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Minutes of May 24, 2012, Regular Board Meeting Print
Library Board

SUGAR GROVE LIBRARY BOARD OF TRUSTEES

MINUTES OF MAY 24, 2012, REGULAR MEETING

 

President Joan Roth called the meeting to order at 7:00 p.m. at the library.

 

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

 

Public Comments:

 

None.

 

President Joan Roth closed public comment.

 

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

 

Motion: To approve the minutes of the April 26, 2012, board of trustees regular meeting. Motion by Julie Wilson, 2nd by Dan Herkes. Role Call Vote: Bergman – Yes, Roth – Yes, Morrical – Yes, Herkes – Yes, Durrenberger – Yes, Oliver – Yes, Wilson – Yes. Motion carried.

 

Correspondence:

 

None.

 

Financial Report:

 

Dan Herkes reviewed the unrestricted and restricted funds reports, the operating budget revenue and expenditure statements, and the April 2012 check register. He stated that the current balance in the money market account as of today is $108,495.00, the library having just received its first tax funds for the next fiscal year. Some of these funds will go into the bond and interest fund.

 

Motion: To approve the April 2012 check register. Motion by Julie Wilson, 2nd by Anthony Oliver. Role Call Vote: Bergman – Yes, Herkes – Yes, Oliver - Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes, Wilson – Yes. Motion carried.

 

Library Report:

 

Carol Dolin presented a written report and reviewed the items covered in that report. Anthony Oliver questioned the status of e-Books, and Carol Dolin gave an explanation. Carol also briefly reviewed the circulation statistic print-outs that accompanied her report.

 

Committee Reports: Building

 

Anthony Oliver informed the trustees of worms in trees and the replacement of some trees.

 

Carol Dolin mentioned that a change in the start time of board meetings was supposed to be on tonight’s agenda but did not get placed on the agenda. It was agreed that this item would be placed on the agenda for the June 28, 2012, board meeting.

 

 

OLD BUSINESS:

 

None.

 

 

NEW BUSINESS:

 

Approval of Revised Job Description:

 

Motion: To approve the revised job description for Computer Lab/IT Manager. Motion by Bill Durrenberger, 2nd by Anthony Oliver. Role Call Vote: Bergman – Yes, Herkes – Yes, Oliver - Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes, Wilson – Yes. Motion carried.

 

Approval of Contract for Directors and Officers Liability Insurance:

 

Initial Motion: To approve a directors and officers liability insurance policy through Volkman Insurance Agency for the one-year period beginning May 31, 2012, at a cost not to exceed $3,505.00. Motion by Dan Herkes, 2nd by Bill Durrenberger. There was some discussion of the new policy in light of the fact that the library’s prior carrier has refused to renew.

 

 

Motion to Amend Initial Motion: To amend the initial Motion to state that the Board President is authorized to review and approve a new directors and officers liability insurance policy with coverage substantially the same as the coverage provided by the prior policy at a cost not to exceed $1,900.00 per year. Motion to amend and approve by Bill Durrenberger, 2nd by Art Morrical. Role Call Vote: Bergman – Yes, Oliver - Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes, Herkes – Yes, Wilson – Yes. Motion carried.

 

Approval of Contract for Financial Audit:

 

Motion: To approve the contract between Weber & Associates CPAs, LLC and the Sugar Grove Public Library Board of Trustees for the services of the annual financial audit in the amount of $12,250.00. Motion by Dan Herkes, 2nd by Julie Wilson. Role Call Vote: Bergman – Yes, Herkes – Yes, Oliver - Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes, Wilson – Yes. Motion carried.

 

Approval of Book Nook Café Contract:

 

Motion: To approve the renewal of the revised contract between Pam Herbert and the Sugar Grove Public Library Board of Trustees for the operation of the Book Nook Café. Motion by Bill Durrenberger, 2nd by Dan Herkes. Director Carol Dolin explained the terms of the contract, focusing in particular on several changes from the prior contract. Director Dolin also stated that Pam Herbert wished to add a provision allowing her to cancel the contract on thirty days notice. The consensus of the trustees was to allow that change in paragraph 33 of the contract. Role Call Vote: Bergman – Yes, Herkes – Yes, Oliver - Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes, Wilson – Yes. Motion carried.

 

Review of the 2012-2013 Proposed Operating Budget and the Budget Process:

 

The trustees reviewed the written documentation. There was some discussion of room rentals, proposed revenues and expenditures, and the legal requirements of the budget process.

 

Approval of Additional Meeting Date for the Board:

 

Motion: To add a hearing and a special meeting of the Sugar Grove Public Library Board of Trustees on September 6, 2012, for budget requirement purposes. Motion by Anthony Oliver, 2nd by Dan Herkes. Role Call Vote: Bergman – Yes, Herkes – Yes, Oliver - Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes, Wilson – Yes. Motion carried.

