Sugar Grove Public Library Board of Trustees
Minutes of December 13, 2012 Board Meeting
President Joan Roth called the hearing to order at 6:00 p.m.
INTRODUCTION OF TRUSTEES AND OTHERS PRESENT
Present: Anthony Oliver, Trustee; Dan Herkes, Treasurer; Bill Durrenberger, Secretary; Robert Bergman, Trustee; Art Morrical, Vice President; Joan Roth, President; and Carol Dolin, Library Director.
APPROVAL OF THE MINUTES OF OCTOBER 25, 2012 PUBLIC HEARING, OCTOBER 25, 2012 REGULAR BOARD MEETING, NOVEMBER 8, 2012 EXECUTIVE SESSION, AND NOVEMBER 8, 2012 REGULAR BOARD MEETING.
Motion: To approve the minutes of the October 25, 2012 Public Hearing. Motion by Bill Durrenberger. 2nd by Art Morrical. Roll Call Vote: Roth - yes, Morrical – yes, Bergman – yes, Durrenberger - yes, Herkes - yes, Oliver – yes. Motion carried.
Motion: To approve the minutes of the October 25, 2012 Regular Board Meeting. Motion by Art Morrical. Second by Anthony Oliver. Roll Call Vote: Roth - yes, Morrical – yes, Bergman – yes, Durrenberger - yes, Herkes - yes, Oliver – yes. Motion carried.
Motion: To approve the minutes of the November 8, 2012 Regular Board Meeting as amended. Motion by Art Morrical. Second by Dan Herkes. Correction to typo on page 4 under New Business. Amended motion – to approve the minutes as corrected. Motion by Art Morrical, 2nd by Robert Bergman. Roll Call Vote: Roth - yes, Morrical – yes, Bergman – yes, Durrenberger - yes, Herkes - yes, Oliver – yes. Motion carried.
Motion: To approve the minutes of the November 8, 2012 Executive Session. Motion by Bill Durrenberger. Second by Dan Herkes. Roll Call Vote: Roth - yes, Morrical – yes, Bergman – abstain, Durrenberger - yes, Herkes - yes, Oliver – abstain. Motion carried.
The correspondence was included in the Board packet. Dolin discussed the e-mail message from the library’s attorney, Roger Ritzman regarding the change in filing deadline from December 24 to December 26, 2012. This change allows the library to be closed as usual on Monday, December 24 as usual. Dolin will post the hours on the website and in the library. The Association of Library Trustees, Advocates, Friends, and Foundations, a division of ALA, is changing its name from ALTAFF to United for Libraries. The Library Friends paid for the membership in the past. It would cost the library $50-$80 per year to pay for the trustee memberships. Dolin feels trustees would benefit by belonging to this group. The ALA Annual Conference is in Chicago this year and it may be a good opportunity to attend some trustee training seminars. Several of the Trustees agree.
Motion: To pursue an organizational membership for the library in United for Libraries. Motion by Anthony Oliver. Second by Art Morrical. Roll Call Vote: Roth - yes, Morrical – yes, Bergman – yes, Durrenberger - yes, Herkes - yes, Oliver – yes. Motion carried.
REVIEW OF FINANCIAL REPORTS
Treasurer, Dan Herkes went through the financial reports for the Board. Expenditures are running ahead of budget for supplies due to materials processing supplies used both in house and by the vendors who send materials covered, labeled, and ready for the shelf. Oliver asked about revenue for the café. The only revenue in that line is the July revenue from before the café closed. Perry Clark said he would send a check for the first quarter, but has not done so as of yet. Payments were made out of the Bond and Interest account and Special Reserve. The Special Reserve checks are not in the check list for this month. Dolin will run the printed check report for the Special Reserve account for the December Board Meeting.
APPROVAL OF NOVEMBER 2012 CHECK REGISTER
ServiceMaster did windows and floors and their regular service for the month. Greiters was paid the balance of what they were due for the Server room cooling system project. Greiters also was paid for their annual maintenance contract. It was paid under the building maintenance line rather than the equipment maintenance line where it was budgeted. Dolin will request a journal entry to correct the entry, which will bring both lines into budget
Motion: To approve the November 2012 check register. Motion by Oliver. Second by Bergman. Roll Call Vote: Roth - yes, Morrical – yes, Bergman – yes, Durrenberger - yes, Herkes - yes, Oliver – yes. Motion carried.
Dolin provided a written report to the Board and asked if there were any questions about the report. Morrical asked about the website issues. Dolin said the structure of the website is cumbersome and not conducive to easily finding and maintaining the content of the website. The staff would really like to get a different structure for the website. The current website is really hard to work with, and does not allow for easy updates to the content. Morrical asked if we have the skill on staff to create or maintain the website. Dolin believes the staff has the skills needed to create content and possibly even to build the website, but lack the time needed because they have competing responsibilities. Morrical said the library bid the project to redesign the website out a couple of years back. An effective website must be visually appealing as well as easy to use. Morrical suggested a grant project possibility for StoryCorps. The Board would like Dolin to pursue this with the staff if possible. Donations have begun to come in for the “Decorate our Tree” fund raising project. The library has received $450. Holiday in the Grove was a great success. The library was busy all day until about 5:00 on Saturday, December 8, 2012 which may be good news for the expanded hours in the New Year. The Back Porch is very warm because there is a valve that is defective. The quote to repair the valve is $712. We’ve had sixteen applicants for the clerk positions. Interviews will begin next week.
