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November 8, 2012 Board Meeting Agenda Print
Library Board

Agenda

Regular Meeting of the Board of Trustees

Sugar Grove Public Library District

Thursday, November 8, 2012 - 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 September 27, 2012 Executive Session, October 25, 2012 Public Hearing, and October 25, 2012 Board Meeting.

4.         Correspondence

5.         Review of Financial Reports

6.         Approval of the October Check Register – Action

7.         Library Report

8.         Board Representative Reports

9.         OLD BUSINESS

a.      Redesign of the Server Room – Update

b.      Book Nook Café - Update

c.       Technology Planning - Action

d.      Hours of Operation Survey – Update

e.      Wish list for Donors – Update

f.        Audit - Update

10.       NEW BUSINESS

a.      2013 Library Trustee Vacancies and Terms

b.      Policy Review

c.       Director Evaluation

d.      Holiday in the Grove – Update and Trustee participation

e.      Book Store proposal

f.        Executive session, if applicable

g.      Agenda Items for December 13, 2012, 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 (11-08-2012 brd mtg agenda.pdf)November 8, 2012 Board Meeting Agenda[ ]Director300 Kb
 
2013 Board Meeting Dates Print
Library Board

 

 

 

Calendar 2013 Board Meeting Dates

The Sugar Grove Public Library District

Board of Trustees will meet at the library,

at 6:00 p.m., on the fourth Thursday of each month –

with the exception of the months of November and December. 

Meetings held at 125 S. Municipal Dr. Sugar Grove, IL

 

Thursday, January 24

Thursday, February 21

Thursday, March 21

Thursday, April 25

Thursday, May 23

Thursday, June 27

Thursday, July 25

Thursday, August 22

Thursday, September 26

Thursday, October 24

Thursday, November 14

Thursday, December 12

 

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

 

125 S. Municipal Dr., Sugar Grove, IL 60554

www.sugargrove.lib.il.us  Twitter: SugarGroveKnows

V 630-466-4686 F 630-466-4189

 

 

 

Attachments:
Download this file (2013 BRD MTG DATES.pdf)2013 Board Meeting Calendar[ ]Director306 Kb
 
Minutes of September 27, 2012 Board Meeting Print
Library Board

Minutes of September 27, 2012

Sugar Grove Public Library District

Board of Trustees Regular Meeting

 

 

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

 

Introduction of Trustees and Others Present:  Art Morrical, Vice President; Bill Durrenberger, Secretary; Julie Wilson, Trustee; Dan Herkes, Treasurer; Joan Roth, President; and Carol Dolin, Director.

 

Absent: Anthony Oliver and Robert Bergman.

 

Public Comment:

None.

 

Minutes of September 6, 2012 Public Hearing and September 6, 2012 Special Meeting.

Motion: To approve the minutes of September 6, 2012 Public Hearing and Special Meeting. Motion by Bill Durrenberger. Second by Art Morrical. Roll Call Vote: Roth – yes, Herkes – yes, Wilson – yes, Durrenberger – yes, Morrical – yes. Motion passes.

 

Correspondence:

Contracts for the landscaping, HVAC maintenance, electrical work for the server room A/C. Sarah, Merrill, Michelle, and Lena finished training for Zinio. Sarah applied for but did not get a Target grant.

 

Review of Financial Report:

The audit fieldwork is complete except for the MD and A. During the fieldwork Carol worked with Angie to balance the funds separately from the accounts. The accountant will provide financial reports, but those reports will have a slightly different format. Our new financial reports will reflect the balances of the accounts and the funds. The final audit adjustments will bring those in line for the October or November financial reports. The Baum Sign payment and the offsetting insurance payment are reflected in the August expenses and revenues. These both relate to the previous year, but the difference between expense and revenue were so small and both happened in the same period, the auditors will not move them into FY 2011-12.

 

Motion: To approve the August 2012 Check Register. Motion by Julie Wilson. Second by Bill Durrenberger. Roll Call Vote: Roth – yes, Herkes – yes, Wilson – yes, Durrenberger – yes, Morrical – yes. Motion passes.

 

Library Report:

Christina Keasler, the new teen librarian was introduced to the Board. New materials continue to arrive and we are on pace to increase circulation for this fiscal year. Adult and technology questions were up this past month, but children’s and other questions were off. The language database use is up this last month both for in the library and offsite. Carol attended the Overdrive eMedia Library meeting and learned more about collection development and how our patrons can use the titles we purchase for them. The advantage program allows for Sugar Grove Library to purchase titles the consortium may not and only Sugar Grove patrons can use those titles. Although the consortium does not purchase Harper Collins titles, we do through the advantage programs. This makes more popular titles available to our patrons.

