Regular Meeting Minutes - September 18, 2012

Huntley Area Public Library District

Board of Trustees Minutes for Regular Meeting

September 18, 2012

The Board of Trustees of the Huntley Area Public Library District met at the library on September 18, 2012.  President Jan Schadt called the meeting to order at 6:48 p.m.  Also present were Mitch Baker, Ann Christiansen, Kathleen Pilat, Leslie Threadgill-Smith, Patrick McDonald, Director, and Loralei Getty, Business Office Coordinator.  Ayers and Klein were absent.

Budget & Appropriations Ordinance Hearing:  Since there were no members of the public present, the hearing was closed.  Pilat motioned, Christiansen seconded to adjourn the Budget & Appropriations Ordinance Hearing at 6:59 p.m.  All Ayes.  No Nays.  Motion approved.

Threadgill-Smith left the meeting at 6:56 p.m. and returned to the meeting at 7:01 p.m.

President Schadt convened the Regular Meeting at 7:00 p.m.

Visitors:  Sergio Ramos, Head of Maintenance.

Public Comment:  No comments.

Secretary’s Report:  The board reviewed the August 30, 2012 Policy Committee Meeting Report.

Christiansen motioned, Pilat seconded to approve the August 15, 2012 Regular Board Meeting Minutes.  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 August.  Roll call votes were:  Baker-Aye, Christiansen-Aye, Pilat-Abstain, Schadt-Aye and Threadgill-Smith-Aye.  Four Ayes.  No Nays.  One Abstain.  Motion approved.

Monthly Income/Expense Report (Discussion):  No discussion.

Ramos entered the meeting at 7:05 p.m.

Librarian’s Report:  Presented by McDonald.

Personnel:  The Custodian-Temporary position, which cleans the public bathrooms mid-afternoon for a second time each day Monday through Saturday, has been changed to a permanent position so that the library can maintain clean facilities with its increased use.  The update will be documented in the September Board Packet.

Facilities/Operations:  Roof repair work to the valleys, dormers and cupola has been completed.  The library completed an agreement with Affiliated Power Purchasers International (APPI) to provide the library with discounted electricity for 32 months following the expiration of the library’s current contract in July 2013.

Community/Fundraising:  No additional oral comments.

Circulation/Program Usage:  Even though attendance appears to have decreased relative to 2011 in August, the number of items checked out had still increased by 9.2% for the month.

RAILS Library System Report:  No additional oral comments.

Committee Reports:

Board Policy:  Met on August 30, 2012 to discuss and review potential revisions to library personnel policy.

Finance:  No additional oral comments.

Friends’ Liaison:  Reported by Threadgill-Smith.  The 2012 Friends Foundation Ice Cream Social took place on August 17^th.  The next Friends General Meeting is scheduled for September 21, 2012.  The Huntley Fall Fest Book Sale will be on September 29^th and 30^th.  The Culver’s Fundraiser is scheduled for October 9^th from 4-8 p.m.  The Mini-Golf Fall Fundraiser will be on October 26, 2012.

Budget & Appropriations Ordinance, Ordinance 2012-8:  Christiansen motioned, Pilat seconded to approve Ordinance 2012-8:  Ordinance Providing for Budget and Appropriations of the Huntley Area Public Library District McHenry and Kane Counties, Illinois for the Fiscal Year Beginning July 1, 2012 and Ending June 30, 2013 as presented.  Roll call votes were:  Baker-Aye, Christiansen-Aye, Pilat-Aye, Schadt-Aye and Threadgill-Smith-Aye.  All Ayes.  No Nays.  Motion approved.

Awarding of Work to Paint and Repair Exterior of Library Building:  Baker motioned, Pilat seconded to approve Nicsar Painters Contractors Inc. to paint and repair the exterior of the library building, the storage shed and trash corral at a cost not to exceed $20,000.  Roll call votes were:  Baker-Aye, Christiansen-Aye, Pilat-Aye, Schadt-Aye and Threadgill-Smith-Aye.  All Ayes.  No Nays.  Motion approved.

Awarding of Library Landscaping and Snow Removal Work:  Baker motioned, Pilat seconded to approve Lawn Care Services Sinaloa, LLC for snow removal services and landscaping and lawn care for the 2012-2014 seasons.  Roll call votes were:  Baker-Aye, Christiansen-Aye, Pilat-Aye, Schadt-Aye and Threadgill-Smith-Aye.  All Ayes.  No Nays.  Motion approved.

Ramos left the meeting at 7:40 p.m.

Special Reserve Deposit:  Baker motioned, Schadt seconded to approve transferring $22,000 from the Operating Fund to the Special Reserve Fund as budgeted for FY 2012-13.  Roll call votes were:  Baker-Aye, Christiansen-Aye, Pilat-Aye, Schadt-Aye and Threadgill-Smith-Aye.  All Ayes.  No Nays.  Motion approved.

Drug-Free Workplace Policy:  Christiansen motioned, Pilat seconded to approve the Drug-Free Workplace policy as presented.  Roll call votes were:  Baker-Aye, Christiansen-Aye, Pilat-Aye, Schadt-Aye and Threadgill-Smith-Aye.  All Ayes.  No Nays.  Motion approved.

Smoke-Free Workplace Policy:  Pilat motioned, Christiansen seconded to approve the Smoke-Free Workplace policy as presented.  Roll call votes were:  Baker-Aye, Christiansen-Aye, Pilat-Aye, Schadt-Aye and Threadgill-Smith-Aye.  All Ayes.  No Nays.  Motion approved.

Jury Duty Policy:  Christiansen motioned, Threadgill-Smith seconded to approve the Jury Duty policy as presented.  Roll call votes were:  Baker-Aye, Christiansen-Aye, Pilat-Aye, Schadt-Aye and Threadgill-Smith-Aye.  All Ayes.  No Nays.  Motion approved.

Business Use of Automobile Policy:  Christiansen motioned, Threadgill-Smith seconded to approve the replacement of the Mileage Reimbursement policy with Business Use of Automobile policy as presented.  Roll call votes were:  Baker-Aye, Christiansen-Aye, Pilat-Aye, Schadt-Aye and Threadgill-Smith-Aye.  All Ayes.  No Nays.  Motion approved.

Executive Session:  No Executive Session.

Items from Executive Session for Action:  No items.

Board Discussion:  A patron, whose library privileges were suspended in March 2012 for disruptive behavior, met with McDonald and another staff member to apologize and confirm that the disruptive behavior for which this person was suspended will cease.  Following this meeting, the patron’s library privileges were reinstated as per the guidelines set by the Board.

Adjourn:  Threadgill-Smith motioned, Christiansen seconded to adjourn the meeting at 7:56 p.m.  All Ayes.  No Nays.  Motion approved.

Respectfully Submitted,                                                           

Ann Christiansen, Secretary