, as more people are asking to use these items. The salaries line continues to run about 2% under budget. Utilities expenditures are over budget as anticipated due to heating bills for unusually cold temperatures in January and February. These costs have come down over the past two years, but we continue to search for additional ways to reduce them further.

Approval of March 2014 Check Register

Motion: To approve the March 2014 Check Register of electronic payments and check numbers 23295-23303 and 23312-23324 for $13,226.72. Motion by Durrenberger. Second by Coffman. Roll call vote: Coffman – yes, Bergman – yes, Durrenberger – yes, Graceffa – yes, Motion passed.

Library Report

Dolin reviewed the reports included in the Board Packet, including statistics. March was a very busy month, even as the public overwhelmingly rejected our request for additional funding to operate the library. Circulation and visits continue to increase over that of the same period last year. Overall circulation was up by 33% over the same period last year and nearly doubled over two years ago with 13,295 checkouts. Children’s materials account for 50% of all circulation and with teens account for nearly 6% of all use. Print materials still circulate much more than A/V materials and physical checkouts are far ahead of online materials use. Just over 55% of the District now hold library cards. Wayne did many updates to the computers and servers in March and early April. Scott is busy supervising Circulation so is helping Wayne less than before. Ryan has stepped up to assist Wayne with various repairs throughout the building. The electronic sign is not working. Wayne and Ryan are investigating repairs, but we may need to call someone out. The last time extensive repairs were needed to the sign, it costs in excess of $14,000. Posted positions have been filled for Circulation clerks to replace those who resigned. Amanda Tate, Nicole Babcock, Nancy Wollwert, and Katherine Schwingel joined the staff in March and April. We hope to utilize the unique skills each of these people bring to their positions. Summer reading program will begin soon – programs that do not carry additional costs were scheduled before the end of the fiscal year. We will charge more for the field trips this year than last year.

Board Representative Reports

Coffman reported on partnerships for new planting plans for the grounds. A Daisy troop will plant donated flowers near the front of the Library. The Village will donate and plant a sugar maple tree in the southwest quadrant of the property in honor of Arbor Day. All trustees are invited to attend. The story time sessions will plant seeds throughout the spring programs, and we hope to transfer the seedlings to in the raised planters as they mature. Staff hopes to schedule scout troops to volunteer time over the summer to waive fees for the rooms, should the Board decide to adopt the proposed meeting room policy.

Friends Report

None.

OLD BUSINESS

Referendum results – plans for the future. Dolin prepared an operating budget for FY 2014-2015 taking feedback from the March Board meeting into consideration. This addresses the Library’s immediate needs. Dolin proposed reaching out to the leadership of other organizations and agencies of the larger communities served by the library to glean more understanding of where the library fits in their picture. This would be the first step in an effort to garner wider support for increased operating funding. The trustees agreed that this might be a logical next step. Dolin will reach out to the Chief Administrative Officers group she meets with to see if they have ideas or can suggest people who might be interested in participating in a strategic visioning exercise. Trustees considered whether or not to try again to pass an operating referendum. Considering the percentage of no votes, trustees determined it would be a waste of time and energy to try again anytime soon. We need to consider ways to cut costs and raise revenues other than property taxes.

NEW BUSINESS

2014-2015 Operating Budget

Dolin presented a draft budget for fiscal year 2014-2015 with cuts to some of the materials budget lines and staffing. We expect revenues to decrease in the coming year, due to less revenue in grants and special property tax budget lines. Cuts to payroll reflect the current staffing level, but eliminate some planned positions to assist with public services. The proposed budget also reduces the amount spent on adult books, magazines and newspapers, and online resources. The Board tabled this discussion until the May meeting when more trustees might be present to consider and vote on it. There really are only two areas we can cut, staff/operating hours and materials. We do not want to cut those areas, but to maintain those lines, we have to hope our maintenance costs do not increase.

