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Minutes of August 23, 2012 Regular Board Meeting Print
Library Board

SUGAR GROVE LIBRARY BOARD OF TRUSTEES

MINUTES OF AUGUST 23, 2012 REGULAR MEETING

 

 

President Joan Roth called the meeting to order at 6:01 p.m. at the library.

 

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

 

Absent: Art Morrical.

 

Public Comments:

None.  President Joan Roth closed public comment.

 

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

Motion: To approve the minutes of the July 26, 2012 board of trustees regular meeting.

Motion by Robert Bergman. 2nd by Dan Herkes. Roll call vote: Roth – yes, Wilson – abstain, Bergman – yes, Durrenberger – yes, Herkes - yes, and Oliver – yes. Motion passed.

 

Correspondence:

The From Our Hearts group gave the library a thank you note and $35 donation for the use of the meeting room. Sarah received a thank you note for her Rhyme Time story time. The auditors sent a list of documents required for the fieldwork, which will begin the first week in September.

 

Financial Report:

Dan Herkes reviewed the operating budget revenue and expenditure statements, and the July 2012 Checkbook register. Building and grounds are running somewhat over budget due to some landscaping expenses. One of the boiler pumps is leaking and caused some water damage to the wall in the staff lounge. The expense is not known at this point, but if necessary the reserve fund may need to be used if the repair is expensive. Databases and Automation expenses come in chunks and some of the larger expenses that are paid once per year were paid in July so they are running high.

Motion: To approve the July 2012 check register. Motion by Bill Durrenberger. 2nd by Robert Bergman. Roll call vote: Roth – yes, Wilson – yes, Bergman – yes, Durrenberger – yes, Herkes - yes, and Oliver – yes. Motion passed.

 

Library Report:

Carol Dolin presented a written report and reviewed happenings in the Library. Dolin discussed different databases and the usage statistics and how the budget is being spent. The exterminator did an interior and exterior treatment and will continue to come out to treat the building monthly. Wayne is making great progress with the IT system. He plans to do classes beginning in October both for beginners and for more advanced users. The staff is planning a variety of programs for the fall. Carol and the staff have gotten out to the schools and registered families for library cards, promoted new services and materials, and gathered information about materials the kids will need in the fall. Carol also gathered information about possible hours the library might be open. Friday late afternoon, Saturday afternoon, Sunday afternoon, and Monday were requested by the public. Carol and the staff are exploring ways to stretch the staff to be open a few more hours per week.

 

 

Representative Reports

Anthony Oliver discussed the quotes from Greiters regarding the air conditioning for the server room. The quotes are exclusive of electrical work. Oliver will check into what is required.

Motion: To accept option B in the amount of 5487, for a cooling only ductless split system with stand-alone controls and low outdoor air temperature operation to the server room. Motion by Anthony Oliver. 2nd by Dan Herkes. Roll call vote: Roth – yes, Wilson – yes, Bergman – yes, Durrenberger – yes, Herkes - yes, and Oliver – yes. Motion passed.

Oliver asked if Dolin had received a quote from Cordogan Clark for the repair of the crack in the counter. She hadn’t so Oliver said he would check in with them again. The Kids Library Desk counter top is rough and requires attention as well.

 

OLD BUSINESS

Approval of Bylaws:

Dolin worked with Wilson and Roth to revise the bylaws. Articles III, IV, V, and IX were revised and clarified. Representatives will take primary responsibility for budget/finance, building/grounds, bylaws, long range planning, personnel, policy, and technology planning bringing in other trustees as needed. Special committees will be formed should the need arise for a library director search or a major community relations/communications project. The director will take the minutes of board meetings and submit the draft to the Board Secretary for approval and revisions before they go to the full board for their approval as long as doing so does not impede her ability to perform her other duties. In the event that taking minutes become burdensome, the director will present alternative solutions to the Board to record accurate and timely minutes of Board meetings.

Motion: To approve the amended Bylaws. Motion by Bob Bergman. 2nd by Anthony Oliver. Roll call vote: Roth – yes, Wilson – yes, Bergman – yes, Durrenberger – yes, Herkes - yes, and Oliver – yes. Motion carried.

 

Redesign of Server Room:

See Representative Reports.

 

Book Nook Café Contract

Motion: To approve the Book Nook Café contract between the Library and Perry Clark as amended at this meeting and then to be submitted to Clark for his consideration. Motion by Dan Herkes. 2nd by Bill Durrenberger. Roll call vote: Roth – yes, Wilson – yes, Bergman – yes, Durrenberger – yes, Herkes - yes, and Oliver – yes. Motion carried.

 

Safe Deposit Box.

