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July 24, 2014 Board Meeting Minutes Print
Library Board

Sugar Grove Public Library District

Library Board of Trustees

July 24, 2014

Board Meeting Minutes

Call to Order and Roll Call

Secretary and Vice President Anthony Oliver called the meeting to order at 6:00pm.

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

Absent: None.

Public Comment

None.

Pledge of Allegiance

President’s Report

  1. Oliver reviewed the sections of Bylaws covering Trustee vacancies and election or appointment of Board Officers. i) the Board President makes a recommendation to fill an unexpired officer’s term. ii) the Vice President assumes the duties of Board President in his or her absence. iii) vacancies in the office of library trustee shall be declared by the Board and filled by the Board in accordance with applicable law.

    Oliver assumed the position of Board President. Oliver recommended Pat Graceffa for Vice President. Graceffa accepted the nomination.

    Motion: Durrenberger moved to appoint Graceffa to the office of Board Vice President. Coffman seconded. Roll call vote: Coffman – yes, Bergman – yes, Graceffa – abstain, Durrenberger – yes, Morrical – yes, Oliver – yes. Motion carried.

Secretary’s report and approval of Minutes of June 26, 2014 Regular Board Meeting.

Motion: To approve the minutes of June 26, 2014 Regular Board Meeting. Motion by Durrenberger. Second by Graceffa. Roll call vote: Roll call vote: Coffman – yes, Bergman – yes, Graceffa – yes, Durrenberger – yes, Morrical – yes, Oliver – abstain. Motion carried.

Correspondence

Herkes letter of resignation was included in the Board Packet.

Review of Financial Reports

Coffman reviewed June 2014 financial reports included in the Board Packet. The library finished the year having collected 99.1% of anticipated revenues and expending 97.8% of the budget. These are the unaudited numbers and there will be some adjustments, but we anticipate no major changes. The Montgomery impact fees helped to bring the revenues in closer to budget as it partially offset the cancellation of property taxes. Blackberry Township notified us of a settlement in land values. The settlement applies to 2012, 2013, and 2014, so three fiscal years. Revenues subject to the adjustment received last year will be subtracted from this year along with any adjustment to this year’s revenues. Most of the affected land is not in our district, so it appears as if it should have a minor impact on us. The audit fieldwork begins the first week of August or the first week of September if the accountant is not available to prepare on time for August.

Approval of June 2014 Check Register

Motion: To approve the June 2014 Check Register of electronic payments and checks for $27,678.33. Motion by Durrenberger. Second by Coffman.

Discussion: The Library made minor payments to other libraries for materials lost or damaged by our patrons. Other libraries pay these fees to Sugar Grove as well. As was discussed at a previous Board Meeting, the Library purchased a special package of non-fiction and reference eBooks for the Gale Virtual Reference Library online resource at a cost of $7500. The first payment of $3,750 was in June, and a second payment will be made in FY 2014-2015.

Roll call vote: Coffman – yes, Bergman – yes, Graceffa – yes, Durrenberger – yes, Morrical – yes, Oliver – yes. Motion carried.

Library Report

Dolin reviewed the reports included in the Board Packet, including statistics. Traffic and usage are up 25% over last fiscal year and 50% over the previous year. Teen materials are moving like crazy even though the Teen Zone is not heavily used. Sundays continued to be a bit slower in June. eBooks and downloadable audio books collections and circulation is growing. The library purchases eBooks from several different programs including Overdrive’s eMediaLibrary and Advantage Program, eRead Illinois, and Gale Virtual Reference Library. The new staff copier has been installed. The contract cost is lower and the machine is more efficient than the old copiers, so costs will decrease this year. Trustees asked Dolin to send a certificate of recognition for Herkes outstanding contribution in his time on the Board.

Board Representative Reports

Building – the roof is leaking near the circulation desk. The skylights and metal roof need sealing. Dolin tried to call some roofing companies, but did not get any response. The insurance adjuster said the cause of the leak is required maintenance, not storm damage and the portion covered by insurance would not exceed the deductible. Dolin has submitted two grant applications for assistance with re-lamping and is waiting for responses.

