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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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