Meeting Room Policy

Dolin presented a meeting room policy with a new fee structure. The proposed policy charges fees for all groups who use the rooms. In district fees would be lower than out of district and not-for-profit groups would receive a discount. Additional fees apply for special set-ups, technology, and additional cleaning. Groups must pay prior to getting access to the rooms. All meeting room fees will be able to be paid online with a credit or debit card or in person with cash or check. Our aim is to make this easy and straight forward to administer and to program the system to automate it to the greatest degree possible. We do not have staff dedicated to running the meeting rooms, so the tasks have to fit in with all of their other duties for library services.

The meeting rooms are often unoccupied, but when occupied, they demand many of the Library’s scarce resources including staff time, utilities, supplies, and technology. Managing the bookings, preparing room set-ups, and ensuring that audiovisual equipment functions properly requires that staff with the ability to manage these issues be available to address issues as they arise. Maintaining comfortable temperatures in the various rooms requires additional utilities. Large crowds of people generate more trash, use more janitorial supplies, water and sewer, require additional cleaning, and tend to cause long queues of people who need help all at once. We have no wish to discourage groups from using the library, but we need to pay for staff to maintain the reservations system and prepare spaces for the meetings in addition to the supplies, utilities, and contracted services. The fees are not intended to raise money but to cover costs. Staff proposes adopting the policy with an effective date of July 1, 2014 to allow time for groups to find alternative spaces if they do not wish to pay the fees. We will notify all past and current room users as soon as the policy is adopted. We also hope to arrange for scout groups to help with planting, weeding, outdoor trash pick-up, watering, dusting, and similar activities in return for waiving room fees in the fall. Durrenberger suggested tabling this issue to the May meeting when more trustees might be present to consider and vote on it, but the other three trustees present did not wish to do so. Graceffa has spoken with many residents before and since the referendum failed, both library users and non-users. She reported that most people she spoke to said charging for the use of meeting rooms makes sense.

Motion: To adopt the revised Meeting Room Policy as presented to be effective on July 1, 2014. Motion by Coffman. Second by Graceffa. Roll call vote: Coffman – yes, Bergman – yes, Durrenberger – yes, Graceffa – yes, Motion passed.

Building Bonds – refunding possibilities

Three firms, Robert Baird, Ehlers and Associates, and Speer Financial, submitted proposals to refund the building bonds, which are callable in January 2015. The Board considered a packet with a comparison of the proposals prepared by Dolin, which showed the potential to save between $568,921 and $786,308 over the life of the bonds. This savings cannot be used for operations, but would save library district taxpayer money. The trustees requested that Dolin set up presentations in the next week or two by the three firms to discuss their services and the refunding process. Dolin will post Special Meetings and take minutes to accommodate all trustees who wish to attend the presentations.

JavaPlus Café

Mike Morkert from the JavaPlus Café requested more marketing of the meeting rooms and access to the meeting rooms before the library opens. He proposed formal reading times during mornings before the library opens. Morkert also requested the use of the shared Friends retail space to resell merchandise he would purchase from others. He also wants the sole lease of the seating space in the shared Friends/Café space. None of these activities is included under the current lease proposal, and all would add costs to the Library without adding any revenues for the Library. The Board did not approve the changes.

Review of Closed Session Minutes

Durrenberger distributed the approved, but not released, closed session minutes for the six month review by the trustees. This review does not apply to the audio recordings, which must be retained for at least 18 months.

Motion: To keep the closed session minutes confidential for six more months and then review again. Motion by Bergman. Second by Graceffa. Roll call vote: Coffman – yes, Bergman – yes, Durrenberger – yes, Graceffa – yes, Motion passed.

Executive Session

Director’s evaluation.

Motion: To enter into executive session for the discussion of personnel issues as allowed by the Open Meetings Act at 7:55pm. Motion by Durrenberger. Second by Graceffa. Roll call vote: Coffman – yes, Bergman – yes, Durrenberger – yes, Graceffa – yes, Motion passed.

Motion: To enter into regular session at 8:22pm. Motion by Durrenberger. Second by Graceffa. Roll call vote: Coffman – yes, Bergman – yes, Durrenberger – yes, Graceffa – yes, Motion passed.