Grounds – the monument sign is still out, but we have not been able to reach anybody who can do the repairs. Dolin reached out to administrators at the other local government agencies to see if they have contacts. Russ, a volunteer from Spring Bluff, had donated his time, plants, and equipment to try to improve the prairie planting. He burned it off in the spring and will do so again in the fall. There are many fewer thistles. A-1 will meet with Dolin and Coffman on Monday to discuss bush and tree trimming and weed control.

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

Staff evaluations are nearly complete.

Policy - Unattended Children Policy and Patron Conduct / Behavior Policy

Additional programs and traffic have brought more people of all ages into the building. At present, the library does not have a policy that offers guidelines on the use of the library without disrupting others. The two policies working in conjunction give staff tools to maintain an environment conducive to appropriate use of the various spaces in the library by a wide variety of people. Trustees requested that the sentence with in locum parentis be removed. Dolin will do so before distributing the policy.

Motion: To adopt the Unattended Children Policy as amended and the Patron Behavior Policy as presented. Motion by Durrenberger. Second by Oliver. Roll call vote: Coffman – yes, Bergman – yes, Graceffa – yes, Durrenberger – yes, Morrical – yes, Oliver – yes. Motion carried.

Coffman and Graceffa departed the meeting at 6:40pm.

Technology – still waiting for parts of the server and upgrade of PC and print management must wait for the server.

Special (Community Relations)

Friends Report

None.

OLD BUSINESS

Building Bonds – refunding possibilities

  1. Dolin met with Steve Larson from Ehlers and Associates to provide documents and information as needed. He will prepare a report and three different scenarios for refunding. He will discuss the process. He needs one more piece of information. Dolin will send that ASAP.

Unattended Children – see Policy section above.

Ethics Ordinance The Board adopted the Ethics Ordinance at the June meeting, but Herkes was the Ethics Officer and was unavailable to sign the Ordinance. This is intended to replace the June 2014 Ethics Ordinance.

Motion: To adopt Ordinance 14-07-01 Ethics Ordinance as presented. Motion by Durrenberger. Second by Bergman. Roll call vote: Bergman – yes, Durrenberger – yes, Morrical – yes, Oliver – yes. Motion carried.

NEW BUSINESS

Trustee Vacancy

Dolin presented a draft of a posting seeking new trustee candidates. The Board must declare a vacancy.

Motion: To accept the resignation of Dan Herkes and declare a vacancy on the Board. Motion by Morrical. Second by Bergman. Voice vote: All yes. Motion passes.

Annual Financial Audit

The packet included a draft of Weber and Associate’s proposal for the annual financial audit. The price was not included in the original quote, but is the same as FY 2012-2013 at $10,000. Dolin has an updated quote that includes the price for Board signatures.

Motion: To accept Weber and Associates proposal to perform the annual financial audit at a cost of $10,000. Motion by Durrenberger. Second by Morrical. Roll call vote: Bergman – yes, Durrenberger – yes, Morrical – yes, Oliver – yes. Motion carried.

Patron Behavior/Conduct Policy – see Policy section above.

Annual Report – IPLAR

Dolin provided a copy of the report for Board signature. Coffman and Bergman had previously completed the Secretary’s Audit of the minutes. This satisfies the requirement for the Per Capita Grant.

Executive Session

None.

Merrill Poloian will retire on August 30, 2014. Poloian has requested that we not have a party. We are exploring other ideas to recognize her service and contribution to the Library.

Agenda items for August 28, 2014 Board Meeting

Budget and Appropriation Hearing before the regular meeting, Ehlers and Associates report and recommendation about the bonds, trustee vacancy.

Adjournment

Motion: To adjourn the meeting at 6:55 pm. Motion by Durrenberger. Second by Morrical. Voice vote: all yes. Motion passed.

Attachments:
Download this file (Minutes_7-24-14FINAL.pdf)July 24, 2014 Board Meeting Minutes[ ]Director218 Kb
 
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
 
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
 
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