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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.

 
Agenda for August 25, 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, August 25, 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.

Review/correction of minutes from the August 11, 2011, and August 17, 2011, board meetings.

Approve minutes of August 11, 2011, executive session, if no changes are required; otherwise, discussion in executive session.

Approve current expenditures

Approve hiring of FOIA officer

Tentative Budget and Appropriation Ordinance for Fiscal Year 2011-2012 – Discussion - Public Hearing at 7:00 p.m., Thursday, September 22, 2011 at Fire District Building, 25 Municipal Drive, Sugar Grove, Illinois.

Cancel September 22, 2011, regular board meeting

President’s Report on Hiring of Interim Director

 

OLD BUSINESS

Audit

            - Discussion/Action

Budget Process for 2011-2012

            - Discussion/Action

Long Range Plan

            - Discussion/Action

Amend By-Laws: Article II, Section 2 – replace “eight (8)” with “four (4)”

            - Discussion/Action

 

NEW BUSINESS

Hiring of New Director, Including Search Firm Presentation(s) & Contracting With Search Firm

            - Discussion/Action

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

            - Discussion/Action

Executive session, if applicable

Agenda Items for September 8, 2011, Board of Trustees meeting

 

 

Adjourn

 
Miuntes of July 28, 2011, Board Meeting Print
Library Board

SUGAR GROVE LIBRARY

BOARD OF TRUSTEES

MINUTES OF JULY 28, 2011, MEETING

 

President Joan Roth called the meeting to order at 7:01 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. Board Attorney: Bob Kay

 

Public Comments:

Lee Erchull – had several questions concerning the firing of Beverly Hughes and the hiring of a replacement director, in particular, the cost of the firing and hiring.

Tim Sury – mentions the Freedom of Information Act as a way for the public to get information, praises Beverly Hughes, and demands a reason for her firing.

 

Trustee Bill Durrenberger asked permission from President Joan Roth to make a statement. He explained that he had not yet commented to the press or others on the reasons for the dismissal of Beverly Hughes out of respect for the other trustees, but with the expectation that an explanation of those reasons would be forthcoming shortly. He encouraged the four trustees who voted for the dismissal of Beverly Hughes to issue a statement explaining their reasons for that dismissal and stated that he felt that the public was entitled to an explanation. He further stated that if that explanation was not issued in the near future, then he would provide that explanation himself.

 

Jerry Murphy – criticizing the dismissal of Beverly Hughes and asking for her reinstatement.

Mari Johnson – criticizing the dismissal of Beverly Hughes, praising her, and asking for the resignation of the four trustees who voted for dismissal.

Shari Baum – criticizing the dismissal of Beverly Hughes, praising her, and asking for the resignation of the four trustees who voted for dismissal.

Greg Koster – criticizing the manner in which the board dismissed Beverly Hughes and suggesting the resignations of the four trustees who voted for dismissal.

Erin Erickson – questioning the quick hiring of the interim director, criticizing the four trustees who voted for dismissal and asking for their resignations, and praising Beverly Hughes.

Catherine Rady – criticizing the board members who voted for the dismissal of Beverly Hughes and requesting an explanation of the reasons for the dismissal.

Ronald Leisher – pointing out the difficulties that may arise after the dismissal of Beverly Hughes with respect to the books that are donated to the library and asking for the resignation of the four trustees who voted for dismissal.

Louise Coffman – criticizing the dismissal of Beverly Hughes and calling for the resignations of the four trustees who voted to fire her.

Kevin Geary – criticizing the board and calling for the resignations of the four trustees who voted to fire Beverly Hughes.

Anthony Oliver – praising Beverly Hughes, criticizing the board, and calling for the resignations of the four trustees who voted to fire Beverly Hughes

Pat Graceffa – criticizing certain trustees for ignoring past issues of concern, praising Beverly Hughes, and criticizing her dismissal.

Cliff Sisko – questions if a trustee can be impeached or recalled in some manner, to which board attorney Bob Kay responded in the negative, stating that only by election can a trustee be removed.

Bob Bohler – suggesting that the board reconsider the firing of Beverly Hughes and reinstate her as library director.

Audrey Ritchy – “Go Bev – we want her back.”

Ken Weisner – calls the firing of Beverly Hughes a shame and tragedy and questions if the board fully understands what it has done here. Looks towards next election.

