Regular Meeting Minutes – April 15, 2015

Board of Trustees

of the

Huntley Area Public Library District

Minutes of the Regular Meeting

April 15, 2015

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 April 15, 2015.  The meeting was called to order at 7:00 p.m. by President Schadt.

Attendance:

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

Trustees Absent:  Rusty Ayers and Mitch Baker.

Library Staff Present:  Frank Novak, Library Director; Loralei Getty, Business Manager; Pamela Kampwerth, Volunteer/Outreach Coordinator; Rosie Lukas, Head of Public Services; Leigh Ann Porsch, Communications/Development Coordinator and Sergio Ramos, Head of Maintenance.

Visitors Present:  Bill Jorgensen, resident.  David Moore, resident.  Marjorie Smith, resident.  Leslie Threadgill-Smith, resident.

Public Comments:  There were no public comments.

Secretary’s Report:  Christiansen motioned, Cannalte seconded that the Board approve the minutes of the Regular Meeting held on March 18, 2015.  Four Ayes.  No Nays.  One Abstain.  Motion carried.

Financial Reports and Checks:  Pilat motioned, Christiansen seconded that the Board approve the Financial Report for FY 14/15 as of March 31, 2015 and the March 2015 disbursements in the total amount of $82,128.22 as presented.  Roll call votes were:  Cannalte-Aye, Christiansen-Aye, Maravilla-Aye, Pilat-Aye and Schadt-Aye.  All Ayes.  No Nays.  Motion carried.

Monthly Income/Expense Report (Discussion):  On the March 2015 Income/Expense Report, Community Relations (7600-66) expensed $2,155.98 during March 2015.  This reflects the purchase of supplies for the Huntley Expo, supplies for the McHenry County Youth Services Librarian Meeting and purchasing name badges twice.  The first name badge order was returned for a larger size and a credit was issued in the amount of $748.50.  This credit will be reported on the April 2015 Income/Expense Report.

 

Librarian’s Report:  Presented by Novak.

 

Personnel:  The deadline for filing the Statement of Economic Interests is May 1, 2015.  The form needs to be completed even if a Trustee term will be ending in 2015.  The library has not received the Canvass of Votes from the April 7, 2015 election from Kane and McHenry Counties.  Novak will conduct an introduction meeting with the new trustees.

Facilities/Operations:  There was no additional report.

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:

Board Policy:  There was no report.

Finance:  A meeting will need to be scheduled to discuss a draft of the working budget for fiscal year 2015/2016.

Friends’ Liaison:  Presented by Schadt.  To date, 100 tickets have been sold to the Breakfast Fundraiser on May 13th featuring R.J. Lindsey as Abraham Lincoln.  Sponsors of the Friends Foundation have generously donated $2,500.  The March book sale raised $700 and $150 was raised from recycling books.  Corner Books raised $1,300 in March 2015.

New Business:

Library Policies Review:

Introduction:  Pilat motioned, Christiansen seconded that the Board approve removing the mission statement from the Introduction.  All Ayes.  No Nays.  Motion carried.

Library Organization Chart:  Pilat motioned, Maravilla seconded that the Board approve leaving the library organization chart in the policy manual with a date of 04/15/2015.  All Ayes.  No Nays.  Motion carried.

Criteria for Merit Recognition:  The Criteria for Merit Recognition will not be removed from the policy manual until an employee handbook is created.

Discipline Policy:  Christiansen motioned, Pilat seconded that the Board approve the Discipline Policy to reflect the revision date of 03/20/2013.  All Ayes.  No Nays.  Motion carried.

Identity Protection Policy:  Pilat motioned, Christiansen seconded that the Board approve the adoption of the Identity Protection Policy as of the date in the template which is 04/15/2015.  All Ayes.  No Nays.  Motion carried.

Benefits:  For Benefits, change “Adopted 09/21/2012” to “Revised 09/21/2012”.  Easter Sunday is already a paid holiday.  Employee Rights and Responsibilities will be moved before Family and Medical Leave Policy.  Vessa has already been removed from the policy manual.

Procedure for Donations/Donation Policy:  Pilat motioned, Christiansen seconded that the Board approve removing Procedure for Donations from the policy manual and be replaced with instructions advising how to make donations to the library at a future date.  All Ayes.  No Nays.  Motion carried.

