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Minutes of September 8, 2011, Board Meeting Print
Library Board

SUGAR GROVE LIBRARY BOARD OF TRUSTEES

MINUTES OF SEPTEMBER 8, 2011, REGULAR MEETING

 

President Joan Roth called the meeting to order at 7:00 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: Marilyn Boria. Board attorney: Roger Ritzman.

 

Public Comments:

Anthony Oliver – Asks the trustees to pick the new trustee for the good of the library.

Pat Graceffa - Reads a statement – see attached.

Erin Erickson - Reads a statement – see attached.

Mari Johnson - Reads a statement – see attached.

Louise Coffman - Reads a statement – see attached.

Shari Baum - Reads a statement – see attached.

Greg Koster – Suggests that the board and Beverly Holmes Hughes undergo mediation in an attempt to return the library to its position the day before the board terminated the employment of Beverly Holmes Hughes and in order to cut off the continued expenses resulting from the termination of the employment of Beverly Holmes Hughes.

Ron Leisher – Explains that almost all of the books of the former Library Friends group are now gone. Criticizes board members for not looking at and respecting the public comment speakers. Expresses his hope that the new trustee being chosen tonight will not be someone who simply follows the majority.

Jerry Murphy - Reads a statement – see attached.

Douglas Hartman - Reads a statement – see attached.

Tom Renk – A trustee on the Village of Sugar Grove’s board, he makes several suggestions from his experience as a Village trustee for the library board trustees with respect to the budget process. Praises Beverly Holmes Hughes. Urges the library trustees to listen to the public. Praises Greg Koster’s suggestion at tonight’s meeting and urges the board to proceed in that manner.

 

President Joan Roth closes public comment.

 

Minutes from August 25, 2011, Board of Trustees Regular Meeting:

 

Motion: To approve the minutes of the August 25, 2011, board of trustees regular meeting. Motion by Bob Bergman, 2nd by Bill Durrenberger. Role Call Vote: Bergman – Yes, Herkes – Yes, Wilson - Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes. Motion carried.

 

Minutes from August 25, 2011, Board of Trustees Executive (Closed) Session:

 

Motion: To approve the minutes of the August 25, 2011, board of trustees executive (closed) session. Motion by Dan Herkes, 2nd by Bill Durrenberger. Role Call Vote: Bergman – Yes, Herkes – Yes, Wilson - Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes. Motion carried.

 

Correspondence:

None

 

Financial Report:

Marilyn Boria presents the board with printouts of the checks for August 31 and September 7, 2011 (copies attached), and gives an explanation of some of the information on those pages. She praises Dan Herkes for his work.

 

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.

 

Interim Director Report:

Marilyn Boria thanks the staff for their work and cooperation and praises their efforts and competency. She discusses the library’s 9/11 program. She explains that she has spent most of the past week working with the auditors and that that process is going well.

 

 

Old Business:

 

Audit Update:

Dan Herkes reported that he is working with the auditors, that things are going very well, and that the auditors have made several suggestions which he feels will be helpful to the library.

 

Trustee Vacancy:

Art Morrical, personnel representative, stated that he believes Anthony Oliver is the best candidate for the open trustee position in light of his experience.

 

Motion: To appoint Anthony Oliver to the open trustee position on the board. Motion by Art Morrical, 2nd by Julie Wilson. Discussion: Bill Durrenberger stated that he felt Pat Graceffa was the best candidate but that he recognized that the board as presently constituted would not appoint her or several other candidates that he felt would be qualified for this position. He stated further that he felt that Anthony Oliver was also qualified for this position and that he would support his nomination. Roll Call Vote: Durrenberger - Yes, Herkes - Yes, Bergman - Yes, Morrical - Yes, Roth – Yes, Wilson - Yes. Motion carried.

 

Bill Durrenberger, as board secretary, then administered the oath of office to Anthony Oliver who then signed the oath document. Anthony then read a statement accepting his appointment, asking for the trust of the library community, recognizing the recent difficulties, hoping for the appointment of a good director going forward and an appropriate severance package for Beverly Holmes Hughes, stating that the library community must work hard to pass a referendum, and praising the Library Friends group and urging that group to continue to work with the library. He then took his place at the table as the seventh trustee.