Tabled.

 

NEW BUSINESS

Annual Report:

The state went out for bids for firms for data collection for the annual report. The new data gathering system is not yet available so the annual report is not yet complete. The state will accept late submissions this year. Dolin is monitoring the state’s website and will enter the data as soon as possible.

 

Purchasing Policy:

Dolin presented a draft of a purchasing policy for board consideration.

Motion: To adopt the purchasing policy as presented. Motion by Julie Wilson. 2nd by Robert Bergman. Roll call vote: Roth – yes, Wilson – yes, Bergman – yes, Durrenberger – yes, Herkes - yes, and Oliver – yes. Motion carried

 

Adopt Tentative Budget and Appropriation Ordinance - Action

Herkes presented a Tentative Budget and Appropriation Ordinance for the September 6, 2012 hearing by the Board.

Motion: To adopt the Tentative Budget and Appropriation Ordinance for the September 6, 2012 hearing. Motion by Dan Herkes. 2nd by Anthony Oliver. Roll call vote: Roth – yes, Wilson – yes, Bergman – yes, Durrenberger – yes, Herkes - yes, and Oliver – yes. Motion carried.

 

Review of Chapter 9, “Programming” of the Illinois Library Standards, as required for eligibility for the FY 2013 Per Capita Grant.

Dolin reviewed Chapter 9 of “Programming” of the Illinois Library Standards with the Board. The library offers as many programs as possible free of charge. The library building is accessible except when it is closed. This is an area that needs improvement and the board and staff are exploring ways to address this issue. The staff has identified middle and high school aged students, home schooled families, and autistic children as special populations to whom to provide outreach and programming within the library. The staff has identified several online services to feature on the website, in the library, in promotional materials, and prepare instructional programs about for the coming year.

 

Review of Supplemental Tax Funding, as required for the FY 2013 Per Capita Grant

Dolin reviewed supplemental tax funding that has been or could be pursued. The library currently maintains General Corporate Library, Building and Maintenance, Special Reserve, Audit, Liability Insurance, and Social Security Tax Funding. Other potential taxes the library could pursue include Illinois Municipal Retirement Fund (IMRF) and Medicare. The library does not intend to pursue additional supplemental tax funding at this time.

 

3M Contract – Action

Dolin discussed the 3M equipment, how it is used at present, and the cost to maintain it. Moving the self-check units nearer the circulation desk will require a service call by 3M. Dolin is looking into having this done in the near future.

Motion: To approve the 3M Contract. Motion by Dan Herkes. 2nd by Robert Bergman. Roll call vote: Roth – yes, Wilson – yes, Bergman – yes, Durrenberger – yes, Herkes - yes, and Oliver – yes. Motion carried

 

Secretary’s Audit

Roth and Wilson will audit the official minutes of the Board of Library Trustees for the Fiscal Year 2011-2012.

 

Truth in Taxation Act (TITA) hearing on October 25, 2012

The TITA hearing for the review of the levy will take place at 6:00 p.m. on October 25, 2012. The notice will be posted in the library, on the website, and submitted for publication in local newspapers.

 

Executive Session

None.

 

Agenda items for September 27, 2012 Board of Trustees Meeting

Safe Deposit Box, Annual Report.

 

 

 

Adjournment

Motion: To adjourn. Motion by Bill Durrenberger. 2nd by Dan Herkes. Voice Vote: All – Yes. Motion carried

 

Meeting adjourned at 8:16 p.m.

Attachments:
Download this file (08-23-2012 Brd Mtg Minutes.pdf)Minutes of August 23, 2012 Regular Board Meeting[ ]Director1544 Kb
 
September 6, 2012 Special Board Meeting Agenda Print
Library Board

 

AGENDA

OF THE BUSINESS TO BE BROUGHT BEFORE THE MEETING

OF THE BOARD OF TRUSTEES OF THE

SUGAR GROVE PUBLIC LIBRARY DISTRICT

SPECIAL BOARD MEETING

125 S MUNICIPAL DRIVE

THURSDAY, SEPTEMBER 6, 2012

6:00 P.M.

 

 

1. Call to Order/Roll Call

2. Public Comment

3. Approval of the Minutes of the August 23, 2012 Regular Meeting

4. Budget and Appropriation Ordinance for the Sugar Grove Public Library District for the Fiscal Year Beginning on July 1, 2012, and Ending on June 30, 2013

5. Library Credit Card – action

6. Payroll Service – action

7. Book Nook Café Contract – action

8. Announcements

Public Hearing on the Levy Ordinance to be held at the Sugar Grove Public Library on Thursday, October 25, 2012 at 6:00 p.m.

