|September 26, 2013 Board Meeting Minutes|
Call to Order and Roll Call
Board President Dan Herkes called the meeting to order at 6:00pm.
Present: Dan Herkes, President; Anthony Oliver, Vice President; Louise Coffman, Treasurer; and Bill Durrenberger.
Pledge of Allegiance
Adoption of the Agenda
Motion: To adopt the agenda as presented. Motion by Herkes. Second by Coffman. Roll call vote: Herkes – yes, Oliver - yes, Coffman – yes, Durrenberger – yes. Motion carried.
Approval of the Minutes of August 22, 2013 Board Meeting
Motion: To approve the minutes of August 22, 2013 Board Meeting. Motion by Oliver. Second by Herkes. Roll call vote: Herkes – yes, Oliver – yes, Coffman – yes, Durrenberger – yes. Motion carried.
Dolin reviewed correspondence on pages 4-19 of the Board Packet.
Review of Financial Reports
Coffman reviewed financial reports for July and August as prepared by Dolin. The transition to QuickBooks and new financial reports is well underway. The auditors made end of year adjustments and all funds are in balance. The library expended small fund balances in the Audit, Risk Management, and Social Security special revenue lines and ended fiscal year 2012-13 on budget. The materials lines are running ahead of budget for FY 2013-14, due in part to orders of backfill item placed before June 30, but arrived after July 1. The OCLC membership, several database expenditures, and first quarter MAGIC fees were paid in July and August. Three payrolls were paid in August, but several vacant planned positions caused the salary line to be under budget. The 2013-14 programming budget is completely spent due to the 50th Anniversary Celebration and record participation in the Summer Reading Program. We did not receive as many contributions in support of summer reading this summer. Contributions to the Friends of the Library paid for several projects on the Library grounds, including fertilizer and plants for the beds near the monument sign and in front of the library. Additional work is planned near the flag and in the raised beds.
Approval of the August 2013 Check Register
Motion: To approve the August 2013 Check Register. Motion by Coffman. Second by Herkes. Roll call vote: Herkes – yes, Oliver – yes, Coffman – yes, Durrenberger – yes. Motion carried
Dolin reviewed the report included in the packet. Circulation is up 22.1 percent over the same period a year ago with print books comprising 64.8% of overall circulation. Library card registration continues to rise with 115 new library cards issued in August. About 52.7 percent of district residents now hold library cards. Sunday hourly traffic surpasses that of any other day of the week. Many scout troops have booked rooms in the library for their meetings this fall.
Meeting and study rooms are used heavily almost all the hours the library is open. New computers were installed in the meeting rooms, which should simplify connections to media for presentations and movies. The fieldwork for the annual financial audit was completed in three days and the final report will be ready by the end of October or early November.
Board Representative Reports
Budget and Finance – see above.
Building – Herkes will install coat racks in the Storytime Room and Children’s area before the cold weather begins. Investigations continue into bulbs for relamping and repairs to the smash bars on several doors in the Library. Oliver will have an engineer look at the pillar in the front of the building.
Grounds – Fertilizer was added to several beds after we received results of the soil testing. No additional compost is needed. Coffman and Pat Graceffa of the Sugar Grove Library Friends led a group of volunteers who planted donated plant materials. They also arranged for wrestlers from Kaneland High School to spread mulch. The Village has mulch available at no cost, which will be delivered in mid-October. Coffman also secured additional top soil for the raised beds on the south west side of the building.
Bylaws – none
Long Range Planning – none.
Personnel – Jennifer Stasinopoulos accepted our offer for the Member Access Services Manager position and will start on September 30. Michelle Drawz is scheduled to return from leave on October 7.
Policy – .
Technology – none.
Special (Community Relations) – none.
Motion: To remove the Adoption of Agenda from Article VI. Motion by Coffman. Second by Herkes. Roll call vote: Roll call vote: Herkes – yes, Oliver – no, Coffman – yes, Durrenberger – yes. Motion carried.
Resolution to determine Estimate of Funds Needed
Motion: To adopt the Resolution to Determine Estimate of Funds Needed as presented. Motion by Herkes. Second by Oliver. Roll Call Vote: Herkes – yes, Oliver – yes, Coffman – yes, Durrenberger – yes. Motion carried.
Set date for Truth in Taxatation Act (TITA) Hearing
Motion: To set the date and time of the TITA Hearing for 5:45pm on October 24, 2013. Motion by Durrenberger. Second by Herkes.
Discussion: Dolin suggested starting the Hearing at the normal time for the meeting. Trustees concurred.
Motion: To amend the motion to set the date and time of the TITA for 6:00pm on October 24, 2013. Motion by Durrenberger. Second by Herkes. Roll call vote: Herkes – yes, Oliver – yes, Coffman – yes, Durrenberger – yes. Motion carried.
Display / Public Posting Policy
The Board considered the Library’s Display Policy and four examples of similar policies from other libraries. The current policy requires Director Approval for all postings. Dolin prefers clear guidelines so staff can make these decisions within a framework approved by the Board and her. Dolin will bring a draft of a display policy to the next Board Meeting with the following guidelines: 1) No commercial, 2) Time limit, 3) Size limit, 4) Approved Content, and 5) Location within the Library.
Employee Health Insurance
The Library’s current medical insurance plans do not meet the requirements of the Affordable Care Act (ACA) and budgetary constraints do not allow for necessary changes to meet the standards. The Board considered several possible strategies to address the issue with no resolution. More research is needed and the item was tabled until the October 24 meeting.
Executive Session – none.
Agenda items for October 24 Board Meeting
· Financial Policy to establish level of funds needed in the General Fund
· Posting Policy
· Health Insurance
· Referendum Question
Motion: To adjourn the meeting at 8:13pm. Motion by Herkes. Second by Durrenberger. Voice vote. Motion carried.