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Minutes of September 8, 2011, Board Meeting Print
Library Board

SUGAR GROVE LIBRARY BOARD OF TRUSTEES

MINUTES OF SEPTEMBER 8, 2011, REGULAR MEETING

 

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

 

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

 

Public Comments:

Anthony Oliver – Asks the trustees to pick the new trustee for the good of the library.

Pat Graceffa - Reads a statement – see attached.

Erin Erickson - Reads a statement – see attached.

Mari Johnson - Reads a statement – see attached.

Louise Coffman - Reads a statement – see attached.

Shari Baum - Reads a statement – see attached.

Greg Koster – Suggests that the board and Beverly Holmes Hughes undergo mediation in an attempt to return the library to its position the day before the board terminated the employment of Beverly Holmes Hughes and in order to cut off the continued expenses resulting from the termination of the employment of Beverly Holmes Hughes.

Ron Leisher – Explains that almost all of the books of the former Library Friends group are now gone. Criticizes board members for not looking at and respecting the public comment speakers. Expresses his hope that the new trustee being chosen tonight will not be someone who simply follows the majority.

Jerry Murphy - Reads a statement – see attached.

Douglas Hartman - Reads a statement – see attached.

Tom Renk – A trustee on the Village of Sugar Grove’s board, he makes several suggestions from his experience as a Village trustee for the library board trustees with respect to the budget process. Praises Beverly Holmes Hughes. Urges the library trustees to listen to the public. Praises Greg Koster’s suggestion at tonight’s meeting and urges the board to proceed in that manner.

 

President Joan Roth closes public comment.

 

Minutes from August 25, 2011, Board of Trustees Regular Meeting:

 

Motion: To approve the minutes of the August 25, 2011, board of trustees regular meeting. Motion by Bob Bergman, 2nd by Bill Durrenberger. Role Call Vote: Bergman – Yes, Herkes – Yes, Wilson - Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes. Motion carried.

 

Minutes from August 25, 2011, Board of Trustees Executive (Closed) Session:

 

Motion: To approve the minutes of the August 25, 2011, board of trustees executive (closed) session. Motion by Dan Herkes, 2nd by Bill Durrenberger. Role Call Vote: Bergman – Yes, Herkes – Yes, Wilson - Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes. Motion carried.

 

Correspondence:

None

 

Financial Report:

Marilyn Boria presents the board with printouts of the checks for August 31 and September 7, 2011 (copies attached), and gives an explanation of some of the information on those pages. She praises Dan Herkes for his work.

 

Motion: To approve the financial report. Motion by Bill Durrenberger, 2nd by Dan Herkes.  Roll Call Vote: Durrenberger - Yes, Herkes - Yes, Bergman - Yes, Morrical - Yes, Roth – Yes, Wilson - Yes. Motion carried.

 

Interim Director Report:

Marilyn Boria thanks the staff for their work and cooperation and praises their efforts and competency. She discusses the library’s 9/11 program. She explains that she has spent most of the past week working with the auditors and that that process is going well.

 

 

Old Business:

 

Audit Update:

Dan Herkes reported that he is working with the auditors, that things are going very well, and that the auditors have made several suggestions which he feels will be helpful to the library.

 

Trustee Vacancy:

Art Morrical, personnel representative, stated that he believes Anthony Oliver is the best candidate for the open trustee position in light of his experience.

 

Motion: To appoint Anthony Oliver to the open trustee position on the board. Motion by Art Morrical, 2nd by Julie Wilson. Discussion: Bill Durrenberger stated that he felt Pat Graceffa was the best candidate but that he recognized that the board as presently constituted would not appoint her or several other candidates that he felt would be qualified for this position. He stated further that he felt that Anthony Oliver was also qualified for this position and that he would support his nomination. Roll Call Vote: Durrenberger - Yes, Herkes - Yes, Bergman - Yes, Morrical - Yes, Roth – Yes, Wilson - Yes. Motion carried.

 

Bill Durrenberger, as board secretary, then administered the oath of office to Anthony Oliver who then signed the oath document. Anthony then read a statement accepting his appointment, asking for the trust of the library community, recognizing the recent difficulties, hoping for the appointment of a good director going forward and an appropriate severance package for Beverly Holmes Hughes, stating that the library community must work hard to pass a referendum, and praising the Library Friends group and urging that group to continue to work with the library. He then took his place at the table as the seventh trustee.

 

Amend By-Laws:

Julie Wilson, By-Laws representative, explained the two amendments.

 

Motion: To amend the By-Laws in two places: (i) Article II, Section 2 – replace “eight (8)” with “four (4)” and (ii) Article IV, Section 1 – delete the following language in the first sentence - “the second Thursday and.” Motion by Julie Wilson, 2nd by Bill Durrenberger.  Roll Call Vote: Durrenberger - Yes, Herkes - Yes, Bergman - Yes, Morrical - Yes, Roth – Yes, Wilson - Yes. Oliver – Present. Motion carried.

 

 

New Business:

 

Petty Cash Account:

Marilyn Boria explained her suggestion to establish a petty cash account and a procedure to administer that account. She explained that the cost of writing a check is expensive. She suggested $250.00 as the amount for this account. The money would be held in a cash box which would be kept in her office and which would at all times contain cash plus receipts totaling $250.00. As the cash portion gets low, it would be periodically replenished up to $250.00 and corresponding receipts will be removed from the cash box and retained elsewhere thereafter. Dan Herkes stated that it costs approximately $6.00 to issue a check. Anthony Oliver expressed some concern with petty cash accounts in general and discussed some of the proposed administrative details for the library’s petty cash account with Marilyn Boria. Marilyn stated that she had explained her suggestions to the auditors who told her that they had no objection. Bob Bergman asked if there would be reporting of all petty cash expenditures and Marilyn stated that there would be and explained her suggested procedure for that reporting issue.

