treasurer’s report business manager’s director’s report...o the library participated in the...
TRANSCRIPT
Next Meeting: December ?, 2019 5:30 p.m.
SYCAMORE PUBLIC LIBRARY
Agenda BOARD OF TRUSTEES MEETING
Board Room: November 12, 2019 5:30 p.m.
I. Call to Order
II. Changes to and Approval of Agenda
III. Public Comment
IV. Announcements
a. Impact Fees
V. Library & Trustee Reports:
a. Treasurer’s Report
b. Business Manager’s Report
c. Director’s Report
d. Finance Committee Update
e. Friends of the Library Update
VI. Consent Agenda-Board Approval Required
a. Regular Meeting Minutes, October 8, 2019
b. Finance Committee Minutes, October 22, 2019
c. October Bills for Approval
VII. Old Business
a. Rollover of Surplus FY19 Budget Funds
b. Window Grant Update
c. Space Planning Project Update
VIII. New Business
a. Approval of FY21 Budget
b. Policy Updates/New Policies
i. Library Closings
ii. Smoking
iii. Photography/Videography
iv. Patron Conduct
v. Public Comment
vi. Vulnerable Adults & Unattended Children
c. December Meeting Date Change
IX. Adjournment
FINAL VOTE OR ACTION MAY BE TAKEN AT THE MEETING ON ANY AGENDA ITEM SUBJECT
MATTER LISTED ABOVE, UNLESS THE AGENDA LINE ITEM SPECIFICALLY STATES OTHERWISE.
1
October 2019 Library Report
LIBRARY BUSINESS
News/Announcements
Lisel Ulaszek joined the library as the new Youth & Teen Services Manager.
Finance
Budget benchmark for 10/31/2019: 1/2 (50%).
The operating income year-to-date is $1,216,473 (95% of anticipated income for the year).
Total expenses YTD for the end of October are $641,285 (50% of this year’s budget).
Please refer to the finance notes for further explanation of our current budget.
We received an impact fee deposit of $1170.00
We received a PPRT payment of $21,218.00.
Professional Development
o Monica attended ILA’s Public Policy Committee Meeting, PLA’s Digital Literacy Committee
Meeting, the DeKalb area Director’s Meeting, and the West of 47 Director’s Meeting.
o Lisel attended the ILA Conference in Tinley Park on October 22nd & 23.
o Kim attended the ILA Conference in Tinley Park on October 22nd, 23rd and 24th.
o Jill attended the ILA Conference in Tinley Park on October 22nd.
o YTS staff members Lisel, Laura & Megan participated in Basics Training as part of our new
participation in Basics DeKalb County, a community-based early literacy initiative.
STRATEGIC PRIORITIES
Develop & Implement a Capital Improvement Plan to Meet the Library’s Short & Long-Term
Goals
1. Identify necessary building improvements/maintenance and prioritize projects
o Monica and Mary continue work on the building maintenance checklist and will bring
the rough draft to the December meeting to share with the Board and secure
feedback.
2. Create a plan to fund future capital improvement needs
o The Finance Committee met and Monica shared her ideas for how the Board could
build the library’s contingency fund while allocating money to help accomplish some of
the building projects. All agreed that Monica and team will apply for the Live & Learn
Construction Grant through the Illinois State Library to try to secure additional funds for
building projects.
Enhance Collaboration with Community Partners to Expand Library Programs & Services
2. Strengthen partnerships between library staff and community members/organizations
o The library participated in the Park District’s Ghost Stories at the Park program.
o The library invited the Park District and the DeKalb Area History Museum to have tables
at their Pumpkinfest Celebration. Both provided positive feedback on the experience.
o Monica and Jill attended the Chamber’s After Hours Event at Morningstar
Media/Coroco Coffee to network with community members.
2
2 o Monica and 4 of the 5 department heads attended the Pumpkinfest Community
Prayer Breakfast on behalf of the library.
o 12 members of library staff and their families marched in the Pumpkinfest Parade
wearing library-branded shirts and carrying a branded banner.
Capitalize on Modern Technology to Meet Evolving/Emerging Patron Needs
1. Provide access to and assistance with current software applications on computers and
devices
o CMJ continues work on the new public computers. Due to their increasing workload,
installation has been pushed back to November.
o Computer classes continued going strong this month with patrons requesting additional
and/or more advanced classes in the future.
2. Explore and implement technology platforms for staff that improve efficiency and increase
collaboration
o Monica and the management team continue exploration of an online registration
system for library events.
Develop & Implement a Financial Plan to Meet the Library’s Short & Long-Term Goals
1. Partner with the Friends of the Sycamore Public Library group to create a fundraising
strategy
o Monica met with Linda Holderman, the new President of the Friends group, to provide
resources for researching successful fundraising efforts at other area libraries. She also
laid the groundwork for possible future fundraising work with the library’s Board of
Trustees.
o The Friends annual meeting will be held on Tuesday, December 17, 2019; Monica will be
the speaker.
2. Explore possibilities for additional revenue streams
o Jill is still getting pricing quotes from vendors on pricing for t-shirts, sweatshirts, and other
spirit wear.
o Plans have begun to introduce a coffee-buying option for patrons.
Create a Cohesive Branding Strategy to Promote the Library in the Community
1. Create and implement a plan to convey the story and value of the library
o Monica gave a presentation to the Sycamore Rotary Club on 10/2.
o Monica and Jill participated in a photo op with the Park District celebrating the
creation of the new Little Free Library outside of their community center.
o Sycamore Community Schools delivered two more promotional videos as part of the
IGA; one was on the Pumpkin Celebration and the other was on Friends of the Library
Book Sale
o Monica and Jill are working to create a flyer of FAQ’s on the IGA for the City Council
budget meeting
o Emily gave presentations on 10/14 to 4th graders at North Elementary on digital
resources at the library, including Libby, Overdrive, Brainfuse and Creativebug.
o Social media stats:
Facebook likes: 2,745 Twitter followers: 748
Instagram followers: 466 Friends of the Library: 15
Website: 10,438
3
3
2. Revise library policies to reflect ALA’s Library Bill of Rights and Intellectual Freedom Tenets
o Monica has revised four library policies and created two new ones that will be taken to
the Board for approval in November.
Apply User-Centered Design to Maximize Use of our Public Spaces
1. Conduct a space utilization study to improve use of library spaces
o This goal is complete. Monica will be scheduling a meeting with the Roberts’
Foundation to share the findings and recommendations, as per their grant agreement.
2. Identify and implement short-term strategies to create quiet spaces within the library
o Monica and Kim met to walk the floor and look at ways to rearrange the existing
furniture to create some quieter spaces while we await future remodeling efforts.
3. Create a plan for remodeling the space in the Joiner History Room
o Architect Jeff Keppler provided his recommendations on how to chunk the remodeling
projects within the library. Monica will bring the recommendations to the Board at the
November meeting. Monica and team will also begin applying for a Live & Learn
Construction Grant through the Illinois State Library to help fund one or more of the
projects within the space plan.
Cultivate Dynamic Collections, Programs, and Services that are Responsive to Community
Needs
1. Conduct a community survey to better understand needs
Respectfully Submitted,
Monica Dombrowski, Jeannie Barry, Jill Carter, Kim Halsey, Mary Holtrop and Lisel Ulaszek.
4
OCTOBER STATISTICS @ A GLANCE
10438 -10% Website Hits
2745 N/A Facebook Likes
466 N/A Instagram Followers
748 N/A Twitter Followers
509 Computer Users -40%
4107 Wi-Fi Connections N/A
2889 Databases Used 31%
10,059 Visitors -4%
1030 Reference Questions N/A
1 1:1’s N/A
19 Mtg Room Reservations 11%
187 Attendees NA
60 11% Programs
1402 -1% Attendees
5 0% Outreach Events
191 138% Attendees
6565 Resident Cards -1%
261 NR Cards 76%
6826 Total Cards -1%
15364 Physical Materials Circulated
-5%
2437 Electronic Materials Circulated
5%
5
PATRON POINT OF VIEW
“[The Library] is the heart of our community!”
“So many great resources! Keep up the great work!”
