Regular Meeting Minutes - December 12, 2012

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