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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:
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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
 
August 23, 2012 Board Meeting Agenda Print
Library Board

Agenda
Regular Meeting of the Board of Trustees
Sugar Grove Public Library District
Thursday, August 23, 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 July 26, 2012 Regular Session.

4. Correspondence

5. Review of Financial Reports

6. Approval of the July Check Register – Action

7. Library Report

8. Board Representative Reports

9. OLD BUSINESS

a. Bylaws – Action

b. Redesign of the Server Room – Action

c. Book Nook Café Contract - Action

d. Safe Deposit Box - Action

10. NEW BUSINESS

a. Annual Report – Action

b. Purchasing Policy – Action

c. Adopt Tentative Budget and Appropriations Ordinance – Action

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

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

f. 3M Contract – Action

g. Secretary’s Audit

h. TITA hearing on October 25, 2012

i. Executive session, if applicable

j. Agenda Items for September 27, 2012, Board of Trustees meeting

11. Adjournment

 

Attachments:
Download this file (August 23, 2012 Board Meeting Agenda.pdf)August 23, 2012 Board Meeting Agenda[ ]Director232 Kb
 
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