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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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