Regular Meeting Minutes – January 21, 2015

Board of Trustees

of the

Huntley Area Public Library District

Minutes of the Regular Meeting

January 21, 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 January 21, 2015.  The meeting was called to order at 7:01 p.m. by President Schadt.


Trustees Present:  Mitch Baker, Beverly Cannalte, Ann Christiansen, Virginia Maravilla, Kathleen Pilat and Jan Schadt.

Trustees Absent:  Rusty Ayers.

Library Staff Present:  Frank Novak, Library Director; Loralei Getty, Business Manager; Leigh Ann Porsch, Communications and Development Coordinator; Sergio Ramos, Head of Maintenance.

Visitors Present:  Bill Jorgensen, resident.

Public Comments:  There were no public comments.

Secretary’s Report:  Christiansen motioned, Maravilla seconded that the Board approve the minutes of the Regular Meeting held on December 17, 2014 as presented.  All Ayes.  No Nays.  Motion carried.

Financial Reports and Checks:  Pilat motioned, Christiansen seconded that the Board approve the Financial Report for FY 14/15 as of December 31, 2014 and the December 2014 disbursements in the total amount of $82,496.39 as presented.  Roll call votes were:  Baker-Aye, Cannalte-Aye, Christiansen-Aye, Maravilla-Aye, Pilat-Aye and Schadt-Aye.  All Ayes.  No Nays.  Motion carried.

Monthly Income/Expense Report (Discussion):  An individual making a donation has four different funds to choose from:

  1. Creating a Legacy – is used to help fund an expansion or where most needed in the library.  Donations of $100 – $49,999 are recognized on an engraved plaque in the building foyer.
  2. General Operations – is used to purchase materials for collections, fund maintenance projects and otherwise support the general operation and delivery of library services to the community.
  3. Book in Honor of – is used to commemorate your loved ones, birthdays, anniversaries and special events.
  4. Library Materials – is used to purchase popular items, replace worn materials and expand the collection.


Librarian’s Report:  Presented by Novak.

Personnel:  There was no additional report.

Facilities/Operations:  There was no additional report.

Community/Fundraising:  The Holiday Open House was a tremendous success.  The library would like to continue to sponsor the holiday festivities with the park district and Village of Huntley.  Going forward, the library will need to make changes to the program to accommodate the number of visitors at the library.  The library will consider offering library card sign ups during the program, erecting a tent outside to accommodate for the overflow of people so the library does not exceed the building capacity and having activities for the visitors as they wait in line for Santa.

Circulation/Program Usage:  There was no additional report.

RAILS Library System Report:  There was no additional report.


Committee Reports:

Board Policy:  There was no report.

Finance:  There was no report.

Friends’ Liaison:  Presented by Schadt.  It is time to renew membership for 2015. The HAPLD Friends Foundation raised $6,500 in grants, $5,900 in book sales, $16,000 in Corner Books and generously donated $43,000 to the library.  The next book sale is scheduled for February 7-8.  The Library Lovers’ Fundraiser helps the Friends raise funds to support programs at the Huntley Area Public Library by putting your name on a heart that will be hung in the library.

New Business:

Reevaluation and Approval of Patron Behavior Policy:  Department Heads are asking the Board to reevaluate the revised Patron Behavior Policy relating to eating and drinking in the library.  The existing policy states, “Eating and drinking is prohibited at all computer stations in the library.  Food and drink may be consumed only in designated public areas of the library building.  Currently, designated areas include the program room and the area of tables behind the library’s information/reference desk.  Consuming and/or using alcoholic beverages is not allowed on library property”.  Department Heads feel item #4 of the General Rules of Behavior might not be the best policy for the library because it’s not patron friendly and doesn’t take into consideration the children’s area.  The Board has concerns about food allergies, food damaging the library building as well as library materials and the maintenance staff’s time dedicated to cleaning up.  Sergio Ramos, Head of Maintenance, confirmed that the morning custodial staff does find food almost every morning in the new carpet and/or under the furniture.  The revised policy is not prohibiting the consumption of food or drink in the library but that it must be consumed in designated areas.  Novak will have the Department Heads draft a proposal of what they see as reasonable regarding eating and drinking in the library.  The Board would like to see the existing policy be enforced for one month until the next Regular Monthly Board Meeting in February.  The decision at the February meeting will need to be enforced.  Going forward, the Board would like to get input regarding new policies from the staff prior to a Board vote.  Item to be held over until the Regular Monthly Board Meeting in February.

