Online Resources

Downloadable Content

Online Learning

Library Board
June 27, 2013 Board Meeting Agenda Print
Library Board
Attachments:
Download this file (2013-06-27BrdMtg.pdf)June 27, 2013 Board Meeting Agenda[ ]Director379 Kb
 
April 25, 2013 Board Meeting Minutes Print
Library Board

 

President Joan Roth called the meeting to order at 6:00 p.m.

 

INTRODUCTION OF TRUSTEES AND OTHERS PRESENT

Present: Art Morrical, Vice President; Anthony Oliver, Trustee; Bill Durrenberger, Secretary; Carol Dolin, Director; Dan Herkes, Treasurer; and Joan Roth, President.

 

Absent: Robert Bergman.

 

PUBLIC COMMENTS

Pat Graceffa congratulated the new trustees on their successful campaigns and offered to assist in any way she can.

 

APPROVAL OF THE MINUTES OF MARCH 28, 2013 REGULAR BOARD MEETING AND REVIEW OF EXECUTIVE SESSION MINUTES AND RECORDINGS.

Motion: To approve the minutes of the March 28, 2013 Regular Board Meeting. Motion by Herkes. Second by Morrical. Roll Call Vote: Morrical - yes, Oliver – yes, Durrenberger - yes, Herkes – yes, Roth - yes. Motion carried.

Motion: To destroy the audio recordings of all executive session minutes from now and as they reach 18 months old. Motion by Morrical. Discussion: Audio recordings that are over 18 months old can be destroyed. Herkes and Durrenberger were not comfortable voting now to automatically destroy recordings as they reach 18 months. Oliver expressed a preference to retain all recordings as a part of the library’s history. Morrical amended the motion: To destroy the audio recordings of executive sessions that are currently over 18 months old. Second by Roth. Roll Call Vote: Morrical – yes, Oliver – no, Durrenberger – yes, Herkes – yes, Roth - yes. Motion carried.

 

CORRESPONDENCE

Dolin reported on correspondence included in the packet, which included a confidential letter, the contents of which will be disclosed later, the Small Public Library Management Institute (SPLMI) award letter and schedule, and 2013-14 Real Estate Tax distribution schedule. The library also received a thank you note for participating in the Kaneland Fine Arts Festival.

 

REVIEW OF FINANCIAL REPORTS

Treasurer, Dan Herkes reviewed the financial reports including the Balance Sheet; Statement of Revenues, Expenditures, and Changes in Fund; Schedule of Revenue and Expenditures Budget vs. Actual; March 2013 Check Register; and Trial Balance for March 2013. At three quarters of the way through the fiscal year, total revenues are at 100.47% and total expenditures are 76.13% spent. Automation continues to run ahead of budget due to the Baum Sign repairs. This is offset by miscellaneous revenues due to the insurance payment that covered the bulk of the repairs. March had three payrolls so payroll is slightly ahead of budget. The funds approved at last month’s meeting were added to the materials lines.

 

APPROVAL OF MARCH 2013 CHECK REGISTER

Motion: To approve the March 2013 check register. Motion by Durrenberger. Second by Oliver. Roll Call Vote: Morrical - yes, Oliver – yes, Durrenberger - yes, Herkes – yes, Roth - yes. Motion carried.

 

LIBRARY REPORT

Dolin provided a written report to the Board, which covered library and materials use statistics, building and grounds, technology, community outreach, and staffing. Circulation reached a new high at 49.2% over March 2013. Books, movies, music, audiobooks, and magazine checkout are all up. Children’s materials continue to comprise the majority of circulation. All A/V materials circulation is at about 27% of overall Circulation.  We added over 500 new items to the collection. Downloadable content use is also up, but not nearly as much as the physical materials. Transparent language has very few users that use the service a lot. eMedia Library, Freegal, and Zinio is heavily used. We are working on the website to make the online services easier to find and use and continuing to evaluate these services for their value to library users. Reference questions were up again last month, probably due more to the concerted effort to record the transactions than actual activity. Saturday and Sunday are very busy along with Tuesdays. Circulation is heavier on Tuesdays, but Saturday and Sunday bring more traffic and questions. Monday mornings continue to be slow with few people picking up reserved items. The school visits appear to be working. We issued almost 100 new library cards and renewed about 90. Carol met with all of the staff members to commend them for their hard work and success. Every department, Technical Services, Children’s Services, Adult Services, Circulation, and Computer Services, has made major changes to their workflow to become more efficient and offer compelling and highly valued services to our population. Ryan has taken on monitoring the building and grounds, along with all of his other responsibilities in searching for materials, retrieving materials from weeding lists, shifting, and repairing materials, and is doing a great job. Mary completely overhauled the operation of Technical Services and is now down to one staff person from three a year ago. Circulation has all new staff and is at about 80% self-check and managing 25% more circulation with fewer staff. Youth Services has added programming and school visits along with collection development. Adult Services has taken on responsibility for the meeting rooms, collection development, programming, and Merrill helps with HR and policies as well as assisting with training in other areas. Wayne has singlehandedly upgraded the entire computer/IT system while also providing direct patron service. The staff has done remarkably well during the transition over the past year. The building continues to leak during strong storms. The HVAC system continues to experience various alarms, possibly due to variations in the power supply. The glass doors between the entry and main library stopped working and Trustee Oliver contracted for repairs. The doors move stiffly, but now work.

