Online Resources

Downloadable Content

Research Central

Library Board
April 30, 2014 Special Board Meeting Print
Library Board

Agenda

Special Meeting of the Board of Trustees

Sugar Grove Public Library District

Wednesday, April 30, 2014

1:30 p.m.

125 S Municipal Drive, Sugar Grove, Illinois

  1. Call to Order / Roll Call and Introduction of Trustees

  2. Presentation of Speer Financial, Inc. proposal for financial services related to the refunding of General Obligation Library Bonds, Series 2005

  3. Trustee question and answer period

  4. Presentation of Robert W. Baird Financial proposal for financial services related to the refunding of General Obligation Library Bones, Series 2005

  5. Trustee question and answer period

  6. Public Comment – copies of written comments may be given to the Board’s Secretary for inclusion in the Library’s public records.*

  7. Adjournment

     

*SUGAR GROVE PUBLIC LIBRARY DISTRICT PUBLIC COMMENT POLICY

The purpose of this policy is to ensure that the interested parties representing various points of view are allowed time to present their views while permitting the Board to conduct their business 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 to three (3) minutes

  • Make public comment that relates to Library business only

Adopted 3/10/2011

 

 

 

 

Attachments:
Download this file (Agenda Special Meeting 20140430.pdf)April 30, 2014 Special Meeting[ ]Director77 Kb
 
March 20, 2014 Board Meeting Minutes Print
Library Board

Sugar Grove Public Library District

Library Board of Trustees

March 20, 2014

Board Meeting Minutes

Call to Order and Roll Call

Vice President Anthony Oliver called the meeting to order at 6:04pm.

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

Pat Graceffa, Trustee (arrived at 6:07pm).

Absent: Dan Herkes and Art Morrical

Public Comment

None.

Pledge of Allegiance

Approval of Minutes of February 27, 2014 Board Meeting.

Motion: To approve the minutes of February 27, 2014 Board Meeting. Motion by Durrenberger. Second by Coffman. Roll call vote: Coffman – yes, Bergman – yes, Durrenberger – yes, Oliver – yes. Motion passed.

Correspondence

None.

Review of Financial Reports

Coffman reviewed the February 2014 financial reports included in the Board Packet. The Library Budget is 70% spent at 67.7% through the fiscal year. We received approximately 93.3% of anticipated revenues for the year. Several expenditure lines continue to run ahead of budget, most notably children’s and teen’s materials, programming, telecommunications, building maintenance, grounds and parking lot, lawn care and snow removal, and copier supplies and maintenance. We continue to try to reduce telecommunications costs. We needed additional equipment for the Server/LAN line and will need to replace server 03, which manages all public computers and printers. The Staff/Public Computers and Equipment is underspent, so we will shift some of the funds from one line to the other, but may still go over budget. All materials orders have been cancelled for the remainder of the year. We will order and receive the Back to Books orders, but other orders will stop coming for this fiscal year. Online resources for children and teens are overspent, but the overall Online Resource budget is on target. We reduced that line several times over the past few years. Salaries are back under budget at 66.5% spent. Utilities were still slightly under budget at the end of February, but the heating bill in March was more than double the budgeted amount. We anticipate being over budget at the end of March.

Approval of February 2014 Check Register

Motion: To approve the February 2014 Check Register of electronic payments and check numbers 23272-23294 and 23304-23311 in the amount of $19,077.12. Discussion: MAGIC invoice was for the acquisitions module in the automation system. We paid two months of A-1 snow removal in February. Motion by Durrenberger. Second by Graceffa. Roll call vote: Coffman – yes, Bergman – yes, Durrenberger – yes, Graceffa – yes, Oliver – yes, Motion passed.

Library Report

Dolin reviewed the reports included in the Board Packet, including statistics. Circulation and visits continue to increase over that of the same period last year. Overall circulation was up by 20% over the same period last year with 10,140 checkouts. New service pacs were applied to the servers. We tracked down some illegal patron activity in February, which caused Mediacom to shut down our access. Internet access was interrupted while the backup system activated. We posted stronger language to discourage this kind of activity and are monitoring the situation. Denise Payne and Suzanne Barnhart resigned. Amanda Tate joined the staff after volunteering for four years. We are interviewing for several additional positions, which are in the current year and FY 2014-15 planned budgets.

Board Representative Reports

None.

Friends Report

Graceffa reported on plans in progress for a fundraiser in May for Mother’s Day. They are considering a High Tea.

OLD BUSINESS

None.

