Board of Trustees
Huntley Area Public Library District
Minutes of the Regular Meeting
January 20, 2016
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 January 20, 2016. The meeting was called to order at 7:01 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; Leigh Ann Porsch, Communications/Development Coordinator
Visitors Present: None
Public Comments: There were no public comments.
Secretary’s Report: Christiansen motioned, Jorgensen seconded that the Board approve the minutes of the Policy and Personnel Committee Meeting held on December 16, 2015 as presented. All Ayes. No Nays. Motion carried.
Maravilla motioned, Christiansen seconded that the Board approve the minutes of the Regular Meeting held on December 16, 2015 as presented. All Ayes. No Nays. Motion carried.
Threadgill-Smith asked if a trustee votes “Nay” for a non-roll-call vote does the name of that trustee need to be noted in the minutes. Per Robert’s Rules of Order, a voice vote requires a majority vote for adoption of a motion. Unlike a roll-call vote, the record of how each member votes does not need to be recorded in the minutes.
Financial Reports and Checks: Threadgill-Smith motioned, Christiansen seconded that the Board approve the Financial Report for FY 15/16 as of December 31, 2015 and the December 2015 disbursements in the total amount of $89,731.62 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): The number of employee reimbursement checks appearing on the Transaction List each month seems to be increasing. Recommendations to reduce the number of checks issued is to have department heads incur the expenses or to repay the staff using petty cash. The number of employee reimbursement checks depends on the activities for the month and is for expenses such as mileage, purchases for programs and workshops. The library would like to avoid using a petty cash account. Following the discussion, there will be no change to the current practice. Invoices from Lawn Care Services Sinaloa, LLC are itemized. Sergio Ramos, Head of Maintenance, also receives a log from the company indicating the time they were at the library as well as additional information. Under Novak’s November MasterCard account, there is a charge from the Holiday Inn in the amount of $443.52. This expense was for a staff member, who was approved, to attend the ILA Conference in Peoria, IL. Under Ramos’ November MasterCard account, there is a charge from Warehouse Direct in the amount of $1,771.29. This expense was for Maintenance-Supplies. Since an expense line for gasoline and auto repairs does not currently exist in the budget, these expenses are part of 7600-10 Auto Mileage. The Board would like to consider adding separate expense lines for these items in the FY16-17 budget. Jorgensen inquired if 7100-10 Health Insurance will be going over budget for FY15-16. The
January 2016 invoice from LIMRiCC was received yesterday so Getty will respond to Jorgensen with the 2015-2016 projected expense for 7100-10 Health Insurance. The Treasurer’s Report for December 2015 indicates the BMO Harris Operating Account had a starting balance of $1,744,680.69 and an ending balance of $1,544,053.26. This account earned $142.28 in Interest Income at an interest rate of 0.100% for December 2015. Getty will verify the accuracy of the interest paid and respond to Moore’s inquiry. The only bank account that does not accrue interest is the Express Check Credit at BMO Harris Bank. This account accepts credit card payments for lost and damaged items, programming and fines and fees. A portion of the monthly ending balance in the Express Check Credit is transferred to the Operating account at BMO Harris Bank which is an interest bearing account. The Board would like Novak to investigate investment options. On the December 2015 Income/Expense Report, Legal Fees (7600-30) is expensed at $1,166.88 for the month of December 2015. This reflects the attorney reviewing a draft of the Tax Levy Ordinance and the issue raised by First-Aid trained employees of the library. Legal Fees (7600-30) is expensed at 28.32% of the Legal Fees budget for the fiscal year-to-date. There has been an increase in spending on the expense line because it was noted on Novak’s last review from the Board that he is not engaging the library’s attorney enough.
Librarian’s Report: Presented by Novak.