 

BOARD REPRESENTATIVE REPORTS

Art submitted a letter to a local organization requesting funds. We have not heard anything yet. We will do more of that depending on what happens with the grant.

 

OLD BUSINESS

JavaPlus Presentation

Carol Dolin and Dan Herkes reported the following. The Morkerts were not able to attend due to a prior commitment. They plan to have a soft opening May 18 and 19. They will provide samples of different food items and beverages. They will have a grand opening in June after school gets out. They will have a staff meeting the Thursday before they open. They plan to keep similar hours to the library, except for an earlier open. They will take possession of the space and begin to bring in equipment and product on May 1. We will keep it locked when they are not here until they are ready to open.

 

Carol Dolin and Dan Herkes reported the following. The cappuccino machine cannot be repaired for a reasonable price and probably cannot be repaired at all. It can steam and froth milk, but does not make coffee products. It is a part of the café contract and JavaPlus has indicated that they want one. The Board considered sharing the purchase of a new machine, but determined it is best for either the library or the tenant – but not both - to own the equipment. Dolin and Herkes will contact the Morkerts and determine the next course of action. If the Morkerts request that the machine be replaced, Dolin and Herkes will attempt to locate a high quality replacement cappuccino machine for not more than $1,000. If this is not possible, Dolin has the authority to go higher but to use her discretion and keep the Board informed.

 

Special Reserve Fund

Dolin reviewed Ordinance 11-06-02 to clarify which funds are to be used for the Special Reserve Fund and when funds are to be moved into the fund. Excess property tax funds may be moved into the Special Reserve Fund after the end of the fiscal year if the Board decides to do that.

 

Trustee Training Opportunities

Dolin explained that the ALA Pre-Conference and Conference is June 27 to July 2. If the Board is interested in attending Trustee training sessions, the library has some funds in the budget to pay the entry fees this year.

 

Trustee Oliver mentioned that he had paid for training in the past fiscal year for which he was not reimbursed. Dolin, Durrenberger, and Herkes explained that there were no funds in the past fiscal year. Several trustees expressed a willingness to reimburse Oliver now. Dolin explained that it would be difficult now to reimburse Oliver for an expense incurred during the past fiscal year, but she agreed to check into this issue.

 

Dolin prepared a binder for each Trustee. Dolin explained that WebJunction, which is included in the binder, is an excellent resource for trustee training and provides a variety of documents and webinars. Environmental Scanning, a SWOT analysis, and a review of Chapter 10 of Serving Our Public 2.0 are required for the Per Capita Grant Application, which is due in September.

 

Included in the binder:

  1. Trustee Fact File highlighting chapters needed in the next few months
  2. Library Days/Dates to remember
  3. Slides from a WebJunction Presentation on Environmental Scanning
  4. Chapter 10 of Serving Our Public 2.0
  5. Some information about Library Trustee responsibilities
  6. Basic Library Law by Klein, Thorpe and Jenkins
  7. The Bylaws of the Trustees of the Sugar Grove Public Library
  8. An abbreviated version of Robert’s Rules of Order

 

Dolin offered tours to any interested trustee at his or her convenience.

 

 

NEW BUSINESS

Executive Session, Director’s Evaluation

Motion: To enter into executive session at 7:18pm under Section 2C of the Open Meetings Act for the purposes of hiring, firing, discipline, or evaluation of personnel. Motion by Durrenberger. Second by Herkes. Voice Vote: All aye. Motion passes.

