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May 23, 2013 Board Meeting Agenda Print
Library Board

Agenda

Regular Meeting of the Board of Trustees

Sugar Grove Public Library District

Thursday, May 23, 2013

6:00 p.m.

125 S. Municipal Drive, Sugar Grove, IL

 

1.         Call to order/Roll call and introduction of Trustees

2.         Swearing in of New Board Members

3.         Election of Officers

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

5.         Approval of the Minutes of April 25, 2013 Board Meeting and the Minutes of April 25, 2013 Executive Session

6.         Correspondence

7.         Review of Financial Reports

8.         Approval of the April 2013 Check Register – Action

8.         Library Report

9.         Board Representative Reports

10.       OLD BUSINESS

a.      JavaPlus Presentation

b.      Trustee Training

1.      Open Meetings Act (OMA)

2.      ALA Conference – who is attending and when

3.      WebJunction – Environmental Scan (required for 2014 Per Capita Grant)

4.      Trustee Fact File - Discussion

5.      Library Tours - Discussion

11.       NEW BUSINESS

a.      Operating Budget 2013-14 - Discussion

b.      50th Anniversary Celebration

c.       Corn Boil

d.      Other events – Trustees out and about

e.      Executive session

f.        Agenda Items for June 27, 2013 Board of Trustees meeting

12.       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 relates to library business only.

      Adopted 3/10/2011

Attachments:
Download this file (Agenda 05-23-13.pdf)May 23, 2013 Board Meeting Agenda[ ]Director191 Kb
 
March 28, 2013 Board Meeting Minutes Print
Library Board

Sugar Grove Public Library Board of Trustees

Minutes of March 28, 2013 Board Meeting

 

President Joan Roth called the meeting to order at 6:02 p.m.

 

INTRODUCTION OF TRUSTEES AND OTHERS PRESENT

Present: Art Morrical, Vice President; Robert Bergman, Trustee; Bill Durrenberger, Secretary; Carol Dolin, Director; Dan Herkes, Treasurer; and Joan Roth, President.

 

Absent: Anthony Oliver.

 

PUBLIC COMMENTS

None.

 

APPROVAL OF THE MINUTES OF FEBRUARY 28, 2013 REGULAR BOARD MEETING AND MARCH 7, 2013 SPECIAL BOARD MEETING.

Motion: To approve the minutes of the February 28, 2013 Regular Board Meeting. Motion by Morrical. Second by Bergman. Roll Call Vote: Morrical - yes, Bergman – yes, Durrenberger - yes, Herkes – yes, Roth - yes. Motion carried.

Motion: To approve the minutes of the March 7, 2013 Special Board Meeting. Motion by Herkes. Second by Bergman. Roll Call Vote: Morrical - yes, Bergman – yes, Durrenberger - yes, Herkes – yes, Roth - yes. Motion carried.

 

CORRESPONDENCE

Dolin reported on the 2012 Tax Computation Report, which estimates the library’s property tax revenues for the 2013-2014 fiscal year. The corporate fund revenues will decline by about $400 due to the property tax caps. Our Budget and Appropriation Ordinance increased the Audit, Liability Insurance, and Social Security lines, so the property tax revenues available to operate the library will increase from $533,095.15 to $559,133.52. As has happened each of the past five years, the Bond and Interest revenues will increase more than our requested amount to $639,312.05. The 2013 Per Capita Grant is expected to be $16,196.79, which is about $30 more than the 2012 grant.

 

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; February 2013 Check Register; and Trial Balance for February 2013. At two thirds of the way through the fiscal year, total revenues are at 100.22%% and total expenditures are 68.93% spent. Room Rentals are up since we’ve been open on Saturday and Sunday afternoons.

 

Anthony Oliver arrived at 6:08 p.m. during the review of financial reports. 

 

APPROVAL OF FEBRUARY 2013 CHECK REGISTER

Motion: To approve the February 2013 check register. Motion by Oliver. Second by Bergman. Roll Call Vote: Morrical - yes, Bergman – yes, Oliver – yes, Durrenberger - yes, Herkes – yes, Roth - yes. Motion carried.

