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Library Board
Minutes of Closed Session January 26 - April 19, 2012 Print
Library Board

Minutes of the Sugar Grove Public Library Board of Trustees Closed Sessions January 26 - April 19, 2012.

 
Minutes of Closed Session August 25 - December 8, 2011 Print
Library Board

Minutes of the Sugar Grove Public Library Board of Trustees August 25 - December 8, 2011.

 
Minutes of Closed Session June 9-August 11, 2011 Print
Library Board

Minutes of the Sugar Grove Library Board of Trustees Closed Sessions, June 9 - August 11, 2012.

Attachments:
Download this file (Closed Session Minutes June 9-August 11, 2011.pdf)Closed Session Minutes June 9-August 11, 2011[ ]Director3335 Kb
 
Minutes of June 28, 2012 Regular Board Meeting Print
Library Board

 

SUGAR GROVE LIBRARY BOARD OF TRUSTEES

MINUTES OF JUNE 28, 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: Julie Wilson; Robert Bergman; Bill Durrenberger, Secretary; Joan Roth, President; Dan Herkes, Treasurer; and Carol Dolin, Library Director.

Absent: Art Morrical, Vice President; and Anthony Oliver.

Public Comments:

None

President Joan Roth closed public comment.

Minutes of May 24, 2012, Board of Trustees Regular Meeting:

Motion: To approve the minutes of the May 24, 2012 board of trustees regular meeting.

Motion by Robert Bergman. 2nd by Bill Durrenberger. Roll call vote: Wilson – yes, Bergman – yes, Durrenberger – yes, Roth – yes, Herkes – yes. Motion carried.

Correspondence:

Carol Dolin circulated a folder of pictures, drawings, and thank you notes received from students and other patrons who visited the library over the past month. The folder will be available for viewing at trustee convenience.

Financial Report:

Dan Herkes reviewed the unrestricted and restricted funds reports, the operating budget revenue and expenditure statements, and the May 2012 transaction list. He outlined the current cash position and stated the balances of each of the library accounts. The library has received the first two disbursements of fiscal year 2012-13 tax revenues. The first bond and interest payment of $164,690.63 has been made and $149,734 was transferred from the money market to the Castle Bank Bond & Interest account. The current money market account balance is $277,619.18. Nearly all June invoices are in and paid and $34,500 was transferred from the Snow Street Fund to the General Operating fund to cover the 2010-11 shortfall as planned.

Motion: To approve the May 2012 check register. Motion by Julie Wilson. 2nd by Robert Bergman. Roll call vote: Wilson – yes, Bergman – yes, Durrenberger – yes, Roth – yes, Herkes – yes. Motion carried.

Library Report:

Carol Dolin presented a written report and reviewed items covered in that report. Cordogan Clark sent a representative out to look at the crack in the counter. They will install an additional brace under the counter in that area and epoxy the crack. The server room is running very warm, so Cordogan Clark will send a mechanical engineer out to look at it and make a recommendation for action to mitigate the problem. Sikich is scheduled to do a no cost assessment of the IT system and server room in early July. They will make a recommendation on ways to cut costs and increase efficiency in the system. Carol and the management team interviewed four of seven applicants for the IT/Computer Lab Manager position. Carol extended an offer to Wayne Lindquist pending Board approval.

Julie Wilson questioned the status of new materials ordering and processing and Carol explained that some processes have been automated, but others are still in progress. Carol discussed some new electronic materials the library will offer to patrons beginning this summer and into the fall.

Committee Reports

None.

OLD BUSINESS

Approval of September 6 Special Board meeting:

Motion: To add a September 6 Special Meeting at 6:00 p.m. for a Public Hearing and to adopt the Budget and Appropriations Ordinance. Motion by Bill Durrenberger. 2nd by Dan Herkes. Roll call vote: Wilson – yes, Bergman – yes, Durrenberger – yes, Roth – yes, Herkes – yes. Motion carried.

Approval of Revised PTO Policy:

Joan Roth questioned the amount of vacation time offered to the director and the length of service time at which additional weeks accrued. Carol Dolin responded to the question and explained that the number of hours had been recalculated based on three weeks for years one through three rather than four as the initial draft stated.

Motion: To approve the revised PTO Policy. Motion by Dan Herkes. 2nd by Bill Durrenberger. Roll call vote: Wilson – yes, Bergman – yes, Durrenberger – yes, Roth – yes, Herkes – yes. Motion carried.

NEW BUSINESS

Review FY 2011-12 B&A Ordinance to ensure no budget lines have been overspent:

The Consultant line under Contractors was overspent. Automation line under Contractors was under budget. Dan Herkes recommends making an amendment to increase the Consultant line by $16,000, from $14,000 to $30,000, and decrease the Automation line by $16,000, from $80,000 to $64,000.

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

Carol Dolin presented Ordinance 12-06-02 Amending the Budget and Appropriation Ordinance for the Fiscal Year 2011-2012, which increased the Consultant line from $16,000 to $30,000 and decreases the Automation line from $80,000 to $64,000.

Motion: To adopt Ordinance 12-06-02 Amending the Budget and Appropriation Ordinance for fiscal Year 2011-2012. Motion by Julie Wilson. 2nd by Dan Herkes. Roll call vote: Wilson – yes, Bergman – yes, Durrenberger – yes, Roth – yes, Herkes – yes. Motion carried.