 

Motion: To enter into Regular Session at 8:05 pm. Motion by Durrenberger. Second by Morrical. Voice Vote: All aye. Motion passes.

Motion: To increase the Director’s salary by $2,000 annually beginning July 1, 2013. Motion by Art Morrical. Second by Dan Herkes. Roll Call Vote: Morrical – yes, Oliver – yes, Durrenberger – yes, Herkes – yes, Roth - yes. Motion carried.

 

Agenda Items for May 23, 2013 Board Meeting

50th Anniversary Celebration, JavaPlus cappuccino machine.

 

This being her final meeting as trustee, Roth thanked the Board and Dolin for the past year and expressed her pleasure in working with everyone.

 

ADJOURNMENT

Motion: To adjourn the Board Meeting at 8:07 p.m. Motion by Durrenberger. Second by Oliver. Voice Vote: all in favor. Motion carried.

Attachments:
Download this file (Minutes 4-25-13FINAL.pdf)April 25, 2013 Board Meeting Minutes[ ]Director348 Kb
 
May 23, 2013 Board Meeting Agenda Print
Library Board

Agenda

Regular Meeting of the Board of Trustees

Sugar Grove Public Library District

Thursday, May 23, 2013

6:00 p.m.

125 S. Municipal Drive, Sugar Grove, IL

 

1.         Call to order/Roll call and introduction of Trustees

2.         Swearing in of New Board Members

3.         Election of Officers

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

5.         Approval of the Minutes of April 25, 2013 Board Meeting and the Minutes of April 25, 2013 Executive Session

6.         Correspondence

7.         Review of Financial Reports

8.         Approval of the April 2013 Check Register – Action

8.         Library Report

9.         Board Representative Reports

10.       OLD BUSINESS

a.      JavaPlus Presentation

b.      Trustee Training

1.      Open Meetings Act (OMA)

2.      ALA Conference – who is attending and when

3.      WebJunction – Environmental Scan (required for 2014 Per Capita Grant)

4.      Trustee Fact File - Discussion

5.      Library Tours - Discussion

11.       NEW BUSINESS

a.      Operating Budget 2013-14 - Discussion

b.      50th Anniversary Celebration

c.       Corn Boil

d.      Other events – Trustees out and about

e.      Executive session

f.        Agenda Items for June 27, 2013 Board of Trustees meeting

12.       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 relates to library business only.

      Adopted 3/10/2011

Attachments:
Download this file (Agenda 05-23-13.pdf)May 23, 2013 Board Meeting Agenda[ ]Director191 Kb
 
March 28, 2013 Board Meeting Minutes Print
Library Board

Sugar Grove Public Library Board of Trustees

Minutes of March 28, 2013 Board Meeting

 

President Joan Roth called the meeting to order at 6:02 p.m.

 

INTRODUCTION OF TRUSTEES AND OTHERS PRESENT

Present: Art Morrical, Vice President; Robert Bergman, Trustee; Bill Durrenberger, Secretary; Carol Dolin, Director; Dan Herkes, Treasurer; and Joan Roth, President.

 

Absent: Anthony Oliver.

 

PUBLIC COMMENTS

None.

 

APPROVAL OF THE MINUTES OF FEBRUARY 28, 2013 REGULAR BOARD MEETING AND MARCH 7, 2013 SPECIAL BOARD MEETING.

Motion: To approve the minutes of the February 28, 2013 Regular Board Meeting. Motion by Morrical. Second by Bergman. Roll Call Vote: Morrical - yes, Bergman – yes, Durrenberger - yes, Herkes – yes, Roth - yes. Motion carried.

Motion: To approve the minutes of the March 7, 2013 Special Board Meeting. Motion by Herkes. Second by Bergman. Roll Call Vote: Morrical - yes, Bergman – yes, Durrenberger - yes, Herkes – yes, Roth - yes. Motion carried.

 

CORRESPONDENCE

Dolin reported on the 2012 Tax Computation Report, which estimates the library’s property tax revenues for the 2013-2014 fiscal year. The corporate fund revenues will decline by about $400 due to the property tax caps. Our Budget and Appropriation Ordinance increased the Audit, Liability Insurance, and Social Security lines, so the property tax revenues available to operate the library will increase from $533,095.15 to $559,133.52. As has happened each of the past five years, the Bond and Interest revenues will increase more than our requested amount to $639,312.05. The 2013 Per Capita Grant is expected to be $16,196.79, which is about $30 more than the 2012 grant.

