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December 13, 2012 Board Meeting Minutes Print
Library Board

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.

 

Absent: None.

 

PUBLIC COMMENTS

None.

 

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.

 

CORRESPONDENCE

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.

 

LIBRARY REPORT

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.

 

OLD BUSINESS

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.

 

Server update

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.

 

Audit update

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.

 

Policy Review

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.

 

NEW BUSINESS

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.

 

Bank Accounts

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.

 

Executive Session

None.

 

Agenda Items for January 24, 2013 Board Meeting

Submit to Bill Durrenberger or Carol Dolin at least a week before the meeting.

 

 

ADJOURNMENT

Motion: To adjourn the Board Meeting at 7:49 p.m. Motion by Durrenberger. 2nd by Herkes. Voice Vote: all in favor. Motion carried.

.

Attachments:
Download this file (Minutes 12-13-12FINAL.pdf)December 13, 2012 Board Meeting Minutes[ ]Director168 Kb
 
January 24, 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 December 13, 2012 Board Meeting.

4.         Correspondence

5.         Review of Financial Reports

6.         Approval of the December 2012 Check Register – Action

7.         Library Report

8.         Board Representative Reports

9.         OLD BUSINESS

a.      Hours of Operation - Update

b.      Technology Planning – Update

c.       Book Nook Café – Update

d.      Policy Review – Circulation Policy

e.      Health Insurance - Update

f.        Bank Accounts - Update

g.      Trustee Julie Wilson vacancy

10.       NEW BUSINESS

a.      Staff Recognition

b.      Bond Refunding Opportunity

c.       Website improvements

d.      Trustee Candidates

e.      Staff / Trustee Training

f.        Executive session, if applicable

g.      Agenda Items for February 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 (Brd Mtg 01-24-13 Agenda.pdf)January 24, 2013 Board Meeting Agenda[ ]Director247 Kb
 
November 8, 2012 Board Meeting Minutes Print
Library Board

Sugar Grove Public Library Board of Trustees

Minutes of November 8, 2012 Board Meeting

 

President Joan Roth called the hearing to order at 6:04 p.m.

 

INTRODUCTION OF TRUSTEES AND OTHERS PRESENT

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

 

Absent: Anthony Oliver and Bob Bergman.

 

PUBLIC COMMENTS

None. Trustee Wilson read a statement of resignation from the Board due to personal reasons which prevent her from fulfillment of her duties as Trustee of the Library Board. She thanked the residents, board, and staff of the Library District for allowing her to serve on the library board and wished all the best for the library going forward. The resignation was effective immediately and Wilson departed.

 

APPROVAL OF THE SEPTEMBER 27, 2012 EXECUTIVE SESSION MINUTES, THE OCTOBER 25, 2012 PUBLIC HEARING AND OCTOBER 25, 2012 REGULAR BOARD MEETING MINUTES

Motion: To approve the minutes of the September 27, 2012 Executive Session. Motion by Bill Durrenberger. 2nd by Art Morrical. Roll Call Vote: Roth - yes, Durrenberger - yes, Herkes - yes, Morrical – yes. Motion carried.

 

Motion: To approve the minutes of the October 25, 2012 Public Hearing. Motion by Dan Herkes. 2nd by Art Morrical. Roll Call Vote: Roth - abstain, Durrenberger - yes, Herkes - abstain , Morrical – yes. Motion failed due to lack of majority of a quorum. Tabled until November 8, 2012 meeting.

 

Motion: To approve the minutes of the October 25, 2012 Regular Board Meeting. This motion also fails due to the lack of majority of a quorum. Tabled until November 8, 2012 meeting. 

 

CORRESPONDENCE

Dolin received an e-mail message from Jerry Elliott regarding the District’s authority to expend funds in July, August, and September, 2012 before the B&A Ordinance was adopted. Dolin responded with information from the library attorney, which referenced 75 ILCS 16/30-85(a), which authorized expenditures until the 4th Thursday of September, which was after the B&A Ordinance had been approved. Elliott thanked Dolin for this information and instructed her to advise the Board to submit the new rate made in the Levy request to direct referendum. The Board reiterated that the Levy request does not require a referendum and is a regular part of the budgeting process. The Board believes this has been explained sufficiently to Mr. Elliott. No further action is to be taken regarding this correspondence.

