Regular Meeting Minutes – May 20, 2015

Huntley Area Public Library District

Board of Trustees Minutes for Regular Meeting

May 20, 2015


The Board of Trustees of the Huntley Area Public Library District met at the library on May 20, 2015.  President Jan Schadt called the meeting to order at 7:01 p.m.  Also present were Ann Christiansen, Beverly Cannalte, Rusty Ayers, Mitch Baker, Kathleen Pilat, Virginia Maravilla, Frank Novak, Director and Leigh Ann Porsch, Communications and Development Coordinator.  There were no absences.

Visitors:  Pamela Kampwerth, Staff, Janis Ruffino, Friends Foundation, Leslie Threadgill-Smith, Bill Jorgensen, David Moore, Linda Moore, and Andrew Moore.

Public Comment:  No comments.

Secretary’s Report:  Christiansen motioned, Cannalte seconded to approve the April 15, 2015 Regular Board Meeting Minutes as amended.  Maravilla asked for one correction regarding the discussion of library signage, stating that the language “change direction” should more accurately read “exploring possibility of an electric sign in addition to …”   All Ayes.  No Nays.  Motion approved.

Christiansen motioned, Ayers seconded to approve the May 13, 2015 Special Board Meeting Minutes as amended. Pilat stated that the voice vote that is noted should be listed as a roll call vote.  Also, at the time of 8:53 p.m. Maravilla had left the meeting and returned at 8:54 p.m.  The motion to adjourn the meeting was made by Pilat and seconded by Christiansen.   All Ayes.  No Nays.  Motion approved.

Financial Reports and Checks:  Pilat motioned, Christiansen seconded to approve the Treasurer’s Report and checks as submitted.  Maravilla asked about the Staff and Board Development line and Novak stated expenses were from In-service Day activities on April 10, as well as various staff development opportunities such as ILA conference attendance.  Maravilla asked about a payment to Hard Rock Landscaping. Novak stated this is the purchase of materials for the drainage project and repair of the parking lot which should begin the end of May.  Roll call votes were:  Christiansen-Aye, Cannalte-Aye, Ayers-Aye, Baker-Aye, Pilat-Aye, Maravilla-Aye, and Schadt-Aye.  All Ayes.  No Nays.  Motion approved.

Monthly Income/Expense Report (Discussion):  Pilat stated that the materials budget seemed low for this time of year and wondered if it was due to the increase in electronic material purchases.  Novak stated that more materials expenses will be hitting this line before the end of the fiscal year.


Librarian’s Report:  Presented by Novak.

Novak apologized, but due to a computer issue, the Directors Report will be sent via email to all board members. 

Paul Inserra, the library auditor, has sent a letter of engagement and will begin the annual library audit in June.  His routine fee of $8,300 will be charged for services.  Novak will sign and return the letter, with board approval.  The board was in favor of this agreement.

April 3, 2015 the Policy Committee was scheduled to meet.  Frank was unable to attend due to a medical emergency.  Loralei needs the minutes of the meeting to prepare and submit for the June Board Meeting for approval.  Kathleen indicated she will forward them to Loralei.


Committee Reports:

Board Policy:  No report.

Finance:  No report.

Friends’ Liaison:  Reported by Schadt.  The Friends Foundation will have a Friends Board Member at all Library Board Meetings in the future.  Janis Ruffino was recognized by the Board for her involvement with the Friends.  About $5,000 was raised at the Friends Lincoln Breakfast Fundraiser held on Wednesday, May 13 at Boulder Ridge with about 100 people in attendance.

Nominating Committee Presentation of Slate of Officers:  The following slate was recommended:

Pilat, President; Cannalte, Vice President; Christiansen, Secretary; Maravilla, Treasurer

Resolution of Appreciation 2015-1 – Rusty Ayers:  Schadt read a resolution thanking Ayers for his service to the library and the community as a Library Board member. Pilat motioned, Cannalte seconded to approve Resolution 2015-1 in recognition of Rusty Ayers.  6 Ayes. 1 Abstain. (Ayers)

Resolution of Appreciation 2015-2 – Mitch Baker:  Schadt read a resolution thanking Baker for his service to the library and the community as a Library Board member. Pilat motioned, Cannalte seconded to approve Resolution 2015-2:  in recognition of Mitch Baker.  6 Ayes. 1 Abstain. (Baker)

Resolution of Appreciation 2015-3 – Jan Schadt:  Cannalte read a resolution thanking Schadt for her service to the library and the community as a Library Board member.  Pilat motioned, Ayers seconded to approve Resolution 2015-3:  in recognition of Jan Schadt.  6 Ayes. 1 Abstain. (Schadt)

Swearing-In of New Library Board Trustees:  Schadt conducted the swearing-in of new Library Board of Trustees Members: Ann Christiansen, William Jorgensen, David Moore and Leslie Threadgill-Smith.

The Board of Trustees adjourned at 7:27 p.m. and reconvened at 7:36 p.m. after photos. 

Maravilla left at 7:34 p.m.

Maravilla returned 7:37 p.m.

Election of Officers:  Cannalte opened the floor to nominations for the election of officers. There were no nominations. Threadgill-Smith motioned to accept the slate of officers as presented.  Moore seconded.  Voice Vote:  Jorgensen-Aye, Christiansen-Aye, Threadgill-Smith-Aye, Maravilla-Aye, Pilat-Aye, Moore-Aye, Cannalte-Aye. All Ayes. No Nays. Motion approved.

Old Business:  None.

Upcoming Dates:  Regular Board Meeting, June 17, 2015, 7:00 p.m.

Board Discussion:  Novak provided updates on the electronic signage quotes and stated staff is still gathering information and additional quotes should be available at the June Board Meeting.  Jorgensen asked if the board has a price range in mind. Pilat stated that $10,000 was received from the developer when the original road sign was removed, but no definitive amount has been decided upon.  Novak shared a draft of the working budget and asked that a Finance Committee meet before the next board meeting to help finalize the information for the June Meeting.  Novak worked with the architect of record to research and find a solution to the front doors and heating/cooling dilemma.  A cost quote was included for the work he suggested.  The board asked that the architect attend the June meeting to discuss the work and answer questions.

Board Committees:  Pilat stated she would like all board members to be able to lend their strengths and knowledge to help on committees and invited them to come forward if they would like to serve in a particular capacity.  The Finance Committee was established due to time constraints with the annual budget.  Members include Maravilla, Christiansen, and Jorgensen.  The first meeting will be held on Monday, June 8 at 4:00 p.m. at the library. 


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


Respectfully Submitted,                                                               

Ann Christiansen, Secretary