 

REVIEW OF FINANCIAL REPORTS

Treasurer, Dan Herkes reviewed the financial reports including the Balance Sheet; Statement of Revenues, Expenditures, and Changes in Fund; Schedule of Revenue and Expenditures Budget vs. Actual; February 2013 Check Register; and Trial Balance for February 2013. At two thirds of the way through the fiscal year, total revenues are at 100.22%% and total expenditures are 68.93% spent. Room Rentals are up since we’ve been open on Saturday and Sunday afternoons.

 

Anthony Oliver arrived at 6:08 p.m. during the review of financial reports. 

 

APPROVAL OF FEBRUARY 2013 CHECK REGISTER

Motion: To approve the February 2013 check register. Motion by Oliver. Second by Bergman. Roll Call Vote: Morrical - yes, Bergman – yes, Oliver – yes, Durrenberger - yes, Herkes – yes, Roth - yes. Motion carried.

 

LIBRARY REPORT

Dolin provided a written report to the Board, which covered library and materials use statistics, building and grounds, technology, community outreach, and staffing. Circulation and Library Card registration are on the rise. Books, movies, music, audiobooks, and magazine checkout are all up. Downloadable content use is also up, but not nearly as much as the physical materials. Reference questions were up by 50% last month, probably due more to the concerted effort to record the transactions than actual activity. We rely on staff to record their questions on manual statistics sheets, which is difficult when we are busy. Patron visits per hour are highest on Tuesday, Saturday, and Sunday. We have programs on Tuesdays and some Saturdays, but not on Sundays. Visits per hour increased from 15 per hour in January to 18 per hour in February, and 23 per hour in March. All public and staff computers have been upgraded and are fully backed up locally and in the cloud. Wayne established a staff wireless network and is improving the web site. Merrill is working hard on promoting the library services and also is learning about the website and regularly viewing webinars on collection development. Sarah, Alison, and Christina have been out in the schools talking about books and programs. They also attended or viewed several training sessions and webinars on children’s and teen’s services and collections. Mary is working diligently to automate as much of her workflow as possible, while also preparing for the overhaul in cataloging practices. Michelle attended a LACONI meeting at the Oak Park Public Library and got some ideas to improve service in circulation.

 

BOARD REPRESENTATIVE REPORTS

Oliver reported on the progress on the Circulation Desk. They are still waiting for a report from the carpenter.

 

OLD BUSINESS

Book Nook Café - Action

The Morkerts and Roth executed the contract to operate the Book Nook. They are surveying the public to see what people want to eat and when to be open. Mike Morkert has been at the library several times to observe the traffic, gather ideas, and to prepare the space. The news has gotten out in the newspapers, on Facebook and on the website. Oliver asked about the Morkerts appearing at a board meeting, and Dolin agreed to invite them to a future meeting.

 

Intergovernmental Agreement

Dolin sent the agreement to the library’s attorney but has not heard back from him. Tom Rowe suggested that it be tabled until after the election. The Board agreed.

 

Operating Budget Discussion

This discussion pertains to the 2012-2013 Operating Budget of $569,988 and not the Budget and Appropriations Ordinance of $1.7 million, which was never received by the library.

Herkes presented a document prepared by himself, Dolin, and the staff outlining the reasoning for increasing the budget lines for materials. He presented three options: 1. Use a one-time opportunity to spend $10,000 of Special Reserves on the collection; 2. Reallocate $7,500 from other budget lines in the 2012-13 operating budget; 3. Stop spending on materials for the remainder of the 2012-13 fiscal year and put any remaining funds at the end of the year into the Special Reserves. The Board considered usage statistics, positive feedback from the public regarding the recent collection improvement, and the impact on the overall budget and long-term reserves. Oliver expressed concern about spending reserves on materials. His preference is to maintain a reserve for the building. Morrical said there was a plan to purchase materials when the building was built, but that was never done. He also said his understanding was that impact fees should be deposited in the Special Reserve. Dolin will verify that. Upon Durrenberger’s inquiry, it was clarified that there is about $68,000 in the Special Reserve, all of which could be spent on the collections until 2014, and $85,000 in the Snow Street fund, which is unrestricted and can be used for anything. Option 1 would use $10,000, or 7% of the $153,000 to build the collection. These funds would bolster the collection of reference materials and start to fill some of the more obvious holes that developed over the past several years. Option 2 shifts $7500 from Custodial to Materials continue to purchase current, popular titles in print and media to continue building the collection as we have since July. Option 2 also shifts $3,000 from Custodial to Programming and $7,000 from Legal and General Liability to Personnel.

