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September 6, 2012 Public Hearing Agenda Print
Library Board


AGENDA FOR PUBLIC HEARING

TENTATIVE BUDGET AND APPROPRIATION ORDINANCE

BOARD OF LIBRARY TRUSTEES OF THE

SUGAR GROVE PUBLIC LIBRARY DISTRICT

125 S MUNICIPAL DRIVE

THURSDAY, SEPTEMBER 6, 2012

6:00 P.M.

 

 

 

1.  Call to Order/Roll Call

2.    Purpose of Public Hearing – Statutory Requirements

3.  Public Comments

4.    Board Comments

5.    Adjourn Public Hearing

 

Attachments:
Download this file (Agenda public hearing9-6-12.doc)Agenda public hearing9-6-12.doc[ ]Director27 Kb
 
Minutes of July 26, 2012 Regular Board Meeting Print
Library Board

SUGAR GROVE LIBRARY BOARD OF TRUSTEES

MINUTES OF JULY 26, 2012 REGULAR MEETING

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

Introduction of Trustees and Others Present: Anthony Oliver, Art Morricol, Robert Bergman; Bill Durrenberger, Secretary; Joan Roth, President; Dan Herkes, Treasurer; and Carol Dolin, Library Director.

Absent: Julie Wilson.

Public Comments:

None

President Joan Roth closed public comment.

Minutes of June 28, 2012, Board of Trustees Regular Meeting:

Motion: To approve the minutes of the June 28, 2012 board of trustees regular meeting.

Motion by Dan Herkes. 2nd by Robert Bergman. Roll call vote: Oliver – abstain, Morricol – abstain, Bergman – yes, Durrenberger – yes, Roth – yes, Herkes – yes. Motion carried.

Correspondence:

Letter to Big Rock residents regarding non-resident status and requirement to purchase library service from Hinckley Public Library.

Pam Herbert requested the return of her security deposit.

Financial Report:

Dan Herkes reviewed the unrestricted and restricted funds reports, the operating budget revenue and expenditure statements, and the June 2012 Checkbook register. The first payment of the bond and interest for $164,690.63 was made and $149,734 was transferred to the bond and interest account for the next payment.

Motion: To approve the June 2012 check register. Motion by Bill Durrenberger. 2nd by Robert Bergman. Roll call vote: Oliver – yes, Morrical – yes, Bergman – yes, Durrenberger – yes, Roth – yes, Herkes – yes. Motion carried.

Library Report:

Carol Dolin presented a written report and reviewed happenings in the Library. Dolin is working on a report with statistics shown in a year over year chart comparison. Area public librarians, school librarians, and schools met at Sugar Grove to plan jointly for the coming year. Carol and the staff will be out in the schools at several events during August to sign people up for library cards and begin to gather information about how the library hours work for families. Carol outlined information provided by the school principals and media center specialists during the meeting. Resources for time, technology, and support for schoolwork are being considered as we gather information about how and when to serve the public.

Trustees Morrical, Bergman, and Herkes discussed possibilities for grant funding or donations for technology support. Questions arose about the existence of a library foundation. There may have been a foundation with funds held in an account after the dissolution of the foundation. There was a payout in January 2010 or 2011. The Rich account may be a vehicle to accumulate donations of substantial amounts. There may have been another account called the Norma Anderson account that accumulated foundation funds. Dolin and Herkes will look into it further.

The repairs to the monument sign circuitry will be covered under computer insurance with a $250 deductible. Baum Sign will be paid with the insurance proceeds.

The Sikich report is still in progress so we are awaiting information. MediaCom continues to be unreliable, but the T1 line provides back up service, but it is noticeably slower.

We continue to have issues with the building. The server room is getting warmer by the day. Precision Control made some adjustments to the system, which provided some relief, but a permanent solution is needed for the problem. Cordogan Clark sent an engineer to look at it and at the counter and will provide a quote. The crack in the counter is worsening. A bracket is being made and Cordogan Clark will cover the cost of the repair.

Committee Reports

Anthony Oliver reported that quotes for cleaning and landscaping/show removal services. He spoke to American Tree and Turf about the trees. They will remove the dead trees and water the stressed trees.