 

The building and grounds continue to cause expenditures, some of them unplanned and expensive. The HVAC system and boiler pump and computer system for the HVAC all required repairs. The wiring for the A/C system quote was $2250. Two additional quotes have been requested. We hope to have the wiring and cooling system installed by mid-October. In the meantime, the server room continues to run high.

 

The table for the self-check machines has arrived. It will cost $3121 per machine to add credit card swipe payment to the self-check machines. At this time, it seems unlikely that we can recoup this cost. The staff will move the self-check machines, but 3M must disconnect and reconnect the machines or the warranty will be void.

 

The main file server, exchange server, and PC reservations servers all required repairs to their hard drives in August and early September. We believe the equipment is failing due to heat in the server room and the age of the equipment. Wayne replaced or reformatted the hard drives and the servers are stable at the moment, however a long term solution is required. Wayne will present some options later in the meeting.

 

Old Business

Redesign of the server room:

Server Options:

Wayne Lindquist discussed the failures in the equipment in the server room. Three hard drives in three different servers failed in the past month. Wayne searched for and located replacement drives. He could not purchase them from mainstream providers, but had to go to a company that specializes in older equipment replacement parts. That being the case and since all four of our servers use the same hard drives, we decided to purchase four spares. The DVD drive in Server 02 also failed but has not been replaced. While the situation is stable at the moment, we do not have a lot of confidence that it will continue that way and believe we should be proactive in addressing the problem rather than waiting for additional failures.

Possible options going forward:

1.      Maintenance mode – retire Server 1, which is the slowest and appears to be the oldest server and move all of its functions to Server 04, which is of the same type and uses the same hard drives, but has a newer operating system and is faster. This leaves us vulnerable because it does not address the aging Servers 02 and 03, which also experienced failures over the past month. We have four spare hard drives to use across three servers, which hold six hard drives each. We have replaced two of the eighteen hard drives. The equipment has been running hot for a number of years.

2.      Mid-range solution – purchase a new, current technology server of the same type we have with an extended warranty and newer hard drives and maintain the current division of labor among multiple servers. This would be in the $8,000 range.

3.      “Dream” long range scenario – purchase a server which will take on all functions and offer the scenario of virtualization. This would be a very expensive option, upwards of $30,000.

Discussion

All servers will have to be replaced over time. Server 01 is currently running only the printers. It can be retired at any time by moving that functionality to Server 04. New server would have all functions of Server 04 and Server 04 would go back to being a secondary domain controller and a hot spare. None of the servers are currently under warranty. Option 2 would provide a new main server with a full warranty. Because the failures occurred over three of the four servers it appears as if the majority of the equipment in the server room is approaching end of life, perhaps due to running hot since it was installed. Option 2 could be tweaked to offer the possibility of virtualization without the purchase of additional equipment. This would enable the library to run on one server, which would also cut electricity use and heat generation in the room.

 

Roth proposed an ad hoc Technology Committee to discuss this issue and come back to the Board with a recommendation for the full board. If only two trustees meet, no committee is necessary. Art and Dan will meet with Wayne to make a recommendation. The longer term options may be funded with Reserved Funding.

Motion: To approve the redesign of the server room. Motion by Dan Herkes. Second by Julie Wilson. Motion amended to have Art and Dan meet with Wayne to discuss and develop a recommendation for a hardware purchase for the server room. Roll Call Vote: Roth – yes, Herkes – yes, Wilson – yes, Durrenberger – yes, Morrical – yes. Motion passes.

 

Electrical work for A/C

Platt Electric prepared a quote of $2,250 to wire the split ductless cooling system in the server room, but refused to break it down into time and materials. It seems high, so Dolin would like to get at least one additional quote. Jerry Long was recommended by the Board and Public. Carol will contact him.

 

Book Nook Café Contract

The contract has not been returned by Perry Clark. Durrenberger will call Clark to expedite the process. It will be put back on Old Business for the October meeting.

 

Safe Deposit Box

The Safe Deposit box has been emptied and can be closed. Dolin took possession of the documents that were in the box, chiefly real estate records - written inventories, insurance policies, and warranty deeds and contracts for purchase for property from previous sites of the library. No minutes were located in the safe deposit box. These documents will be added to the library archives. Durrenberger took possession of two envelopes containing tape recordings of closed board sessions from June and July of 2011. There is only one key for the box.

Motion: To cancel the safe deposit box as soon as possible. Motion by Bill Durrenberger. Second by Art Morrical. Roll Call Vote: Roth – yes, Herkes – yes, Wilson – yes, Durrenberger – yes, Morrical – yes. Motion passes.