Motion: To adopt Option 1 to use $10,000 from the Special Reserve for materials and Option 2 to shift funds from Custodial, Legal, and General Liability to Materials, Programming, and Personnel. Motion by Durrenberger. Second by Herkes. Roll Call Vote: Morrical - yes, Bergman – yes, Oliver – no, Durrenberger - yes, Herkes – yes, Roth - yes. Motion carries.

 

NEW BUSINESS

Summer Programming

The Summer Reading Program theme is Dig into Reading and planning is well underway. Pat Graceffa suggested that the library do a 50th Anniversary Fund Raiser. A celebration in mid-July could feature Dig into History, which would be a nice theme.

 

Executive Session

None.

 

Agenda Items for April 25, 2013 Board Meeting

Items for the April 25, 2013 meeting, 1.Presentation by JavaPlus, 2. Director’s evaluation. Submit additional agenda items to Bill Durrenberger or Carol Dolin at least a week before the next meeting.

 

ADJOURNMENT

Motion: To adjourn the Board Meeting at 7:11 p.m. Motion by Oliver. Second by Bergman. Voice Vote: all in favor. Motion carried.

Attachments:
Download this file (3-28-2013-Minutes.pdf)3-28-2013-Minutes.pdf[ ]Wayne18 Kb
 
April 25, 2013 Board Meeting Agenda Print
Library Board

Agenda

Regular Meeting of the Board of Trustees

Sugar Grove Public Library District

Thursday, April 25, 2013

6:00 p.m.

125 S. Municipal Drive, Sugar Grove, IL

 

1.         Call to order/Roll call and introduction of Trustees

2.         Welcome Incoming Board Members

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

4.         Approval of the Minutes of March 28, 2013 Board Meeting review of Executive Session minutes and recordings

5.         Correspondence

6.         Review of Financial Reports

7.         Approval of the March 2013 Check Register – Action

8.         Library Report

9.         Board Representative Reports

10.       OLD BUSINESS

a.      JavaPlus Presentation

b.      Special Reserve Fund – review of Ordinance 11-06-02

c.       Trustee Training opportunities

1.      ALA Pre-Conference

2.      WebJunction – Environmental Scan (required for 2014 Per Capita Grant)

3.      Trustee Fact File

4.      Library Tours

11.       NEW BUSINESS

a.      Executive session, Director’s Evaluation

b.      Agenda Items for May 23, 2013 Board of Trustees meeting

12.       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 relates to library business only.

      Adopted 3/10/2011

Attachments:
Download this file (Agenda 4-25-13.pdf)Agenda 4-25-13.pdf[ ]Wayne31 Kb
 
March 7, 2013 Special Board Meeting Minutes Print
Library Board

Sugar Grove Public Library Board of Trustees

Minutes of March, 7, 2013 Special Board Meeting

 

 

President Joan Roth called the meeting to order at 5:37 p.m.

 

INTRODUCTION OF TRUSTEES AND OTHERS PRESENT

Present: Art Morrical, Vice President; Bill Durrenberger, Secretary; Dan Herkes, Treasurer; Carol Dolin, Library Director; and Joan Roth, President.

Absent: Robert Bergman, Anthony Oliver.

 

PUBLIC COMMENTS

None.

 

Cancel Book Nook Café Contract with Perry Clark

Bill Durrenberger contacted Perry Clark to inquire about canceling the library’s lease agreement with him for Book Nook Café. Clark responded by email saying he would not be able to open the café as planned and agreed to terminate the agreement. He volunteered to pay the agreement through December if necessary, but he wanted the security deposit returned. Durrenberger asked for immediate payment through June less the security deposit. Clark signed the termination and paid $150 ($450 rent minus $300 security deposit.)

 

Anthony Oliver arrived at 5:47 p.m.

 

The Board discussed the possibility of seeking a donation equivalent to what Clark would have paid for the full contract.

Motion: To accept the Cancellation of the Book Nook Contract with Perry Clark. Motion by Dan Herkes. 2nd by Bill Durrenberger. Roll Call Vote: Art Morrical – yes, Bill Durrenberger – yes, Joan Roth – yes, Anthony Oliver – yes, Dan Herkes – yes. Motion carries.

