Find minutes from the Huntley Area Public Library Board of Trustees meetings listed here.
The Board of Trustees of the Huntley Area Public Library District met at the library on May 15, 2013. President Jan Schadt called the meeting to order at 7:01 p.m. Also present were Ann Christiansen, Judith Klein, Leslie Threadgill-Smith, Patrick McDonald, Director, and Loralei Getty, Business Manager. Rusty Ayers, Mitch Baker and Kathleen Pilat were absent.
Visitors: Beverly Cannalte, Board Member-Elect. Virginia Maravilla, Board Member-Elect.
Public Comment: No public comment.
Secretary’s Report: The board reviewed the April 30, 2013 Policy Committee Meeting Report and the May 9, 2013 Finance Committee Meeting Report.
Christiansen motioned, Threadgill-Smith seconded to approve the April 24, 2013 Regular Board Meeting Minutes. All Ayes. No Nays. Motion approved.
Financial Reports and Checks: Christiansen motioned, Threadgill-Smith seconded to approve the Treasurer’s Report and checks as submitted for April. Roll call votes were: 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: Congratulations to Loralei Getty who has been promoted from the library’s Business Office Coordinator to Business Manager. In the new role, Getty will take a more active role in the appropriations, levy, budget and library insurance processes. The orientation sessions for the newly-elected Board Members will be on May 21st and May 28th at 6:30 p.m.
Facilities/Operations: The library is testing a model of a tablet computer for use in facilitating the electronic distribution of Board Meeting packets. Kane and McHenry Counties are targeting the last week of May for the first distribution of Tax Year 2012 property taxes. Jonathan Ciupka apologized in-person to the Library Director for his participation in an incident that occurred on February 5th in which fireworks were lit and exploded inside the library building. The second self-check machine is operational and available for public use. Members of LIMRiCC, the library’s health insurance group, voted to accept a 7.22% increase in medical premiums effective July 1, 2013, and to hold those rates for 18 months. Proposed changes to the Bylaws for the Board of Library Trustees of the Huntley Area Public Library District Board as contained in draft Resolution 2013-4, have been distributed to Board Members in advance of a potential future vote.
Community/Fundraising: No additional oral comments.
Circulation/Program Usage: No additional oral comments.
RAILS Library System Report: Recently, RAILS and the Illinois Heartland Library System submitted a joint grant proposal for an eBook project to the Illinois State Library.
Committee Reports:
Board Policy: Met on April 30th to review policy. The Board Policy Committee will meet jointly with the Finance Committee on June 5th at 2 p.m.
Finance: Met on May 9th to review the first draft of the working budget for fiscal year 2013/2014.
Friends’ Liaison: Reported by Threadgill-Smith. The next book sales will be held on June 1-2 and August 3-4. No book sale will be held during July. The next monthly general meeting will be on May 17th. The general meeting on June 21st will be held at Tom’s Farm Market in Huntley. The Friends Breakfast Fundraiser, “Saving America’s Scenic Wonders”, raised $4,200. On April 27th, the Friends gave away 44 bags during the recycling project in honor of Earth Day and Arbor Day. The Friends will be donating 2,500 reading folders to the library’s Summer Reading Program as well as sponsoring the program.
Resolution 2013-2 – Resolution of Appreciation honoring Judy Klein for her service to the Huntley Area Public Library District as a Library Board Member: Christiansen motioned, Schadt seconded to approve Resolution 2013-2 as presented. Three Ayes. No Nays. One Abstain. Motion approved.
Resolution 2013-3 – Resolution of Appreciation honoring Leslie Threadgill-Smith for her service to the Huntley Area Public Library District as a Library Board Member: Christiansen motioned, Klein seconded to approve Resolution 2013-3 as presented. Three Ayes. No Nays. One Abstain. Motion approved.
Consideration of bids for Live & Learn Grant Project to Replace Library Carpeting: Christiansen motioned, Threadgill-Smith seconded to approve Johnson Floor Co. in Carpet Style 2 (Option 2) at $55,975. Roll call votes were: Christiansen-Aye, Klein-Aye, Schadt-Aye and Threadgill-Smith-Aye. All Ayes. No Nays. Motion approved.
Benefits Policy: The Board reviewed the proposed updates to this policy in advance of a potential future vote.
Patron-Generated Online Content Policy: The Board reviewed the proposed updates to this policy in advance of a potential future vote.
Social Media Use Policy: The Board reviewed the proposed updates to this policy in advance of a potential future vote.
Telecommuting Policy: The Board reviewed the proposed updates to this policy in advance of a potential future vote.
Personal Presentation of Employees Policy: The Board reviewed the proposed updates to this policy in advance of a potential future vote.
Draft of Working Budget for Fiscal Year 2013-2014: The Board reviewed the proposed working budget in advance of a potential future vote.
