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.
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.
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.
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.
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.
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.
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.