 

Discuss and approve Future Book Nook Café Licensing

The Board discussed a potential agreement with Java Plus. Dolin spoke with representatives from the Corn Boil, Kendall County Fair, and Chicago Coffee Roastery and all spoke favorably about the Morkerts and their operation of Java Plus. The Board agreed to pursue an agreement with the firm.

 Motion: To authorize Joan Roth to sign a contract with Java Plus with a 6 month term of $150 per month and a $300 security deposit. The contract should be structured similarly to the recently cancelled contract with details to be acceptable to Dolin and Roth. Bill Durrenberger will draw up the agreement. Motion by Bill Durrenberger. 2nd by Dan Herkes.

Amendment: Any additional equipment required by the Morkerts is to be paid for by Java Plus. Motion by Anthony Oliver. 2nd by Bill Durrenberger. Voice Vote: All in favor. Motion to amend carries.

Initial Motion, as Amended: Voice Vote: All in favor. Motion carries.

 

Executive Session

None.

 

ADJOURNMENT

Motion: To adjourn the Board Meeting at 6:25 p.m. Motion by Bill Durrenberger. Second by Anthony Oliver. Voice Vote: all in favor. Motion carried.

Attachments:
Download this file (Minutes 3-7-13FINAL.doc)March 7, 2013 Special Board Meeting Minutes[ ]Director35 Kb
Download this file (Minutes 3-7-13FINAL.pdf)Minutes 3-7-13FINAL.pdf[ ]Wayne94 Kb
 
February 28, 2013 Board Meeting Minutes Print
Library Board

Sugar Grove Public Library Board of Trustees

Minutes of February 28, 2013 Board Meeting

 

President Joan Roth called the meeting to order at 6:01 p.m.

 

INTRODUCTION OF TRUSTEES AND OTHERS PRESENT

Present: Anthony Oliver, Trustee; Dan Herkes, Treasurer; Bill Durrenberger, Secretary; Art Morrical, Vice President; Robert Bergman, Trustee; Carol Dolin, Library Director; and Joan Roth, President.

Absent: None.

 

PUBLIC COMMENTS

Michael and Vicki Morkert of Java Plus presented a proposal to operate the Book Nook Café.

 

APPROVAL OF THE MINUTES OF JANUARY 24, 2013 REGULAR BOARD MEETING.

Motion: To approve the minutes of the January 24, 2013 Regular Board Meeting. Motion by Herkes. Second by Oliver. Roll Call Vote: Roth - yes, Oliver – yes, Herkes – yes, Durrenberger - yes, Morrical – yes, Bergman - yes. Motion carried.

 

REVIEW OF FINANCIAL REPORTS

Treasurer, Dan Herkes reviewed the financial reports including the Balance Sheet; Statement of Revenues, Expenditures, and Changes in Fund; Schedule of Revenue and Expenditures Budget vs. Actual; January 2013 Check Register; and Trial Balance for January. At 58.3% through the fiscal year, total revenues are at 100.02% and total expenditures are 60.2% spent. In Revenues, Miscellaneous revenue is at 214% of budget and includes the $12,775 insurance payment for the monument sign repairs. Property taxes and grants are at 100%, Donations and Café License fees are slightly ahead of budget at 60-70%, and Fines & Fees, Interest Income are slightly behind budget at about 50%. In Expenditures, Automation is at 112% of a budget of $30,000, including the monument sign repair of $13,000. Without that expense, Automation is at 68% spent, including three of the four MAGIC payments for the year. Programming is at 110% of a budget of $3,500, Young adult books are at 102% of a budget of $1,200, Bank and Investment Charges are at 238% of a budget of $250, and Miscellaneous is at 107% of a budget of $500. Durrenberger asked about check number 21682 to Carol Dolin. Sam’s Club does not take VISA, so Carol purchased items for the collection and then filed for reimbursement. Durrenberger asked about check numbers 21703 and 21704 to MAGIC for the 2nd and 3rd quarters. MAGIC sent both invoices at the same time, even though one of the invoices was for an earlier quarter. Those invoices were paid in January. Herkes pointed out check number 21711 to Card Member Services, which is for the Library’s credit card. Herkes commented on the increase in circulation and traffic to the library. The Materials Budgets are getting close to fully spent. Herkes proposed using funds from the Snow Street Account to supplement some lines in the Materials budget. Oliver and Roth said no. All Board members wish to continue to purchase materials. Durrenberger and Roth asked if it would be possible to shift funds from another line. Dolin and Herkes will look at the budget and prepare alternatives for the March Board meeting.