 

Amend By-Laws:

Julie Wilson, By-Laws representative, explained the two amendments.

 

Motion: To amend the By-Laws in two places: (i) Article II, Section 2 – replace “eight (8)” with “four (4)” and (ii) Article IV, Section 1 – delete the following language in the first sentence - “the second Thursday and.” Motion by Julie Wilson, 2nd by Bill Durrenberger.  Roll Call Vote: Durrenberger - Yes, Herkes - Yes, Bergman - Yes, Morrical - Yes, Roth – Yes, Wilson - Yes. Oliver – Present. Motion carried.

 

 

New Business:

 

Petty Cash Account:

Marilyn Boria explained her suggestion to establish a petty cash account and a procedure to administer that account. She explained that the cost of writing a check is expensive. She suggested $250.00 as the amount for this account. The money would be held in a cash box which would be kept in her office and which would at all times contain cash plus receipts totaling $250.00. As the cash portion gets low, it would be periodically replenished up to $250.00 and corresponding receipts will be removed from the cash box and retained elsewhere thereafter. Dan Herkes stated that it costs approximately $6.00 to issue a check. Anthony Oliver expressed some concern with petty cash accounts in general and discussed some of the proposed administrative details for the library’s petty cash account with Marilyn Boria. Marilyn stated that she had explained her suggestions to the auditors who told her that they had no objection. Bob Bergman asked if there would be reporting of all petty cash expenditures and Marilyn stated that there would be and explained her suggested procedure for that reporting issue.

 

Meeting Room Policy:

Marilyn Boria explained the current status of the library’s meeting room policy. She stated that there is some inconsistency in its administration and in the fees being charged for meetings held when the library is not open. She stated that the staff proposed a moratorium on new scheduling of meetings until a new policy is adopted. She stated that the current situation is causing the library to lose money since a staff person needs to be present (and paid additional wages) to open and close the library for meetings held when the library is not open, and fees paid by room users are not covering this expense. Bill Durrenberger asked about the current library fee schedule. Marilyn then gave each trustee a copy of the library’s current policy on fees for use of library rooms (copy attached) and stated that she believed that the policy was not being consistently administered. Anthony Oliver asked if Marilyn could give the board a list of groups using the library and at what fees. Beverly Holmes Hughes’s attorney Steve Ekker then informed the board on Beverly’s behalf that that information is available in the library’s records.

 

Joan Roth stated that the meeting room policy and the petty cash account would be placed on the agenda for the board’s special meeting on October 6, 2011, for action at that time.

 

New Director Search:

Joan Roth explained that an announcement will be sent to various search firm companies, some of whom have already responded. Marilyn Boria stated that she had previously delivered a draft Request for Proposal (copy attached) to the trustees by email and wished to know if it met with the board’s approval.

 

Motion: To approve the draft Request for Proposal that Marilyn Boria had provided to the trustees. Motion by Dan Herkes, 2nd by Bob Bergman. Roll Call Vote: Bergman – Yes, Herkes – Yes, Roth – Yes, Wilson – Yes, Morrical – Yes, Durrenberger – Yes. Oliver – Yes. Motion carried.

 

Joan Roth stated that review of search firm proposals would be placed on the agenda for the board’s special meeting on October 6, 2011.

 

Joan Roth reminded all present of the 7:00 p.m., September 22, 2011, public hearing to be held at the Sugar Grove Fire District Building for the tentative budget and appropriations ordinance and of the regular board meeting to immediately follow at the same location. She stated that approval of the budget and appropriation ordinance would be on the agenda for the board’s regular meeting on that date.

 

 

Motion: To adjourn. Motion by Art Morrical, 2nd by Bob Bergman.  Voice Vote: All - Yes. Motion carried.

 

Meeting adjourned at 8:17 p.m. These minutes are submitted by Bill Durrenberger, board secretary.

