Board of Trustees
of the
Huntley Area Public Library District
Minutes of the Regular Meeting
April 15, 2026
Call to Order: A regular meeting of the Board of Trustees of the Huntley Area Public Library District was held in Program Room 3 at the Huntley Area Public Library District, 11000 Ruth Road, Huntley, IL 60142 on April 15, 2026. President Threadgill-Smith called the meeting to order at 5:31 p.m.
Attendance:
Trustees Present: Linda Benigno, Sandy Domagalski, Katie Kunde, John Schmelzer, Leslie Threadgill-Smither, Jerry Reddy, and Stephanie Weil
Library Staff Present: Elizabeth Steffensen, Acting Library Director; Lindsey Jarr, Business Manager; Serigo Ramos, Head of Maintenance; Kevin Stringer, Head of IT; and Michelle Mattes, Friends Liaison
Visitors Present: Vito Benigno, Pamela Kampwerth, Marjorie Smith, Shirley Nowak, and Carol David
Public Comments: There were no public comments.
Benigno motioned; Kunde seconded that the Board approve the following Meeting Minutes:
- Regular Board Meeting, March 18, 2026
- Executive Session Meeting, March 18, 2026
- Director Search Committee Meeting, March 23, 2026
- Special Meeting, March 30, 2026
- Executive Session Meeting, March 30, 2026
- Director Search Committee Meeting, April 6, 2026
Roll call votes were: Domagalski-Aye; Benigno-Aye; Kunde-Aye; Schmelzer-Aye; Threadgill-Smith-Aye; Weil-Aye; Reedy-Aye, All Ayes. No Nays. Motion carried.
Financial Reports and Checks: Weil motioned; Benigno seconded that the Board approve the checks and financial report for March 2026 as presented. Roll call votes were: Domagalski-Aye; Benigno-Aye; Kunde-Aye; Reedy-Aye; Threadgill-Smith-Aye; Weil-Aye; Schmelzer-Aye, All Ayes. No Nays. Motion carried.
Monthly Income/Expense Report (Discussion): Trustees reviewed the Income/Expense Report-March 2026 and there were no questions.
Library Director’s Report:Presented by Acting Director Steffensen. Steffensen presented that on April 21st, Dieters and Todd will meet with the management team and discuss the Director Search. May 15th will be an in–services day, and Lisa Rossi-Moser is helping arrange staff programming. Looking to complete compliance requirements for staff. The job description has been posted for the Head of Marketing opening. Steffensen recommended that she and Jarr be the local FOIA officials for the library. Steffensen provided staff ideas for the staff appreciation interim funding.
Committee Reports:
Policy: Review of the Program Room Policy Revision and adding a Grade level 6 for Public Service. Asked Sergio Ramos, Head of Maintenance, and Kevin Stringer, Head of IT, to attend the April 21st Special meeting and discuss Overtime and Emergency Closing policies.
Finance: There was no report.
Facilities: There was no report.
Friends’ Liaison: Presented by Mattes. Culver’s Fundraiser Night brought in over $1,500. The organization is continuing to prepare for the May Annual Luncheon Fundraiser.There are 17 tickets available. 300 People attended the March book sale.
Directors Search: Shared the job description for the Director’s position. Stated that Dieters and Todd will attend April 21st Special meeting to discuss the search, salary range and process for the Director’s search.
New Business: Kunde motioned; Domagalski seconded to approve Elizabeth Steffensen and Lindsey Jarr as the Huntley Area Public Library’s designated FOIA officers. All Ayes. No Nays. Motion Carried.
Kunde motioned; Domagalski seconded the Elizabeth Steffensen, Acting Director, to be appointed the designated OMA officer for Huntley Area Public Library. All Ayes. No Nays. Motion Carried.
Weil motioned; Schmelzer seconded to approve Elizabeth Steffensen, Acting Director as the Huntley Area Public Library’s Local Election Official. All Ayes. No Nays. Motion Carried.
The Board asked Steffensen to look into sexual harassment training for all staff and the board.
Weil motioned; Benigno seconded to approve an interim budget for staff appreciation funding not to exceed a budget of $1,500. Kunde amended to include spending within our local taxing body. Weil motioned; Benigno seconded to approve amended motion.
