SUGAR GROVE LIBRARY
BOARD OF TRUSTEES
MINUTES OF JUNE 9, 2011, MEETING
Joan Roth called the meeting to order at 7:02 p.m. in the board room at the library.
Introduction of Trustees and Others Present: Trustees: Art Morrical, Joan Roth, Bill Durrenberger, Dan Herkes, and Sabrina Malano. Library Director: Beverly Holmes Hughes. Board Attorney: Bob Kay
Lynda Fillipp inquired as to why she had not yet been paid in full for her services providing transcripts/minutes of recent board meetings. It was explained to her that her final check for her services had been prepared and was being signed at this board meeting, and she was given that check at this board meeting.
Shari Baum stated that she hoped that the board would consider all applicants for the two vacancies on the board and appoint the persons that would be the best for the library.
Mari Johnson similarly urged the board to consider all applicants for the two board vacancies.
Ken Weisner stated that he agreed with Shari and Mari; he also urged the board to consider all applicants. He also stated that he felt that one of the applicants – Pat Graceffa – was particularly well qualified and that the board should consider her for one of the two open spots.
President Joan Roth then said that she was closing 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.
President Joan Roth asked Art to provide the board with his recommendations concerning the two open board positions, having previously appointed him to review the applications and make a recommendation to the board based upon his review. Art stated that he had read all of the letters and that he had spoken with some of the applicants for the two open board positions. Art’s first recommendation was Robert S. Bergman. Art told the board about Art’s prior experience with Bob and Bob’s work as a library trustee in the past. Bill then asked about the general procedure that would be followed at this meeting with respect to appointing the two new trustees to fill the two open positions, and it was explained to him that a recommendation would be made for a particular person to fill one of the open spots, a vote would then be taken on that recommendation, and then the board would move on to a recommendation for the next person until two applicants had been approved and appointed to fill the two open positions.
Motion: To appoint Robert S. Bergman as trustee. Motion by Art, 2nd by Joan. There was no discussion. Roll Call Vote: Herkes – No, Roth – Yes, Malano – Yes, Morrical – Yes, Durrenberger – No. Motion carried.
Motion: To approve a resolution appointing Robert S. Bergman as Trustee. Motion by Art, 2nd by Joan. There was no discussion. Roll Call Vote: Herkes – No, Roth – Yes, Malano – Yes, Morrical – Yes, Durrenberger – No. Motion carried.
Robert S. Bergman was then sworn in by Library Director Beverly Holmes Hughes and took his place at the table as a trustee of the board.
Art then gave his second recommendation for trustee to fill the remaining board vacancy. He recommended Julie Wilson, stating that he had worked with her as a trustee in the past and felt that she had done an excellent job as trustee and had been a great help to the board.
Motion: To appoint Julie Wilson as trustee. Motion by Art, 2nd by Bob. Bill asked for an opportunity to have some discussion and praised Pat Graceffa, one of the applicants for the open board positions. Bill said that he felt that although all six applicants were certainly qualified to fill the open positions, Pat was the most qualified and consequently should be given the last open position as a board trustee. There was some applause by several members of the public present at this meeting, and then Mari Johnson, one of the persons in attendance, stated her agreement that Pat Graceffa should be given a position on the board. Mari also said that she was dissatisfied with the manner in which the board was going about appointing the people to fill these two open board positions. President Joan Roth told Mari Johnson on a couple of occasions during Mari’s comments that Mari was out of order. Roll Call Vote: Bergman – Yes, Herkes – No, Roth – Yes, Malano – Abstains, Morrical – Yes, Durrenberger – No. Board Attorney Bob Kay explained that it is necessary for a majority of the board to vote “Yes” in order for a motion to pass and that an abstention is not a “Yes” vote. There being only three “Yes” votes, and that number not being a majority of the six trustees voting, the motion failed.
Bill then made a motion to appoint Pat Graceffa to the final open trustee spot on the board, and Dan seconded that motion. Art then expressed his desire to go into closed session to discuss Bill’s motion to appoint Pat Graceffa.
Motion: To go into closed session to discuss Bill’s motion to appoint Pat Graceffa as a trustee. Motion by Art, 2nd by Joan. There was no discussion. Roll Call Vote: Bergman – Yes, Herkes – Yes, Roth – Yes, Malano – Yes, Morrical – Yes, Durrenberger – No. Motion carried.
[All persons present at the meeting then left the board room - other than the six trustees and board Attorney Bob Kay. The board went into closed session to discuss Bill’s motion to appoint Pat Graceffa to fill the final vacancy on the library board.]
