Online Resources

Downloadable Content

Research Central

Library Board
August 28, 2014 Public Meeting Agenda Print
Library Board

AGENDA FOR PUBLIC HEARING

TENTATIVE BUDGET AND APPROPRIATION ORDINANCE

BOARD OF LIBRARY TRUSTEES OF THE

SUGAR GROVE PUBLIC LIBRARY DISTRICT

125 S MUNICIPAL DRIVE

THURSDAY, AUGUST 28, 2014

6:00 P.M.

  1. Call to Order/Roll Call

  2. Purpose of Public Hearing – Statutory Requirements

  3. Public Comments

  4. Board Comments

  5. Adjourn Public Hearing

*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 related to Library business only.

    Adopted 3/10/2011

Attachments:
Download this file (Agenda public hearing9-24-13.pdf)August 28, 2014 Public Hearing Agenda[ ]Director195 Kb
 
August 28, 2014 Board Meeting Agenda Print
Library Board

Agenda

Regular Meeting of the Board of Trustees

Sugar Grove Public Library District

Thursday, August 28, 2014

6:00 p.m.

125 Municipal Drive, Sugar Grove, Illinois

  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. Pledge of Allegiance

  4. President’s Report

  5. Secretary’s report and approval of the Minutes of July 24, 2014 Regular Board Meeting

  6. Correspondence

    1. Trustee application letter

    2. Director resignation letter

    3. MAGIC Board President resignation letter

    4. Local Public Library Tops Amazon (for now), WSJ article submitted by a patron

    5. Commercial Assessment Complaint

  7. Treasurer’s review of July 2014 Financial Reports

  8. Approval of the July 2014 Check Register – Action

  9. Library Report

  10. Board Representative Reports

    1. Budget and Finance – end of FY, audit progress

    2. Building – window, carpet, floor, and upholstery cleaning, roof repairs

    3. Grounds – tree and bush trimming, monument sign

    4. Long Range Planning

    5. Personnel – staffing changes, evaluations

    6. Policy

    7. Technology – public PC and print management, Server 03

    8. Special

      • Community Relations

      • Director Search

  11. Friends Report

  12. UNFINISHED BUSINESS

    1. Building Bonds Refunding – update

    2. Trustee vacancy

    3. Annual Financial Audit – update and recommendations

  13. NEW BUSINESS

    1. Rename Illinois Funds Bank Accounts

    2. Bank Signers

    3. Library Credit Card

    4. Five year Financial Plan

    5. FY 2014-2015 Budget and Appropriation Ordinance

    6. Resolution to Determine Estimate of Funds Needed

    7. Certified Estimate of Revenue by Source

    8. FOIA Officer(s)

    9. 3M Contract Renewal

    10. Director Search Process

  14. Executive Session

    1. Appointment, employment, compensation, discipline, performance, or dismissal of a specific employee(s)

  15. Agenda items for September 25, 2014 Board of Trustees Meeting

  16. 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 related to Library business only.

    Adopted 3/10/2011

Attachments:
Download this file (Agenda 2014-08-28.pdf)August 28, 2014 Board Meeting Agenda[ ]Director83 Kb
 
Trustee Vacancy Print
Library Board

The Sugar Grove Public Library District Board of Trustees seeks a candidate to fill a temporary vacancy on the Library Board. The selected candidate will serve until the next regular election in April 2015.

The Library Board is composed of seven members and Trustees must be residents of the Sugar Grove Public Library District. On average, the Trustee position takes a commitment of up to 5-10 hours per month, including 1-2 meetings and preparation.

Library Trustee Responsibilities

  1. Employ a competent, qualified library director.
  2. Create written policy to govern library operations and programs.
  3. Determine library goals and secure adequate funding for programs.
  4. Know your community and its library needs; keep current on library standards and trends; and support staff and director in carrying out library programs.
  5. Participate in the library's public relations program.
  6. Prepare and approve the annual budget.
  7. Know local and state library laws and support library legislation in the Illinois and federal government.
  8. Establish a materials selection policy for the library.
  9. Attend board meetings and see that accurate records are kept on file at the library.
  10. Attend Trustee meetings and workshops, join professional library organizations.
  11. Be aware of the State Library and read state and national publications.
  12. Report regularly to governing officials and the general public.

Please submit a letter of application to Library Director, Carol Dolin, by August 25, 2014. The application letter should include responses to the following questions:

  • How many years have you lived in the Library District?
  • What is your educational background?
  • What is your current occupation?
  • Do you have any involvement in community organization? If so, tell about specific responsibilities or offices you held.
  • Why do you want to be a Library Trustee?
  • How do you see the responsibility of the Library Board as it relates to the operations of the library?
  • Share other pertinent information about yourself, such as your hobbies, interests, and skills.