 

LIBRARY REPORT

Dolin provided a written report to the Board, which covered library and materials use statistics, building and grounds, technology, community outreach, and staffing. Circulation and Library Card registration are on the rise. Books, movies, music, audiobooks, and magazine checkout are all up. Downloadable content use is also up, but not nearly as much as the physical materials. Reference questions were up by 50% last month, probably due more to the concerted effort to record the transactions than actual activity. We rely on staff to record their questions on manual statistics sheets, which is difficult when we are busy. Patron visits per hour are highest on Tuesday, Saturday, and Sunday. We have programs on Tuesdays and some Saturdays, but not on Sundays. Visits per hour increased from 15 per hour in January to 18 per hour in February, and 23 per hour in March. All public and staff computers have been upgraded and are fully backed up locally and in the cloud. Wayne established a staff wireless network and is improving the web site. Merrill is working hard on promoting the library services and also is learning about the website and regularly viewing webinars on collection development. Sarah, Alison, and Christina have been out in the schools talking about books and programs. They also attended or viewed several training sessions and webinars on children’s and teen’s services and collections. Mary is working diligently to automate as much of her workflow as possible, while also preparing for the overhaul in cataloging practices. Michelle attended a LACONI meeting at the Oak Park Public Library and got some ideas to improve service in circulation.

 

BOARD REPRESENTATIVE REPORTS

Oliver reported on the progress on the Circulation Desk. They are still waiting for a report from the carpenter.

 

OLD BUSINESS

Book Nook Café - Action

The Morkerts and Roth executed the contract to operate the Book Nook. They are surveying the public to see what people want to eat and when to be open. Mike Morkert has been at the library several times to observe the traffic, gather ideas, and to prepare the space. The news has gotten out in the newspapers, on Facebook and on the website. Oliver asked about the Morkerts appearing at a board meeting, and Dolin agreed to invite them to a future meeting.

 

Intergovernmental Agreement

Dolin sent the agreement to the library’s attorney but has not heard back from him. Tom Rowe suggested that it be tabled until after the election. The Board agreed.

 

Operating Budget Discussion

This discussion pertains to the 2012-2013 Operating Budget of $569,988 and not the Budget and Appropriations Ordinance of $1.7 million, which was never received by the library.

Herkes presented a document prepared by himself, Dolin, and the staff outlining the reasoning for increasing the budget lines for materials. He presented three options: 1. Use a one-time opportunity to spend $10,000 of Special Reserves on the collection; 2. Reallocate $7,500 from other budget lines in the 2012-13 operating budget; 3. Stop spending on materials for the remainder of the 2012-13 fiscal year and put any remaining funds at the end of the year into the Special Reserves. The Board considered usage statistics, positive feedback from the public regarding the recent collection improvement, and the impact on the overall budget and long-term reserves. Oliver expressed concern about spending reserves on materials. His preference is to maintain a reserve for the building. Morrical said there was a plan to purchase materials when the building was built, but that was never done. He also said his understanding was that impact fees should be deposited in the Special Reserve. Dolin will verify that. Upon Durrenberger’s inquiry, it was clarified that there is about $68,000 in the Special Reserve, all of which could be spent on the collections until 2014, and $85,000 in the Snow Street fund, which is unrestricted and can be used for anything. Option 1 would use $10,000, or 7% of the $153,000 to build the collection. These funds would bolster the collection of reference materials and start to fill some of the more obvious holes that developed over the past several years. Option 2 shifts $7500 from Custodial to Materials continue to purchase current, popular titles in print and media to continue building the collection as we have since July. Option 2 also shifts $3,000 from Custodial to Programming and $7,000 from Legal and General Liability to Personnel.

Motion: To adopt Option 1 to use $10,000 from the Special Reserve for materials and Option 2 to shift funds from Custodial, Legal, and General Liability to Materials, Programming, and Personnel. Motion by Durrenberger. Second by Herkes. Roll Call Vote: Morrical - yes, Bergman – yes, Oliver – no, Durrenberger - yes, Herkes – yes, Roth - yes. Motion carries.

 

NEW BUSINESS

Summer Programming

The Summer Reading Program theme is Dig into Reading and planning is well underway. Pat Graceffa suggested that the library do a 50th Anniversary Fund Raiser. A celebration in mid-July could feature Dig into History, which would be a nice theme.

 

Executive Session

None.

 

Agenda Items for April 25, 2013 Board Meeting

Items for the April 25, 2013 meeting, 1.Presentation by JavaPlus, 2. Director’s evaluation. Submit additional agenda items to Bill Durrenberger or Carol Dolin at least a week before the next meeting.

 

ADJOURNMENT

Motion: To adjourn the Board Meeting at 7:11 p.m. Motion by Oliver. Second by Bergman. Voice Vote: all in favor. Motion carried.