Appointment Policy: The Board reviewed the proposed updates to this policy in advance of a potential future vote.
Executive Session: No executive session.
Items from Executive Session for Action: None.
Board Discussion: No discussion.
Adjourn: Klein motioned, Christiansen seconded to adjourn the meeting at 8:04 p.m. All Ayes. No Nays. Motion approved.
Respectfully Submitted,
Ann Christiansen, Secretary
Huntley Area Public Library District
Board of Trustees Minutes for Regular Meeting
April 24, 2013
The Board of Trustees of the Huntley Area Public Library District met at the library on April 24, 2013. President Jan Schadt called the meeting to order at 7:00 p.m. Also present were Rusty Ayers, Mitch Baker, Ann Christiansen, Judith Klein, Kathleen Pilat, Leslie Threadgill-Smith, Patrick McDonald, Director, and Loralei Getty, Business Office Coordinator.
Visitors: Beverly Cannalte, Board Member-Elect. Virginia Maravilla, Board Member-Elect.
Public Comment: No public comment.
Secretary’s Report: Christiansen motioned, Klein seconded to approve the March 20, 2013 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 March. Roll call votes were: Ayers-Aye, Baker-Aye, Christiansen-Aye, Klein-Aye, Pilat-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: Three staff members recently celebrated their 10 year employment anniversaries with the library. The Staff Appreciation Committee is hosting a celebration of those milestones at 11 a.m. on April 25th in the staff break room.
Facilities/Operations: To increase savings, more efficiently use staff time and to be more environmentally-friendly, Board Meeting packets will soon be distributed to Board Members electronically. Toward that end tablets will be purchased for each Board Member. The library has received notice that it has been awarded a FY2013 Illinois Public Library Per Capita Grant in the amount of $40,101.99. The funds from the grant have not yet been received from the State of Illinois.
Community/Fundraising: To thank them for all they do for the community and the library, the library hosted an Open House this afternoon to thank the library’s fantastic Friends and volunteers. The library’s booth at the Spring, Sun City Expo was successful, with 23 new library cards being issued.
Circulation/Program Usage: No additional oral comments.
RAILS Library System Report: No additional oral comments.
Committee Reports:
Board Policy: Will meet on April 30th at 4 p.m. to review policy.
Finance: Will meet on May 9th at 11 a.m. to review the first draft of the working budget for fiscal year 2013/2014.
Friends’ Liaison: Reported by Threadgill-Smith. The book sale held on April 6-7 raised $732 plus $550 from the sale of old library computers. The next book sale will be held on June 1-2. Culver’s Fundraising Night raised $612. The next monthly general meeting will be on May 17th. The Friends Breakfast Fundraiser – Saving America’s Scenic Wonders has sold 107 tickets to date. On April 27th, the Friends will be assisting with recycling in honor of Earth Day and Arbor Day. The Sun City Book Club donated $500 to the Friends. On April 16th, the Friends purchased lunch for the library staff in honor of National Library Workers Day.
Annual Certification with the State of Illinois: The online process has been completed and the library has certified with the State of Illinois.
Purchase of Check-Out Machines: Pilat motioned, Ayers seconded to approve the purchase of 2 additional self-check machines in Fiscal Year 2012/2013. Roll call votes were: Ayers-Aye, Baker-Aye,
Christiansen-Aye, Klein-Aye, Pilat-Aye, Schadt-Aye and Threadgill-Smith-Aye. All Ayes. No Nays. Motion approved.
Resolution 2013-1: Ayers motioned, Pilat seconded to approve Resolution 2013-I, Draft IIa as presented. Roll call votes were: Ayers-Aye, Baker-Aye, Christiansen-Aye, Klein-Aye, Pilat-Aye, Schadt-Aye and Threadgill-Smith-Aye. All Ayes. No Nays. Motion approved.
Library Card Policy: Ayers motioned, Pilat seconded to approve the Library Card policy as presented. All Ayes. No Nays. Motion approved.
Appointment Policy: The Board reviewed the proposed updates to this policy in advance of a potential future vote.
Executive Session: No executive session.
Items from Executive Session for Action: None.
Board Discussion: No discussion.
Adjourn: Klein motioned, Christiansen seconded to adjourn the meeting at 7:55 p.m. All Ayes. No Nays. Motion approved.
Respectfully Submitted,
Ann Christiansen, Secretary
Huntley Area Public Library District
Board of Trustees Minutes for Regular Meeting
March 20, 2013
The Board of Trustees of the Huntley Area Public Library District met at the library on March 20, 2013. President Jan Schadt called the meeting to order at 7:00 p.m. Also present were Rusty Ayers, Mitch Baker, Ann Christiansen, Judith Klein, Patrick McDonald, Director, and Loralei Getty, Business Office Coordinator. Leslie Threadgill-Smith entered the meeting at 7:02 p.m. Kathleen Pilat entered the meeting at 7:15 p.m.
