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.
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
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.
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.
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.
The Friends will host a Silent Auction in the Library from mid-November to mid-December. Items will be set up in the foyer.
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.
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.
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.
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.
Motion: To adjourn the meeting at 7:52pm. Motion by Durrenberger. Second by Coffman.
Voice vote. All – yes. Motion carried.