 

Randy Fletcher from CollegeStoreBuyback.com stopped in to inquire about the possibility of using the space in the café for a store front to sell used books. He said he and his partner have a storefront in Montgomery and are looking for an additional space in Sugar Grove. He said they have a warehouse and would manage any donations that would come in, possibly partner with Waubonsee to sell books required by the students, and pay the library rent if his partner thought the space would work out. Dolin said she would bring it to the Board for consideration. The Board said it is worth pursuing. Dolin will contact Fletcher to investigate further.

 

Joe Kryszak from the Elburn Lions Club asked if the Library would be interested in participating in a literacy project to help needy families in the area. Children would be identified through the social workers at the schools and the library’s involvement would suggest materials for purchase based on ages and interests of the children. No money would be required. Dolin will discuss this with the staff and provide assistance as possible.

 

REVIEW OF FINANCIAL REPORTS

Dolin prepared the Financial reports this month because the meeting was so early, there was not adequate time to have them prepared by the accountant.  Nearly all of the Property Tax revenue has been received. A small disbursement was received in October and one additional small disbursement is anticipated in November or December. The per capita grant of $16,163 was received. No replacement tax, Room rental, Café license or donations were received. Fines and fees of $970 were received in October. All expenditures are running on budget except Programming, which is overspent because some summer reading materials were ordered as they became available so they do not get sold out. Insurance other than Health/Life is paid in full for the year. Materials are somewhat under spent, but this will catch up as the new standing orders for children’s series, large print, music CDs, and movies get up and running.

 

Durrenberger asked about the Prairie Glen Subdivision payment. This is a homeowners association which maintains the grounds on a number of lots. Dolin sent the check but it was returned undeliverable. Durrenberger will call Jamie White, the attorney for the group, to see where the check should be sent.

 

APPROVAL OF OCTOBER 2012 CHECK REGISTER

ServiceMaster has been with the library for a few months now and they sent an inspector out to perform a white glove check. Ryan walked around with him and reported that the inspector found dust and recorded several areas that need improvement. It looks pretty good, but the inspection was very encouraging. We have been happy so far. The windows were also cleaned, so the building is looking very spiffy.

Motion: To approve the October 2012 check register. Motion by Durrenberger. 2nd by Morrical. Roll Call Vote: Roth - yes, Durrenberger - yes, Herkes - yes, Morrical – yes. Motion carried.

 

LIBRARY REPORT

Dolin reported on the library statistics for October. Circulation is up about 25% for the year and we are on pace to hit 100,000 circs for the year, which the staff reports has never happened. If we achieve this goal, then we would like to celebrate with an event of some sort. 448 children attended programs last month. October was on par with a summer reading program month. Reference questions seem to be down. We are not sure why and are looking into it.

We hope to post two part time positions for the circulation department and Alison will move to the children’s department and Judy will move to the adult department. This is in anticipation of trying to expand hours in January.

 

The cooling system is up and running in the server room. The new server and software are on their way, but in the meantime, server04 had a failure. We hope they hold out until we are ready to retire them! The five year 24-hour, 7-day, 4-hour response time pushed the total for the server.

 

We have 120 responses to the “Hours Survey”. Option 2 is running ahead of the pack. It is posted on the website, Facebook, Twitter, the Elburn Herald, the Krier, in Pat Graceffa’s newsletter, and in our electronic newsletter. We have gotten several paper surveys back. They are attached to the fall newsletter and we hope to get at least 200 back.

 

About 1500 early voters came through the library. We served popcorn one day, which was very well received by the public. The traffic through the library was terrific. The self check units are being well used. About 1300 items were checked out on them. One of the barriers seems to be people who wish to check out materials for longer than the regular check out period. We would like to look at the Circulation Rules to ensure that the same level of service is offered at the self-check as in person. We want to be available to offer reference and other assistance rather than chiefly transactional help.

 

Sarah Barbel provided a monthly report about the Children’s Department, which features some of the professional development programs she attended, collection development, programming, and other projects she is working on. The Reptile Program by Dave Dinaso was a big hit with over 120 people attending during the early voting. The library was packed with people! The Elburn Herald featured photos of the kids with the reptiles. The Tot Area is attracting lots of attention and positive comments by the community. It is inviting and features the activity wall, which was largely hidden by the shelving that was in that area before. Further plans are in the works for additional shifting around of the furniture. Sara’s Wish Lists for the donations include several areas of the collection that could use attention, some furnishings for the tot and grade school areas, and the Ellison die cut. Sarah will travel to Town and Country Library to use their die cut machine for the winter programs. The Board agrees this would be a good investment.

