Minutes of September 27, 2012
Sugar Grove Public Library District
Board of Trustees Regular Meeting
President Joan Roth called the meeting to order at 6:00 p.m. at the Library.
Introduction of Trustees and Others Present: Art Morrical, Vice President; Bill Durrenberger, Secretary; Julie Wilson, Trustee; Dan Herkes, Treasurer; Joan Roth, President; and Carol Dolin, Director.
Absent: Anthony Oliver and Robert Bergman.
Minutes of September 6, 2012 Public Hearing and September 6, 2012 Special Meeting.
Motion: To approve the minutes of September 6, 2012 Public Hearing and Special Meeting. Motion by Bill Durrenberger. Second by Art Morrical. Roll Call Vote: Roth – yes, Herkes – yes, Wilson – yes, Durrenberger – yes, Morrical – yes. Motion passes.
Contracts for the landscaping, HVAC maintenance, electrical work for the server room A/C. Sarah, Merrill, Michelle, and Lena finished training for Zinio. Sarah applied for but did not get a Target grant.
Review of Financial Report:
The audit fieldwork is complete except for the MD and A. During the fieldwork Carol worked with Angie to balance the funds separately from the accounts. The accountant will provide financial reports, but those reports will have a slightly different format. Our new financial reports will reflect the balances of the accounts and the funds. The final audit adjustments will bring those in line for the October or November financial reports. The Baum Sign payment and the offsetting insurance payment are reflected in the August expenses and revenues. These both relate to the previous year, but the difference between expense and revenue were so small and both happened in the same period, the auditors will not move them into FY 2011-12.
Motion: To approve the August 2012 Check Register. Motion by Julie Wilson. Second by Bill Durrenberger. Roll Call Vote: Roth – yes, Herkes – yes, Wilson – yes, Durrenberger – yes, Morrical – yes. Motion passes.
Christina Keasler, the new teen librarian was introduced to the Board. New materials continue to arrive and we are on pace to increase circulation for this fiscal year. Adult and technology questions were up this past month, but children’s and other questions were off. The language database use is up this last month both for in the library and offsite. Carol attended the Overdrive eMedia Library meeting and learned more about collection development and how our patrons can use the titles we purchase for them. The advantage program allows for Sugar Grove Library to purchase titles the consortium may not and only Sugar Grove patrons can use those titles. Although the consortium does not purchase Harper Collins titles, we do through the advantage programs. This makes more popular titles available to our patrons.
The building and grounds continue to cause expenditures, some of them unplanned and expensive. The HVAC system and boiler pump and computer system for the HVAC all required repairs. The wiring for the A/C system quote was $2250. Two additional quotes have been requested. We hope to have the wiring and cooling system installed by mid-October. In the meantime, the server room continues to run high.
The table for the self-check machines has arrived. It will cost $3121 per machine to add credit card swipe payment to the self-check machines. At this time, it seems unlikely that we can recoup this cost. The staff will move the self-check machines, but 3M must disconnect and reconnect the machines or the warranty will be void.
The main file server, exchange server, and PC reservations servers all required repairs to their hard drives in August and early September. We believe the equipment is failing due to heat in the server room and the age of the equipment. Wayne replaced or reformatted the hard drives and the servers are stable at the moment, however a long term solution is required. Wayne will present some options later in the meeting.
Redesign of the server room:
Wayne Lindquist discussed the failures in the equipment in the server room. Three hard drives in three different servers failed in the past month. Wayne searched for and located replacement drives. He could not purchase them from mainstream providers, but had to go to a company that specializes in older equipment replacement parts. That being the case and since all four of our servers use the same hard drives, we decided to purchase four spares. The DVD drive in Server 02 also failed but has not been replaced. While the situation is stable at the moment, we do not have a lot of confidence that it will continue that way and believe we should be proactive in addressing the problem rather than waiting for additional failures.
Possible options going forward:
1. Maintenance mode – retire Server 1, which is the slowest and appears to be the oldest server and move all of its functions to Server 04, which is of the same type and uses the same hard drives, but has a newer operating system and is faster. This leaves us vulnerable because it does not address the aging Servers 02 and 03, which also experienced failures over the past month. We have four spare hard drives to use across three servers, which hold six hard drives each. We have replaced two of the eighteen hard drives. The equipment has been running hot for a number of years.
2. Mid-range solution – purchase a new, current technology server of the same type we have with an extended warranty and newer hard drives and maintain the current division of labor among multiple servers. This would be in the $8,000 range.
3. “Dream” long range scenario – purchase a server which will take on all functions and offer the scenario of virtualization. This would be a very expensive option, upwards of $30,000.
All servers will have to be replaced over time. Server 01 is currently running only the printers. It can be retired at any time by moving that functionality to Server 04. New server would have all functions of Server 04 and Server 04 would go back to being a secondary domain controller and a hot spare. None of the servers are currently under warranty. Option 2 would provide a new main server with a full warranty. Because the failures occurred over three of the four servers it appears as if the majority of the equipment in the server room is approaching end of life, perhaps due to running hot since it was installed. Option 2 could be tweaked to offer the possibility of virtualization without the purchase of additional equipment. This would enable the library to run on one server, which would also cut electricity use and heat generation in the room.
Roth proposed an ad hoc Technology Committee to discuss this issue and come back to the Board with a recommendation for the full board. If only two trustees meet, no committee is necessary. Art and Dan will meet with Wayne to make a recommendation. The longer term options may be funded with Reserved Funding.