“Great service, friendly, helpful, available.” 6
12:03 PM
10/03/19 Sycamore Public Library
Bills listOctober, 2019
Vendor Total Purpose
Amazon.Com 3,379.44 Misc charges
Baker & Taylor - Adult Acct 5,055.32 Adult books
Baker & Taylor - Childrens 241.59 Youth and Teen books
Baker & Taylor - Gift Acct 16.83 Memorial books
Banner Up 18 name badges
Banner Up 21.60 Name badges
CDW Government, Inc 153.19 Toner for Dombrowski and Barry
Cintas Fire Protection 441.82 Maintenance for Fire Extingushers
City of Sycamore 5,103.62 IMRF
CMS Medicare 406.50 Medicare Barry
Comcast 283.41 Internet, TV, Cable
Crescent Electric 57.37 Light bulbs
Demco 2,217.10 Library cards and supplies
DEMCO 341.78 Cataloging supplies
Dewberry 1,956.00 Space planning and Windows
EBSCO 3,498.00 Databases
Ecowater 65.65 Bottled water
Emily Delegatto 57.93 Program supplies
First National Bank Omaha 969.91 Misc Charges
Friends of Sycamore Library 1,121.23 Book sales
Illinois Office of State Fire Marshal 75.00 Elevator Certificate
J & J Handyman 1,295.00 Contract cleaning
Janway 456.15 Library card holders
Jill Dubicz-Carter 87.11 Mileage to ILA
Kishwaukee YMCA 187.60 Employee paid YMCA
LIMRICC 375.34 Unemployment insurance
Martin Metzger 500.00 Library program
Monica Dombrowski 136.12 mileage and contingency
Monica Dombrowski 47.50 Mileage to meetings
NCPERS 96.00 Employee paid NCPERS
NiCor Gas 302.69 utilities
NIU Center for P-20 Engagement 150.00 Youth and Teen program
Penguin Random House 300.00 audio books
Principal 123.42 Vision and Life insurance
Scott Vrablik 225.00 Library program
Silver Script 26.80 Medicare Barry
SWAN 27.23 Lost book refund
Tammy Johnston 102.43 postage and program supplies
Waste Management West 112.02 garbage
William Hazelgrove 300.00 Library program
30,331.70
Page 1 of 17
Finance Notes October 2019
1. In October the Library received to the following income
deposits:
Impact fee deposit of $1170.00. PPRT deposit of$21,218.00.
2. We are 6 months into our FY20 and we should be at 50%
expensed at the end of October and we are at 50%.
3. The third draft of the FY2021 budget is completed and the
Finance committee met to review and discuss at their
October 29, 2019 meeting. The board will discuss and
approve the final budget at the November meeting. The
finance committee discussed the various options in our roll
over plan, as well as applying for a grant to help fund 2
projects.
4. Our audit was presented at the October 2019 board
meeting and we had a clean audit with no issues. We are
working on the policies recommended by Lauterbach
and Amen.
5. Since the beginning of the fiscal year in May 2019 we
have signed and approved the following contracts:
a) Britannica Online (database)-$405.00 (Year)
b) Newsbank inc (database)-$1425.00 (year)
c) Baker and Taylor (database)Titlesource 360-$250.00
d) ProQuest LLC (database), Heritage Quest and
Ancestry.com-$2419.
e) Mango Languages/Little Pim-$1885.00
f) Sidecare Publications-Gimlet database-$348.00
g) Ebsco-Novelist Plus/Consumer Reports online database-
$3498.00
h) Service Concepts/HVAC Maintenance-3 year@$4612
per year a 3% increase.
8
Sycamore Public Library
Ordinary Income / Expense - Monthly vs. YTD October 2019
Oct 19 May - Oct 19
Ordinary Income/Expense
Income
ACCT EARNINGS
3700 · Interest
3700.01 · Operating 22 131
3700.02 · Money Market Operating 613 2,679
3700.03 · Money Market Contingency & Bldg 59 341
3700.05 · First Midwest EPay Savings 0 0
Total 3700 · Interest 694 3,151
Total ACCT EARNINGS 694 3,151
GRANTS
3900 · Per Capita 0 21,899
Total GRANTS 0 21,899
MISCELLANEOUS REVENUE
3800 · Donation Jar 83 266
3810 · Meeting room fees 170 870
3830 · Sycamore Library Fund - DCCF 0 1,076
3840 · Lillian Boynton Book Fund 0 6,318
3880 · Restricted Income 490 11,162
Total MISCELLANEOUS REVENUE 743 19,692
OPERATIONS
3600 · Fines
3600.01 · Lost and Damage Materials 295 1,004
3600 · Fines - Other 1,294 7,115
Total 3600 · Fines 1,589 8,119
3620 · Sales -582 611
3630 · Non-Resident Fee Cards 834 7,191
3650 · Copies/Printing
3650.01 · Scan Station Income 116 710
3650 · Copies/Printing - Other 410 2,835
Total 3650 · Copies/Printing 526 3,545
Total OPERATIONS 2,367 19,466
TAX REVENUE
3400 · PPR Tax 21,218 55,512
3410 · Property 0 1,096,753
Total TAX REVENUE 21,218 1,152,265
Total Income 25,022 1,216,473
Gross Profit 25,022 1,216,473
Expense
ADMINISTRATION
8200 · Memberships & Commissions 0 875
8210 · Audit Fees 0 4,000
8211 · Legal fees 0 303
8212 · Hiring & Placement 0 57
Page 1 of 4 For management purposes only 9
Sycamore Public Library
Ordinary Income / Expense - Monthly vs. YTD October 2019
Oct 19 May - Oct 19
8213 · LIMRiCC Unemployment Insurance 375 810
8214 · Professional Development -532 4,592
8215 · PR/Publicity 691 8,694
8216 · Mileage Reimbursement 146 948
8217 · Postage & Shipping 121 649
8219 · Insurance 0 435
Total ADMINISTRATION 801 21,363
CONTRACTUAL SERVICES
8300 · Phone System Maintenance 0 910
8310 · Photocopiers 0 466
8311 · Pest Control 0 50
8312 · Cleaning Service 1,295 7,770
8313 · Elevator 0 3,185
8314 · HVAC Maintenance 0 2,888
8316 · Alarm Service/Security 0 1,803
8317 · Besam - Automatic Door 0 757
Total CONTRACTUAL SERVICES 1,295 17,829
FURNISHINGS
8410 · Equipment/Furniture 0 4,913
Total FURNISHINGS 0 4,913
MAINTENANCE
8420 · Building 237 6,840
8421 · Equipment 517 626
8424 · Trash 112 730
Total MAINTENANCE 866 8,196
MATERIALS
Adult Materials
8203.01 · Adult Foreign Language 0 59
8203.03 · Adult Books 5,055 23,278
8203.07 · Adult Multimedia 3,408 6,934
Total Adult Materials 8,463 30,271
Children's Materials
8201.04 · Child and Teen Foreign Language 0 12
8201.06 · Child and Teen Books 242 9,047
8201.07 · Child and Teen Multimedia 161 774
Total Children's Materials 403 9,833
8204 · Periodicals 0 4,979
8206 · E-Resources 0 3,099
8207 · Automated Subscriptions 3,498 10,610
Total MATERIALS 12,364 58,792
MISCELLANEOUS EXPENSES
8601 · Financial Service Fees 97 777
8602 · Contingency 311 282
8604 · Consultant/Outside Services 1,956 5,932
Page 2 of 4 For management purposes only 10
Sycamore Public Library
Ordinary Income / Expense - Monthly vs. YTD October 2019
Oct 19 May - Oct 19
8606 · Capital Improvment 0 24,065
8610 · Restrict Expenses
8610.06 · SPLAG Expenses 0 160
8610 · Restrict Expenses - Other 689 28,733
Total 8610 · Restrict Expenses 689 28,893
Total MISCELLANEOUS EXPENSES 3,053 59,949
MORTGAGE
8611 · Library Mortgage Debt 2,606 15,509
8612 · Mortgage debt-interest 517 3,227
Total MORTGAGE 3,123 18,736
PROGRAMS
Adult
8303.01 · Programming 383 4,408
Total Adult 383 4,408
Children
8301.01 · Programming 777 3,106
Total Children 777 3,106
Total PROGRAMS 1,160 7,514
SUPPLIES
8400 · Office 1,275 2,949
8401 · Materials and Collections 957 1,276
8402 · Janitorial 0 708
Total SUPPLIES 2,232 4,933
TECHNOLOGY
8330.01 · OPAC/Prairie Cat 0 9,816
8330.02 · Tech Maintenance/Supplies 153 11,201
8330.03 · Telecommunications 293 4,494
8330.04 · Software 0 153
8330.06 · Technical Support 0 5,250
8330.07 · Hardware/Equipment 0 26,410
Total TECHNOLOGY 446 57,324
UTILITIES
8432 · Gas 303 1,060
Total UTILITIES 303 1,060
WAGE EXPENSES
8100 · Gross Wages 47,610 305,541
8101.1 · Paid Time Off Wages 4,383 8,466
8101.3 · Bonuses 0 383
8170 · Payroll Fees 225 1,335
8171 · FICA 3,166 19,170