 
Agenda for September 22, 2011, Regular Board Meeting Print
Library Board

 

AGENDA

OF THE BUSINESS TO BE BROUGHT BEFORE THE MEETING

OF THE BOARD OF TRUSTEES OF THE

SUGAR GROVE PUBLIC LIBRARY DISTRICT

SG FIRE DISTRICT BUILDING

25 MUNICIPAL DRIVE

THURSDAY, SEPTEMBER 22, 2011

7:00 P.M.

 

 

1.      Call to Order/Roll Call

 

2.      Public Comment

 

3.      Approval of the Minutes of the September 8, 2011 Regular Meeting.

 

4.      Budget and Appropriation Ordinance for the Sugar Grove Public Library District for

the Fiscal Year Beginning on July 1 2011, and Ending on June 30, 2012.

 

5.      Announcements

Special Board Meeting to be held at the Sugar Grove Public Library on Thursday,

October 6, 2011 at 7:00 p.m.

 

 

ADJOURNMENT

 

 
Agenda for September 22, 2011, Budget Public Hearing Print
Library Board

AGENDA FOR PUBLIC HEARING

 

TENTATIVE BUDGET AND APPROPRIATION ORDINANCE

 

BOARD OF LIBRARY TRUSTEES OF THE

SUGAR GROVE PUBLIC LIBRARY DISTRICT

SG FIRE DISTRICT BUILDING

25 MUNICIPAL DRIVE

THURSDAY, SEPTEMBER 22, 2011

7:00 P.M.

 

 

 

1.      Call to Order/Roll Call

 

2.      Purpose of Public Hearing – Statutory Requirements

 

3.      Public Comments

4.      Board Comments

5.      Adjourn Public Hearing

 
Minutes of August 25, 2011, Regular Board Meeting Print
Library Board

SUGAR GROVE LIBRARY BOARD OF TRUSTEES

MINUTES OF AUGUST 25, 2011, REGULAR MEETING

 

President Joan Roth called the meeting to order at 7:00 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: Marilyn Boria. Board attorney: Roger Ritzman.

 

Public Comments:

Erin Erickson – Has some questions concerning the hiring of the new FOIA officer Linda J. Gleysteen as listed on the attached document. Board President Joan Roth explains that she did no advertising, had only one candidate due to what she considered an emergency situation, did this under the authority that the board had previously given her to hire an interim director, notified some of the board members but not all, and was aware of the history of the new FOIA officer. Attorney Roger Ritzman stated that he did not feel that the new FOIA officer’s criminal issue would adversely affect her work as FOIA officer. There was further discussion of this issue of the hiring of the new FOIA officer. President Roth stated that the funds to pay the new FOIA officer would come from the general budget. There was further discussion of the new FOIA officer’s criminal background. President Roth then refused to answer further questions after consulting with attorney Ritzman.

Mari Johnson – For Louise Coffman: Reads Louise’s statement –see attached. For herself: Reads a statement – see attached.

Shari Baum – Reads a statement – see attached.

Ronald Leisher – Discusses books remaining from the disbanding of the Library Friends group and what to do with those books as well as many empty boxes. The Friends will give those to the new friends group if that group wants them or will dispose of them otherwise. Gives a deadline of August 29, 2011, for a decision and September 5, 2011, for the removal of the items. Calls for the resignation of the four trustees who voted to fire the former director Beverly Holmes Hughes.

Jerry Murphy – Reads a statement – see attached.

Pat Graceffa – Reads a statement – see attached.

Douglas Hartman – Reads a statement – see attached.

Donna Sawicki – Sugar Grove resident with children who has used the library often and is very pleased with the library and its staff. Happy with direction library had been going in and feels the new direction is not good for the library or children in the community. Praises Pat Graceffa. Wishes Beverly Holmes Hughes had never been fired.

Anthony Oliver - Reads a statement – see attached. Praises new interim director Marilyn Boria.

Ken Wiesner – Presents print out of the details of the criminal charge against new FOIA officer Linda J. Gleysteen – see attached.