OLD BUSINESS

Approval of Ethics Ordinance:

Motion: To approve the amended Ethics Ordinance. Motion by Dan Herkes. 2nd by Robert Bergman. Roll call vote: Oliver – yes, Morrical – yes, Bergman – yes, Durrenberger – yes, Roth – yes, Herkes – yes. Motion carried.

Redesign of Server Room:

Tabled..

Ordinance Amending the 2011-2012 Budget and Appropriations Ordinance (CORRECTED)

Refer to last month for approval.

NEW BUSINESS

Café - Action:

Perry Clark made a presentation to Joan Roth, Dan Herkes, Carol Dolin, and Merrill Poloian to take over the operation of the Book Nook Café. He also submitted a written proposal for Trustee consideration. He envisions the Book Nook as a coffee shop with pastries, bagels and coffee in the morning and snacks in the late afternoon. He does not plan to be open for lunch at this time. The Board considered the proposal and offered a counter proposal. Carol will submit the counter proposal to Perry and report back with his response.

Motion: To offer Perry Clark a counter offer to run the Book Nook Café with first 3 month free trial period with a back-out clause for either party, and a one year lease of $175 / month negotiable at the end of the year. Motion by Art Morrical, 2nd by Robert Bergman. Roll call vote: Oliver – yes, Morrical – yes, Bergman – yes, Durrenberger – yes, Roth – yes, Herkes – yes. Motion carried.

Cleaning Contract:

The library received three proposals for cleaning service from J&R Cleaning, Coverall, and ServiceMaster. All of the proposals offer two nights of cleaning and include all public and staff areas of the library. Window cleaning, carpet cleaning, and stripping the floors are extra in all of the contracts. The Board wishes to pursue the lowest offer pending reference checks. If any references do not check out, Dolin will pursue a contract with one of the two alternates for a contract not to exceed $1100 / month to perform the same services.

Motion: To pursue a cleaning contract with ServiceMaster that includes carpet and window cleaning, and floor stripping pending satisfactory reference checks. Should references not prove satisfactory, then Dolin will negotiate with the alternates for a price not to exceed $1100/month for comparable service. Motion by Dan Herkes. 2nd by Robert Bergman. Roll call vote: Oliver – yes, Morrical – yes, Bergman – yes, Durrenberger – yes, Roth – yes, Herkes – yes. Motion carried.

Salary Schedule

Carol Dolin presented a salary schedule and outlined the process to do a compensation study with comparable libraries and other area entities.

Motion: To adopt the salary schedule as presented. Motion by Dan Herkes. 2nd by Anthony Oliver. Roll call vote: Oliver – yes, Morrical – yes, Bergman – yes, Durrenberger – yes, Roth – yes, Herkes – yes. Motion carried.

Library Staffing and Positions

Increase hours for the Computer Lab / IT Manager.

Motion: To approve the increase in hours for the Computer Lab / IT Manager. Motion by Dan Herkes. 2nd by Anthony Oliver. Roll call vote: Oliver – yes, Morrical – yes, Bergman – yes, Durrenberger – yes, Roth – yes, Herkes – yes. Motion carried.

Create a School Liaison / Teen Librarian position and approve a job description for this position.

Motion: To create a twelve to fifteen hour assistant or librarian position for a School Liaison / Teen Librarian and approve the job description as presented. Motion by Dan Herkes. 2nd by Anthony Oliver. Roll call vote: Oliver – yes, Morrical – yes, Bergman – yes, Durrenberger – yes, Roth – yes, Herkes – yes. Motion carried.

Approve 2012-2013 Operating Budget

Motion: To approve the 2012-2013 Operation Budget as presented. Motion by Bill Durrenberger. 2nd by Dan Herkes. Roll call vote: Oliver – yes, Morrical – yes, Bergman – yes, Durrenberger – yes, Roth – yes, Herkes – yes. Motion carried.

Safe Deposit Box

Tabled.

