|July 25, 2013 Board Meeting Minutes|
President Dan Herkes called the meeting to order at 6:02 p.m.
INTRODUCTION OF TRUSTEES AND OTHERS PRESENT
Present: Dan Herkes, President; Art Morrical, Trustee; Robert Bergman, Trustee; Carol Dolin, Director; Louise Coffman, Treasurer; Bill Durrenberger, Trustee.
Absent: Anthony Oliver, Vice President; Ed DeBartolo, Secretary.
PLEDGE OF ALLEGIANCE
ADOPTION OF THE AGENDA
Motion: To adopt the July 25, 2013 Regular Board Meeting Agenda as proposed. Motion by Durrenberger. Second by Herkes. Coffman requested that items 7, 8, 12b and 12e be moved to the beginning of the agenda. Motion was amended to revise the agenda as requested. Roll Call Vote: Morrical – yes, Bergman – yes, Herkes – yes, Coffman – yes, and Durrenberger - yes.
REVIEW OF FINANCIAL REPORTS
Treasurer Coffman reported on the financial reports for the year-ended June 2013. Expenditures ended the year at 1% over, which reflected Revenues that also ended the year at 1% over.
APPROVAL OF MAY 2013 AND JUNE 2013 CHECK REGISTERS
Dolin reported on the check register report, which was in numerical order this month rather than being a list of June 2013 checks.
Discussion: Both lists are in numerical order but list expenses for April, May, and June. Previous check register parameters were for expenses paid for that month, not a consecutive list of checks. Check register reports will now be consecutive and begin with the next check number after the last of the previous month.
Motion: To approve the May 2013 and June 2013 check registers. Motion by Herkes. Second by Durrenberger.
Roll Call Vote: Morrical – yes, Bergman – yes, Herkes – yes, Coffman – yes, and Durrenberger - yes.
REVISE THE PURCHASING POLICY
The Petty Cash Fund is $250, not $200 as is stated in the draft of the Purchasing Policy. Dolin will revise this.
Motion: To adopt the revised Purchasing Policy with the revision to Petty Cash of $250. Motion by Herkes. Second by Coffman. Roll Call Vote: Morrical – yes, Bergman – yes, Herkes – yes, Coffman – yes, and Durrenberger - yes.
TENTATIVE FY 2013-2014 BUDGET &APPROPRIATIONS ORDINANCE
The Board discussed different limiting rates in developing the B&A Ordinance, which could become the basis for a referendum to increase the limiting rate. Discussion focused on the perceived community support for additional funding to expand hours, continue building a current collection of physical and electronic materials, maintain technology, and build adequate reserves for major repairs to the facility and grounds. The Board intends to refinance the debt when the bonds are callable in 2015. Passing a rate increase for the operating budget could place the library in a better position for a lower interest rate, which would partially offset the increase.
Motion: To adopt a corporate rate of 0.206116 for the Tentative FY 2013-2014 Budget and Appropriations Ordinance. Motion by Herkes. Second by Durrenberger. Roll Call Vote: Morrical – yes, Bergman – yes, Herkes – yes, Coffman – yes, and Durrenberger - yes.
Coffman departed at 6:55 p.m.
APPROVAL OF THE MINUTES OF JUNE 27, 2013 REGULAR BOARD MEETING AND THE JULY 16, 2013 SPECIAL BOARD MEETING
Durrenberger proposed striking the NOTE TO CAROL on page 4 of 5 in the June 27, 2013 Regular Board Meeting minutes.
Motion: To approve the minutes of the June 27, 2013 Regular Board Meeting as amended. Motion by Morrical. Second by Herkes. Roll Call Vote: Herkes – yes, Morrical – yes, Bergman – yes, and Durrenberger - yes.
No written correspondence. Dolin spoke with the auditor, attorney, and Steve Larson from Ehlers and Associates about the B&A Ordinance, the Referendum, financial advising, and bond refunding.
Dolin prepared a written report with year-end statistics, charts, and graphs for the Board Packet.
Overdrive’s Digital Bookmobile was at the Library on Tuesday, July 23 and had 60-70 visitors and more people are downloading books and audiobooks. Freegal music download service is heavily used. The 50th Anniversary Celebration drew a small but enthusiastic crowd. Wayne is working on two projects, one to simplify the technology in the meeting rooms and the other with Mediacom and AT&T to reduce the cost of telecommunications. Staff reviews were completed in June and increases took effect in July. Assistant Director Merrill Poloian continues to recruit and train volunteers, which enables us to keep up with the increasing circulation. Dolin is working with Aurora University and Kaneland High School to get tutors in the library several nights during the week starting in the fall.
BOARD REPRESENTATIVE REPORTS
Review Environmental Scan
Dolin reviewed the amended mission and the minutes of the July 16, 2013 Special Board Meeting. The Tentative FY 2013-2014 B&A Ordinance was an extension of this process.
Open Meetings Act Training
DeBartolo still needs to complete the training.
50th Anniversary Celebration
See Library Report.
Resolution to revise insurance budget line of FY 2012-2013 B&A Ordinance.
The overall insurance line was not overspent. Per the auditor, revision of the B&A Ordinance is not required.
Revise Purchasing Policy
Dolin made the amendments to the Bylaws as recommended at the June 27, 2013 Regular Board Meeting.
Motion: To approve the Bylaws as amended. Motion by Herkes. Second by Durrenberger. Roll Call Vote: Herkes – yes, Morrical – yes, Bergman – yes, and Durrenberger - yes.
Appoint Board Representatives
Herkes appointed the Board Representatives as follows:
Budget and Finance: Louise Coffman
Building: Anthony Oliver
Grounds: Louise Coffman
Bylaws: Dan Herkes
Long Range Planning: Bill Durrenberger
Personnel: Art Morrical
Policy: Robert Bergman
Technology: Art Morrical
Tentative FY 2013-2014 B&A Ordinance
Motion: To enter into Executive Session under Section 2C1 of the Open Meetings Act to discuss the appointment, employment, compensation, disciplinary actions, or dismissal of a specific employee at 7:40 p.m. Motion by Herkes. Second by Durrenberger. Roll Call Vote: Herkes – yes, Morrical – yes, Bergman – yes, and Durrenberger - yes.
Motion: To enter Open Session at 7:46 p.m. Motion by Durrenberger. Second by Herkes. Roll Call Vote: Herkes – yes, Morrical – yes, Bergman – yes, and Durrenberger - yes. Motion passes.
Agenda Items for August 22, 2013 Board Meeting
B&A Ordinance, Outstanding Liabilities and Bonds, Certified Estimate of Revenues, Sworn Statement of all Receipts and Expenditures, Secretary’s Audit.
Motion: To adjourn the Board Meeting at 7:48 p.m. Motion by Herkes. Second Durrenberger. Voice Vote: All – yes. Motion carried.