 

The payroll system is up and running and saves a lot of time for Dolin and Herkes.

 

BOARD REPRESENTATIVE REPORTS

See below.

 

OLD BUSINESS

Redesign of the Server Room

The air conditioning unit is installed and running. The server and software have been ordered. Server 01 will be migrated first to free up the new hard drives, which will end up in Server 04. Migration will go in order, Server 01, 02, then 04, which will become the “hot spare.” Roth asked what the next steps will be now that the Server issues have been addressed. Morrical is the Technology Representative. He will discuss with Herkes and Oliver and make recommendations to the full board. No Technology Committee will be formed at this time.

 

Book Nook Café Contract

Perry Clark contacted Dolin to ask if he, his wife, and his daughter could meet with Dolin and the Board. Dolin offered potential meeting dates, but has not heard from him since. Dolin will contact him again to get a status update. 

 

Hours of Operation Survey

See Library Report.

 

Wish List for Donors

Sarah Barbel requested $1500 for several areas of the children’s non-fiction, music, and themed kits collections. Sarah also requested some feature display units for new materials and soft seating to create inviting reading spaces. Christina Keasler requested $1500 for a teen gaming collection to draw the teens into the library. Merrill Poloian requested $1500 for targeted areas of the Adult non-fiction collection. Wish lists are available for potential donors at the public service desks.

 

Audit Update

Several recommendations were made by the auditors and are in progress. The audit is essentially done and MD&A discussion with Roth, Herkes, Dolin, and Angie Daniels from Weber and Associates will take place next week. An inventory of the collections and equipment are on the list of auditor’s recommendations. Morrical asked if a wish list could be created by the Board for activities that could be performed by volunteers. Dolin pointed out that volunteers sometimes have the best of intentions, but for more critical activities the library needs to find a way to budget for it. Wish items could be on a volunteer list, but if it is critical or highly desired by the Board, it may need to be put on a list of items that must be carved out of the budget.

 

NEW BUSINESS

2013 Library Trustee Vacancies and Terms

There will be four vacancies, with 2 six-year terms, 1 four-year term, and 1 two-year term that will be open as of April. There is also a vacancy now for a term that will end in April. Durrenberger suggested that an item be added to the December 13, 2012 Agenda calling for letters of application for Wilson’s position and appointment of a trustee to fill this vacancy at that meeting. The person would serve in this position and perhaps also run for an open position. Letters of application could be accepted until December 6, 2012.

Motion: To accept letters of application for Trustee Julie Wilson’s position on the Board until December 6, 2012 for consideration at the December 13, 2012 Board Meeting and for appointment of a new trustee at that meeting. Motion by Morrical. 2nd by Durrenberger. Voice vote. Motion carried.

 

Policy Review

Circulation policy to align more closely with the practice. Collection Development would help the staff with their new responsibilities. Roth requested that we look at the Personnel Policy. The policy manual will be updated with each policy on a separate page so it is easier to see when they’ve been reviewed and revised. We will try to have the next batch done for the next meeting. The gift policy was reviewed and no changes are recommended at this time.

 

Holiday in the Grove

Plans continue for the Holiday in the Grove, which will be held on Saturday, December 1. The library will be open from 9:00 am to 6:00 pm and will have programming and events for all ages throughout the day. It will be an all hands on deck day for the library staff. Herkes will host a table at the school. Morrical will be out of town. Durrenberger will not be available. Roth will be working at the school.

 

Book Store Proposal

See Correspondence.

 

Agenda Items for November 8, 2012 Board Meeting

Trustee Vacancy, Policy Review, Book Store Proposal.

 

 

Executive Session

Motion: To enter into executive session under Section 2.C.1 of the Open Meetings Act at 7:12 p.m. for the purposes of discussing the discipline, performance, evaluation or compensation of a specific employee. Motion by Durrenberger. 2nd by Roth. Roll call vote: Roth - yes, Durrenberger - yes, Herkes - yes, Morrical – yes. Motion carried.

Motion: To return to Open Session at 7:53 p.m. Motion by Durrenberger. 2nd by Herkes. Roll Call Vote: Roth - yes, Durrenberger - yes, Herkes - yes, Morrical – yes. Motion carried.

  

Director Review

 

Continuation of Regular Session after returning from Executive Session.