Resolution to Determine Estimate of Funds Needed for 2012-2013 Fiscal Year

Motion: To adopt the Resolution to Determine the Estimate of Funds needed for the 2012-2013 Fiscal Year as presented. Motion by Dan Herkes. 2nd by Bill Durrenberger. Roll call vote: Oliver – yes, Morrical – yes, Bergman – yes, Durrenberger – yes, Roth – yes, Herkes – yes. Motion carried.

Adopt Certified Estimate of Revenue by Source

Motion: To adopt the Certified Estimate of Revenue by Source as presented. Motion by Anthony Oliver. 2nd by Robert Bergman. Roll call vote: Oliver – yes, Morrical – yes, Bergman – yes, Durrenberger – yes, Roth – yes, Herkes – yes. Motion carried.

Staff Recognition

Merrill Poloian received her 10-year service pin and the Board and staff celebrated with lemonade and cake.

Executive Session

None.

Agenda Items for August 23, 2012, Board of Trustees meeting

Redesign Server Room; Contract for Café; Safe Deposit Box; Annual Report; Bylaws; Purchasing Policy.

Motion: To adjourn. Motion by Anthony Oliver. 2nd by Bill Durrenberger. Voice Vote: All – Yes. Motion carried

Meeting adjourned at 8:17 p.m.

Attachments:
Download this file (July 26,2012 MinutesFINAL.doc)Minutes July 26, 2012 Board Meeting[ ]Director39 Kb
 
August 23, 2012 Board Meeting Agenda Print
Library Board

Agenda
Regular Meeting of the Board of Trustees
Sugar Grove Public Library District
Thursday, August 23, 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 July 26, 2012 Regular Session.

4. Correspondence

5. Review of Financial Reports

6. Approval of the July Check Register – Action

7. Library Report

8. Board Representative Reports

9. OLD BUSINESS

a. Bylaws – Action

b. Redesign of the Server Room – Action

c. Book Nook Café Contract - Action

d. Safe Deposit Box - Action

10. NEW BUSINESS

a. Annual Report – Action

b. Purchasing Policy – Action

c. Adopt Tentative Budget and Appropriations Ordinance – Action

d. Review of Chapter 9, “Programming” of the Illinois library standards, as required for eligibility for the FY 2013 Per Capita Grant

e. Review of Supplemental Tax Funding, as required for the FY 2013 Per Capita Grant

f. 3M Contract – Action

g. Secretary’s Audit

h. TITA hearing on October 25, 2012

i. Executive session, if applicable

j. Agenda Items for September 27, 2012, Board of Trustees meeting

11. Adjournment

 

Attachments:
Download this file (August 23, 2012 Board Meeting Agenda.pdf)August 23, 2012 Board Meeting Agenda[ ]Director232 Kb
 
Minutes of Closed Session January 26 - April 19, 2012 Print
Library Board

Minutes of the Sugar Grove Public Library Board of Trustees Closed Sessions January 26 - April 19, 2012.

 
Minutes of Closed Session August 25 - December 8, 2011 Print
Library Board

Minutes of the Sugar Grove Public Library Board of Trustees August 25 - December 8, 2011.

 
Minutes of Closed Session June 9-August 11, 2011 Print
Library Board

Minutes of the Sugar Grove Library Board of Trustees Closed Sessions, June 9 - August 11, 2012.

Attachments:
Download this file (Closed Session Minutes June 9-August 11, 2011.pdf)Closed Session Minutes June 9-August 11, 2011[ ]Director3335 Kb
 
Minutes of June 28, 2012 Regular Board Meeting Print
Library Board

 

SUGAR GROVE LIBRARY BOARD OF TRUSTEES

MINUTES OF JUNE 28, 2012, REGULAR MEETING

President Joan Roth called the meeting to order at 7:02 p.m. at the library.

Introduction of Trustees and Others Present: Julie Wilson; Robert Bergman; Bill Durrenberger, Secretary; Joan Roth, President; Dan Herkes, Treasurer; and Carol Dolin, Library Director.

Absent: Art Morrical, Vice President; and Anthony Oliver.

Public Comments:

None

President Joan Roth closed public comment.

Minutes of May 24, 2012, Board of Trustees Regular Meeting:

Motion: To approve the minutes of the May 24, 2012 board of trustees regular meeting.

