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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
 
November 14, 2013 Board Meeting Minutes Print
Library Board

 

Sugar Grove Public Library District

Library Board of Trustees

November 14, 2013

Board Meeting Minutes

 

Call to Order and Roll Call

Board President Dan Herkes called the meeting to order at 6:05 pm.

Present: Dan Herkes, President; Anthony Oliver, Vice President, Louise Coffman, Treasurer; Robert Bergman; Bill Durrenberger; Art Morrical; and Carol Dolin, Director.

Public Comment

Pat Graceffa of the Friends of Sugar Grove Library stated the Board had made a promise to library employees to provide health insurance and should continue to do so. She said if the library discontinues health insurance coverage, the library should pay previously covered employees the equivalent of health insurance coverage in salary. New employees or those who need insurance under the new health care laws should not be included in this benefit.

Pledge of Allegiance

Parliamentary Issue

Ed DeBartolo, Board Secretary moved out of state necessitating the appointment of a new Secretary. President Herkes moved to appoint Bill Durrenberger to the office. Durrenberger agreed. Coffman seconded the nomination. The motion carried on a 5 – 0 roll call vote, with Durrenberger abstaining.

Approval of the September 24, 2013 Public Hearing, September 24, 2013 Special Board Meeting, and October 24, 2013 Board Meeting Minutes

Motion: To approve the September 24, 2013 Public Hearing Minutes, the September 24, 2013 Special Board Meeting Minutes, and the October 24, 2013 Board Meeting Minutes. Motion by Herkes. Second by Coffman. Roll Call Vote: Herkes – yes, Oliver – yes, Coffman – yes, Bergman – yes, Durrenberger – yes, Morrical - yes. Motion carried.

Correspondence

Dolin reported on correspondence included in the packet and additional items received during the week between packet preparation and the meeting. The annual financial audit was completed and delivered on November 12. In a separate message, the auditor reported that changes to current tax laws under the Affordable Care Act might not allow stipends paid to employees for health insurance to be non-taxable fringe benefit. A number of libraries are forming a pool to purchase liability, workers compensation, and security bond / Director & Officer liability insurance coverage. Preliminary estimates can save libraries up to 30% on premiums for this coverage. Library Boards wishing to join the pool must indicate their intent to do so before December 31, 2013.

Review of Financial Reports

Coffman reviewed the financial reports and reported on the auditor’s meeting with her, Herkes, and Dolin. As reported earlier, the Library finished FY 2013 on budget. Some changes in reporting requirements caused adjustments to be made to the library’s long-term assets in addition to the regular annual adjustments to bring the budget in line with the accrual method of accounting. Orders of materials near the end of FY 2013 arrived in FY 2014, so these budget lines are overspent at 25% through the fiscal year. Several large annual expenses have been paid including the HVAC maintenance contract, some databases, and the MAGIC quarterly payment. Overall budget is 24.7% spent.

Approval of the October 2013 Check Register

Motion: To approve the October 2013 Check Register including electronic payments and petty cash distributions, inter-fund transfer, and Illinois Funds General Fund checks 21937, and 23088-23141 in the amount of $296,626.63. Motion by Oliver. Second by Herkes. Roll Call Vote: Herkes – yes, Oliver – yes, Coffman – yes, Bergman – yes, Durrenberger – yes, Morrical - yes. Motion carried.

Library Report

Dolin reviewed the written report from the packet. The Library was busy in October with circulation up again by over 30%. Children’s and Teen materials accounted for nearly 60% of overall circulation and print materials account for 72.1% of overall circulation. The Library continues to rely on volunteers to shelve returned materials. As circulation continues to climb, getting the materials on the shelves and keeping the shelves orderly is increasingly difficult. Staff is grateful to our dedicated volunteers. Nearly 750 people participated in 94 library-sponsored programs for families and children in October. Four adult programs cancelled due to a lack of participation. Sarah Barbel, Kids Library Manager, went on maternity leave November 7. Sarah plans to return to the Children’s Department in a less time consuming role after her leave. Jennifer Stasinopoulos agreed to take on a position that combines the roles of Circulation and Children’s Library Manager. We are ahead of budget for materials. Dolin applied for the second round of Back to Books Grant funding for science, technology, engineering, and math (STEM) materials. The computer that runs the HVAC system is failing. IT Manager, Wayne Lindquist is building a new computer tailored to the specific needs of the system. Precision will have to come out to load the proprietary software.

Board Representative Reports

Finance - none

Building – The lights in the Back Porch do not come on at dusk. It may require an electrician. Dolin and Herkes will discuss it. Oliver reported that he is trying to locate a structural engineer to look a post on the southeast side of the building.

Grounds – none.

Bylaws – none.

Long Range Plan – none.

Personnel – We posted two positions to replace openings for a Technical Services Clerk and an Adult Services Assistant. We hope to fill these positions by the first week of December.

Policy – See item 12b.

Technology – See Library Report.

Other

Friends Report

The Friends will host a Silent Auction in the Library from mid-November to mid-December. Items will be set up in the foyer.

Old Business

Employee Health Insurance

Health insurance premiums will increase substantially upon renewal. Several eligible employees that are not on the insurance now have indicated that they must enroll if the library continues to offer coverage. The library’s budget will not cover all eligible employees at the current level, and after investigating the alternatives, most employees would have access to better coverage at a lower cost if they can use the government exchanges. The decision to offer health insurance is relatively recent and at the time, the budget could accommodate all employees who needed the coverage. The economic situation is different now and there are alternatives for people to get affordable coverage that did not exist when the Board made that decision. There was extended discussion of what to do with the $8,000 remaining in the health insurance budget line, funds that the library is currently spending on health insurance for four employees. Dolin will discuss possible uses for these funds with the staff and report her findings to the Board at the December Board Meeting.

