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Nov 8, 2012 Closed Session Minutes

Sugar Grove Public Library District
Library Board of Trustees
Nov 8, 2012
Closed Session Minutes

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October 25, 2012 Board Meeting Minutes Print
Library Board

Sugar Grove Public Library Board of Trustees

Minutes of October 25, 2012 Board Meeting


President pro tem Art Morrical called the hearing to order at 6:20 p.m.



Present: Art Morrical, President Pro Tem; Anthony Oliver, Trustee; Bill Durrenberger, Secretary; Julie Wilson, Trustee; and Carol Dolin, Library Director.


Absent: Joan Roth, Dan Herkes, and Bob Bergman.



None.  President pro tem Art Morrical closed public comment.



 Motion: To approve the minutes of the September 27, 2012 Regular Meeting. Motion by Anthony Oliver. 2nd by Bill Durrenberger. Roll Call Vote: Morrical – yes, Oliver – yes, Durrenberger – yes, Wilson – yes. Motion carried.



The Library received letters of thanks for hosting events from State Representative Kay Hatcher and Police Chief Ronald A. Moser. Both complimented the library on the lovely accommodations. Library Attorney Roger Ritzman sent a memo with a Chicago Tribune article about the December 24 deadline for Library Trustee Candidate Petition Filing. Barring an amendment to the Election Code, Dolin will be at the library until 5:00 p.m. on December 24 to accept petitions.



Financial reports were provided by the accountant again this month. The September reports still have some inconsistencies in them because the final adjustments from the auditor were not made until October. Several budget lines are running ahead of or behind budget, which is due in part to expenditures that were recorded in the wrong categories. Dolin is working closely with the accountant to ensure corrections are made in the October financial reports. The format of the reports can also be adjusted if the Board wishes. Oliver said the percent spent column from the in-house generated reports is helpful and should be restored if possible. Dolin agrees and will check with the accountant to see if they can make that change.



Durrenberger asked if the the payment to American Tree and Turf is the last for the year. Dolin said there was at least one additional payment to finish out the current contract. The payment for the hard drive replacement will be refunded if the board approves the installation of a new server. The first payment was made to Greiter’s for the A/C unit for the server room. A property tax disbursement was received from Kane County. Most of the expected property tax revenue has been received.

Motion: To approve the September 2012 check register. Motion by Julie Wilson. 2nd by Anthony Oliver. Roll Call Vote: Morrical – yes, Oliver – yes, Durrenberger – yes, Wilson – yes. Motion carried.



Dolin reported on the library statistics for September. The library added 53 new cardholders and checked out just over 7200 items. Database use, particularly of electronic books and audio books, language learning, and obituaries continues to grow. Freegal music downloads and the Shoutbomb text services went live in October. New materials are flowing in and being used heavily. Patrons comment favorably about these new items. The self check machines are now front and center and are being used much more, which frees staff to help patrons in the stacks, answering questions, and assisting with computers. They also have more time to order and prepare new materials, plan programs, etc. The Survey Monkey “Hours Survey” link is live and posted on the website, Facebook, and Twitter, and is also available in paper format. Two additional quotes are in for the electrical work for the A/C unit for the server room. This will be discussed later in the meeting. Art, Dan, Wayne, and Carol met to narrow the options for the server replacement. A report on that meeting follows. Outreach efforts include a Cub Scout tour of the library, staff visits to other libraries, meetings with teen volunteers, and with homeschoolers. Nearly all of the staff participated in training of various types during September and early October.


Plans continue for the Holiday in the Grove, which will be held on Saturday, December 1. The library will be open from 9:00 am to 6:00 pm and will have programming and events for all ages throughout the day. It will be an all hands on deck day for the library staff. Julie Wilson requested assistance from Board Members to represent the library in other locations during Holiday in the Grove.



See below.