 

 

APPROVAL OF JANUARY 2013 CHECK REGISTER

Motion: To approve the January 2013 check register. Motion by Oliver. Second by Durrenberger. Roll Call Vote: Roth - yes, Oliver – yes, Herkes – yes, Durrenberger - yes, Morrical – yes, Bergman - yes. Motion carried.

 

Book Nook Café - Action

Durrenberger reported on numerous attempts to communicate with Perry Clark regarding the agreement between Clark and the library. As of January 28, Clark said he intended to open the café in February or by March 1 at the latest. He has not been in contact since and has not been in the library to prepare for opening on Friday. Durrenberger will contact Clark one more time to offer to voluntarily terminate the agreement, which runs through December 2013. Durrenberger will call a Special Board Meeting to terminate the contract with Clark and consider a new agreement with Java Plus if Clark agrees to terminate. Dolin will check references for Java Plus.

 

Policy Review

The Circulation policy review continued as requested by Oliver in January. The proposed Circulation Policy differs in format from the previous policy, which is not conducive to a side-by-side comparison. Durrenberger asked who prepared the policy. Dolin said Circulation Manager Michelle Drawz and she had prepared it. Durrenberger asked if Dolin approves of the policy. She does.

Motion: To adopt the revised Circulation Policy. Motion by Morrical. Second by Durrenberger. Vote: Roth - yes, Oliver – yes, Herkes – yes, Durrenberger - yes, Morrical – yes, Bergman - yes. Motion carried.

 

Intergovernmental Agreement

The Library, Township, and Park District entered into an Intergovernmental Agreement in 2010 to provide services for older adults at the Township Building. Tom Rowe approached Dolin to discuss the agreement, which automatically renews in June unless any of the parties takes action to change it. Dolin feels this is a positive partnership, but it exposes the three entities to liability, and commits the Library to staffing another building. The agreement is very open ended and Dolin wishes draw some limits to the amount of time and resources the library will provide. Dolin proposed that the Library would participate in quarterly programming and provide a speaker, book discussion, movie, or some similar content according to a theme to be decided by the three entities. Durrenberger and Dolin will draft language to be incorporated into the agreement, which can be brought back to the Board in March.

 

Oliver departed the meeting at 6:54 p.m..

 

CORRESPONDENCE

The correspondence was included in the Board packet and included a membership application for the Sugar Grove Economic Development Corporation and letters from State Senator Jim Oberweis, recommending that the library apply for the State’s Back to Books Grant, and Anne Craig, Director of the State Library recommending an application to the Small Public Library Management Institute (SPLMI). Dolin has applied for the Back to Books Grant and the SPLMI program. The Board discussed the library’s financial situation and approved a $100 expenditure to become an Associate Member of the Economic Development Corporation. The Board agreed that participation in organizations like this is beneficial, however with the budgetary constraints selective participation at a minimum level is all we can do at present. Dolin also passed a folder with other correspondence including newsletters, a call for items to raffle for the Corn Boil, and other various information.

 

LIBRARY REPORT

Dolin provided a written report to the Board, which covered library and materials use statistics, building and grounds, technology, community outreach, and staffing. A few people used the Monday morning drive up service during February. Sundays are seeing more traffic, especially as it stays light later. Saturday mornings are very busy, but even though it is a little slower in the afternoon, we often have people in the building right up until closing. Dolin created a new spreadsheet to track visits, which should assist in evaluating the need for additional changes in the hours of operation. Many people come by on Sundays between noon and 2pm. Windows 7 and 8 and Office 2013 installation is complete. We added RAM to several machines so they can run the new software. Dolin applied for the Back to Books Grant for $5,000, which could help with collection development. If the library wins the grant, Dolin plans to do a fundraiser to get matching funds.

 

BOARD REPRESENTATIVE REPORTS

None.

 

OLD BUSINESS

Hours of Operation

See Library Report.

 

Technology Planning update

Dolin presented the Technology Plan. IT/Computer Lab Manager Wayne Lindquist and Dolin prepared the Technology Plan with input from Morrical. If the Board approves the Technology Plan, Dolin will pull the projects out and put them in a spreadsheet with anticipated costs to assist in planning the automation budget. The Technology Plan is flexible enough to adapt as technology evolves. Proposed projects have estimated costs attached to use to prepare letters for charitable contributions to cover costs beyond the current budget.

