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June 27, 2013 Board Meeting Minutes Print
Library Board

Sugar Grove Public Library Board of Trustees

Minutes of June 27, 2013 Board Meeting

Held at 125 Municipal Drive, Sugar Grove, Illinois

 

President Dan Herkes called the meeting to order at 6:01 p.m.

 

INTRODUCTION OF TRUSTEES AND OTHERS PRESENT

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

 

Absent: Art Morrical.

 

PUBLIC COMMENTS

Julie Wilson welcomed and congratulated the new trustees on their election and requested that the Pledge of Allegiance be recited at Board Meetings.

 

ADOPTION OF THE AGENDA

Motion: To adopt the June 27, 2013 Regular Board Meeting Agenda as proposed. Motion by Herkes. Second by Coffman. Voice Vote: Motion carried.

 

APPROVAL OF THE MINUTES OF MAY 23, 2013 REGULAR BOARD MEETING

Coffman proposed an amendment to add her to the list of trustees representing the Library at the Corn Boil.

Motion: To approve the minutes of the May 23, 2013 Regular Board Meeting as amended. Motion by Herkes. Second by Durrenberger. Roll Call Vote: Herkes – yes, Coffman – yes, Bergman – yes, Durrenberger – yes, DeBartolo – yes, Oliver – yes. Motion passed.

 

CORRESPONDENCE

Dolin reported on correspondence received since the previous meeting. Both the FY 2012 and FY 2013 Per Capita Grants arrived in FY 2013. The FY 2013 funds can be expended in FY 2014 if the Board determines that is the best course of action.

 

REVIEW OF FINANCIAL REPORTS

Treasurer Coffman reported that the library will be changing to QuickBooks for FY 2013-2014. At 91.1% through the year, 102% of revenues are in not including the Per Capita Grant funding. We received some small donations for summer reading. Expenditures are at 93.96% of budget. The first bond payment was made for for FY 2014.

 

APPROVAL OF MAY 2013 CHECK REGISTER

Motion: To approve the May 2013 check register. Motion by Herkes. Second by Oliver.

DeBartolo asked why checks are not in numerical order. The occurrences are near the beginning and end of the month. It appears to be a function of the parameters of the check register report. Dolin and Coffman will investigate and report at the next board meeting.

Oliver requested two signers and approval by the board prior to checks being signed. The Board will consider revising the purchasing policy at the July Board meeting.

Motion tabled.

 

LIBRARY REPORT

Dolin prepared a written report with statistics, charts, and graphs for the Board Packet. Significant milestones include library card registration of 51.1% up from 47% at the beginning of FY 2013 and circulation of 100,000+ items, up from 84,841 the previous year. Children’s materials comprise 50.1% of overall circulation, Adult materials are 47.8%, and Teen is 3.1%. The Library has invested a great deal of staff time and funds to the Teen audience over the past year. We are re-evaluating our strategies for the coming year. Herkes and Dolin continue to investigate relamping of the public areas.

 

BOARD REPRESENTATIVE REPORTS

Oliver reported on the status of the Circulation counter. An estimate of cost will be included in the July Board Meeting Packet. Herkes discussed disseminating information to the public ensuring that the information shared by trustees is accurate. Public relations and marketing will be a focus in the coming year.

 

Ed DeBartolo asked about the possibility of mailing quarterly newsletters to district residents. Dolin explained that such a mailing would be very expensive and not a sufficiently high priority to justify the substantial expenditure of funds which would be required.

 

OLD BUSINESS

Environmental Scan

Motion: To do the Environmental Scan to satisfy the Per Capita Grant and then form a community group to engage the public on the Library’s behalf. Motion by Oliver. Second by Herkes. Roll Call Vote: Herkes – yes, Coffman – yes, Bergman – yes, Durrenberger – yes, DeBartolo – yes, Oliver – yes. Motion passed.

Dolin will organize a July Special Board Meeting to do the Environmental Scan and a SWOT analysis. Community leadership and the public will be invited to participate in similar discussions in the coming months.

 

Review of Chapter 10 of Serving Our Public

Dolin reviewed the key points in Chapter 10 of Serving our Public 2.0, Marketing, Promotion, and Collaboration.