Personnel: Next week, the library will be submitting a list of individuals who must file a Statement of Economic Interest to the McHenry County Clerk. All library trustees, the director and all department heads will be included on that list. Several questions were raised related to first aid training and any legal ramifications that could arise out of providing aid to those in need of assistance at the library. Coverage is available, under the library’s liability policy, for employees on duty, certified in first aid training and use first aid skills. At a future meeting, the Board will need to decide if rendering first aid by a certified library employee while working will become policy.
Facilities/Operations: The vacant space on the 2nd floor of the Village of Huntley Municipal Complex at the west end is approximately 500 square feet. There is approximately 20,000 square feet in the basement for potential book storage at a cost. Lease details have not been discussed. Dave Johnson, Administrator for the Village of Huntley, recommended that the library resubmit information regarding the variance for the library sign. The Board would like to resubmit information pertaining to the “original” sign the Board all agreed upon. In January, a visitor slipped and fell on the front walkway to the east of the front door. This incident has been reported to the library’s insurance company along with photographs.
Community/Fundraising: There was no additional report.
Circulation/Program Usage: There was no additional report.
RAILS Library System Report: There was no additional report.
Policy & Personnel: There was no report.
Finance: There was no report.
Facilities: There was no report.
Community Outreach: There was no report.
Friends’ Liaison: There was no report.
Selection and Use of Library Materials Policy Review: This policy is reviewed every two years. Threadgill-Smith motioned, Christiansen seconded that the Board update the Selection and Use of Library Materials Policy with no changes or modifications as presented. All Ayes. No Nays. Motion carried.
Old Business: There was no Old Business.
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, February 17, 2016 at the Huntley Area Public Library District at 7:00 p.m.
Board Packet Content Review:
- Agenda: The agenda meets the legal requirements so there are no changes being recommended. The agenda no longer includes Executive Session every month.
- Minutes: It is recommended that the library follow Robert’s Rules of Order to streamline the minutes. A lot of detail is discouraged by Robert’s Rules of Order. The Board would like to see a sample of the proposed minutes. For the January Minutes of the Regular Meeting, Getty will prepare the usual minutes and Novak will prepare following Robert’s Rules of Order.
- Transaction List: The Board is voting on the approved bills from the prior month in accordance with the Illinois Prompt Payment Act.
- Treasurer’s Report: It is recommended that the Treasurer’s Report become a one page report similar to a balance sheet. The Board does not want to eliminate the 3 page report and would like to add a summary page to the report.
- Credit Card Summary: There are no changes being recommended.
- Personnel Report: It is recommended that the Personnel Report be eliminated. The Board considered condensing the report to a quarterly or semi-annual report. The report will remain as is.
- Income/Expense Report: It is recommended that the Income/Expense Report be modified to a one page report showing the current month and the fiscal year statistics. It was discussed how the current month budget numbers and fiscal year to date budget numbers are 1/12 of the fiscal year budget number in most expense lines. The Board would like to keep the Income/Expense Report as is knowing the current month and fiscal year to date figures are 1/12 of the fiscal year budget.
- Circulation and Collection Report: There is a lot of information in the 4 page report. Novak asked for direction from the Board on what information they would like to see each month. The Board agrees the report has room for improvement and the current report is not hitting on what the Board would like to see. One idea for improvement was to put the report into a quarterly graph representation. This report will need to be addressed more in the future. As for now, the Board would like to see the Items Loaned to Patrons of Other Library District eliminated but they may want to see a snap shot of this information once a year.
- Department Head Reports: The Board recently requested this information be added and these reports will remain in place. A report from Ramos is not required since that information is generally reported in the Librarian’s Report. The Board feels the department head reports do not need to report so much detail. Novak indicated the Department Heads prepare these reports for the director with this level of detail and they are forwarded to the Board. There is no extra work for the Department Heads to create these reports for the Board.
In general, the Board feels they need to be more diligent with the Strategic Plan and where the library is with the plan.
Adjourn: Christiansen motioned, Jorgensen seconded to adjourn the meeting at 8:40 p.m. All Ayes. No Nays. Motion carried.
Ann Christiansen, Secretary