Agenda items for May 22, 2014 Board Meeting

FY 2014-15 Operating Budget, Building Bond Refunding Options, 2014-15 Per Capita Grant Requirements.

Adjournment

Motion: To adjourn the meeting at 8:24 pm. Motion by Durrenberger. Second by Coffman. Voice vote: all yes. Motion passed.

Attachments:
Download this file (Minutes_4-14-14.pdf)April 24, 2014 Board Meeting Minutes[ ]Director222 Kb
 
May 22, 2014 Board Meeting Agenda Print
Library Board

Agenda

Regular Meeting of the Board of Trustees

Sugar Grove Public Library District Thursday, May 22, 2014 6:00 p.m.

125 Municipal Drive, Sugar Grove, Illinois

 

1. Call to Order/Roll Call and Introduction of Trustees

2. Public Comment – copies of written comments may be given to the Board’s Secretary for inclusion in the Library’s public records*

3. Pledge of Allegiance

4. Approval of the Minutes of April 24, 2014 Board Meeting and April 30, 2014 Special Board Meeting.

5. Correspondence

6. Review of Financial Reports

7. Approval of the April 2014 Check Register – Action

8. Library Report

9. Board Representative Reports

a. Budget and Finance

b. Building

c. Grounds

d. Bylaws

e. Long Range Planning

f. Personnel

g. Policy

h. Technology

i. Special (Community Relations)

10. Friends Report

11. OLD BUSINESS

a. Referendum results – plans for the future

b. 2014-15 Operating Budget

c. Building Bonds – refunding possibilities

12. NEW BUSINESS

a. Copiers

b. Liability Insurance

c. Per Capita Grant Requirements

 IPLAR – statistics and previous grant expenditures

 Standards Chapter Review - Serving our Public 3.0: Standards for Illinois Public Libraries – Chapter 7: Collection Management and Resource Sharing

 Education and Training – at least one staff member must attend a course from RAILS or ISL

 Technology – Edge Initiative

d. Executive Session, if applicable

e. Agenda items for June 26, 2014 Board of Trustees Meeting 13. Adjournment

*SUGAR GROVE PUBLIC LIBRARY DISTRICT PUBLIC COMMENT POLICY

The purpose of this policy is to ensure that interested parties representing various points of view are allowed time to present their views while permitting the Board to conduct their meeting in an efficient and effective manner. The Board will include an agenda item for public comment at each of its regular meetings. Persons wishing to make a public comment must be in attendance at the meeting and shall:

 Speak only when recognized by the President of the Board or person conducting the meeting.  Rise and state their name

 Limit their public comment time to three (3) minutes

 Make public comment that related to Library business only.

Adopted 3/10/2011

 

Attachments:
Download this file (Agenda 2014-04-24DRAFT.pdf)May 22, 2014 Board Meeting Agenda[ ]Director82 Kb
 
May 5, 2014 Special Board Meeting Print
Library Board

Agenda

Special Meeting of the Board of Trustees

Sugar Grove Public Library District

Monday, May 5 2014

1:30 p.m.

125 S Municipal Drive, Sugar Grove, Illinois

  1. Call to Order / Roll Call and Introduction of Trustees

  2. Presentation of Ehlers & Associates proposal for financial services related to the refunding of General Obligation Library Bonds, Series 2005

  3. Trustee question and answer period

  4. Public Comment – copies of written comments may be given to the Board’s Secretary for inclusion in the Library’s public records.*

  5. Adjournment

     

*SUGAR GROVE PUBLIC LIBRARY DISTRICT PUBLIC COMMENT POLICY

The purpose of this policy is to ensure that the interested parties representing various points of view are allowed time to present their views while permitting the Board to conduct their business in an efficient and effective manner. The Board will include an agenda item for public comment at each of its regular meetings. Persons wishing to make a public comment must be in attendance at the meeting and shall:

  • Speak only when recognized by the President of the Board or person conducting the meeting

  • Rise and state their name

  • Limit their public comment to three (3) minutes

  • Make public comment that relates to Library business only

Adopted 3/10/2011

Attachments:
Download this file (Agenda Special Meeting 20140505.pdf)20140505 Special Board Meeting[ ]Director141 Kb
 
April 30, 2014 Special Board Meeting Print
Library Board

Agenda

Special Meeting of the Board of Trustees

Sugar Grove Public Library District

Wednesday, April 30, 2014

1:30 p.m.

