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Minutes of October 6, 2011, Board Meeting Print
Library Board

SUGAR GROVE LIBRARY BOARD OF TRUSTEES

MINUTES OF OCTOBER 6, 2011, SPECIAL MEETING

 

President Joan Roth called the meeting to order at 7:00 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; Julie Wilson; Bill Durrenberger, Secretary; Dan Herkes, Treasurer; Anthony Oliver; and Robert Bergman. Interim Library Director: Marilyn Boria.

 

Public Comments:

Pat Graceffa - Read a statement – see attached. Criticized trustees Roth, Morrical, Wilson and Bergman for causing the library’s current difficulties and called upon them to fix the situation. Expressed concern over the difficulties that a new director will have in dealing with those four trustees. Suggested a trustee workshop to educate the trustees on their responsibilities.

Shari Baum – as an individual taxpayer - Read a statement – see attached. Expressed concern about the library’s current financial difficulties. Criticized trustees Roth, Morical, Wilson and Bergman for causing the library’s current difficulties and asked that they resign.

Shari Baum – as Executive Director of the Sugar Grove Chamber of Commerce - Read two statements – see attached. Explained the Chamber’s status and detailed the past assistance given to the Chamber by the library. Stated her hope that this past relationship will continue.

Louise Coffman - Read a statement – see attached. Criticized trustees Roth, Morrical, Wilson and Bergman for causing the library’s current difficulties. Criticized trustee Roth for her volunteer work at the Elburn Library without doing the same for the Sugar Grove Library and for her part in the firing of Beverly Holmes Hughes.

Douglas Hartman - Read a statement – see attached. Recited some of the history of the current library situation. Criticized trustees Roth, Morrical, Wilson and Bergman for causing the library’s current difficulties, the firing of Beverly Holmes Hughes, and various other matters.

 

President Joan Roth closes public comment.

 

Minutes from September 22, 2011, Board of Trustees Budget & Appropriations Public Hearing:

 

Motion: To approve the minutes of the September 22, 2011, board of trustees budget & appropriations public hearing. Motion by Anthony Oliver, 2nd by Dan Herkes. Role Call Vote: Bergman – Yes, Herkes – Yes, Wilson - Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes, Oliver - Yes. Motion carried.

 

 

Minutes from September 22, 2011, Board of Trustees Regular Meeting:

 

Motion: To approve the minutes of the September 22, 2011, board of trustees regular meeting. Motion by Anthony Oliver, 2nd by Julie Wilson. Role Call Vote: Bergman – Yes, Herkes – Yes, Wilson - Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes, Oliver - Yes. Motion carried.

 

Correspondence:

None

 

Financial Report:

Marilyn Boria presented the board with a printout of checks from September 1 through September 30, 2011.

 

Motion: To approve the financial report. Motion by Bill Durrenberger, 2nd by Julie Wilson.  Anthony Oliver questioned the payments to Blue Cross Blue Shield. Marilyn Boria explained that the payments were for different months. Anthony Oliver asked about the comparison of current to past year expenses. Dan Herkes explained that he and Marilyn Boria were working on that issue. Marilyn Boria explained some accounting changes being made, going forward, to provide an improved breakdown of the categorization of expenses, and there was some discussion among the trustees and Marilyn Boria of this issue. Roll Call Vote: Durrenberger - Yes, Herkes - Yes, Bergman - Yes, Morrical - Yes, Roth – Yes, Wilson – Yes, Oliver - Yes. Motion carried.

 

Review of Draft Working Budget:

Dan Herkes explained that the library’s expenses have increased and have exceeded expectations, citing in particular a very substantial increase in health insurance costs. He further explained some efforts being made to improve the record-keeping and report-generation systems. Anthony Oliver commented that there should be better checks and balances concerning check writing. Dan Herkes stated that the accountants and auditors are keeping close watch. Art Morrical explained that the board typically approves all checks at board meetings.

 

Dan Herkes stated that the board will have to make some difficult decisions soon concerning budget items due to the current difficulties, listing some areas that are possible areas to cut – health insurance, public relations. Marilyn Boria mentioned a recent staff review of all expenses, citing a $100.00 a month advertising expense with the Elburn Herald that could be cancelled. Several members of the public commented on this issue, and Marilyn agreed to discuss this issue anew. Marilyn also mentioned the coming sign at the corner of Route 47 and Cross Street and the request that the library contribute $2,000.00 to $4,000.00 towards the expense of this sign, which the library may not be able to do. Dan Herkes then mentioned the coming expense of a search firm to assist the library in locating a new director, the increased legal expenses, and the consulting expense paid to Miriam Pollack for the recent services of Arlene Kaspik. Anthony Oliver then suggested mediation with former director Beverly Holmes Hughes.

