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Miuntes of July 28, 2011, Board Meeting Print
Library Board

SUGAR GROVE LIBRARY

BOARD OF TRUSTEES

MINUTES OF JULY 28, 2011, 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; Julie Wilson; Bill Durrenberger, Secretary; Dan Herkes, Treasurer; and Bob Bergman. Interim Library Director: Arlene Kaspik. Board Attorney: Bob Kay

 

Public Comments:

Lee Erchull – had several questions concerning the firing of Beverly Hughes and the hiring of a replacement director, in particular, the cost of the firing and hiring.

Tim Sury – mentions the Freedom of Information Act as a way for the public to get information, praises Beverly Hughes, and demands a reason for her firing.

 

Trustee Bill Durrenberger asked permission from President Joan Roth to make a statement. He explained that he had not yet commented to the press or others on the reasons for the dismissal of Beverly Hughes out of respect for the other trustees, but with the expectation that an explanation of those reasons would be forthcoming shortly. He encouraged the four trustees who voted for the dismissal of Beverly Hughes to issue a statement explaining their reasons for that dismissal and stated that he felt that the public was entitled to an explanation. He further stated that if that explanation was not issued in the near future, then he would provide that explanation himself.

 

Jerry Murphy – criticizing the dismissal of Beverly Hughes and asking for her reinstatement.

Mari Johnson – criticizing the dismissal of Beverly Hughes, praising her, and asking for the resignation of the four trustees who voted for dismissal.

Shari Baum – criticizing the dismissal of Beverly Hughes, praising her, and asking for the resignation of the four trustees who voted for dismissal.

Greg Koster – criticizing the manner in which the board dismissed Beverly Hughes and suggesting the resignations of the four trustees who voted for dismissal.

Erin Erickson – questioning the quick hiring of the interim director, criticizing the four trustees who voted for dismissal and asking for their resignations, and praising Beverly Hughes.

Catherine Rady – criticizing the board members who voted for the dismissal of Beverly Hughes and requesting an explanation of the reasons for the dismissal.

Ronald Leisher – pointing out the difficulties that may arise after the dismissal of Beverly Hughes with respect to the books that are donated to the library and asking for the resignation of the four trustees who voted for dismissal.

Louise Coffman – criticizing the dismissal of Beverly Hughes and calling for the resignations of the four trustees who voted to fire her.

Kevin Geary – criticizing the board and calling for the resignations of the four trustees who voted to fire Beverly Hughes.

Anthony Oliver – praising Beverly Hughes, criticizing the board, and calling for the resignations of the four trustees who voted to fire Beverly Hughes

Pat Graceffa – criticizing certain trustees for ignoring past issues of concern, praising Beverly Hughes, and criticizing her dismissal.

Cliff Sisko – questions if a trustee can be impeached or recalled in some manner, to which board attorney Bob Kay responded in the negative, stating that only by election can a trustee be removed.

Bob Bohler – suggesting that the board reconsider the firing of Beverly Hughes and reinstate her as library director.

Audrey Ritchy – “Go Bev – we want her back.”

Ken Weisner – calls the firing of Beverly Hughes a shame and tragedy and questions if the board fully understands what it has done here. Looks towards next election.

An unidentified woman – criticizing the dismissal of Beverly Hughes.

Tim Sury (again) – questions the cost to the library of attorney Bob Kay who states that his hourly rate is $180.00 per hour.

Rich Ledone – criticizing the dismissal of Beverly Hughes and calling for her reinstatement.

Judy Divizio – praising Beverly Hughes.

 

Trustee Bill Durrenberger asked that the agenda items concerning the trustee vacancy and the procedure for hiring a new director be moved up and considered next.

 

Motion: To move up the agenda items of vacancy on the board and procedure for hiring a new director. Motion by Bill, 2nd by Dan.  Roll Call Vote: Durrenberger - Yes, Herkes - Yes, Bergman - Yes, Morrical - Yes, Roth – Yes, Wilson - Yes. Motion carried.

 

Vacancies on the Board:

Applications for the vacancy on the board will be accepted through August 11, 2011, with the new trustee to be chosen at the board’s August 25, 2011, meeting.

 

Procedure for Hiring a New Director:

The board will need to decide whether a firm should be hired to assist. Joan has contacted some search firms, and she will inquire into their availability to give the board presentations at the board’s August 11, 2011, meeting.

 

Bill raised the issue of the board issuing a statement concerning the dismissal of Beverly Hughes, and it was agreed that that issue would be discussed in a closed session which would be held, if possible, at the end of tonight’s meeting.

 

Old Business:

 

Audit:

Dan reported that the auditor will begin the audit on September 6 and will be at the library for about two weeks, with a draft audit report available to the board by October 26. Arlene and Dan explained some details of possible changes in the manner that the library keeps certain of its financial records, intending to improve record-keeping and reporting functions.

 

Budget Process for 2011-2012:

Dan explained that we are at a standstill due to recent events. He recommends that we use last year’s budget as a template for this year’s. He is working on that.

 

Long Range Plan:

Joan gave Bill a three page list of items that she would like incorporated into the plan, primarily dealing with the addition of more children’s programs for first through sixth grades. She stated that she had no other requests for changes to the plan. Art and Julie, the two other trustees voting NO on the current long range plan, stated that the changes requested by Joan would satisfy them as well. Joan then discussed her list in some detail, and there was a discussion of children’s programs at the library by Arlene.

 

New Business:

 

Patio Gate Alarm:

Joan explained the difficulties with this alarm malfunctioning occasionally and a possible expense involved in repairing it.

