Regular Meeting Minutes – December 16, 2015

Board of Trustees

of the

Huntley Area Public Library District

Minutes of the Regular Meeting

December 16, 2015

Call to Order:  A regular meeting of the Board of Trustees of the Huntley Area Public Library District was held in the Program Room at the Huntley Area Public Library District, 11000 Ruth Road, Huntley, IL 60142 on December 16, 2015.  The meeting was called to order at 7:05 p.m. by President Pilat.


      Trustees Present:   Beverly Cannalte, Ann Christiansen, William Jorgensen, Virginia Maravilla, David Moore, Kathleen Pilat and Leslie Threadgill-Smith

      Trustees Absent:    None

Library Staff Present:  Frank Novak, Library Director; Loralei Getty, Business Manager; Pamela Kampwerth, Volunteer/Outreach Coordinator; Marilyn Powell, Head of Circulation

Visitors Present:  None

Public Comments:  There were no public comments.

Secretary’s Report:  Christiansen motioned, Threadgill-Smith seconded that the Board approve the minutes of the Regular Meeting held on November 18, 2015 as presented.  All Ayes.  No Nays.  Motion carried.

Financial Reports and Checks:  Cannalte motioned, Christiansen seconded that the Board approve the Financial Report for FY 15/16 as of November 30, 2015 and the November 2015 disbursements in the total amount of $66,766.05 as presented.  Roll call votes were:  Cannalte-Aye, Christiansen-Aye, Jorgensen-Aye, Maravilla-Aye, Moore-Aye, Pilat-Aye and Threadgill-Smith-Aye.  All Ayes.  No Nays.  Motion carried.

Monthly Income/Expense Report (Discussion):  There was a snow/ice storm on November 11, 2015.  Lawn Care Services Sinaloa, LLC charged the library $3,155 for snow plow services and salt.  The contract with Mueller Ornamental Iron Works, Inc., to repair the emergency stairwell, has been signed, locking in the price.  The Board would like an interest rate comparison for BMO Harris Bank and The Illinois Funds.

Librarian’s Report:  Presented by Novak.

Personnel:  12 of the library’s staff attended the first aid training on November 17, 2015.  Several questions were raised related to that training and any legal ramifications that could arise out of providing aid to those in need at the library.  At the January 2016 Board Meeting, the Board will discuss the following:  Worker’s Compensation if injured, Illinois Good Samaritan Act, and do the staff have the proper training.  The Board would like Novak to administer the Gallup Q12 survey to the library staff to measure employee engagement, satisfaction and productivity and report the survey results to the Board by April.  Novak is considering an In-Service Day for the library staff on April 8, 2016.  Additional information about the In-Service Day will be brought to the Board at the January 2016 Regular Monthly Board Meeting.  A post-holiday staff party is fine with the Board.

Facilities/Operations:  Elizabeth Steffensen and Tom Dwyer continue to research the hard drive storage requirements to install additional security cameras.  The current DVD shelving is in disrepair and the library needs to find a new solution for the display and storage of these materials.

Community/Fundraising:  The Very Merry Huntley celebration was successful as a ticketed event.  The library did not have to turn many people away.  There were many positive comments.  Next year, the library will consider adding more activities to each session or adding more sessions by shortening the length of each session.  This year’s event had 150 people attend Session I, 203 people attend Session II and 178 people attend Session III.

Circulation/Program Usage:  Novak presented and discussed the percentage use of print materials to digital items from July 2013 to current.  FY 14-15 showed an increase in digital usage but FY 15-16 is not showing the same increases year-to-date.  This fiscal year to date is showing a 7.8% decline in usage.

RAILS Library System Report:  There was no additional report.

Threadgill-Smith left the meeting at 8:44 p.m. and returned at 8:45 p.m.

Committee Reports:

Policy & Personnel:  There was no report.

Finance:  There was no report.

Facilities:  There was no report.

Community Outreach:  There was no report.

Friends’ Liaison:  Presented by Kampwerth.  The Holiday Basket Fundraiser raised $2,934.  The December 2015 Book Sale raised over $1,000.  The annual plea raised $2,625.  At the end of 2015, the Friends raised a total of $49,245.

New Business:

Review of Closed Session Minutes:  Christiansen motioned, Jorgensen seconded that the Board approve making public the closed session minutes from the April 16, 2014 and April 15, 2015 Regular Board Meeting minutes.  All Ayes.  No Nays.  Motion carried.

Regular Board Meeting Dates for 2016:  The Board would like to continue to meet on the third Wednesday of each month.  Jorgensen motioned, Christiansen seconded that the Board approve the Regular Board Meeting Dates for 2016 as presented.  All Ayes.  No Nays.  Motion carried.

Educator Library Card Policy Draft:  The Policy Committee recommends proceeding with the policy as presented.  Threadgill-Smith motioned, Moore seconded that the Board approve the Educator Library Card Policy as presented.  Six Ayes.  One Nay.  Motion carried.

Public Computer Use Guidelines (Internet Use Policy) Review:  Maravilla motioned, Threadgill-Smith seconded that the Board approve the Public Computer Use Guidelines (Internet Use Policy) as presented.  All Ayes.  No Nays.  Motion carried.

Old Business:

Due to mice, the farm scene rug in storage will need to be protected.  The Finance Committee reviewed the cost of the library’s newspaper advertising and thought it’s a good idea to advertise in Sun City but the library will need to advertise elsewhere in the district as well.  The library could consider a pulse survey question to the community such as “Where do you get your news?”.

Executive Session:  There was no Executive Session.

Items from Executive Session for Action:  None

Upcoming Dates:  The next Regular Monthly Board Meeting of the Board of Trustees will be Wednesday, January 20, 2016 at the Huntley Area Public Library District at 7:00 p.m.

Board Discussion:

Enhanced Services Card Policy Draft:  No further discussion needed.

Maravilla made a donation to the Building Fund.

Adjourn:  Jorgensen motioned, Christiansen seconded to adjourn the meeting at 8:10 p.m.  All Ayes.  No Nays.  Motion carried.

Respectfully Submitted,

Ann Christiansen, Secretary