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Regular Meeting Minutes - January 16, 2013
Huntley Area Public Library District
Board of Trustees Minutes for Regular Meeting
January 16, 2013
The Board of Trustees of the Huntley Area Public Library District met at the library on January 16, 2013. President Jan Schadt called the meeting to order at 7:02 p.m. Also present were Rusty Ayers, Ann Christiansen, Judith Klein, Kathleen Pilat, Leslie Threadgill-Smith, Patrick McDonald, Director, and Loralei Getty, Business Office Coordinator. Mitch Baker was absent.
Visitors: No visitors
Public Comment: No public comment.
Secretary’s Report: Klein motioned, Christiansen seconded to approve the December 12, 2012 Regular Board Meeting Minutes. All Ayes. No Nays. Motion approved.
Christiansen motioned, Threadgill-Smith seconded to approve the Release of the Executive Session Minutes from December 14, 2011, November 14, 2012 and November 21, 2012. All Ayes. No Nays. Motion approved.
Financial Reports and Checks: Threadgill-Smith motioned, Christiansen seconded to approve the Treasurer’s Report and checks as submitted for December. Roll call votes were: Ayers-Aye, Christiansen-Aye, Klein-Aye, Schadt-Aye and Threadgill-Smith-Aye. All Ayes. No Nays. Motion approved.
Monthly Income/Expense Report (Discussion): No discussion.
Librarian’s Report: Presented by McDonald.
Personnel: To promote staff wellness and minimize missed work time due to illness, the library will investigate providing voluntary flu shots for staff, potentially funded by the Friends’ Foundation, prior to the 2013-2014 flu season.
Facilities/Operations: In January, the Huntley Village Board approved a five year extension of the Temporary Use Permit for the temporary structure currently housing the library’s Program Room, Youth Services Staff Offices and Children’s collection. The malfunctioning heating unit that caused the library’s recent, unplanned three day closure has been repaired and the insurance adjuster has been on-site. The library is expecting to receive reimbursement, minus the library’s policy deductible, from the insurance company in relation to the repairs.
Community/Fundraising: The Huntley Village Board approved ordinances relating to the establishment of the Downtown Tax Increment Financing (TIF) District in Huntley. The five candidates for the three Library Board seats to be elected on April 9, 2013, will have their responses to questions regarding their qualifications and their reasons for becoming a candidate featured in the library’s March newsletter.
Circulation/Program Usage: In December 2012, check-out of library items increased relative to December 2012. With the installation of the new attendance counter attendance counts are now more accurate. The attendance count from the new counter for December 2012, relative to the December 2011 count from the likely less accurate prior counter, shows a decrease.
RAILS Library System Report: RAILS welcomed Deirdre Brennan as the new Executive Director on January 2, 2013.
Pilat entered the meeting at 7:21 p.m.
Board Policy: No report.
Finance: No report.
Friends’ Liaison: Reported by Threadgill-Smith. The Friends Foundation raised over $50,000 last year. 2013 Membership renewals are due annually in January. The next book sale will be held February 2-3. The boxes from “Boxes as Original Works of Art” fundraiser will be on display at the library throughout the month of February. Patrons are encouraged to bid to own the boxes. The Culver’s fundraiser is scheduled for April 9 from 4-8 p.m.
Work Week and Pay Periods Policy: The Board reviewed the proposed updates to this policy in advance of a potential future vote.
Sick Leave Policy: The Board reviewed the proposed updates to this policy in advance of a potential future vote.
Awarding of the Work Supported by Live & Learn Grant to Replace Library Carpeting: Assuming the Board awards this work at a future Board Meeting, the project would be scheduled to take place from April 29, 2013 - May 5, 2013.
Snow Removal/Landscaping Services for the Library: On the advice of the library’s insurance broker, the library requested the contractor obtain additional insurance coverage. The additional insurance will create additional cost for the contractor, and the library is in discussions with the contractor regarding the apportionment of that additional cost.
Check-Out Area Work and Additional Check-Out Machines: Assuming the Board approves this work at a future Board Meeting, the project would be scheduled to take place from April 29, 2013 - May 5, 2013.
Draft Update of the Library Strategic Plan for 2013-2016: Discussion of this item will take place at the January 27, 2013 Special Board Meeting.
Draft Update of Library Directors Goals: Discussion of this item will take place at the January 27, 2013 Special Board Meeting.
Personal Time Policy: Pilat motioned, Christiansen seconded to approve the Personal Time policy as presented. All Ayes. No Nays. Motion approved.
Staff Development Policy: Pilat motioned, Christiansen seconded to approve the Staff Development policy as presented. All Ayes. No Nays. Motion approved.
Executive Meeting: No executive session.
Items from Executive Session for Action: None.
Board Discussion: A Special Board Meeting has been scheduled for January 27, 2013 at 8:30 a.m.
Adjourn: Christiansen motioned, Pilat seconded to adjourn the meeting at 8:07 p.m. All Ayes. No Nays. Motion approved.
Ann Christiansen, Secretary