An unidentified woman – criticizing the dismissal of Beverly Hughes.

Tim Sury (again) – questions the cost to the library of attorney Bob Kay who states that his hourly rate is $180.00 per hour.

Rich Ledone – criticizing the dismissal of Beverly Hughes and calling for her reinstatement.

Judy Divizio – praising Beverly Hughes.

 

Trustee Bill Durrenberger asked that the agenda items concerning the trustee vacancy and the procedure for hiring a new director be moved up and considered next.

 

Motion: To move up the agenda items of vacancy on the board and procedure for hiring a new director. Motion by Bill, 2nd by Dan.  Roll Call Vote: Durrenberger - Yes, Herkes - Yes, Bergman - Yes, Morrical - Yes, Roth – Yes, Wilson - Yes. Motion carried.

 

Vacancies on the Board:

Applications for the vacancy on the board will be accepted through August 11, 2011, with the new trustee to be chosen at the board’s August 25, 2011, meeting.

 

Procedure for Hiring a New Director:

The board will need to decide whether a firm should be hired to assist. Joan has contacted some search firms, and she will inquire into their availability to give the board presentations at the board’s August 11, 2011, meeting.

 

Bill raised the issue of the board issuing a statement concerning the dismissal of Beverly Hughes, and it was agreed that that issue would be discussed in a closed session which would be held, if possible, at the end of tonight’s meeting.

 

Old Business:

 

Audit:

Dan reported that the auditor will begin the audit on September 6 and will be at the library for about two weeks, with a draft audit report available to the board by October 26. Arlene and Dan explained some details of possible changes in the manner that the library keeps certain of its financial records, intending to improve record-keeping and reporting functions.

 

Budget Process for 2011-2012:

Dan explained that we are at a standstill due to recent events. He recommends that we use last year’s budget as a template for this year’s. He is working on that.

 

Long Range Plan:

Joan gave Bill a three page list of items that she would like incorporated into the plan, primarily dealing with the addition of more children’s programs for first through sixth grades. She stated that she had no other requests for changes to the plan. Art and Julie, the two other trustees voting NO on the current long range plan, stated that the changes requested by Joan would satisfy them as well. Joan then discussed her list in some detail, and there was a discussion of children’s programs at the library by Arlene.

 

New Business:

 

Patio Gate Alarm:

Joan explained the difficulties with this alarm malfunctioning occasionally and a possible expense involved in repairing it.

 

Appointment of Library Representatives:

Joan appointed the following trustees to the following positions:

            Dan – Audit/Budget

            Art – Building/Grounds and Personnel

            Julie – By-Laws

            Bob – Community Relations and Donations/Gifts

            Bill – Long Range Plan

            Joan - Policy

 

Prevailing Wage:

Arlene explained this routine, required annual adoption of an ordinance concerning prevailing wages.

 

Motion: To adopt the prevailing wage ordinance 11-07-01. Motion by Julie, 2nd by Dan. Roll Call Vote: Bergman – Yes, Herkes – Yes, Roth – Yes, Wilson – Yes, Morrical – Yes, Durrenberger – Yes. Motion carried.

 

Special Reserve Fund:

Arlene explained this routine, required annual adoption of an ordinance concerning the special reserve fund.

 

Motion: To adopt the special reserve fund ordinance 11-07-02. Motion by Julie, 2nd by Bob. Roll Call Vote: Bergman – Yes, Herkes – Yes, Roth – Yes, Wilson – Yes, Morrical – Yes, Durrenberger – Yes. Motion carried.

 

Ethics Ordinance:

Arlene explained this routine, required annual adoption of an ethics ordinance.

 

Motion: To adopt the ethics ordinance 11-07-03. Motion by Bill, 2nd by Bob. Roll Call Vote: Bergman – Yes, Herkes – Yes, Roth – Yes, Wilson – Yes, Morrical – Yes, Durrenberger – Yes. Motion carried.

 

Review/Correction of June 9, 2011, Minutes:

There were no changes to any of the minutes.

 

Motion: To approve the minutes of the June 9, 2011, open session and both June 9, 2011, closed sessions. Motion by Bill, 2nd by Dan. Roll Call Vote: Bergman – Yes, Herkes – Yes, Roth – Yes, Wilson – Yes, Morrical – Yes, Durrenberger – Yes. Motion carried.