NEW BUSINESS

Referendum results – plans for the future

The Referendum was soundly defeated. The margin of no to yes was overwhelming. People respond positively to the services offered by the Library, but are unwilling to pay any additional taxes to support it. EAV will decline again in 2014-2015. Unless we push our FY 2014 Per Capita Grant into next year, the operating budget will decrease by $15,000. The district owns the building and the increase in the debt is $34,000. The cost of building maintenance and repairs is increasing. Dolin drafted a letter with unavoidable and discretionary expenditures. The Board explored several options to save money and raise revenues. Possible options considered include charging for meeting rooms and/or other services, protesting the $20,000 tax revenue cancellation, monitoring the activities of larger entities who try to reduce the EAV especially in areas that are beginning to develop, cutting the budget for materials, hours, and staff. The contracts for the copiers are up for renewal this year. Our current contractor proposed a lower cost option and we can eliminate one public machine to reduce costs further. The Board considered a list prepared by the staff of proposed cost cutting measures and creative ways to use the facility to raise revenues. Some of the online resources are not heavily used and could be eliminated. We can cut a little more from materials and programs. We could eliminate pay increases, bonuses, and the flexible spending plan. Possible hours to cut may include Monday evenings which are typically slower and Sundays during the summer. We could explore alternative uses for the building and rent space to other groups, businesses, or organizations.

2014-2015 Anticipated Revenues

Anticipated revenues will decrease by $15,000. Charging for the meeting rooms could raise some additional revenue. Dolin will bring a policy to the next board meeting for consideration.

Staffing

Dolin proposed two staffing budgets that reduced the salaries line by 7.5% to 10%. The Board prefers not to give the staff pay cuts and if at all possible, wishes to maintain operating hours.

Executive Session

None.

Agenda items for April 24, 2014 Board Meeting

Meeting Room Policy, Budget, Closed Session Minutes, Director Review in Closed Session.

Adjournment

Motion: To adjourn the meeting at 7:47 pm. Motion by Coffman. Second by Graceffa. Voice vote: all yes. Motion passed.

Attachments:
Download this file (Minutes 3-20-14FINAL.pdf)March 20, 2014 Board Meeting Minutes[ ]Director204 Kb
 
April 24, 2014 Board Meeting Agenda Print
Library Board

Agenda - AMENDED

Regular Meeting of the Board of Trustees

Sugar Grove Public Library District

Thursday, April 24, 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. Approval of the Minutes of March 20, 2014 Board Meeting.

5. Correspondence

6. Review of Financial Reports

7. Approval of the March 2014 Check Register – Action

8. Library Report

9. Board Representative Reports


a. Budget and Finance

b. Building

c. Grounds

d. Bylaws

e. Long Range Planning

f. Personnel

g. Policy

h. Technology

i. Special (Community Relations)


  1. Friends Report

  2. OLD BUSINESS

    1. Referendum results – plans for the future

  3. NEW BUSINESS

    1. 2014-15 Operating Budget

    2. Meeting Room Policy

    3. Building Bonds – refunding possibilities

    4. JavaPlus Café

    5. Closed Session Minutes

    6. Executive Session, if applicable

  • Director’s evaluation

    1. Agenda items for May 22, 2014 Board of Trustees Meeting

  1. 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

 
February 27, 2014 Board Meeting Minutes Print
Library Board

Sugar Grove Public Library District

Library Board of Trustees

February 27, 2014

Board Meeting Minutes

Call to Order and Roll Call

President Dan Herkes called the meeting to order at 6:00pm.

Present: Dan Herkes, President; Anthony Oliver, Vice President; Louise Coffman, Treasurer; Bill Durrenberger, Secretary; Pat Graceffa, Trustee; Carol Dolin, Director.

Absent: Art Morrical and Robert Bergman

Public Comment

None.

Pledge of Allegiance

Approval of Minutes of January 23, 2014 Board Meeting.

Motion: To approve the minutes of January 23, 2014 Board Meeting. Motion by Durrenberger. Second by Graceffa. Roll call vote: Coffman – yes, Oliver – abstain, Herkes – abstain, Durrenberger – yes, Graceffa - yes. Motion passed.

Correspondence

Dolin reviewed correspondence included in the packet, which included letters from the State Library. The Library completed the Annual Library Certification process in January. The 2014 Per Capita Grant of $19,701.25 should arrive before the end of this fiscal year. The Library will receive $5,000 for its Another Opportunity for Back to Books Grant application entitled Community Partners Engaging 21st Century STEM skills. We will use these funds to purchase new science, technology, engineering, and math books. We also applied for a $3,000 grant from Dollar General for summer reading. We also plan to apply for a Target grant for early literacy. We should find out about the additional grant funding in April.

Review of Financial Reports

Coffman reviewed the January 2014 financial reports included in the Board Packet. The Library Budget is 62.2% spent at 58.3%% through the fiscal year. We received approximately 93.1% of anticipated revenues for the year. Fines and fees and room rental revenues are running behind budget at 46.5% received and 31.0% received respectively. Dolin noted fine and fee payment increased in January. Several expenditure lines continue to run ahead of budget, most notably materials, programming, telecommunications, building and equipment maintenance, lawn care and snow removal, and copier supplies and maintenance. January had three payrolls, so salaries are 1% over budget, but should be back on target by the end of February. Utilities are running under budget, but January was an estimated reading. February was an actual reading and due to the unusual cold the gas bill was extraordinarily high and this line may come in ahead of budget in the coming months. We paid Prairie Glen twice this year to get on schedule so we do not get late fees. They raised the fees this year, moved the cycle to pay the fees earlier and imposed late fees. This should be the only year we have to pay twice. As an owner of seven lots, perhaps a representative from the Library should attend the association meetings.