Visitors: Debbie Bakazan, resident. David Bakazan, resident. Jay Darlington, resident. Drew Darlington, resident.
Threadgill-Smith entered the meeting at 7:02 p.m.
Public Comment: David Bakazan and Drew Darlington apologized for participating in an incident that occurred on February 5th in which fireworks were lit and exploded inside the library building. Jay Darlington spoke in support of his son, Drew Darlington.
Consideration of Extensions of the Suspensions of Library Privileges of Patrons Violating the Library’s Patron Behavior Policy: Klein motioned, Threadgill-Smith seconded to extend the suspension of the library privileges of David Bakazan, Drew Darlington and Jonathan Ciupka for a total of 6 months from their respective suspension start dates for their involvement in the incident in which fireworks were lit and exploded inside the library building. Furthermore, the reinstatement of the library privileges of each is contingent on apologizing in person to the Library Board or McDonald. Roll call votes were: Ayers-Aye, Baker-Aye, Christiansen-Aye, Klein-Aye, Schadt-Aye and Threadgill-Smith-Aye. All Ayes. No Nays. Motion approved.
Debbie Bakazan, David Bakazan, Jay Darlington and Drew Darlington left the meeting at 7:07 p.m.
Secretary’s Report: The Board reviewed the March 6, 2013 Policy Committee Meeting Report.
Christiansen motioned, Threadgill-Smith seconded to approve the February 20, 2013 Regular Board Meeting Minutes. Five Ayes. No Nays. One Abstain. Motion approved.
Financial Reports and Checks: Christiansen motioned, Klein seconded to approve the Treasurer’s Report and checks as submitted for February. Roll call votes were: Ayers-Aye, Baker-Aye, Christiansen-Aye, Klein-Aye, Schadt-Aye and Threadgill-Smith-Aye. All Ayes. No Nays. Motion approved.
Semi-Annual Treasurer’s Report: Threadgill-Smith motioned, Ayers seconded to approve the Semi-Annual Treasurer’s Report for July 2012-December 2012 as presented. Roll call votes were: Ayers-Aye, Baker-Aye, Christiansen-Aye, Klein-Aye, Schadt-Aye and Threadgill-Smith-Aye. All Ayes. No Nays. Motion approved.
Monthly Income/Expense Report (Discussion): The Board inquired as to McDonald’s estimate of the percent expenditure of the 2012-2013 Maintenance-Grounds budget for snow removal. With the last season snows, McDonald estimated the budget for snow removal for the season had been expended at close to 100%.
Pilat entered the meeting at 7:15 p.m.
Librarian’s Report: Presented by McDonald.
McDonald read a thank you letter from the library to President Jan Schadt for her donation to the library of the handmade wooden clock she purchased during the Friends’ Foundation’s recent “Think Outside the Box” fundraiser.
Personnel: No additional oral comments.
Facilities/Operations: The library is receiving an eRate discount on its telephone service and is using some of those savings to add a caller ID feature to the phone system. The library’s app provider, Boopsie, offered to end the app service and provide a refund as a result of the issues the library has been experiencing with the functionality of the book check feature on their app. The library is exploring the offer. The project to replace a major portion of the library’s carpeting, funded in part through a Live & Learn Grant, has been scheduled to take place following the end of Summer Reading. Sergio Ramos, Head of Maintenance, has consolidated the inspection of the library’s emergency equipment with one company resulting in a savings of approximately $240 per year.
Community/Fundraising: The library issued 29 new library cards at the 2013 Spring Consumer Showcase at Sun City Huntley. The library has received its grant copies of Moneyball by Michael Lewis in conjunction with the World Book Night Grant. Per grant requirements, the books will be given away on April 23rd. Schadt, Christiansen and McDonald attended the annual ILA legislative breakfast on February 18th.
Circulation/Program Usage: In response to a patron request at the February Board Meeting, the library reviewed a number of aspects of its Circulation policy and practice. Following the review and survey of area public library practices, no changes were made to Circulation practice or are being suggested for policy. Circulation totals are still up for the fiscal year, but relative to February 2012 (which had one more day in the month), the monthly total is less than last year.
RAILS Library System Report: The Illinois State Library has requested a two-year grant proposal for an e-book project to expand eBook access for patrons of both the RAILS and Illinois Heartland Library Systems’ patrons. The RAILS Wheeling property was sold and RAILS is scheduled to close on the sale in early April.
Committee Reports:
Board Policy: Will meet on April 30th at 4 p.m. to review policy.
Finance: Will meet on April 25th at 1 p.m. to review the first draft of the working budget for fiscal year 2013/2014.