 

ADJOURNMENT

 

 

 

 

 

Attachments:
Download this file (Agenda 9-6-2012Special meeting.doc)Agenda 9-6-2012Special meeting.doc[ ]Director28 Kb
 
September 6, 2012 Public Hearing Agenda Print
Library Board


AGENDA FOR PUBLIC HEARING

TENTATIVE BUDGET AND APPROPRIATION ORDINANCE

BOARD OF LIBRARY TRUSTEES OF THE

SUGAR GROVE PUBLIC LIBRARY DISTRICT

125 S MUNICIPAL DRIVE

THURSDAY, SEPTEMBER 6, 2012

6:00 P.M.

 

 

 

1.  Call to Order/Roll Call

2.    Purpose of Public Hearing – Statutory Requirements

3.  Public Comments

4.    Board Comments

5.    Adjourn Public Hearing

 

Attachments:
Download this file (Agenda public hearing9-6-12.doc)Agenda public hearing9-6-12.doc[ ]Director27 Kb
 
Minutes of July 26, 2012 Regular Board Meeting Print
Library Board

SUGAR GROVE LIBRARY BOARD OF TRUSTEES

MINUTES OF JULY 26, 2012 REGULAR MEETING

President Joan Roth called the meeting to order at 6:00 p.m. at the library.

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

Absent: Julie Wilson.

Public Comments:

None

President Joan Roth closed public comment.

Minutes of June 28, 2012, Board of Trustees Regular Meeting:

Motion: To approve the minutes of the June 28, 2012 board of trustees regular meeting.

Motion by Dan Herkes. 2nd by Robert Bergman. Roll call vote: Oliver – abstain, Morricol – abstain, Bergman – yes, Durrenberger – yes, Roth – yes, Herkes – yes. Motion carried.

Correspondence:

Letter to Big Rock residents regarding non-resident status and requirement to purchase library service from Hinckley Public Library.

Pam Herbert requested the return of her security deposit.

Financial Report:

Dan Herkes reviewed the unrestricted and restricted funds reports, the operating budget revenue and expenditure statements, and the June 2012 Checkbook register. The first payment of the bond and interest for $164,690.63 was made and $149,734 was transferred to the bond and interest account for the next payment.

Motion: To approve the June 2012 check register. Motion by Bill Durrenberger. 2nd by Robert Bergman. Roll call vote: Oliver – yes, Morrical – yes, Bergman – yes, Durrenberger – yes, Roth – yes, Herkes – yes. Motion carried.

Library Report:

Carol Dolin presented a written report and reviewed happenings in the Library. Dolin is working on a report with statistics shown in a year over year chart comparison. Area public librarians, school librarians, and schools met at Sugar Grove to plan jointly for the coming year. Carol and the staff will be out in the schools at several events during August to sign people up for library cards and begin to gather information about how the library hours work for families. Carol outlined information provided by the school principals and media center specialists during the meeting. Resources for time, technology, and support for schoolwork are being considered as we gather information about how and when to serve the public.

Trustees Morrical, Bergman, and Herkes discussed possibilities for grant funding or donations for technology support. Questions arose about the existence of a library foundation. There may have been a foundation with funds held in an account after the dissolution of the foundation. There was a payout in January 2010 or 2011. The Rich account may be a vehicle to accumulate donations of substantial amounts. There may have been another account called the Norma Anderson account that accumulated foundation funds. Dolin and Herkes will look into it further.

The repairs to the monument sign circuitry will be covered under computer insurance with a $250 deductible. Baum Sign will be paid with the insurance proceeds.

The Sikich report is still in progress so we are awaiting information. MediaCom continues to be unreliable, but the T1 line provides back up service, but it is noticeably slower.

We continue to have issues with the building. The server room is getting warmer by the day. Precision Control made some adjustments to the system, which provided some relief, but a permanent solution is needed for the problem. Cordogan Clark sent an engineer to look at it and at the counter and will provide a quote. The crack in the counter is worsening. A bracket is being made and Cordogan Clark will cover the cost of the repair.

Committee Reports

Anthony Oliver reported that quotes for cleaning and landscaping/show removal services. He spoke to American Tree and Turf about the trees. They will remove the dead trees and water the stressed trees.

OLD BUSINESS

Approval of Ethics Ordinance:

Motion: To approve the amended Ethics Ordinance. Motion by Dan Herkes. 2nd by Robert Bergman. Roll call vote: Oliver – yes, Morrical – yes, Bergman – yes, Durrenberger – yes, Roth – yes, Herkes – yes. Motion carried.

Redesign of Server Room:

Tabled..

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

Refer to last month for approval.