 

Meeting Room Policy:

Marilyn Boria explained the current status of the library’s meeting room policy. She stated that there is some inconsistency in its administration and in the fees being charged for meetings held when the library is not open. She stated that the staff proposed a moratorium on new scheduling of meetings until a new policy is adopted. She stated that the current situation is causing the library to lose money since a staff person needs to be present (and paid additional wages) to open and close the library for meetings held when the library is not open, and fees paid by room users are not covering this expense. Bill Durrenberger asked about the current library fee schedule. Marilyn then gave each trustee a copy of the library’s current policy on fees for use of library rooms (copy attached) and stated that she believed that the policy was not being consistently administered. Anthony Oliver asked if Marilyn could give the board a list of groups using the library and at what fees. Beverly Holmes Hughes’s attorney Steve Ekker then informed the board on Beverly’s behalf that that information is available in the library’s records.

 

Joan Roth stated that the meeting room policy and the petty cash account would be placed on the agenda for the board’s special meeting on October 6, 2011, for action at that time.

 

New Director Search:

Joan Roth explained that an announcement will be sent to various search firm companies, some of whom have already responded. Marilyn Boria stated that she had previously delivered a draft Request for Proposal (copy attached) to the trustees by email and wished to know if it met with the board’s approval.

 

Motion: To approve the draft Request for Proposal that Marilyn Boria had provided to the trustees. Motion by Dan Herkes, 2nd by Bob Bergman. Roll Call Vote: Bergman – Yes, Herkes – Yes, Roth – Yes, Wilson – Yes, Morrical – Yes, Durrenberger – Yes. Oliver – Yes. Motion carried.

 

Joan Roth stated that review of search firm proposals would be placed on the agenda for the board’s special meeting on October 6, 2011.

 

Joan Roth reminded all present of the 7:00 p.m., September 22, 2011, public hearing to be held at the Sugar Grove Fire District Building for the tentative budget and appropriations ordinance and of the regular board meeting to immediately follow at the same location. She stated that approval of the budget and appropriation ordinance would be on the agenda for the board’s regular meeting on that date.

 

 

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

 

Meeting adjourned at 8:17 p.m. These minutes are submitted by Bill Durrenberger, board secretary.

 
Agenda for September 22, 2011, Regular Board Meeting Print
Library Board

 

AGENDA

OF THE BUSINESS TO BE BROUGHT BEFORE THE MEETING

OF THE BOARD OF TRUSTEES OF THE

SUGAR GROVE PUBLIC LIBRARY DISTRICT

SG FIRE DISTRICT BUILDING

25 MUNICIPAL DRIVE

THURSDAY, SEPTEMBER 22, 2011

7:00 P.M.

 

 

1.      Call to Order/Roll Call

 

2.      Public Comment

 

3.      Approval of the Minutes of the September 8, 2011 Regular Meeting.

 

4.      Budget and Appropriation Ordinance for the Sugar Grove Public Library District for

the Fiscal Year Beginning on July 1 2011, and Ending on June 30, 2012.

 

5.      Announcements

Special Board Meeting to be held at the Sugar Grove Public Library on Thursday,

October 6, 2011 at 7:00 p.m.

 

 

ADJOURNMENT

 

 
Agenda for September 22, 2011, Budget Public Hearing Print
Library Board

AGENDA FOR PUBLIC HEARING

 

TENTATIVE BUDGET AND APPROPRIATION ORDINANCE

 

BOARD OF LIBRARY TRUSTEES OF THE

SUGAR GROVE PUBLIC LIBRARY DISTRICT

SG FIRE DISTRICT BUILDING

25 MUNICIPAL DRIVE

THURSDAY, SEPTEMBER 22, 2011

7:00 P.M.

 

 

 

1.      Call to Order/Roll Call

 

2.      Purpose of Public Hearing – Statutory Requirements

 

3.      Public Comments

4.      Board Comments

5.      Adjourn Public Hearing

 
Minutes of August 25, 2011, Regular Board Meeting Print
Library Board

SUGAR GROVE LIBRARY BOARD OF TRUSTEES

MINUTES OF AUGUST 25, 2011, REGULAR MEETING

 

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

 

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

 

Public Comments:

Erin Erickson – Has some questions concerning the hiring of the new FOIA officer Linda J. Gleysteen as listed on the attached document. Board President Joan Roth explains that she did no advertising, had only one candidate due to what she considered an emergency situation, did this under the authority that the board had previously given her to hire an interim director, notified some of the board members but not all, and was aware of the history of the new FOIA officer. Attorney Roger Ritzman stated that he did not feel that the new FOIA officer’s criminal issue would adversely affect her work as FOIA officer. There was further discussion of this issue of the hiring of the new FOIA officer. President Roth stated that the funds to pay the new FOIA officer would come from the general budget. There was further discussion of the new FOIA officer’s criminal background. President Roth then refused to answer further questions after consulting with attorney Ritzman.

Mari Johnson – For Louise Coffman: Reads Louise’s statement –see attached. For herself: Reads a statement – see attached.