Friends’ Liaison: Reported by Threadgill-Smith. The February book sale raised $667. The “Think Outside the Box”/“Boxes as Original Works of Art” raised $800. The Friends received a $2,500 grant from America’s Farmers Grow Communities Association. The next book sale will be held on April 6-7. Culver’s Fundraising Night is scheduled for April 9th from 4-8 p.m. The Board Meeting will be on April 11th. On April 16th, the Friends will purchase lunch for the library staff in honor of National Library Workers Day. The next monthly general meeting will be on April 19th.
Staff Development Policy: Klein motioned, Christiansen seconded to approve the Staff Development policy as presented. All Ayes. No Nays. Motion approved.
Computer Security and Telecommunications Policy: Klein motioned, Christiansen seconded approve the Computer Security and Telecommunications policy as presented. All Ayes. No Nays. Motion approved.
Threadgill-Smith left the meeting at 8:30 p.m.
Discipline Policy: Klein motioned, Christiansen seconded approve the Discipline policy as presented. Four Ayes. One Nay. One Abstain. Motion approved.
Sick Leave Policy: Christiansen motioned, Klein seconded to approve the Sick Leave policy as revised. All Ayes. No Nays. Motion approved.
Pay, Work Week and Breaks Policy: Klein motioned, Christiansen seconded to approve the Pay, Work Week and Breaks policy as presented. All Ayes. No Nays. Motion approved.
Overtime and Compensatory and Extra Time Policy: Klein motioned, Christiansen seconded to approve the Overtime and Compensatory and Extra Time policy as revised. All Ayes. No Nays. Motion approved.
Attendance Policy: Klein motioned, Christiansen seconded to approve the Attendance policy as revised. All Ayes. No Nays. Motion approved.
Application for FY 2014 State of Illinois Public Library Construction Grant: Pilat motioned, Baker seconded to approve the application for the FY 2014 State of Illinois Public Library Construction Grant. All Ayes. No Nays. Motion approved.
Executive Session: No executive session.
Items from Executive Session for Action: None.
Board Discussion: Library contact information will be forwarded to Car-Dun-Al Obedience Dog Training Club in advance of exploring whether library grounds might be utilized for the purpose of training search-and-rescue animals.
Adjourn: Klein motioned, Christiansen seconded to adjourn the meeting at 9:18 p.m. All Ayes. No Nays. Motion approved.
Respectfully Submitted,
Ann Christiansen, Secretary
Huntley Area Public Library District
Board of Trustees Minutes for Regular Meeting
February 20, 2013
The Board of Trustees of the Huntley Area Public Library District met at the library on February 20, 2013. President Jan Schadt called the meeting to order at 7:00 p.m. Also present were Ann Christiansen, Kathleen Pilat, Leslie Threadgill-Smith, Patrick McDonald, Director, and Loralei Getty, Business Office Coordinator. Rusty Ayers entered the meeting at 7:05 p.m. Mitch Baker and Judith Klein were absent.
Visitors: Jeanne Adu-Brako and Sergio Ramos, Head of Maintenance.
Public Comment: Ms. Adu-Brako presented her recommendations for updating the library’s current Check-Out Policy and distributed a copy of the Marion County Libraries “Food for Fines” campaign for consideration by the Board.
Ayers entered the meeting at 7:05 p.m.
Secretary’s Report: Christiansen motioned, Pilat seconded to approve the January 16, 2013 Regular Board Meeting Minutes. All Ayes. No Nays. Motion approved.
Threadgill-Smith motioned, Christiansen seconded to approve the January 27, 2013 Special Board Meeting Minutes as revised. Four Ayes. One Abstain. No Nays. Motion approved.
Financial Reports and Checks: Threadgill-Smith motioned, Christiansen seconded to approve the Treasurer’s Report and checks as submitted for January. Roll call votes were: Ayers-Aye, Christiansen-Aye, Pilat-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: No additional oral comments.
Facilities/Operations: To help make check signing more efficient, an option to purchase signature stamps for the Board members was presented. The Board came to the decision to continue to personally sign the checks prior to the regular monthly board meetings. An incident that occurred on February 5th where two teenage boys came into the library, set off fireworks and then ran out of the building was discussed. Getty has a standard operating procedure manual for the Business Office Coordinator position. The library is working with Boopsie to get the book check feature to work more consistently.
Community/Fundraising: No additional oral comments.
Circulation/Program Usage: No additional oral comments.
RAILS Library System Report: McDonald attended a meet and greet with RAILS Executive Director Dee Brennan where Ms. Brennan listened to participant’s thoughts and concerns.
Committee Reports:
Board Policy: No report.
Finance: No report.