125 S Municipal Drive, Sugar Grove, Illinois

  1. Call to Order / Roll Call and Introduction of Trustees

  2. Presentation of Speer Financial, Inc. proposal for financial services related to the refunding of General Obligation Library Bonds, Series 2005

  3. Trustee question and answer period

  4. Presentation of Robert W. Baird Financial proposal for financial services related to the refunding of General Obligation Library Bones, Series 2005

  5. Trustee question and answer period

  6. Public Comment – copies of written comments may be given to the Board’s Secretary for inclusion in the Library’s public records.*

  7. Adjournment

     

*SUGAR GROVE PUBLIC LIBRARY DISTRICT PUBLIC COMMENT POLICY

The purpose of this policy is to ensure that the interested parties representing various points of view are allowed time to present their views while permitting the Board to conduct their business in an efficient and effective manner. The Board will include an agenda item for public comment at each of its regular meetings. Persons wishing to make a public comment must be in attendance at the meeting and shall:

  • Speak only when recognized by the President of the Board or person conducting the meeting

  • Rise and state their name

  • Limit their public comment to three (3) minutes

  • Make public comment that relates to Library business only

Adopted 3/10/2011

 

 

 

 

Attachments:
Download this file (Agenda Special Meeting 20140430.pdf)April 30, 2014 Special Meeting[ ]Director77 Kb
 
March 20, 2014 Board Meeting Minutes Print
Library Board

Sugar Grove Public Library District

Library Board of Trustees

March 20, 2014

Board Meeting Minutes

Call to Order and Roll Call

Vice President Anthony Oliver called the meeting to order at 6:04pm.

Present: Anthony Oliver, Vice President; Louise Coffman, Treasurer; Bill Durrenberger, Secretary; Robert Bergman, Trustee; and Carol Dolin, Director.

Pat Graceffa, Trustee (arrived at 6:07pm).

Absent: Dan Herkes and Art Morrical

Public Comment

None.

Pledge of Allegiance

Approval of Minutes of February 27, 2014 Board Meeting.

Motion: To approve the minutes of February 27, 2014 Board Meeting. Motion by Durrenberger. Second by Coffman. Roll call vote: Coffman – yes, Bergman – yes, Durrenberger – yes, Oliver – yes. Motion passed.

Correspondence

None.

Review of Financial Reports

Coffman reviewed the February 2014 financial reports included in the Board Packet. The Library Budget is 70% spent at 67.7% through the fiscal year. We received approximately 93.3% of anticipated revenues for the year. Several expenditure lines continue to run ahead of budget, most notably children’s and teen’s materials, programming, telecommunications, building maintenance, grounds and parking lot, lawn care and snow removal, and copier supplies and maintenance. We continue to try to reduce telecommunications costs. We needed additional equipment for the Server/LAN line and will need to replace server 03, which manages all public computers and printers. The Staff/Public Computers and Equipment is underspent, so we will shift some of the funds from one line to the other, but may still go over budget. All materials orders have been cancelled for the remainder of the year. We will order and receive the Back to Books orders, but other orders will stop coming for this fiscal year. Online resources for children and teens are overspent, but the overall Online Resource budget is on target. We reduced that line several times over the past few years. Salaries are back under budget at 66.5% spent. Utilities were still slightly under budget at the end of February, but the heating bill in March was more than double the budgeted amount. We anticipate being over budget at the end of March.

Approval of February 2014 Check Register

Motion: To approve the February 2014 Check Register of electronic payments and check numbers 23272-23294 and 23304-23311 in the amount of $19,077.12. Discussion: MAGIC invoice was for the acquisitions module in the automation system. We paid two months of A-1 snow removal in February. Motion by Durrenberger. Second by Graceffa. Roll call vote: Coffman – yes, Bergman – yes, Durrenberger – yes, Graceffa – yes, Oliver – yes, Motion passed.

