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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
 
October 24, 2013 Board Meeting Minutes Print
Library Board

Sugar Grove Public Library District

Library Board of Trustees

October 24, 2013

Board Meeting Minutes

 

Call to Order and Roll Call

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

Present: Dan Herkes, President; Louise Coffman, Treasurer; Robert Bergman; and Bill Durrenberger; and Carol Dolin, Director.

Public Comment

Pat Graceffa of the Friends of Sugar Grove Library thanked volunteers from the community for their generous donations toward beautifying the library grounds. She thanked the wrestlers and other volunteers who worked together to prepare the planters, spread donated soil and mulch, and plant the remaining donated plant materials.

Pledge of Allegiance

Approval of the September 26, 2013 Board Meeting

Durrenberger requested three minor amendments to the minutes as presented in the packet. The trustees concurred.

Motion: To approve the September 26, 2013 Board Meeting Minutes with the proposed amendments. Motion by Durrenberger. Second by Coffman. Roll Call Vote: Herkes – yes, Coffman – yes, Bergman – yes, Durrenberger – 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. Health insurance and electricity are expected to increase dramatically in the coming year. The Library received $500 from the Corn Boil. Java Plus plans a Ribbon Cutting Ceremony on October 22. The State Police requires signage that notifies visitors that concealed carry is prohibited on public property. Dolin received a draft of suggested policy regarding this issue and included it for the Board’s consideration.

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 September 2013 Check Register

Motion: To approve the September 2013 Check Register including electronic payments and Illinois Funds General Fund checks 23070-23087. Motion by Herkes. Second by Durrenberger. Roll Call Vote: Herkes – yes, Coffman – yes, Bergman – yes, Durrenberger – yes. Motion carried.

Library Report

Dolin reviewed the written report from the packet. The Library was very busy in September with circulation up by over 30%. Children’s and Teen materials account for over 60% of overall circulation and print materials account for 66.9% of overall circulation. Saturday and Sunday hourly traffic exceeded that of the busiest weekday by a margin of 17%. Five times as many children participated in library sponsored programming this September than last September. The Children’s Department staff offered programs using the materials purchased with the Back to Books Grant, which were very well received. Wayne Lindquist, the IT Manager configured, installed, and tested a new router and virtual LANS. As a result, one of the MediaCom lines and one DSL line will be eliminated before November 1. This should save approximately $200 per month in telecommunications charges. 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. Jennifer Stasinopoulos joined the library as Circulation Manager on September 30. Sarah Barbel plans to go on maternity leave starting November 17. She plans to step down as Kids Library Manager to spend more time with her family but hopes to return to the Children’s Department after her leave to work with early childhood and summer reading programs. Stasinopoulos holds a MLIS degree in children’s librarianship. We are exploring the possibility of combining the roles of Circulation and Children’s Library Manager.

Board Representative Reports

Finance - none

Building – Missing shingles on the tower are due to the nature of the hybrid roof of shingles over non-standard roofing materials. Herkes and the interim director investigated potential need for repairs and determined it is not a serious problem at present. The situation requires monitoring and planning to repair the roof at some future date.

Grounds – Coffman expressed gratitude to the wresters and volunteers who volunteered to help with the soil, mulch and planting. Their efforts made a huge impact on the appearance of the grounds. The library received 48 yards of free mulch from the Village. Covering all of the beds on the Library grounds requires 60 yards. The remaining beds can wait until next year.

Bylaws – none.

Long Range Plan – none.

Personnel – none.

Policy – Dolin presented a draft of the Display / Bulletin Board Policy as requested at the September 26 Board Meeting. See Old Business.

Technology – See Library Report.

Other

Friends Report

Pat Graceffa reported on a meeting she recently attended concerning the 2016 international golf tournament at Rich Harvest Farms and the request by that organization that the library allow the placement in the library of a large, free-standing sign promoting awareness of this tournament, as well as the running on the library’s video screen of information about this tournament.

Old Business

Reschedule Truth in Taxation Hearing

The notice in the newspaper lacked the “black box” border and could not be republished to meet the time requirements. Dolin proposed holding the hearing before the November Regular Board Meeting.

Motion: To reschedule the Truth in Taxation Act (TITA) Hearing on Thursday, November 14, 2013 at 6:00pm. Motion by Herkes. Second by Coffman. Roll Call Vote: Herkes – yes, Coffman – yes, Bergman – yes, Durrenberger – yes. Motion carried.