Shari Baum – Reads a statement – see attached.

Ronald Leisher – Discusses books remaining from the disbanding of the Library Friends group and what to do with those books as well as many empty boxes. The Friends will give those to the new friends group if that group wants them or will dispose of them otherwise. Gives a deadline of August 29, 2011, for a decision and September 5, 2011, for the removal of the items. Calls for the resignation of the four trustees who voted to fire the former director Beverly Holmes Hughes.

Jerry Murphy – Reads a statement – see attached.

Pat Graceffa – Reads a statement – see attached.

Douglas Hartman – Reads a statement – see attached.

Donna Sawicki – Sugar Grove resident with children who has used the library often and is very pleased with the library and its staff. Happy with direction library had been going in and feels the new direction is not good for the library or children in the community. Praises Pat Graceffa. Wishes Beverly Holmes Hughes had never been fired.

Anthony Oliver - Reads a statement – see attached. Praises new interim director Marilyn Boria.

Ken Wiesner – Presents print out of the details of the criminal charge against new FOIA officer Linda J. Gleysteen – see attached.

Cheryl Pummel – Asks about the library’s new direction. Praises Pat Graceffa as an excellent choice to fill the open trustee position on the board. Criticizes Art Morrical for not wanting Pat Graceffa on the board.

Jim Quinlivan – Criticizes the board for its inability to express the new direction in which it says the library is going. Asks for the resignation of the four trustees who voted to fire the former director Beverly Holmes Hughes.

Rose Zyko (spelling?) – Praises the Library Friends group and suggests they consider working with senior citizens.

 

President Joan Roth closes public comment.

 

Minutes from August 11, 2011, Board of Trustees Regular Meeting:

 

Motion: To approve the minutes of the August 11, 2011, board of trustees regular meeting. Motion by Bill Durrenberger, 2nd by Dan Herkes. Role Call Vote: Bergman – Yes, Herkes – Yes, Wilson - Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes. Motion carried.

 

Minutes from August 17, 2011, Board of Trustees Special Meeting:

 

Motion: To approve the minutes of the August 17, 2011, board of trustees special meeting. Motion by Bill Durrenberger, 2nd by Dan Herkes. Role Call Vote: Bergman – Yes, Herkes – Yes, Wilson - Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes. Motion carried.

 

Minutes from August 11, 2011, Board of Trustees Executive (Closed) Session:

 

Motion: To approve the minutes of the August 11, 2011, board of trustees executive (closed) session. Motion by Bill Durrenberger, 2nd by Dan Herkes. Role Call Vote: Bergman – Yes, Herkes – Yes, Wilson - Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes. Motion carried.

 

Approve current expenditures:

The board received a printout of the checkbook register from August 21 to August 25, 2011. Copy attached. Dan Herkes reported that he had paid the Chicago Tribune bill on his own authority.

 

Motion: To approve the current expenditures. Motion by Bill Durrenberger, 2nd by Julie Wilson.  Roll Call Vote: Durrenberger - Yes, Herkes - Yes, Bergman - Yes, Morrical - Yes, Roth – Yes, Wilson - Yes. Motion carried.

 

Approve hiring of FOIA officer:

Bill Durrenberger asked for discussion and explained the criminal history of the new FOIA officer Linda J. Gleysteen. He stated that he felt that her history had been intentionally hidden from him by Joan Roth and Linda J. Gleysteen, and consequently he could not support her continued work at the library for that reason alone. New interim director Marilyn Boria explained her view of background checks of potential library workers but did not give her opinion with respect to Linda J. Gleysteen’s background. She also stated that she could handle the FOIA requests in some manner. Dan Hankes stated that he first heard about Linda J. Gleysteen’s criminal history at tonight’s meeting and felt that he should have been informed at an earlier time. Art Morrical questioned the library’s ability to properly handle FOIA requests without Linda J. Gleysteen’s continued assistance, but after some further discussion stated that he was satisfied that the FOIA requests could be properly handled without the continued work of Linda J. Gleysteen.

 

Motion: To terminate the relationship with the library of Linda J. Gleysteen. Motion by Bill Durrenberger, 2nd by Dan Herkes.  Roll Call Vote: Durrenberger - Yes, Herkes - Yes, Bergman - No, Morrical - Yes, Roth – Present, Wilson - Yes. Motion carried four to one.

 

Tentative Budget and Appropriation Ordinance:

Attorney Roger Ritzman explains the publication, public hearing, and approval process. A copy of the proposed ordinance is presented. The public hearing is set for Thursday, September 22, 2011, at 7:00 pm, at the Sugar Grove Fire District Building, with a regular board meeting to immediately follow for purposes of approving the ordinance at that time.

 

President’s Report on Hiring of Interim Director:

Joan Roth introduces the library’s new interim director, Marilyn Boria. Her resume is presented. She will be paid $72.00 per hour as a W-2 employee. There is no search firm involved.

 

Old Business:

 

Audit:

Dan Herkes reported his concern about the Chadwick accounting firm not providing certain information necessary for the audit. He and Marilyn Boria are following up on this issue. Work continues.

 

Budget Process for 2011-2012:

Dan Herkes commented that there is no change on this matter, other than some recent expenses being incurred which were not anticipated and can’t be estimated at this time. He also mentioned that the budget would be discussed at the September 22, 2011, public hearing.

