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August 28, 2014 Tentative Budget and Appropriation Ordinance Minutes Print
Library Board

Sugar Grove Public Library District

Public Hearing

Library Board of Trustees

August 28, 2014

Tentative Budget and Appropriation Ordinance Minutes

 

Call to Order and Roll Call

President Anthony Oliver called the meeting to order at 6:00pm.

 

Present: Anthony Oliver, President; Louise Coffman, Treasurer; Art Morrical, Trustee; Robert Bergman, Trustee; Bill Durrenberger, Secretary; Pat Graceffa, Vice President; Carol Dolin, Director.

 

Purpose of Public Hearing --

Statutory Requirements.

 

Public Comment

None.

 

Board Comment

Louise Coffman and Carol Dolin explained some changes per the auditor’s suggestions, including the shifting of certain expenses from their initial lines to different lines.

 

Adjournment

Motion: To adjourn the meeting at 6:06pm. Motion by Coffman. Second by Morrical. Voice vote: all yes. Motion passed.

 

Attachments:
Download this file (8_28_14_SPEC_MTG_MINUTES.pdf)8_28_14_SPEC_MTG_MINUTES.pdf[ ]Nancy174 Kb
 
August 28, 2014 Board Meeting Minutes Print
Library Board

Sugar Grove Public Library District

Library Board of Trustees

August 28, 2014

Board Meeting Minutes

 

Call to Order and Roll Call

President Anthony Oliver called the meeting to order at 6:07pm.

 

Present: Louise Coffman, Treasurer; Art Morrical, Trustee; Anthony Oliver, President; Robert Bergman, Trustee; Bill Durrenberger, Secretary; Pat Graceffa, Vice President; Carol Dolin, Director.

 

Public Comment

None.

 

Pledge of Allegiance

 

President’s Report

Oliver expressed his disappointment in losing Carol Dolin as library director.

 

Secretary’s Report and Approval of Minutes of July 24, 2014 Regular Board Meeting.

Motion: To approve the minutes of July 24, 2014 Regular Board Meeting. Motion by Durrenberger. Second by Graceffa. Roll call vote: Oliver – yes, Coffman – yes, Durrenberger – yes, Bergman – yes, Graceffa – yes, Morrical – yes. Motion passed.

 

Correspondence

Correspondence included the letter from Melissa Flint requesting consideration for the Library Trustee position;

 

Motion: To appoint Melissa Flint as Trustee. Motion by Durrenberger. Second by Louise Coffman. Roll call vote: Oliver – yes, Coffman – yes, Durrenberger – yes, Bergman – yes, Graceffa – yes, Morrical – yes. Motion passed.

 

Director Carol Dolin’s letter of resignation to the SGPL Board; Dolin’s letter of resignation to the MAGIC Board; newspaper articles concerning eBooks submitted by Bill Wulff; notice from the Kane County Clerk of the Board of Review (assessment complaint, Walgreens).

 

Treasurer’s Review of July 2014 Financial Reports

Coffman reviewed the reports for the board.

 

Approval of July 2014 Check Register

Motion: To approve the July 2014 Check Register of electronic payments and checks for $208,050.23. Motion by Coffman. Second by Morrical. Roll call vote: Oliver – yes, Coffman – yes, Durrenberger – yes, Bergman – yes, Graceffa – yes, Morrical – yes. Motion passed.

 

 

Library Report

 

Dolin gave highlights from the written report:
One month into fiscal year, the reader’s advisory tool (NoveList) accounts for 90% of the database use. It is well worth the expenditure. SGPL issued 75 new and 102 renewed library cards.  Now have a tool to scan driver’s license information for card sign-up.

Most people are coming in to use library peak during morning, afternoon and evening busy. 6:00-8:00 pm tapers but at 8:00 pm we must ask patrons working on homework to leave.

Summer reading program had a drop in overall participation (due to no adult program in place this year).  Teen participation was up by 7% and 43% of the teens who started actually finished.  There were some teen programs but they were not well attended.  We will focus programs on younger children. We received a Target grant to help with the STEM program. 

There are still issues with HVAC; it is working but it is setting off alarms.  The software service technician says it is caused by problems in the system. They charge every time they have to come in to troubleshoot at a rate of $175 per hour plus travel for software-related maintenance calls. It is normally a nuisance alarm and notification goes to Carol and Ryan’s email.  Common alarm codes are Chiller, Boiler or High Temperature Alarms. We always check because it is potentially dangerous. Ryan has learned how to address these alarms.

SGPL also had a representative from 360 Energy Group in to discuss how to obtain grants but the cost to convert lighting is too high due to the necessity of changing the fixture. Cold air is being dumped into the circulation area but the problem was addressed. The system they propose would lower the volume of air in the building to be heated/cooled. Said it would pay for itself in six months.