Standards met in the past year: 2) The Library participated in three or more cooperative activities with other community organizations; 3) The Library’s services and programs are promoted in the community using three or more publicity methods; 4) The Library specifically invites local, state and federal representatives to visit the library; 5) The Library’s website is updated at least monthly; 10) The Library develops strategies to reach those groups that do not use the Library; 12) When reviewing library policies, the board evaluates how the policies affect persons within the jurisdictional population.

Standards partially met in the past year:

Library tours were offered to the public and trustees – tours were offered, but not all trustees have participated. More tours could be scheduled for the public.

The Library’s Board, administration, and appropriate staff visit other libraries at least once a year – several trustees and staff visited numerous libraries over the past year. This will continue and expand in the coming year.

A limited amount of funds were devoted to marketing, promotion, and collaboration over the past year. This will continue to be a constraint in the coming year.

­

Goals for FY 2013-14

  1. Continue efforts to create a positive, engaging library experience.
    1. Staff meetings and written communications will help to orient managers and staff to the expected standards of customer service
    2. Front line staff will receive training on customer service, telephone system, the library catalog, and new patron interface.
    3. Staff time and skills will continue to shift to focus on activities to enhance the patron experience both remotely and within the library
  2. The Library will  continue to improve marketing and promotion efforts
    1. Additional staff time will be devoted to creating clear, consistent, timely, and professional quality messaging.
    2. Statistical reporting will continue to evolve to enhance our messaging.
    3. Low and no cost distribution methods will be used to disseminate these messages over the coming year.
  3. Trustees will visit other libraries in the coming months.

 

Open Meetings Act Trustee Training

DeBartolo and Coffman will need to take the training and submit the certificate of completion.

 

Library Tours for Trustees

Dolin and Coffman toured the Library facility after the last Board meeting. This is an open invitation to any Trustee wishing a tour.

 

50th Anniversary Celebration

Several activities are planned for the week of July 21. AC Rock will perform on Sunday. Hotdogs, brats and pulled pork will be served off a cart. Java Plus will provide beverages. Photos and albums will be on display. The Friends will raffle a gift basket and also host a 50-50 raffle.

 

JavaPlus Café

Herkes updated the Board on the status of the cappuccino machine. Herkes and Morkert from JavaPlus went into Chicago to look at potential machines. Herkes recommendation is to purchase a good used machine with a reverse osmosis system for a cost between $2500 and $2700. Morkert indicated he might be able to pay a higher lease payment if the machine is replaced. This is particularly true at the point of renewal of the lease, when he has a better idea of his potential. Dolin has references for the dealer Herkes and Morkert met. Durrenberger suggested keeping the current machine for the time being, without spending any money to repair it, and hoping that it lasts until the expiration of the current JavaPlus lease – November 1, 2013. At that point, another machine could be purchased, based in part on the terms of the new lease that JavaPlus then enters into with the library, such as the rent amount and the length of lease. This was the consensus feeling of the board at this time.

The bean grinder broke down and needs replacement as well. This is a lower cost item and can be replaced in the short term.

 

NEW BUSINESS

Review of FY 2012-2013 B&A Ordinance to ensure no lines were overspent.

All lines are within budget.

 

Adopt Tentative FY 2013-14 Operating Budget

Motion: To adopt the Tentative FY 2013-2014 Operating Budget. Motion by Herkes. Second by Durrenberger. Roll Call Vote: Coffman – yes, Herkes – yes, Bergman – yes, Durrenberger – yes, DeBartolo – yes, Oliver – yes. Motion passed.

 

Approval of Contract for General Liability Insurance

General Liability Insurance has more than doubled over the past five years. The Library had a claim last year for the monument sign. Jeff Volkman, the library’s insurance agent is seeking a discount and anticipates a slight reduction to the cost listed in the contract.

Motion: To approve the contract for General Liability Insurance with Indiana Insurance at a cost not to exceed $11,457.00. Motion by Herkes. Second by Coffman. Roll Call Vote: Coffman – yes, Herkes – yes, Bergman – yes, Durrenberger – yes, DeBartolo – yes, Oliver – yes. Motion passed.

 

Approval of Contract for Annual Financial Audit

Dolin requested a review of the rate for the annual audit from Weber & Associates. Weber dropped the rate to $10,000 from $12,250 the previous two years.

Motion: To approve the annual audit contract with Weber & Associates at a cost of $10,000. Motion by Durrenberger. Second by DeBartolo. Roll Call Vote: Coffman – yes, Herkes – yes, Bergman – yes, Durrenberger – yes, DeBartolo – yes, Oliver – yes. Motion passed.