 

Long Range Plan:

Bill Durrenberger reported that he has now presented all of the trustees with the current draft of the Long Range Plan. The trustees should review this document, and it can be discussed at a future board meeting.

 

Amend By-Laws:

Julie Wilson reported that there is a need to amend Article II (dealing with the number of meetings a trustee can miss prior to action being taken) in order to conform that Article to the previously discussed amendment of Article IV (reducing the number of monthly board meetings from two to one). There was some discussion concerning when these two amendments could be voted on. A motion was made but a member of the public pointed out that the desired motion was not on the agenda. It was then agreed to make both of these amendments at the September 8, 2011, board meeting.

 

New Business:

 

Hiring of New Director:

Joan Roth reviewed several search firms that had been referred to her by Anthony Oliver, none of which she felt were appropriate for various reasons. She then reported that Alice Calabrese would not be able to make a presentation to the board until October 6, 2011, and she suggested that the board hold a special meeting on that date for that purpose. There was then some discussion among the trustees and interim director Marilyn Boria concerning the search process for the new director. Interim director Marilyn Boria overviewed the search process for the board and the various options for searching, including use of a search firm or Marilyn Boria doing the search herself. It was agreed that Marilyn will draft a request for proposal from search firms and circulate that to the trustees. Roger Spayer, a member of the public present at the meeting, volunteered to assist the board, and he will work with interim director Marilyn Boria to see if his assistance would be advisable as well, beginning with providing her with an informal proposal.

 

Approval of a Press Release Concerning the Employment Termination of the Former Director:

 

Motion: To go into closed session in accordance with Section 2(c)(1) and 2(c)(11) of the Open Meetings Act to consider the appointment, employment, compensation, discipline, performance or dismissal of specific employees of the Library District and to consider probable or imminent litigation against, affecting or on behalf of the Library District. Motion by Art Morrical, 2nd by Bob Bergman. Roll Call Vote: Bergman – Yes, Herkes – Yes, Roth – Yes, Wilson – Yes, Morrical – Yes, Durrenberger – Yes. Motion carried.

 

[The six trustees, interim director Marilyn Boria, and attorney Roger Ritzman then left the large meeting room to go to the board room. The board went into closed session.]

 

[The six trustees, interim director Marilyn Boria, and attorney Roger Ritzman then returned to the large meeting room.]

 

Motion: To go back into open session. Motion by Julie Wilson, 2nd by Bob Bergman. Roll Call Vote: Bergman – Yes, Herkes – Yes, Roth – Yes, Wilson – Yes, Morrical – Yes, Durrenberger – Yes. Motion carried.

 

There was a motion by Julie Wilson, seconded by Bob Bergman, to authorize Bill Durrenberger as board secretary to read the following statement, but no vote was taken on that motion. Bill Durrenberger then read the following statement as the board secretary:

 

LIBRARY TRUSTEES’ STATEMENT

CONCERNING TERMINATION OF LIBRARY DIRECTOR

 

            Last month Sugar Grove Public Library District trustees Roth, Morrical, Bergman, and Wilson voted to terminate the employment of Library Director Beverly Holmes Hughes. Following the termination, those trustees have struggled with balancing the community’s right to know the reasons for Beverly’s dismissal with Beverly’s rights of privacy. They apologize for their tardiness in explaining their reasons.

            Their reasons for the decision include their belief that:

            A.        Beverly did not provide financial information requested by them;

            B.        Beverly made expenditures of funds without seeking Board approval;

            C.        Beverly did not provide programming as suggested by those trustees.

            Over the last few years, there have been difficulties and increased tension between the four trustees and Beverly. The working relationship deteriorated to the point that the four trustees felt that change was necessary.

            Trustee Durrenberger and Trustee Herkes vehemently disagree with the majority’s reasons, did not vote for termination, and do not believe termination was in the best interest of the Library District.

            Prospectively, the Trustees are committed to hiring a new Library Director where the Library Director and the Trustees establish a clear understanding as to their respective roles in providing quality library services to the Sugar Grove community.

 

 

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

 

Meeting adjourned. These minutes are submitted by Bill Durrenberger, board Secretary.

 
Agenda for September 8, 2011, board meeting Print
Library Board

NOTICE IS HEREBY GIVEN that the Board of Trustees of the Sugar Grove Public Library will hold a meeting at 125 South Municipal Drive, Sugar Grove, Illinois, on Thursday, September 8, 2011, at the hour of 7:00 p.m.   The following is the agenda for this meeting.

 

Call to order/Roll call and introduction of trustees

Public Comment – copies of written comments may be given to the board’s secretary for inclusion in the library’s public records.

Approval of minutes of the August 25, 2011, board meeting - Action

Approval of minutes of the August 25, 2011, executive session, if no changes are required; otherwise, discussion in executive session. - Action

Correspondence

Financial Report – Action

Interim Director’s Report

 

OLD BUSINESS

Audit Update

Trustee Vacancy – Action

Amend By-Laws in Two Places: (i) Article II, Section 2 – replace “eight (8)” with “four (4)” and (ii) Article IV, Section 1 – delete the following language in the first sentence: “the second Thursday and” - Action

 

NEW BUSINESS

Petty Cash Account – Discussion

Meeting Room Policy – Discussion

New Director Search – Action

Closed Session, if Applicable

 

Agenda Items for September 22, 2011, Regular Board of Trustees meeting:

            Approve budget & appropriations ordinance following September 22, 2011, public hearing

 

Agenda Items for October 6, 2011, Special Board of Trustees Meeting:

            Review of proposals from search firms

            Meeting Room Policy – Action

            Petty Cash Account – Action

 

Reminder of the 7:00 p.m., September 22, 2011, public hearing to be held at the Sugar Grove Fire District Building for the tentative budget and appropriations ordinance. The regular board meeting will immediately follow at the same location.