8173 · IMRF 3,272 19,566
8175 · Health Insurance 3,997 21,730
8177 · Medicare 740 4,485
Total WAGE EXPENSES 63,393 380,676
Page 3 of 4 For management purposes only 11
Sycamore Public Library
Ordinary Income / Expense - Monthly vs. YTD October 2019
Oct 19 May - Oct 19
Total Expense 89,036 641,285
Net Ordinary Income -64,014 575,188
Net Income -64,014 575,188
Page 4 of 4 For management purposes only 12
Sycamore Public Library
Ordinary Income / Expense - YTD vs. Budget May 2019 through April 2020
May '19 - Apr 20 Budget $ Over Budget % of Budget
Ordinary Income/Expense
Income
ACCT EARNINGS
3700 · Interest
3700.01 · Operating 131 5 126 2,620%
3700.02 · Money Market Operating 2,679 2,500 179 107%
3700.03 · Money Market Contingency & Bldg 341 500 -159 68%
3700.05 · First Midwest EPay Savings 0
Total 3700 · Interest 3,151 3,005 146 105%
Total ACCT EARNINGS 3,151 3,005 146 105%
GRANTS
3900 · Per Capita 21,899 21,899 0 100%
Total GRANTS 21,899 21,899 0 100%
MISCELLANEOUS REVENUE
3800 · Donation Jar 266 750 -484 35%
3810 · Meeting room fees 870 1,750 -880 50%
3820 · County Law Library Revenue 0 2,600 -2,600 0%
3830 · Sycamore Library Fund - DCCF 1,076 1,000 76 108%
3840 · Lillian Boynton Book Fund 6,318 5,500 818 115%
3880 · Restricted Income 11,162 8,000 3,162 140%
Total MISCELLANEOUS REVENUE 19,692 19,600 92 100%
OPERATIONS
3600 · Fines
3600.01 · Lost and Damage Materials 1,004 1,600 -596 63%
3600 · Fines - Other 7,115 16,000 -8,885 44%
Total 3600 · Fines 8,119 17,600 -9,481 46%
3620 · Sales 611 2,000 -1,389 31%
3630 · Non-Resident Fee Cards 7,191 11,500 -4,309 63%
3650 · Copies/Printing
3650.01 · Scan Station Income 710 1,050 -340 68%
3650 · Copies/Printing - Other 2,835 5,200 -2,365 55%
Total 3650 · Copies/Printing 3,545 6,250 -2,705 57%
Total OPERATIONS 19,466 37,350 -17,884 52%
TAX REVENUE
3400 · PPR Tax 55,512 63,000 -7,488 88%
3410 · Property 1,096,753 1,138,857 -42,104 96%
Total TAX REVENUE 1,152,265 1,201,857 -49,592 96%
Total Income 1,216,473 1,283,711 -67,238 95%
Gross Profit 1,216,473 1,283,711 -67,238 95%
Expense
ADMINISTRATION
8200 · Memberships & Commissions 875 2,400 -1,525 36%
8210 · Audit Fees 4,000 3,000 1,000 133%
8211 · Legal fees 303 2,000 -1,697 15%
Page 1 of 4 For management purposes only 13
Sycamore Public Library
Ordinary Income / Expense - YTD vs. Budget May 2019 through April 2020
May '19 - Apr 20 Budget $ Over Budget % of Budget
8212 · Hiring & Placement 57 400 -343 14%
8213 · LIMRiCC Unemployment Insurance 810 1,400 -590 58%
8214 · Professional Development 4,592 8,400 -3,808 55%
8215 · PR/Publicity 8,694 23,500 -14,806 37%
8216 · Mileage Reimbursement 948 1,500 -552 63%
8217 · Postage & Shipping 649 1,500 -851 43%
8219 · Insurance 435 14,000 -13,565 3%
Total ADMINISTRATION 21,363 58,100 -36,737 37%
CONTRACTUAL SERVICES
8300 · Phone System Maintenance 910 250 660 364%
8310 · Photocopiers 466 1,800 -1,334 26%
8311 · Pest Control 50 200 -150 25%
8312 · Cleaning Service 7,770 15,540 -7,770 50%
8313 · Elevator 3,185 3,494 -309 91%
8314 · HVAC Maintenance 2,888 5,775 -2,887 50%
8316 · Alarm Service/Security 1,803 3,700 -1,897 49%
8317 · Besam - Automatic Door 757 770 -13 98%
Total CONTRACTUAL SERVICES 17,829 31,529 -13,700 57%
FURNISHINGS
8410 · Equipment/Furniture 4,913 12,500 -7,587 39%
Total FURNISHINGS 4,913 12,500 -7,587 39%
MAINTENANCE
8420 · Building 6,840 20,000 -13,160 34%
8421 · Equipment 626 2,000 -1,374 31%
8422 · Grounds 0 3,000 -3,000 0%
8424 · Trash 730 1,200 -470 61%
Total MAINTENANCE 8,196 26,200 -18,004 31%
MATERIALS
Adult Materials
8203.01 · Adult Foreign Language 59 600 -541 10%
8203.03 · Adult Books 23,278 48,000 -24,722 48%
8203.07 · Adult Multimedia 6,934 25,000 -18,066 28%
Total Adult Materials 30,271 73,600 -43,329 41%
Children's Materials
8201.04 · Child and Teen Foreign Language 12 700 -688 2%
8201.06 · Child and Teen Books 9,047 30,000 -20,953 30%
8201.07 · Child and Teen Multimedia 774 6,500 -5,726 12%
Total Children's Materials 9,833 37,200 -27,367 26%
8204 · Periodicals 4,979 4,500 479 111%
8205 · Lillian Boynton Book Fund 0 5,600 -5,600 0%
8206 · E-Resources 3,099 25,000 -21,901 12%
8207 · Automated Subscriptions 10,610 18,000 -7,390 59%
Total MATERIALS 58,792 163,900 -105,108 36%
MISCELLANEOUS EXPENSES
Page 2 of 4 For management purposes only 14
Sycamore Public Library
Ordinary Income / Expense - YTD vs. Budget May 2019 through April 2020
May '19 - Apr 20 Budget $ Over Budget % of Budget
8601 · Financial Service Fees 777 1,200 -423 65%
8602 · Contingency 282 5,000 -4,718 6%
8604 · Consultant/Outside Services 5,932 5,000 932 119%
8606 · Capital Improvment 24,065 31,000 -6,935 78%
8610 · Restrict Expenses
8610.06 · SPLAG Expenses 160
8610 · Restrict Expenses - Other 28,733 8,000 20,733 359%
Total 8610 · Restrict Expenses 28,893 8,000 20,893 361%
Total MISCELLANEOUS EXPENSES 59,949 50,200 9,749 119%
MORTGAGE
8611 · Library Mortgage Debt 15,509 33,000 -17,491 47%
8612 · Mortgage debt-interest 3,227 7,500 -4,273 43%
Total MORTGAGE 18,736 40,500 -21,764 46%
PROGRAMS
Adult
8303.01 · Programming 4,408 13,000 -8,592 34%
Total Adult 4,408 13,000 -8,592 34%
Children
8301.01 · Programming 3,106 13,000 -9,894 24%
Total Children 3,106 13,000 -9,894 24%
Total PROGRAMS 7,514 26,000 -18,486 29%
SUPPLIES
8400 · Office 2,949 4,000 -1,051 74%
8401 · Materials and Collections 1,276 4,000 -2,724 32%
8402 · Janitorial 708 2,800 -2,092 25%
Total SUPPLIES 4,933 10,800 -5,867 46%
TECHNOLOGY
8330.01 · OPAC/Prairie Cat 9,816 22,000 -12,184 45%
8330.02 · Tech Maintenance/Supplies 11,201 13,000 -1,799 86%
8330.03 · Telecommunications 4,494 4,500 -6 100%
8330.04 · Software 153 1,500 -1,347 10%
8330.06 · Technical Support 5,250 13,100 -7,850 40%
8330.07 · Hardware/Equipment 26,410 25,000 1,410 106%
Total TECHNOLOGY 57,324 79,100 -21,776 72%
UTILITIES
8432 · Gas 1,060 5,500 -4,440 19%
Total UTILITIES 1,060 5,500 -4,440 19%
WAGE EXPENSES
8100 · Gross Wages 305,541 636,500 -330,959 48%
8101.1 · Paid Time Off Wages 8,466 14,000 -5,534 60%
8101.3 · Bonuses 383
8170 · Payroll Fees 1,335 2,600 -1,265 51%
8171 · FICA 19,170 33,500 -14,330 57%
8173 · IMRF 19,566 36,500 -16,934 54%
Page 3 of 4 For management purposes only 15
Sycamore Public Library
Ordinary Income / Expense - YTD vs. Budget May 2019 through April 2020
May '19 - Apr 20 Budget $ Over Budget % of Budget
8175 · Health Insurance 21,730 49,000 -27,270 44%
8177 · Medicare 4,485 7,500 -3,015 60%
Total WAGE EXPENSES 380,676 779,600 -398,924 49%
Total Expense 641,285 1,283,929 -642,644 50%
Net Ordinary Income 575,188 -218 575,406 -263,848%
575,188 -218 575,406 -263,848%
Page 4 of 4 For management purposes only 16
Sycamore Public Library
Special Income / Expense - Monthly vs YTD October 2019
Oct 19 May - Oct 19
Other Income/Expense
Other Income
DONATIONS
4300 · Building Fund Donations 30 239
Total DONATIONS 30 239
IMPACT FEE ACCT
4400 · Impact Fees 1,170 7,314
Total IMPACT FEE ACCT 1,170 7,314
INTEREST INCOME
4600 · Money Market Restricted 7 39
4610 · Impact Fees Savings 33 189
4630 · Special Reserve Fund 27 160
Total INTEREST INCOME 67 388
Total Other Income 1,267 7,941
Net Other Income 1,267 7,941
Net Income 1,267 7,941
Page 1 of 1 For Management Purposes Only 17
October 8, 2019
SYCAMORE PUBLIC LIBRARY BOARD OF TRUSTEES MINUTES
Regular Meeting 5:30 p.m.
