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November 14, 2013 Board Meeting Agenda AMENDED Print
Library Board

Agenda-AMENDED

Regular Meeting of the Board of Trustees

Sugar Grove Public Library District

Thursday, November 14, 2013

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 September 24, 2013 Public Hearing, September 24, 2013 Special Board Meeting, and October 24, 2013 Board Meeting.

5.    Correspondence

6.    Review of Financial Reports

7.    Approval of the October 2013 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)

10.  Friends Report

11.  OLD BUSINESS

a.    Employee Health Insurance – action

b.    Referendum Ordinance – action

An Ordinance providing for the submission of the proposition of increasing the limiting rate to the voters of the Library District at the March 18, 2014, general primary election.

c.    Financial Policy - action

12.  NEW BUSINESS

a.    2013-2014 Levy Ordinance – action

b.    Policy on Carrying Guns on Library Property - action

c.    Friday Knight Life

d.    Rich Harvest Farms request

e.    Board Vacancy

f.     Executive Session, if applicable

g.    Agenda items for December 12, 2013 Board of Trustees Meeting

13.  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 (Agenda111413Amended.pdf)November 14, 2013 Board Meeting Agenda - AMENDED[ ]Director83 Kb
 
September 26, 2013 Board Meeting Minutes Print
Library Board

 

 

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.

 

Public Comment

None.

 

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.

 

Correspondence

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

 

Library Report

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.

 

Friends Report

None.

 

Old Business

Bylaws

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.

 

New Business

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

 

Adjournment

Motion: To adjourn the meeting at 8:13pm. Motion by Herkes. Second by Durrenberger. Voice vote. Motion carried.

Attachments:
Download this file (September 26, 2013 Brd Mtg MinutesFINAL.pdf)September 26, 2013 Board Meeting Minutes[ ]Director92 Kb
 
Truth in Taxation Act Public Hearing - November 14, 2013 Print
Library Board

AGENDA FOR PUBLIC HEARING

 

AN ORDINANCE LEVYING TAXES FOR FY 2013-2014

 

BOARD OF LIBRARY TRUSTEES OF THE

SUGAR GROVE PUBLIC LIBRARY DISTRICT

SG PUBLIC LIBRARY

125 MUNICIPAL DRIVE

THURSDAY, NOVEMBER 14, 2013

6:00 P.M.

 

 

 

1.      Call to Order/Roll Call

 

2.      Public Comments on FY 2013-2014 Levy Ordinance

 

3.      Board Comments

4.      Adjourn Public Hearing

 
October 24, 2013 Board Meeting Agenda Print
Library Board

Agenda

Regular Meeting of the Board of Trustees

Sugar Grove public Library District

Thursday, October 24, 2013

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 September 26, 2013 Board Meeting.

5.    Correspondence

6.    Review of Financial Reports

7.    Approval of the September 2013 Check Registers – 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)

10.  Friends Report

11.  OLD BUSINESS

a.    Reschedule Truth in Taxation Hearing – action

b.    Display / Public Posting Policy – action

c.    Employee Health Insurance - action

12.  NEW BUSINESS

a.    Community Survey - discussion

b.    Referendum question – action

c.    Financial Policy / Level of Funds - discussion

d.    Executive Session, if applicable

e.    Agenda items for November 14, 2013 Board of Trustees Meeting

13.  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 (Agenda102413.pdf)October 24, 2013 Board Meeting Agenda[ ]Director80 Kb
 
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