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Minutes of December 8, 2011 Board Meeting Print
Library Board

SUGAR GROVE LIBRARY BOARD OF TRUSTEES

MINUTES OF DECEMBER 8, 2011, REGULAR 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; Bill Durrenberger, Secretary; Dan Herkes, Treasurer; Robert Bergman; and Anthony Oliver. Interim Library Director: Marilyn Boria.

 

Public Comments:

Pat Graceffa – Read a statement – see attached. Criticized the board for past behavior and decisions and expressed concern over the future. Asked four trustees to resign.

Doug Hartman - Read a statement – see attached. Criticized the board for past behavior and decisions and expressed concern over the future. Asked four trustees to resign.

Louise Coffman - Read a statement – see attached. Questioned how the board will pay upcoming expenses. Criticized the board for open meeting act violations.

Greg Koster – Suggested that the energy being spent recently on the library’s difficulties, and the differences among people, would be better spent in some manner that can actually bring about changes to improve the library, for example, that folks so inclined should devote energy into the next library board election, and Louise Coffman’s suggestion that the board should learn the open meeting act rules better than it has in the past.

Beverly Holmes Hughes - Read a statement – see attached. Stated that she was proud of her past service to the library, wished the best for her friends in the community, and thanked those friends for their support.

 

President Joan Roth closed public comment.

 

 

Minutes of November 10, 2011, Board of Trustees Regular Meeting:

 

Motion: To approve the minutes of the November 10, 2011, board of trustees regular meeting. Motion by Dan Herkes, 2nd by Robert Bergman. Role Call Vote: Bergman – Yes, Herkes - Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes, Oliver - Yes. Motion carried.

 

Minutes of November 10, 2011, Board of Trustees Closed Session:

 

Motion: To approve the minutes of the November 10, 2011, board of trustees closed session. Motion by Dan Herkes, 2nd by Bill Durrenberger. Role Call Vote: Bergman – Yes, Oliver – Yes, Herkes - Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes. Motion carried.

 

Minutes of December 1, 2011, Board of Trustees Committee of the Whole Meeting:

 

Motion: To approve the minutes of the December 1, 2011, board of trustees committee of the whole meeting. Motion by Dan Herkes, 2nd by Bill Durrenberger. Role Call Vote: Bergman – Yes, Oliver – Yes, Herkes - Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes. Motion carried.

 

 

Correspondence:

Letter from Jerry and Julie Elliott.

 

Financial Report:

 

Dan Herkes reviewed the funds statement document, revenue sheet, and expenditure statement. He also read his report as treasurer. He also reviewed the list of recent checks that have been paid and sent. He then reviewed the list of checks up for approval at tonight’s meeting. Anthony Oliver objected to the board attorney’s most recent bill.

 

Motion: To approve the financial report. Motion by Bill Durrenberger, 2nd by Bob Bergman. Role Call Vote: Bergman – Yes, Herkes - Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes, Oliver - No. Motion carried, 5 to 1.

 

Anthony Oliver requested that the attorney provide more detail concerning his most recent bill, and Marilyn Boria agreed to contact the attorney to request that detail.

 

Library Report:

 

Marilyn Boria reviewed statistics for November 2011 concerning circulation, interlibrary loans, and related items. She also pointed out the library’s current efforts to encourage gifts of books to the library at this holiday season.

 

Committee Reports:

 

Anthony Oliver and Marilyn Boria reported on the current status of the audio/visual repairs and stated that all is working now with that item. The outside sign is still not working properly. A new part is on order. Work on this issue continues. The repair on the roof to prevent future snow from blowing into the building continues, with possible sealants and covers involved. Anthony Oliver reported on repairs to the rear staff entrance door threshold and the recent check of the HVAC system. He also mentioned the need to deal with snow removal this winter.