I. Call to Order
In the physical absence of Melissa Kendzora-Smith, Vice President Alexandra
Wall called the meeting to order at 5:36 p.m.
Trustees Present: Eric Anstedt, Elizabeth Coats, Nancy Copple, Melissa Kendzora-
Smith (via remote due to illness), Omar Ordaz, Kyle VonSchnase and Alex Wall.
Trustees Absent: Jan Benson, Penny Carter
Staff Members Present: Director, Monica Dombrowski, Business Manager, Mary
Holtrop
Visitors Present: Rory Mulligan of Mulligan Restoration and Jennifer Martinson
auditor of Lauterbach and Amen LLP.
II. Changes to and Approval of the Agenda
O. Ordaz moved and N. Copple second the motion to move item VII
(a,ii)Window Restoration to Public Comment section and move VII(b) Library
Audit to Announcements. 7 ayes, 0 nays. The motion carried.
III. Public Comment
Rory Mulligan of Mulligan Restoration was present at the meeting to give a
presentation to the board on restoring the Carnegie Windows vs replacing the
windows. M. Dombrowski shared that in order for the library to possibly receive
the Grant from the State Historical Society, the Library will need to either get the
Carnegie Windows restored (vs replaced) or get a letter from a state authorized
restoration company that states the windows cannot be restored and they can
only be replaced. M. Dombrowski contacted 2 possible restoration companies
to give the library a presentation on the process and an estimate of the
charges. Rory Mulligan of Mulligan Restoration gave a presentation explaining
the history of his company and the scope of the work they do. He explained the
process would include removing the existing windows and taking them to his
shop, stripping them down and rebuilding the windows. The project would be
broken down into 3 phases and would take approximately 2 months from
beginning to end. Mr. Mulligan showed samples of his past work to the board.
Mr. Mulligan left the meeting at 6:00 p.m.
IV. Announcements
Jennifer Martinson of Lauterbach and Amen LLP reviewed the 2019 audit
process with the board. She thanked Mary Holtrop, Business Manager for the
field work and praised the library for a good clean audit. J. Martinson stated
there were no issues found during the audit process. Martinson reviewed several 18
sections of the audit with the board. Martinson shared with the board the
recommendations Lauterbach and Amen have for policies that should be
created by the board to enhance fiscal accountability. Martinson left the
meeting at 6:20.
V. Library and Trustee Reports
a. K. VonSchnase reviewed the Treasurer’s report. E. Coats moved and O.
Ordaz seconded the motion to approve the treasurer’s report as
presented. 7 ayes, 0 nays. The motion carried.
b. Business Managers report: M. Holtrop gave a brief report to the board.
c. Director’s report: E. Coats asked for clarification on the percentages
increase/decrease on the statistics report. The report was explained in
more detail to the board.
d. Finance Committee: Omar Ordaz shared with the board the discussion at
the September Finance Committee meeting. It was agreed to ask for the
maximum amount of levy for FY21. The committee’s concerns were
shared with the board. The Finance committee will meet on October 29th
at 6:00 p.m.
e. Friends of the Library: M. Holtrop shared the book sale was very successful
considering the low number of volunteers and the decision not to have
the sale on Sunday. The Friends board is working on their By-Laws and
Constitution which should be approved at the October meeting. There will
be an annual meeting in December.
VI. Consent Agenda
a. Minutes Regular Meeting, September 10, 2019
b. Minutes of Finance Committee, September 24, 2019
c. September Bills for approval.
N. Copple moved and K. VonSchnase seconded the motion to approve the
consent agenda. 7 ayes, 0 nays. The motion carried.
VII. Old Business
a. Window Replacement Grant Update:
i. Rorey Mulligan gave his presentation earlier in the meeting.
ii. RWKeys and Son did not arrive before the meeting to do their
presentation to the board. Later in the meeting the board request feedback
from Dombrowski on her interactions and feedback with the two restoration
companies. Dombrowski shared that their approach is very different with
one being mostly to restore and the other approach is to replace the storm
windows for better efficiency and seal up the glass that is pulled from the
frames. Essentially two very different approaches. At this time the board is
leaning more towards full restoration.
b. FY19 Audit Results: Lauterbach and Amen LLP. This presentation was done
earlier in the meeting under Announcements.
19
c. Space planning: M. Dombrowski updated the board that J. Keppler is still
working on the cost breakouts on the various sections of the Space planning
project.
VIII. New Business
a. Live and Learn Construction Grant: M. Dombrowski reported the
guidelines to the Live and Learn Construction grant application process.
The library must put aside the matching funds for this grant to be qualified.
The grant application is due in January 2020 and the winner(s) are notified
in March. This grant would be applicable to the area of the library outside
of the Carnegie area.
b. Chamber After Hours: M. Dombrowski reported the library is going to host
the Chamber After Hours in March 2020. The goal is to raise awareness of
the space planning project and hopes to bring in donations from local
businesses. Jill Carter will be working on the marketing campaign for this
event.
c. Fundraising Consultant: M. Dombrowski reported that she, Melissa K. Smith
and Jill Carter met with a marketing consultant to discuss ways the library
can obtain larger donations to help offset the cost of the space planning
project. Essentially the consultant helps to assist libraries in finding donors in
their local community.
XI. Adjournment
Melissa Kendzora-Smith adjourned the meeting at 6:54 p.m.
Respectfully Submitted,
Elizabeth Coats, Board Secretary
Mary Holtrop, Business Manager, Secretary pro tem
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SYCAMORE PUBLIC LIBRARY
Finance Committee Meeting
MINUTES
October 29, 2019
6:00 p.m.
I. Call to Order
Kyle VonSchnase called the Finance committee meeting to order at 6:05 p.m.
Trustees Present: Eric Anstedt, Melissa Kendzora-Smith, Omar Ordaz and Kyle VonSchnase
Trustees Absent:
Staff Members Present: Monica Dombrowski, Director; Mary Holtrop, Business Manager
Visitors Present: none
II. Changes to and Approval of Agenda
Melissa Smith moved and E. Anstedt seconded the motion to approve the agenda. 3 ayes, 0 nays. The
motion carried.
III. Public Comment
There was no public comment.
IV. Old Business –
A. Report from M. Dombrowski on meeting with Brian Gregory, City manager: M. Dombrowski share
with the committee her meeting with Brian Gregory city manager of the City of Sycamore.
Discussion followed.
B. 3rd review of FY21 budget: The committee reviewed the final draft of the FY21 budget. The
committee discussed budget line items that will be cut and adjusted. The capital improvement line
will have to be reduced. The final draft of the budget will go to the board for approval.
C. In addition the committee reviewed the following in the budget discussion: 1) estimate from
Sycamore/Dekalb glass on the replacing the windows that are leaking, rotted, and covered with
mold and mildew. The estimate was approximately $12,111.66. 2) Review of options of Window
Restoration, putting 3 months of reserves into the contingency fund and space plan phases 1 and 2
and 3) The consulting fees from Dewberry for the space plan project. Initially these funds were going
to come directly from the budget under consulting but due to changes in the budget this line was
cut. Discussion followed on where these resources can be found. At this time the committee is
recommending option 1 of the window restoration/space plan and contingency fund projects. In
addition the committee discussed the IGA with the school district, clarifying what the library is getting
back from the school district for the IGA. M. Dombrowski will work Jill to get a FAQ’s for the
community in regards to the IGA, clarifying that no tax dollars was used to fund this agreement.
V. New Business
VI. Adjournment
The meeting was adjourned at 7:19 p.m.
Respectfully Submitted,
Mary Holtrop
Secretary Pro-temp 21
Operating Fund Rollover Plan
(Secure 2.5 mos of expenses in Contingency Fund; Restore Carnegie Windows; Interior Remodel)
Available Rollover: $375,000
Emergency (Contingency) Fund Balance: $106,933
Average Monthly Operating Expenses: $85,000
Operating Expenses Covered: 1.25 mos.
Proposed Transfer from Rollover: $105,500
New Contingency Balance: $212,433
Operating Expenses Covered Post-Transfer: 2.5 mos.
