Board of Trustees Minutes for Regular Meeting – February 16, 2022

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Board of Trustees

of the

Huntley Area Public Library District

Minutes of the Regular Meeting

February 16, 2022

 

Call to Order: A regular meeting of the Board of Trustees of the Huntley Area Public Library District was held in Program Room 1 at the Huntley Area Public Library District, 11000 Ruth Road, Huntley, IL 60142 on February 16, 2022. President Budzynski called the meeting to order at 5:30 p.m.

Attendance:

Trustees Present: Vito Benigno, Chris Budzynski, Sean Cratty, Katie Kunde, Shannon McKibben, Marjorie Smith, and Leslie Threadgill-Smith

Trustees Absent: None

Library Staff Present: Frank Novak, Library Director; Loralei Getty, Business Manager; Douglas Cataldo, Head of Marketing & Public Relations; Pamela Kampwerth, Head of Programming & Outreach Services

Visitors Present: Joseph Olsen, Trustee on the Board of the Bartlett Public Library District.

Kunde entered the meeting at 5:31 p.m.

Public Comments: Mr. Olsen is very impressed by the construction and hopes it has a positive impact on our community and the services the library provides.

Secretary’s Report: McKibben motioned, Cratty seconded that the Board approve the minutes of the Regular Meeting held on January 19, 2022, as presented. All Ayes. No Nays. Motion carried.

Financial Reports and Checks: Threadgill-Smith motioned, McKibben seconded that the Board approve the checks and financial report for January 2022 as presented. Roll call votes were: Benigno-Aye; Budzynski-Aye; Cratty-Aye; Kunde-Aye; McKibben-Aye; Smith-Aye and Threadgill-Smith-Aye. All Ayes. No Nays. Motion carried. Check #29195 payable to Sun City Community Association of Huntley for $455 is for the Sun City Spring Consumer Showcase. Check #29218 payable to Chapman and Cutler, LLP for $1,850 is for the annual disclosure for the bond. Check #29231 payable to Lawn Care Services Sinaloa, LLC for $12,428 is for the December 2021 and January 2022 Snow Plow Seasonal Package, a December 2021 and January 2022 additional cost for the extra parking lot and sidewalks from the building program, and a January 2022 additional cost for moving furniture into the dumpster and boxes into the main library during the completion of Phase II of the building program.

Approval of Semi-Annual Treasurer’s Report: Benigno motioned, Cratty seconded to approve the Semi-Annual Treasurer’s Report: July-December 2021 as presented. Roll call votes were: Benigno-Aye; Budzynski-Aye; Cratty-Aye; Kunde-Aye; McKibben-Aye; Smith-Aye and Threadgill-Smith-Aye. All Ayes. No Nays. Motion carried.

Monthly Income/Expense Report (Discussion): Novak noted that most expenses are on track according to the budget. 7300-90 Utilities remains the only exception as 85.84% of the budget has been spent through January 31, 2022. Utilities will continue to be over budget as the new exterior doors are scheduled to be installed soon. As the doors are installed, the building will be open to the weather which is not good for energy costs. Novak will be able to improve the projection for Utilities after using the new building for a one-year period. Trustees reviewed the Income/Expense Report-January 2022 and there were no questions.

Library Director’s Report: Presented by Novak. The roof repair work has been completed and there is no more evidence of leaking from condensation. Wold Architects and Engineers and Gilbane Building Company have proposed cutting the width of the curb from under the drive-thru window to the sidewalk in order to modify the drive-thru window. They also proposed extending the call button and book drop out from the building in an effort to make these features more usable for smaller cars. The new exterior metal doors, on the building’s north side, are tentatively scheduled to be installed in the next week or so. Due to noise and cold temperatures, some staff will need to be temporarily relocated during that time. As the building program is ending, Novak is predicting there will be a surplus remaining in the bond fund. The full amount of the bond needs to be spent. The library will not be able to take the remaining funds and reinvest that money because it could be considered government bond arbitrage. Novak would like to schedule a Facilities Committee meeting to discuss a library exterior sign and a Policy Committee meeting to revised the library’s current Library Photography and Video Policy regarding filming. Signs to help direct traffic for the drive-thru window will be installed during the cold weather. When it warms up, the library will have striping with arrows painted on the pavement. Caution signs might need to be installed warning individuals leaving the drive-thru window that pedestrians could be on the sidewalk. Pedestrians might also need to be warned that individuals could be leaving the drive-thru window. There is a higher piece of concrete outside the main door that could be a tripping hazard and needs to be cut. The weather shield on the indoor book return will be removed to make it easier to return library materials. Barney will not be returning.

Committee Reports:

Policy: Met on February 9, 2022, to discuss masking, video surveillance, and room reservations.

Finance: There was no report.

Facilities: There was no report.

Friends’ Liaison: Presented by Kampwerth. Friends raised a total of $1,723 during the Library Lovers’ Book Sale. There will be a Culver’s Day on April 4th. Friends are working on the May breakfast. The February General Meeting will be in person.

New Business:

Room Reservation Policy Revision: The revised policy reflects the clarification that a library card is needed to reserve the Collaboration Room, the Gaming Room, and the Conference Room. McKibben motioned, Kunde seconded that the Board approve the revised Room Reservation Policy as presented. Roll call votes were: Benigno-Aye; Budzynski-Aye; Cratty-Aye; Kunde-Aye; McKibben-Aye; Smith-Aye and Threadgill-Smith-Aye. All Ayes. No Nays. Motion carried.

Approval of Video Surveillance Policy: The Video Surveillance Policy was agreed upon by the Policy Committee. It is put together from parts of other policies at other libraries and ideas from ALA’s Video Surveillance in the Library Guidelines. Novak included the provision that staff will not have remote access to the live feed. Benigno motioned, Smith seconded that the Board approve the Video Surveillance Policy as presented. Roll call votes were: Benigno-Aye; Budzynski-Aye; Cratty-Aye; Kunde-Aye; McKibben-Aye; Smith-Aye and Threadgill-Smith-Aye. All Ayes. No Nays. Motion carried.

Resolution Making Masks Optional Inside Library: There is an updated version of the Resolution to Make Masks Optional Inside Library in the folders. In the updated version, language was changed in the second from the last paragraph on the first page. McKibben motioned, Kunde seconded that the Board approve the updated printed version in the folders as presented. Roll call votes were: Benigno-Aye; Budzynski-Aye; Cratty-Aye; Kunde-Aye; McKibben-Aye; Smith-Aye and Threadgill-Smith-Aye. All Ayes. No Nays. Motion carried.

Old Business:

· The Policy Committee needs to schedule a meeting to discuss the library’s current Library Photography and Video Policy.

· The Facilities Committee will meet on Tuesday, March 1st at 5:30 p.m. to discuss a library exterior library sign.

· The board would like to schedule a retreat during the summer.

· The ribbon cutting ceremony reshoot needs to be scheduled after the mask mandate is lifted.

· The library needs to plan a large reopening event.

Upcoming Dates: The next Regular Monthly Board Meeting of the Board of Trustees will be Wednesday, March 16, 2022 at 5:30 p.m.

Board Discussion: For the purpose of fairness and objectivity, can library staff work from home? If library staff has a good reason, Novak allows them to work from home.

Executive Session: There was no Executive Session.

Items from Executive Session for Action: None

Adjourn: Threadgill-Smith motioned, Cratty seconded to adjourn the meeting at 6:25 p.m. All Ayes. No Nays. Motion carried.

Respectfully Submitted,

Shannon McKibben, Secretary