Online Resources

Downloadable Content

Research Central

Library Board
Minutes for September 6, 2012 Public Hearing Budget and Appropriation Ordinance Print
Library Board

Sugar Grove Public Library Board of Trustees

Minutes of September 6, 2012 Public Hearing

 

 

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

 

Introduction of Trustees and Others Present:

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

 

Purpose of the Public Hearing – Statutory Requirements

The purpose of the Public Hearing is to present the 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 to meet the Statutory Requirements of the State of Illinois for public bodies.

 

Public Comments:

None. President Joan Roth closed public comment.

 

Board Comments:

Dolin discussed the Tentative Budget and Appropriation Ordinance with the library auditor who recommended several adjustments to the ordinance to more closely reflect actual budgetary requirements in the General Fund/Corporate Fund and Special Tax Funds. Tax caps restrict the amount of tax that can be levied to less than what is budgeted and appropriated. Some of the budget lines exceed what we anticipate collecting, but are the amounts the library needs to operate. This also allows for unanticipated revenues, such as an endowment or other revenue.

 

Adjournment:

 

Motion: To adjourn the Public Hearing on the Tentative Budget and Appropriation Ordinance for the Fiscal Year beginning on July 1, 2012 and ending on June 30, 2013 at 6:08 p.m. Motion by Bill Durrenberger. 2nd by Robert Bergman. Roll Call Vote, Roth – yes, Morrical – yes, Bergman – yes, Durrenberger – yes, Wilson – yes, Herkes – yes, Oliver – yes. Motion carried.

 
September 27, 2012 Board Meeting Agenda Print
Library Board
Agenda
Regular Meeting of the Board of Trustees
Sugar Grove Public Library District
Thursday
September 27, 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 September 6, 2012 Public Hearing and September 6, 2012 Special Meeting.
4. Correspondence
5. Review of Financial Reports
6. Approval of the August Check Register – Action
7. Library Report
8. Board Representative Reports
9. OLD BUSINESS
a. Redesign of the Server Room – Action
1) Server options
2) Electrical work for A/C
b. Book Nook Café Contract - Action
c. Safe Deposit Box – Action
d. Annual Report – Action
10. NEW BUSINESS
a. Investment Policy – action
b. Landscaping Maintenance / Snow Removal Contract – action
c. HVAC system maintenance Contract – action
d. Self-check “pay-at-the-pump” contract - action
e. Hours of Operation Survey – action
f. Tape Recordings of Meeting Minutes - action
g. Executive session, if applicable
h. Agenda Items for October 25, 2012, Board of Trustees meeting
11. ADJOURNMENT
Attachments:
Download this file (AGENDA 9-27-12 REG BOARD MTG.pdf)AGENDA 9-27-12 REG BOARD MTG.pdf[ ]Director212 Kb
 
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
 
« StartPrev11121314151617181920NextEnd »

Page 20 of 49

Contact Us


Joomla!.