Rollover Available After Contingency Transfer: $269,500
Special Reserve Window Fund: $27,853
Expected Window Grant: $75,000
Total Allocated for Window Restoration: $102,853
Estimated Cost of Window Restoration: $129,000
Balance Remaining (Paid from Rollover): $26,147
Rollover Available After Window Restoration: $243,353
Available Impact Fees: $59,793
Unrestricted Special Reserve Balance: $21,051
Total Available for Building Projects Now: $324,197
Estimated Cost for Construction Phase 1: $267,300-$346,080
Surplus/Shortage: $54,897-$21,883
Rollover Available After Window Restoration: $243,353 1) Apply for L&L Grant, set aside deposit, and wait on all projects until March
Available Impact Fees: $59,793 2) Apply for L&L Grant, set aside deposit, begin Projects 1A, 1B, 1C, 1D while waiting
Unrestricted Special Reserve Balance: $21,051 Rollover Available - Window Deposit $118,353
Live & Learn Grant Funds: $125,000 Impact Fees $59,793
Total Available for Phases 1 & 2 $449,197 Total Available for Projects 1A, 1B, 1C, & 1D: $178,146
Estimated Cost for Construction Phases 1 & 2: $443,300-$592,480 Estimated Cost for Projects 1A, 1B, 1C, 1D: $123,000-$169,000
Surplus/Shortage: $5,897-$143,283 Surplus: $55,146-$9,146
2 OPTIONS WITHIN OPTION B
EMERGENCY (CONTINGENCY) FUND
WINDOW RESTORATION
OPTION A: USE ROLLOVER FOR CONSTRUCTION PHASE 1
OPTION B: APPLY FOR LIVE & LEARN GRANT FOR PHASES 1 & 2
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23
24
25
26
27
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Serving the Public Policies Approved by the Board of Trustees Tuesday July 11, 2007
General Policy Written 11/9/1989
Revised 5/21/07
The Sycamore Public Library is established and operated in compliance with the Illinois
Compiled Statutes. The Sycamore Public Library is in compliance with all other federal and state
laws that affect library operations, including the Americans with Disabilities Act, the Fair Labor
Standards Act, the Bloodborne Pathogen Standard, the Illinois Accessibility Code, the Open
Meetings Act, the Freedom of Information Act, the State Records Act, the Library Records
Confidentiality Act, and the Drug Free Workplace Act.
The Sycamore Public Library is governed by a board of trustees created and maintained
in compliance with Chapter 75 of the Illinois Compiled Statutes. The board of trustees has
written bylaws that outline its purpose, operational procedures, and address conflict-of-interest
issues. The board of trustees reviews these bylaws at least semi-annually. The board of trustees
meets 12 times per year, on a regular monthly schedule and in compliance with the Open
Meetings Act. Written or recorded minutes are kept of each meeting and, when passed, are
available for public inspection and retained in compliance with the State Records Act. The board
of trustees has exclusive control of all property owned by the library and of all expenditure of
moneys collected, donated, or appropriated for the library fund.
The board of trustees has a board-approved mission statement, a long-range plan, a
disaster prevention and recovery plan, and policies. The library is a member of an Illinois
multitype library system and participates in resource sharing through interlibrary loan and
reciprocal borrowing. The library provides access to ILLINET Online. The library participates in
the Standards for the Services of Illinois Multitype Systems by fulfilling member library
responsibilities. At least every ten years, the board of trustees determines if the physical facility
is adequate to meet the needs of the community and conducts a study to determine if the library
is providing collections and services appropriate to the community. If it is determined that the
facility is inadequate or the services are not sufficient or appropriate to meet the needs of the
community, the board of trustees takes steps to correct any problems. The board of trustees
reviews policies at intervals not greater than three years.
Members of the board of trustees participate in relevant local, state, regional, and national
decision making to effect change that will benefit libraries. Each board member participates in at
least one continuing education activity that focuses on libraries, trusteeship, or other relevant
matters, and reports to the full board.
The board of trustees, along with the library director, develop and conduct a meaningful
and comprehensive trustee orientation program for each new board member.
The board of trustees conducts an annual review of the library director.
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Tax Support Written 5/21/07
The Sycamore Public Library is a tax-supported public library. This means that people
residing within the jurisdictional boundaries of the Sycamore Public Library pay taxes to support
the library. Those people who live within the jurisdictional boundaries of the Sycamore Public
Library need pay no additional fee to be eligible to receive their first library card.
Hours of Operation Written 11/9/1989
Revised 5/21/07
Revised and Approved 11/11/2015
The Sycamore Public Library maintains consistent, posted hours of service during which all
services of the Sycamore Public Library are available to patrons. Those hours are:
Monday 9:00 a.m. – 8:00 p.m.
Tuesday 9:00 a.m. – 8:00 p.m.
Wednesday 9:00 a.m. – 8:00 p.m.
Thursday 9:00 a.m. – 8:00 p.m.
Friday 9:00 a.m. – 6:00 p.m.
Saturday 9:00 a.m. – 5:00 p.m.
Sunday 1:00 p.m. – 5:00 p.m. (year round)
The book drop is available for the return of all material during the hours the library is closed. The
book drop is located in the vestibule.
Closing of the Facility Written 11/9/1989
Revised 5/21/07
Revised and approved 2/10/15
Annually at the November or December Board meeting the Board of Trustees will determine, the
dates which the library will be closed for the following year. Closing dates will be posted on the
website (http://www.sycamorelibrary.org) and posted throughout the library prior to each
closing. Changes to closing dates can be made at the discretion of the Board of Trustees and will
be posted as they occur.
Closing for emergencies will be determined by the Library Director or the Director’s designee.
Emergency closings will be announced on the local radio stations, the library website, and on the
library voicemail.
Payments to the Library Written 5/21/2007
Revised 2011
Fines, fees, and donations may be paid by cash, check or credit card to the Sycamore Public
Library.
Checks must be written for the exact amount of payment. Minimum check amount is $5.00.
Checks returned by the bank for insufficient funds incur a $25.00 returned check fee.
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Service to Patrons with Disabilities Written 11/9/1989
Revised 5/21/07
The Sycamore Public Library offers the same services to patrons with disabilities as to all
other segments of the population. In addition to those services, the Sycamore Public Library acts
as facilitator between the patron and Services to the Blind and Physically Handicapped, offers
home delivery to patrons with disabilities which prevent them from coming to the library, and
welcomes service animals in the library.
Exhibits Written 5/21/07
Occasionally, exhibits from sources within the community may be allowed in the library. All
exhibits considered for space within the library must support the mission of the library and not
cause disruption of the regular flow of library work and service. Such exhibits will remain in
place for not longer than four weeks, with set up and removal being the responsibility of the
exhibitor. The library assumes no liability for damage or loss relating to any exhibit set up for
public viewing in the library and will take no extraordinary measures to insure its safety.
Copyright Restrictions Written 11/9/1989
Revised 5/21/07
The copyright laws of the United States (Title 17, United States Code) govern the
reproduction, distribution, adaptation, public performance, and public display of protected
material.
Under certain conditions, public libraries are authorized to lend, lease, or rent copies of
computer programs and videotapes to patrons for nonprofit purposes. Any person who makes an
unauthorized copy or adaptation of a computer program or videotape or redistributes the loaned
copy or publicly performs or displays the computer program or videotape, except as permitted by
Title 17 of the United States Code, may be liable for copyright infringement.
This institution reserves the right to refuse to fulfill a loan request if, in its judgment,
fulfillment of the request would likely lead to violation of the copyright law.
Confidentiality of Records Written 11/9/1989
Revised 5/21/07
The Sycamore Public Library abides by Illinois Law which states that the records of
patron transactions and the identity of registered library patrons is confidential material. The
Sycamore Public Library does not make available the records of patron transactions to any party
except in compliance with the law. The Sycamore Public Library does not make available lists of
registered library patrons except in compliance with the law.
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Contest and Program Prizes Written 11/9/1989
Revised 5/21/07
Members of the board of trustees and staff members are not eligible to win any prize or award
that may be given in any contest sponsored by the library.
Records to be Retained Written 5/21/07
The Sycamore Public Library retains records in accordance with directives from the Local
Records Unit/Record Management Section/Illinois State Archives/Springfield, IL 62756.
(217.782.7075)
Donation and Gift Requests Written: November 6, 2009
Board Approved: November 10, 2009
The Sycamore Public Library is a taxing body of the City of Sycamore. Funds received through
property taxes are to be spent to benefit the residents who pay those taxes. In that regard, the
Sycamore Public Library may opt to donate library swag to organizations who are working on
fund raising projects as this is good publicity for the library and reminds people of their local
resource. It is not appropriate to donate money or services that are paid for through property tax
dollars.
The library board and staff may also at times choose to offer an amnesty program where fines are
waived in order to get materials returned to the library. At these times, a program to support a
local cause may be implemented.
The library may assist local organizations which are collecting items by providing a space for a
collection box in the library’s lobby.
Because the library is funded through property tax dollars, grants, and donations, all financial
donations accepted at the library are to benefit library programs and services. We are unable to
accept donation jars from community groups or individuals.
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American Library Association Ethics Statement for Public Library Trustees
The Sycamore Public Library subscribes to the ALA Ethics Statement for Public Library Trustees as follows:
American Library Association Ethics Statement for Public Library Trustees 1. Trustees must promote a high level of library service while observing ethical standards. 2. Trustees must avoid situations in which personal interests might be served or financial
benefits gained at the expense of library users, colleagues, or the institution. 3. It is incumbent upon any trustee to disqualify himself or herself immediately whenever the
appearance of conflict of interest exists. 4. Trustees must distinguish clearly in their actions and statements between their personal
philosophies and attitudes and those of the institution, acknowledging the formal position of the board even if they personally disagree.
5. A trustee must respect the confidential nature of library business while being aware of and in compliance with applicable laws governing freedom of information.
6. Trustees must be prepared to support to the fullest the efforts of librarians in resisting censorship of library materials by groups or individuals.
Trustees who accept appointment to a library board are expected to perform all of the functions of library trustees.