 

 

 

 

 

OLD BUSINESS:

 

Review of Closed Session Minutes:

 

Motion: To go into closed session under Section 2(c)(21) of the Open Meetings Act to discuss minutes lawfully closed under the Act, and also under Section 2(c)(1) of the Open Meetings Act to discuss the appointment, employment, compensation, discipline, performance or dismissal of specific employees of the library. Motion by Bill Durrenberger, 2nd by Dan Herkes. Roll Call Vote: Bergman – Yes, Roth – Yes, Herkes – Yes, Morrical – Yes, Durrenberger – Yes, Oliver - Yes. Motion carried.

 

 [The six trustees and interim director Marilyn Boria then left the large meeting room to go to another room in the library at 7:45 p.m. The board went into closed session.]

 

[The six trustees and interim director Marilyn Boria then returned to the large meeting room at 8:42 p.m.]

 

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

 

Motion: To retain the minutes of the following closed sessions as confidential, unreleased minutes: June 9 (both sessions), July 14, July 28, August 11, August 25, October 6, October 13, October 27, and November 10, all in 2011. Motion by Bill Durrenberger, 2nd by Dan Herkes. Roll Call Vote: Bergman – Yes, Herkes – Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes, Oliver - Yes. Motion carried.

 

NEW BUSINESS:

 

Transfer of Funds:

 

Motion: To transfer unrestricted funds from the special reserve fund to the operating fund. Motion by Dan Herkes, 2nd by Bill Durrenberger. Dan Herkes and Marilyn Boria explained that these funds of about $12,500.00 inadvertently were deposited into the special reserve bank account but are actually general operating funds and therefore should be transferred out of the special reserve bank account and into the operating fund bank account where they properly belong, all in accordance with the library auditor’s most recent audit report. Roll Call Vote: Bergman – Yes, Herkes – Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes, Oliver - Yes. Motion carried.

 

Holiday Schedule:

 

Motion: To close the library on the following dates, in addition to already scheduled closures: December 23, December 30, and December 31, and to close the library at the following times, in addition to already scheduled closures: 5:00 pm on December 27, 5:00 pm on December 28, and 5:00 pm on December 29. Motion by Dan Herkes, 2nd by Bill Durrenberger. Dan Herkes and Marilyn Boria explained methods of notifying the public of these additional closures. Roll Call Vote: Bergman – Yes, Herkes – Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes, Oliver - Yes. Motion carried.

 

Change in Normal Library Hours:

 

Motion: To close the library at 8:00 pm on Tuesdays, Wednesdays, and Thursdays, beginning the week of January 1, 2012. Motion by Dan Herkes, 2nd by Bill Durrenberger. Roll Call Vote: Bergman – Yes, Herkes – Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes, Oliver - Yes. Motion carried.

 

 

Motion: To adjourn. Voice Vote: All - Yes. Motion carried.

 

Meeting adjourned at 8:53 p.m. These minutes are submitted by Bill Durrenberger, board secretary.

 
Agenda for Board Meeting Thursday January 26 Board Meeting Print
Library Board

NOTICE IS HEREBY GIVEN that the Board of Trustees of the Sugar Grove Public Library will hold a regular meeting at 125 South Municipal Drive, Sugar Grove, Illinois, on Thursday, January 26, 2012, at the hour of 7:00 p.m. The following is the agenda for this meeting.

 

Call to order/Roll call and introduction of trustees

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

 

Approval of the Minutes of December 8, 2011 regular session

Approval of the Minutes of the December 8, 2011 closed session

Correspondence

Review of Financial Reports

Review of Check Register

Library Report

Board Committee Reports

 

OLD BUSINESS

Update on Search for New Director

Additional Unfinished Business

 

NEW BUSINESS

Approval of revised Health Insurance Policy - Action

Approval of 2012Health Insurance Costs – Action

Approval of Job Description for Assistant Director – Action

Report on Changes in the Open Meetings Act

Closed session to discuss personnel and/or litigation matters

Approval of a Mutual Release and Settlement Agreement - Action

Agenda Items for February 23, 2012, Board of Trustees meeting

Adjourn

 