The new server has been installed and Wayne and Ryan will be in to install it in the holder tomorrow.  Wayne also replaced the PACs. New units are smaller and will be easier to keep cool. The cost was $1600 total to replace PACs. The monument sign was fixed by Ryan and Wayne. The problem was that water had gotten into the inside. They dried it out and sealed it so it will not get wet again.

Merrill Poloian has retired but will come in to the library a few hours every other week to assist with payroll and accounts payable. Nancy Wollwert, Jennifer Stasinopoulos, and Sarah will take on additional responsibilities.

 

Board Representative Reports


Budget/Finance:

Will be switching to a CPA; more cost effective and responsive.

Building:

Estimates on cleaning the carpets, stripping floors and washing windows.  All is in the custodian budget line and we are hoping to get all of this done this weekend.  Last time we did not get the tower window done because additional equipment costs $1,500.  Power washing would damage the door sensors because water drips down and shorts them out. 

Grounds:

Trees and bushes have been trimmed. The cracks in the parking lot need to be addressed or the entire parking lot will eventually have to be replaced.  SGPL is getting estimates on having the parking lot repaired. It may be able to add the repair costs on the county contract in order to save money. The butterfly garden is great and now that the swallows are gone there are actually butterflies.

Long Range Planning:

No long-range planning has been done other than the five-year financial plan.

Personnel:

All the evaluations have been done and they went well.

Policy:

None

Technology:

Already discussed.

Director’s Search:
The way the bylaws read you have to form a committee to do the search.

 

Friends Report

Some events are being coordinated.

 

OLD BUSINESS

 

Bond refunding

Steve Larson and John Miller provided a memo to board outlining proposed changes; the building bonds need refunded January 15. Want to work on a financial plan because it will impact credit rating.  Estimated 2% CPI for future years.  All the operating funds comprise limiting rate. Rate has been going up because assessed values have been going down.  Next year assessed values may level off.  It doesn’t affect revenue as much but it affects tax rate. Larson suggested that the library consolidate funds. Can be put as a line item in the general fund, which would simplify accounting. Larson also stated that keeping about a two to three month fund balance in the general funds would be adequate. Additional suggestion was to prepare a capital replacement plan in order to schedule upcoming building maintenance replacement and repair costs. Budget will continue to remain limited without some sort of an increase in taxes. Residential growth would help. They suggested pursuing a negotiated sale in order to get the best rate.

Motion: To continue with a negotiated sale. Motion by Durrenberger. Second by Bergman. Roll call vote: Oliver – yes, Coffman – yes, Durrenberger – yes, Bergman – yes, Graceffa – yes, Morrical – yes. Motion passed.

 

Trustee vacancy

See Correspondence.

Annual Financial Audit

Fieldwork is done and went well. The final report will be complete by the November deadline or earlier.

 

NEW BUSINESS

 

Rename Illinois Funds Bank Accounts

Motion: To change Illinois Funds Account names to Savings & Checking. Motion by Coffman. Second by Graceffa. Roll call vote: Oliver – yes, Coffman – yes, Durrenberger – yes, Bergman – yes, Graceffa – yes, Morrical – yes. Motion passed.

Bank Signers

Anthony Oliver added to the signer list.

 

Library Credit Card

Louise Coffman has been added, but it is desirable to have a staff member on the card.
Motion:
to add Wayne to the credit card account. Motion by Coffman. Second by Durrenberger. Roll call vote:  Oliver – yes, Coffman – yes, Durrenberger – yes, Bergman – yes, Graceffa – yes, Morrical – yes. Motion passed.

FY 2014-2015 Budget and Appropriation Ordinance 2014-08-01
Motion: To adopt Ordinance 2014-08-01 Fiscal Year 2014-2015 Budget and Appropriation Ordinance as presented.

Motion by Durrenberger. Second by Coffman. Roll call vote: : Oliver – yes, Coffman – yes, Durrenberger – yes, Bergman – yes, Graceffa – yes, Morrical – yes. Motion passed.

 

Resolution to determine estimate of funds needed Resolution 2014-08-01
Motion: To adopt Resolution 2014-08-01 Estimate of Funds Needed. Motion by Durrenberger. Second by Coffman. Roll call vote: : Oliver – yes, Coffman – yes, Durrenberger – yes, Bergman – yes, Graceffa – yes, Morrical – yes. Motion passed.

 

 

Certified estimate of funds by Source


Motion: To adopt the Certified Estimate of Funds by Source as presented.

Motion by Coffman. Second by Durrenberger. Roll call vote: : Oliver – yes, Coffman – yes, Durrenberger – yes, Bergman – yes, Graceffa – yes, Morrical – yes. Motion passed.