Display / Public Posting Policy

Staff regularly field requests and complaints about items they bring to the library for posting. The proposed policy offers guidelines for what can be posted, where, and for how long. This policy applies to the community bulletin board and not the library as a whole. Special circumstances may allow other areas of the library to be used for larger displays or special events. There was discussion of the Rich Harvest Farms request brought to the board by Pat Graceffa earlier in this board meeting. A Rich Harvest Farms representative will contact Dolin to discuss the details.

Motion: To adopt the Display / Public Posting Policy as proposed. Motion by Coffman. Second by Herkes. Roll Call Vote: Herkes – yes, Coffman – yes, Bergman – yes, Durrenberger – yes. Motion carried.

Employee Health Insurance

Preliminary cost estimates are in for the library’s health insurance plans. Early renewal is more costly than waiting until January 1. Staff tried to get more information on the health insurance plans offered through the Affordable Care Act, but were not able to get onto the site. An additional staff member has indicated interest in signing up for the Library’s plans. Trustees need more information to determine a course of action. Tabled until the November meeting.

New Business

Community Survey

The survey was distributed on October 10 via e-mail, website, Facebook, and paper. 451 respondents completed the survey. Just over one third of respondents want the library to be open every day. Respondents believe new books for adults and children, programs for children, additional hours, special events, and summer reading are most important or important. 56.1% of respondents did not know the library receives less operating revenue than libraries in surrounding communities. 42.7% of respondents would vote for an increase for operating expenses of up to $25 per $100,000 household, 13.5% would vote for an increase of $25 to $50, and 7.7% would vote for an increase of $50-$75.

Referendum Question

The community survey responses indicates support for the Board to put a referendum question on the ballot requesting an operating increase of $25 per $100,000 household.

Motion: To put a question on the April 2014 Ballot requesting a corporate rate increase that generates additional revenues of $25 per $100,000 household. Motion by Herkes. Second by Coffman. Roll Call Vote: Herkes – yes, Coffman – yes, Bergman – yes, Durrenberger – yes. Motion carried.

Financial Policy

The Library’s bank accounts were consolidated at the Illinois Funds, eliminating the Snow Street account. The auditor outlined legal designations for different pools of moneys based on the Board’s intended uses of those funds. Herkes and Coffman requested a formal statement of the intended purpose for the proceeds of the Snow Street Building of approximately $85,000. These funds are separate from the Special Reserve Fund and are for upkeep of the library facility. Dolin will present a financial policy for Board Consideration at the November Board Meeting.

Executive Session – none.

Agenda items for November 14, 2013, board meeting

Employee health insurance, Rich Harvest Farms request, financial policy, referendum question

Adjournment

Motion: To adjourn the meeting at 7:50pm. Motion by Coffman. Second by Herkes. Voice vote. All – yes. Motion carried.

 

Attachments:
Download this file (Minutes 10-24-13 FINAL.pdf)October 24, 2013 Board Meeting Minutes[ ]Director105 Kb
 
September 24, 2013 Special Board Meeting Minutes Print
Library Board

Sugar Grove Public Library District

Library Board of Trustees

September 24, 2013

Special Board Meeting Minutes

Call to Order and Roll Call

Board President Dan Herkes called the meeting to order at 6:04pm.

Present: Dan Herkes, President; Anthony Oliver, Vice President; Louise Coffman, Treasurer; Edward DeBartolo, Secretary; Bill Durrenberger; and Carol Dolin, Director.

 

Public Comment

None.

 

Pledge of Allegiance

 

Adoption of the Agenda

Motion: To adopt the agenda as presented. Motion by Herkes. Second by Coffman. Roll Call Vote: Herkes – yes, Oliver – yes, Coffman – yes, DeBartolo – yes, Durrenberger – yes. Motion carried.

 

Old Business

None.

 

New Business

Adopt FY 2013-2014 Budget and Appropriations Ordinance

Motion: To adopt the 2013-2014 Budget and Appropriations Ordinance as presented. Motion by Herkes. Second by Durrenberger. Roll Call Vote: Herkes – yes, Oliver – yes, Coffman – yes, DeBartolo – yes, Durrenberger – yes. Motion carried.

 

Adjournment

Motion: To adjourn the meeting at 6:06pm. Motion by Herkes. Second by Coffman. Voice vote. Motion carried.

 

 

 

 

Attachments:
Download this file (Minutes 9-24-13 Spec Mtg FINAL.pdf)September 24, 2013 Public Hearing Minutes[ ]Director82 Kb
 
September 24, 2013 Public Hearing Minutes Print
Library Board

Sugar Grove Public Library District

Library Board of Trustees

September 24, 2013

Public Hearing Minutes

Call to Order and Roll Call

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

Present: Dan Herkes, President; Anthony Oliver, Vice President; Louise Coffman, Treasurer; Edward DeBartolo, Secretary; Bill Durrenberger; and Carol Dolin, Director.