Old Business:

Staff Institute:  The Board is and has always been supportive of staff institute days.  Institute days may be half days or an entire day.  The Board asked that the library be mindful of the community calendar when scheduling a staff institute day.  Novak would appreciate a board member(s) being in attendance at an institute day so the staff can get to know the board members.

Staff Holiday Party:  The Board supports a holiday party for the staff.  This year, the library may plan an event for Valentine’s Day.  Next year, the staff holiday party will most likely be after the holiday season.

Assistant Director Position:  Around the time of hiring the new director, the Board discussed the possibility of creating a full-time Assistant Director position.  Novak feels an Assistant Director could be useful since he is regularly out of the library attending public events for a future referendum and not in the library during the evening hours of operation.  This position would assist with the day to day operations and would provide a point of contact when the Director is out of the office.  The Board questioned if Novak and Leigh Ann Porsch, Communications and Development Coordinator, need to both attend the same public events.  Item to be held over until the Regular Monthly Board Meeting in February so the Board can continue to consider the possibility of having an Assistant Director and Novak can rough out the financial impact.

Staff Happiness/Logo Wear:  The library would like to promote more staff recognition by having cards for anniversaries, Christmas and/or birthdays signed by the Board.  These cards could be brought to the meetings for signatures.  Ideas for staff events could include: a staff picnic in the summer, monthly staff dinners out, Halloween dress-up and Pi Day.  Staff logo wear, provided by the library, would be an excellent marketing and branding tool.  The logo wear would be ideal for chamber meetings, Huntley Expo and other public events.  The price for the logo wear averages $30-$40 per shirt with a one-time set up fee for the logo of $50-$80.  Business casual attire would be required with the logo wear.  Item to be held over until the Regular Monthly Board Meeting in February so Novak can provide the financial impact.

Exterior Sign:  The Board reviewed a rendering of the stone sign where pieces of the old sign could be used for the base.  The slab of stone would be 6 inches thick.  The dimensions of the sign, without the base, would be 8 feet wide by 4 feet tall.  The dimensions of the base would be 10 feet wide by 2 feet tall.  The completed sign would be 6 feet tall which would not exceed the Village limit.  The wording on the sign should read:

Huntley Area Public



Using the above wording, Ramos will find out the actual size of the letters.  Some of the board members would like to see a picture of the old sign.  Item to be held over until the Regular Monthly Board Meeting in February.

Front Entrance Awning:  Novak referred the Board to the quotation and illustrations from Midwest Skylite Systems in the board packet to discuss the installation of a custom windbreak at the main entrance of the building.  The windbreak would minimize the wind to help manage the severe winter and summer drafts that negatively impact the library’s comfort for users.  The windbreak would be constructed of clear laminated glass in a steel tube frame.  An awning would be attached to the windbreak structure and anchored to the building so the wind will not go over the glass.  This could prevent the need for a structure at Circulation to keep the air out.  Circulation currently has 3 inches of drywall in the ceiling.  This would mean a structure would need to be constructed in order to support a 400 pound device.  The fabric carries an 8 year warranty.  Other ideas include:  build a permanent structure at the main entrance, relocate the main entrance, air curtain, and sliding doors.  Ramos will find out if the awning is guaranteed up to a certain wind speed and check with the Village of Huntley to see if the library can have an awning.  Item to be held over until the Regular Monthly Board Meeting in February.

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 18, 2015 at the Huntley Area Public Library District at 7:00 p.m.

Board Discussion:  With the revised Personal Appearance of Employees policy being in effect as of December 17, 2014, the Board questioned the enforcement of the policy because athletic attire and jeans are still being worn by the staff.  Novak and the Department Heads will meet to discuss a uniform enforcement of the revised policy.  The library has purchased and received a surveillance camera system for the library.  Prior to the electrical work and installation, the cameras need to be tested in the suggested locations to monitor the front entrance and the entrance to the children’s room to ensure the correct placement.

Adjourn:  Pilat motioned, Christiansen seconded to adjourn the meeting at 9:10 p.m.  All Ayes.  No Nays.  Motion carried.


Respectfully Submitted,

Kathleen M. Pilat, Secretary