Approval of January 2014 Check Register

Motion: To approve the January 2014 Check Register of electronic payments and check numbers 23216-23271. Motion by Herkes. Second by Coffman. Discussion: A1 received $640 and $1425 for November. That was for the final fall cleanup and snow plowing. Summer maintenance is less than winter. Pest control is year round. Gaylord is a library supplies company. We paid them for labels, book tape, and book carts in January. MAGIC is our consortium and manages our online catalog and patron database. Roll call vote: Coffman – yes, Oliver – yes, Herkes – yes, Durrenberger – yes, Graceffa – yes. Motion passed.

Library Report

Dolin reviewed the reports included in the Board Packet, including statistics. Circulation and visits continue to increase over that of the same period last year. Patrons report the extreme cold and snow encourages more reading. Overall circulation was up by 18.5% over the same period last year. Checkouts of Teen materials nearly doubled again in January and accounted for 5.8% of overall circulation. Children’s materials, especially easy fiction and early readers, continue to be our biggest movers, followed by DVDs. We also saw a big jump in the use of eBooks. Traffic is highest on Tuesdays when people come to children’s programs and check out new release of movies and bestseller books. Reference questions were up significantly in January, chiefly due to adult readers advisory and reference and technology questions. Many of these questions are complex in nature with people needing assistance with devices, downloads, and/or finding and ordering materials that are not readily available at our Library. Several newspapers and WSPY viewed the referendum presentation on the website and most ran very positive stories. The Daily Herald endorsed the Library’s referendum. Zinio, the online magazine database, lost a few titles that were most used. Consumer reports is now offered by EBSCO. We continue to evaluate databases, which are very expensive, to offer what our patrons most want to use.

Board Representative Reports

Grounds: Coffman spoke with a Girl Scout troop who will plant annuals in May.

Friends Report

Graceffa reported on plans for a fundraiser in May for Mother’s Day. Elburn has a very nice program with three plants, but we do not have the same resources. The Summer Reading Program includes a butterfly program. If we can get the funding, we can do a very nice program with butterfly chrysalises that we can release in the butterfly garden.

OLD BUSINESS

Referendum Communication Plan

A narrated Power Point presentation is on the front page of the website and on two screens in the Library. Posters are on display in the foyer with brochures that people can take with them. These brochures are available for anybody who wants to distribute them. Merrill Poloian sent a press release to contacts at the papers, newsletters, and radio. Herkes and Dolin spoke to the press and all of the local newspapers ran stories. Early voting is in the Library March 3-6 and 10-13 from noon-7pm. The Library is not a regular polling place, but anybody can vote at the early voting places.

Old Second Bank Accounts

Coffman reported outstanding results in working with Old Second to re-establish access to the library accounts. The Board expressed appreciation for Shirley Gutendorf’s assistance.

Café Friday Evening Proposal

The Morkerts signed a 12-month agreement to lease JavaPlus at the Book Nook through December 2014. Morkert said the café is profitable at present, but they could not afford to pay the additional fees to keep the café open on Friday evenings. He will drop that program for the time being. Dolin told him the Library would replace the refrigerator, but could not afford to replace the other equipment he requested. Those pieces of equipment are in a similar condition to when he took over the café and the library would never see a return on the investment. With regard to the cappuccino machine, Morket said that he is working on financing and that they would purchase it themselves and take it with them if they leave.

NEW BUSINESS

2014 Back to Books Grant

See Correspondence.

2014 Per Capita Grant

See Correspondence.

Summer Reading

Planning is underway for Summer Reading. The theme is Science, which dovetails nicely with the Back to Books Grant theme. Fermilab provides programming and we hope to use Mr. Freeze as our kickoff. We plan a field trip to the Museum of Science and Industry and possibly to Legoland in Schaumburg. We want to have at least one big event each month. Funding is the key to being able to do this. We hope to get the Dollar General to fund science themed programming and field trips. Poloian is working on a letter to solicit community funds for additional support for programming and to assist with incentives for participation.

The emails the Library sent with referendum information had two additional recipients on each message. MAGIC said some code in the message caused the error. We believe one in three messages made it to intended recipients. Graceffa expressed concern about sending these messages. Dolin confirmed that the library’s attorney approved fact based information. Another round of messages is planned after early voting commences.

Executive Session

None.

Agenda items for March 20, 2014 Board Meeting

Referendum results, what comes next?

Adjournment

Motion: To adjourn the meeting at 6:38pm. Motion by Durrenberger. Second by Herkes. Voice vote: all yes. Motion passed.

 

Attachments:
Download this file (Minutes 2-27-14.pdf)February 27, 2014 Board Meeting Minutes[ ]Director382 Kb
 
« StartPrev12345678910NextEnd »

Page 6 of 48

Contact Us


Joomla!.