 

Adjourn

 
Minutes of August 17, 2011, Special Board Meeting Print
Library Board

SUGAR GROVE LIBRARY BOARD OF TRUSTEES

MINUTES OF AUGUST 17, 2011, SPECIAL MEETING

 

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

 

Introduction of Trustees and Others Present: Trustees: Art Morrical, Vice President; Joan Roth, President; Julie Wilson; Bill Durrenberger, Secretary; Dan Herkes, Treasurer; and Bob Bergman. Board Attorney: Roger A. Ritzman.

 

Public Comments:

Rogene Kugler – Saddened by end of Library Friends group. Wants to start a new friends group and will take a leadership role. Recites her qualifications and invites interested persons to join her in this endeavor.

Kaelynn Wilson-Bennett – Identifies herself as the volunteer mentioned in a program she attempted to run at the library which never went forward. Reads a statement of her version of the events.

Shari Baum – Concerned about the expense of the current situation resulting from the firing of Beverly Holmes Hughes. Criticizes the four trustees who voted to fire Beverly Holmes Hughes and asks them to resign.

Anthony Oliver – Comments on all the bad publicity resulting from the firing of Beverly Holmes Hughes. Can’t understand why the four trustees who voted to fire Beverly Holmes Hughes want to remain on the board in light of this. Suggests that Beverly Holmes Hughes be hired as the interim director.

Jerry Murphy – Criticizes the board for its lack of knowledge of the Open Meetings Act as evidenced by the closed session at the August 11, 2011, board meeting. Gives the board a copy of that statute.

Jim Quinlivan – Reads a statement made in response to the statement by Trustee Bill Durrenberger which was published in the Aurora Beacon-News on Sunday, August 14, 2011, and calling on the four trustees who fired Beverly Holmes Hughes to resign.

Cindy Rogers – Concerned about all the negativity surrounding the library’s current situation, and the slim chances for passage of any future referendum, and the library’s future. Hopes this situation can be resolved in a timely manner without undue expense.

Pat Graceffa – Concerned about the approximately $165,000.00 remaining from the proceeds of the sale of the old library building – the library’s so-called “Snow Street Fund.” Wonders if the board plans to use this money to pay the expenses resulting from the firing of Beverly Holmes Hughes and asks if any document exists detailing how this money will be spent. Joan Roth responded that these funds will not be used to pay expenses from the firing, but only for emergency expenses for the building. Bob Bergman states that there is no document stating this. Joan Roth listed some repair issues at the new building – leaking tiles, back porch wall. Joan Roth stated that to the extent that the building warranties have expired, the Snow Street Fund will be used to make the repairs. Pat asked where the funds to pay the legal expenses of the firing of Beverly Holmes Hughes will come from, and Joan Roth stated that those expenses will be paid out of the library’s regular budget. Pat asked for an estimate of the amount. Board attorney Roger Ritzman estimated his firm’s invoice for the second quarter of 2011 (ending June 30, 2011) to be in the $2,000.00 to $4,000.00 range. Others in the public asked about the other expenses of the firing such as search firm fees. Joan Roth stated that the search firm will make a presentation at the board’s August 25, 2011, meeting and that the fees would not be above $10,000.00. Upon request of a member of the public, Joan Roth stated that she could only locate one search firm available to assist the library at this time. Some members of the public questioned whether bids should be put out for repairs and the search firm. Kevin Geary asked about a speaker system to make it easier for all the trustees to be heard, and Art Morrical explained that there is only one microphone for the system.

David Verdeyen – Says he feels Arlene Kaspik was unduly treated by some of the public at the August 11, 2011, board meeting and that the community owes her an apology. States that that meeting was unruly – not the board but the public – and chastises the public for its rude behavior toward the board and its disruption of board meetings. Calls on the board to provide more information concerning the firing of Beverly Holmes Hughes.

Ronald Leisher – Asks David Verdeyen if Joann Verdeyen is his wife. David confirms that she is. David says that Joann no longer wishes to fill the open trustee position.

Ellen Bonewitz – Likes the library. Compliments the staff. Expresses concern and sadness over the firing of Beverly Holmes Hughes. Wants to know the reason why the board fired her.

 

Board attorney Roger Ritzman explained that the board has to be very careful not to violate the privacy rights of the fired employee through any statement it might issue. He stated that he has advised the board to issue a statement concerning the firing but the board has to be very careful in what that statement will say.

 

Ronald Leisher (again) – Criticizes the board for not having a library representative at last night’s Sugar Grove Village meeting concerning the proposed Sugar Grove Tax Increment Financing (TIF) district. Suggests board resignations.

 

Julie Wilson stated that she could not attend due to a conflict. Joan Roth said that she would attend the next TIF meeting which will be held on September 6, 2011.

 

Erin Erickson – Concerned over the expenses being incurred due to the firing of Beverly Holmes Hughes, particularly in light of the board’s recent lowering of staff salaries and other refusals to spend money on routine library expenses. Criticizes the board’s recent actions – open meetings act violations, refusal to provide the public with certain information. Comments on the continuing negative publicity. Urges the public to stay involved in this situation.

