June 27, 2013 Board Meeting Agenda
April 25, 2013 Board Meeting Minutes
President Joan Roth called the meeting to order at 6:00 p.m.
INTRODUCTION OF TRUSTEES AND OTHERS PRESENT
Present: Art Morrical, Vice President; Anthony Oliver, Trustee; Bill Durrenberger, Secretary; Carol Dolin, Director; Dan Herkes, Treasurer; and Joan Roth, President.
Absent: Robert Bergman.
Pat Graceffa congratulated the new trustees on their successful campaigns and offered to assist in any way she can.
APPROVAL OF THE MINUTES OF MARCH 28, 2013 REGULAR BOARD MEETING AND REVIEW OF EXECUTIVE SESSION MINUTES AND RECORDINGS.
Motion: To approve the minutes of the March 28, 2013 Regular Board Meeting. Motion by Herkes. Second by Morrical. Roll Call Vote: Morrical - yes, Oliver – yes, Durrenberger - yes, Herkes – yes, Roth - yes. Motion carried.
Motion: To destroy the audio recordings of all executive session minutes from now and as they reach 18 months old. Motion by Morrical. Discussion: Audio recordings that are over 18 months old can be destroyed. Herkes and Durrenberger were not comfortable voting now to automatically destroy recordings as they reach 18 months. Oliver expressed a preference to retain all recordings as a part of the library’s history. Morrical amended the motion: To destroy the audio recordings of executive sessions that are currently over 18 months old. Second by Roth. Roll Call Vote: Morrical – yes, Oliver – no, Durrenberger – yes, Herkes – yes, Roth - yes. Motion carried.
Dolin reported on correspondence included in the packet, which included a confidential letter, the contents of which will be disclosed later, the Small Public Library Management Institute (SPLMI) award letter and schedule, and 2013-14 Real Estate Tax distribution schedule. The library also received a thank you note for participating in the Kaneland Fine Arts Festival.
REVIEW OF FINANCIAL REPORTS
Treasurer, Dan Herkes reviewed the financial reports including the Balance Sheet; Statement of Revenues, Expenditures, and Changes in Fund; Schedule of Revenue and Expenditures Budget vs. Actual; March 2013 Check Register; and Trial Balance for March 2013. At three quarters of the way through the fiscal year, total revenues are at 100.47% and total expenditures are 76.13% spent. Automation continues to run ahead of budget due to the Baum Sign repairs. This is offset by miscellaneous revenues due to the insurance payment that covered the bulk of the repairs. March had three payrolls so payroll is slightly ahead of budget. The funds approved at last month’s meeting were added to the materials lines.
APPROVAL OF MARCH 2013 CHECK REGISTER
Motion: To approve the March 2013 check register. Motion by Durrenberger. Second by Oliver. Roll Call Vote: Morrical - yes, Oliver – yes, Durrenberger - yes, Herkes – yes, Roth - yes. Motion carried.
Dolin provided a written report to the Board, which covered library and materials use statistics, building and grounds, technology, community outreach, and staffing. Circulation reached a new high at 49.2% over March 2013. Books, movies, music, audiobooks, and magazine checkout are all up. Children’s materials continue to comprise the majority of circulation. All A/V materials circulation is at about 27% of overall Circulation. We added over 500 new items to the collection. Downloadable content use is also up, but not nearly as much as the physical materials. Transparent language has very few users that use the service a lot. eMedia Library, Freegal, and Zinio is heavily used. We are working on the website to make the online services easier to find and use and continuing to evaluate these services for their value to library users. Reference questions were up again last month, probably due more to the concerted effort to record the transactions than actual activity. Saturday and Sunday are very busy along with Tuesdays. Circulation is heavier on Tuesdays, but Saturday and Sunday bring more traffic and questions. Monday mornings continue to be slow with few people picking up reserved items. The school visits appear to be working. We issued almost 100 new library cards and renewed about 90. Carol met with all of the staff members to commend them for their hard work and success. Every department, Technical Services, Children’s Services, Adult Services, Circulation, and Computer Services, has made major changes to their workflow to become more efficient and offer compelling and highly valued services to our population. Ryan has taken on monitoring the building and grounds, along with all of his other responsibilities in searching for materials, retrieving materials from weeding lists, shifting, and repairing materials, and is doing a great job. Mary completely overhauled the operation of Technical Services and is now down to one staff person from three a year ago. Circulation has all new staff and is at about 80% self-check and managing 25% more circulation with fewer staff. Youth Services has added programming and school visits along with collection development. Adult Services has taken on responsibility for the meeting rooms, collection development, programming, and Merrill helps with HR and policies as well as assisting with training in other areas. Wayne has singlehandedly upgraded the entire computer/IT system while also providing direct patron service. The staff has done remarkably well during the transition over the past year. The building continues to leak during strong storms. The HVAC system continues to experience various alarms, possibly due to variations in the power supply. The glass doors between the entry and main library stopped working and Trustee Oliver contracted for repairs. The doors move stiffly, but now work.
BOARD REPRESENTATIVE REPORTS
Art submitted a letter to a local organization requesting funds. We have not heard anything yet. We will do more of that depending on what happens with the grant.