Motion by Robert Bergman. 2nd by Bill Durrenberger. Roll call vote: Wilson – yes, Bergman – yes, Durrenberger – yes, Roth – yes, Herkes – yes. Motion carried.

Correspondence:

Carol Dolin circulated a folder of pictures, drawings, and thank you notes received from students and other patrons who visited the library over the past month. The folder will be available for viewing at trustee convenience.

Financial Report:

Dan Herkes reviewed the unrestricted and restricted funds reports, the operating budget revenue and expenditure statements, and the May 2012 transaction list. He outlined the current cash position and stated the balances of each of the library accounts. The library has received the first two disbursements of fiscal year 2012-13 tax revenues. The first bond and interest payment of $164,690.63 has been made and $149,734 was transferred from the money market to the Castle Bank Bond & Interest account. The current money market account balance is $277,619.18. Nearly all June invoices are in and paid and $34,500 was transferred from the Snow Street Fund to the General Operating fund to cover the 2010-11 shortfall as planned.

Motion: To approve the May 2012 check register. Motion by Julie Wilson. 2nd by Robert Bergman. Roll call vote: Wilson – yes, Bergman – yes, Durrenberger – yes, Roth – yes, Herkes – yes. Motion carried.

Library Report:

Carol Dolin presented a written report and reviewed items covered in that report. Cordogan Clark sent a representative out to look at the crack in the counter. They will install an additional brace under the counter in that area and epoxy the crack. The server room is running very warm, so Cordogan Clark will send a mechanical engineer out to look at it and make a recommendation for action to mitigate the problem. Sikich is scheduled to do a no cost assessment of the IT system and server room in early July. They will make a recommendation on ways to cut costs and increase efficiency in the system. Carol and the management team interviewed four of seven applicants for the IT/Computer Lab Manager position. Carol extended an offer to Wayne Lindquist pending Board approval.

Julie Wilson questioned the status of new materials ordering and processing and Carol explained that some processes have been automated, but others are still in progress. Carol discussed some new electronic materials the library will offer to patrons beginning this summer and into the fall.

Committee Reports

None.

OLD BUSINESS

Approval of September 6 Special Board meeting:

Motion: To add a September 6 Special Meeting at 6:00 p.m. for a Public Hearing and to adopt the Budget and Appropriations Ordinance. Motion by Bill Durrenberger. 2nd by Dan Herkes. Roll call vote: Wilson – yes, Bergman – yes, Durrenberger – yes, Roth – yes, Herkes – yes. Motion carried.

Approval of Revised PTO Policy:

Joan Roth questioned the amount of vacation time offered to the director and the length of service time at which additional weeks accrued. Carol Dolin responded to the question and explained that the number of hours had been recalculated based on three weeks for years one through three rather than four as the initial draft stated.

Motion: To approve the revised PTO Policy. Motion by Dan Herkes. 2nd by Bill Durrenberger. Roll call vote: Wilson – yes, Bergman – yes, Durrenberger – yes, Roth – yes, Herkes – yes. Motion carried.

NEW BUSINESS

Review FY 2011-12 B&A Ordinance to ensure no budget lines have been overspent:

The Consultant line under Contractors was overspent. Automation line under Contractors was under budget. Dan Herkes recommends making an amendment to increase the Consultant line by $16,000, from $14,000 to $30,000, and decrease the Automation line by $16,000, from $80,000 to $64,000.

Ordinance Amending the Budget and Appropriation Ordinance for the Fiscal Year 2011-2012.

Carol Dolin presented Ordinance 12-06-02 Amending the Budget and Appropriation Ordinance for the Fiscal Year 2011-2012, which increased the Consultant line from $16,000 to $30,000 and decreases the Automation line from $80,000 to $64,000.

Motion: To adopt Ordinance 12-06-02 Amending the Budget and Appropriation Ordinance for fiscal Year 2011-2012. Motion by Julie Wilson. 2nd by Dan Herkes. Roll call vote: Wilson – yes, Bergman – yes, Durrenberger – yes, Roth – yes, Herkes – yes. Motion carried.