 

Appointment of Library Representatives:

Joan appointed the following trustees to the following positions:

            Dan – Audit/Budget

            Art – Building/Grounds and Personnel

            Julie – By-Laws

            Bob – Community Relations and Donations/Gifts

            Bill – Long Range Plan

            Joan - Policy

 

Prevailing Wage:

Arlene explained this routine, required annual adoption of an ordinance concerning prevailing wages.

 

Motion: To adopt the prevailing wage ordinance 11-07-01. Motion by Julie, 2nd by Dan. Roll Call Vote: Bergman – Yes, Herkes – Yes, Roth – Yes, Wilson – Yes, Morrical – Yes, Durrenberger – Yes. Motion carried.

 

Special Reserve Fund:

Arlene explained this routine, required annual adoption of an ordinance concerning the special reserve fund.

 

Motion: To adopt the special reserve fund ordinance 11-07-02. Motion by Julie, 2nd by Bob. Roll Call Vote: Bergman – Yes, Herkes – Yes, Roth – Yes, Wilson – Yes, Morrical – Yes, Durrenberger – Yes. Motion carried.

 

Ethics Ordinance:

Arlene explained this routine, required annual adoption of an ethics ordinance.

 

Motion: To adopt the ethics ordinance 11-07-03. Motion by Bill, 2nd by Bob. Roll Call Vote: Bergman – Yes, Herkes – Yes, Roth – Yes, Wilson – Yes, Morrical – Yes, Durrenberger – Yes. Motion carried.

 

Review/Correction of June 9, 2011, Minutes:

There were no changes to any of the minutes.

 

Motion: To approve the minutes of the June 9, 2011, open session and both June 9, 2011, closed sessions. Motion by Bill, 2nd by Dan. Roll Call Vote: Bergman – Yes, Herkes – Yes, Roth – Yes, Wilson – Yes, Morrical – Yes, Durrenberger – Yes. Motion carried.

 

Arlene raised a point concerning the release of the minutes of the two June 9, 2011, closed sessions. Attorney Bob Kay confirmed that the board’s approval of these closed session minutes without a mention of releasing the minutes requires these minutes to remain unreleased and confidential at this time. He also reminded the board that it is required by law to review closed session minutes every six months to determine if the minutes should be made public – or continue to be unreleased and confidential.

 

Review/Correction of July 14, 2011, Minutes:

There were no changes to the open session minutes. The minutes for the closed session will be reviewed at the August 11, 2011, board meeting.

 

Motion: To approve the minutes of the July 14, 2011, open session. Motion by Bob, 2nd by Julie. Roll Call Vote: Bergman – Yes, Herkes – Yes, Roth – Yes, Wilson – Yes, Morrical – Yes, Durrenberger – Yes. Motion carried.

 

Gifts to Accept:

Arlene reported that there were no gifts.

 

Director’s Report on Sugar Grove TIF District:

Arlene reported that she attended the most recent meeting, the purpose of which was to determine if the proposed district met the requirements of law. Arlene felt that it did, so she voted “Yes” to go forward.

 

Agenda Items for August 11, 2011, meeting:

Long range plan; July 14, 2011, closed session minutes; library report; financial report; search firm presentations.

 

Motion: To go into recess to sign the three ordinances that were approved at tonight’s meeting. Motion by Joan, 2nd by Bill. Unanimous voice vote. Motion carried.

 

The board president and secretary then signed several documents.

 

 

Motion: To go into closed session to discuss (i) the termination of the employment of Beverly Hughes and matters related to that termination and (ii) the July 14, 2011, closed session minutes. Motion by Bill, 2nd by Dan. 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 large meeting room to go to the board room. The board went into closed session.]

 

The six trustees and Bob Kay then returned to the large meeting room.

 

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

 

Motion: To adjourn. Motion by Bob, 2nd by Julie.  Roll Call Vote: Durrenberger - Yes, Herkes - Yes, Bergman - Yes, Morrical - Yes, Roth – Yes, Wilson - Yes. Motion carried.

 

 

Meeting adjourned.

 

These minutes are submitted by Bill Durrenberger, board Secretary.

 
Special Board Meeting - August 17, 2011 Print
Library Board

NOTICE IS HEREBY GIVEN that the Board of Trustees of the Sugar Grove Public Library will hold a SPECIAL meeting at 125 Municipal Drive, Sugar Grove, Illinois, on Wednesday, August 17, 2011, at the hour of 7:00 p.m.  The following is the agenda for this this meeting.

Call to order/Roll call and introduction of trustees

Public Comment

New Business:

Personnel: Interim Director Replacement: Discussion/Action

By Laws: Trustee Attendance: Discussion/Action

Adjourn

 
Agenda for August 11, 2011, Board Meeting 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, August 11, 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.

Review/correction of minutes from the July 28, 2011 board meeting.

Approve minutes of July 14, 2011, executive session, if no changes are required; otherwise, discussion in executive session.

Approve minutes of July 28, 2011, executive session, if no changes are required; otherwise, discussion in executive session.

Correspondence

Financial Report

Library Report

Update on e-books

Website Report

Library System Report

Committee Reports

 

OLD BUSINESS

Audit

            - Discussion/Action

Budget Process for 2011-2012

            - Discussion/Action

Long Range Plan

            - Discussion/Action

Vacancy on Board

            - Discussion/Action

 

NEW BUSINESS

Director’s IPLAR Report

            - Discussion/Action

Gifts to Accept

            - Discussion/Action

Secretary’s Audit

            - Discussion/Action

Amend By-Laws to Require Only One Board Meeting Monthly

            - Discussion/Action

Executive session, if applicable

Agenda Items for August 25, 2011, Board of Trustees meeting

Adjourn

 
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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