 

Arlene raised a point concerning the release of the minutes of the two June 9, 2011, closed sessions. Attorney Bob Kay confirmed that the board’s approval of these closed session minutes without a mention of releasing the minutes requires these minutes to remain unreleased and confidential at this time. He also reminded the board that it is required by law to review closed session minutes every six months to determine if the minutes should be made public – or continue to be unreleased and confidential.

 

Review/Correction of July 14, 2011, Minutes:

There were no changes to the open session minutes. The minutes for the closed session will be reviewed at the August 11, 2011, board meeting.

 

Motion: To approve the minutes of the July 14, 2011, open session. Motion by Bob, 2nd by Julie. Roll Call Vote: Bergman – Yes, Herkes – Yes, Roth – Yes, Wilson – Yes, Morrical – Yes, Durrenberger – Yes. Motion carried.

 

Gifts to Accept:

Arlene reported that there were no gifts.

 

Director’s Report on Sugar Grove TIF District:

Arlene reported that she attended the most recent meeting, the purpose of which was to determine if the proposed district met the requirements of law. Arlene felt that it did, so she voted “Yes” to go forward.

 

Agenda Items for August 11, 2011, meeting:

Long range plan; July 14, 2011, closed session minutes; library report; financial report; search firm presentations.

 

Motion: To go into recess to sign the three ordinances that were approved at tonight’s meeting. Motion by Joan, 2nd by Bill. Unanimous voice vote. Motion carried.

 

The board president and secretary then signed several documents.

 

 

Motion: To go into closed session to discuss (i) the termination of the employment of Beverly Hughes and matters related to that termination and (ii) the July 14, 2011, closed session minutes. Motion by Bill, 2nd by Dan. Roll Call Vote: Bergman – Yes, Herkes – Yes, Roth – Yes, Wilson – Yes, Morrical – Yes, Durrenberger – Yes. Motion carried.

 

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

 

The six trustees and Bob Kay then returned to the large meeting room.

 

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

 

Motion: To adjourn. Motion by Bob, 2nd by Julie.  Roll Call Vote: Durrenberger - Yes, Herkes - Yes, Bergman - Yes, Morrical - Yes, Roth – Yes, Wilson - Yes. Motion carried.

 

 

Meeting adjourned.

 

These minutes are submitted by Bill Durrenberger, board Secretary.

 
Special Board Meeting - August 17, 2011 Print
Library Board

NOTICE IS HEREBY GIVEN that the Board of Trustees of the Sugar Grove Public Library will hold a SPECIAL meeting at 125 Municipal Drive, Sugar Grove, Illinois, on Wednesday, August 17, 2011, at the hour of 7:00 p.m.  The following is the agenda for this this meeting.

Call to order/Roll call and introduction of trustees

Public Comment

New Business:

Personnel: Interim Director Replacement: Discussion/Action

By Laws: Trustee Attendance: Discussion/Action

Adjourn

 
Agenda for August 11, 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, August 11, 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.

Review/correction of minutes from the July 28, 2011 board meeting.

Approve minutes of July 14, 2011, executive session, if no changes are required; otherwise, discussion in executive session.

Approve minutes of July 28, 2011, executive session, if no changes are required; otherwise, discussion in executive session.

Correspondence

Financial Report

Library Report

Update on e-books

Website Report

Library System Report

Committee Reports

 

OLD BUSINESS

Audit

            - Discussion/Action

Budget Process for 2011-2012

            - Discussion/Action

Long Range Plan

            - Discussion/Action

Vacancy on Board

            - Discussion/Action

 

NEW BUSINESS

Director’s IPLAR Report

            - Discussion/Action

Gifts to Accept

            - Discussion/Action

Secretary’s Audit

            - Discussion/Action

Amend By-Laws to Require Only One Board Meeting Monthly

            - Discussion/Action

Executive session, if applicable

Agenda Items for August 25, 2011, Board of Trustees meeting

Adjourn

 
Minutes of July 14, 2011, Board Meeting Print
Library Board

SUGAR GROVE LIBRARY

BOARD OF TRUSTEES

MINUTES OF JULY 14, 2011, MEETING

 

President Joan Roth called the meeting to order at 7:03 p.m. in the board 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. Library Director: Beverly Holmes Hughes. Board Attorney: Bob Kay

 

Public Comments:

Pat Graceffa commented on her dissatisfaction with the manner in which the board filled two open trustee positions at its June 9, 2011, meeting.