Check Out Policy:  Add “Adopted 07/19/2007” to the Check Out Policy.

Kampwerth and Lukas left the meeting at 7:30 p.m. and returned at 7:39 p.m.

Ethics Policy:  According to the library’s attorney, since the Friends Foundation is a tax exempt organization approved under Section 501 (C) (3) of the Internal Revenue Code there is no tax law prohibiting the library’s staff from purchasing raffle tickets from the Friends Foundation.  Due to this, the Ethics Policy needs to be rewritten to leave out employees.  Schadt will contact the library’s

attorney to determine if the Board are prohibited from purchasing raffle tickets from the Friends Foundation.  Item to be held over until the Regular Monthly Board Meeting on May 20, 2015.

Freedom of Information Act Policy:  Pilat motioned, Christiansen seconded that the Board approve the Freedom of Information Act Policy to reflect an adoption date of 04/15/2015.  All Ayes.  No Nays.  Motion carried.

Selection and Use of Library Materials:  No action is required since the policy is reviewed every two years and will be updated in January 2016.

Policy for Gifts:  Item to be held over until the Regular Monthly Board Meeting on May 20, 2015.

Americans with Disabilities Act Policy:  Add “Adopted 06/08/2011” to the Americans with Disabilities Act Policy.

Policy on Public Participation and Comment at Meetings:  Pilat motioned, Christiansen seconded that the Board approve removing “their residence address, topic(s) and group affiliation, if any,” from numbered list #6 of the Policy on Public Participation and Comment at Meetings.  All Ayes.  No Nays.  Motion carried.

Electronic Participation Policy:  The Electronic Participation Policy needs to be updated.  Item to be held over until the Regular Monthly Board Meeting on May 20, 2015.

Library Bylaws Review:  Pilat motioned, Cannalte seconded that the Board approve removing “Voting will be done by paper ballot” and adding “Officers will be approved by an open vote among members present” from Article V, Section 5 of the Bylaws.  All Ayes.  No Nays.  Motion carried.

Exterior Library Sign:  The Board would like to explore the possibility of an electric sign in addition to a stone sign.  With an electric sign, the library can advertise programs and convey information.  Item to be held over until the Regular Monthly Board Meeting on May 20, 2015 so information can be gathered for LED signs.

Nominating Committee Appointments:  Schadt appointed Baker and Pilat to the library board’s nominating committee.

Old Business:  There was no old business.

Upcoming Dates:  The next Regular Monthly Board Meeting of the Board of Trustees will be Wednesday, May 20, 2015 at the Huntley Area Public Library District at 7:00 p.m.

 

Board Discussion:

 

Unofficial Consolidated Election Results:  The Unofficial Consolidated Election Results are as follows:

Threadgill-Smith 1,252 Votes

Jorgensen                     1,279 Votes

Christiansen                  1,384 Votes

Moore                           11 Votes

Write-in                         28 Votes

 

Threadgill-Smith left the meeting at 8:22 p.m

 

Qualifications-Based Selection Process:  In order to hire an engineer to examine the wind concern at the main entrance, the library must go through the Qualifications-Based Selection Process (QBS).  The library will ask the architect on record if anyone at that firm can handle this issue prior to beginning the QBS process.  Item to be held over until the Regular Monthly Board Meeting on May 20, 2015.

 

Executive Session: Pilat motioned, and Christiansen seconded for the Library Board to convene in an Executive Session at 8:43 p.m. under the exception of the Open Meetings Act ILCS Chapter 5, Act 120, Section 120/2 for the purpose of discussing the appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body.  Roll call votes were:  Cannalte-Aye, Christiansen-Aye, Maravilla-Aye, Pilat-Aye, and Schadt-Aye.  All Ayes.  No Nays.  Motion approved.

The board came out of the Executive Meeting at 10:06 p.m.

Items from Executive Session for Action:  None

Adjourn:  Pilat motioned, Christiansen seconded to adjourn the meeting at 10:08 p.m.  All Ayes.  No Nays.  Motion carried.

 

Respectfully Submitted,

 

Kathleen M. Pilat, Secretary