AMERICAN LIBRARY ASSOCIATION FREEDOM TO READ STATEMENT
The Sycamore Public Library subscribes to the American Library Association Freedom to Read Statement which follows:
1. It is in the public interest for publishers and librarians to make available the widest diversity of views and expressions, including those which are unorthodox or unpopular with the majority.
2. Publishers, librarians, and booksellers do not need to endorse every idea or presentation contained in the books they make available. It would conflict with the public interest for them to establish their own political, moral, or aesthetic views as a standard for determining what books should be published or circulated.
3. It is contrary to the public interest for publishers or librarians to determine the acceptability of a book on the basis of the personal history or political affiliations of the author.
4. There is no place in our society for efforts to coerce the taste of others, to confine adults to the reading matter deemed suitable for adolescents, or to inhibit the efforts of writers to achieve artistic expression.
5. It is not in the public interest to force a reader to accept with any book the prejudgment of a label characterizing the book or the author as subversive or dangerous.
6. It is the responsibility of publishers and librarians, as guardians of the people’s freedom to read, to contest encroachments upon that freedom by individuals or groups seeking to impose their own standards or tastes upon the community at large.
7. It is the responsibility of publishers and librarians to give full meaning to the freedom to read by providing books that enrich the quality and diversity of thought and expression. By the exercise of this affirmative responsibility, they can demonstrate that the answer to a bad book is a good one, the answer to a bad idea is a good one.
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AMERICAN LIBRARY ASSOCIATION FREEDOM TO VIEW STATEMENT
The Sycamore Public Library subscribes to the American Library Association Freedom to View Statement which follows.
The Freedom to View, along with the freedom to speak, to hear, and to read, is protected by the First Amendment to the Constitution of the United States. In a free society, there is no place of censorship in any medium of expression. Therefore, these principles are affirmed:
1. To provide the broadest possible access to film, video, and other audiovisual materials because they are a means for the communication of ideas. Liberty of circulation is essential to insure the constitutional guarantee of freedom of expression.
2. To protect the confidentiality of all individuals and institutions using film, video, and other audiovisual materials.
3. To provide film, video, and other audiovisual materials which represent a diversity of views and expression. Selection of a work does not constitute or imply agreement with or approval of content.
4. To provide a diversity of viewpoints without the constraint of labeling or prejudging film, video, and other audiovisual materials on the basis of the moral, religious, or political beliefs of the producer or filmmaker or on the basis of controversial content.
5. To contest vigorously, by all lawful means, every encroachment upon the public’s freedom to view.
AMERICAN LIBRARY ASSOCIATION LIBRARY BILL OF RIGHTS
The Sycamore Public Library subscribes to the American Library Association Bill of Rights which says: The American Library Association affirms that all libraries are forums for information and ideas, and that the following basic policies should guide their services:
1. Books and other library resources should be provided for the interest, information, and enlightenment of all people of the community the library serves. Materials should not be excluded because of the origin, background, or views of those contributing to their creation.
2. Libraries should provide materials and information presenting all points of view on current and historical isles. Materials should not be proscribed or removed because of partisan or doctrinal disapproval.
3. Libraries should challenge censorship in the fulfillment of their responsibility to provide information and enlightenment.
4. Libraries should cooperate with all persons and groups concerned with resisting abridgment of free expression and free access to ideas.
5. A person’s right to use a library should not be denied or abridged because of origin, age, background, or views.
6. Libraries which make exhibit space and meeting rooms available to the public they serve should make such facilities available on an equitable basis, regardless of the beliefs or affirmations of individuals or groups requesting their use.
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AMERICAN LIBRARY ASSOCIATION STATEMENT OF PROFESSIONAL ETHICS
The Sycamore Public Library subscribes to the ALA Statement of Professional Ethics which follows:
1. Librarians must provide the highest level of service through appropriate and usefully organized collections, equitable circulation and service policies, and skillful, accurate, unbiased, and courteous responses to all requests for assistance.
2. Librarians must resist all efforts by groups or individuals to censor library materials.
3. Librarians must protect each user’s right to privacy with respect to information sought or received and materials consulted, borrowed, or acquired.
4. Librarians must adhere to the principles of due process and equality of opportunity in peer relationships and personnel actions.
5. Librarians must distinguish clearly in their actions and statements between their personal philosophies and attitudes and those of an institution or professional body.
6. Librarians must avoid situations in which personal interests might be served or financial benefits gained at the expense of library users, colleagues, or the employing institution.
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Draft 10-15-19
Library Closings Policy
The Sycamore Public Library is a public service organization and as such, every
reasonable effort is made to maintain regularly scheduled hours.
Annually, at the November Board Meeting, the Board of Trustees will determine closure
dates for the upcoming calendar year in observance of holidays and other special
events. Closure dates will be posted on the library website and exterior doors at least
two weeks prior to each scheduled closure.
In the event of severe weather or other emergency situations, the Executive Director
has the authority to reduce hours and/or close the library for the safety of patrons and
staff. If the Executive Director is not available, the Library Board President has the
authority to make the decision in the Director’s place.
If a decision is made to reduce hours or close the library, information will be available
through the following outlets:
Library website
Library Facebook page
Chicagoland Emergency Closing Center
RAILS website
WLBK Radio
B96 Radio
WNIU Radio
Daily Chronicle website
Midweek website
In addition, information will be posted on the front doors of the library if it is safe to do
so.
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Draft 10/7/19
No Smoking Policy
Sycamore Public Library is a smoke-free campus. Smoking and the use of smoking-
related products is prohibited within the building and on library grounds. This policy
applies to the use of tobacco, smokeless tobacco, herbal, marijuana, and electronic
smoking products.
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Draft 10/7/19
Photography/Videography Policy
Sycamore Public Library staff use photographs and videos to help convey the story of
the library’s impact on the community. Attendance at our programs and events
constitutes a consent to be photographed and/or filmed for use in our promotional
materials. Names or personally identifying information will not be used without the
express permission of the subject or the subject’s parent, legal guardian, or caregiver.
Participants (or their legal representatives, on their behalf) may opt out of being
photographed or filmed by informing the library staff member coordinating the
program or event.
Members of the public may take photographs or videos in all public areas of the library
provided they are not disturbing others’ use of the library. Equipment may not block
walkways, obstruct views, or create hazards of any kind. Photographers and
videographers must respect others’ wishes not to be photographed or filmed and must
obtain permission from a parent, legal guardian, or caregiver before photographing or
filming anyone under the age of 18. Taking photographs or filming copyrighted (or
otherwise protected) materials for the purpose of redistribution is prohibited.
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SYCAMORE PUBLIC LIBRARY
PATRON RIGHTS AND RESPONSIBILITIES POLICY
REVISED 4/02/03 APPROVED 4/08/03
REVISED 5/22/07 APPROVED 7/11/07
REVISED 1/21/13 APPROVED 2/12/13
The Sycamore Public Library is a public institution dedicated to providing a place for people to
meet, study, and learn. The following policy has been adopted by the Board of Trustees in order:
to protect the rights of individuals to use library materials and services.
to protect the rights of library employees and volunteers to conduct library business without
interference.
to ensure the use of the building, materials, and services by the greatest number of
individuals.
to preserve those materials and facilities from harm.
to ensure the safety of library patrons, employees, and volunteers.
Committing or attempting to commit any activity that would constitute a violation of any federal,
state or local criminal law or ordinance is prohibited on Sycamore Public Library property.
The Board authorizes the director or her/his designee to revoke or restrict library privileges of
any individual who behaves contrary to these rules. The Board also authorizes the director to file
charges against individuals who continually transgress these rules.
There are three basic rules for using the library: respect yourself, respect others, and respect
property. All library employees are authorized to bring to an individual's attention any act or
omission which violates these rules and detracts from the decorum of the library. Such an
individual will be asked to change his behavior to conform to the rules. If such change is not
evident or forthcoming that individual will be asked to leave the library building and library
property. If the individual does not leave of his or her own accord, police may be called for
assistance.
Depending on the severity or repetition of the misbehavior, individuals who have been asked to
leave the building and property may be barred from returning to the library. Individuals who
have been barred will be notified as to how long he/she must stay away from the library.
Library Spaces: There are four main public spaces in the library; the Children’s department, the
Teen Zone, the Adult Services department, and the Vestibule and Lobby.
The Children’s department offers a safe place for children newborn through age 12 and
their parents or caregivers to read, study and surf. Children's department is available for
use by those patrons who are accessing the special materials contained in the children's
collection and for use by children and their caregivers, to attend children's programs, and
to utilize other services provided by children's departments.
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The Teen Zone offers a safe place for teens between ages 12 – 19 years of age to read,
study and surf. The Teen Zone is for use by those patrons who are accessing the special
materials contained in the teen collection and for use by teens and their tutors or
caregivers. Between the hours of 9:00 a.m. and 12:00 p.m. on weekdays when school is
in session adults may use the Teen Zone Rotunda for quiet work.
The Adult Services department provides a safe place for patrons of all ages to read,
study and surf.
The Vestibule and Lobby provide a safe place for all patrons to return materials and/or
enter and leave the library.