 

Purpose of Public Hearing – Statutory Requirements

Herkes outlined the purpose of the public hearing, referred to the 2013-2014 Budget and Appropriation Ordinance. He then called for public comment.

 

Public Comment

None.

 

Board Comment

The Budget and Appropriation Ordinance presents a budget adequate for a modest expansion of operating hours and collections. This budget will be used as a basis for the proposed operating rate increase in the April 2014 election.

 

Adjournment

Motion: To adjourn the meeting at 6:03pm. Motion by Herkes. Second by Durrenberger. Voice vote. Motion carried.

 

 

Attachments:
Download this file (Minutes 9-24-13 Pub HearingFINAL.pdf)September 24, 2013 Public Hearing Minutes[ ]Director73 Kb
 
November 14, 2013 Board Meeting Agenda AMENDED Print
Library Board

Agenda-AMENDED

Regular Meeting of the Board of Trustees

Sugar Grove Public Library District

Thursday, November 14, 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 September 24, 2013 Public Hearing, September 24, 2013 Special Board Meeting, and October 24, 2013 Board Meeting.

5.    Correspondence

6.    Review of Financial Reports

7.    Approval of the October 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.    Employee Health Insurance – action

b.    Referendum Ordinance – action

An Ordinance providing for the submission of the proposition of increasing the limiting rate to the voters of the Library District at the March 18, 2014, general primary election.

c.    Financial Policy - action

12.  NEW BUSINESS

a.    2013-2014 Levy Ordinance – action

b.    Policy on Carrying Guns on Library Property - action

c.    Friday Knight Life

d.    Rich Harvest Farms request

e.    Board Vacancy

f.     Executive Session, if applicable

g.    Agenda items for December 12, 2013 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 (Agenda111413Amended.pdf)November 14, 2013 Board Meeting Agenda - AMENDED[ ]Director83 Kb
 
September 26, 2013 Board Meeting Minutes Print
Library Board

 

 

Call to Order and Roll Call

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

Present: Dan Herkes, President; Anthony Oliver, Vice President; Louise Coffman, Treasurer; and Bill Durrenberger.

 

Public Comment

None.

 

Pledge of Allegiance

 

Adoption of the Agenda

            Motion: To adopt the agenda as presented. Motion by Herkes. Second by Coffman. Roll             call vote: Herkes – yes, Oliver - yes, Coffman – yes, Durrenberger – yes. Motion carried.

 

Approval of the Minutes of August 22, 2013 Board Meeting

Motion: To approve the minutes of August 22, 2013 Board Meeting. Motion by Oliver. Second by Herkes. Roll call vote: Herkes – yes, Oliver – yes, Coffman – yes, Durrenberger – yes. Motion carried.

 

Correspondence

Dolin reviewed correspondence on pages 4-19 of the Board Packet.

 

Review of Financial Reports

Coffman reviewed financial reports for July and August as prepared by Dolin. The transition to QuickBooks and new financial reports is well underway. The auditors made end of year adjustments and all funds are in balance. The library expended small fund balances in the Audit, Risk Management, and Social Security special revenue lines and ended fiscal year 2012-13 on budget. The materials lines are running ahead of budget for FY 2013-14, due in part to orders of backfill item placed before June 30, but arrived after July 1. The OCLC membership, several database expenditures, and first quarter MAGIC fees were paid in July and August. Three payrolls were paid in August, but several vacant planned positions caused the salary line to be under budget. The 2013-14 programming budget is completely spent due to the 50th Anniversary Celebration and record participation in the Summer Reading Program. We did not receive as many contributions in support of summer reading this summer. Contributions to the Friends of the Library paid for several projects on the Library grounds, including fertilizer and plants for the beds near the monument sign and in front of the library. Additional work is planned near the flag and in the raised beds.

 

Approval of the August 2013 Check Register

Motion: To approve the August 2013 Check Register. Motion by Coffman. Second by Herkes. Roll call vote: Herkes – yes, Oliver – yes, Coffman – yes, Durrenberger – yes. Motion carried

 

Library Report

Dolin reviewed the report included in the packet. Circulation is up 22.1 percent over the same period a year ago with print books comprising 64.8% of overall circulation. Library card registration continues to rise with 115 new library cards issued in August. About 52.7 percent of district residents now hold library cards. Sunday hourly traffic surpasses that of any other day of the week. Many scout troops have booked rooms in the library for their meetings this fall.