Douglas Hartman – Criticizes the board, including its refusal to explain the firing of Beverly Holmes Hughes, its open meetings act violations, its failure to be at last night’s TIF meeting or last Saturday’s reading program or other library programs, and its squandering of funds due to the firing of Beverly Holmes Hughes. Calls for the resignations of the four trustees who voted to fire Beverly Holmes Hughes.

Veronica Price – Criticizes the board’s treatment of the public on certain occasions.

Kevin Geary – Criticizes the four trustees who voted to fire Beverly Holmes Hughes for a lack of involvement in the community. Julie Wilson described several matters with which she is involved, as did Art Morrical. Joan Roth stated that she is not a joiner; she is involved with a couple of library reading groups such as the library’s Mystery Readers group, however.

 

Bill Durrenberger offered an explanation for the criticisms of the board expressed by several members of the public at tonight’s meeting with respect to the board’s recent failures to be in attendance at various meetings and library activities and other perceived board errors. He stated that this results from the firing of Beverly Holmes Hughes who would guide the board with respect to these issues. In her absence, particularly in light of the summary manner in which she was fired, without any preparation for her absence, the board is missing her guiding hand.

 

President Joan Roth closes public comment.

 

Interim Director Replacement:

 

Motion: To authorize Joan Roth to hire a new interim director. Motion by Julie Wilson, 2nd by Bob Bergman. Role Call Vote: Bergman – Yes, Herkes – Yes, Wilson - Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes. Motion carried.

 

Amend By-Laws Concerning Minimal Trustee Attendance Requirements:

The board agreed that it will be necessary to further amend the By-Laws in light of the decision to go to one board meeting a month. In particular, Article II, Section 2, will need to be amended to replace “eight (8)” with “four (4).” This will be placed on the agenda for the August 25, 2011, regular board meeting.

 

 

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

 

 

Meeting adjourned.

 

These minutes are submitted by Bill Durrenberger, board Secretary.

 
Minutes of August 11, 2011, Board Meeting Print
Library Board

SUGAR GROVE LIBRARY BOARD OF TRUSTEES

MINUTES OF AUGUST 11, 2011, REGULAR MEETING

 

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

 

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

 

Public Comments:

Pat Graceffa – As President of the Library Friends group, she informs the board that the Library Friends group is disbanding due to the firing of Beverly Holmes Hughes as library director, subject to completion of its current commitments. She presents the board with a document showing the value of the various benefits provided to the library in the past by the Library Friends. As a private citizen, she calls on the board to explain its reasons for firing Beverly Holmes Hughes and asks the four trustees voting to fire Beverly Holmes Hughes to resign. She comments on programming issues at the library and supports the library staff’s decisions on that issue.

Mari Johnson – Asks the board to explain its reasons for firing Beverly Holmes Hughes and how it expects to pay the additional expenses that are being incurred as a result of her firing. Reads from a library code of ethics and states her opinion that the board is not complying with its ethics obligations and asks the four trustees voting to fire Beverly Holmes Hughes to resign.

Ronald Leisher – Explains his past involvement with used books sales through the Library Friends group and how Beverly’s firing has destroyed that assistance to the library which paid for many library programs and put many books on the library’s shelves. Explains the details of the ending of the Library Friends group’s work with used books. Asks the four trustees voting to fire Beverly Holmes Hughes to resign.

Anthony Oliver – Expresses regret at the disbanding of the Library Friends group. Asks the board to explain its reasons for firing Beverly Holmes Hughes. Asks the four trustees voting to fire Beverly Holmes Hughes to resign.

Sheri Baum – States that the firing of Beverly Holmes Hughes has seriously damaged the library in many ways and that the four trustees voting to fire Beverly Holmes Hughes are not representing the wishes of the community. Asks the four trustees voting to fire Beverly Holmes Hughes to resign.

Louise Coffman – States her opinion that the four trustees voting to fire Beverly Holmes Hughes are not representing the wishes of the community and are damaging the library. Asks the four trustees voting to fire Beverly Holmes Hughes to resign.

Suzanne (no last name given) – She is upset about the firing of Beverly Holmes Hughes and the disbanding of the Library Friends group and wants Beverly back as director.

Douglas Hartman – Praises Beverly Holmes Hughes as director, and the library staff, criticizes the four trustees voting to fire her, and asks them to resign.

Anthony Oliver (again) – States his opinion that good library directors will not want to work for the Sugar Grove Public Library now.

Erin Erickson - Calls on the board to explain its reasons for firing Beverly Holmes Hughes and asks the four trustees voting to fire Beverly Holmes Hughes to resign. Questions the procedure followed in the hiring of Arlene Kaspik through a search firm.

Greg Koster – Criticizes the board’s leadership. Calls on the board to explain its reasons for firing Beverly Holmes Hughes.

Sabrina Malano - Calls on the board to explain its reasons for firing Beverly Holmes Hughes. States that as a former library trustee, she was not aware that the board was going to fire Beverly Holmes Hughes and that her support of Julie Wilson and Bob Bergman to fill open board positions was based on her belief that those two were the best persons for those positions.

Kathy Durrenberger – In light of the board’s refusal to respond to questions and comments from the public during the public comment section of each board meeting, she suggests a forum be established so the board and the public can have discussions.

Ken Wiesner – Reads a statement from Janet Lagerloef, owner of The Catering Gourmets, praising Beverly Holmes Hughes and calling on the board to explain its reasons for firing her.