Carol Dolin and Dan Herkes reported the following. The Morkerts were not able to attend due to a prior commitment. They plan to have a soft opening May 18 and 19. They will provide samples of different food items and beverages. They will have a grand opening in June after school gets out. They will have a staff meeting the Thursday before they open. They plan to keep similar hours to the library, except for an earlier open. They will take possession of the space and begin to bring in equipment and product on May 1. We will keep it locked when they are not here until they are ready to open.
Carol Dolin and Dan Herkes reported the following. The cappuccino machine cannot be repaired for a reasonable price and probably cannot be repaired at all. It can steam and froth milk, but does not make coffee products. It is a part of the café contract and JavaPlus has indicated that they want one. The Board considered sharing the purchase of a new machine, but determined it is best for either the library or the tenant – but not both - to own the equipment. Dolin and Herkes will contact the Morkerts and determine the next course of action. If the Morkerts request that the machine be replaced, Dolin and Herkes will attempt to locate a high quality replacement cappuccino machine for not more than $1,000. If this is not possible, Dolin has the authority to go higher but to use her discretion and keep the Board informed.
Special Reserve Fund
Dolin reviewed Ordinance 11-06-02 to clarify which funds are to be used for the Special Reserve Fund and when funds are to be moved into the fund. Excess property tax funds may be moved into the Special Reserve Fund after the end of the fiscal year if the Board decides to do that.
Trustee Training Opportunities
Dolin explained that the ALA Pre-Conference and Conference is June 27 to July 2. If the Board is interested in attending Trustee training sessions, the library has some funds in the budget to pay the entry fees this year.
Trustee Oliver mentioned that he had paid for training in the past fiscal year for which he was not reimbursed. Dolin, Durrenberger, and Herkes explained that there were no funds in the past fiscal year. Several trustees expressed a willingness to reimburse Oliver now. Dolin explained that it would be difficult now to reimburse Oliver for an expense incurred during the past fiscal year, but she agreed to check into this issue.
Dolin prepared a binder for each Trustee. Dolin explained that WebJunction, which is included in the binder, is an excellent resource for trustee training and provides a variety of documents and webinars. Environmental Scanning, a SWOT analysis, and a review of Chapter 10 of Serving Our Public 2.0 are required for the Per Capita Grant Application, which is due in September.
Included in the binder:
- Trustee Fact File highlighting chapters needed in the next few months
- Library Days/Dates to remember
- Slides from a WebJunction Presentation on Environmental Scanning
- Chapter 10 of Serving Our Public 2.0
- Some information about Library Trustee responsibilities
- Basic Library Law by Klein, Thorpe and Jenkins
- The Bylaws of the Trustees of the Sugar Grove Public Library
- An abbreviated version of Robert’s Rules of Order
Dolin offered tours to any interested trustee at his or her convenience.
Executive Session, Director’s Evaluation
Motion: To enter into executive session at 7:18pm under Section 2C of the Open Meetings Act for the purposes of hiring, firing, discipline, or evaluation of personnel. Motion by Durrenberger. Second by Herkes. Voice Vote: All aye. Motion passes.
Motion: To enter into Regular Session at 8:05 pm. Motion by Durrenberger. Second by Morrical. Voice Vote: All aye. Motion passes.
Motion: To increase the Director’s salary by $2,000 annually beginning July 1, 2013. Motion by Art Morrical. Second by Dan Herkes. Roll Call Vote: Morrical – yes, Oliver – yes, Durrenberger – yes, Herkes – yes, Roth - yes. Motion carried.
Agenda Items for May 23, 2013 Board Meeting
50th Anniversary Celebration, JavaPlus cappuccino machine.
This being her final meeting as trustee, Roth thanked the Board and Dolin for the past year and expressed her pleasure in working with everyone.
Motion: To adjourn the Board Meeting at 8:07 p.m. Motion by Durrenberger. Second by Oliver. Voice Vote: all in favor. Motion carried.
May 23, 2013 Board Meeting Agenda
Regular Meeting of the Board of Trustees
Sugar Grove Public Library District
Thursday, May 23, 2013
125 S. Municipal Drive, Sugar Grove, IL
1. Call to order/Roll call and introduction of Trustees
2. Swearing in of New Board Members
3. Election of Officers
4. Public Comment – copies of written comments may be given to the Board’s Secretary for inclusion in the library’s public records.*
5. Approval of the Minutes of April 25, 2013 Board Meeting and the Minutes of April 25, 2013 Executive Session
7. Review of Financial Reports
8. Approval of the April 2013 Check Register – Action
8. Library Report
9. Board Representative Reports
10. OLD BUSINESS
a. JavaPlus Presentation
b. Trustee Training
1. Open Meetings Act (OMA)
2. ALA Conference – who is attending and when
3. WebJunction – Environmental Scan (required for 2014 Per Capita Grant)
4. Trustee Fact File - Discussion
5. Library Tours - Discussion
11. NEW BUSINESS
a. Operating Budget 2013-14 - Discussion
b. 50th Anniversary Celebration
c. Corn Boil
d. Other events – Trustees out and about
e. Executive session
f. Agenda Items for June 27, 2013 Board of Trustees meeting
*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.
March 28, 2013 Board Meeting Minutes
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.
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.
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.
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.
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.
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.
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.
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.
Motion: To adjourn the Board Meeting at 7:11 p.m. Motion by Oliver. Second by Bergman. Voice Vote: all in favor. Motion carried.