Friends’ Liaison: Reported by Threadgill-Smith. The “Boxes as Original Works of Art” will be on display at the library throughout the month of February. The next monthly general meeting will be on March 15, 2013. The deadline to purchase tickets for the Friends Breakfast Fundraiser is April 24th.
Consideration of Bids for Live & Learn Grant Project to Replace Library Carpeting: Nine contractors picked up the bid packet for the Live & Learn Grant carpet project with one of the nine contractors considering submitting a bid for this project. The concerns of the 9 contractors centered on the prevailing wage, bond and insurance requirements. Ayers motioned, Christiansen seconded to reject any received bids for the Live & Learn Grant carpet project. All Ayes. No Nays. Motion approved.
Request for Proposals for Live & Learn Grant Carpet Replacement Project Information: Ayers motioned, Christiansen seconded to re-open a second round of bidding for the Live & Learn Grant carpet project. All Ayes. No Nays. Motion approved.
Check-Out Area Work and Additional Check-Out Machines: A vote was postponed.
Application for FY 2014 State of Illinois Public Library Construction Grant: Pilat motioned, Ayers seconded to proceed with the application for the FY 2014 State of Illinois Public Library Construction Grant at no cost to the library. All Ayes. No Nays. Motion approved.
Draft Update of Library Directors Goals: McDonald discussed the revisions to the draft of the Library Director’s proposed goals for the period December 2012 through November 2013.
Emergency Library Building Closings Policy: Pilat motioned, Ayers seconded to approve the Emergency Library Building Closings policy as presented. All Ayes. No Nays. Motion approved.
Sick Leave Policy: A vote has been postponed until the March 20, 2013 Regular Board Meeting.
Pay, Work Week and Breaks Policy: Discussion has been postponed until the March 20, 2013 Regular Board Meeting.
Overtime and Compensatory and Extra Time Policy: Discussion has been postponed until the March 20, 2013 Regular Board Meeting.
Attendance Policy: Discussion has been postponed until the March 20, 2013 Regular Board Meeting.
Executive Session: No executive session.
Ramos left the meeting at 8:28 p.m.
Items from Executive Session for Action: None.
Board Discussion: April’s Regular Board Meeting has been tentatively rescheduled for April 24, 2013. The submission requirements of the Semi-Annual Treasurer’s Report will be verified since this item was omitted for a vote from the February 20, 2013 Regular Board Meeting agenda.
Adjourn: Christiansen motioned, Threadgill-Smith seconded to adjourn the meeting at 8:32 p.m. All Ayes. No Nays. Motion approved.
Respectfully Submitted,
Ann Christiansen, Secretary
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.
Committee Reports:
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.
Respectfully Submitted,
Ann Christiansen, Secretary
Huntley Area Public Library District
Board of Trustees Minutes for Regular Meeting
December 12, 2012
Revised
The Board of Trustees of the Huntley Area Public Library District met at the library on December 12, 2012. President Jan Schadt called the meeting to order at 7:05 p.m. Also present were Mitch Baker, Ann Christiansen, Judith Klein, Kathleen Pilat, Leslie Threadgill-Smith, Patrick McDonald, Director, and Loralei Getty, Business Office Coordinator. Rusty Ayers was absent.
Visitors: Marilyn Riordan, Head of Circulation. Sergio Ramos, Head of Maintenance.
Public Comment: No public comment.
Secretary’s Report: Christiansen motioned, Threadgill-Smith seconded to approve the November 14, 2012 Regular Board Meeting Minutes. Three Ayes. No Nays. One Abstain. Motion approved.
Christiansen motioned, Klein seconded to approve the November 14, 2012 Executive Session Meeting Minutes. All Ayes. No Nays. Motion approved.
Christiansen motioned, Schadt seconded to approve the November 21, 2012 Executive Session of the Policy Committee Meeting Minutes. Two Ayes. No Nays. Two Abstains. Motion approved.
Baker and Ramos entered the meeting at 7:08 p.m.
Financial Reports and Checks: Christiansen motioned, Threadgill-Smith seconded to approve the Treasurer’s Report and checks as submitted for November. Roll call votes were: Baker-Aye, Christiansen-Aye, Klein-Aye, Schadt-Aye and Threadgill-Smith-Aye. All Ayes. No Nays. Motion approved.
Carpet Project Update & Proposed Circulation Area Work: Ramos and Riordan presented an update on the carpet project and proposed circulation area work. The Board approved securing estimates and bringing these estimates to a future Board Meeting for a vote.
Riordan left the meeting at 8:01 p.m.
Repair of Drywall and Painting of Hallway and Public Bathrooms: Baker motioned, Christiansen seconded to approve Nicsar Painters Contractors Inc. at a cost not to exceed $4,589.00. Roll call votes were: Baker-Aye, Christiansen-Aye, Klein-Aye, Pilat-Aye, Schadt-Aye and Threadgill-Smith-Aye. All Ayes. No Nays. Motion approved.