 

Review of Bylaws

Coffman recommended the following revisions.

1)      Article III: Board Members, Section 3.03: Compensation - strike the last sentence

2)      Article VI: Order of Business - add Pledge of Allegiance after Roll Call.

Motion: To approve the Bylaws as amended. Motion by Oliver. Discussion of amendments of Bylaws procedure. Amending the bylaws is not an action item on the agenda. Motion withdrawn by Oliver. Tabled until the July 25, 2013 meeting.

Additional revision:

Article X: Amendments – Clarify language. Durrenberger will review with the Library’s attorney.

Article IV: Board Representatives, Section 4.02: Building and Grounds Representative - Coffman proposed separate representatives for the Building and the Grounds to better address the condition of the grounds.

 

Adoption of Prevailing Wage Ordinance

Motion: To adopt ORDINANCE 13-06-27(a) PREVAILING RATE OF WAGES. Motion by Oliver. Second by Durrenberger. Roll Call Vote: Coffman – yes, Herkes – yes, Bergman – yes, Durrenberger – yes, DeBartolo – yes, Oliver – yes. Motion passed.

 

Adoption of Ethics Ordinance

Motion: To adopt ORDINANCE 13-06-27(b) ETHICS ORDINANCE. Motion by Durrenberger. Second by Oliver. Roll Call Vote: Coffman – yes, Herkes – yes, Bergman – yes, Durrenberger – yes, DeBartolo – yes, Oliver – yes. Motion passed.

 

Outreach Services

Oliver suggested the library implement homebound delivery. The Library offers this service to library cardholders. When the rare request arrives at the Library, the Adult Services staff delivers items with their own cars. The service is not heavily promoted due to the Library’s limited resources.

 

2014 Library Holiday Closing Calendar

Motion: To accept the 2014 Library Holiday Closing Schedule. Motion by Herkes. Second by DeBartolo. Roll Call Vote: Coffman – yes, Herkes – yes, Bergman – yes, Durrenberger – yes, DeBartolo – yes, Oliver – yes. Motion passed.

 

2014 Board Meeting Calendar

Motion: To accept the 2014 Board Meeting Calendar. Motion by Durrenberger. Second by Herkes. Roll Call Vote: Coffman – yes, Herkes – yes, Bergman – yes, Durrenberger – yes, DeBartolo – yes, Oliver – yes. Motion passed.

 

Executive Session

Motion: To enter into Executive Session under Section 2C1 of the Open Meetings Act to discuss the appointment, employment, compensation, disciplinary actions, or dismissal of a specific employee at 8:32 p.m. Motion by Durrenberger. Second by DeBartolo. Roll Call Vote: Coffman – yes, Herkes – yes, Bergman – yes, Durrenberger – yes, DeBartolo – yes, Oliver – yes. Motion passed.

 

Open Session

Motion: To enter Open Session at 9:01 p.m. Motion by Durrenberger. Second by Herkes. Roll Call Vote: Coffman – yes, Herkes – yes, Bergman – yes, Durrenberger – yes, DeBartolo – yes, Oliver – yes. Motion passed.

 

Agenda Items for July 25, 2013 Board Meeting

Purchasing Policy, Bylaws, Board Representatives, May Check Registers for General and Special Reserve Accounts, Financial Policy, Snow Street Fund, Keys for Trustees

 

ADJOURNMENT

Motion: To adjourn the Board Meeting at 9:07p.m. Motion by Herkes. Second by Coffman. Voice Vote: All – yes. Motion carried.

 

Attachments:
Download this file (Minutes 6-27-13FINAL.pdf)June 27, 2013 Board Meeting Minutes[ ]Director215 Kb
 
July 25. 2013 Board Meeting Agenda Print
Library Board

Agenda

Regular Meeting of the Board of Trustees

Sugar Grove public Library District

Thursday, July 25, 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.    Adoption of the Agenda

5.    Approval of the Minutes of June 27, 2013 Regular Board Meeting and July 16, 2013 Special Board Meeting

6.    Correspondence

7.    Review of Financial Reports

8.    Approval of the May 2013 and June 2013 Check Registers – Action

9.    Library Report

10.  Board Representative Reports

11.  OLD BUSINESS

a.    Review Environmental Scan – discussion

b.    Open Meetings Act Trustee Training - update

c.    50th Anniversary Celebration – report

 

