Regular Board Meeting Minutes – February 15, 2017

Board of Trustees

of the

Huntley Area Public Library District

Minutes of the Regular Meeting

February 15, 2017

AMENDED

 

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 February 15, 2017.  President Pilat called the meeting to order at 7:00 p.m.

Attendance:

Trustees Present:Chris Budzynski, Alissa Fewell, David Moore, Kathleen Pilat, Marjorie Smith and Leslie Threadgill-Smith

Trustees Absent:Beverly Cannalte

Library Staff Present:  Frank Novak, Library Director; Loralei Getty, Business Manager; Pamela Kampwerth, Head of Circulation and Outreach Services; Leigh Ann Porsch, Head of Marketing and Public Relations

Visitors Present:  None

Public Comments:  None

Secretary’s Report:  Threadgill-Smith motioned, Smith seconded that the Board approve the minutes of the Regular Meeting held on January 18, 2017 as presented.  All Ayes.  No Nays.  Motion carried.

Financial Reports and Checks:  Budzynski motioned, Moore seconded that the Board approve the checks and financial report as presented.  Roll call votes were:  Budzynski-Aye, Fewell-Aye; Moore-Aye, Pilat-Aye, Smith-Aye and Threadgill-Smith-Aye.  All Ayes.  No Nays.  Motion carried.  Check #24957 payable to the Algonquin Area Public Library is a voided check because the patron returned the lost item and the item is circulating.

Semi-Annual Treasurer’s Report:  Budzynski motioned, Smith seconded to approve the Semi-Annual Treasurer’s Report: July-December 2016 as presented.  Roll call votes were:  Budzynski-Aye, Fewell-Aye, Moore-Aye, Pilat-Aye, Smith-Aye and Threadgill-Smith-Aye.  All Ayes.  No Nays.  Motion carried.

Monthly Income/Expense Report (Discussion):  There was no discussion.

Librarian’s Report:  Presented by Novak.

Personnel:  Moore, Smith and Threadgill-Smith will attend the American Library Association’s 2017 Annual Conference & Exhibition in Chicago on June 26, 2017.  The results from the 2017 Gallup Q12 Employee Engagement Survey was emailed to the board members on February 14.  These results are being presented for discussion at the March 15, 2017 Regular Meeting.  Staff engagement and the score for Recognition increased from the 2016 Gallup Q12 survey.  In 2017, the library scored lowest in Learn and Grow.

Facilities/Operations:  Budzynski and Smith will need to go to BMO Harris Bank with Novak to obtain bank account authorization as new trustees.  At its February meeting, the CCS Governing Board voted 23-1 in favor of leaving Sirsi/Dynix and negotiating a contract with Polaris for a consortial integrated library system.  The Sirsi/Dynix contract expires in June of 2018.  The library IT staff is evaluating implementing Microsoft 365 or Google G Suite at the library.  Microsoft 365 would be free to the library while Google G Suite would have an annual cost.  On February 9, Novak and  Department Heads toured the Huntley High School Hub.  Thank you to Cannalte for leading the tour and answering questions.

Community/Fundraising:  There was no additional report.

Circulation/Program Usage:  There was no additional report.

RAILS Library System Report:  There was no additional report.

Committee Reports:

Policy & Personnel:  A meeting has been scheduled for March 15 at 6:30 p.m. to discuss the Government Travel Expense Control Act and the proposed resolution that meets the act’s demands.

Finance:  There was no report.

Facilities:  There was no report.

Community Outreach:  There was no report.

Friends’ Liaison:  Presented by Smith.  The Friends raised $818 at the Library Lovers’ Book Sale on February 4-5.  The Library Lovers’ Jewelry, Purse and Chocolate Sale raised $856.  ($700 from the jewelry and purse sale and $156 from the chocolate sale.)  The Friends Foundation held a strategic planning meeting.  Book donations have been slow over the last couple months.

New Business:

Honorary Resolution Recognizing the Huntley Area Public Library Friends Foundation:  Threadgill-Smith motioned, Fewell seconded that the Board approve the Honorary Resolution Recognizing the Huntley Area Public Library Friends Foundation as presented.  All Ayes.  No Nays.  Motion carried.

Corporate Resolution for Estate Gift and Library Designee:  The library learned of the passing of Betty O’Connor.  The library will receive approximately $45,000 from Ms. O’Connor’s estate.  The executor of the estate would like the money devoted to the library’s interior layout project.  The board needs to approve a resolution to receive all of the funds from the estate.  The president, vice-president, treasurer and director are the individuals authorized by this resolution to act for the library.  Smith motioned, Threadgill-Smith seconded that the Board approve Resolution 2016-17-1 as presented with the names presented.  Roll call votes were:  Budzynski-Aye, Fewell-Aye, Moore-Aye, Pilat-Aye, Smith-Aye and Threadgill-Smith -Aye.  All Ayes.  No Nays.  Motion carried.

Old Business:  

Community Survey:  Novak has spoken with various staff members about conducting an in-house survey in lieu of spending money for a professional survey.  The primary difficulty for the library will be surveying people who have no contact with the library and do not use it in any manner.  The board would like Novak to incorporate the results from a community survey into the library’s interior layout project.

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, March 15, 2017 at the Huntley Area Public Library District at 7:00 p.m.

Board Discussion:

Government Travel Expense Control Act:  Illinois has a new law known as the Government Travel Expense Control Act.  A resolution is required of all governmental bodies and must be implemented by June.  The Policy and Personnel Committee will meet on March 15 at 6:30 p.m. to discuss this act and the proposed resolution that meets the act’s demands.

Exterior Library Sign:  The board would like to receive a final price on sign #3 from Openwood which would include the cost of the sign, installation and electrical.  The sign should exclude the books (as pictured), library logo and library website.  The sign should include the library name, address and year established.  A couple board members voiced their concern on spending $10,000-$15,000 on a library sign when that money could be used elsewhere.  The board will keep the cost close to the $10,000 of insurance money received to replace the original sign that was damaged.  Novak will schedule a time to appear before the Huntley Village Board to go over the library sign plans and to discuss the library’s request for a variance from existing village sign ordinances.  If the Huntley Village Board does not approve the variance, this item will be brought to a close.

Passport Service Update:  The library cannot currently provide passport services in a dedicated, private library space and the library does not have surplus of staff members to provide services at all hours that the library is open.  Novak’s recommendation, at this point, is to hold off on trying to become a passport acceptance facility.  The Board agreed to hold off based on not having staff availability, new technology on the horizon and the current project to modifying internal library space.  The library may be able to accommodate it better in the future.

If the library is beginning to plan for the eventual loss of the annex space, the library should be looking for opportunities to raise money for a new triple-wide trailer or a permanent structure.

A 3D printer cost can range from a few hundred dollars to a couple thousand dollars.  The library needs to expand services and should research the potential for a program at the library on how to use a 3D printer.

Adjourn:  Threadgill-Smith motioned, Moore seconded to adjourn the meeting at 8:06 p.m.  All Ayes.  No Nays.  Motion carried.

 

Respectfully Submitted,

Leslie J. Threadgill-Smith, Secretary