Motion: To provide the Library Director with a $500 per year increase effective immediately. Motion by Morrical. 2nd by Durrenberger. Roll Call Vote: Roth - yes, Durrenberger - yes, Herkes - yes, Morrical – yes. Motion carried. 

 

 

ADJOURNMENT

Motion: To adjourn the Board Meeting at 7:54 p.m. Motion by Herkes. 2nd by Morrical Roll Call Vote. Roth - yes, Durrenberger - yes, Herkes - yes, Morrical – yes. Motion carried.

 

 
October 25, 2012 Board Meeting Minutes Print
Library Board

Sugar Grove Public Library Board of Trustees

Minutes of October 25, 2012 Board Meeting

 

President pro tem Art Morrical called the hearing to order at 6:20 p.m.

 

INTRODUCTION OF TRUSTEES AND OTHERS PRESENT

Present: Art Morrical, President Pro Tem; Anthony Oliver, Trustee; Bill Durrenberger, Secretary; Julie Wilson, Trustee; and Carol Dolin, Library Director.

 

Absent: Joan Roth, Dan Herkes, and Bob Bergman.

 

PUBLIC COMMENTS

None.  President pro tem Art Morrical closed public comment.

 

APPROVAL OF THE SEPTEMBER 27, 2012 BOARD MEETING MINUTES

 Motion: To approve the minutes of the September 27, 2012 Regular Meeting. Motion by Anthony Oliver. 2nd by Bill Durrenberger. Roll Call Vote: Morrical – yes, Oliver – yes, Durrenberger – yes, Wilson – yes. Motion carried.

 

CORRESPONDENCE

The Library received letters of thanks for hosting events from State Representative Kay Hatcher and Police Chief Ronald A. Moser. Both complimented the library on the lovely accommodations. Library Attorney Roger Ritzman sent a memo with a Chicago Tribune article about the December 24 deadline for Library Trustee Candidate Petition Filing. Barring an amendment to the Election Code, Dolin will be at the library until 5:00 p.m. on December 24 to accept petitions.

 

REVIEW OF FINANCIAL REPORTS

Financial reports were provided by the accountant again this month. The September reports still have some inconsistencies in them because the final adjustments from the auditor were not made until October. Several budget lines are running ahead of or behind budget, which is due in part to expenditures that were recorded in the wrong categories. Dolin is working closely with the accountant to ensure corrections are made in the October financial reports. The format of the reports can also be adjusted if the Board wishes. Oliver said the percent spent column from the in-house generated reports is helpful and should be restored if possible. Dolin agrees and will check with the accountant to see if they can make that change.

 

APPROVAL OF SEPTEMBER CHECK REGISTER

Durrenberger asked if the the payment to American Tree and Turf is the last for the year. Dolin said there was at least one additional payment to finish out the current contract. The payment for the hard drive replacement will be refunded if the board approves the installation of a new server. The first payment was made to Greiter’s for the A/C unit for the server room. A property tax disbursement was received from Kane County. Most of the expected property tax revenue has been received.

Motion: To approve the September 2012 check register. Motion by Julie Wilson. 2nd by Anthony Oliver. Roll Call Vote: Morrical – yes, Oliver – yes, Durrenberger – yes, Wilson – yes. Motion carried.

 

LIBRARY REPORT

Dolin reported on the library statistics for September. The library added 53 new cardholders and checked out just over 7200 items. Database use, particularly of electronic books and audio books, language learning, and obituaries continues to grow. Freegal music downloads and the Shoutbomb text services went live in October. New materials are flowing in and being used heavily. Patrons comment favorably about these new items. The self check machines are now front and center and are being used much more, which frees staff to help patrons in the stacks, answering questions, and assisting with computers. They also have more time to order and prepare new materials, plan programs, etc. The Survey Monkey “Hours Survey” link is live and posted on the website, Facebook, and Twitter, and is also available in paper format. Two additional quotes are in for the electrical work for the A/C unit for the server room. This will be discussed later in the meeting. Art, Dan, Wayne, and Carol met to narrow the options for the server replacement. A report on that meeting follows. Outreach efforts include a Cub Scout tour of the library, staff visits to other libraries, meetings with teen volunteers, and with homeschoolers. Nearly all of the staff participated in training of various types during September and early October.