Ramos left the meeting at 8:08 p.m. Pilat entered the meeting at 7:17 p.m.
Monthly Income/Expense Report (Discussion): No discussion.
Librarian’s Report: Presented by McDonald.
Personnel: No additional oral comments.
Facilities/Operations: New library cards and key-chain library cards have been received. Doug Cataldo saved the library $3,200 on the order by finding an alternate vendor. The library is in the process of securing sufficient insurance from our landscape and snow removal contractor. The installation of heat tape on the roof has begun. Upon further inspection of the roof, it was learned that additional tape would be needed and has been ordered.
Community/Fundraising: The Holiday Open House was a success with 511 people in attendance.
Circulation/Program Usage: No additional oral comments.
RAILS Library System Report: No additional oral comments.
Committee Reports:
Board Policy: No meetings and no reports.
Finance: No meetings and no reports.
Friends’ Liaison: Reported by Threadgill-Smith. The Holiday Baskets will be on display until December 18 and to date the baskets have raised $400. The Friends will not hold a December meeting. The Christmas on the Square Book Sale raised $652. The Friends’ Members Holiday Luncheon will be on December 14 from 11:30 a.m. to 1 p.m. at the Boulder Ridge Country Club. An end of the year donation request letter has been distributed, and to date, the request has raised over $900. The Friends Foundation recently received notice of a $5,000 grant for 2013 Reading Programs as well as a $2,500 grant from Monsanto.
Resolution 2012-7: Pilat motioned, Baker seconded to approve Ordinance 2012-7: Authorizing a Bank Account Be Opened To Hold FY2012 Live & Learn Construction Grant Funds Awarded to the Library by the State of Illinois as presented. Roll call votes were: Baker-Aye, Christiansen-Aye, Klein-Aye, Pilat-Aye, Schadt-Aye and Threadgill-Smith-Aye. All Ayes. No Nays. Motion approved.
Regular Board Meeting Dates for 2013: Pilat motioned, Christiansen seconded to approve the Proposed 2013 Board Meeting Dates as presented. All Ayes. No Nays. Motion approved.
New Open Meetings Act Agenda Requirements for 2013: The Board discussed the new Open Meetings Act agenda requirements for 2013.
Normalizing District Boundaries and Bringing Service to Unserved Area: The Board discussed investigating normalizing district boundaries by municipality and bringing service to the remaining unserved area south of the Library District. The Board asked McDonald to investigate both options, with normalizing boundaries as the priority.
Personal Time Policy: The Board reviewed the proposed updates to this policy in advance of a potential future vote.
Staff Development Policy: The Board reviewed the proposed updates to this policy in advance of a potential future vote.
Family and Medical Leave Policy: Pilat motioned, Christiansen seconded to approve the Family and Medical Leave policy as presented. All Ayes. No Nays. Motion approved.
Complaint Policy: Threadgill-Smith motioned, Christiansen seconded to approve the Complaint policy as presented. All Ayes. No Nays. Motion approved.
Sexual and Other Forms of Harassment Policy: Klein motioned, Threadgill-Smith seconded to approve the Sexual and Other Forms of Harassment policy as presented. All Ayes. No Nays. Motion approved.
Unpaid Personal Leave Policy: Christiansen motioned, Pilat seconded to approve the Unpaid Personal Leave policy as presented. All Ayes. No Nays. Motion approved.
Holidays Policy: Christiansen motioned, Klein seconded to approve the Holidays policy as presented. All Ayes. No Nays. Motion approved.
No Solicitation/Distribution Policy: Threadgill-Smith motioned, Klein seconded to approve the No Solicitation/Distribution policy as presented. All Ayes. No Nays. Motion approved.
Executive Meeting: No executive session.
Other Items from Executive Session for Action: None.
Board Discussion: A Board retreat has been scheduled for January 27, 2013 at 8:30 a.m.
Adjourn: Klein motioned, Christiansen seconded to adjourn the meeting at 8:43 p.m. All Ayes. No Nays. Motion approved.
Respectfully Submitted,
Ann Christiansen, Secretary
Huntley Area Public Library District
Board of Trustees Minutes for Levy Hearing and Regular Meeting
November 14, 2012
The Board of Trustees of the Huntley Area Public Library District met at the library on November 14, 2012. President Jan Schadt called the Levy Hearing to order at 6:49 p.m. Also present were Rusty Ayers, Ann Christiansen, Kathleen Pilat, Leslie Threadgill-Smith, Patrick McDonald, Director, and Loralei Getty, Business Office Coordinator. Judith Klein and Mitch Baker were absent.
Visitors: No visitors.
Public Comment: No public comment.