Motion: To adopt the Technology Plan for July 2012 to June 2016. Motion by Morrical. Second by Herkes. Vote: Roth - yes, Herkes – yes, Durrenberger - yes, Morrical – yes, Bergman - yes. Motion carried.

 

Book Nook Café update

See above.

 

Policy Review

See above.

 

Health Insurance Update

Three staff members continue on the health insurance, each on a different health insurance plan, one on HMO, one on PPO, and one on High Deductible/HSA. The fourth employee went on a spouse’s plan. All Staff were invited to presentations from Digital Benefits Corporation and Aflac. The cost to upgrade life insurance from $10,000 to approximately one year of salary for employees working 20 hours or more per week is very reasonable. After investigating the supplemental plans with Aflac and Digital Benefits, staff prefer to use the remaining personnel benefits budget for performance incentives and bonuses. The Board approves this plan.

 

Bank Accounts

The Library does not have checks for the Illinois Funds accounts yet, so no accounts have been closed.

 

Bond Refunding

Ehlers and Associates made a presentation to Herkes and Dolin. They recommend waiting to refund until after trying to pass a rate increase because the library would get a better rate on the bonds if the operating budget is more solid. Herkes believes it is best to wait to get closer to when the bonds are callable to reduce the risk of negative arbitrage and to see what the chances are should we go to referendum.

 

Website improvements

Curt Schultz from Create with Curtis, a referral from Outsource IT Solutions Group spoke with Dolin on the telephone and sent links to his work with a rough quote of $4500-$5,000 to upgrade the Library’s website. He recommends building the website on a Wordpress or Drupal template using existing plugins and add-ons.

 

Dolin, Lindquist, and Herkes viewed a presentation by Ken Wiesner from KRW Solutions, Inc. with samples of his work and recommendations for an upgraded website. His proposal uses Wordpress and Standard Plugin Installation and Configuration, theme branding and customization of selected pre-built child theme, content migration, limited custom development, training, and deployment for $3,660. He would also host the website for $240 per year.

 

Dolin, Lindquist, and Technical Services Manager Mary Clapp viewed a presentation hosted by RAILS and MAGIC of a new Sirsi Dynix product called Enterprise. This product provides front-end access to all of the library’s resources, physical and electronic, and can serve as the main page of the website. MAGIC signed a contract to purchase Enterprise and Electronic Resource Center and will assist the library in the installation, limited customization, training, and deployment of the product. Associated costs are included in our annual fees, which will decline by approximately $1,000 next year. The library purchased the Adobe Creative Suite and staff hopes to carve out time to work on the existing website. Joomla is difficult to work with, but staff will try to keep it going until Enterprise is ready to go.

 

Staff / Trustee Training

Reaching Forward programming is not available yet. ALA registration is available and Dolin would like as many trustees and staff to attend as possible. The library’s budget can pay the entrance fees. Lodging is not covered. ILA offers trustee training as well. The next session is in Springfield, but it is offered annually and Dolin will watch for a local session next year.

 

 

 

NEW BUSINESS

Intergovernmental Agreement

See above.

 

NIMEC bid

The Library can lock in the negotiated rate this year. Electronic rates will be negotiated later in the year.

 Motion: To accept the NIMEC bid for the negotiated gas rate. Motion by Herkes. Second by Morrical. Vote: Roth - yes, Herkes – yes, Durrenberger - yes, Morrical – yes, Bergman - yes. Motion carried.

 

Executive Session

None.

 

Agenda Items for March 28, 2013 Board Meeting 9c, 10a

Items for the March 28 meeting. Book Nook Café and Intergovernmental Agreement. Submit to Bill Durrenberger or Carol Dolin at least a week before the meeting.

 

ADJOURNMENT

Motion: To adjourn the Board Meeting at 7:50 p.m. Motion by Morrical. Second by Durrenberger. Voice Vote: all in favor. Motion carried.

Attachments:
Download this file (Minutes 2-28-13FINAL.doc)February 28, 2013 Board Meeting Minutes[ ]Director51 Kb
Download this file (Minutes 2-28-13FINAL.pdf)Minutes 2-28-13FINAL.pdf[ ]Wayne117 Kb
 
« StartPrev12345678910NextEnd »

Page 5 of 24


Joomla!.