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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
 
January 23, 2014 Board Meeting Minutes Print
Library Board

Sugar Grove Public Library District

Board of Trustees Meeting Minutes

January 23, 2014

6:00 p.m.

125 S. Municipal Drive

Sugar Grove, Illinois


 

 

 

Attachments:
Download this file (Minutes 1-23-14FINAL.pdf)January 23, 2014 Board Meeting Minutes[ ]Director160 Kb
 
March 20, 2014 Board Meeting Agenda Print
Library Board

Agenda
Regular Meeting of the Board of Trustees
Sugar Grove Public Library District
Thursday, March 20, 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 February 27, 2014 Board Meeting.

5. Correspondence

6. Review of Financial Reports

7. Approval of the February 2014 Check Register – Action

8. Library Report

9. Board Representative Reports

a. 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

12. NEW BUSINESS

a. Referendum results – plans for the future

b. 2014-15 Anticipated Revenues

c. Staffing

d. Executive Session, if applicable

e. Agenda items for April 24, 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 2014-03-20.pdf)March 20, 2014 Board Meeting Agenda[ ]Director149 Kb
 
February 27, 2014 Board Meeting Agenda

Agenda
Regular Meeting of the Board of Trustees
Sugar Grove Public Library District
Thursday, February 27, 2014
6:00 p.m.
125 Municipal Drive, Sugar Grove, Illinois

Attachments:
Download this file (Agenda_2014-02-27.pdf)Agenda_2014-02-27.pdf[ ]Wayne103 Kb
 
December 12, 2013 Board Meeting Minutes Print
Library Board

 

Sugar Grove Public Library District

 

Library Board of Trustees

 

December 12, 2013

 

Board Meeting Minutes

 Call to Order and Roll Call

 

President Pro Tem Bill Durrenberger called the meeting to order at 6:04pm.

 

Present: Louise Coffman, Treasurer; Art Morrical, Trustee; Robert Bergman, Trustee; Bill Durrenberger, Secretary (President Pro-tem); Pat Graceffa, Trustee appointee; Carol Dolin, Director.

 

 

Public Comment

 

None.

 

Pledge of Allegiance

 

 

Approval of Minutes of November 14, 2013 Public Hearing and November 14, 2013 Board Meeting.

 

Motion: To approve the minutes of November 14, 2013 Public Hearing and November 14, 2013 Board Meeting. Motion by Durrenberger. Second by Coffman. Roll call vote: Coffman – yes, Durrenberger – yes, Bergman – yes, Morrical – yes. Motion passed.


Swearing in of Trustee

 

Durrenberger swore in Graceffa. Merrill Poloian notarized the Oath of Office.

 

Correspondence

 

Dolin reviewed correspondence included in the packet. US Bank increased their annual fee for managing the building bonds account from $350 to $450. The Membership Fee Structure in the Sugar Grove Economic Development Corporation is the same as last year. Dolin proposed continuing the library membership at the Associate level with an annual fee of $100.

 

 

Review of Financial Reports

 

Coffman reviewed the financial reports included in the Board Packet. The Library has received the bulk of anticipated revenue for the year. The materials, programs, telecommunications, automation, and audit and health insurance expense lines are ahead of budget at 42% through the year. We slowed spending in these lines and seek additional funding through donations and grants to keep spending within the limits of revenues. Reports from Kane County show that property tax revenues will fall short of our predicted amount by approximately $20,000 this fiscal year.

 

 

Approval of November 2013 Check Register

 

Motion: To approve the November 2013 Check Register of electronic payments and check numbers 21938, 23142-23176. Motion by Durrenberger. Second by Morrical. Roll call vote: Coffman – yes, Durrenberger – yes, Bergman – yes, Graceffa – yes, Morrical – yes. Motion passed.

 

Library Report

 

Dolin reviewed the reports included in the Board Packet. Library use continues to be strong. Circulation was up 25% and 53.8% of the district held library cards as of the end of November. The Library’s children’s programs continue to draw large audiences while adult programs cancel regularly due to a lack of interest/participation. We purchased and installed a new computer for the HVAC system. A1 removed some perennials that volunteers had planted. They will replace them in the spring. Eight candidates interviewed for two open positions. Hannah Becker joined the staff on December 1 as a Technical Services Clerk. Three candidates turned down the Adult Services Assistant position because the position did not pay enough, offered too few hours, and had no benefits. Carol will continue to assist in Adult Services and we will look at it again after the first of the year. We lost two volunteers in November, but continue to recruit replacements for these highly valued individuals.