 

 

Annual Report

Motion: To approve the Annual Report. Motion by Julie Wilson. Second by Dan Herkes. Roll Call Vote: Roth – yes, Herkes – yes, Wilson – yes, Durrenberger – yes, Morrical – yes. Motion passes.

 

           

New Business

Investment Policy

Motion: To amend the Investment Policy. Motion by Dan Herkes. Second by Julie Wilson. Roll Call Vote: Roth – yes, Herkes – yes, Wilson – yes, Durrenberger – yes, Morrical – yes. Motion passes.

 

Landscaping Maintenance / Snow Removal Contract

Discussion: The contract with American Tree and Turf is coming up for renewal. Dolin contacted A-1, American Tree and Turf, and Collegiate. Collegiate did not provide a quote. A-1 offered the lowest quote by quite a lot. A-1 is a local company, works in the area, and provided references. The library owns a snow blower and Ryan Griffin may be able to manage snow and ice removal on the sidewalks. It may be possible to engage a volunteer group to plant annuals as an eagle scout or other service project. Dolin will look into finding a group to do this.

Motion: To authorize Dolin to check references and enter into a one-year contract for landscaping maintenance and snow removal with A-1 pending satisfactory results from the references. Specific services can be contracted at the discretion of the Director. Motion by Bill Durrenberger. Second by Dan Herkes. Roll Call Vote: Roth – yes, Herkes – yes, Wilson – yes, Durrenberger – yes, Morrical – yes. Motion passes.

 

HVAC System Maintenance Contract

Motion: To renew the contract with Greiters for HVAC equipment and system maintenance. Motion by Bill Durrenberger. Second by Dan Herkes. Roll Call Vote: Roth – yes, Herkes – yes, Wilson – yes, Durrenberger – yes, Morrical – yes. Motion passes.

 

Hours of Operation Survey

The library has renegotiated several contracts to save funds. It is possible to use some of these funds for staffing to be open a few more hours per week. Dolin presented a survey which had several options for hours of operation that incorporates nine additional hours. A Survey Monkey survey was done a few years back about the hours. There may be an electronic file of the results. Dolin will check the minutes for 2008 to see if she can find it. The current survey will be done through Survey Monkey with links from the website, Facebook, and Twitter. A printed survey will be available in the library and Dolin will check with the Village to see if it can be included in the water bill, the Kaneland school newsletter, and other local newsletters. Dan will also distribute them at the Big Rock Halloween Fest on October 20. Holiday in the Grove is another possible place to put the news out. Library patron John Guddendorf will volunteer to staff that event. The current schedule, Option 3, Option 4, an option put forth by Roth, and an open slot for people to propose their own will be included in the survey along with the proposed questions.

 

Recordings of Closed Session Meetings

Recordings of closed session minutes must be retained for 18 months after the meeting. December 2012 is the first month any of the current recordings can be destroyed. The Board’s current intent is to wait until 18 months past the last closed session of the most recent batch and then destroy all of the recordings at once.

 

Agenda Items for October 25, 2012 Board of Trustees Meeting

Book Nook Café Contract, Snow Removal Contract, Truth in Taxation Hearing for the Levy, Server report from the Technology Representative, Wish List for donations from a private family and the previous Friends.

 

Executive Session

Motion: Under Section 2C1 of the Open Meetings Act to go into Closed Session to discuss the appointment, employment, performance, disciplinary action, or dismissal of a specific employee of the library. Motion by Bill Durrenberger. Second by Joan Roth. Roll Call Vote: Roth – yes, Herkes – yes, Wilson – yes, Durrenberger – yes, Morrical – yes. Motion passes. Closed session commences at 8:02 p.m.

 

Motion: To return to open session. Motion by Bill Durrenberger. Second by Art Morrical. Roll Call Vote: Roth – yes, Herkes – yes, Wilson – yes, Durrenberger – yes, Morrical – yes. Motion passes. Open session commences at 8:22 p.m.

 

 

President Joan Roth called the Regular Session back to order at 8:22 p.m.

Present: Art Morrical, Vice President; Bill Durrenberger, Secretary; Carol Dolin, Director; Julie Wilson, Trustee; Dan Herkes, Treasurer; Joan Roth, President.

 

Absent: Robert Bergman and Anthony Oliver.

 

Adjournment

Motion: To adjourn the Regular Board Meeting of September 27, 2012 at 8:23 p.m.

Motion by Bill Durrenberger. Second by Julie Wilson. Motion passes by voice vote.

