|May 23, 2013 Board Meeting Minutes|
President Pro Tem Dan Herkes called the meeting to order at 6:07 p.m.
INTRODUCTION OF TRUSTEES AND OTHERS PRESENT
Present: Anthony Oliver, Trustee; Ed DeBartolo, Trustee elect; Bill Durrenberger, Secretary; Carol Dolin, Director; Robert Bergman, Trustee; Dan Herkes, Treasurer; Louise Coffman, Trustee elect.
Absent: Art Morrical.
SWEARING IN OF NEW BOARD MEMBERS
Notary Merrill Poloian swore in Board Secretary Bill Durrenberger. Durrenberger then swore in Louise Coffman, Ed DeBartolo, Anthony Oliver, Robert Bergman, and Daniel Herkes.
Art Morrical will be sworn in at a later date.
ELECTION OF OFFICERS
President: Bill Durrenberger nominated Dan Herkes for President. Anthony Oliver seconded the nomination. Roll Call Vote: Coffman – yes, Herkes – abstain, Bergman – yes, Durrenberger – yes, DeBartolo – yes, Oliver – yes. Election carried.
Vice President: Bill Durrenberger nominated Anthony Oliver for Vice President. Ed DeBartolo seconded. Roll Call Vote: Coffman – yes, Herkes – yes, Bergman – yes, Durrenberger – yes, DeBartolo – yes, Oliver – yes. Election carried.
Secretary: Bill Durrenberger nominated Ed DeBartolo. Anthony Oliver seconded. Roll Call Vote: Coffman – yes, Herkes – yes, Bergman – yes, Durrenberger – yes, DeBartolo – yes, Oliver – yes. Election carried.
Treasurer: Dan Herkes nominated Louise Coffman for Treasurer. Bill Durrenberger seconded. Roll Call Vote: Coffman – abstain, Herkes – yes, Bergman – yes, Durrenberger – yes, DeBartolo – yes, Oliver – yes. Election carried.
John Guddendorf congratulated the new trustees on their election.
APPROVAL OF THE MINUTES OF APRIL 25, 2013 REGULAR BOARD MEETING AND APRIL 25, 2013 EXECUTIVE BOARD MINUTES.
Motion: To approve the minutes of the April 25, 2013 Regular Board Meeting. Motion by Anthony Oliver. Second by Dan Herkes. Roll Call Vote: Coffman – yes, Herkes – yes, Bergman – abstain, Durrenberger – yes, DeBartolo – yes, Oliver – yes. Motion carried.
Motion: To approve the minutes of the April 25, 2013 Executive Board Meeting. Motion by Bill Durrenberger. Second by Anthony Oliver. Roll Call Vote: Coffman – abstain, Herkes – yes, Bergman – yes, Durrenberger – yes, DeBartolo – yes, Oliver – yes. Motion carried.
Dolin reported that the Library won a $5,000 Back to Books Grant for non-fiction materials in children’s and teens’ collections. The funds may or may not arrive before the end of the fiscal year. Any Board members who have not filed an Economic Interest Statement must do so within 90 days.
REVIEW OF FINANCIAL REPORTS
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; April 2013 Check Register; and Trial Balance for April 2013. At 83.3% of the way through the fiscal year, total revenues are at 100.72% and total expenditures are 84.44% spent. Automation continues to run ahead of budget due to the Baum Sign repairs. This is offset by miscellaneous revenues due to the insurance payment that covered the bulk of the repairs. March had three payrolls so payroll continues to be slightly ahead of budget. Materials have been ordered and will be paid with of the approved Reserve Funds.
APPROVAL OF APRIL 2013 CHECK REGISTER
Motion: To approve the April 2013 check register. Motion by Durrenberger. Second by Oliver. Roll Call Vote: Coffman – yes, Herkes – yes, Bergman – yes, Durrenberger – yes, DeBartolo – yes, Oliver – yes. Motion carried.
The Board Packet included written reports with statistics from Dolin, Assistant Director Merrill Poloian, and Kids Library Manager Sarah Barbel. Circulation is up 39% over the previous April. We’ve seen a dramatic increase in reference questions answered, and program attendance of 200 people, chiefly due to children’s programming. Library staff visited all classes at John Shields and McDole schools and the Chesterbrook Academy to promote Dig Into Reading!, the summer reading program, which begin on June 8. Barbel and Teen Librarian Christina Keasler Reached out to District 129 and Kaneland Harter Middle School, but this was not an optimal time to present there. Required and suggested summer reading lists will be on the library website and in the departments to assist students. Website improvements continue. JavaPlus took possession of the Café on May 1. Dig Into Reading! the Summer Reading Program for children, teens, and adults begins on June 8. Plans continue for the 50th Anniversary celebration on July 21. The Library will sponsor golf cart shuttles between the Corn Boil and remote parking, including the Library. The light bulbs need replacing throughout the building. Herkes and Dolin will investigate and report next month.
BOARD REPRESENTATIVE REPORTS
Oliver reported on the status of the counter. Cutting the counter top will generate stone dust. The contractor will mask the area.
JavaPlus Presentation -Mike Morkert reported on progress toward opening the café. The space is ready to go, employees have been hired, and the soft opening has been successful so far. He received 75 responses to a survey of the community. Pepsi will provide a beverage machine, which is more energy efficient than the Grab n Go. June 4 will be the official opening date. The search continues for an appropriate cappuccino machine.
Trustee Training Opportunities
Oliver will attend a training session at the ALA Annual Conference. Coffman indicated interest in trustee training at ALA and through Dominican. Dolin will register them with the library credit card. All Trustees must complete Open Meetings Act training. The Environmental Scan Discussion must be completed before the August Meeting.
Operating Budget 2013-14 Discussion
Dolin presented a proposed Draft Internal Operating Budget for FY 2013-14.
50th Anniversary Celebration
AC Rock will perform at the Library on Sunday, July 21. We are still working on a program with the historical society and food for the event.
Dolin, Poloian, and Judy Flaherty will represent the staff and Herkes, DeBartolo, Oliver, and Coffman, Chair of the Parking and Shuttle Committee, will represent the Board. Staff and Trustees will drive the golf carts and oversee parking for the Corn Boil. The golf carts will have Library signs on them.
Other Events – Trustees Out and About
There was discussion of the Holiday in the Grove’s Craft Show and the Big Rock Halloween event.
Agenda Items for June 27, 2013 Board Meeting
Environmental Scan, Shut-in/Homebound Service.
Motion: To adjourn the Board Meeting at 7:49 p.m. Motion by Durrenberger. Second by Coffman. Voice Vote: All – yes. Motion carried.