BOARD REPRESENTATIVE REPORTS
Technology report by Art Morrical
The 2009-2012 Technology Plan offered mostly an inventory with some goals. The Plan has some good goals, but is too comprehensive for the library to complete. It does not include a video camera, tripod, and green screen, which Morrical believes is needed. Morrical would like to sit down with Dolin to decide where the plan can be adjusted. The plan calls for replacement of all of the hardware every three to four years, which is not possible. It also calls for regular software updates, which should be done. The plan can provide for a structure to the budget to try to prioritize what we want to get done and create a big dollar wish list to try to get donors to help with or to go out for grants.
Hours of Operation Survey
The Survey Monkey report is back and included in the packet along with the staff recommendations and summary. There were 213 responses to the survey, which was not as many as we hoped for, but was not too bad. Almost 72% of respondents chose Option 2 for their first or second choice, which is Monday through Thursday from 10am to 8pm, closed Friday, Saturday from 10-4 and Sunday 2-6. Almost 55% of people chose Option 3 as their first or second choice, but most commented that they did not want inconsistent hours, which Option 3 had varying opening times and later closing times. Many people said we need more weekend hours. Only about 75 people wrote in comments, but of those about 25 people want very early hours (7am) on Monday or Saturday. Staff recommends going with the most popular option, which is Option 2 with one or more options of extended hours for Monday morning holds pick-up the drive up window and possibly late hours on Thursday evenings.
Motion: To adopt Hours of Operation Option 2 with Monday morning pick-up window service starting at 7:00am to 10:00am. Motion by Morrical. Second by Oliver. Roll Call Vote: Roth - yes, Morrical – yes, Bergman – yes, Durrenberger - yes, Herkes - yes, Oliver – yes. Motion carried.
The server project is coming along. Server 01 has been virtualized, the main file server, Server 04 is ready to be migrated and we hope to be finished with that by mid-December. The Exchange Server 02 will be migrated after December 26 to be completed by the first week in January.
The audit is done, and the final reports have been sent to Kane County and the State Comptroller. The bound reports are available for anybody who wants them. Dolin will send pdfs out to the Trustees.
Holiday in the Grove update
This was covered in the Director’s report. Former Trustee Wilson said many of the positive comments she received were about the library. It was deemed a success.
Technology Planning update
The next step is for Morrical to get together with Dolin to hammer out the next steps. There are 18 pages of too much to do and the plan needs to be made more concise. Morrical will set time aside to meet with Dolin for the next steps.
Book Nook Café update
Perry Clark met with Dolin after the November 2012 Board Meeting, but Dolin has not heard anything lately. She will notify Clark of the hours change and get an update on his status.
Book Store proposal
Dolin received no response to queries. Oliver hopes the Friends will return to take over the Book Store.
Holidays are paid according to when people are scheduled, which can be inequitable to some staff and overly generous to others. Dolin proposes that holidays be paid to all staff based on 1/5 of their budgeted hours.
Motion: To adopt proposed change to the Holiday Pay section of the Personnel Policy. 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
Discussion: Durrenberger said there have been three vacancies since he came on the Board in November 2010 and there are not candidates more qualified to serve on the Board than Pat Graceffa and she will be running for the Board in April. He recommends appointing her this evening. Herkes said Graceffa is the only applicant to the position and it has been in the newspaper, on the website, and if anybody was interested they would have heard it at the meeting.
Motion: To appoint Pat Graceffa to the vacant 2-year Trustee position. Motion by Durrenberger. 2nd by Herkes. Roll call Vote: Roth – no, Morrical – no, Bergman – no, Durrenberger – yes, Herkes – yes, Oliver – yes. Motion failed.
No appointment will be made this evening. Applications will be accepted until the January 24, 2013 Board Meeting.
Motion: To resolve to accept the resignation of Julie Wilson from the Sugar Grove Public Library Board of Trustees and declare a vacancy on the Library Board of Trustees. Motion by Durrenberger. 2nd by Herkes. Roll Call Vote: Roth - yes, Morrical – yes, Bergman – yes, Durrenberger - yes, Herkes - yes, Oliver – yes. Motion carried.
Health Insurance Renewal Rate
Dolin reported that the renewal rates for the current insurance plans are increasing by approximately $200 per month. The library currently has four people on the insurance. She has requested quotes from other carriers. It may be possible to find similar coverage at a lower cost. Dolin will bring more information to assist with the decision that must be made at the January meeting.
The auditors recommended that the library reduce the number of bank accounts and hold library funds in an account that is FDIC insured, collateralized, or secured by government backed securities.
Motion: To consolidate our bank accounts with the Illinois Funds with the view of collateralizing the funds and maintain one local checking account. Motion by Herkes. 2nd by Durrenberger. Roll Call Vote: Roth - yes, Morrical – yes, Bergman – yes, Durrenberger - yes, Herkes - yes, Oliver – yes. Motion carried.
Agenda Items for January 24, 2013 Board Meeting
Submit to Bill Durrenberger or Carol Dolin at least a week before the meeting.
Motion: To adjourn the Board Meeting at 7:49 p.m. Motion by Durrenberger. 2nd by Herkes. Voice Vote: all in favor. Motion carried.