 

Dan Herkes stated that it is now clear that the library is on course to spend more money than it will collect for the current fiscal year and raised the question of how this budget deficit will be handled – cuts in the budget or taking funds from some other source or a mixture of both.

 

Interim Director Report:

Marilyn Boria provided a written report overviewing current items. She explained the upcoming hiring of a magazine jobber to assist with the magazine subscriptions which will result in a slight reduction in library costs and staff time. She explained current staff responsibilities. She thanked Dan Herkes for his substantial time in assisting her with financial issues. In response to a question from Julie Wilson, Marilyn stated that the library’s front sign will be fixed tomorrow.

 

 

Old Business:

 

Audit Update:

Dan Herkes reported that the auditors have completed most of their work but are still waiting on some information from the library. A report is coming from them soon which will include some suggestions that they have for the library.

 

Petty Cash Account:

 

Motion: To approve the petty cash account. Motion by Robert Bergman, 2nd by Bill Durrenberger.  In response to a question from Anthony Oliver, Marilyn Boria confirmed that mileage reimbursement would be per IRS allowances. She also explained the benefit and operation of this new procedure. Roll Call Vote: Durrenberger - Yes, Herkes - Yes, Bergman - Yes, Morrical - Yes, Roth – Yes, Wilson – Yes, Oliver - Yes. Motion carried.

 

Meeting Room Policy:

 

Motion: To approve the revised meeting room policy. Motion by Dan Hankes, 2nd by Robert Bergman.  Marilyn Boria explained past practice and the changes being made by the revised meeting room policy. There was discussion of the tables and chairs set-up procedure in the revised policy – the library staff will handle that task. There was discussion of the fees schedule. Marilyn Boria stated that the scheduling software allows room bookings out to six months which the staff feels is adequate. There was discussion of the audio-visual equipment, and Marilyn Boria explained the new policy with regard to this equipment. The equipment is presently not working properly, but repairs have been arranged through Northern Illinois University. President Joan Roth appointed trustee Anthony Oliver as the buildings and grounds representative on the board, and he agreed to check into the status of the audio-visual equipment. There was some discussion of misbehavior and banning from the library based on that misbehavior. There was some discussion of appropriate and inappropriate uses of the rooms. Roll Call Vote: Durrenberger - Yes, Herkes - Yes, Bergman - Yes, Morrical - Yes, Roth – Yes, Wilson – Yes, Oliver - Yes. Motion carried.

 

 

New Business:

 

Adopt Resolution to Determine Estimate of Funds:

 

Motion: To adopt a resolution to determine estimate of funds. Motion by Dan Herkes, 2nd by Bill Durrenberger.  Marilyn Boria and Dan Herkes explained that this item is similar to the budget and appropriation ordinance that was recently approved by the board. Roll Call Vote: Durrenberger - Yes, Herkes - Yes, Bergman - Yes, Morrical - Yes, Roth – Yes, Wilson – Yes, Oliver - Yes. Motion carried.

 

Approve Certified Estimate of Revenues:

 

Motion: To approve certified estimate of revenues. Motion by Dan Herkes, 2nd by Bill Durrenberger.  Roll Call Vote: Durrenberger - Yes, Herkes - Yes, Bergman - Yes, Morrical - Yes, Roth – Yes, Wilson – Yes, Oliver - Yes. Motion carried.

 

Approval of the 2012 Illinois Public Library Per Capita Grant:

 

Motion: To approve the 2012 Illinois Public Library Per Capita Grant. Motion by Bill Durrenberger, 2nd by Dan Herkes.  Marilyn Boria explained that there were some issues that needed to be discussed to comply with requirements for this grant. She led the board through the applicable form and completed that form based upon the board’s responses. Roll Call Vote: Durrenberger - Yes, Herkes - Yes, Bergman - Yes, Morrical - Yes, Roth – Yes, Wilson – Yes, Oliver - Yes. Motion carried.