The ordinance was signed by Joan Roth and Bill Durrenberger. Merrill Poloian notarized the ordinance.

Approval of Contract for Directors and Officers Liability Insurance

Carol Dolin presented the Directors and Officer Liability Policy for board approval. The deductible is $2,500 for Directors and Officers Liability and $10,000 for Employment Practices Liability. The cost is $1,784, up from $902 the previous year.

Motion: To approve the contract for Directors and Officers Liability Insurance. Motion by Dan Herkes. 2nd by Julie Wilson. Roll call vote: Wilson – yes, Bergman – yes, Durrenberger – yes, Roth – yes, Herkes – yes. Motion carried.

Adopt Prevailing Wage Ordinance

Motion: To adopt Ordinance No. 2012-06-01 – Ordinance Adopting Prevailing Wage Rates. Motion by Bill Durrenberger. 2nd by Robert Bergman. Roll call vote: Wilson – yes, Bergman – yes, Durrenberger – yes, Roth – yes, Herkes – yes. Motion carried.

Review Ethics Ordinance

Carol Dolin presented a draft of the Ethics Ordinance from 2011 with current dates for board approval and adoption. Joan Roth said the Board President has always designated the Ethics Advisor, appointed the Ethics Commission, and been responsible for removing Ethics Commissioners, which has never been necessary. Carol will make these changes and present the ordinance for adoption at the July 26 meeting.

Review Closed Session Meeting Minutes

Motion: To release closed session minutes from June 2011 to present. Motion by Bill Durrenberger. 2nd by Julie Wilson. Roll call vote: Wilson – yes, Bergman – yes, Durrenberger – yes, Roth – yes, Herkes – yes. Motion carried.

Board Meeting Start Time

Motion: To change the start time of regular board meetings from 7:00 p.m. to 6:00 p.m. Motion by Julie Wilson. 2nd by Dan Herkes. Voice Vote. All Yes. Motion carried.

Review and Revise Bylaws

Carol Dolin presented a draft of proposed bylaws based on a template from the Webjunction trustee training file, the Trustee Facts File published by the Illinois Library Association and the Illinois State Library, and the Sugar Grove Public Library Bylaws, rev. 9-8-2011. The board reviewed, discussed, and tabled this item for the July meeting. Julie Wilson and Joan Roth will meet with Carol Dolin to discuss Articles IV, V, and VII.

Board Memberships in Professional Associations

The library does not pay staff professional association memberships and has very limited professional development funds. The library has received bills for a trustee personal membership. Carol Dolin questioned whether it should be paid.

Motion: Not to pay individual trustee memberships in professional associations. Motion by Julie Wilson. 2nd by Robert Bergman. Roll call vote: Wilson – yes, Bergman – yes, Durrenberger – yes, Roth – yes, Herkes – yes. Motion carried.

Approve Redesign of Server Room and Computer Equipment

Carol Dolin, Wayne Lindquist, and possibly one or more board members will meet with Sikich, Ken Wiesner, and maybe one or two other firms to discuss the issues and ways to address them. The objective is to maintain an appropriate level of equipment and bandwidth to support library operations in the most cost effective manner. Julie Wilson questioned whether Carol anticipated a cost in excess of $3,000 because Carol can authorize work up to that amount. Carol is not sure about the cost, but prefers board involvement in this decision.

Motion: To continue to research the redesign of the server room. Motion by Julie Wilson. 2nd by Robert Bergman. Roll call vote: Wilson – yes, Bergman – yes, Durrenberger – yes, Roth – yes, Herkes – yes. Motion carried.

Safe Deposit Box

Bill Durrenberger and Joan Roth did not meet at the bank as planned. This item is tabled.

Agenda Items for July 26, 2012 Board of Trustees Meeting

Ethics Ordinance; bylaws; server room and bandwidth; 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 8:42 p.m.

Attachments:
Download this file (June 28,2012 Minutes.pdf)Minutes June 28, 2012 Board Meeting[ ]Director1565 Kb
 
July 26, 2012 Board Meeting Agenda Print
Library Board


Agenda

Regular Meeting of the Board of Trustees

Sugar Grove Public Library District

Thursday, July 26, 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 June 28, 2012 Regular Session

4.         Correspondence

5.         Review of Financial Reports

6.         Approval of the June Check Register – Action

7.         Library Report

8.         Board Committee Reports

9.         OLD BUSINESS

a. Ethics Ordinance – Action

b. Redesign of the Server Room

c. Ordinance Amending the 2011-2012 Budget and Appropriations Ordinance (CORRECTED)

10.       NEW BUSINESS

a. Café – Action

b. Cleaning Contract - Action

c. Salary Schedule

d. Library Staffing and Positions - Action

i.   Increase hours for Computer Lab / IT Manager

ii.  School Liaison / Teen Librarian Position

e. Approve 2012-2013 Operating Budget - Action

f. Safe Deposit Box - Action

g. Resolution to Determine Estimate of Funds Needed for 2012-2013 – Action

h. Adopt Certified Estimate of Revenue by Source – Action

i. Staff recognition – Merrill Poloian’s 10th Anniversary

j. Executive session, if applicable

k. Agenda Items for August 23, 2012, Board of Trustees meeting

11. ADJOURNMENT

Attachments:
Download this file (Agenda 07-26-2012.doc)July 26, 2012 Board Meeting Agenda[ ]Director25 Kb
 
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

 
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