Redesign of the Server Room

1.      Server Options

Art Morrical offered some background on the state of the library’s IT infrastructure. All of the library technology is aging and a technology plan is needed to address this problem. More immediately, the library’s main servers are failing and need to be replaced. Morrical, Dolin, Trustee Dan Herkes, and IT/Computer Lab Manager Wayne Lindquist met to explore options for the server replacement and determined the most cost effective approach would be to replace the three failing servers with a single unit that can manage three virtual servers. Lindquist outlined three options to do this, named 2.1, 2.2, and 2.3, which include the cost for the hardware, software, and a 5-year warranty. These options are expansions of Option 2 from the September 27, 2012 Board Meeting presentation. Lindquist is able to perform the work necessary for the replacement. Trustee Oliver asked if a single unit with three virtual servers is the best option to replace the three failing servers. The group discussed this and decided the advantages to purchasing one unit with three virtual servers include cost effectiveness given the budget constraints, heat reduction, fewer moving parts to fail, and simplification of the system. The board acknowledged the risk of relying on a single unit, which if it fails, could leave the library offline until it can be repaired. That can be addressed in part by purchasing a 4-hour response, 7-day per week service contract to minimize the potential down time. The existing Server 04 can be used as a cold spare to keep vital functions running should the main server go down. The ideal solution would be to purchase and install a second identical unit running a mirror image to take over should the first unit go down, but the cost to do so is prohibitive at this point. Steps have been taken to improve the environment in the server room, so the new equipment should have a longer life than the current equipment. Durrenberger asked for and received clarification that the group had been in agreement that this is the best approach and that the cost for the project is just under $9,000. He asked if this option would eliminate the ongoing server repair costs. Lindquist said no guarantee can be made that other equipment won’t fail, but the servers appear to be at the end of their life and replacing them would dramatically improve the library’s IT infrastructure. Morrical summarized the group’s position that the cost is less than was anticipated a month ago and states the group’s agreement that this is a good move. Durrenberger asked if Herkes had agreed with this assessment. Morrical said he had.

Motion: To accept Option 2.3 for the IBM server at a cost of $8673 with a possible shipping cost of up to $200 to be paid out of the Special Reserve Fund. Motion by Bill Durrenberger. 2nd by Julie Wilson. Roll Call Vote: Morrical – yes, Oliver – yes, Durrenberger – yes, Wilson – yes. Motion carried.


2.     Electrical Work for A/C

Three quotes were offered for the electrical work, Gatza Electric of Plano at a cost of $2,200, Platt Electric of Aurora at $2,250, and Gerald Long of Elburn at $1,720. Long is the lowest bid, provided three references for commercial work, and is certified to work on commercial projects in Sugar Grove.

Motion: To accept the lowest bid of $1,720 from Gerald Long Electric for electrical work related to the split ductless cooling only system for the server room. Motion by Anthony Oliver, 2nd by Julie Wilson. Roll Call Vote: Morrical – yes, Oliver – yes, Durrenberger – abstain, Wilson – yes. Motion carried with a majority of a quorum.


Book Nook Café Contract

Perry Clark visited the library and spoke to Merrill Poloian while both Dolin and Roth were out of town. He told Poloian he plans to open the café sometime in November. A signature is required on the final Book Nook contract. Art Morrical signed the contract in Joan Roth’s absence.

Motion: To accept the final contract with no additional changes with Perry Clark for the Book Nook Café.  Motion by Anthony Oliver. 2nd by Bill Durrenberger. Roll Call Vote: Morrical – yes, Oliver – yes, Durrenberger – yes, Wilson – yes. Motion carried.




Safe Deposit Box

Dolin went to the bank to return the key and close the safe deposit box, but was told one of the people listed on the box must be present to do this. Durrenberger will return the key and close the box.


Snow Removal Contract Update

Dolin checked references and met with Jeff Dady from A-1 Landscaping to finalize the details of the Snow Removal and Landscaping contracts. The contracts are for one year, renewable for the second and third years at the same rate. A-1 will provide annuals for potential volunteer projects at the contractor’s price and may be able to get additional plants at no cost. They will also monitor the supply and deliver salt as needed for the sidewalks at the contractor’s prices if the library requests it.



Levy Ordinance

Motion: To approve Ordinance 2012-10-01 - Levy Ordinance for the 2012-2013 Fiscal Year.  Motion by Anthony Oliver. 2nd by Bill Durrenberger. Roll Call Vote: Morrical – yes, Oliver – yes, Durrenberger – yes, Wilson – yes. Motion carried.