           

Attachments:
Download this file (SEPT 27 BRD MTG MINUTES.pdf)Minutes of September 27, 2012 Board Meeting Minutes[ ]Director2214 Kb
 
2012 Notice of Proposed Tax Increase Print
Library Board

NOTICE OF PROPOSED TAX INCREASE

FOR SUGAR GROVE PUBLIC LIBRARY DISTRICT

I. A public hearing to approve a proposed property tax levy increase for the Sugar Grove Public Library District for 2012 will be held on October 25, 2012 at 6:00 p.m. at the Library, 125 S. Municipal Drive, Sugar Grove, Illinois.

Any person desiring to appear at the public hearing and present testimony to the Library District may contact Carol Dolin, Library Director, 125 S. Municipal Drive, Sugar Grove, Illinois, (630) 466-4686.

II. The corporate and special purpose property taxes extended or abated for 2011 were $533,095.15.

The proposed corporate and special purpose property taxes to be levied for 2012 are $667,019.00. This represents a 25.12% increase over the previous year.

III. The property taxes extended for debt service and public building commission leases for 2011 were $620,526.32.

The proposed property taxes to be levied for debt service and public building commission leases for 2012 are $632,981.00. This represents a 2.01% increase over the previous year.

IV. The total property taxes extended or abated for 2011 were $1,153,621.47.

The estimated total property taxes to be levied for 2012 are $1,300,000.00. This represents an 12.70% increase over the previous year.

Attachments:
Download this file (2012 NOTICE OF PROPOSED TAX.pdf)2012 NOTICE OF PROPOSED TAX.pdf[ ]Director238 Kb
 
October 25, 2012 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 September 27, 2012 Board Meeting.

4. Correspondence

5. Review of Financial Reports

6. Approval of the September Check Register – Action

7. Library Report

8. Board Representative Reports

9. OLD BUSINESS

a. Redesign of the Server Room – Action

1) Server options

2) Electrical work for A/C

b. Book Nook Café Contract - Action

c. Safe Deposit Box

d. Snow Removal Contract update

10. NEW BUSINESS

a. Levy Ordinance – Action

b. Calendar of 2013 Board Meetings – Action

c. Technology Planning

d. Hours of Operation Survey

e. Wish List for Donor Gifts

f. Audit

g. Executive session, if applicable

h. Agenda Items for November 8, 2012, Board of Trustees meeting

11. ADJOURNMENT

Attachments:
Download this file (10-25-12 BRD MTG AGENDA.pdf)October 25, 2012 Board Meeting Agenda[ ]Director198 Kb
 
October 25, 2012 Public Hearing Agenda Print
Library Board

AGENDA FOR PUBLIC HEARING

AN ORDINANCE LEVYING TAXES FOR FY 2012-2013

BOARD OF LIBRARY TRUSTEES OF THE

SUGAR GROVE PUBLIC LIBRARY DISTRICT

SG PUBLIC LIBRARY

125 MUNICIPAL DRIVE

THURSDAY, OCTOBER 25

6:00 P.M.

1. Call to Order/Roll Call

2. Public Comments on FY 2012-2013 Levy Ordinance

3. Board Comments

4. Adjourn Public Hearing

Attachments:
Download this file (10-25-12 PUBLIC HEARING AGENDA.pdf)October 25, 2012 Public Hearing Agenda[ ]Director100 Kb
 
Minutes for September 6, 2012 Public Hearing Budget and Appropriation Ordinance Print
Library Board

Sugar Grove Public Library Board of Trustees

Minutes of September 6, 2012 Public Hearing

 

 

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

 

Introduction of Trustees and Others Present:

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

 

Purpose of the Public Hearing – Statutory Requirements

The purpose of the Public Hearing is to present the Budget and Appropriation Ordinance for the Sugar Grove Public Library District for the Fiscal Year Beginning on July 1, 2012 and Ending on June 30, 2013 to meet the Statutory Requirements of the State of Illinois for public bodies.

 

Public Comments:

None. President Joan Roth closed public comment.

 

Board Comments:

Dolin discussed the Tentative Budget and Appropriation Ordinance with the library auditor who recommended several adjustments to the ordinance to more closely reflect actual budgetary requirements in the General Fund/Corporate Fund and Special Tax Funds. Tax caps restrict the amount of tax that can be levied to less than what is budgeted and appropriated. Some of the budget lines exceed what we anticipate collecting, but are the amounts the library needs to operate. This also allows for unanticipated revenues, such as an endowment or other revenue.

 

Adjournment:

 

Motion: To adjourn the Public Hearing on the Tentative Budget and Appropriation Ordinance for the Fiscal Year beginning on July 1, 2012 and ending on June 30, 2013 at 6:08 p.m. Motion by Bill Durrenberger. 2nd by Robert Bergman. Roll Call Vote, Roth – yes, Morrical – yes, Bergman – yes, Durrenberger – yes, Wilson – yes, Herkes – yes, Oliver – yes. Motion carried.

 
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