For more information, please contact Carol Dolin, Library Director at 630-466-4686 or email at Director [at] sugargrove.lib.il.us.

Attachments:
Download this file (1407 trustee posting.pdf)Trustee vacancy[ ]Director37 Kb
 
June 26, 2014 Board Meeting Minutes Print
Library Board

Sugar Grove Public Library District

Library Board of Trustees

June 26, 2014

Board Meeting Minutes

Call to Order and Roll Call

Secretary and President Pro Tem Bill Durrenberger called the meeting to order at 6:00pm.

Present: Robert Bergman, Trustee; Art Morrical, Trustee; Carol Dolin, Director; Bill Durrenberger, Secretary and President Pro Tem; Pat Graceffa, Trustee; Louise Coffman, Treasurer.

Absent: Dan Herkes and Anthony Oliver.

Public Comment

None.

Pledge of Allegiance

Approval of Minutes of May 22, 2014 Regular Board Meeting and April 24, 2014 Closed Session.

Motion: To approve the minutes of May 22, 2014 Regular Board Meeting. Motion by Coffman. Second by Graceffa. Roll call vote: Bergman – yes, Morrical – yes, Durrenberger – yes, Graceffa – yes, Coffman - yes. Motion passed.

Motion: To approve the minutes of April 24, 2014 Closed Session. Motion by Durrenberger. Second by Coffman. Roll call vote: Bergman – yes, Morrical – yes, Durrenberger – yes, Graceffa – yes, Coffman - yes. Motion passed.

Correspondence

No correspondence was included in the packet. Dolin reported on a home visit for a local resident who could not get to the Library. Mike and Vicki Morkert of JavaPlus are working on their five-year plan and requested information about the future of the Library with respect to the café. Dolin calculated the cost per square foot to operate the building and the café portion of that cost. This along with the Library’s five-year financial plan should help with this discussion.

Review of Financial Reports

Coffman reviewed the May 2014 financial reports included in the Board Packet. At 91.7% through the fiscal year, the library has received 98.8% of anticipated revenues and the budget is 90.1% spent. The financial reports did not include bank account balances. The library closed four of its seven accounts and now has three bank accounts, two at the Illinois Funds, General and Restricted and one at Old Second for the local deposits of fines, fees, donations. The accumulated balance at Old Second is periodically transferred by check paid to the Library’s Illinois Funds General Fund Account and used to pay expenses.

Approval of May 2014 Check Register

Motion: To approve the May 2014 Check Register of electronic payments and checks for $35,671.66. Motion by Durrenberger. Second by Bergman. Roll call vote: Bergman – yes, Morrical – yes, Durrenberger – yes, Graceffa – yes; Coffman - yes. Motion passed.

Library Report

Dolin reviewed the reports included in the Board Packet, including statistics. The Library continues to be busy. Although traffic has slowed considerably since we stopped purchasing new materials, circulation is up 20-25% over last year. It looks like we will end the year slightly under budget, so we placed a few orders for Summer reading, which is off to a good start with registrations ahead of last year. Several people have asked, but we do not have a formal adult summer reading program this year. Traffic is distributed evenly over all days of the week. As anticipated, Sundays were a bit slower in May.

Some shingles are missing after recent storms and we have some new roof leaks, particularly over Circulation. An inspector was out to look at it and we are waiting for his report. A cooler in the café is faulty and the drip pan overflows regularly onto the carpet in the magazine area. Dolin tried to call Baum Sign to repair the electronic sign, but the number is disconnected. She will try some other companies to get a quote. The grounds are looking lovely with many thanks to Coffman and Graceffa and their small corps of volunteers. The copier contract is up for renewal. The public copiers have plenty of life and we now own them. We will keep one and discard the other to cut maintenance costs. The staff copier needs to be replaced. The print server is failing and needs to be replaced. Five years of software to run the PC lab and public copier were purchased in 2009. Maintaining the current system would cost about $3,000 per year. Dolin and Lindquist investigated alternatives and found a comparable service for $1,100 per year for the first two years and $1,700 for years 3 and 4. The difference can be applied toward a replacement server. All Manager evaluations are finished and staff evaluations are underway.

Board Representative Reports

Building – the bearings and decals for the front sliding doors. Dolin hopes to get a grant to help pay for the relamping. We may be able to get LED lighting. The cost of the lift will likely be higher this time.

Coffman reported on the state of the grounds, which are looking lovely. Graceffa and her husband Dan got the fountain running. They would like to get the lights going as well.

Long range planning will wait until September when the Financial Plan should be finished.

Staff prepared a recommendation for a replacement server.