 

Plans continue for the Holiday in the Grove, which will be held on Saturday, December 1. The library will be open from 9:00 am to 6:00 pm and will have programming and events for all ages throughout the day. It will be an all hands on deck day for the library staff. Julie Wilson requested assistance from Board Members to represent the library in other locations during Holiday in the Grove.

 

BOARD REPRESENTATIVE REPORTS

See below.

 

OLD BUSINESS

Redesign of the Server Room

1.      Server Options

Art Morrical offered some background on the state of the library’s IT infrastructure. All of the library technology is aging and a technology plan is needed to address this problem. More immediately, the library’s main servers are failing and need to be replaced. Morrical, Dolin, Trustee Dan Herkes, and IT/Computer Lab Manager Wayne Lindquist met to explore options for the server replacement and determined the most cost effective approach would be to replace the three failing servers with a single unit that can manage three virtual servers. Lindquist outlined three options to do this, named 2.1, 2.2, and 2.3, which include the cost for the hardware, software, and a 5-year warranty. These options are expansions of Option 2 from the September 27, 2012 Board Meeting presentation. Lindquist is able to perform the work necessary for the replacement. Trustee Oliver asked if a single unit with three virtual servers is the best option to replace the three failing servers. The group discussed this and decided the advantages to purchasing one unit with three virtual servers include cost effectiveness given the budget constraints, heat reduction, fewer moving parts to fail, and simplification of the system. The board acknowledged the risk of relying on a single unit, which if it fails, could leave the library offline until it can be repaired. That can be addressed in part by purchasing a 4-hour response, 7-day per week service contract to minimize the potential down time. The existing Server 04 can be used as a cold spare to keep vital functions running should the main server go down. The ideal solution would be to purchase and install a second identical unit running a mirror image to take over should the first unit go down, but the cost to do so is prohibitive at this point. Steps have been taken to improve the environment in the server room, so the new equipment should have a longer life than the current equipment. Durrenberger asked for and received clarification that the group had been in agreement that this is the best approach and that the cost for the project is just under $9,000. He asked if this option would eliminate the ongoing server repair costs. Lindquist said no guarantee can be made that other equipment won’t fail, but the servers appear to be at the end of their life and replacing them would dramatically improve the library’s IT infrastructure. Morrical summarized the group’s position that the cost is less than was anticipated a month ago and states the group’s agreement that this is a good move. Durrenberger asked if Herkes had agreed with this assessment. Morrical said he had.

Motion: To accept Option 2.3 for the IBM server at a cost of $8673 with a possible shipping cost of up to $200 to be paid out of the Special Reserve Fund. Motion by Bill Durrenberger. 2nd by Julie Wilson. Roll Call Vote: Morrical – yes, Oliver – yes, Durrenberger – yes, Wilson – yes. Motion carried.

 

2.     Electrical Work for A/C

Three quotes were offered for the electrical work, Gatza Electric of Plano at a cost of $2,200, Platt Electric of Aurora at $2,250, and Gerald Long of Elburn at $1,720. Long is the lowest bid, provided three references for commercial work, and is certified to work on commercial projects in Sugar Grove.

Motion: To accept the lowest bid of $1,720 from Gerald Long Electric for electrical work related to the split ductless cooling only system for the server room. Motion by Anthony Oliver, 2nd by Julie Wilson. Roll Call Vote: Morrical – yes, Oliver – yes, Durrenberger – abstain, Wilson – yes. Motion carried with a majority of a quorum.

 

Book Nook Café Contract

Perry Clark visited the library and spoke to Merrill Poloian while both Dolin and Roth were out of town. He told Poloian he plans to open the café sometime in November. A signature is required on the final Book Nook contract. Art Morrical signed the contract in Joan Roth’s absence.

Motion: To accept the final contract with no additional changes with Perry Clark for the Book Nook Café.  Motion by Anthony Oliver. 2nd by Bill Durrenberger. Roll Call Vote: Morrical – yes, Oliver – yes, Durrenberger – yes, Wilson – yes. Motion carried.

 

 

 

Safe Deposit Box

Dolin went to the bank to return the key and close the safe deposit box, but was told one of the people listed on the box must be present to do this. Durrenberger will return the key and close the box.

 

Snow Removal Contract Update

Dolin checked references and met with Jeff Dady from A-1 Landscaping to finalize the details of the Snow Removal and Landscaping contracts. The contracts are for one year, renewable for the second and third years at the same rate. A-1 will provide annuals for potential volunteer projects at the contractor’s price and may be able to get additional plants at no cost. They will also monitor the supply and deliver salt as needed for the sidewalks at the contractor’s prices if the library requests it.

