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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
 
March 28, 2013 Board Meeting Agenda Print
Library Board

 

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.         Approval of the Minutes of February 28, 2013 Board Meeting and March 7, 2013 Special Board Meeting.

4.         Correspondence

5.         Review of Financial Reports

6.         Approval of the February 2013 Check Register – Action

7.         Library Report

8.         Board Representative Reports

9.         OLD BUSINESS

a.      Book Nook Café – Update

b.      Intergovernmental Agreement - Update

c.       Operating Budget Discussion - Action

10.       NEW BUSINESS

a.      Summer Programming

b.      Executive session, if applicable

c.       Agenda Items for April 25, 2013 Board of Trustees meeting

11.       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 03-28-13(2).doc)March 28, 2013 Board Meeting Agenda[ ]Director29 Kb
Download this file (Agenda 03-28-13(2).pdf)Agenda 03-28-13(2).pdf[ ]Wayne166 Kb
 
January 24, 2013 Board Meeting Minutes Print
Library Board

Sugar Grove Public Library Board of Trustees

Minutes of January 24, 2013 Board Meeting

 

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

 

INTRODUCTION OF TRUSTEES AND OTHERS PRESENT

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

Absent: None.

 

PUBLIC COMMENTS

None.

 

AMENDMENT TO THE AGENDA:

Roth proposed moving item 10a Staff Recognition up on the agenda. Trustee Oliver inquired about making amendments to a posted agenda. Durrenberger stated that the Board can discuss anything, but cannot take action unless an item is on the agenda. The Board approved Roth’s request and presented Circulation Manager Michelle Drawz with her 25 Year Service Pin. Durrenberger commended Drawz and the library staff in general for their outstanding service.

 

APPROVAL OF THE MINUTES OF DECEMBER 13, 2012 REGULAR BOARD MEETING.

Motion: To approve the minutes of the December 13, 2012 Regular Board Meeting. Motion by Herkes. Second by Oliver. Roll Call Vote: Roth - yes, Bergman – yes, Durrenberger - yes, Herkes - yes, Oliver – yes, Morrical – yes. Motion carried.

 

CORRESPONDENCE

The correspondence was included in the Board packet and included letters from James Baker, Treasurer of the Holiday in the Grove thanking the library for its support, Lin Bargemann, Secretary of the Lifelong Learning Institute thanking the library for providing an accessible and convenient room for their meetings, and Mary Hauge from the Big Rock Volunteer Library congratulating the library on the expanded hours and notifying us of their new exhibit.

 

REVIEW OF FINANCIAL REPORTS

Treasurer, Dan Herkes reviewed the financial reports for the Board. Reports covered include the Balance Sheet; Statement of Revenues, Expenditures, and Changes in Fund; Schedule of Revenue and Expenditures Budget vs. Actual; and Trial Balance for December. The accountant made the requested corrections to reallocate expenditures to the correct budget lines and included amended financial reports for November as well. The automation budget line continues to run ahead of budget due to the Baum sign repairs in July. Miscellaneous revenues is also ahead of budget and includes the insurance payment that covered those repairs. Supplies continue to run ahead of budget due to costs associated with the increase in the materials purchases. Supplies are required both at the library and at the vendor-processing site, especially as we transition to primarily vendor-processed materials. We anticipate needing fewer supplies at the library as more materials are processed offsite. Total expenditures are 52.27% spent at halfway through the year. Several once annual costs have been paid, so the overall budget is on target.

 

APPROVAL OF DECEMBER 2012 CHECK REGISTER

Oliver questioned the audit expense and payments to vendors for materials purchases. The audit is a one-time expense that came in under budget and the staff monitors prices on A/V materials, especially for items that cost significantly less at a retail outlet than through the library vendors. This practice is likely to decline after vendor A/V processing is up and running, as it is faster and more cost effective if materials arrive “shelf-ready”. Durrenberger inquired about RFID tags, the electric bill, the snow blower repair, and the Collection Agency. The library requires both “hub” and “book” RFID tags, which arrived in separate orders in January. The snow blower had a mouse next inside, which required repairs to the machine. The library paid the collection agency in December. If that service is eliminated, the library should have to make one last payment.