 

 

Board Representative Reports

 

None.

 

 

Friends Report

 

Graceffa reported that Ellen Beaulieu will take over as President and Treasurer of the Sugar Grove Library Friends.

 

OLD BUSINESS

 

Report on Employee Health Insurance

 

Dolin reviewed the report included in the Board Packet. Dolin met with the managers to get their input for options to expend the remaining $8,000 in the Health Insurance budget line. The following options were proposed by the management team - Option 1: Offer a flexible spending plan where the library would match up to $3 for every dollar contributed by the employee; Option 2: Make more hours available to employees who want to work more, especially when others are on vacation or sick; Option 3: Give all employees a bonus; or Option 4: Hire a temporary employee for the remainder of the fiscal year. Dolin polled the entire employee group and asked for their preference regarding these options. Five employees chose Option 1, two employees chose Option 2, eight employees chose Option 3, and no employees chose Option 4. Based on employee feedback, which signaled an overwhelming response that anything done should benefit the whole employee group, and other information gathered about possible financial impact on employees of various choices, Dolin made the following recommendations:

 

  1. Pay mid-year bonuses to all employees who are not under disciplinary action, timing the payments according to employee feedback (before or after year end).

  2. Make the flexible spending plan available to all employees and offer up to $100 per month to any employee who participates.

  3. Bring the 403b representative in to speak to all employees. Poll the employee group to see who would be interested in a match. If there is enough interest, put this in place for FY 2014-2015.

  4. Pay end of fiscal year bonuses in June with any remaining funds.

     

 

Discussion: Durrenberger and Graceffa prefer the funds be distributed among the top tier of employees for whom the library no longer provides health insurance benefits.

 

Motion: To adopt the recommendation for the use of the remaining $8,000 in the Health Insurance Budget Line as presented. Motion by Morrical. Second by Coffman. Roll call vote: Coffman – yes, Durrenberger – no, Bergman – yes, Graceffa – no, Morrical – yes. Motion passed.

 

Rich Harvest Farms

 

Tabled.

 

 

Financial Policy

 

Tabled.

 

NEW BUSINESS

 

Referendum Communication Plan

 

Dolin presented a draft of slides or posters to be used in the library. The Board offered input for changes. Dolin will include the suggestions and prepare a Power Point presentation, posters, and a trifold with information. The possibility of distributing postcards was discussed and rejected. Past experience shows the potential impact does not justify the cost. Dolin suggested a newsletter to be mailed to district residents instead of postcards, and the board discussed the content and cost of such a mailing. The board agreed on a newsletter mailing. Dolin will work up some ideas and board members will work with her.

 

 

Executive Session

 

None.

 

 

Agenda items for January 23, 2014 Board Meeting

 

Rich Harvest Farms, Financial Policy


Adjournment

 

Motion: To adjourn the meeting at 7:24pm. Motion by Durrenberger. Second by Morrical. Voice vote: all yes. Motion passed.

 

 

 

Attachments:
Download this file (Minutes-12-12-13.pdf)Minutes-12-12-13.pdf[ ]Wayne21 Kb
 
January 23, 2014 Board Meeting Agenda Print
Library Board

Agenda

Regular Meeting of the Board of Trustees

Sugar Grove Public Library District

Thursday, January 23, 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 December 12, 2013 Board Meeting.

5. Correspondence

6. Review of Financial Reports

7. Approval of the December 2013 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. Update on Employee Health Insurance Budget Remainder

b. Rich Harvest Farms request

c. Financial Policy

d. Referendum Communication Plan

12. NEW BUSINESS

a. Old Second Bank Accounts

b. Café Friday Evening Proposal

c. March 2014 Board Meeting Date

d. Executive Session, if applicable

e. Agenda items for February 27, 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 2014-01-23.pdf)January 23, 2014 Board Meeting Agenda[ ]Director82 Kb
 
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