 

NEW BUSINESS

Levy Ordinance

Motion: To approve Ordinance 2012-10-01 - Levy Ordinance for the 2012-2013 Fiscal Year.  Motion by Anthony Oliver. 2nd by Bill Durrenberger. Roll Call Vote: Morrical – yes, Oliver – yes, Durrenberger – yes, Wilson – yes. Motion carried.

 

Calendar of 2013 Board Meetings

The Calendar in the Board packet included dates for 2012. Julie Wilson provided corrected 2013 dates for the fourth Thursday of each month except for November and December, which will be on the second Thursday.

Motion: To approve the Calendar of 2013 Board Meetings with the amended dates.  Motion by Julie Wilson. 2nd by Anthony Oliver. Roll Call Vote: Morrical – yes, Oliver – yes, Durrenberger – yes, Wilson – yes. Motion carried.

 

Technology Planning

The Board expressed interest in establishing a Technology committee or focus group with Board, Staff, and members of the public to discuss the Technology Plan. Per the Bylaws, Board President Joan Roth establishes committees. Morrical requested that Dolin distribute the Technology plan to all trustees and the decision about whether a formal committee is needed can be decided at the November 8 meeting.

 

Hours of Operation Survey

The library is exploring the possibility of extending library hours and will invite input from the community as it determines the best schedule to meet community needs. The language of the survey is included in the packet. The survey is available in hard copy and online via a link to Survey Monkey. This survey will run through December 1 to allow time to get the news out about new hours beginning in January

 

The previous public opinion survey was more comprehensive and requested information about more general library services. The current survey will be added to data from that survey when the decisions are made regarding the schedule and potential changes in library services.

 

Wish List for Donor Gifts

A couple of proposals have been prepared by the staff for items that could be purchased with donated funds. Dolin has set November 1 as the deadline for staff to get wish list items in for consideration. A full list will be ready for the November 8 meeting. Julie Wilson asked that the staff prepare a display similar to the one that was done last year so donors can sponsor books to add to the library’s collections. Dolin will discuss this with the staff and report back at the November 8 meeting.

 

Audit

The audit is completed and the MD&A discussion will happen when Roth returns from vacation. Dolin anticipates the final report to be delivered sometime in November.

 

Executive Session

None.

 

Agenda Items for November 8, 2012 Board Meeting

 Minutes of the Executive Session from September 27, 2012, Technology Committee, and Board Vacancies for the Spring Elections.

 

ADJOURNMENT

Motion: To adjourn the Board Meeting at 7:38 p.m. Motion by Anthony Oliver. 2nd by Bill Durrenberger. Voice Vote. Motion carried.

Attachments:
Download this file (October 25, 2012 Minutes of Public Hearing Levy OrdinanceFINAL.doc)October 25, 2012 Board Meeting Minutes[ ]Director34 Kb
Download this file (October 25, 2012 Minutes.pdf)October 25, 2012 Minutes.pdf[ ]Wayne52 Kb
 
October 25, 2012 Public Hearing Minutes Print
Library Board

Sugar Grove Public Library Board of Trustees

Minutes of October 25, 2012 Public Hearing

  

President pro tem Art Morrical called the hearing to order at 6:00 p.m.

 

Introduction of Trustees and Others Present:

Art Morrical, President Pro Tem; Anthony Oliver, Trustee; Bill Durrenberger, Secretary; Julie Wilson, Trustee; and Carol Dolin, Library Director.

 

Absent: Joan Roth, President; Dan Herkes, Treasurer; Bob Bergman, Trustee.

 

Members of the Public Signing to Speak: Shari Baum, Jerry Elliott.

 

Purpose of the Public Hearing – Statutory Requirements

The purpose of the Public Hearing is to present the Levy 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. Dolin clarified that the Library is not making a special request for additional funding, but is following the normal levy process required for any taxing body. The Library decreased the levy request this year and has decreased it every year since 2009. Tax caps will restrict the Library’s ability to collect the full levy request. The levy request reflects the budget required to staff the library and purchase materials so the public can use the facility it has built. The library would not collect any taxes if it did not go through the levy process. Dolin also provided a chart with the District Equalized Assessed Values (EAV), Corporate Tax Levy, Bond and Interest Tax Levy, and Total Tax Levy numbers and rates from 2009 to 2012.