Motion: To approve the December 2012 check register. Motion by Oliver. Second by Durrenberger. Roll Call Vote: Roth - yes, Bergman – yes, Durrenberger - yes, Herkes - yes, Oliver – yes, Morrical - 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. No one used the Monday morning drive up service during the first three weeks of January. The first three Sundays saw mixed results with about 50 visitors the first week, 135 in week two, and 60 in week three. Saturday afternoons were also somewhat mixed, but averaged about as many visitors as a typical weekday afternoon. Dolin created a new spreadsheet to track visits, which should assist in evaluating the need for additional changes in the hours of operation. The library added nearly 500 items to the collection in December - 254 for children, 32 for teens, and 183 for adults. The library purchased children’s items with the $1,000 donation from Ellen Bonewitz and several smaller donations by library supporters. The Holiday in the Grove program was a great success and the staff plans to use programming funds to offer similar large-scale programs on a quarterly basis and regular story times, after school programs, and movie showings. The children’s programs are full for the winter sessions. Tuesdays and Wednesdays, the days when we offer children’s programs, are the highest traffic days in the library. People continue to renew and get new library cards to use the electronic resources. Overdrive and Zinio are doing very well. Cordogan Clark sent a representative to look at the crack in the circulation counter. They will prepare a quote to reconfigure the counter to integrate the self-check machines in an ADA compliant manner. They will prepare a three-phase quote to 1) simply repair the counter top, 2) integrate the self-check machines, and 3) repair or reconfigure the Children’s desk to eliminate the rough edges. The server virtualization is complete. Windows 7 and 8 installation has begun. Office 2010 and 2013 is the next project and should be complete by the end of the fiscal year. Dolin and Morrical met to discuss the technology plan. Dolin requested additional direction from the Board before completing this plan. The staff is working on a wish list of technology items for the next Board meeting. Outreach efforts continue. Library staff met with representatives from Shields Elementary, Chesterbrook Academy, Harter Middle, and Kaneland High School, Fox Valley Reads, the Lifelong Learning Institute and hosted a Girl Scout Troup for an after-hours event. Staff plans to attend a January 30 meeting with area libraries and schools to discuss summer reading, common core requirements, and possible partnerships.

 

BOARD REPRESENTATIVE REPORTS

  • Technology report by Art Morrical. See Library Report.
  • Building and Grounds report by Anthony Oliver. See Library Report.

 

OLD BUSINESS

Hours of Operation

Roth requested ongoing statistics of library use on Mondays from 7am-10am, Sundays, and Saturdays from 1pm to 4pm. Dolin will keep the statistics in the spreadsheet and report monthly.

 

Technology Planning update

Morrical and Dolin met to work on the Technology Plan, which resulted in some progress. Dolin plans to have draft of the Technology Plan for the February meeting and a wish list of technology items for March 1.

 

Book Nook Café update

Perry Clark delivered two checks on January 16, 2013, a $450 check for the first quarterly lease payment and a $300 check for the security deposit. The security deposit was due at the lease signing, but was not paid. The lease payment was due on January 1, 2013. The lease allows a grace period of five days for the quarterly lease payment and then assesses $25 per day late fee for each day after that. Dolin told Clark about the late fee, but he has not returned to the library since. Two potential lessors expressed interest in operating the café in January and patrons ask regularly when the café will open. Durrenberger will contact Clark to ask about the status of the café and to determine the status of the contract. Dolin will contact the other prospect to encourage her to submit a proposal.

 

Policy Review

The Board considered a draft of the proposed Circulation policy. Oliver requested tabling the policy until the next meeting when they can compare it with the existing policy. Dolin reviewed proposed changes to the loan periods, especially as it relates to new materials. She also reviewed the existing contract and a proposed new contract for the collections agency. Morrical proposed eliminating the collection agency because sending people to collections and damaging their credit creates a level of ill will that is impossible to overcome. Oliver concurred.

Motion: To eliminate the future use of any collection agency of any kind. Motion by Durrenberger. Second by Morrical. Roll Call Vote: Roth - yes, Bergman – yes, Durrenberger - yes, Herkes - yes, Oliver – yes, Morrical – yes. Motion carried.

 

Health Insurance Update

Rates increased by 27%. Dolin investigated alternatives. One employee has dropped insurance and gone on a spouse’s plan and the library could not stay with its current plan. We are still waiting for final rates. AFLAC presented alternatives for supplemental insurance plans, which may help to offset some of the increase in premiums. Dolin recommends using Digital Benefits Advisors for the three employees who have health insurance and pursue alternatives for supplemental insurance for any other eligible employees. The library currently pays $2,000 per month for health insurance for four employees.

 Motion: To authorize Dolin in consultation with the staff to procure health insurance at a cost not to exceed $2000 per month. Motion by Durrenberger. Second by Oliver. Roll Call Vote: Roth - yes, Bergman – yes, Durrenberger - yes, Herkes - yes, Oliver – yes. Morrical – yes. Motion carried.

 

Bank Accounts

Roth, Durrenberger, Herkes, and Dolin signed and submitted forms to change the names on the Illinois Funds accounts. The Board needs to decide which local accounts to close. Herkes and Dolin need online access to the Castle Bank statements. Bergman and Morrical have access now and need to transfer those rights.

Motion: To maintain two Illinois Funds Accounts, close the Castle Bank Accounts, and close one of the Old Second accounts to maintain three accounts. Motion by Oliver. Second by Herkes. Roll Call Vote: Roth - yes, Morrical – yes, Bergman – yes, Durrenberger - yes, Herkes - yes, Oliver – yes. Motion carried.