 

Contract for HVAC Maintenance:

 

Motion: To approve an HVAC maintenance contract with Greiter’s Mechanical Service Contracting Co. Motion by Anthony Oliver, 2nd by Dan Herkes.  There was some discussion about the company and the amount charged by this company. Marilyn Boria stated that she had made some inquires and felt that the contract was a good one, and in light of the short time available, she felt it should be accepted. She stated that next year this item could be put out for bid. Roll Call Vote: Durrenberger - Yes, Herkes - Yes, Bergman - Yes, Morrical - Yes, Roth – Yes, Wilson – Yes, Oliver - Yes. Motion carried.

 

Revised Lost and Found Policy:

 

Motion: To approve the revised lost and found policy. Motion by Bill Durrenberger, 2nd by Dan Herkes.  Marilyn Boria explained that this policy was suggested by the staff. Roll Call Vote: Durrenberger - Yes, Herkes - Yes, Bergman - Yes, Morrical - Yes, Roth – Yes, Wilson – Yes, Oliver - Yes. Motion carried.

 

Bond for President and Treasurer:

 

Motion: To approve the bond for the president and the treasurer with the Ohio Casualty Insurance Company. Motion by Dan Herkes, 2nd by Julie Wilson.  Roll Call Vote: Durrenberger - Yes, Herkes - Yes, Bergman - Yes, Morrical - Yes, Roth – Yes, Wilson – Yes, Oliver - Yes. Motion carried.

 

Proposed Change of Date for November 2011 and December 2011 Board Meetings:

 

Motion: To change the November 24, 2011, regular board meeting date to November 10, 2011, and the December 22, 2011, regular board meeting date to December 8, 2011. Motion by Bill Durrenberger, 2nd by Dan Herkes.  Roll Call Vote: Durrenberger - Yes, Herkes - Yes, Morrical - Yes, Roth – Yes, Wilson – Yes, Oliver - Yes. Motion carried. Robert Bergman was temporarily absent from the meeting for this vote.

 

New Director Search:

Joan Roth stated that the library had received two proposals from search firms. Bill Durrenberger stated that he felt mediation with Beverly Holmes Hughes should be considered, in light of Anthony Oliver’s earlier comments at this meeting. Dan Herkes agreed. Bill asked if any of the other four trustees would be willing to consider such mediation. Anthony Oliver stated that he felt a contract between Beverly and the board would be appropriate if the board were willing to hire her back. He urged the four trustees to reconsider their position. He stated that this would help the library from a financial perspective and also from a public relations point of view. Dan Herkes stated his agreement. Anthony Oliver added that he felt such a resolution of the current difficulties would assist in passing a referendum. Art Morrical stated that no budget was agreed on for the entire past fiscal year. Anthony Oliver stated that it was the board’s ultimate responsibility to adopt a budget. There was discussion of the attorney fees spent and incurred during the last fiscal year and during this fiscal year to date. Dan Herkes stressed that hiring a new director would substantially add to the library’s financial deficit. Bill Durrenberger stated that all that was being proposed tonight was to enter into discussions with Beverly Holmes Hughes. Art Morrical stated that he had repeatedly asked Beverly Holmes Hughes for budget information which was not provided. Bill Durrenberger asked Marilyn Boria her opinion of an annual salary that would be required in order to hire a competent new director, and Marilyn stated that without checking sources, her guess would be that it would not require a salary above $80,000.00. She further stated that the Downers Grove library had recently hired a director at an annual salary of a little over $100,000.00. Julie Wilson stated that she would be willing to discuss the possibility of mediating in a closed board session. There was discussion of whether Marilyn Boria could perform the search for a new director. Marilyn stated that perhaps she could, but that that would not be best for the library in her opinion since she would also need to continue to run the library, and this approach would not save the library any money in comparison with the fee to be charged by a search firm. Robert Bergman then raised the issue of the many failed referendums in recent years and expressed his opinion that much – but not all - of the responsibility for the failures was Beverly’s. There was discussion among the trustees concerning the reasons for these past failures. Bill Durrenberger then made a motion to table the new director search firm item to the October 27, 2011, meeting. There was some discussion of mediation procedure. Dan Herkes then seconded Bill’s motion. There was further discussion of the mediation and new director search issues and whether a fourth trustee would be willing to consider mediation. Bill Durrenberger withdrew his motion and Dan Herkes withdrew his second of that motion.