Levy Hearing Adjournment: Since there were no members of the public present, the hearing was closed. Pilat motioned, Christiansen seconded to adjourn the Levy Hearing at 6:59 p.m. All Ayes. No Nays. Motion approved.
President Schadt convened the Regular Meeting at 7:00 p.m. Also present were Rusty Ayers, Ann Christiansen, Kathleen Pilat, Leslie Threadgill-Smith, Patrick McDonald, Director, and Loralei Getty, Business Office Coordinator. Judith Klein participated by telephone. Mitch Baker was absent.
Visitors: No visitors.
Public Comment: No public comment.
Secretary’s Report: Christiansen motioned, Threadgill-Smith seconded to approve the October 17, 2012 Regular Board Meeting Minutes. Three Ayes. No Nays. Three Abstains. Motion approved.
The draft October 29, 2012 Special Board Meeting Minutes were amended to correctly reflect that Rusty Ayers was in attendance. Pilat motioned, Ayers seconded to approve the October 29, 2012 Special Board Meeting Minutes as amended. Five Ayes. No Nays. One Abstain. Motion approved.
Financial Reports and Checks: Christiansen motioned, Pilat seconded to approve the Treasurer’s Report and checks as submitted for October. Roll call votes were: Ayers-Aye, Christiansen-Aye, Klein-Aye, Pilat-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: No additional oral comments.
Facilities/Operations: The staff was very appreciative of the recent updates to the “Vacation Benefits” policy and the “Job Classifications and Salary Ranges 2012-2013” policy. Patron feedback in relation to simplified access to the Internet via the library’s wi-fi network effective October 26, 2012 has been positive. Pre-winter parking lot crack-filling has been completed.
Community/Fundraising: The 2012 Sun City Expo was a success with approximately 300 people visiting the library’s booth and 20 new library cards being issued. The IPLAR grant application has been submitted. The Village of Huntley will hold a public hearing on December 6, 2012 regarding the proposed downtown area, tax increment financing (or TIF) district.
Circulation/Program Usage: The Orion Samuelson presentation and book signing was a success with approximately 200 people attending. Check-outs in October were up 10.7% relative to October 2011. Adult Programs, Teen Programs and Children’s Programs also showed increases in attendance relative to October 2011. A new attendance counter was installed in October to replace the counter which had stopped functioning.
RAILS Library System Report: RAILS has selected a permanent Director. Deirdre Brennan will begin at RAILS on January 2, 2013.
Committee Reports:
Board Policy: No report.
Finance: No report.
Friends’ Liaison: Reported by Threadgill-Smith. The MiniLinks@thelibrary event raised $1,150. The Holiday Baskets will be on display at the library from November 16 through December 18. The next monthly general meeting will be on November 16. No December meeting. The Christmas on the Square Book Sale will be on December 1 from Noon to 5 p.m. The Annual Holiday Open House will take place on December 7. The Friends Foundation members Holiday Luncheon will be on December 14 from 11:30 a.m. to 1 p.m. at the Boulder Ridge Country Club. The Friends are looking for artists to create boxes for an upcoming fundraiser.
Adoption of Levy Ordinance: A typo was corrected and an update of the draft Ordinance 2012-9 was distributed at the meeting. Pilat motioned, Klein seconded to approve Ordinance 2012-9: An Ordinance Providing for the Levying and Assessment of Taxes by 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: Ayers-Aye, Christiansen-Aye, Klein-Aye, Pilat-Aye, Schadt-Aye and Threadgill-Smith-Aye. All Ayes. No Nays. Motion approved.
Family and Medical Leave Policy: A vote on this policy was postponed.
Complaint Policy: A vote on this policy was postponed.
Sexual and Other Forms of Harassment Policy: A vote on this policy was postponed.
Unpaid Personal Leave Policy: A vote on this policy was postponed.
Holidays Policy: A vote on this policy was postponed.
Executive Meeting: Ayers motioned, and Christiansen seconded for the Library Board to convene in an Executive Session at 7:30 p.m. under the exception of the Open Meetings Act ILCS Chapter 5, Act 120, Section 120/2. Roll call votes were: Ayers-Aye, Christiansen-Aye, Klein-Aye, Pilat-Aye, Schadt-Aye, and Threadgill-Smith-Aye. All Ayes. No Nays. Motion approved.
The board came out of the Executive Meeting at 8:10 PM.
Compensation of Library Director: Ayers motioned and Threadgill-Smith seconded to increase the Library Director’s salary 2.5% to $90,878.98 effective November 23, 2012 in connection with his annual performance review. Roll call votes were: Ayers-Aye, Christiansen-Aye, Klein-Aye, Pilat-Aye, Schadt-Aye, and Threadgill-Smith-Aye.