 

Trustee Julie Wilson Vacancy

The library did not receive any additional applications. Pat Graceffa is the only applicant for the vacant trustee position.

Motion: To appoint Pat Graceffa, the only applicant, to fill the open Julie Wilson trustee position. Motion by Durrenberger. Second by Oliver.

RECESS at 7:29pm. Call to order at 7:38pm.

Roll Call Vote: Roth - no, Bergman – no, Durrenberger - yes, Herkes - yes, Oliver – yes. Morrical – no, Motion does not carry.

 

Motion: To take no additional applications for trustee. Motion by Oliver. Second by Durrenberger. Roll Call Vote: Roth - no, Bergman – no, Durrenberger - yes, Herkes - yes, Oliver – yes, Morrical - no. Motion does not carry.

 

Motion: To put off filling the open trustee position until after the 2013 Election. Motion by Oliver. Second by Herkes. Roll call vote: Roth – yes, Bergman – yes, Durrenberger – yes, Herkes – yes, Oliver – yes, Morrical – no. Motion carries.

 

NEW BUSINESS

Staff Recognition

See above.

 

Bond Refunding

A representative from Baird approached the library and presented an opportunity to refund the Building Bonds. Herkes and Dolin spoke with the auditor and several others in the field to verify that the library could realize a substantial savings over the life of the debt by refunding the bonds before they are callable in January 2015. There are risks involved and there is no certainty of any savings. There are fees for financial advising and issuing the bonds and the carrying cost for the debt could be substantial depending on what happens with interest rates. The risk associated with negative arbitrage declines as the callable date nears. The advantage of refunding the bonds declines if interest rates go up. The library’s bonds are attractive and many other firms provide comparable services for varying fees. Interest rates are very low now and could go up and the potential for savings would decrease. The Board would like to see additional proposals before making any decisions. Dolin will continue to investigate.

 

Website improvements

Dolin is meeting with Ken Wiesner about his work with Wordpress to revamp the library’s website. Another firm gave a rough estimate of $4500 to $5000 to build a library website. Herkes requested that any agreement to develop the website be in writing.

 

Trustee Candidate

Durrenberger outlined the Board Trustee terms and candidates for the 2013 election:

            Six-year terms: (vote for two)

                        Edward A. DeBartolo

                        Robert S. Bergman

                        (Pat Graceffa – write-in)

            Four-year term: (vote for one)

                        Anthony R. Oliver

            Two-year term: (vote for one)

                        Louise M. Coffman

 

Staff / Trustee Training

The budget for staff training is $6,000. Dolin would like to have trustees and staff attend training together if possible. The Reaching Forward and the ALA Annual Conferences are two opportunities that are coming up in the next few months. Oliver asked if trustees could attend ILA Trustee training and other conferences and have it covered by the Library. The budget does not allow for out of state conferences for staff or trustees, but it may be possible to defray the costs of local training sessions. As programs become available, Dolin will put them in the Board Packets.

 

Executive Session

None.

 

Agenda Items for February 28, 2013 Board Meeting

Items for the February 28 meeting. Circulation Policy, Bank Accounts update. Submit to Bill Durrenberger or Carol Dolin at least a week before the meeting.

 

ADJOURNMENT

Motion: To adjourn the Board Meeting at 8:23 p.m. Motion by Durrenberger. Second by Herkes. Voice Vote: all in favor. Motion carried.

.

Attachments:
Download this file (Minutes_1-24-13_FINAL.pdf)January 24, 2013 Board Meeting Minutes[ ]Director308 Kb
 
February 28, 2013 Board Meeting Agenda PDF Print E-mail
Library Board

Agenda

Regular Meeting of the Board of Trustees

Sugar Grove Public Library District

Thursday, February 28, 2013

6:00 p.m.

125 S. Municipal Drive, Sugar Grove, IL

 

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.         Approval of the Minutes of January 24, 2013 Board Meeting.

4.         Correspondence

5.         Review of Financial Reports

6.         Approval of the January 2013 Check Register – Action

7.         Library Report

8.         Board Representative Reports

9.         OLD BUSINESS

a.      Hours of Operation - Update

b.      Technology Plan 2012-2016 - Action

c.       Book Nook Café – Action

d.      Policy Review – Circulation Policy Action

e.      Health Insurance - Update

f.        Bank Accounts – Update

g.      Bond Refunding Opportunity – Update

h.      Website improvements – Update

i.        Staff / Trustee Training

10.       NEW BUSINESS

a.      Intergovernmental Agreement – Action

b.      NIMEC bid - Action

c.       Executive session, if applicable

d.      Agenda Items for March 28, 2013 Board of Trustees meeting

11.       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 (2013-02-28 brd mt agenda.pdf)February 28, 2013 Board Meeting Agenda[ ]Administrator292 Kb
 
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