 

Louise Coffman commented on her feeling that the board did not give adequate consideration at its June 9, 2011, meeting to her letter of intent to serve on the board.

 

Sabrina Malano commented on her recent resignation as trustee and her support for the two people whom the board appointed at its June 9, 2011, meeting to fill the open trustee positions.

 

President Joan Roth closed the public comments section of this board meeting. She asked that no further comments from the public be made at this board meeting, any further comments to be saved by the public for the next board meeting.

 

Minutes from June 9, 2011, Board of Trustees Meeting:

Art stated that he had some changes that he’d like to make to these minutes but that he had not prepared them yet, and he requested more time to get his comments to the board’s secretary, Bill Durrenberger. Bill agreed to more time for Art, and Joan stated that this matter would be moved to the July 28, 2011, meeting.

 

Correspondence:

Letter from Louise Coffman expressing interest in serving on the library board.

Thank you note from Bonnie Whilden concerning an art show.

Letter from Pat Graceffa expressing interest in serving on the library board.

Letter from Sabrina Malano.

Membership newsletter.

 

Financial Report:

The board members took some time to review Beverly’s financial report. There was a discussion of the check to Newsbank in the amount of $6,080.00 and the Newsbank subscription. There was also a discussion of the check to Gale Cengage in the amount of $6,740.08 and the Gale Cengage resource. Bob questioned the April 2011 $4,065.00 payment to American Recovery and that payment was discussed without controversy. There was a discussion of reimbursement of the general fund for certain previously paid expenses.

 

Motion: To approve reimbursement of the general fund from the special reserve fund in the amounts of $5,248.00 previously paid to American Tree and Turf and $1,101.59 previously paid to Besam Entry Solutions. Motion by Bob, 2nd by Art.  Roll Call Vote: Durrenberger - Yes, Herkes - Yes, Bergman - Yes, Morrical - Yes, Roth – Yes, Wilson - Yes. Motion carried.

 

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

 

Library Report:

Beverly reviewed the written library report with the board and pointed out increases in use at several places and several other matters. She updated the board on the RAILS system.

 

Beverly handed out a list of future board meetings and asked if some procedure could be put in place to give her as much advance notice as possible if a lack of quorum was going to cause the cancellation of a meeting in order to prevent her from spending time preparing for a board meeting which would not be taking place. The following procedure was informally agreed upon. When a trustee first becomes aware that he or she cannot attend a particular board meeting, he or she will notify the board secretary. If a large enough number of trustees so inform the secretary, then the secretary will notify Beverly and the meeting will be cancelled for lack of quorum.

 

Beverly explained a new scanner which was recently demonstrated to the staff and which she believes would be a good additional service to patrons, improving the library’s current services in regard to this issue, with less staff time involved and the elimination of a phone line. Beverly explained the costs to purchase and also to lease. The cost is $5,000.00 up front and $2,000.00 per year to lease for five years, or $5,195.00 to purchase with an additional $900.00 per year for maintenance. There was some discussion among Beverly and the trustees concerning the desirability of the library obtaining this equipment. It was agreed that it would be desirable to have a salesman attend a board meeting to give a demonstration of this equipment to the trustees.

 

Beverly informed the board of the current TIF district being considered by the Village of Sugar Grove and explained the library board’s options with respect to this TIF matter and the effect on the library district.

 

Beverly stated that it is necessary for Bob and Art to be replaced by Joan and Dan on Castle Bank’s records as having online access to the library’s accounts at that financial institution. Arrangements were agreed upon to handle that task.

 

Beverly stated that she had received a request from Joan that all access to Bob Kay be made through Joan only, which Beverly objected to. Bob Kay stated that usually his contacts with his library clients on day to day matters are with the library’s director. If the contact is with the board, then it’s through the board president. It was agreed to revisit this issue at the first board meeting in August 2011.

 

Beverly stated that she had received a second request from Joan asking for certain salary and pay information that would be burdensome for Beverly to supply. Beverly and Dan each suggested that perhaps an acceptable version of this requested information could be assembled in a manner that would take less of Beverly’s time.