Roll call votes were: Domagalski-Aye; Benigno-Aye; Kunde-Aye; Schmelzer-Aye; Threadgill-Smith-Aye; Weil-Aye; Reedy-Aye, All Ayes. No Nays. Motion carried.
Schmelzer motioned; Reedy seconded to add a level 6 to Public Services at a rate of $17/hour effective May 1st. All Ayes. No Nays. Motion Carried.
Board request badges for trustees to wear when attending events. Liz to present two options where the badges include full name and Board of Trustees on them.
Old Business: Schmelzer motioned; Reedy seconded to approve Room Reservation Policy as amended. With the following changes:
Room Reservation Policy
Room Reservation Policy
In allowing use of its program room, neither the library, nor its Board of Trustees, endorses any position expressed by any group using the room.
Spaces Available
Program Rooms
One program room is available for public use and may be scheduled by speaking to a designated staff member. Only one of the library’s three program rooms may be reserved at any given time.
Other Available Rooms – Two Hour Use Limit Collaboration – minimum 1-person Conference – minimum 2-person
Gaming Room – minimum 1-person, maximum 6 -person
Other Available Rooms – Three Hour Use Limit
5 Study Rooms – minimum 1-person, maximum 2-person
Staff Only Reservations
Creative Studio
Recording Studio
Tech Lab
The use of some equipment in the Creative Studio and Recording Studio may require successful completion of a training session that could include staff training, written test, demonstration of knowledge, or watching a video before being allowed to use specific equipment. Certifications will be noted in the user’s library card record.
Hours Available
Rooms are available during regular library hours. Program room reservations for non-library-sponsored groups are limited to Monday through Friday only.
Program room reservations must end prior to the library’s closing time as follows:
Monday–Thursday (Library closes at 8:00 p.m.)
• Meetings must conclude by 7:30 p.m.
• The room must be fully vacated by 7:45 p.m.
Friday (Library closes at 5:00 p.m.)
• Meetings must conclude by 4:30 p.m.
• The room must be fully vacated by 4:45 p.m.
Reservation holders are responsible for monitoring and adhering to their scheduled time. Library staff are not responsible for providing time reminders or assisting with room closure.
Failure to vacate the room by the scheduled end time may result in termination of the meeting and loss of current and/or future reservation privileges.
Small, Multi-Person Room Reservations
The Collaboration Room, Gaming Room, and Conference Room may be reserved by a library district resident 10 or older with a valid library card.
The library reserves the right to cancel any reservation due to unforeseen circumstances or for a violation of patron behavior policies.
Program Room Reservation Rules
The Huntley Area Public Library offers the use of its program room for civic, educational, cultural and public information programs and meetings. The Program Room may be reserved by a library district resident aged 18 or older with a valid library card. Program room reservations for non-library-sponsored groups are available Monday through Friday. When necessary, priority use of the program room will be given to groups in the following order:
- Library sponsored (including Friends’ Foundation) meetings or programs.
- Huntley Area Administrative Round Table (HAART) governmental partners.
- Not-for-profit organizations and educational institutions located in the library district.
- Not-for-profit organizations and educational institutions located outside the library district with patrons or attendees from the library district.
- Other organizations or individuals which provide civic, cultural, educational, or information programs to the general public with patrons or attendees from the library district.
Program Room Charges
$25.00 Refundable Deposit
$25.00 per session For-Profit Group Use Charge
For-profit groups may use the room for training and informational meetings only.
There is no use charge for not-for-profit groups.
$25.00 Minimum Clean-up/Damage Charge
Additional charges will be made if clean-up is required or there is damage to the room or equipment. If payment is not made immediately following use of the room, the charge will be placed on the library account of the person reserving the program room.
$25.00 Extra Time Charge
For use of the program room by any non-library sponsored group for each hour or portion thereof beyond the scheduled reservation.
$25.00 Late Cancellation Charge
For failure to cancel a reservation for the program room at least 24 hours in advance of the scheduled use of the room.