Mari Johnson (again) – Reads statements from fellow Village Trustees Rick Montalto and Tom Rink calling on the board to explain its reasons for firing Beverly Holmes Hughes.

Kevin Geary - Calls on the board to explain its reasons for firing Beverly Holmes Hughes or resign.

Dan Nagel – Reminds the board of its responsibility to the taxpayers and states that the board is not meeting those responsibilities and is consequently substantially upsetting the community.

Jim Quinlivan - Calls on the board to explain its reasons for firing Beverly Holmes Hughes and asks the four trustees voting to fire Beverly Holmes Hughes to resign.

Cindy Randazzo – Questions the board’s concern for the children of the community. Criticizes the board’s firing of Beverly Holmes Hughes. Expresses sadness over the resultant disbanding of the Library Friends group. Calls on the board to explain its reasons for firing Beverly Holmes Hughes and asks the four trustees voting to fire Beverly Holmes Hughes to resign.

Erin Erickson (again) – Supports Kathy Durrenberger’s comment about a forum and suggests that the library board make itself accessible to the community and respond to the concerns and questions of the community.

Suzanne (again) – Predicts that no referendum will get passed and praises Beverly Holmes Hughes.

Louise Coffman (again) – Predicts difficulty in finding a new director willing to work with this board and predicts that no referendum will get passed.

Ronald Leisher (again) – Asks if the difficulties mentioned by several members of the public tonight is the new agenda/direction of the board.

Mari Johnson (again) – Concerned about the library’s ability to continue to purchase books and run the library in light of the loss of the support from the Library Friends group, the upcoming reduction in tax dollars, and the additional expenses that will be incurred due to the firing of Beverly Holmes Hughes.

Mari Johnson (again) – Asks when and how questions being asked by the public will be answered by the board.

 

Several members of the public question Trustee Bill Durrenberger concerning his prior promise to make a statement concerning the reasons why the four trustees voted to fire Beverly Holmes Hughes. He renews that promise but declines to give a date by which any statement of his will be made.

 

Michelle Dawz – Employee of the library. Criticizes the board for its failure to communicate with the library staff.

 

President Joan Roth closes public comment.

 

Minutes from July 28, 2011, Board of Trustees Regular Meeting:

 

Motion: To approve the minutes of the July 28, 2011, board of trustees regular meeting. Motion by Julie Wilson, 2nd by Dan Herkes. Bill Durrenberger explained a single change from the prior draft. Role Call Vote: Bergman – Yes, Herkes – Yes, Wilson - Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes. Motion carried.

 

Minutes from July 14, 2011, Board of Trustees Executive (Closed) Session:

 

Motion: To approve the minutes of the July 14, 2011, board of trustees executive (closed) session. Motion by Art Morrical, 2nd by Bob Bergman. Bill Durrenberger explained a single change from the prior draft. Role Call Vote: Bergman – Yes, Herkes – Yes, Wilson - Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes. Motion carried.

 

Minutes from July 28, 2011, Board of Trustees Executive (Closed) Session:

 

Motion: To approve the minutes of the July 28, 2011, board of trustees executive (closed) session. Motion by Bob Bergman, 2nd by Julie Wilson. Role Call Vote: Bergman – Yes, Herkes – Yes, Wilson - Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes. Motion carried.

 

Correspondence:

Arlene Kaspik presents two letters applying for the open board position from Pat Graceffa and Deborah Danhauer.

 

Arlene Kaspik informs the board of several Freedom of Information Act requests that she received on Tuesday, August 9, 2011, and the need to respond within the time allowed by law.

 

Financial Report:

Arlene Kaspik refers to, and explains, several documents she handed to the trustees at the beginning of tonight’s meeting.

 

Motion: To approve the financial report. Motion by Bill Durrenberger, 2nd by Dan Herkes.  Roll Call Vote: Durrenberger - Yes, Herkes - Yes, Bergman - Yes, Morrical - Yes, Roth – Yes, Wilson - Yes. Motion carried.

 

Library Report:

Arlene Kaspik refers to her narrative report that she had handed to the trustees at the beginning of tonight’s meeting. She also reported on her story-telling at the Corn Boil.

 

Update on E-books:

None. It was explained to Arlene Kaspik, in response to her question, that this report primarily involved reviewing the number of uses of this item. She will get this information for the board. Move to August 25, 2011, agenda.

 

Website Report:

None.

 

Library System Report:

Arlene Kaspik received an email from RAILS concerning future services which she will pass along to the board.

 

Committee (Representative) Reports:

None.

 

 

 

Old Business:

 

Audit:

Dan Herkes reported no overall changes since the last board meeting. He explained a few minor changes in procedure.

 

Budget Process for 2011-2012:

Dan Herkes repeated his comment at the last board meeting that we are still going to use last year’s budget as a template for this year’s. He continues to work on that. Arlene Kaspik suggested some changes to the lines, which Dan Herkes stated he is working on.

 

Long Range Plan:

Bill Durrenberger reported that he now knows how to obtain a copy of the most current draft of the Long Range Plan and that he will have that, with Joan Roth’s change requests from the last board meeting added in, by the board’s August 25, 2011, meeting. Joan Roth stated that she also wants some services for seniors added into the Long Range Plan.