Library Report

Dolin reviewed the reports included in the Board Packet, including statistics. Circulation and visits continue to increase over that of the same period last year. Overall circulation was up by 20% over the same period last year with 10,140 checkouts. New service pacs were applied to the servers. We tracked down some illegal patron activity in February, which caused Mediacom to shut down our access. Internet access was interrupted while the backup system activated. We posted stronger language to discourage this kind of activity and are monitoring the situation. Denise Payne and Suzanne Barnhart resigned. Amanda Tate joined the staff after volunteering for four years. We are interviewing for several additional positions, which are in the current year and FY 2014-15 planned budgets.

Board Representative Reports

None.

Friends Report

Graceffa reported on plans in progress for a fundraiser in May for Mother’s Day. They are considering a High Tea.

OLD BUSINESS

None.

NEW BUSINESS

Referendum results – plans for the future

The Referendum was soundly defeated. The margin of no to yes was overwhelming. People respond positively to the services offered by the Library, but are unwilling to pay any additional taxes to support it. EAV will decline again in 2014-2015. Unless we push our FY 2014 Per Capita Grant into next year, the operating budget will decrease by $15,000. The district owns the building and the increase in the debt is $34,000. The cost of building maintenance and repairs is increasing. Dolin drafted a letter with unavoidable and discretionary expenditures. The Board explored several options to save money and raise revenues. Possible options considered include charging for meeting rooms and/or other services, protesting the $20,000 tax revenue cancellation, monitoring the activities of larger entities who try to reduce the EAV especially in areas that are beginning to develop, cutting the budget for materials, hours, and staff. The contracts for the copiers are up for renewal this year. Our current contractor proposed a lower cost option and we can eliminate one public machine to reduce costs further. The Board considered a list prepared by the staff of proposed cost cutting measures and creative ways to use the facility to raise revenues. Some of the online resources are not heavily used and could be eliminated. We can cut a little more from materials and programs. We could eliminate pay increases, bonuses, and the flexible spending plan. Possible hours to cut may include Monday evenings which are typically slower and Sundays during the summer. We could explore alternative uses for the building and rent space to other groups, businesses, or organizations.

2014-2015 Anticipated Revenues

Anticipated revenues will decrease by $15,000. Charging for the meeting rooms could raise some additional revenue. Dolin will bring a policy to the next board meeting for consideration.

Staffing

Dolin proposed two staffing budgets that reduced the salaries line by 7.5% to 10%. The Board prefers not to give the staff pay cuts and if at all possible, wishes to maintain operating hours.

Executive Session

None.

Agenda items for April 24, 2014 Board Meeting

Meeting Room Policy, Budget, Closed Session Minutes, Director Review in Closed Session.

Adjournment

Motion: To adjourn the meeting at 7:47 pm. Motion by Coffman. Second by Graceffa. Voice vote: all yes. Motion passed.

Attachments:
Download this file (Minutes 3-20-14FINAL.pdf)March 20, 2014 Board Meeting Minutes[ ]Director204 Kb
 
April 24, 2014 Board Meeting Agenda Print
Library Board

Agenda - AMENDED

Regular Meeting of the Board of Trustees

Sugar Grove Public Library District

Thursday, April 24, 2014

6:00 p.m.

125 Municipal Drive, Sugar Grove, Illinois

1. Call to Order/Roll Call and Introduction of Trustees

2. Public Comment – copies of written comments may be given to the Board’s Secretary for inclusion in the Library’s public records*

3. Pledge of Allegiance

4. Approval of the Minutes of March 20, 2014 Board Meeting.

5. Correspondence

6. Review of Financial Reports

7. Approval of the March 2014 Check Register – Action

8. Library Report

9. Board Representative Reports


a. Budget and Finance

b. Building

c. Grounds

d. Bylaws

e. Long Range Planning

f. Personnel

g. Policy

h. Technology

i. Special (Community Relations)