General Room Use Rules
- All events are open to the general public, except library staff meetings, executive sessions of the Library Board of Trustees, and meetings or activities of Huntley Area Administrative Round Table (HAART) governmental partners. Some library sponsored programs may require prior registration.
- All non-library-sponsored events in the program room must have at least 4 attendees. All non-library-sponsored events, excluding those of Huntley Area Administrative Round Table governmental partners, are limited to a maximum of 50 attendees or less, depending on the room arrangement.
- Groups composed of members under age 18 must include one adult attendee/sponsor for every 10 people under the age of 18.
- All groups must provide any special accommodations that are requested in accordance with the Americans with Disabilities Act.
- Patrons under the age of 10 using the rooms must be accompanied by an over 18 responsible adult at all times.
- Non-library sponsored groups may not charge admission fees.
- For-profit groups may use the program room, but no direct sales are permitted on library property, the program must be open to the public, and the program must be informational/educational in nature. Groups may not require attendees to sign a registration sheet to attend any program. Business cards and other promotional materials may be displayed inside the program room, but materials may not be left behind after the program concludes.
- Groups may rearrange the furniture and equipment available for the program room, but must return the room to its original configuration at the conclusion of the event.
- The library reserves the right to keep the room door closed while the program is in progress.
- Only light refreshments are allowed and all supplies must be furnished by the user. Beverages must be covered in the program room and in other public areas of the building. Alcoholic beverages are not allowed on the library premises, except as permitted under the library’s Alcohol Policy.
- The individual or organization reserving the room for an event is responsible for following all applicable food safety regulations, including McHenry County Food Protection Program regulations.
- Food and beverages must be removed from the room at the conclusion of the event. Additionally, surfaces and carpeting must be returned to their pre-event state to avoid the assessment of clean-up/damage fees.
- Outside items may not be stored at the library prior to or after an event.
- No organization, other than the Friends Foundation, may use the name, address and phone number of the library as its official address or headquarters. Promotional materials for non-library sponsored events may not include the library’s phone number or suggest the library’s sponsorship. Outside organizations may not use the Huntley Area Public Library District’s logos or likeness for any purpose.
- The staff member in charge of the library may make changes to or cancel any event which, in the determination of the library, interferes with the safety and operations of the building because of noise, number of attendees, hazardous materials, or other factors.
- The Library Director is authorized to establish additional reasonable regulations governing the use of the program room.
- The library reserves the right to waive portions of this policy to accommodate library sponsored programs and meetings.
- All noise restrictions will be strictly enforced for all groups using library facilities.
- Only library-sponsored groups or Huntley Area Administrative Round Table (HAART) governmental partners are allowed to use the program room more than once in any given 8-day period and use the room for longer than 4 hours per day.
- The Program Room may be reserved no more than 4 weeks in advance.
- The library reserves the right to cancel any reservation due to unforeseen circumstances or for a violation of program room or patron behavior policies.
- Groups must adhere to their scheduled reservation time. Any group remaining in the program room beyond their reserved end time may lose current and/or future room reservation privileges.
The program room is a limited public forum designated as a place purposefully opened by the library for informationally or educationally expressive peaceful activity by the public. As such, the program room is not available for recreational purposes such as birthday parties, weddings, sports activities, and so on.
The library is not responsible for equipment, supplies, materials, or any personal possessions owned by those sponsoring or attending meetings held at the library.
All individuals, groups, or organizations using the program room agree to indemnify and hold harmless the Huntley Area Public Library District and/or its staff and Board of Trustees of any and all consequences resulting from their use of the program room.
All Ayes. No Nays. Motion carried. Policy to be amended April 15, 2026. Board Members Photos and Bios to be updated at June Board Meeting.
Upcoming Dates: A Special Meeting with be held April 21st at 5:30 pm. The next Regular Monthly Board Meeting of the Board of Trustees will be Wednesday, May 20, 2026, at 5:30 p.m.
Adjourn: Kunde motioned; Weil seconded to adjourn the Regular Board Meeting. All Ayes. No Nays. Motion carried.
Regular Board Meeting adjourned at 6:30 p.m.
Respectfully Submitted,
__________________________________________
Lindsey Jarr, Recorder