Ensure a Safe, Secure, Comfortable, Welcoming, Healthy and Clean Environment. Mutual
respect makes it possible for everyone to enjoy Library materials and services. We ask Library
users to be respectful of each other and behave in a manner that does not disrupt other Library
users or interfere with normal operation of the Library.
Code of Conduct
1. Respect yourself (including but not limited to:)
Keep personal information private.
Stay productive.
Always be fully clothed and wear shoes.
Attend to personal hygiene before coming to the library.
Bicycling, rollerblading, or skateboarding is prohibited anywhere on library
property.
Smoking is prohibited in the building and within 15 feet of any door or window.
Weapons are prohibited anywhere on library property.
Possessing, selling, or being under the influence of alcohol or illegal drugs is
prohibited on library property.
2. Respect others (including but not limited to:)
Speak quietly.
Interact with kindness, gratitude and caring. Verbal and physical abuse will not be
tolerated.
Trained therapy, guide or leader dogs and those dogs being used in Library
sponsored programs are welcome.
Provide identification to library staff when asked.
Keep your cell phone on vibrate and if you must take the call, take it in the
vestibule or outside.
Use headphones with personal electronic devices and keep the volume to a
minimum.
If it doesn’t belong to you, leave it alone.
Soliciting, panhandling, and gambling are prohibited on library property.
Engaging in peeping, stalking, indecent exposure, and sexual harassment are
prohibited on library property.
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3. Respect property (including but not limited to:)
Park in designated spaces only.
Covered drinks and small non-disruptive snacks are allowed in the library.
If you spill, let a library staff member know so it can be cleaned up.
Being present in Library offices, staff rooms, storage areas, or other non-public
areas while unaccompanied by a Library staff member or without prior agreement
with Library management is prohibited.
Care of furniture, materials, and all library property.
These rules have been established and promulgated in accordance with the Municipal Code of
the City of Sycamore, Article 5 Chapter 4. These rules may be supplemented, altered, added to or
changed by the Library Board at its discretion.
The IL Local Library Act (75 ILCS 5) provides the Board of Library Trustees with the power to
carry out the spirit and intent of the Act in establishing and maintaining the Library and
providing Library services, and the specific power to “exclude from the use of the Library any
person who willfully violates the rules prescribed by the board.” The Board of Library Trustees
of the Sycamore Public Library authorizes Library management to establish and implement
procedures to ensure that the Patron Rights and Responsibilities Policy is adhered to and that the
Library is preserved for the purposes for which it is intended.
Also, see the Unattended Children Policy for more information about minors in the
library.
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Patron Conduct Policy
The Sycamore Public Library seeks to provide a safe, comfortable, welcoming environment for all patrons. As such, we expect patrons to treat people and property with respect. The following rules apply while on library property and while attending all library programs and events both on and off of library property. 1. Respect Yourself (including but not limited to):
• Attend to personal hygiene and wear appropriate clothing and footwear. • Keep track of your personal belongings. • Follow library policies. • Chain bicycles outside and remove/store rollerblades and skateboards. • Leave weapons, alcohol, and illegal substances at home.
PLEASE NOTE: Committing or attempting to commit any activity that violates any local, state, or federal law or ordinance is prohibited on library property. 2. Respect Others (including but not limited to):
• Use headphones with electronic devices and maintain a considerate volume when speaking and listening.
• Set your phone to vibrate or silent mode; if needed, take personal calls in the lobby downstairs or the vestibule near the front door.
• Use a respectful tone and language when speaking to and interacting with others. Verbal and physical abuse will not be tolerated.
• Avoid picking up others’ belongings; if something looks abandoned, alert staff. • Arrive on time for classes, programs, and events. • Alert staff if you encounter any issues with fellow patrons. • Avoid selling or soliciting while on library property. • Provide identification to library staff if asked.
3. Respect Property (including but not limited to):
• Dispose of trash in designated receptacles after enjoying your covered drinks and small snacks; notify staff immediately of any spills.
• Stay in public areas unless accompanied by staff. • Avoid writing/drawing/coloring on library furniture, fixtures, walls, doors, or floors. • Avoid sitting on fixtures, tables, radiators, and in windowsills. • Demonstrate care when handling and using library materials; if something
appears damaged, please alert staff. The Board authorizes the Library Director or her/his/their designee to restrict or revoke library privileges of any individual who willingly violates these rules and to involve the police, if necessary. The Board also authorizes the director to ban and/or file charges against individuals who continually transgress these rules.
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From Sycamore Public Library Board By-Laws
Revised and Approved 2/10/2015
Section 11: Public Comment
1. Any person shall be allowed to speak at any public meeting on
any matter of public concern. No person shall be prevented
from speaking on the basis of any prior speech.
2. Every public meeting shall set apart a maximum time of thirty
(30) minutes near the beginning of each meeting to allow for
public comments.
3. Each person who wishes to speak will be allotted no more than
five (5) minutes, unless the presiding officer reduces the allotted
time if numerous people wish to speak.
4. Each person who wishes to speak must place his or her name
on a speaker’s list prior to the start of the meeting, and
speakers will be called to speak in the order of the list. In the
event that the thirty minute time period elapses before all
speakers have an opportunity to be heard, those speakers on
the list still wishing to be heard shall retain their position on the
list for the public comment portion of the next meeting.
5. Citizens may comment on any matter of library concern not
listed on the agenda, there will not be question-and-answer
exchange with the Board of Trustees, and speakers needed to
“refrain from language which would incite an immediate
breach of the peace; refrain from undue repetition, extended
discussion of irrelevancies, obscenity, and personal attacks
against private individuals unrelated to the operation of the
library. The presiding officer may curtail comments that are
inappropriate or go beyond the 5 minute speaking limit.
6. Any person shall be permitted to address the public body or
any member of the public body at any time via mail or email.
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DRAFT 10/15/19
PUBLIC COMMENT POLICY
The Illinois Open Meetings Act provides that at meetings of public bodies, “any person
shall be permitted an opportunity to address public officials under the rules established
and recorded by the public body.” 5 ILCS 120/2.06(g). In compliance with the Act, the
Board of Trustees (hereafter, “Board”) of Sycamore Public Library has adopted this policy
to provide the following rules and guidelines for public participation at its meetings.
1) Individuals attending board meetings must conduct themselves with respect and
civility toward others. Abusive, profane, threatening, or harassing language and/or
personal attacks will not be permitted. The Board President or presiding officer may
prohibit further comment at the meeting by a speaker whose remarks violate this rule.
2) Public comments are permitted during the time designated on the Board meeting
agenda unless otherwise directed by the Board President or presiding officer.
3) The Board President or presiding officer determines the order in which speakers will be
recognized.
4) When recognized by the Board President or presiding officer, the speaker should begin
by stating his or her name. The board may also request that a speaker provide his or
her address.
5) Public comments will be limited to five (5) minutes per person. The Board President or
presiding officer shall have discretion to modify this time limit, as well as to limit
repetitive comments.
6) Board members and library staff are not obligated to respond to comments from the
public. Issues requiring possible action by the board may be added to a future
meeting agenda, and issues that can be addressed by the administration will be
noted.
7) A copy of these guidelines will be posted on the Board of Trustees page of the
Sycamore Public Library website, and will be placed next to the sign-in sheet made
available to members of the public at the entrance to board meetings.
8) Petitions or written correspondence directed to the board shall be presented to the
board by the Board President or Secretary at the next regularly scheduled board
meeting.
9) Minutes are a summary of the board’s discussion and actions. Speaker requests to
append written statements or correspondence to the minutes are not favored.
Generally, written materials presented to the board will be included in the library’s files
rather than in the minutes.
10) The Board President or presiding officer shall have the authority to determine
procedural matters regarding public participation not otherwise defined in these
guidelines.
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Unattended Children and Vulnerable Adults Policy
The Sycamore Public Library is dedicated to providing a safe and welcoming environment for all community members. The following policy has been set forth to provide the greatest possible degree of protection for the children and vulnerable adults of the community and to create a productive and enjoyable environment for all patrons and staff. *
Parents, guardians, and/or caregivers are responsible for the safety, behavior, and supervision of children and vulnerable adults at all times in the Library and on Library property. All visitors are expected to respect Library property and adhere to the rules outlined in the Patron Rights and Responsibilities Policy.
Children 10 years of age and younger must be accompanied and directly supervised at all times by a parent or other responsible caregiver 14 years of age or older. During Library programs, parents and caregivers of children under the age of 11 must remain in the Library.
Children 11 years of age and older may use the Library unattended, provided they are able to care for themselves and behave appropriately according to the Patron Rights and Responsibilities Policy. If a parent of a child is unsure about whether their 11 year old child or older should be left at the library, parents should confirm that the child is able to recite an emergency contact’s name and telephone number.
The Sycamore Public Library staff is committed to helping children with activities related to the Library. However, Library staff cannot, nor is it their responsibility to, serve as baby-sitters, teachers, or disciplinarians. Whenever advisable, the Library will notify the parent of incidents involving an unattended child. When the safety of an unattended child is in doubt, the parent or responsible caregiver cannot be located, or if the Library is closing, Library staff members are authorized to call the police and stay with the child until the police arrive.