Calendar of 2013 Board Meetings

The Calendar in the Board packet included dates for 2012. Julie Wilson provided corrected 2013 dates for the fourth Thursday of each month except for November and December, which will be on the second Thursday.

Motion: To approve the Calendar of 2013 Board Meetings with the amended dates.  Motion by Julie Wilson. 2nd by Anthony Oliver. Roll Call Vote: Morrical – yes, Oliver – yes, Durrenberger – yes, Wilson – yes. Motion carried.


Technology Planning

The Board expressed interest in establishing a Technology committee or focus group with Board, Staff, and members of the public to discuss the Technology Plan. Per the Bylaws, Board President Joan Roth establishes committees. Morrical requested that Dolin distribute the Technology plan to all trustees and the decision about whether a formal committee is needed can be decided at the November 8 meeting.


Hours of Operation Survey

The library is exploring the possibility of extending library hours and will invite input from the community as it determines the best schedule to meet community needs. The language of the survey is included in the packet. The survey is available in hard copy and online via a link to Survey Monkey. This survey will run through December 1 to allow time to get the news out about new hours beginning in January


The previous public opinion survey was more comprehensive and requested information about more general library services. The current survey will be added to data from that survey when the decisions are made regarding the schedule and potential changes in library services.


Wish List for Donor Gifts

A couple of proposals have been prepared by the staff for items that could be purchased with donated funds. Dolin has set November 1 as the deadline for staff to get wish list items in for consideration. A full list will be ready for the November 8 meeting. Julie Wilson asked that the staff prepare a display similar to the one that was done last year so donors can sponsor books to add to the library’s collections. Dolin will discuss this with the staff and report back at the November 8 meeting.



The audit is completed and the MD&A discussion will happen when Roth returns from vacation. Dolin anticipates the final report to be delivered sometime in November.


Executive Session



Agenda Items for November 8, 2012 Board Meeting

 Minutes of the Executive Session from September 27, 2012, Technology Committee, and Board Vacancies for the Spring Elections.



Motion: To adjourn the Board Meeting at 7:38 p.m. Motion by Anthony Oliver. 2nd by Bill Durrenberger. Voice Vote. Motion carried.

Download this file (October 25, 2012 Minutes of Public Hearing Levy OrdinanceFINAL.doc)October 25, 2012 Board Meeting Minutes[ ]Director34 Kb
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October 25, 2012 Public Hearing Minutes Print
Library Board

Sugar Grove Public Library Board of Trustees

Minutes of October 25, 2012 Public Hearing


President pro tem Art Morrical called the hearing to order at 6:00 p.m.


Introduction of Trustees and Others Present:

Art Morrical, President Pro Tem; Anthony Oliver, Trustee; Bill Durrenberger, Secretary; Julie Wilson, Trustee; and Carol Dolin, Library Director.


Absent: Joan Roth, President; Dan Herkes, Treasurer; Bob Bergman, Trustee.


Members of the Public Signing to Speak: Shari Baum, Jerry Elliott.


Purpose of the Public Hearing – Statutory Requirements

The purpose of the Public Hearing is to present the Levy Ordinance for the Sugar Grove Public Library District for the Fiscal Year Beginning on July 1, 2012 and Ending on June 30, 2013 to meet the Statutory Requirements of the State of Illinois for public bodies. Dolin clarified that the Library is not making a special request for additional funding, but is following the normal levy process required for any taxing body. The Library decreased the levy request this year and has decreased it every year since 2009. Tax caps will restrict the Library’s ability to collect the full levy request. The levy request reflects the budget required to staff the library and purchase materials so the public can use the facility it has built. The library would not collect any taxes if it did not go through the levy process. Dolin also provided a chart with the District Equalized Assessed Values (EAV), Corporate Tax Levy, Bond and Interest Tax Levy, and Total Tax Levy numbers and rates from 2009 to 2012.


Public Comments:

Shari Baum registered an objection to the proposed tax levy increase.


Jerry Elliott read the following statement:

“I come before this Library Board today to register my objection the proposed $1,300,000 taxation to district taxpayers described in your Budget and Appropriations Ordinance 2012-08-01 as submitted to Kane County. Your proposal is approximately $146,000 or 12.7% increase over last year’s tax appropriation to the Sugar Grove Library.


