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.
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.
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.
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.
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.
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.
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.
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.
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
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.
Agenda items for September 27, 2012 Board of Trustees Meeting
Safe Deposit Box, Annual Report.
Motion: To adjourn. Motion by Bill Durrenberger. 2nd by Dan Herkes. Voice Vote: All – Yes. Motion carried
Meeting adjourned at 8:16 p.m.