12.  NEW BUSINESS

a.    Resolution to revise Insurance on 2012-2013 B&A Ordinance

b.    Revise Purchasing Policy – action

c.    Revise Bylaws – action

d.    Appoint Board Representatives – action

e.    Tentative FY 2013-2014 B&A Ordinance – action

f.      Executive Session, if applicable

g.    Agenda items for August 22, 2013 Board of Trustees Meeting

·   B&A Ordinance, Outstanding Liabilities and Bonds, Certified Estimate of Revenues, Sworn Statement of all Receipts and Expenditures, Secretary’s audit,

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 (20130725 brd mtg.pdf)July 25, 2013 Board Meeting Agenda[ ]Director340 Kb
 
July 16, 2013 Special Board Meeting Print
Library Board

Agenda

Special Meeting of the Board of Trustees

Sugar Grove public Library District

Tuesday, July 16, 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. Adoption of the Agenda
  4. NEW BUSINESS
    1. Review Library Mission
    2. Review Library Draft Long Range Plan
    3. Environmental Scan with SWOT Analysis
    4. Recommendation for FY 2013-14 Goals
  5. 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:

Attachments:
Download this file (Agenda071613.pdf)Agenda071613.pdf[ ]Wayne50 Kb
 
May 23, 2013 Board Meeting Minutes Print
Library Board

 

President Pro Tem Dan Herkes called the meeting to order at 6:07 p.m.

 

INTRODUCTION OF TRUSTEES AND OTHERS PRESENT

Present: Anthony Oliver, Trustee; Ed DeBartolo, Trustee elect; Bill Durrenberger, Secretary; Carol Dolin, Director; Robert Bergman, Trustee; Dan Herkes, Treasurer; Louise Coffman, Trustee elect.

 

Absent: Art Morrical.

 

SWEARING IN OF NEW BOARD MEMBERS

Notary Merrill Poloian swore in Board Secretary Bill Durrenberger. Durrenberger then swore in Louise Coffman, Ed DeBartolo, Anthony Oliver, Robert Bergman, and Daniel Herkes.

 

Art Morrical will be sworn in at a later date.

 

ELECTION OF OFFICERS

President: Bill Durrenberger nominated Dan Herkes for President. Anthony Oliver seconded the nomination. Roll Call Vote: Coffman – yes, Herkes – abstain, Bergman – yes, Durrenberger – yes, DeBartolo – yes, Oliver – yes. Election carried.

 

Vice President: Bill Durrenberger nominated Anthony Oliver for Vice President. Ed DeBartolo seconded. Roll Call Vote: Coffman – yes, Herkes – yes, Bergman – yes, Durrenberger – yes, DeBartolo – yes, Oliver – yes. Election carried.

 

Secretary: Bill Durrenberger nominated Ed DeBartolo. Anthony Oliver seconded. Roll Call Vote: Coffman – yes, Herkes – yes, Bergman – yes, Durrenberger – yes, DeBartolo – yes, Oliver – yes. Election carried.

 

Treasurer: Dan Herkes nominated Louise Coffman for Treasurer. Bill Durrenberger seconded. Roll Call Vote: Coffman – abstain, Herkes – yes, Bergman – yes, Durrenberger – yes, DeBartolo – yes, Oliver – yes. Election carried.

 

PUBLIC COMMENTS

John Guddendorf congratulated the new trustees on their election.

 

APPROVAL OF THE MINUTES OF APRIL 25, 2013 REGULAR BOARD MEETING AND APRIL 25, 2013 EXECUTIVE BOARD MINUTES.

Motion: To approve the minutes of the April 25, 2013 Regular Board Meeting. Motion by Anthony Oliver. Second by Dan Herkes. Roll Call Vote: Coffman – yes, Herkes – yes, Bergman – abstain, Durrenberger – yes, DeBartolo – yes, Oliver – yes. Motion carried.

 

Motion: To approve the minutes of the April 25, 2013 Executive Board Meeting. Motion by Bill Durrenberger. Second by Anthony Oliver. Roll Call Vote: Coffman – abstain, Herkes – yes, Bergman – yes, Durrenberger – yes, DeBartolo – yes, Oliver – yes. Motion carried.