Attachments:
Download this file (3-28-2013-Minutes.pdf)3-28-2013-Minutes.pdf[ ]Wayne18 Kb
 
April 25, 2013 Board Meeting Agenda Print
Library Board

Agenda

Regular Meeting of the Board of Trustees

Sugar Grove Public Library District

Thursday, April 25, 2013

6:00 p.m.

125 S. Municipal Drive, Sugar Grove, IL

 

1.         Call to order/Roll call and introduction of Trustees

2.         Welcome Incoming Board Members

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

4.         Approval of the Minutes of March 28, 2013 Board Meeting review of Executive Session minutes and recordings

5.         Correspondence

6.         Review of Financial Reports

7.         Approval of the March 2013 Check Register – Action

8.         Library Report

9.         Board Representative Reports

10.       OLD BUSINESS

a.      JavaPlus Presentation

b.      Special Reserve Fund – review of Ordinance 11-06-02

c.       Trustee Training opportunities

1.      ALA Pre-Conference

2.      WebJunction – Environmental Scan (required for 2014 Per Capita Grant)

3.      Trustee Fact File

4.      Library Tours

11.       NEW BUSINESS

a.      Executive session, Director’s Evaluation

b.      Agenda Items for May 23, 2013 Board of Trustees meeting

12.       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 relates to library business only.

      Adopted 3/10/2011

Attachments:
Download this file (Agenda 4-25-13.pdf)Agenda 4-25-13.pdf[ ]Wayne31 Kb
 
March 7, 2013 Special Board Meeting Minutes Print
Library Board

Sugar Grove Public Library Board of Trustees

Minutes of March, 7, 2013 Special Board Meeting

 

 

President Joan Roth called the meeting to order at 5:37 p.m.

 

INTRODUCTION OF TRUSTEES AND OTHERS PRESENT

Present: Art Morrical, Vice President; Bill Durrenberger, Secretary; Dan Herkes, Treasurer; Carol Dolin, Library Director; and Joan Roth, President.

Absent: Robert Bergman, Anthony Oliver.

 

PUBLIC COMMENTS

None.

 

Cancel Book Nook Café Contract with Perry Clark

Bill Durrenberger contacted Perry Clark to inquire about canceling the library’s lease agreement with him for Book Nook Café. Clark responded by email saying he would not be able to open the café as planned and agreed to terminate the agreement. He volunteered to pay the agreement through December if necessary, but he wanted the security deposit returned. Durrenberger asked for immediate payment through June less the security deposit. Clark signed the termination and paid $150 ($450 rent minus $300 security deposit.)

 

Anthony Oliver arrived at 5:47 p.m.

 

The Board discussed the possibility of seeking a donation equivalent to what Clark would have paid for the full contract.

Motion: To accept the Cancellation of the Book Nook Contract with Perry Clark. Motion by Dan Herkes. 2nd by Bill Durrenberger. Roll Call Vote: Art Morrical – yes, Bill Durrenberger – yes, Joan Roth – yes, Anthony Oliver – yes, Dan Herkes – yes. Motion carries.

 

Discuss and approve Future Book Nook Café Licensing

The Board discussed a potential agreement with Java Plus. Dolin spoke with representatives from the Corn Boil, Kendall County Fair, and Chicago Coffee Roastery and all spoke favorably about the Morkerts and their operation of Java Plus. The Board agreed to pursue an agreement with the firm.

 Motion: To authorize Joan Roth to sign a contract with Java Plus with a 6 month term of $150 per month and a $300 security deposit. The contract should be structured similarly to the recently cancelled contract with details to be acceptable to Dolin and Roth. Bill Durrenberger will draw up the agreement. Motion by Bill Durrenberger. 2nd by Dan Herkes.

Amendment: Any additional equipment required by the Morkerts is to be paid for by Java Plus. Motion by Anthony Oliver. 2nd by Bill Durrenberger. Voice Vote: All in favor. Motion to amend carries.

Initial Motion, as Amended: Voice Vote: All in favor. Motion carries.

 

Executive Session

None.

 

ADJOURNMENT

Motion: To adjourn the Board Meeting at 6:25 p.m. Motion by Bill Durrenberger. Second by Anthony Oliver. Voice Vote: all in favor. Motion carried.

Attachments:
Download this file (Minutes 3-7-13FINAL.doc)March 7, 2013 Special Board Meeting Minutes[ ]Director35 Kb
Download this file (Minutes 3-7-13FINAL.pdf)Minutes 3-7-13FINAL.pdf[ ]Wayne94 Kb
 
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