 

Meeting and study rooms are used heavily almost all the hours the library is open. New computers were installed in the meeting rooms, which should simplify connections to media for presentations and movies. The fieldwork for the annual financial audit was completed in three days and the final report will be ready by the end of October or early November.

 

Board Representative Reports

Budget and Finance – see above.

Building – Herkes will install coat racks in the Storytime Room and Children’s area before the cold weather begins. Investigations continue into bulbs for relamping and repairs to the smash bars on several doors in the Library. Oliver will have an engineer look at the pillar in the front of the building.

Grounds – Fertilizer was added to several beds after we received results of the soil testing. No additional compost is needed. Coffman and Pat Graceffa of the Sugar Grove Library Friends led a group of volunteers who planted donated plant materials. They also arranged for wrestlers from Kaneland High School to spread mulch. The Village has mulch available at no cost, which will be delivered in mid-October. Coffman also secured additional top soil for the raised beds on the south west side of the building.

Bylaws – none

Long Range Planning – none.

Personnel – Jennifer Stasinopoulos accepted our offer for the Member Access Services Manager position and will start on September 30. Michelle Drawz is scheduled to return from leave on October 7.

Policy – .

Technology – none.

Special (Community Relations) – none.

 

Friends Report

None.

 

Old Business

Bylaws

Motion: To remove the Adoption of Agenda from Article VI. Motion by Coffman. Second by Herkes. Roll call vote: Roll call vote: Herkes – yes, Oliver – no, Coffman – yes, Durrenberger – yes. Motion carried.

 

New Business

Resolution to determine Estimate of Funds Needed

Motion: To adopt the Resolution to Determine Estimate of Funds Needed as presented. Motion by Herkes. Second by Oliver. Roll Call Vote: Herkes – yes, Oliver – yes, Coffman – yes, Durrenberger – yes. Motion carried.

 

Set date for Truth in Taxatation Act (TITA) Hearing

Motion: To set the date and time of the TITA Hearing for 5:45pm on October 24, 2013. Motion by Durrenberger. Second by Herkes.

Discussion: Dolin suggested starting the Hearing at the normal time for the meeting. Trustees concurred.

Motion: To amend the motion to set the date and time of the TITA for 6:00pm on October 24, 2013. Motion by Durrenberger. Second by Herkes. Roll call vote: Herkes – yes, Oliver – yes, Coffman – yes, Durrenberger – yes. Motion carried.

 

 

Display / Public Posting Policy

The Board considered the Library’s Display Policy and four examples of similar policies from other libraries. The current policy requires Director Approval for all postings. Dolin prefers clear guidelines so staff can make these decisions within a framework approved by the Board and her. Dolin will bring a draft of a display policy to the next Board Meeting with the following guidelines: 1) No commercial, 2) Time limit, 3) Size limit, 4) Approved Content, and 5) Location within the Library.

 

Employee Health Insurance

The Library’s current medical insurance plans do not meet the requirements of the Affordable Care Act (ACA) and budgetary constraints do not allow for necessary changes to meet the standards. The Board considered several possible strategies to address the issue with no resolution. More research is needed and the item was tabled until the October 24 meeting.

 

Executive Session – none.

 

Agenda items for October 24 Board Meeting

·         Financial Policy to establish level of funds needed in the General Fund

·         Posting Policy

·         Health Insurance

·         Referendum Question

 

Adjournment

Motion: To adjourn the meeting at 8:13pm. Motion by Herkes. Second by Durrenberger. Voice vote. Motion carried.

Attachments:
Download this file (September 26, 2013 Brd Mtg MinutesFINAL.pdf)September 26, 2013 Board Meeting Minutes[ ]Director92 Kb
 
Truth in Taxation Act Public Hearing - November 14, 2013 Print
Library Board

AGENDA FOR PUBLIC HEARING

 

AN ORDINANCE LEVYING TAXES FOR FY 2013-2014

 

BOARD OF LIBRARY TRUSTEES OF THE

SUGAR GROVE PUBLIC LIBRARY DISTRICT

SG PUBLIC LIBRARY

125 MUNICIPAL DRIVE

THURSDAY, NOVEMBER 14, 2013

6:00 P.M.

 

 

 

1.      Call to Order/Roll Call

 

2.      Public Comments on FY 2013-2014 Levy Ordinance

 

3.      Board Comments

4.      Adjourn Public Hearing

 
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