Regular Board Meeting Minutes – September 24, 2014

Huntley Area Public Library District

Board of Trustees Minutes for Regular Meeting

September 24, 2014



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 September 24, 2014.  The meeting was called to order at 7:06 p.m. by Vice President Cannalte. 



Members Present:  Mitch Baker, Beverly Cannalte, Virginia Maravilla and Kathleen Pilat


Members Absent:  Rusty Ayers, Ann Christiansen and Jan Schadt


Library Staff Present:  Frank Novak, Director; Loralei Getty, Business Manager; Douglas Cataldo, Marketing and Technology Specialist; Pamela Kampwerth, Volunteer and Outreach Coordinator; Leigh Ann Porsch, Communications and Development Coordinator; Sergio Ramos, Head of Maintenance


Visitors Present:  None


Public Comments:  There were no comments.


Secretary’s Report:  Baker motioned, Maravilla seconded to approve the August 20, 2014 Regular Board Meeting Minutes as presented.  All Ayes.  No Nays.  Motion carried.


The Board reviewed the September 10, 2014 Policy Committee Meeting Report.


Financial Reports and Checks:  Pilat motioned, Maravilla seconded to approve the Financial Report for FY 14/15 as of August 31, 2014 and the August 2014 disbursements in the total amount of $100,736.11 as presented.  Roll call votes were:  Baker-Aye, Cannalte-Aye, Maravilla-Aye and Pilat-Aye.  Four Ayes.  No Nays.  Motion carried.


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


Librarian’s Report:  Presented by Novak.

Personnel:  There was no report.


Facilities/Operations:  Novak is evaluating the library and the current collection to determine if the original program room can be turned back into a program room.  In order to attain this result, the Adult Non-Fiction and Y Non-Fiction books would need to be returned into the original library collection.  The trailer could then be converted into a makerspace such as a computer lab.  The library building has sprinkler heads that are defective and have been recalled.  These defective sprinkler heads are not under warranty and the library cannot claim a breach of contract because the company who manufactured them is out of business.  The library needs to resolve this matter due to public safety concerns.


Community/Fundraising:  The 25th Anniversary Open House event is planned for Friday, November 7, 2014 from 5-7 p.m. with refreshments being provided.  Immediately following the Open House event, there will be a presentation looking at the past, the present and the future of the library.  The Village of Huntley will be reading a proclamation referring to the library’s 25th Anniversary on Thursday, October 23rd at the Village Hall.  The Friends Foundation is selling silver 25th Anniversary ornaments that are available for $15 each.  A fundraising lecture featuring Antinoupolis: The Cult City of Osir-Antinous is being held at the Cosman Center on October 2, 2014.  Novak encouraged the Board to attend.  Tickets are currently on sale as follows:  Adults-$10, Students-$5, At the Door-$15.  A Friend has offered to pay for any students to attend who can’t afford the price of the ticket.


Circulation/Program Usage:  Student enrollment in the 2014 Summer Reading Program decreased 11% from the previous year.  This outcome could be related to the trend of declining enrollment in the elementary schools due to a maturing population.

RAILS Library System Report:  There was no report.


Committee Reports:

Board Policy:  The Policy Committee met on September 10, 2014 to discuss staff and board feedback on the Complaint Policy.  The committee also discussed the Policy on Personal Appearance of Employees.

Finance:  There was no report.

Friends’ Liaison:  There was no report.


New Business:

Two-Day Closure of Library for Insulation and Sprinkler Head Project:  Novak asked the Board to consider closing the library for two consecutive days during the week to cover the insulation problem and sprinkler head project simultaneously.  The insulation contractor has stated that the library building will need to be closed for two days, one to do the work and one to clear the vapors.  The two projects can be addressed over a weekend but the cost would be doubled and public service would still be interrupted.  Baker motioned, Pilat seconded to close the building as necessary to address the insulation problem and sprinkler head project.  All Ayes. No Nays. Motion carried.


Approval of Complaint Policy Revision from Policy Committee:  Pilat motioned, Baker seconded to approve the Complaint Policy as revised.  All Ayes. No Nays. Motion carried.


Approval of an Exterior Library Sign:  The Board reviewed several options for an outdoor sign:  wood, plastic, LED and stone.  Novak recommended a stone sign due to longevity and minimal maintenance.  With a stone sign, the library could use pieces of the old sign for the base.  The color of the stone sign would match the building.  The Board would like to see a rendering of the stone sign prior to a vote.  In addition, the Board would like to consider finalizing a new logo prior to approving the sign.  Item to be held over.


Novak and Baker left the meeting at 7:55 p.m.  Novak re-entered the meeting at 7:57 p.m. Baker re-entered the meeting at 7:59 p.m.


Approval of Revision of Policy on Personal Appearance of Employees:  The Policy Committee removed specifics and created a general policy offering flexibility.  The Board reviewed the proposed updates to this policy in advance of a potential future vote.  Item to be held over.


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, October 15, 2014 at the Huntley Area Public Library District at 7:00 p.m.


Board Discussion: 

Per Capita Grant Board Review of Chapter 7 of Serving Our Public 3.0: Standards for Illinois Public Libraries:  Novak explained the annual Per Capita grant is from the State Library.  This is money that every public library can apply for and it is based on population: our grant amount last year was $48,802.50.  Traditionally, the Library Board has dedicated the funds to materials.  The State Library has basic requirements that libraries complete as part of the application.  This year, they ask that the board review Chapter 7, Collection Management and Resource Sharing Standards, in Serving our Public 3.0: Standards for Illinois Public Libraries.  Novak referred the Board to the copy of the chapter in the board packet and reviewed the checklist of recommended best practices.  The library currently complies with all of the items on the list with the exception of the recommendation that the library have a written collection development policy approved by the board.  Novak was unable to locate this policy in the files and will develop this policy.


Ramos left the meeting at 8:15 p.m.


Per Capita Grant Board Review of Current Budget:  The Library Board reviews the current budget on a monthly basis.


Library Surveillance Camera Plan:  Novak referred the Board to the copy of the Floor Plan and Camera Layout in the board packet and reviewed the suggested locations of two cameras to monitor the front entrance and the entrance to the children’s room.  The total cost of the project as presented would be $944.91 with the greatest cost being the electrical work needed to power the cameras and router.  The camera system would be Wi-Fi based.  Camera feeds would go directly to the library’s server system, not be recorded (besides the server system) and would not be monitored by the library staff. 


Tax Levy Rate:  The tax levy documents will be presented at the October Regular Board Meeting for the Board to consider and potentially vote to approve.  The library will levy for the maximum amount allowed by law.


Review of Possible New Library Logos:  Cataldo reviewed samples of new library logos with the Board.  If possible, the library could unveil the new logo at the 25th Anniversary Celebration in November or announce a new logo is coming in 2015.  Based on the feedback provided by the Board, Cataldo will continue to create and develop new ideas.


Adjourn:  Pilat motioned, Baker seconded to adjourn the meeting at 9:07 p.m.  All Ayes.  No Nays.  Motion carried.


Respectfully Submitted,

Kathleen M. Pilat, Secretary