 

CORRESPONDENCE

Dolin reported that the Library won a $5,000 Back to Books Grant for non-fiction materials in children’s and teens’ collections. The funds may or may not arrive before the end of the fiscal year. Any Board members who have not filed an Economic Interest Statement must do so within 90 days.

 

REVIEW OF FINANCIAL REPORTS

Treasurer, Dan Herkes reviewed the financial reports including the Balance Sheet; Statement of Revenues, Expenditures, and Changes in Fund; Schedule of Revenue and Expenditures Budget vs. Actual; April 2013 Check Register; and Trial Balance for April 2013. At 83.3% of the way through the fiscal year, total revenues are at 100.72% and total expenditures are 84.44% spent. Automation continues to run ahead of budget due to the Baum Sign repairs. This is offset by miscellaneous revenues due to the insurance payment that covered the bulk of the repairs. March had three payrolls so payroll continues to be slightly ahead of budget. Materials have been ordered and will be paid with of the approved Reserve Funds.

 

APPROVAL OF APRIL 2013 CHECK REGISTER

Motion: To approve the April 2013 check register. Motion by Durrenberger. Second by Oliver. Roll Call Vote: Coffman – yes, Herkes – yes, Bergman – yes, Durrenberger – yes, DeBartolo – yes, Oliver – yes. Motion carried.

 

LIBRARY REPORT

The Board Packet included written reports with statistics from Dolin, Assistant Director Merrill Poloian, and Kids Library Manager Sarah Barbel. Circulation is up 39% over the previous April. We’ve seen a dramatic increase in reference questions answered, and program attendance of 200 people, chiefly due to children’s programming. Library staff visited all classes at John Shields and McDole schools and the Chesterbrook Academy to promote Dig Into Reading!, the summer reading program, which begin on June 8. Barbel and Teen Librarian Christina Keasler Reached out to District 129 and Kaneland Harter Middle School, but this was not an optimal time to present there. Required and suggested summer reading lists will be on the library website and in the departments to assist students. Website improvements continue. JavaPlus took possession of the Café on May 1. Dig Into Reading! the Summer Reading Program for children, teens, and adults begins on June 8. Plans continue for the 50th Anniversary celebration on July 21. The Library will sponsor golf cart shuttles between the Corn Boil and remote parking, including the Library. The light bulbs need replacing throughout the building. Herkes and Dolin will investigate and report next month.

 

BOARD REPRESENTATIVE REPORTS

Oliver reported on the status of the counter. Cutting the counter top will generate stone dust. The contractor will mask the area.

 

 

 

OLD BUSINESS

JavaPlus Presentation -Mike Morkert reported on progress toward opening the café. The space is ready to go, employees have been hired, and the soft opening has been successful so far. He received 75 responses to a survey of the community. Pepsi will provide a beverage machine, which is more energy efficient than the Grab n Go. June 4 will be the official opening date. The search continues for an appropriate cappuccino machine.

 

Trustee Training Opportunities

Oliver will attend a training session at the ALA Annual Conference. Coffman indicated interest in trustee training at ALA and through Dominican. Dolin will register them with the library credit card. All Trustees must complete Open Meetings Act training. The Environmental Scan Discussion must be completed before the August Meeting.

 

NEW BUSINESS

Operating Budget 2013-14 Discussion

Dolin presented a proposed Draft Internal Operating Budget for FY 2013-14.

 

50th Anniversary Celebration

AC Rock will perform at the Library on Sunday, July 21. We are still working on a program with the historical society and food for the event.

 

Corn Boil

Dolin, Poloian, and Judy Flaherty will represent the staff and Herkes, DeBartolo, Oliver, and Coffman, Chair of the Parking and Shuttle Committee, will represent the Board. Staff and Trustees will drive the golf carts and oversee parking for the Corn Boil. The golf carts will have Library signs on them.

 

Other Events – Trustees Out and About

There was discussion of the Holiday in the Grove’s Craft Show and the Big Rock Halloween event.

 

Executive Session

None.

 

Agenda Items for June 27, 2013 Board Meeting

Environmental Scan, Shut-in/Homebound Service.

 

ADJOURNMENT

Motion: To adjourn the Board Meeting at 7:49 p.m. Motion by Durrenberger. Second by Coffman. Voice Vote: All – yes. Motion carried.

 

Attachments:
Download this file (Minutes 5-23-13FINAL.pdf)May 23, 2013 Board Meeting Minutes[ ]Director46 Kb
 
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