Cheryl Pummel – Asks about the library’s new direction. Praises Pat Graceffa as an excellent choice to fill the open trustee position on the board. Criticizes Art Morrical for not wanting Pat Graceffa on the board.

Jim Quinlivan – Criticizes the board for its inability to express the new direction in which it says the library is going. Asks for the resignation of the four trustees who voted to fire the former director Beverly Holmes Hughes.

Rose Zyko (spelling?) – Praises the Library Friends group and suggests they consider working with senior citizens.

 

President Joan Roth closes public comment.

 

Minutes from August 11, 2011, Board of Trustees Regular Meeting:

 

Motion: To approve the minutes of the August 11, 2011, board of trustees regular meeting. Motion by Bill Durrenberger, 2nd by Dan Herkes. Role Call Vote: Bergman – Yes, Herkes – Yes, Wilson - Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes. Motion carried.

 

Minutes from August 17, 2011, Board of Trustees Special Meeting:

 

Motion: To approve the minutes of the August 17, 2011, board of trustees special meeting. Motion by Bill Durrenberger, 2nd by Dan Herkes. Role Call Vote: Bergman – Yes, Herkes – Yes, Wilson - Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes. Motion carried.

 

Minutes from August 11, 2011, Board of Trustees Executive (Closed) Session:

 

Motion: To approve the minutes of the August 11, 2011, board of trustees executive (closed) session. Motion by Bill Durrenberger, 2nd by Dan Herkes. Role Call Vote: Bergman – Yes, Herkes – Yes, Wilson - Yes, Roth – Yes, Morrical – Yes, Durrenberger – Yes. Motion carried.

 

Approve current expenditures:

The board received a printout of the checkbook register from August 21 to August 25, 2011. Copy attached. Dan Herkes reported that he had paid the Chicago Tribune bill on his own authority.

 

Motion: To approve the current expenditures. Motion by Bill Durrenberger, 2nd by Julie Wilson.  Roll Call Vote: Durrenberger - Yes, Herkes - Yes, Bergman - Yes, Morrical - Yes, Roth – Yes, Wilson - Yes. Motion carried.

 

Approve hiring of FOIA officer:

Bill Durrenberger asked for discussion and explained the criminal history of the new FOIA officer Linda J. Gleysteen. He stated that he felt that her history had been intentionally hidden from him by Joan Roth and Linda J. Gleysteen, and consequently he could not support her continued work at the library for that reason alone. New interim director Marilyn Boria explained her view of background checks of potential library workers but did not give her opinion with respect to Linda J. Gleysteen’s background. She also stated that she could handle the FOIA requests in some manner. Dan Hankes stated that he first heard about Linda J. Gleysteen’s criminal history at tonight’s meeting and felt that he should have been informed at an earlier time. Art Morrical questioned the library’s ability to properly handle FOIA requests without Linda J. Gleysteen’s continued assistance, but after some further discussion stated that he was satisfied that the FOIA requests could be properly handled without the continued work of Linda J. Gleysteen.

 

Motion: To terminate the relationship with the library of Linda J. Gleysteen. Motion by Bill Durrenberger, 2nd by Dan Herkes.  Roll Call Vote: Durrenberger - Yes, Herkes - Yes, Bergman - No, Morrical - Yes, Roth – Present, Wilson - Yes. Motion carried four to one.

 

Tentative Budget and Appropriation Ordinance:

Attorney Roger Ritzman explains the publication, public hearing, and approval process. A copy of the proposed ordinance is presented. The public hearing is set for Thursday, September 22, 2011, at 7:00 pm, at the Sugar Grove Fire District Building, with a regular board meeting to immediately follow for purposes of approving the ordinance at that time.

 

President’s Report on Hiring of Interim Director:

Joan Roth introduces the library’s new interim director, Marilyn Boria. Her resume is presented. She will be paid $72.00 per hour as a W-2 employee. There is no search firm involved.

 

Old Business:

 

Audit:

Dan Herkes reported his concern about the Chadwick accounting firm not providing certain information necessary for the audit. He and Marilyn Boria are following up on this issue. Work continues.

