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March 28, 2013 Board Meeting Minutes Print
Library Board

Sugar Grove Public Library Board of Trustees

Minutes of March 28, 2013 Board Meeting


President Joan Roth called the meeting to order at 6:02 p.m.



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


Absent: Anthony Oliver.






Motion: To approve the minutes of the February 28, 2013 Regular Board Meeting. Motion by Morrical. Second by Bergman. Roll Call Vote: Morrical - yes, Bergman – yes, Durrenberger - yes, Herkes – yes, Roth - yes. Motion carried.

Motion: To approve the minutes of the March 7, 2013 Special Board Meeting. Motion by Herkes. Second by Bergman. Roll Call Vote: Morrical - yes, Bergman – yes, Durrenberger - yes, Herkes – yes, Roth - yes. Motion carried.



Dolin reported on the 2012 Tax Computation Report, which estimates the library’s property tax revenues for the 2013-2014 fiscal year. The corporate fund revenues will decline by about $400 due to the property tax caps. Our Budget and Appropriation Ordinance increased the Audit, Liability Insurance, and Social Security lines, so the property tax revenues available to operate the library will increase from $533,095.15 to $559,133.52. As has happened each of the past five years, the Bond and Interest revenues will increase more than our requested amount to $639,312.05. The 2013 Per Capita Grant is expected to be $16,196.79, which is about $30 more than the 2012 grant.



Treasurer, Dan Herkes reviewed the financial reports including the Balance Sheet; Statement of Revenues, Expenditures, and Changes in Fund; Schedule of Revenue and Expenditures Budget vs. Actual; February 2013 Check Register; and Trial Balance for February 2013. At two thirds of the way through the fiscal year, total revenues are at 100.22%% and total expenditures are 68.93% spent. Room Rentals are up since we’ve been open on Saturday and Sunday afternoons.


Anthony Oliver arrived at 6:08 p.m. during the review of financial reports. 



Motion: To approve the February 2013 check register. Motion by Oliver. Second by Bergman. Roll Call Vote: Morrical - yes, Bergman – yes, Oliver – yes, Durrenberger - yes, Herkes – yes, Roth - yes. Motion carried.



Dolin provided a written report to the Board, which covered library and materials use statistics, building and grounds, technology, community outreach, and staffing. Circulation and Library Card registration are on the rise. Books, movies, music, audiobooks, and magazine checkout are all up. Downloadable content use is also up, but not nearly as much as the physical materials. Reference questions were up by 50% last month, probably due more to the concerted effort to record the transactions than actual activity. We rely on staff to record their questions on manual statistics sheets, which is difficult when we are busy. Patron visits per hour are highest on Tuesday, Saturday, and Sunday. We have programs on Tuesdays and some Saturdays, but not on Sundays. Visits per hour increased from 15 per hour in January to 18 per hour in February, and 23 per hour in March. All public and staff computers have been upgraded and are fully backed up locally and in the cloud. Wayne established a staff wireless network and is improving the web site. Merrill is working hard on promoting the library services and also is learning about the website and regularly viewing webinars on collection development. Sarah, Alison, and Christina have been out in the schools talking about books and programs. They also attended or viewed several training sessions and webinars on children’s and teen’s services and collections. Mary is working diligently to automate as much of her workflow as possible, while also preparing for the overhaul in cataloging practices. Michelle attended a LACONI meeting at the Oak Park Public Library and got some ideas to improve service in circulation.



Oliver reported on the progress on the Circulation Desk. They are still waiting for a report from the carpenter.



Book Nook Café - Action

The Morkerts and Roth executed the contract to operate the Book Nook. They are surveying the public to see what people want to eat and when to be open. Mike Morkert has been at the library several times to observe the traffic, gather ideas, and to prepare the space. The news has gotten out in the newspapers, on Facebook and on the website. Oliver asked about the Morkerts appearing at a board meeting, and Dolin agreed to invite them to a future meeting.


Intergovernmental Agreement

Dolin sent the agreement to the library’s attorney but has not heard back from him. Tom Rowe suggested that it be tabled until after the election. The Board agreed.


Operating Budget Discussion

This discussion pertains to the 2012-2013 Operating Budget of $569,988 and not the Budget and Appropriations Ordinance of $1.7 million, which was never received by the library.

Herkes presented a document prepared by himself, Dolin, and the staff outlining the reasoning for increasing the budget lines for materials. He presented three options: 1. Use a one-time opportunity to spend $10,000 of Special Reserves on the collection; 2. Reallocate $7,500 from other budget lines in the 2012-13 operating budget; 3. Stop spending on materials for the remainder of the 2012-13 fiscal year and put any remaining funds at the end of the year into the Special Reserves. The Board considered usage statistics, positive feedback from the public regarding the recent collection improvement, and the impact on the overall budget and long-term reserves. Oliver expressed concern about spending reserves on materials. His preference is to maintain a reserve for the building. Morrical said there was a plan to purchase materials when the building was built, but that was never done. He also said his understanding was that impact fees should be deposited in the Special Reserve. Dolin will verify that. Upon Durrenberger’s inquiry, it was clarified that there is about $68,000 in the Special Reserve, all of which could be spent on the collections until 2014, and $85,000 in the Snow Street fund, which is unrestricted and can be used for anything. Option 1 would use $10,000, or 7% of the $153,000 to build the collection. These funds would bolster the collection of reference materials and start to fill some of the more obvious holes that developed over the past several years. Option 2 shifts $7500 from Custodial to Materials continue to purchase current, popular titles in print and media to continue building the collection as we have since July. Option 2 also shifts $3,000 from Custodial to Programming and $7,000 from Legal and General Liability to Personnel.

Motion: To adopt Option 1 to use $10,000 from the Special Reserve for materials and Option 2 to shift funds from Custodial, Legal, and General Liability to Materials, Programming, and Personnel. Motion by Durrenberger. Second by Herkes. Roll Call Vote: Morrical - yes, Bergman – yes, Oliver – no, Durrenberger - yes, Herkes – yes, Roth - yes. Motion carries.



Summer Programming

The Summer Reading Program theme is Dig into Reading and planning is well underway. Pat Graceffa suggested that the library do a 50th Anniversary Fund Raiser. A celebration in mid-July could feature Dig into History, which would be a nice theme.


Executive Session



Agenda Items for April 25, 2013 Board Meeting

Items for the April 25, 2013 meeting, 1.Presentation by JavaPlus, 2. Director’s evaluation. Submit additional agenda items to Bill Durrenberger or Carol Dolin at least a week before the next meeting.



Motion: To adjourn the Board Meeting at 7:11 p.m. Motion by Oliver. Second by Bergman. Voice Vote: all in favor. Motion carried.

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