Motion: To approve the redesign of the server room. Motion by Dan Herkes. Second by Julie Wilson. Motion amended to have Art and Dan meet with Wayne to discuss and develop a recommendation for a hardware purchase for the server room. Roll Call Vote: Roth – yes, Herkes – yes, Wilson – yes, Durrenberger – yes, Morrical – yes. Motion passes.
Electrical work for A/C
Platt Electric prepared a quote of $2,250 to wire the split ductless cooling system in the server room, but refused to break it down into time and materials. It seems high, so Dolin would like to get at least one additional quote. Jerry Long was recommended by the Board and Public. Carol will contact him.
Book Nook Café Contract
The contract has not been returned by Perry Clark. Durrenberger will call Clark to expedite the process. It will be put back on Old Business for the October meeting.
Safe Deposit Box
The Safe Deposit box has been emptied and can be closed. Dolin took possession of the documents that were in the box, chiefly real estate records - written inventories, insurance policies, and warranty deeds and contracts for purchase for property from previous sites of the library. No minutes were located in the safe deposit box. These documents will be added to the library archives. Durrenberger took possession of two envelopes containing tape recordings of closed board sessions from June and July of 2011. There is only one key for the box.
Motion: To cancel the safe deposit box as soon as possible. Motion by Bill Durrenberger. Second by Art Morrical. Roll Call Vote: Roth – yes, Herkes – yes, Wilson – yes, Durrenberger – yes, Morrical – yes. Motion passes.
Motion: To approve the Annual Report. Motion by Julie Wilson. Second by Dan Herkes. Roll Call Vote: Roth – yes, Herkes – yes, Wilson – yes, Durrenberger – yes, Morrical – yes. Motion passes.
Motion: To amend the Investment Policy. Motion by Dan Herkes. Second by Julie Wilson. Roll Call Vote: Roth – yes, Herkes – yes, Wilson – yes, Durrenberger – yes, Morrical – yes. Motion passes.
Landscaping Maintenance / Snow Removal Contract
Discussion: The contract with American Tree and Turf is coming up for renewal. Dolin contacted A-1, American Tree and Turf, and Collegiate. Collegiate did not provide a quote. A-1 offered the lowest quote by quite a lot. A-1 is a local company, works in the area, and provided references. The library owns a snow blower and Ryan Griffin may be able to manage snow and ice removal on the sidewalks. It may be possible to engage a volunteer group to plant annuals as an eagle scout or other service project. Dolin will look into finding a group to do this.
Motion: To authorize Dolin to check references and enter into a one-year contract for landscaping maintenance and snow removal with A-1 pending satisfactory results from the references. Specific services can be contracted at the discretion of the Director. Motion by Bill Durrenberger. Second by Dan Herkes. Roll Call Vote: Roth – yes, Herkes – yes, Wilson – yes, Durrenberger – yes, Morrical – yes. Motion passes.
HVAC System Maintenance Contract
Motion: To renew the contract with Greiters for HVAC equipment and system maintenance. Motion by Bill Durrenberger. Second by Dan Herkes. Roll Call Vote: Roth – yes, Herkes – yes, Wilson – yes, Durrenberger – yes, Morrical – yes. Motion passes.
Hours of Operation Survey
The library has renegotiated several contracts to save funds. It is possible to use some of these funds for staffing to be open a few more hours per week. Dolin presented a survey which had several options for hours of operation that incorporates nine additional hours. A Survey Monkey survey was done a few years back about the hours. There may be an electronic file of the results. Dolin will check the minutes for 2008 to see if she can find it. The current survey will be done through Survey Monkey with links from the website, Facebook, and Twitter. A printed survey will be available in the library and Dolin will check with the Village to see if it can be included in the water bill, the Kaneland school newsletter, and other local newsletters. Dan will also distribute them at the Big Rock Halloween Fest on October 20. Holiday in the Grove is another possible place to put the news out. Library patron John Guddendorf will volunteer to staff that event. The current schedule, Option 3, Option 4, an option put forth by Roth, and an open slot for people to propose their own will be included in the survey along with the proposed questions.
Recordings of Closed Session Meetings
Recordings of closed session minutes must be retained for 18 months after the meeting. December 2012 is the first month any of the current recordings can be destroyed. The Board’s current intent is to wait until 18 months past the last closed session of the most recent batch and then destroy all of the recordings at once.
Agenda Items for October 25, 2012 Board of Trustees Meeting
Book Nook Café Contract, Snow Removal Contract, Truth in Taxation Hearing for the Levy, Server report from the Technology Representative, Wish List for donations from a private family and the previous Friends.
Motion: Under Section 2C1 of the Open Meetings Act to go into Closed Session to discuss the appointment, employment, performance, disciplinary action, or dismissal of a specific employee of the library. Motion by Bill Durrenberger. Second by Joan Roth. Roll Call Vote: Roth – yes, Herkes – yes, Wilson – yes, Durrenberger – yes, Morrical – yes. Motion passes. Closed session commences at 8:02 p.m.
Motion: To return to open session. Motion by Bill Durrenberger. Second by Art Morrical. Roll Call Vote: Roth – yes, Herkes – yes, Wilson – yes, Durrenberger – yes, Morrical – yes. Motion passes. Open session commences at 8:22 p.m.
President Joan Roth called the Regular Session back to order at 8:22 p.m.
Present: Art Morrical, Vice President; Bill Durrenberger, Secretary; Carol Dolin, Director; Julie Wilson, Trustee; Dan Herkes, Treasurer; Joan Roth, President.
Absent: Robert Bergman and Anthony Oliver.
Motion: To adjourn the Regular Board Meeting of September 27, 2012 at 8:23 p.m.
Motion by Bill Durrenberger. Second by Julie Wilson. Motion passes by voice vote.