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July 26, 2012 Board Meeting Agenda Print
Library Board


Agenda

Regular Meeting of the Board of Trustees

Sugar Grove Public Library District

Thursday, July 26, 2012

6:00 p.m.

125 S. Municipal Drive, Sugar Grove, IL

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.         Approval of the Minutes of June 28, 2012 Regular Session

4.         Correspondence

5.         Review of Financial Reports

6.         Approval of the June Check Register – Action

7.         Library Report

8.         Board Committee Reports

9.         OLD BUSINESS

a. Ethics Ordinance – Action

b. Redesign of the Server Room

c. Ordinance Amending the 2011-2012 Budget and Appropriations Ordinance (CORRECTED)

10.       NEW BUSINESS

a. Café – Action

b. Cleaning Contract - Action

c. Salary Schedule

d. Library Staffing and Positions - Action

i.   Increase hours for Computer Lab / IT Manager

ii.  School Liaison / Teen Librarian Position

e. Approve 2012-2013 Operating Budget - Action

f. Safe Deposit Box - Action

g. Resolution to Determine Estimate of Funds Needed for 2012-2013 – Action

h. Adopt Certified Estimate of Revenue by Source – Action

i. Staff recognition – Merrill Poloian’s 10th Anniversary

j. Executive session, if applicable

k. Agenda Items for August 23, 2012, Board of Trustees meeting

11. ADJOURNMENT

Attachments:
Download this file (Agenda 07-26-2012.doc)July 26, 2012 Board Meeting Agenda[ ]Director25 Kb
 
Minutes of May 24, 2012, Regular Board Meeting Print
Library Board

SUGAR GROVE LIBRARY BOARD OF TRUSTEES

MINUTES OF MAY 24, 2012, REGULAR MEETING

 

President Joan Roth called the meeting to order at 7:00 p.m. at the library.

 

Introduction of Trustees and Others Present: Trustees: Art Morrical, Vice President; Joan Roth, President; Bill Durrenberger, Secretary; Robert Bergman; Dan Herkes, Treasurer; Anthony Oliver; and Julie Wilson. Library Director: Carol Dolin.

 

Public Comments:

 

None.

 

President Joan Roth closed public comment.

 

Minutes of April 26, 2012, Board of Trustees Regular Meeting:

 

Motion: To approve the minutes of the April 26, 2012, board of trustees regular meeting. Motion by Julie Wilson, 2nd by Dan Herkes. Role Call Vote: Bergman – Yes, Roth – Yes, Morrical – Yes, Herkes – Yes, Durrenberger – Yes, Oliver – Yes, Wilson – Yes. Motion carried.

 

Correspondence:

 

None.

 

Financial Report:

 

Dan Herkes reviewed the unrestricted and restricted funds reports, the operating budget revenue and expenditure statements, and the April 2012 check register. He stated that the current balance in the money market account as of today is $108,495.00, the library having just received its first tax funds for the next fiscal year. Some of these funds will go into the bond and interest fund.

 

Motion: To approve the April 2012 check register. Motion by Julie Wilson, 2nd by Anthony Oliver. Role Call Vote: Bergman – Yes, Herkes – Yes, Oliver - Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes, Wilson – Yes. Motion carried.

 

Library Report:

 

Carol Dolin presented a written report and reviewed the items covered in that report. Anthony Oliver questioned the status of e-Books, and Carol Dolin gave an explanation. Carol also briefly reviewed the circulation statistic print-outs that accompanied her report.

 

Committee Reports: Building

 

Anthony Oliver informed the trustees of worms in trees and the replacement of some trees.

 

Carol Dolin mentioned that a change in the start time of board meetings was supposed to be on tonight’s agenda but did not get placed on the agenda. It was agreed that this item would be placed on the agenda for the June 28, 2012, board meeting.

 

 

OLD BUSINESS:

 

None.

 

 

NEW BUSINESS:

 

Approval of Revised Job Description:

 

Motion: To approve the revised job description for Computer Lab/IT Manager. Motion by Bill Durrenberger, 2nd by Anthony Oliver. Role Call Vote: Bergman – Yes, Herkes – Yes, Oliver - Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes, Wilson – Yes. Motion carried.

 

Approval of Contract for Directors and Officers Liability Insurance:

 

Initial Motion: To approve a directors and officers liability insurance policy through Volkman Insurance Agency for the one-year period beginning May 31, 2012, at a cost not to exceed $3,505.00. Motion by Dan Herkes, 2nd by Bill Durrenberger. There was some discussion of the new policy in light of the fact that the library’s prior carrier has refused to renew.

 

 

Motion to Amend Initial Motion: To amend the initial Motion to state that the Board President is authorized to review and approve a new directors and officers liability insurance policy with coverage substantially the same as the coverage provided by the prior policy at a cost not to exceed $1,900.00 per year. Motion to amend and approve by Bill Durrenberger, 2nd by Art Morrical. Role Call Vote: Bergman – Yes, Oliver - Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes, Herkes – Yes, Wilson – Yes. Motion carried.