Other Items from Executive Session for Action: None
Board Discussion: None
Adjourn: Pilat motioned, and Christiansen seconded to adjourn the meeting at 8:13 p.m. All Ayes. No Nays. Motion approved.
Respectfully Submitted,
Ann Christiansen, Secretary
Huntley Area Public Library District
Board of Trustees Minutes for Regular Meeting
October 17, 2012
The Board of Trustees of the Huntley Area Public Library District met at the library on October 17, 2012. Vice President Judith Klein called the meeting to order at 7:05 p.m. Also present were Mitch Baker, Ann Christiansen, Leslie Threadgill-Smith, Patrick McDonald, Director, and Loralei Getty, Business Office Coordinator. Rusty Ayers, Kathleen Pilat and Jan Schadt were absent.
Visitors: Sergio Ramos, Head of Maintenance.
Public Comment: No comments.
Secretary’s Report: Christiansen motioned, Baker seconded to approve the September 18, 2012 Regular Board Meeting Minutes. All Ayes. No Nays. Motion approved.
The draft September 25, 2012 Special Board Meeting Minutes were updated to correctly reflect Judith Klein was absent and Rusty Ayers was present. Threadgill-Smith motioned, Baker seconded to approve the September 25, 2012 Special Board Meeting Minutes as amended. All Ayes. No Nays. Motion approved.
Financial Reports and Checks: Christiansen motioned, Baker seconded to approve the Treasurer’s Report and checks as submitted for September. Roll call votes were: Baker-Aye, Christiansen-Aye, Klein-Aye and Threadgill-Smith-Aye. All Ayes. No Nays. Motion approved.
Monthly Income/Expense Report (Discussion): Getty listed non-Operating Fund expenses on the September 2012 Income/Expense Report separately, as approved by the library’s auditor.
Ramos entered the meeting at 7:11 p.m.
Librarian’s Report: Presented by McDonald.
Personnel: No additional oral comments.
Facilities/Operations: In honor of his parents’ 65th wedding anniversary, Huntley resident John Stabb generously donated two trees and their planting into the dirt cut-outs outside the front entrance of the building. Parents of minor library card holders in the district were notified of the scheduled October 26, 2012 updates to the library’s wi-fi settings via an informational post card sent through the postal mail. Information regarding the updates was also posted in the library and on the library’s website. The library’s mobile app is in development.
Community/Fundraising: The Village of Huntley is holding a Joint Review Board Meeting on October 23, 2012 to discuss the proposed downtown TIF district. McDonald will represent the library as a member of the Joint Review Board.
Circulation/Program Usage: No additional oral report.
RAILS Library System Report: RAILS continues to search for a permanent Director.
Committee Reports:
Board Policy: No report.
Finance: A Finance Committee or full Board Meeting will be scheduled to review the Ordinance Providing for the Levying and Assessment of Taxes.
Friends’ Liaison: Reported by Threadgill-Smith. The Friends raised $1,800 at the Huntley Fall Fest Book Sale. Culver’s Night Out raised $443. The next Friends General Meeting is scheduled for October 19, 2012. The Friends Foundation Open House will be on October 24th from 1-2:30 p.m. MiniLinks@thelibrary will be on October 26th from 6-8 p.m. The cost of the Mini-Golf Fundraiser is $3 per golfer or $10 per family.
Select Date for Levy Hearing and Adoption: November 14, 2012 at 6:45 p.m.
No Solicitation/Distribution Policy: Baker motioned, Christiansen seconded to approve the No Solicitation/Distribution policy as presented. All Ayes. No Nays. Motion approved.
Whistleblower Policy: Christiansen motioned, Baker seconded to approve the Whistleblower policy as presented. All Ayes. No Nays. Motion approved.
Workplace Security Policy: Change “question employees and to inspect any packages…” to “question employees and to request to inspect any packages…”. Replace “as well as employees who after the inspection are believed to be any policy, will be subject to disciplinary action up to and including discharge.” with “may be subject to referral to the local police.” Baker motioned, Christiansen seconded to approve the Workplace Security policy as amended. All Ayes. No Nays. Motion approved.
1.01a Position Classification and Salary Ranges 2012-2013 Policy: Discussion postponed.
Vacation Benefits Policy: Discussion postponed. A Special Board Meeting will be scheduled.
Approval of Audit of Library Finances for FY2011-2012: Christiansen motioned, Baker seconded to approve the Audit of Library Finances for FY2011-2012. All Ayes. No Nays. Motion approved.
Executive Session: No Executive Session.
Items from Executive Session for Action: No items.
Board Discussion: No discussion.
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
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 17th. The next Friends General Meeting is scheduled for September 21, 2012. The Huntley Fall Fest Book Sale will be on September 29th and 30th. The Culver’s Fundraiser is scheduled for October 9th 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