The library board room was then opened back up to the public who came back in the room. There was a roll call of the trustees present, being Bob Bergman, Bill Durrenberger, Dan Herkes, Sabrina Malano, Joan Roth, and Art Morrical. The board members then returned to Bill’s motion to appoint Pat Graceffa to fill the final open trustee position.
Motion: To appoint Pat Graceffa as trustee. Motion by Bill, 2nd by Dan. There was no discussion. Roll Call Vote: Bergman – No, Herkes – Yes, Roth – No, Malano – No, Morrical – No, Durrenberger – Yes. Motion failed.
Motion: To suspend Roberts Rules of Order in order to reconsider the board’s vote concerning appointing Julie Wilson as trustee. Motion by Art, 2nd by Bob. There was no discussion. Role Call Vote: Bergman – Yes, Herkes – No, Roth – Yes, Malano – Yes, Morrical – Yes, Durrenberger – No. Motion carried.
Motion: To pass resolution # 2011-0602 to appoint Julie Wilson as trustee. Motion by Art, 2nd by Bob. There was no discussion. Role Call Vote: Bergman – Yes, Herkes – No, Roth – Yes, Malano – Yes, Morrical – Yes, Durrenberger – No. Motion carried.
Julie Wilson was then sworn in by library director Beverly Hughes and took her place at the table as a trustee of the board.
Sabrina welcomed Bob and Julie back to the board. She then stated that she had heard some ugly public comment that evening and did not wish Bob’s and Julie’s appointments to become another negative point against the board in the mind of the public. Sabrina then resigned as trustee effective immediately to allow for another open position on the board. She immediately left the boardroom.
Appointment of Ethics Committee:
Joan informed the board that she had spoken with three people who had agreed to serve on the ethics committee – Sue Jacobson, Carol Geisen, and Richard Slocum. Joan presented the board with a paper containing these three individuals’ names, addresses, and telephone numbers. Beverly stated that someone should contact these three people to inform them of their duties and responsibilities. After a brief discussion, Beverly agreed to handle that task. Joan explained to Beverly that Beverly should wait awhile before contacting Carl Geisen because Carol’s husband is presently ill. Per Beverly’s request, Joan agreed to notify Beverly when the time would come for Beverly to safely contact Carol at some later date.
Minutes from May 26, 2011, Board of Trustees Meeting:
Art requested the addition of a sentence in the paragraph that begins at the bottom of the first page of the Minutes and carries over to the top of the second page.
Motion: To approve the minutes of the May 26, 2011, board of trustees meeting as amended to add Art’s requested additional language. Motion by Julie, 2nd by Dan. There was no discussion. Role Call Vote: Bergman – Yes, Herkes – Yes, Wilson - Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes. Motion carried.
Thank you note from Beverly for the flowers she received while in the hospital.
Note from the regional library system concerning its board elections.
Six application letters for positions on the Sugar Grove Library Board.
Open correspondence from Webber and Associates concerning the audit.
Solicitation for energy use analysis concerning saving money on purchase of utilities.
Letter from insurance agent suggesting groups using our meeting rooms provide the library with proof of insurance.
Invitation from Sugar Grove Chamber of Commerce to its 20th Annual golf outing.
The board members took some time to review Beverly’s financial report. Beverly stated that the board had previously approved payment of check #20360 in its entirety, and $4,793.00 of check #20345, from the Snow Street money, and she requested tonight that the board also authorize her to pay check #20348 in its entirety from the Snow Street money as well, adding that she had negotiated a reduction in that bill of $200.00, down from the contractor’s initial charge. Beverly stated that the Library Friends had reimbursed the library for one-half of check #20363 (ebook fees). Bill had several questions concerning the identities of the payees on several checks, and the purposes for those expenditures, which questions Beverly satisfactorily answered. Several board members had various requests for explanations of several items in the financial report, which explanations were satisfactorily provided by Beverly.
Motion: To approve the financial report. Motion by Bill, 2nd by Dan. Roll Call Vote: Durrenberger - Yes, Herkes - Yes, Bergman - Yes, Morrical - Yes, Roth – Yes, Wilson - Yes. Motion carried.
Beverly then asked to confirm the reimbursement of the general account from the Snow Street account in the amount of $5,118.00, comprising check #20360 ($221.00) in its entirety, $104.00 previously paid to Lynda Fillipp, and $4,793.00 of check #20345, stating once again that all of this had previously been approved by the board. Beverly suggested that the board hold off on approving payment of check #20348 from the Snow Street account until a later date, and this was agreed by all, again, without the necessity of a formal vote.