 

Approval of Contract for Financial Audit:

 

Motion: To approve the contract between Weber & Associates CPAs, LLC and the Sugar Grove Public Library Board of Trustees for the services of the annual financial audit in the amount of $12,250.00. Motion by Dan Herkes, 2nd by Julie Wilson. Role Call Vote: Bergman – Yes, Herkes – Yes, Oliver - Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes, Wilson – Yes. Motion carried.

 

Approval of Book Nook Café Contract:

 

Motion: To approve the renewal of the revised contract between Pam Herbert and the Sugar Grove Public Library Board of Trustees for the operation of the Book Nook Café. Motion by Bill Durrenberger, 2nd by Dan Herkes. Director Carol Dolin explained the terms of the contract, focusing in particular on several changes from the prior contract. Director Dolin also stated that Pam Herbert wished to add a provision allowing her to cancel the contract on thirty days notice. The consensus of the trustees was to allow that change in paragraph 33 of the contract. Role Call Vote: Bergman – Yes, Herkes – Yes, Oliver - Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes, Wilson – Yes. Motion carried.

 

Review of the 2012-2013 Proposed Operating Budget and the Budget Process:

 

The trustees reviewed the written documentation. There was some discussion of room rentals, proposed revenues and expenditures, and the legal requirements of the budget process.

 

Approval of Additional Meeting Date for the Board:

 

Motion: To add a hearing and a special meeting of the Sugar Grove Public Library Board of Trustees on September 6, 2012, for budget requirement purposes. Motion by Anthony Oliver, 2nd by Dan Herkes. Role Call Vote: Bergman – Yes, Herkes – Yes, Oliver - Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes, Wilson – Yes. Motion carried.

 

 

Agenda Items for June 28, 2012, Board Meeting:

 

6:00 p.m. meeting time; bandwidth; review of closed session minutes.

 

 

Motion: To adjourn. Motion by Bill Durrenberger, 2nd by Anthony Oliver. Voice Vote: All - Yes. Motion carried.

 

Meeting adjourned at 8:30 p.m. These minutes are submitted by Bill Durrenberger, board secretary.

 
Revised June 28, 2012, Board Meeting Agenda Print
Library Board

Agenda (Revised)

Regular Meeting of the Board of Trustees

Sugar Grove Public Library District

Thursday, June 28, 2012

7:00 p.m.

125 S. Municipal Drive, Sugar Grove, IL

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.         Approval of the Minutes of May 24, 2012 regular session.

4.         Correspondence

5.         Review of Financial Reports

6.         Approval of the May Check Register – Action

7.         Library Report

8.         Board Committee Reports

9.         OLD BUSINESS

a.         Board Meeting date – Add September 6 for Special Meeting – Action

b.         Approve revised PTO Policy – Action

10.       NEW BUSINESS

a.         Review FY 2011-2012 B&A Ordinance to ensure no budget lines have been                                   overspent

b.         Ordinance Amending the Budget and Appropriation Ordinance for the Fiscal Year                        2011-2012 - Action

c.         Approval of Contract for Directors and Officers Liability Insurance – Action

d.         Adopt Prevailing Wage Ordinance - Action

e.         Review Ethics Ordinance

f.          Review Closed Session Minutes – Action

g.         Board Meeting Start Time - Action

h.         Review and Revise Bylaws – Action

i.          Board Memberships in Professional Associations

j.          Approve Redesign of Server Room and Computer Equipment – Action

k.         Safe Deposit Box

l. Personnel – Approve hiring of computer lab IT manager - Action

m.          Executive session, if applicable

n.        Agenda Items for July 26, 2012, Board of Trustees meeting

11.       Adjournment

 
June 28, 2012 Agenda Print
Library Board

Agenda

Regular Meeting of the Board of Trustees

Sugar Grove Public Library District

Thursday, June 28, 2012

7:00 p.m.

125 S. Municipal Drive, Sugar Grove, IL

 

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.         Approval of the Minutes of May 24, 2012 regular session.

 

4.         Correspondence

 

5.         Review of Financial Reports

 

6.         Approval of the May Check Register – Action

 

7.         Library Report

 

8.         Board Committee Reports

 

9.         OLD BUSINESS

a.         Board Meeting date – Add September 6 for Special Meeting – Action

b.         Approve revised PTO Policy – Action

 

10.       NEW BUSINESS

a.         Review FY 2011-2012 B&A Ordinance to ensure no budget lines have been                                   overspent

b.         Ordinance Amending the Budget and Appropriation Ordinance for the Fiscal Year                        2011-2012 - Action

c.         Approval of Contract for Directors and Officers Liability Insurance – Action

d.         Adopt Prevailing Wage Ordinance - Action

e.         Review Ethics Ordinance

f.          Review Closed Session Minutes – Action

g.         Board Meeting Start Time - Action

h.         Review and Revise Bylaws – Action

i.          Board Memberships in Professional Associations

j.          Approve Redesign of Server Room and Computer Equipment – Action

k.         Safe Deposit Box

l.          Executive session, if applicable

m.        Agenda Items for July 26, 2012, Board of Trustees meeting

 

11.       Adjournment

Attachments:
Download this file (28 JUN 2012 Agenda.pdf)June 28, 2012 Board Meeting Agenda[ ]Director261 Kb
 
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