 

Update on E-books:

Beverly reported that there is no information yet.

 

Website Report:

Nothing new to report. Please refer to the Financial/Library Report for this meeting.

 

Library System Report:

Nothing new to report. Please refer to the Financial/Library Report for this meeting.

 

Committee Reports:

None.

 

Old Business:

 

Audit:

Dan stated that it is time to sign the contract with Webber and Associates to perform the audit. He said that the auditors will be at the library starting September 6 and that they will be on site for seven to ten days; the audit report should be available by the middle of October. At Art’s request, Bob Kay added language to the contract requiring the auditors to have a draft report to the board by October 26.

 

Motion: To approve the audit contract with Webber and Associates, as modified to require a draft audit report to be presented to the board by October 26. Motion by Bob, 2nd by Dan.  Roll Call Vote: Durrenberger - Yes, Herkes - Yes, Bergman - Yes, Morrical - Yes, Roth – Yes, Wilson - Yes. Motion carried.

 

 

 

 

 

Budget Process for 2011-2012:

Beverly and Dan informed the board that they should have a preliminary budget to present to the board at the board’s July 28, 2011, meeting.

 

Long Range Plan:

Beverly stated that the plan is ready to be adopted by the board.

 

Motion: To adopt the long range plan as presently drafted. Motion by Bill, 2nd by Dan. Joan explained her vote as resulting from the plan’s lack of sufficient children’s programs. Roll Call Vote: Durrenberger - Yes, Herkes - Yes, Bergman - Yes, Morrical - No, Roth – No, Wilson - No. Motion fails.

 

Personnel: Director Review:

 

Motion: To go into closed session to discuss the director review. Motion by Art, 2nd by Bob. Roll Call Vote: Bergman – Yes, Herkes – Yes, Roth – Yes, Wilson – Yes, Morrical – Yes, Durrenberger – Yes. Motion carried.

 

[The six trustees and board Attorney Bob Kay then left the board room to go to a different room. The board went into closed session to discuss its review of the director.]

 

The six trustees and Bob Kay then returned to the board room.

 

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

 

Motion: To terminate the employment of library director Beverly Hughes. Motion by Julie, 2nd by Bob.  Roll Call Vote: Durrenberger - No, Herkes - No, Bergman - Yes, Morrical - Yes, Roth – Yes, Wilson - Yes. Motion carried.

 

Motion: To hire Arlene Kaspik as interim director. Motion by Bob, 2nd by Art.  Roll Call Vote: Durrenberger - Yes, Herkes - Yes, Bergman - Yes, Morrical - Yes, Roth – Yes, Wilson - Yes. Motion carried.

 

Motion: To authorize the interim director to hire and fire employees until further direction of the board. Motion by Julie, 2nd by Art.  Roll Call Vote: Durrenberger - Yes, Herkes - Yes, Bergman - Yes, Morrical - Yes, Roth – Yes, Wilson - Yes. Motion carried.

 

Motion: To choose an employment firm to assist the board in its search for a new director. Motion by Bob, 2nd by Art.  Roll Call Vote: Durrenberger - Yes, Herkes - Yes, Bergman - Yes, Morrical - Yes, Roth – Yes, Wilson - Yes. Motion carried.

 

It was agreed to hold a special board meeting at 7:00 pm, Thursday, July 21, 2011, to discuss the procedures for hiring a new director. Per Bob Kay, no motion was necessary.

 

Motion: To continue this meeting’s remaining agenda to the July 28, 2011, regular board meeting. Motion by Art, 2nd by Bob.  Roll Call Vote: Durrenberger - Yes, Herkes - Yes, Bergman - Yes, Morrical - Yes, Roth – Yes, Wilson - Yes. Motion carried.

 

Beverly requested a written statement setting forth the reasons for her dismissal and the details of any offered termination package. She also requested continuation of her health insurance. She gave the board various keys and passwords.

 

Motion: To adjourn. Motion by Art, 2nd by Bob.  Roll Call Vote: Durrenberger - Yes, Herkes - Yes, Bergman - Yes, Morrical - Yes, Roth – Yes, Wilson - Yes. Motion carried.

 

 

 

Meeting adjourned at 11:15 p.m.

 

These minutes are submitted by Bill Durrenberger, board Secretary.

 
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