 

 

Agenda Items for June 28, 2012, Board Meeting:

 

6:00 p.m. meeting time; bandwidth; review of closed session minutes.

 

 

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

 

Meeting adjourned at 8:30 p.m. These minutes are submitted by Bill Durrenberger, board secretary.

 
Revised June 28, 2012, Board Meeting Agenda Print
Library Board

Agenda (Revised)

Regular Meeting of the Board of Trustees

Sugar Grove Public Library District

Thursday, June 28, 2012

7:00 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 May 24, 2012 regular session.

4.         Correspondence

5.         Review of Financial Reports

6.         Approval of the May Check Register – Action

7.         Library Report

8.         Board Committee Reports

9.         OLD BUSINESS

a.         Board Meeting date – Add September 6 for Special Meeting – Action

b.         Approve revised PTO Policy – Action

10.       NEW BUSINESS

a.         Review FY 2011-2012 B&A Ordinance to ensure no budget lines have been                                   overspent

b.         Ordinance Amending the Budget and Appropriation Ordinance for the Fiscal Year                        2011-2012 - Action

c.         Approval of Contract for Directors and Officers Liability Insurance – Action

d.         Adopt Prevailing Wage Ordinance - Action

e.         Review Ethics Ordinance

f.          Review Closed Session Minutes – Action

g.         Board Meeting Start Time - Action

h.         Review and Revise Bylaws – Action

i.          Board Memberships in Professional Associations

j.          Approve Redesign of Server Room and Computer Equipment – Action

k.         Safe Deposit Box

l. Personnel – Approve hiring of computer lab IT manager - Action

m.          Executive session, if applicable

n.        Agenda Items for July 26, 2012, Board of Trustees meeting

11.       Adjournment

 
June 28, 2012 Agenda Print
Library Board

Agenda

Regular Meeting of the Board of Trustees

Sugar Grove Public Library District

Thursday, June 28, 2012

7:00 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 May 24, 2012 regular session.

 

4.         Correspondence

 

5.         Review of Financial Reports

 

6.         Approval of the May Check Register – Action

 

7.         Library Report

 

8.         Board Committee Reports

 

9.         OLD BUSINESS

a.         Board Meeting date – Add September 6 for Special Meeting – Action

b.         Approve revised PTO Policy – Action

 

10.       NEW BUSINESS

a.         Review FY 2011-2012 B&A Ordinance to ensure no budget lines have been                                   overspent

b.         Ordinance Amending the Budget and Appropriation Ordinance for the Fiscal Year                        2011-2012 - Action

c.         Approval of Contract for Directors and Officers Liability Insurance – Action

d.         Adopt Prevailing Wage Ordinance - Action

e.         Review Ethics Ordinance

f.          Review Closed Session Minutes – Action

g.         Board Meeting Start Time - Action

h.         Review and Revise Bylaws – Action

i.          Board Memberships in Professional Associations

j.          Approve Redesign of Server Room and Computer Equipment – Action

k.         Safe Deposit Box

l.          Executive session, if applicable

m.        Agenda Items for July 26, 2012, Board of Trustees meeting

 

11.       Adjournment

Attachments:
Download this file (28 JUN 2012 Agenda.pdf)June 28, 2012 Board Meeting Agenda[ ]Director261 Kb
 
Minutes of April 26, 2012, Board Meeting Print
Library Board

SUGAR GROVE LIBRARY BOARD OF TRUSTEES

MINUTES OF APRIL 26, 2012, REGULAR MEETING

 

President Joan Roth called the meeting to order at 7:02 p.m. at the library.

 

Introduction of Trustees and Others Present: Trustees: Art Morrical, Vice President; Joan Roth, President; Bill Durrenberger, Secretary; Robert Bergman; Dan Herkes, Treasurer; and Julie Wilson. Interim Library Director: Marilyn Boria.

 

Public Comments:

 

None.

 

President Joan Roth closed public comment.

 

Minutes of March 22, 2012, Board of Trustees Regular Meeting and February 25, March 10, March 17, April 11, and April 19, 2012, Board of Trustees Special Meetings:

 

Motion: To approve the minutes of the March 22, 2012, board of trustees regular meeting and the February 25, March 10, March 17, April 11, and April 19, 2012, board of trustees special meetings. Motion by Julie Wilson, 2nd by Dan Herkes. Role Call Vote: Bergman – Yes, Roth – Yes, Morrical – Yes, Herkes – Yes, Durrenberger – Yes, Wilson – Yes. Motion carried.

 

Minutes of February 23, April 11, and April 19, 2012, Board of Trustees Closed Meetings:

 

Motion: To approve the minutes of the February 23, April 11, and April 19, 2012, board of trustees closed meetings. Motion by Robert Bergman, 2nd by Dan Herkes. Role Call Vote: Bergman – Yes, Oliver - Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes, Herkes – Yes, Wilson – Yes. Motion carried.

 

Correspondence:

 

None.