 

Vacancy on Board:

Bill Durrenberger reported that as board secretary he had received applications from the following five individuals: Patricia Graceffa, Douglas Hartman, Louise M. Coffman, Anthony Oliver, and Erin Erickson. Joan Roth and Art Morrical stated that they had each received some additional applications, but did not have those with them at this point in the meeting. They requested time to gather those additional applications and bring them to the meeting.

 

Motion: To go into recess to locate additional applications for the open trustee position and bring them to the meeting. Motion by Bill Durrenberger, 2nd by Dan Herkes.  Voice Vote: All - Yes. Motion carried.

 

The board then ended the recess and returned to open session, upon motion of Bob Bergman and second of Art Morrical.

 

After much discussion, and the tracking down of some letter applications that were not present at the time this matter was initially brought up at tonight’s meeting, applications from the following nine individuals were agreed to be accepted by the board: Patricia Graceffa, Douglas Hartman, Louise M. Coffman, Anthony Oliver, William A. Wulff, Antoinette Jokiel, Deborah A. Danhauer, Joann M. Verdeyen, and Erin Erickson. It was agreed that no other applications would be accepted, tonight being the deadline for trustee applications to be submitted per board agreement at its July 28, 2011, meeting. It was also agreed that Personnel Representative Art Morrical would review the applications and make inquiries of the applicants and report back to the board by its September 8, 2011, meeting, at which meeting a person would be selected by the board from among the nine applicants listed above to fill the open trustee position on the board.

 

 

New Business:

 

Director’s IPLAR Report:

Arlene Kaspik briefly overviewed certain reports required by law which she is working on, including the Secretary’s Audit discussed below.

 

Secretary’s Audit:

Arlene Kaspik explained that it was required that two trustees conduct a review of the board’s meeting minutes for the July 1, 2010, through June 30, 2011, fiscal year and that the trustee who was the secretary who prepared any of those minutes could not be one of the trustees conducting this review. Bob Bergman and Joan Roth agreed to handle this task.

 

Amend By-Laws to Require Only One Regular Board Meeting Per Month:

Bill Durrenberger stated that he did not feel that it was necessary to have two meetings per month in order for the board to adequately fulfill its duties and that two meetings per month unnecessarily took up too much of the volunteer time of the trustees, and the director’s time as well. There was some discussion of this issue, and which day in the month would be best, and other details. The final consensus was that one meeting a month would be sufficient, the meeting to take place on the fourth Thursday of each month, beginning with the month of October 2011. This will be put on the agenda at a future meeting for formal motion and approval.

 

Gifts to Accept:

Arlene reported that there were two gifts, both from Joy Sing, for two magazine subscriptions.

 

Motion: To go into closed executive session to discuss a personnel issue involving possible litigation, with action to be taken after returning to open session. Motion by Julie Wilson, 2nd by Dan Herkes. Roll Call Vote: Bergman – Yes, Herkes – Yes, Roth – Yes, Wilson – Yes, Morrical – Yes, Durrenberger – Yes. Motion carried.

 

[The six trustees then left the large meeting room to go to the board room. The board went into closed session.]

 

The six trustees then returned to the large meeting room.

 

Motion: To go back into open session. Motion by Julie Wilson, 2nd by Dan Herkes. Roll Call Vote: Bergman – Yes, Herkes – Yes, Roth – Yes, Wilson – Yes, Morrical – Yes, Durrenberger – Yes. Motion carried.

 

 

Motion: To cancel the August 25, 2011, and the September 22, 2011, regular board meetings. Motion by Bill Durrenberger, 2nd by Dan Herkes. Roll Call Vote: Bergman – Yes, Herkes – Yes, Roth – Yes, Wilson – Yes, Morrical – Yes, Durrenberger – Yes. Motion carried.

 

Several members of the public stated that this motion could not be made at this meeting because they were not on the agenda and could not be discussed in closed executive session. Arlene Kaspik informed the board that this was correct, and the board withdrew this motion.

 

Bill Durrenberger then read a proposed motion to authorize Joan Roth to hire the Alice Calabrese firm to assist in locating a new library director, contingent upon board attorney approval of the contract. Once again, Arlene Kaspik informed the board that this motion could not be acted upon; it cannot be discussed in a closed session since it deals with a contract.

 

Motion: To authorize the interim director to pay to Beverly Holmes Hughes 515 hours vacation time and time off. Motion by Bill Durrenberger, 2nd by Dan Herkes. Roll Call Vote: Bergman – Yes, Herkes – Yes, Roth – Yes, Wilson – Yes, Morrical – Yes, Durrenberger – Yes. Motion carried.

 

The board directed Arlene Kaspik to send the check to the board attorney for forwarding to the attorney for Beverly Holmes Hughes.

 

At the request of Joan Roth, Arlene Kaspik explained certain aspects of the Illinois Open Meetings Act.

 

Joan Roth, in response to a public question, stated that she had only been able to find one firm – the Alice Calabrese firm – available to assist the board in locating a new director, and consequently would not be having three firms seek the board’s work.

 

Agenda Items for August 25, 2011, Regular Board Meeting:

Long range plan; amendment of by-laws; revised board meeting ordinance; search firm presentation by Alice Calabrese; E-books; hiring a search firm to assist in locating a new director; cancellation of September 22, 2011, regular board meeting. Per Art Morrical’s request, the vacancy on the board will be moved to the September 8, 2011, regular board meeting.

 

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

 

 

Meeting adjourned.

 

These minutes are submitted by Bill Durrenberger, board Secretary.

 
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