NEW BUSINESS

Café - Action:

Perry Clark made a presentation to Joan Roth, Dan Herkes, Carol Dolin, and Merrill Poloian to take over the operation of the Book Nook Café. He also submitted a written proposal for Trustee consideration. He envisions the Book Nook as a coffee shop with pastries, bagels and coffee in the morning and snacks in the late afternoon. He does not plan to be open for lunch at this time. The Board considered the proposal and offered a counter proposal. Carol will submit the counter proposal to Perry and report back with his response.

Motion: To offer Perry Clark a counter offer to run the Book Nook Café with first 3 month free trial period with a back-out clause for either party, and a one year lease of $175 / month negotiable at the end of the year. Motion by Art Morrical, 2nd by Robert Bergman. Roll call vote: Oliver – yes, Morrical – yes, Bergman – yes, Durrenberger – yes, Roth – yes, Herkes – yes. Motion carried.

Cleaning Contract:

The library received three proposals for cleaning service from J&R Cleaning, Coverall, and ServiceMaster. All of the proposals offer two nights of cleaning and include all public and staff areas of the library. Window cleaning, carpet cleaning, and stripping the floors are extra in all of the contracts. The Board wishes to pursue the lowest offer pending reference checks. If any references do not check out, Dolin will pursue a contract with one of the two alternates for a contract not to exceed $1100 / month to perform the same services.

Motion: To pursue a cleaning contract with ServiceMaster that includes carpet and window cleaning, and floor stripping pending satisfactory reference checks. Should references not prove satisfactory, then Dolin will negotiate with the alternates for a price not to exceed $1100/month for comparable service. Motion by Dan Herkes. 2nd by Robert Bergman. Roll call vote: Oliver – yes, Morrical – yes, Bergman – yes, Durrenberger – yes, Roth – yes, Herkes – yes. Motion carried.

Salary Schedule

Carol Dolin presented a salary schedule and outlined the process to do a compensation study with comparable libraries and other area entities.

Motion: To adopt the salary schedule as presented. Motion by Dan Herkes. 2nd by Anthony Oliver. Roll call vote: Oliver – yes, Morrical – yes, Bergman – yes, Durrenberger – yes, Roth – yes, Herkes – yes. Motion carried.

Library Staffing and Positions

Increase hours for the Computer Lab / IT Manager.

Motion: To approve the increase in hours for the Computer Lab / IT Manager. Motion by Dan Herkes. 2nd by Anthony Oliver. Roll call vote: Oliver – yes, Morrical – yes, Bergman – yes, Durrenberger – yes, Roth – yes, Herkes – yes. Motion carried.

Create a School Liaison / Teen Librarian position and approve a job description for this position.

Motion: To create a twelve to fifteen hour assistant or librarian position for a School Liaison / Teen Librarian and approve the job description as presented. Motion by Dan Herkes. 2nd by Anthony Oliver. Roll call vote: Oliver – yes, Morrical – yes, Bergman – yes, Durrenberger – yes, Roth – yes, Herkes – yes. Motion carried.

Approve 2012-2013 Operating Budget

Motion: To approve the 2012-2013 Operation Budget as presented. Motion by Bill Durrenberger. 2nd by Dan Herkes. Roll call vote: Oliver – yes, Morrical – yes, Bergman – yes, Durrenberger – yes, Roth – yes, Herkes – yes. Motion carried.

Safe Deposit Box

Tabled.

Resolution to Determine Estimate of Funds Needed for 2012-2013 Fiscal Year

Motion: To adopt the Resolution to Determine the Estimate of Funds needed for the 2012-2013 Fiscal Year as presented. Motion by Dan Herkes. 2nd by Bill Durrenberger. Roll call vote: Oliver – yes, Morrical – yes, Bergman – yes, Durrenberger – yes, Roth – yes, Herkes – yes. Motion carried.

Adopt Certified Estimate of Revenue by Source

Motion: To adopt the Certified Estimate of Revenue by Source as presented. Motion by Anthony Oliver. 2nd by Robert Bergman. Roll call vote: Oliver – yes, Morrical – yes, Bergman – yes, Durrenberger – yes, Roth – yes, Herkes – yes. Motion carried.

Staff Recognition

Merrill Poloian received her 10-year service pin and the Board and staff celebrated with lemonade and cake.

Executive Session

None.

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

Redesign Server Room; Contract for Café; Safe Deposit Box; Annual Report; Bylaws; Purchasing Policy.

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

Meeting adjourned at 8:17 p.m.

Attachments:
Download this file (July 26,2012 MinutesFINAL.doc)Minutes July 26, 2012 Board Meeting[ ]Director39 Kb
 
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