Attachments:
Download this file (Agenda January 2012.pdf)Agenda January 2012.pdf[Agenda January 2012.pdf]Administrator187 Kb
 
Minutes of Board's 12-1-11 Committee of the Whole Meeting Print
Library Board

SUGAR GROVE LIBRARY BOARD OF TRUSTEES

MINUTES OF DECEMBER 1, 2011

COMMITTEE OF THE WHOLE MEETING

 

President Joan Roth called the meeting to order at 6:01 p.m. in one of the large meeting rooms at the library.

 

Introduction of Trustees and Others Present: Trustees: Art Morrical, Vice President; Joan Roth, President; Dan Herkes, Treasurer; Bill Durrenberger, Secretary; Robert Bergman; and Anthony Oliver. Interim Library Director: Marilyn Boria. Search Firm: Alice Calabrese Berry.

 

Public Comments:

Pat Graceffa – Read a statement – see attached. Commented on recent financial decisions and asked the board to state its plan for dealing with the budget deficit.

Ron Leisher – Repeated his prior comments that the board was micro-managing the former director and stated his opinion that that approach was unsuccessful. Urged the board to write down its qualifications for a new director.

Louise Coffman – Read a statement – see attached. Criticized the board’s recent actions and compared the board to a circus.

David Verdeyen – Commented on changes in libraries in recent years. Commented on the firing of the former director and the library’s current financial difficulties.

Greg Koster – Commented on changes in libraries in recent years. Reviewed the resources available to the library at present. Stated that the board needed to keep in mind groups of citizens who do not attend board meetings. Stated his view that the board should make the library as attractive as possible to children and hire a new director who is willing to do that. Suggested that, in light of the library’s current financial difficulties, the board should consider hiring a younger, less experienced director who would presumably require a lower salary.

Shari Baum – Stated that the board should consider the wishes of the community, and not just its own wishes, in hiring the new director.

 

President Joan Roth closed public comment.

 

Alice Calabrese Berry, the search firm person retained by the board at its November 10, 2011, meeting, introduced herself to the board and public and gave a brief overview of her background and experience. She presented the board with a paper outlining the search process (see attached) and explained that process in some detail. Several board members had questions and comments concerning the search process. Members of the public were then invited to express their opinions on this issue and several of them did so.

 

Alice explained that there should be a public forum for the public to become involved in the process of deciding upon the qualifications desired in the new director. There was some discussion of how this forum would be publicized in order to ensure maximum community involvement in the process.

 

Alice then asked each board member to write down the five most important qualifications that each board member felt he or she desired in the new library director, and there was some discussion among the board members and Alice concerning those qualifications. Several members of the public expressed there opinions concerning desirable qualifications for the new director. After that discussion was concluded, Alice said that she would prepare a paper for the board summarizing this discussion and the board members’ expressed desires for the qualifications of the new director.

 

Alice then informed the board that it would have to decide whether the entire board – or a committee of less than the entire board – should handle the initial interviewing of potential new directors. Alice raised the possibility of hiring a part-time director, perhaps along with a business manager, and suggested that the board consider that option.

 

 

Motion: To adjourn. Motion by Dan Herkes.  Voice Vote: All - Yes. Motion carried.

 

Meeting adjourned at 7:12 p.m. These minutes are submitted by Bill Durrenberger, board secretary.

 
Minutes of Board's 11-10-11 Regular Meeting Print
Library Board

SUGAR GROVE LIBRARY BOARD OF TRUSTEES

MINUTES OF NOVEMBER 10, 2011, REGULAR MEETING

 

President Joan Roth called the meeting to order at 7:01 p.m. in one of the large meeting rooms at the library.