  1. Friends Report

  2. OLD BUSINESS

    1. Referendum results – plans for the future

  3. NEW BUSINESS

    1. 2014-15 Operating Budget

    2. Meeting Room Policy

    3. Building Bonds – refunding possibilities

    4. JavaPlus Café

    5. Closed Session Minutes

    6. Executive Session, if applicable

  • Director’s evaluation

    1. Agenda items for May 22, 2014 Board of Trustees Meeting

  1. Adjournment

     

    *SUGAR GROVE PUBLIC LIBRARY DISTRICT PUBLIC COMMENT POLICY

    The purpose of this policy is to ensure that interested parties representing various points of view are allowed time to present their views while permitting the Board to conduct their meeting in an efficient and effective manner. The Board will include an agenda item for public comment at each of its regular meetings. Persons wishing to make a public comment must be in attendance at the meeting and shall:

  • Speak only when recognized by the President of the Board or person conducting the meeting.

  • Rise and state their name

  • Limit their public comment time to three (3) minutes

  • Make public comment that related to Library business only.

    Adopted 3/10/2011

 
February 27, 2014 Board Meeting Minutes Print
Library Board

Sugar Grove Public Library District

Library Board of Trustees

February 27, 2014

Board Meeting Minutes

Call to Order and Roll Call

President Dan Herkes called the meeting to order at 6:00pm.

Present: Dan Herkes, President; Anthony Oliver, Vice President; Louise Coffman, Treasurer; Bill Durrenberger, Secretary; Pat Graceffa, Trustee; Carol Dolin, Director.

Absent: Art Morrical and Robert Bergman

Public Comment

None.

Pledge of Allegiance

Approval of Minutes of January 23, 2014 Board Meeting.

Motion: To approve the minutes of January 23, 2014 Board Meeting. Motion by Durrenberger. Second by Graceffa. Roll call vote: Coffman – yes, Oliver – abstain, Herkes – abstain, Durrenberger – yes, Graceffa - yes. Motion passed.

Correspondence

Dolin reviewed correspondence included in the packet, which included letters from the State Library. The Library completed the Annual Library Certification process in January. The 2014 Per Capita Grant of $19,701.25 should arrive before the end of this fiscal year. The Library will receive $5,000 for its Another Opportunity for Back to Books Grant application entitled Community Partners Engaging 21st Century STEM skills. We will use these funds to purchase new science, technology, engineering, and math books. We also applied for a $3,000 grant from Dollar General for summer reading. We also plan to apply for a Target grant for early literacy. We should find out about the additional grant funding in April.

Review of Financial Reports

Coffman reviewed the January 2014 financial reports included in the Board Packet. The Library Budget is 62.2% spent at 58.3%% through the fiscal year. We received approximately 93.1% of anticipated revenues for the year. Fines and fees and room rental revenues are running behind budget at 46.5% received and 31.0% received respectively. Dolin noted fine and fee payment increased in January. Several expenditure lines continue to run ahead of budget, most notably materials, programming, telecommunications, building and equipment maintenance, lawn care and snow removal, and copier supplies and maintenance. January had three payrolls, so salaries are 1% over budget, but should be back on target by the end of February. Utilities are running under budget, but January was an estimated reading. February was an actual reading and due to the unusual cold the gas bill was extraordinarily high and this line may come in ahead of budget in the coming months. We paid Prairie Glen twice this year to get on schedule so we do not get late fees. They raised the fees this year, moved the cycle to pay the fees earlier and imposed late fees. This should be the only year we have to pay twice. As an owner of seven lots, perhaps a representative from the Library should attend the association meetings.

Approval of January 2014 Check Register

Motion: To approve the January 2014 Check Register of electronic payments and check numbers 23216-23271. Motion by Herkes. Second by Coffman. Discussion: A1 received $640 and $1425 for November. That was for the final fall cleanup and snow plowing. Summer maintenance is less than winter. Pest control is year round. Gaylord is a library supplies company. We paid them for labels, book tape, and book carts in January. MAGIC is our consortium and manages our online catalog and patron database. Roll call vote: Coffman – yes, Oliver – yes, Herkes – yes, Durrenberger – yes, Graceffa – yes. Motion passed.