 

Motion: To go into closed session in accordance with Section 2(c)(1) of the Open Meetings Act to discuss the appointment, employment, compensation, discipline, performance or dismissal of specific employees of the public body or legal counsel for the public body, including hearing testimony on a complaint lodged against an employee of the public body or against legal counsel for the public body to determine its validity. Motion by Bill Durrenberger, 2nd by Anthony Oliver. Roll Call Vote: Bergman – Yes, Herkes – Yes, Roth – No, Wilson – Yes, Morrical – No, Durrenberger – Yes, Oliver - Yes. Motion carried, five to two.

 

[The seven trustees and interim director Marilyn Boria, then left the large meeting room to go to the board room. The board went into closed session.]

 

[The seven trustees and interim director Marilyn Boria then returned to the large meeting room.]

 

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.

 

Motion: To table the new director search proposals until the next board meeting. Motion by Bill Durrenberger, 2nd by Dan Herkes. Roll Call Vote: Bergman – No, Herkes – Yes, Roth – No, Wilson – Yes, Morrical – No, Durrenberger – Yes. Oliver – Yes. Motion carried, four to three.

 

Announcements:

Bill Durrenberger stated that he and Dan Herkes would stay after the meeting to informally discuss matters with the public in order to provide a means for the public to have some discussion with board members in light of the fact that there appears to be no time during a board meeting for such discussion.

 

Motion: To adjourn. Motion by Anthony Oliver and Julie Wilson.  Voice Vote: All - Yes. Motion carried.

 

Meeting adjourned. These minutes are submitted by Bill Durrenberger, board secretary.

 
Board Meeting Agenda for 10/27/2011 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, October 27, 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.

Approve minutes of October 6, 2011, closed session, if no changes are required; otherwise, discussion in closed session.

Approve minutes of October 6, 2011 regular session.

Correspondence

Approval of Invoices

Library Report

OLD BUSINESS

Audit - Discussion

Approval of Mediator - Action

Additional Unfinished Business

NEW BUSINESS

Village of Sugar Grove Tax Increment Financing District Proposal - Discussion

Approve Truth in Taxation Act Notice for a Public Hearing - Action

Closed session, if applicable

Agenda Items for November 10, 2011, Board of Trustees meeting

Adjourn

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Notice of Special Board Meeting Print
Library Board

NOTICE OF SPECIAL BOARD MEETING

 

 

To:      The Trustees of the Board of the Sugar Grove Public Library District

            Marilyn Boria, Interim Director, Sugar Grove Public Library District

            Residents of the Sugar Grove Public Library District

 

Pursuant to authority given to me by law (75 ILCS 16/30-50) and in Section 2 of Article IV of the By-Laws of the Sugar Grove Public Library District, I hereby call a special meeting of the Board of Trustees of the Sugar Grove Public Library District which shall take place at 7:00 p.m., Thursday, October 13, 2011, at the Sugar Grove Community House, 141 S. Main Street, Sugar Grove, Illinois, for purposes of (1) approving payment of expenses, and (2) considering and acting upon any and all matters relating to the hiring of a new director including but not limited to (a) mediation between the trustees and Beverly Holmes Hughes and (b) choosing and retaining the services of a search firm or individual to assist in finding prospective library directors. A formal agenda will be prepared and posted as required by law.

 

                                                                        Bill Durrenberger,

                                                                        Secretary of the Board of Trustees

                                                                        Of the Sugar Grove Public Library District

 
Agenda for October 13, 2011, Special Board Meeting Print
Library Board

NOTICE IS HEREBY GIVEN that, by call of the secretary of the board pursuant to authority given by law (75 ILCS 16/30-50) and in Section 2 of Article IV of the board’s by-laws, the Board of Trustees of the Sugar Grove Public Library will hold a special meeting at the Sugar Grove Community House, 141 S. Main Street, Sugar Grove, Illinois, on Thursday, October 13, 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.

 

Approve payment of expenses - Action

 

Consider and act upon any and all matters relating to the hiring of a new director including but not limited to (a) mediation between the trustees and Beverly Holmes Hughes and (b) choosing and retaining the services of a search firm or individual to assist in finding prospective library directors – Action

 

Closed Session, if Applicable

 

 

Adjourn

 

 
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