 

Introduction of Trustees and Others Present: Trustees: Art Morrical, Vice President; Joan Roth, President; Dan Herkes, Treasurer; Julie Wilson; Bill Durrenberger, Secretary; Robert Bergman; and Anthony Oliver. Interim Library Director: Marilyn Boria.

 

Public Comments:

Pat Graceffa – Read a statement – see attached. Reviewed the recent history of the library and its troubles and criticized the four trustees who voted to terminate former director Beverly Holmes Hughes, blaming them for what she views as past errors and the library’s current difficulties. Cautioned the three newest trustees on their dealings with those other four trustees.

Ron Leisher – Criticized the four trustees who voted to terminate former director Beverly Holmes Hughes, particularly for their failure to change their ways. Urged the public to speak up.

Doug Hartman – Presented copies of a recent Elburn Herald editorial, and a letter to the editor of the Aurora Beacon News. See attached. Criticized the four trustees who voted to terminate former director Beverly Holmes Hughes. Read the Elburn Herald editorial.

Jerry Murphy – Read a statement directed to the four trustees who voted to terminate former director Beverly Holmes Hughes – see attached. Stated that the recent difficulties of the library are an embarrassment to the Sugar Grove community and that this will be the legacy of the four trustees who voted to terminate former director Beverly Holmes Hughes. Criticized those four trustees.

 

President Joan Roth closed public comment.

 

Minutes of October 27, 2011, Board of Trustees Regular Meeting:

 

Motion: To approve the minutes of the October 27, 2011, board of trustees regular meeting. Motion by Dan Herkes, 2nd by Robert Bergman. Anthony Oliver stated his opinion that the minutes should include more detail. Bill Durrenberger, board secretary and the person preparing the minutes for board meetings, disagreed. Role Call Vote: Bergman – Yes, Wilson - Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes, Herkes – Yes, Oliver - Yes. Motion carried.

 

Minutes of October 27, 2011, Board of Trustees Closed Session:

 

Motion: To approve the minutes of the October 27, 2011, board of trustees closed session. Motion by Dan Herkes, 2nd by Anthony Oliver. Role Call Vote: Bergman – Yes, Oliver – Yes, Herkes – Yes, Wilson - Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes. Motion carried.

 

Minutes of October 13, 2011, Board of Trustees Special Meeting:

 

Motion: To approve the minutes of the October 13, 2011, board of trustees special meeting. Motion by Bill Durrenberger, 2nd by Dan Herkes. Role Call Vote: Bergman – Yes, Wilson - Yes, Herkes – Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes, Oliver - Yes. Motion carried.

 

Minutes of October 13, 2011, Board of Trustees Closed Session:

 

Motion: To approve the minutes of the October 13, 2011, board of trustees closed session. Motion by Dan Herkes, 2nd by Bill Durrenberger. Role Call Vote: Bergman – Yes, Oliver – Yes, Herkes – Yes, Wilson - Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes. Motion carried.

 

Correspondence:

None

 

Financial Report:

The board was presented with a printout of current checks to be approved. Joan Roth questioned an AT&T expense for one of the library’s phone lines. Marilyn Boria explained that the line for the alarm and the separate line for the fax had been combined into a single shared line and that this will save the cost of one now-unnecessary line, in the amount of $116.00 per month.

 

Motion: To approve the payment of these expenses. Motion by Dan Herkes, 2nd by Robert Bergman. Role Call Vote: Bergman – Yes, Wilson - Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes, Herkes – Yes, Oliver - Yes. Motion carried.

 

Dan Herkes reviewed a three-page printout overviewing revenues and expenses, by category, for the past fiscal year and comparing those to the estimated figures for the current fiscal year.

 

Library Report:

Marilyn Boria presented a three-page “Director’s Report” and reviewed that report with the trustees.

 

Report from Trustee Anthony Oliver on the ILA Annual Conference:

Anthony Oliver presented a three-page report on his recent attendance at this conference and encouraged the trustees to attend this conference in the future.