The ordinance was signed by Joan Roth and Bill Durrenberger. Merrill Poloian notarized the ordinance.

Approval of Contract for Directors and Officers Liability Insurance

Carol Dolin presented the Directors and Officer Liability Policy for board approval. The deductible is $2,500 for Directors and Officers Liability and $10,000 for Employment Practices Liability. The cost is $1,784, up from $902 the previous year.

Motion: To approve the contract for Directors and Officers Liability Insurance. Motion by Dan Herkes. 2nd by Julie Wilson. Roll call vote: Wilson – yes, Bergman – yes, Durrenberger – yes, Roth – yes, Herkes – yes. Motion carried.

Adopt Prevailing Wage Ordinance

Motion: To adopt Ordinance No. 2012-06-01 – Ordinance Adopting Prevailing Wage Rates. Motion by Bill Durrenberger. 2nd by Robert Bergman. Roll call vote: Wilson – yes, Bergman – yes, Durrenberger – yes, Roth – yes, Herkes – yes. Motion carried.

Review Ethics Ordinance

Carol Dolin presented a draft of the Ethics Ordinance from 2011 with current dates for board approval and adoption. Joan Roth said the Board President has always designated the Ethics Advisor, appointed the Ethics Commission, and been responsible for removing Ethics Commissioners, which has never been necessary. Carol will make these changes and present the ordinance for adoption at the July 26 meeting.

Review Closed Session Meeting Minutes

Motion: To release closed session minutes from June 2011 to present. Motion by Bill Durrenberger. 2nd by Julie Wilson. Roll call vote: Wilson – yes, Bergman – yes, Durrenberger – yes, Roth – yes, Herkes – yes. Motion carried.

Board Meeting Start Time

Motion: To change the start time of regular board meetings from 7:00 p.m. to 6:00 p.m. Motion by Julie Wilson. 2nd by Dan Herkes. Voice Vote. All Yes. Motion carried.

Review and Revise Bylaws

Carol Dolin presented a draft of proposed bylaws based on a template from the Webjunction trustee training file, the Trustee Facts File published by the Illinois Library Association and the Illinois State Library, and the Sugar Grove Public Library Bylaws, rev. 9-8-2011. The board reviewed, discussed, and tabled this item for the July meeting. Julie Wilson and Joan Roth will meet with Carol Dolin to discuss Articles IV, V, and VII.

Board Memberships in Professional Associations

The library does not pay staff professional association memberships and has very limited professional development funds. The library has received bills for a trustee personal membership. Carol Dolin questioned whether it should be paid.

Motion: Not to pay individual trustee memberships in professional associations. Motion by Julie Wilson. 2nd by Robert Bergman. Roll call vote: Wilson – yes, Bergman – yes, Durrenberger – yes, Roth – yes, Herkes – yes. Motion carried.

Approve Redesign of Server Room and Computer Equipment

Carol Dolin, Wayne Lindquist, and possibly one or more board members will meet with Sikich, Ken Wiesner, and maybe one or two other firms to discuss the issues and ways to address them. The objective is to maintain an appropriate level of equipment and bandwidth to support library operations in the most cost effective manner. Julie Wilson questioned whether Carol anticipated a cost in excess of $3,000 because Carol can authorize work up to that amount. Carol is not sure about the cost, but prefers board involvement in this decision.

Motion: To continue to research the redesign of the server room. Motion by Julie Wilson. 2nd by Robert Bergman. Roll call vote: Wilson – yes, Bergman – yes, Durrenberger – yes, Roth – yes, Herkes – yes. Motion carried.

Safe Deposit Box

Bill Durrenberger and Joan Roth did not meet at the bank as planned. This item is tabled.

Agenda Items for July 26, 2012 Board of Trustees Meeting

Ethics Ordinance; bylaws; server room and bandwidth; safe deposit box; annual report.

Motion: To adjourn. Motion by Bill Durrenberger. 2nd by Dan Herkes. Voice Vote: All – Yes. Motion carried

Meeting adjourned at 8:42 p.m.

Attachments:
Download this file (June 28,2012 Minutes.pdf)Minutes June 28, 2012 Board Meeting[ ]Director1565 Kb
 
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