In the event a person under the age of 14 is still at the library 30 minutes after the library closes to the public, the police will be called to pick up the young person. Attempts will be made during that 30 minutes to reach parents, but in no instance will staff take young people home. Two staff members will stay with the child until the parents or police arrive.
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Unattended Children/Vulnerable Adults Policy The Sycamore Public Library is dedicated to providing a safe and welcoming environment for all community members. All persons age 10 and older who are able to care for themselves and understand and follow the Patron Conduct Policy are welcome to use the library without accompaniment. Vulnerable adults must be accompanied by an adult over the age of 18 while using the library or attending library programs and events. A vulnerable adult is functionally, mentally, or physically unable to care for themselves without supervision. Library facilities are not licensed to provide adult care and staff is not trained to assist with care-related tasks. Children under the age of 10 must be accompanied by a parent, guardian, or responsible caregiver that is at least 14 years old while using the library. Parents, guardians, or caregivers must remain in the library while children are attending library programs or events unless directed by library staff. If it is determined that a child under age 10 or a vulnerable adult is in the library without an appropriate parent, guardian, or caregiver, staff will attempt to locate or contact the parent, guardian, or caregiver. If the parent, guardian, or caregiver cannot be located or contacted within 30 minutes, the police will be contacted and asked to assist. In addition, staff is authorized to contact the police at any time if the safety of a child under 10 or vulnerable adult is in doubt. In the event a parent, guardian, or caregiver cannot be contacted or located at the time the library closes, staff will contact the police for assistance and two staff members will wait with the child under 10 or vulnerable adult until police arrive. Violation of this policy is grounds for suspension of library privileges.
46
FY20-21 Draft Budget- FINAL FY20 FY21 FY21 % of
Budget Budget Increase Budget
5/18-4/19 5/19-4/20 5/19-4/20 5/19-4/20
Income
TAX REVENUE
3400 · PPR Tax 63,000 75,000 19.05%
3410 · Property 1,138,857 1,157,661 1.65%
Total TAX REVENUE 1,201,857 1,232,661 2.56% 93.8%
OPERATIONS
3600 · Fines 16,000 14,000 -12.50%
3600.01 Lost and Damaged 1,600 1,700 6.25%
3620.01 · Merchandise Sales 0 500 #DIV/0!
3620.02 · Book Sales 2,000 3,500 75.00%
3630 · Non-Resident Fee Cards
3630 · NR Fee Cards - Other 11,500 9,500 -17.39%
3650 · Copies/Printing
3650.01 · Scan Station Income 1,050 1,050 0.00%
3650 · Copies/Printing - Other 5,200 4,700 -9.62%
Total OPERATIONS 35,350 34,950 -1.13% 2.7%
ACCT EARNINGS
3700 · Interest
3700.01 · Operating 5 30 500.00%
3700.02 · Money Market Operating 2,500 2,500 0.00%
3700.03 · Money Market Contingency & Bldg. 500 800 60.00%
Total ACCT EARNINGS 3,005 3,330 10.82% 0.3%
MISCELLANEOUS REVENUE
3800 · Donation Jar 750 800 6.67%
3810 · Meeting Room Fees 1,750 1,500 -14.29%
3820 · County Law Library Revenue 2,600 2,550 -1.92%
3830 · Sycamore Library Fund - DCCF 1,000 1,100 10.00%
3840 · Lillian Boynton Book Fund 5,500 6,000 9.09%
3880 · Restricted Income 8,000 10,000 25.00%
Total MISCELLANEOUS REVENUE 19,600 21,950 11.99% 1.7%
GRANTS
3900 · Per Capita 21,899 21,899 0.00%
Total GRANTS 21,899 21,899 0.00% 1.7%
Total Income 1,281,711 1,314,790 2.58% 100.0%
Expense
WAGE EXPENSES
8100 · Gross Wages 636,000 658,600 3.55% 50.1%
8101.1 · Paid Time Off Wages 14,000 14,000 0.00% 1.1%
8170 · Payroll Fees 2,600 2,600 0.00%
8171 · FICA 33,500 39,250 17.16%
47
8173 · IMRF 36,500 36,500 0.00%
8175 · Health Insurance 49,000 42,000 -14.29%
8177 · Medicare 7,500 9,180 22.40%
Total WAGE EXPENSES 779,100 802,130 2.96% 61.0%
ADMINISTRATION
8200 · Memberships & Commissions 2,400 2,500 4.17%
8210 · Audit Fees 3,000 4,102 36.73%
8211 · Legal fees 2,000 2,000 0.00%
8212 · Hiring & Placement 400 200 -50.00%
8213 · LIMRiCC Unemployment Insurance 1,400 1,400 0.00%
8214 · Professional Development 8,400 10,000 19.05%
8215 · PR/Publicity 23,500 23,500 0.00%
8216 · Mileage Reimbursement 1,000 1,500 50.00%
8217 · Postage & Shipping 1,500 1,500 0.00%
8219 · Insurance 14,000 15,500 10.71%
Total ADMINISTRATION 57,600 62,202 7.99% 4.7%
MATERIALS
Children's Materials
8201.04 · Child & Teen Foreign Lang 700 500 -28.57%
8201.06 · Child & Teen Books 30,000 30,000 0.00%
8201.07 · Child & Teen Multimedia 6,500 6,500 0.00%
Total Children's Materials 37,200 37,000 -0.54%
Adult Materials
8203.01 · Adult Foreign Lang 600 500 -16.67%
8203.03 · Adult Books 48,000 45,000 -6.25%
8203.07 Adult Multimedia 25,000 23,000 -8.00%
Total Adult Materials 73,600 68,500 -6.93%
8204 · Periodicals 4,500 5,500 22.22%
8205 · Lillian Boynton Book Fund 5,600 6,000 7.14%
8206 · E-Resources 25,000 25,000 0.00%
8207 · Automated Subscriptions 18,000 18,000 0.00%
Total MATERIALS 163,900 160,000 -2.38% 12.2%
PROGRAMS
Children & Teens
8301.01 · Programming 13,000 13,000 0.00%
Total Children 13,000 13,000 0.00%
Adult
8303.01 · Programming 13,000 13,000 0.00%
Total Adult 13,000 13,000 0.00%
Total PROGRAMS 26,000 26,000 0.00% 2.0%
CONTRACTUAL SERVICES
8300 · Phone System Maintenance 250 3,010 1104.00%
8310 · Photocopiers 1,800 1,800 0.00%
48
8311 · Pest Control 200 200 0.00%
8312 · Cleaning Service 15,540 15,540 0.00%
8313 · Elevator 3,494 3,600 3.03%
8314 · HVAC Maintenance 5,775 5,800 0.43%
8316 · Alarm Service/Security 3,700 3,900 5.41%
8317 · Besam - Automatic Door 770 770 0.00%
Total CONTRACTUAL SERVICES 31,529 34,620 9.80% 2.6%
TECHNOLOGY
8330.01 · OPAC 22,000 23,000 4.55%
8330.02 · Tech Maintenance/Supplies 13,000 12,000 -7.69%
8330.03 · Telecommunications 4,500 4,500 0.00%
8330.04 · Software 1,500 1,500 0.00%
8330.06 · Technical Support 13,100 12,500 -4.58%
8330.07 · Hardware/Equipment 25,000 19,500 -22.00%
Total TECHNOLOGY 79,100 73,000 -7.71% 5.6%
SUPPLIES
8400.01 · Office 4,000 4,000 0.00%
8400.02 · Customer Relations 0 1,000 #DIV/0!
8401 · Materials & Collections 4,000 4,000 0.00%
8402 · Janitorial 2,800 2,800 0.00%
Total SUPPLIES 10,800 11,800 9.26% 0.9%
FURNISHINGS
8410 · Equipment/Furniture 13,000 13,000 0.00%
Total FURNISHINGS 13,000 13,000 0.00% 1.0%
MAINTENANCE
8420 · Building 20,000 20,000 0.00%
8421 · Equipment 2,000 1,500 -25.00%
8422 · Grounds 3,000 3,000 0.00%
8424 · Trash 1,200 1,500 25.00%
Total MAINTENANCE 26,200 26,000 -0.76% 2.0%
UTILITIES
8432 · Gas 5,500 5,300 -3.64%
Total UTILITIES 5,500 5,300 -3.64% 0.4%
MISCELLANEOUS EXPENSES
8601 · Financial Service Fees 700 900 28.57%
8602 · Contingency 6,000 2,575 -57.08%
8604 · Consulting Services 5,000 5,000 0.00%
8606 · Capital Improvement 31,000 44,200 42.58%
8610 · Restricted Expenditures 8,000 10,000 25.00%
Total MISCELLANEOUS EXPENSES 50,700 62,675 23.62% 4.8%
MORTGAGE
8611 · Mortgage Debt 33,000 30,950 -6.21%
8612 · Mortgage Debt Interest 7,500 6,500 -13.33%
49
Total MORTGAGE 40,500 37,450 -7.53% 2.8%
Total Expenses 1,283,929 1,314,177 2.36% 100.0%
50