 

 

 

 

 

OLD BUSINESS:

 

Audit:

Dan Herkes presented his five-page “Treasurer’s Report” and reviewed that report in detail with the trustees. There was discussion among the trustees and Marilyn Boria of several issues covered by that report and also the draft audit report, particularly the expected budget shortfall for the current fiscal year and ways to reduce that shortfall.

 

Motion: To accept the current draft audit report. Motion by Robert Bergman, 2nd by Anthony Oliver. Role Call Vote: Bergman – Yes, Wilson - Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes, Herkes – Yes, Oliver - Yes. Motion carried.

 

 

Approval of a Search Firm to Hire a New Director:

Marilyn Boria explained that she sent requests for proposals to at least six firms but only received two responses. She presented the documents received from these two firms and recommended that the board hire Alice Calabrese-Berry.

 

Motion: To retain the services of a search firm to assist in the hiring of a new director. Motion by Bill Durrenberger, 2nd by Dan Herkes. Role Call Vote: Bergman – Yes, Wilson - Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes, Herkes – Yes, Oliver - No. Motion carried, six to one.

 

Motion: To retain the services of Alice Calabrese-Berry to assist in the hiring of a new director. Motion by Julie Wilson, 2nd by Art Morrical. Role Call Vote: Bergman – Yes, Wilson - Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes, Herkes – Yes, Oliver - No. Motion carried, six to one.

 

 

NEW BUSINESS:

 

Approval of the 2011-2012 Levy Ordinance:

 

Motion: To accept the 2011-2012 levy ordinance. Motion by Dan Herkes, 2nd by Anthony Oliver. Role Call Vote: Bergman – Yes, Wilson - Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes, Herkes – Yes, Oliver - Yes. Motion carried.

 

 

Library Participation in Community Sign at Cross Street & Route 47:

Marilyn Boria presented a one-page overview of the sign and explained the situation. Several trustees expressed approval of the community sign but stated that given the library’s current dire financial situation, the library could unfortunately not afford to participate in this desirable sign.

 

Motion: To refrain from participation in this community sign. Motion by Anthony Oliver, 2nd by Dan Herkes. Role Call Vote: Bergman – Yes, Wilson - Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes, Herkes – Yes, Oliver - Yes. Motion carried.

 

 

Buildings and Grounds Report:

Anthony Oliver presented a two-page report and also two emails and reviewed the matters covered by those documents. There was some discussion among the trustees and Marilyn Boria of the issues raised by these papers. Marilyn Boria and Anthony Oliver are working with the appropriate parties concerning the leaking roof and the AV wiring issues.

 

 

Motion: To go into closed session in accordance with Section 2(c)(11) of the Open Meetings Act to discuss probable or imminent litigation. Motion by Bill Durrenberger, 2nd by Anthony Oliver. Roll Call Vote: Bergman – Yes, Roth – Yes, Wilson – Yes, Morrical – Yes, Herkes – Yes, Durrenberger – Yes, Oliver - Yes. Motion carried.

 

 

 [The seven trustees and interim director Marilyn Boria then left the large meeting room to go to another room in the library at 8:35 p.m. The board went into closed session.]

 

[The seven trustees and interim director Marilyn Boria then returned to the large meeting room at 9:10 p.m.]

 

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

 

Agenda Items for December 8, 2011, Board of Trustees Meeting:

Marilyn Boria invited the trustees to contact her with any items they wanted on this agenda and suggested that all future agendas include “Report from board committees” as a standard item.

 

Marilyn Boria stated her intention to close the library the Friday and Saturday after Thanksgiving because these are very slow days at the library and money is an issue. No trustee had any objection.

 

Julie Wilson asked if any military veterans were present and thanked all veterans for their service to the country.

 

Motion: To adjourn. Motion by Art Morrical.  Voice Vote: All - Yes. Motion carried.

 

Meeting adjourned at 9:15 p.m. These minutes are submitted by Bill Durrenberger, board secretary.

 
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