Motion: To discontinue library sponsored employee health insurance on January 1, 2014. Motion by Herkes. Second by Coffman. Roll Call Vote: Herkes – yes, Oliver – yes, Coffman – yes, Bergman – yes, Durrenberger – yes, Morrical - yes. Motion carried.

Referendum Ordinance

The library does not collect adequate funding to operate the library at the minimum standards for a community of the districts size and demographics. Use of the library has increased dramatically over the past two years and after surveying the public, the Board believes the community supports an increase in funds to keep the library open every day and to purchase additional materials for public use. Additional funding can also enable the library to offer good local jobs. For these reasons, the Board will submit a proposition to increase the limiting rate for the Sugar Grove Public Library District. Approval of this proposition would increase library taxes by approximately $25 for a home with a market value of $100,000.

Motion: To adopt Ordinance 2013-11-02 providing for and requiring the submission of the proposition of increasing the limiting rate for the Sugar Grove Public Library District, Kane County, Illinois, to the voters of said Library District at the general primary election to be held on the 18th day of March, 2014. Motion by Herkes. Second by Oliver. Roll Call Vote: Herkes – yes, Oliver – yes, Coffman – yes, Bergman – yes, Durrenberger – yes, Morrical - yes. Motion carried.

Financial Policy – tabled.

New Business

Levy Ordinance

Motion: To adopt Ordinance 2013-11-01, levying Library taxes of $1,597,985.86 for fiscal year 2013-2014 for the Sugar Grove Public Library District. Motion by Herkes. Second by Oliver. Roll Call Vote: Herkes – yes, Oliver – yes, Coffman – yes, Bergman – yes, Durrenberger – yes, Morrical - yes. Motion carried.

Policy on Carrying Guns on Library Property

The Concealed Carry Act prohibits the carrying of any weapon on library property. The Board considered a draft policy on this act at the November meeting.

Motion: To adopt the Policy on Carrying Guns on Library Property as presented. Motion by Herkes. Second by Oliver. Roll Call Vote: Herkes – yes, Oliver – yes, Coffman – yes, Bergman – yes, Durrenberger – yes, Morrical - yes. Motion carried.

Friday Knight Life

Renee Dee from Peak for Kids proposed using the Sugar Grove Public Library and the Elburn Community House for a Friday evening program for local middle and high school aged children. PEAK for Kids would pay for the use of the library and community house from registration fees. If 50 or more paying registrations are collected, the program will run from January through March on Friday evenings from 5-8:30pm. We can use this as a trial program that could become permanent if the referendum passes.

Motion: To approve the Friday Knight Life program as proposed. Motion by Oliver. Second by Coffman. Roll Call Vote: Herkes – yes, Oliver – yes, Coffman – yes, Bergman – yes, Durrenberger – yes, Morrical - yes. Motion carried.

Rich Family Farms request

The Rich Family Farms representative did not contact Dolin. Tabled.

Board Vacancy

Ed DeBartolo moved out of the district. Pat Graceffa expressed interest in filling the vacancy. If she is appointed, she will resign as President of the Sugar Grove Library Friends.

Motion: To appoint Pat Graceffa to the Trustee position vacated by Ed DeBartolo. Motion by Durrenberger. Second by Oliver. Roll Call Vote: Herkes – yes, Oliver – yes, Coffman – yes, Bergman – yes, Durrenberger – yes, Morrical - yes. Motion carried

Executive Session – none.

Agenda items for December 12, 2013, board meeting

Rich Harvest Farms Request, Financial Policy, Referendum Public Information, Report on Employee Health Insurance Budget Line.

Adjournment

Motion: To adjourn the meeting at 7:52pm. Motion by Durrenberger. Second by Coffman.

Voice vote. All – yes. Motion carried.

Attachments:
Download this file (Minutes 11-14-13 bd mtgFINAL.pdf)November 13, 2014 Board Meeting Minutes[ ]Director100 Kb
 
November 14, 2013 Public Hearing Minutes Print
Library Board

Sugar Grove Public Library District

Library Board of Trustees

November 14, 2013

Public Hearing Minutes

Call to Order and Roll Call

Board President Dan Herkes called the meeting to order at 6:02 pm.

Present: Dan Herkes, President; Anthony Oliver, Vice President; Louise Coffman, Treasurer; Bill Durrenberger; Robert Bergman; Art Morrical; and Carol Dolin, Director.

Public Comment

None.

Board Comment

The Levy Ordinance presents a budget adequate for a modest expansion of operating hours and collections. This budget will be used as a basis for the Proposition for the Limiting Tax Rate increase in the March 18, 2014 General Primary Election.

Adjournment

Motion: To adjourn the meeting at 6:05 pm. Motion by Durrenberger. Second by Herkes. Voice vote. Motion carried.

Attachments:
Download this file (Minutes 11-14-13 Pub HearingFINAL.pdf)November 14, 2013 Public Hearing Minutes[ ]Director82 Kb
 
December 12, 2013 Board Meeting Agenda Print
Library Board

 

Agenda

Regular Meeting of the Board of Trustees

Sugar Grove Public Library District

Thursday, December 12, 2013

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 November 14, 2013 Public Hearing and November 14, 2013 Board Meeting.

5. Correspondence

6. Review of Financial Reports

7. Approval of the November 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)

  1. Friends Report

  2. OLD BUSINESS

    1. Report on Employee Health Insurance Budget Remainder

    2. Rich Harvest Farms request

    3. Financial Policy

  3. NEW BUSINESS

    1. Referendum Communication Plan

    2. Executive Session, if applicable

    3. Agenda items for January 23, 2014 Board of Trustees Meeting

  4. 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 (Agenda13-12-14.pdf)December 14,2013 Board Meeting Agenda[ ]Director81 Kb
 
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