 

Public Comments:

Shari Baum registered an objection to the proposed tax levy increase.

 

Jerry Elliott read the following statement:

“I come before this Library Board today to register my objection the proposed $1,300,000 taxation to district taxpayers described in your Budget and Appropriations Ordinance 2012-08-01 as submitted to Kane County. Your proposal is approximately $146,000 or 12.7% increase over last year’s tax appropriation to the Sugar Grove Library.

 

I also want to reintroduce you to existing legislation and court opinion of taxpayer protections relative to your actions of excessive increases to my taxation.

As you may recall, my letter of January 27, 2012 to the Sugar Grove Library Board pertaining to Property Tax Extension Limitation Law (PTELL) (35 ILCS200/18-190) and Section 28-2 of the Election Code. This, in my words, describes the ‘Blackbox” tax increase notification to tax payers and sets in motion the “Backdoor Referendum” process obligating the taxpayers to gather (10% of taxbody) opposition signatures within 15 days of taxation enactment. This letter also points to Illinois legislation requiring “Direct (voter ballot) Referendum Approval” by tax payers to impose new taxation rates above the PTELL 5% ceiling. This is reinforced, in favor of taxpayers, by Illinois Supreme Court opinion in case of ACME Markets, Inc. v. Callanan, No. 106198 (Oct. 29, 2009).

In view of this law and court opinion, I would assume this library board will be introducing this proposed tax increase as a balloted voter referendum for public approval or reduce the proposed tax increase to 3.42% as targeted by Kane County.

 

I will expect a formal Sugar Grove Library Board decision communicated to me in written form.

 

Sincerely,

 

Jerry Elliott

39W686 Prairie Street

Aurora, Illinois 60506”

 

Elliott also requested to read a statement from Steve Eckert. Library Policy requires a person to be present at the meeting to offer public comment. Dolin accepted a copy of the written comment to be entered into the public record. This document is available at the library for public viewing.

 

No further public comments were offered.

 

President pro tem Morrical closed public comment.

 

Board Comments:

Morrical clarified the library is not pursuing a referendum of any kind at this point, including backdoor referendum. Dolin stated again that the library’s levy request is significantly reduced from last year and has declined every year since 2009. The 2012 levy request is more than 1/3 less that of 2009 and is subject to the PTELL limits so we anticipate collecting no more than a 3% increase and perhaps less depending on what happens with the final EAV. When questioned about why they wrote the levy as it is if the library anticipated collecting so much less, Dolin responded that the levy is built on the budget and appropriation. When writing the budget and appropriation, the Board considered that the community built a beautiful library facility, but the budgetary restrictions limit the hours the library can be open. The levy is based on a budget required to purchase library materials to build appropriate collections and keep the library open so it can be used. The board also considered what the library would do should it receive a windfall and built the budget with that in mind. Morrical reiterated that the library is not seeking a referendum for a rate increase at this time. Anthony Oliver acknowledged that the Board explaining the library’s situation might be helpful.

 

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 6:19 p.m. Motion by Bill Durrenberger. 2nd by Anthony Oliver. Voice vote. Motion carried.

 
December 13, 2012 Board Meeting Agenda Print
Library Board

Agenda

Regular Meeting of the Board of Trustees

Sugar Grove Public Library District

Thursday, December 13, 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 October 25, 2012 Public Hearing, October 25, 2012 Board Meeting, November 8, 2012 Board Meeting, and November 8, 2012 Executive Session.

4.         Correspondence

5.         Review of Financial Reports

6.         Approval of the November 2012 Check Register – Action

7.         Library Report

8.         Board Representative Reports

9.         OLD BUSINESS

a.      Hours of Operation Survey – Action

b.      Server – Update

c.       Audit – Update

d.      Holiday in the Grove – Update

e.      Technology Planning – Update

f.        Book Nook Café – Update

g.      Book Store proposal - Update

h.      Policy Review

10.       NEW BUSINESS

a.      Trustee Julie Wilson vacancy – review of letters of application & appointment of new trustee

b.      Health Insurance Renewal Rate

c.       Bank Accounts

d.      Executive session, if applicable

e.      Agenda Items for January 24, 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 12-13-12.doc)December 13, 2012 Board Meeting Agenda[ ]Director29 Kb
Download this file (Agenda 12-13-12.pdf)Agenda 12-13-12.pdf[ ]Wayne252 Kb
 
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
 
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