Library Report

Dolin reviewed the reports included in the Board Packet, including statistics. Circulation and visits continue to increase over that of the same period last year. Patrons report the extreme cold and snow encourages more reading. Overall circulation was up by 18.5% over the same period last year. Checkouts of Teen materials nearly doubled again in January and accounted for 5.8% of overall circulation. Children’s materials, especially easy fiction and early readers, continue to be our biggest movers, followed by DVDs. We also saw a big jump in the use of eBooks. Traffic is highest on Tuesdays when people come to children’s programs and check out new release of movies and bestseller books. Reference questions were up significantly in January, chiefly due to adult readers advisory and reference and technology questions. Many of these questions are complex in nature with people needing assistance with devices, downloads, and/or finding and ordering materials that are not readily available at our Library. Several newspapers and WSPY viewed the referendum presentation on the website and most ran very positive stories. The Daily Herald endorsed the Library’s referendum. Zinio, the online magazine database, lost a few titles that were most used. Consumer reports is now offered by EBSCO. We continue to evaluate databases, which are very expensive, to offer what our patrons most want to use.

Board Representative Reports

Grounds: Coffman spoke with a Girl Scout troop who will plant annuals in May.

Friends Report

Graceffa reported on plans for a fundraiser in May for Mother’s Day. Elburn has a very nice program with three plants, but we do not have the same resources. The Summer Reading Program includes a butterfly program. If we can get the funding, we can do a very nice program with butterfly chrysalises that we can release in the butterfly garden.

OLD BUSINESS

Referendum Communication Plan

A narrated Power Point presentation is on the front page of the website and on two screens in the Library. Posters are on display in the foyer with brochures that people can take with them. These brochures are available for anybody who wants to distribute them. Merrill Poloian sent a press release to contacts at the papers, newsletters, and radio. Herkes and Dolin spoke to the press and all of the local newspapers ran stories. Early voting is in the Library March 3-6 and 10-13 from noon-7pm. The Library is not a regular polling place, but anybody can vote at the early voting places.

Old Second Bank Accounts

Coffman reported outstanding results in working with Old Second to re-establish access to the library accounts. The Board expressed appreciation for Shirley Gutendorf’s assistance.

Café Friday Evening Proposal

The Morkerts signed a 12-month agreement to lease JavaPlus at the Book Nook through December 2014. Morkert said the café is profitable at present, but they could not afford to pay the additional fees to keep the café open on Friday evenings. He will drop that program for the time being. Dolin told him the Library would replace the refrigerator, but could not afford to replace the other equipment he requested. Those pieces of equipment are in a similar condition to when he took over the café and the library would never see a return on the investment. With regard to the cappuccino machine, Morket said that he is working on financing and that they would purchase it themselves and take it with them if they leave.

NEW BUSINESS

2014 Back to Books Grant

See Correspondence.

2014 Per Capita Grant

See Correspondence.

Summer Reading

Planning is underway for Summer Reading. The theme is Science, which dovetails nicely with the Back to Books Grant theme. Fermilab provides programming and we hope to use Mr. Freeze as our kickoff. We plan a field trip to the Museum of Science and Industry and possibly to Legoland in Schaumburg. We want to have at least one big event each month. Funding is the key to being able to do this. We hope to get the Dollar General to fund science themed programming and field trips. Poloian is working on a letter to solicit community funds for additional support for programming and to assist with incentives for participation.

The emails the Library sent with referendum information had two additional recipients on each message. MAGIC said some code in the message caused the error. We believe one in three messages made it to intended recipients. Graceffa expressed concern about sending these messages. Dolin confirmed that the library’s attorney approved fact based information. Another round of messages is planned after early voting commences.

Executive Session

None.

Agenda items for March 20, 2014 Board Meeting

Referendum results, what comes next?

Adjournment

Motion: To adjourn the meeting at 6:38pm. Motion by Durrenberger. Second by Herkes. Voice vote: all yes. Motion passed.

 

Attachments:
Download this file (Minutes 2-27-14.pdf)February 27, 2014 Board Meeting Minutes[ ]Director382 Kb
 
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