Motion: To approve the server option as proposed. Motion by Morrical. Second by Coffman. Roll call vote: Bergman – yes, Morrical – yes, Durrenberger – yes, Graceffa – yes; Coffman - yes. Motion passed.

Friends Report

Graceffa reported on progress in rebuilding the Friends group.

OLD BUSINESS

Building Bonds – refunding possibilities

Motion: To engage Ehlers and Associates for bond refunding and financial planning for a cost of $19,500. Motion by Morrical. Second by Coffman. Roll call vote: Bergman – yes, Morrical – yes, Durrenberger – yes, Graceffa – yes; Coffman - yes. Motion passed.

Copiers

See library report.

Liability Insurance

Dolin requested quotes for liability insurance from LIRA and from Jeff Volkman. LIRA came in at 30% higher than our current rates. We have some claims in the past five years. Dolin recommends staying with Volkman.

Motion: To accept the quote by Volkman as proposed. Motion by Durrenberger. Second by Coffman. Roll call vote: Bergman – yes, Morrical – yes, Durrenberger – yes, Graceffa – yes; Coffman - yes. Motion passed.

Collection Development Policy

The proposed policy was developed by staff using several examples and tailored to the Sugar Grove Public Library District service population.

Motion: To accept the Collection Development Policy as proposed. Motion by Coffman. Second by Graceffa. Roll call vote: Bergman – yes, Morrical – yes, Durrenberger – yes, Graceffa – yes; Coffman - yes. Motion passed.

NEW BUSINESS

Financial Ordinance Calendar

Recommended by the Library’s attorney and prepared by Dolin

Motion: To adopt the financial Ordinance Calendar as proposed. Motion by Durrenberger. Second by Morrical. Roll call vote: Bergman – yes, Morrical – yes, Durrenberger – yes, Graceffa – yes; Coffman - yes. Motion passed.

Ordinance 2014-06-01 Ordinance Amending Budget & Appropriation Ordinance for Fiscal Year 2013-2014

Prepared by Dolin and Coffman and submitted to the Library attorney for approval. This ordinance moves funds between lines but does not increase the overall appropriation.

Motion: To adopt Ordinance 2014-06-01 Ordinance Amending Budget & Appropriation Ordinance for Fiscal Year 2013-2014 as proposed. Motion by Durrenberger. Second by Coffman. Roll call vote: Bergman – yes, Morrical – yes, Durrenberger – yes, Graceffa – yes; Coffman - yes. Motion passed.

Ordinance 2014-06-02 – Tentative 2014-2015 Budget and Appropriation Ordinance

The amounts in each budget line set the spending limit for the coming year. This is a best scenario budget should the library receive an endowment since the anticipated property tax will never cover the appropriations.

Motion: To adopt Ordinance 2014-06-02 – Tentative 2014-2015 Budget and Appropriation Ordinance as proposed. Motion by Durrenberger. Second by Coffman. Roll call vote: Bergman – yes, Morrical – yes, Durrenberger – yes, Graceffa – yes; Coffman - yes. Motion passed.

Ordinance 2014-06-03 – Prevailing Wage Ordinance

Motion: To adopt Ordinance 2014-06-03 – Prevailing Wage Ordinance as proposed. Motion by Graceffa. Second by Morrical. Roll call vote: Morrical – yes, Bergman – yes, Durrenberger – yes, Graceffa – yes; Coffman - yes. Motion passed.

Ordinance 2014-06-04 – Ethics Ordinance

Motion: To adopt Ordinance 2014-06-04 – Ethics Ordinance as proposed. Motion by Coffman. Second by Durrenberger. Roll call vote: Morrical – yes, Bergman – yes, Durrenberger – yes, Graceffa – yes; Coffman - yes. Motion passed.

Public Hearing Date

The Public Hearing to discuss Fiscal Year 2014-2015 Tentative Budget and Appropriation Ordinance will be August 28, 2014 before the Regular Board Meeting. Dolin will send notice to the local paper and post it on the website and Library bulletin board.

Unattended Children Policy

The Library’s current policy is not adequate. Staff will develop proposed language for Board review at the August meeting.

Executive Session

None.

Agenda items for July 24, 2014 Board Meeting

Unattended Children’s Policy, Patron Behavior Policy.

Adjournment

Motion: To adjourn the meeting at 7:26 pm. Motion by Durrenberger. Second by Bergman. Voice vote: all yes. Motion passed.

Attachments:
Download this file (Minutes 6-26-14 FINAL.pdf)June 26, 2014 Board Meeting Minutes[ ]Director219 Kb
 
« StartPrev12345678910NextEnd »

Page 1 of 46

Contact Us


Joomla!.