 

Financial Report:

 

Dan Herkes reviewed the unrestricted and restricted funds reports, the operating budget revenue and expenditure statements, and the March 2012 check register.

 

[Trustee Anthony Oliver joined the meeting at 7:08 p.m.]

 

 

Motion: To approve the March 2012 check register. Motion by Julie Wilson, 2nd by Bill Durrenberger. Role Call Vote: Bergman – Yes, Herkes – Yes, Oliver - Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes, Wilson – Yes. Motion carried.

 

Library Report:

 

Marilyn Boria presented a written report and reviewed the items covered in that report. There was some discussion of several topics including e-books use and tablets that support e-books. Trustee Anthony Oliver discussed the light use of the Teen Zone room and expressed his wishes that the library could do something to increase the use of the library by teens. He suggested increased electronic/computer equipment, which might be of particular interest for teens.

 

Committee Reports: Building

 

Anthony Oliver informed the trustees of the status of his efforts to repair the siding and a meeting that he had with the landscaper to discuss a couple of dead trees and related landscaping issues.

 

Marilyn Boria reported that the library is purchasing substantially more bandwidth than it is using. Ken Wiesner, a library patron who has recently been assisting the library with computer and other technology matters, reported on research that he has done concerning changing the library’s bandwidth contracts in order to save the library approximately $500.00 per month in its bandwidth expenses. There was some discussion of this subject and related issues among Marilyn Boria, the trustees, and Ken Wiesner.

 

 

OLD BUSINESS:

 

Julie Wilson questioned whether the board had formally approved the regular meeting dates for November and December 2012. Marilyn Boria said that she would check on that and report back to the trustees. Anthony Oliver expressed his wishes to change the regular board meeting times to 6:00 p.m. All trustees said they would go along with that change; the issue will be put on the next meeting’s agenda.

 

 

NEW BUSINESS:

 

Approval of Revised Job Descriptions:

 

Motion: To approve the revised job descriptions for Technical Services Manager and Computer Lab/IT Manager. Motion by Anthony Oliver, 2nd by Dan Herkes. There was some discussion of the written descriptions provided by Marilyn Boria. Role Call Vote: Bergman – Yes, Herkes – Yes, Oliver - Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes, Wilson – Yes. Motion carried.

 

Approval of Contract for Library Insurance:

 

Motion: To approve renewal of the library’s property, inland marine, general liability, worker’s compensation, and umbrella insurance coverages with a deductible of $1,000.00 at a cost of $7,040.00 for the period of one year beginning May 31, 2012. Motion by Julie Wilson, 2nd by Dan Herkes. Marilyn Boria explained the distinction between computer coverage with a $250.00 deductible and personal property coverage with a higher deductible, presently at $5,000.00. Also, Marilyn Boria recommended that the deductible for personal property be lowered from $5,000.00 to $1,000.00 at an increased annual cost of only $393.00 per year. Role Call Vote: Bergman – Yes, Oliver - Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes, Herkes – Yes, Wilson – Yes. Motion carried.

 

Approval of Participation in the RAILS Nonresident Fee Program:

 

Motion: To approve participation in the RAILS Nonresident Library Card Program for an annual fee of $220.00 for fiscal year 2012-2013. Motion by Julie Wilson, 2nd by Dan Herkes. Role Call Vote: Bergman – Yes, Herkes – Yes, Oliver - Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes, Wilson – Yes. Motion carried.

 

Approval of Contract for Natural Gas Service:

 

Motion: To approve entering into a one-year contract with Nordic Energy to provide natural gas service. Dan Herkes and Marilyn Boria explained some features of this contract. Motion by Dan Herkes, 2nd by Anthony Oliver. Role Call Vote: Bergman – Yes, Herkes – Yes, Oliver - Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes, Wilson – Yes. Motion carried.

 

Approval of the Hiring of a Library Director:

 

Motion: To approve hiring Carol Dolin as library director at an annual salary of $57,000.00, with a starting date of May 8, 2012. Motion by Julie Wilson, 2nd by Anthony Oliver. Role Call Vote: Bergman – Yes, Herkes – Yes, Oliver - Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes, Wilson – Yes. Motion carried.

 

Agenda Items for May 24, 2012, Board Meeting:

 

Directors and Officers insurance; 6:00 p.m. meeting time; confirm November/December 2012 meeting dates have been approved; bandwidth.

 

In light of the fact that this meeting will probably be the last meeting for Marilyn Boria as Interim Director, Board President Joan Roth, on behalf of the trustees, the library staff, and the Sugar Grove Library District community, presented Marilyn Boria with a thank you card and present in recognition of the excellent job she did as Interim Director.

 

Motion: To adjourn. Motion by Art Morrical, 2nd by Dan Herkes. Voice Vote: All - Yes. Motion carried.

 

Meeting adjourned at 8:02 p.m. These minutes are submitted by Bill Durrenberger, board secretary.

 
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