I also want to reintroduce you to existing legislation and court opinion of taxpayer protections relative to your actions of excessive increases to my taxation.

As you may recall, my letter of January 27, 2012 to the Sugar Grove Library Board pertaining to Property Tax Extension Limitation Law (PTELL) (35 ILCS200/18-190) and Section 28-2 of the Election Code. This, in my words, describes the ‘Blackbox” tax increase notification to tax payers and sets in motion the “Backdoor Referendum” process obligating the taxpayers to gather (10% of taxbody) opposition signatures within 15 days of taxation enactment. This letter also points to Illinois legislation requiring “Direct (voter ballot) Referendum Approval” by tax payers to impose new taxation rates above the PTELL 5% ceiling. This is reinforced, in favor of taxpayers, by Illinois Supreme Court opinion in case of ACME Markets, Inc. v. Callanan, No. 106198 (Oct. 29, 2009).

In view of this law and court opinion, I would assume this library board will be introducing this proposed tax increase as a balloted voter referendum for public approval or reduce the proposed tax increase to 3.42% as targeted by Kane County.


I will expect a formal Sugar Grove Library Board decision communicated to me in written form.




Jerry Elliott

39W686 Prairie Street

Aurora, Illinois 60506”


Elliott also requested to read a statement from Steve Eckert. Library Policy requires a person to be present at the meeting to offer public comment. Dolin accepted a copy of the written comment to be entered into the public record. This document is available at the library for public viewing.


No further public comments were offered.


President pro tem Morrical closed public comment.


Board Comments:

Morrical clarified the library is not pursuing a referendum of any kind at this point, including backdoor referendum. Dolin stated again that the library’s levy request is significantly reduced from last year and has declined every year since 2009. The 2012 levy request is more than 1/3 less that of 2009 and is subject to the PTELL limits so we anticipate collecting no more than a 3% increase and perhaps less depending on what happens with the final EAV. When questioned about why they wrote the levy as it is if the library anticipated collecting so much less, Dolin responded that the levy is built on the budget and appropriation. When writing the budget and appropriation, the Board considered that the community built a beautiful library facility, but the budgetary restrictions limit the hours the library can be open. The levy is based on a budget required to purchase library materials to build appropriate collections and keep the library open so it can be used. The board also considered what the library would do should it receive a windfall and built the budget with that in mind. Morrical reiterated that the library is not seeking a referendum for a rate increase at this time. Anthony Oliver acknowledged that the Board explaining the library’s situation might be helpful.




Motion: To adjourn the Public Hearing on the Tentative Budget and Appropriation Ordinance for the Fiscal Year beginning on July 1, 2012 and ending on June 30, 2013 at 6:19 p.m. Motion by Bill Durrenberger. 2nd by Anthony Oliver. Voice vote. Motion carried.

December 13, 2012 Board Meeting Agenda Print
Library Board


Regular Meeting of the Board of Trustees

Sugar Grove Public Library District

Thursday, December 13, 2012

6:00 p.m.

125 S. Municipal Drive, Sugar Grove, IL


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.         Approval of the Minutes of October 25, 2012 Public Hearing, October 25, 2012 Board Meeting, November 8, 2012 Board Meeting, and November 8, 2012 Executive Session.

4.         Correspondence

5.         Review of Financial Reports

6.         Approval of the November 2012 Check Register – Action

7.         Library Report

8.         Board Representative Reports

9.         OLD BUSINESS

a.      Hours of Operation Survey – Action

b.      Server – Update

c.       Audit – Update

d.      Holiday in the Grove – Update

e.      Technology Planning – Update

f.        Book Nook Café – Update

g.      Book Store proposal - Update

h.      Policy Review

10.       NEW BUSINESS

a.      Trustee Julie Wilson vacancy – review of letters of application & appointment of new trustee

b.      Health Insurance Renewal Rate

c.       Bank Accounts

d.      Executive session, if applicable

e.      Agenda Items for January 24, 2013 Board of Trustees meeting




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 relates to library business only.

      Adopted 3/10/2011

Download this file (Agenda 12-13-12.doc)December 13, 2012 Board Meeting Agenda[ ]Director29 Kb
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