 

FOIA Officers

Mary Clapp, Pat Graceffa as appointed by Anthony Oliver. Anthony Oliver is also a FOIA officer.

 

3M Contract Renewal

Motion: To accept the 3M Contract renewal as proposed. Motion by Morrical. Second by Bergman. Roll call vote: Oliver – yes, Coffman – yes, Durrenberger – yes, Bergman – yes, Graceffa – yes, Morrical – yes. Motion passed.

 

Director Search Process

There was a discussion of the desired overall search procedure. The consensus was to have a two-person committee begin the process of evaluating resumes and attending to other pre-interview matters. Anthony Oliver and Art Morrical will comprise the committee. Carol Dolin will assist with the process.

 

Executive Session

 

Motion: to enter a closed session at 8:14pm to discuss personnel issues. Motion by Durrenberger. Second by Coffman. Roll call vote: : Oliver – yes, Coffman – yes, Durrenberger – yes, Bergman – yes, Graceffa – yes, Morrical – yes. Motion passed.

 

Motion: to enter regular session at 8:22pm. Motion by Durrenberger. Second by Morrical. Roll call vote: : Oliver – yes, Coffman – yes, Durrenberger – yes, Bergman – yes, Graceffa – yes, Morrical – yes. Motion passed.

 

Dolin reported that the Per Capita grant application will be completed and filed prior to her leaving as director.

 

The director position will be posted as a 30 hour position for $50,000. Dolin will post ads for the director position.

 

Agenda items for September 25, 2014.

Bond Refunding, Swear in Melissa Flint, Director Search.

 

Adjournment

Motion: To adjourn the meeting at 8:25pm. Motion by Morrical. Second by Coffman. Voice vote: all yes. Motion passed.

 

Attachments:
Download this file (8_28_14_BOARD_MTG_MINUTES.pdf)8_28_14_BOARD_MTG_MINUTES.pdf[ ]Nancy1750 Kb
 
September 27, 2014 Continued Board Meeting Print
Library Board

 

Agenda

Special Meeting of the Board of Trustees

Sugar Grove Public Library District

Saturday, September 27, 2014

12:00 p.m.

125 Municipal Drive, Sugar Grove, Illinois

Board Room

 

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. NEW BUSINESS

a. None

4. UNFINISHED BUSINESS

a. None

5. Executive Session

a. Interview Library Director Candidates

7. 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 related to Library business only.

Adopted 3/10/2011

Attachments:
Download this file (Agenda 2014-09-13specmtg.pdf)September 27, 2014 Special Board Meeting[ ]Director78 Kb
 
September 25, 2014 Board Meeting Agenda Print
Library Board

Agenda - Amended

Regular Meeting of the Board of Trustees

Sugar Grove Public Library District

Thursday, September 25, 2014

6:00 p.m.

125 Municipal Drive, Sugar Grove, Illinois

 

 

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. Pledge of Allegiance

4. President’s Report

5. Approval of Minutes of August 28, 2014 Public Hearing and August 28, 2014 Regular Board Meeting

6. Correspondence

7. Review of August 2014 Financial Reports

8. Approval of the August 2014 Check Register – Action

9. Library Report

10. Board Representative Reports

a. Budget and Finance

b. Building

c. Grounds

d. Long Range Planning

e. Personnel

f. Policy

g. Technology

h. Special - Director Search

11. Friends Report

12. UNFINISHED BUSINESS

a. Five Year Financial Plan

b. Building Bonds Refunding – update

c. Annual Financial Audit – update

d. Director Search

13. NEW BUSINESS

a. An Ordinance providing for the issuance of not to exceed $6,250,000 General Obligation Refunding Bonds for the purpose of refunding certain outstanding bond sof the library District and providing for the levy of a direct annual tax sufficient to pay the principal of and interest on said bonds.

b. Swear in new trustee, Melissa Flint

c. 2015 Board Meeting Dates

d. 2015 Holiday Closing Dates

14. Executive Session

a. Appointment, employment, compensation, discipline, performance, or dismissal of a specific employee(s)

15. Agenda items for October 23, 2014 Board of Trustees Meeting

a. Truth in Taxation Act Hearing, 2014 Levy for the Fiscal Year 2015-2016, Library Director Search, Five Year Financial Plan, Building Bond Refunding, Annual Financial Audit

16. 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 related to Library business only.

Adopted 3/10/2011

 

Attachments:
Download this file (Agenda 20140925.pdf)Agenda 20140925.pdf[ ]Wayne122 Kb
Download this file (Agenda 20140925brd mtgREV.pdf)September 25, 2014 Board Meeting Agenda AMENDED[ ]Director82 Kb
 
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