Beverly commented on the printed report pages, pointing out and explaining numerous items shown thereon.
Beverly told the board about a new sign that the Sugar Grove Park District wishes to install at the northwest corner of Cross Street and Route 47. The sign will cost approximately $30,000.00 to install, and the park district is requesting that the library contribute $2,000.00 to $4,000.00 towards that cost as a one-time expense. The park district will maintain it after installation, without requiring any further financial contribution from the library.
Beverly reported that she has received a recommendation to treat an evergreen tree at a cost of $75.00.
The library’s room use form has been modified per our insurance agent’s recommendation to require user groups to provide a certificate of insurance.
Beverly presented a press release recognizing the library volunteers. These do not include Library Friends volunteers who are recognized separately.
Beverly reported on the status of leaks in the library roof.
Beverly informed the board about Kay Hatcher’s support of summer reading programs.
Beverly informed the board about her recent work with Bill as the new secretary of the board, making sure he understands the requirements of that position. Similarly, she is working with Dan as the new treasurer, particularly concerning the budget process, and will continue to work with him.
Beverly reported that some staff members will be working with a library science student to give that person some experience and training.
Beverly stated that she had received a gift of books worth $1,000.00.
Beverly raised an issue with certain equipment that is incurring ongoing expense. She suggested additional backup for the computer systems at an additional expense of about $3,000.00, which would also address the other equipment issues. She said that although the content of the library’s computers is backed up now, the software is not and that would also be part of what this expense would cover.
Beverly said that in order to have an ad in the Home Pages once again next year, which she recommends be done, she needs to make a commitment soon, at a cost of no more than $500.00.
Beverly suggested that this report be shortened. Several trustees agreed and specified what sections of the report were important to them. It was agreed to determine if a better, shorter report could be assembled without additional cost, and there was some substantial discussion concerning what the report should show – and how. Dan agreed to check into a different report.
Library System Report:
Beverly reported on some changes in plans. On July 1, the new system board will assume responsibility and then begin acting. There is the need to elect the new board.
Budget Process for 2011-2012:
Beverly gave an overview of the process as it had been done in the past, explaining that she and the treasurer initially assembled numbers in light of past experience and the long range plan. She further explained the parallel budgets – working budget and levy. Dan stated that he would begin working with Beverly next week. Beverly stated that she expects the 2011/2012 budget to be similar to the 2010/2011 budget.
Dan gave a detailed report of his analysis of the work performed in the past by the library’s auditors, Webber and Associates, and handed out a document that he had prepared in that regard. He concluded that these auditors were doing an acceptable job and that it’s not necessary to change auditors. He found these auditors to be very cooperative. Dan stated that currently the audits – not through the fault of the auditors - are qualified, but should be non-qualified. Dan, Beverly, and Bob discussed several details of the current and past audits and desired changes. Dan informed the board that the auditors would be in the library for 7 to 10 days at some time in September. Joan asked to be informed as soon as Dan was aware of the exact dates, and he agreed to do so.
RAILS Ballot for New Board:
Beverly informed the board of the need to vote for the new RAILS board and asked if the board wanted to vote or if the board wanted Beverly to vote.
Motion: To authorize Beverly to vote for the new RAILS board. Motion by Art, 2nd by Bill. Roll Call Vote: Durrenberger - Yes, Herkes - Yes, Bergman - Yes, Morrical - Yes, Roth – Yes, Wilson - Yes. Motion carried.
Gifts to Accept :
Beverly reported that there were no gifts to accept that were restricted or over $10,000.00 in value.
Personnel: Director Review:
Joan stated that she wished to go into closed executive session.
Motion: To go into closed executive session to discuss the director review. Motion by Joan, 2nd by Art. There was no discussion. Roll Call Vote: Bergman – Yes, Herkes – Yes, Roth – Yes, Wilson – Yes, Morrical – Yes, Durrenberger – Yes. Motion carried.
[All persons present at the meeting then left the board room - other than the six trustees and board Attorney Bob Kay. The board went into closed session to discuss its review of the director.]
The room was then opened up again and the public returned to the room.
Motion: To go into open session. Motion by Bill, 2nd by Bob. There was no discussion. Roll Call Vote: Bergman – Yes, Herkes – Yes, Roth – Yes, Wilson – Yes, Morrical – Yes, Durrenberger – Yes. Motion carried.
Agenda Items for June 23, 2011, Board Meeting:
Appointment of library representatives
Other items to be added later
Meeting adjourned at 11:50 p.m.
These minutes are submitted by Bill Durrenberger, board Secretary.