 

Budget Process for 2011-2012:

Dan Herkes commented that there is no change on this matter, other than some recent expenses being incurred which were not anticipated and can’t be estimated at this time. He also mentioned that the budget would be discussed at the September 22, 2011, public hearing.

 

Long Range Plan:

Bill Durrenberger reported that he has now presented all of the trustees with the current draft of the Long Range Plan. The trustees should review this document, and it can be discussed at a future board meeting.

 

Amend By-Laws:

Julie Wilson reported that there is a need to amend Article II (dealing with the number of meetings a trustee can miss prior to action being taken) in order to conform that Article to the previously discussed amendment of Article IV (reducing the number of monthly board meetings from two to one). There was some discussion concerning when these two amendments could be voted on. A motion was made but a member of the public pointed out that the desired motion was not on the agenda. It was then agreed to make both of these amendments at the September 8, 2011, board meeting.

 

New Business:

 

Hiring of New Director:

Joan Roth reviewed several search firms that had been referred to her by Anthony Oliver, none of which she felt were appropriate for various reasons. She then reported that Alice Calabrese would not be able to make a presentation to the board until October 6, 2011, and she suggested that the board hold a special meeting on that date for that purpose. There was then some discussion among the trustees and interim director Marilyn Boria concerning the search process for the new director. Interim director Marilyn Boria overviewed the search process for the board and the various options for searching, including use of a search firm or Marilyn Boria doing the search herself. It was agreed that Marilyn will draft a request for proposal from search firms and circulate that to the trustees. Roger Spayer, a member of the public present at the meeting, volunteered to assist the board, and he will work with interim director Marilyn Boria to see if his assistance would be advisable as well, beginning with providing her with an informal proposal.

 

Approval of a Press Release Concerning the Employment Termination of the Former Director:

 

Motion: To go into closed session in accordance with Section 2(c)(1) and 2(c)(11) of the Open Meetings Act to consider the appointment, employment, compensation, discipline, performance or dismissal of specific employees of the Library District and to consider probable or imminent litigation against, affecting or on behalf of the Library District. Motion by Art Morrical, 2nd by Bob Bergman. Roll Call Vote: Bergman – Yes, Herkes – Yes, Roth – Yes, Wilson – Yes, Morrical – Yes, Durrenberger – Yes. Motion carried.

 

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

 

[The six trustees, interim director Marilyn Boria, and attorney Roger Ritzman then returned to the large meeting room.]

 

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

 

There was a motion by Julie Wilson, seconded by Bob Bergman, to authorize Bill Durrenberger as board secretary to read the following statement, but no vote was taken on that motion. Bill Durrenberger then read the following statement as the board secretary:

 

LIBRARY TRUSTEES’ STATEMENT

CONCERNING TERMINATION OF LIBRARY DIRECTOR

 

            Last month Sugar Grove Public Library District trustees Roth, Morrical, Bergman, and Wilson voted to terminate the employment of Library Director Beverly Holmes Hughes. Following the termination, those trustees have struggled with balancing the community’s right to know the reasons for Beverly’s dismissal with Beverly’s rights of privacy. They apologize for their tardiness in explaining their reasons.

            Their reasons for the decision include their belief that:

            A.        Beverly did not provide financial information requested by them;

            B.        Beverly made expenditures of funds without seeking Board approval;

            C.        Beverly did not provide programming as suggested by those trustees.

            Over the last few years, there have been difficulties and increased tension between the four trustees and Beverly. The working relationship deteriorated to the point that the four trustees felt that change was necessary.

            Trustee Durrenberger and Trustee Herkes vehemently disagree with the majority’s reasons, did not vote for termination, and do not believe termination was in the best interest of the Library District.

            Prospectively, the Trustees are committed to hiring a new Library Director where the Library Director and the Trustees establish a clear understanding as to their respective roles in providing quality library services to the Sugar Grove community.

 

 

Motion: To adjourn. Motion by Art Morrical, 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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