Regular Meeting Minutes – April 16, 2014

Huntley Area Public Library District

Board of Trustees Minutes for Regular Meeting

April 16, 2014

 

The Board of Trustees of the Huntley Area Public Library District met at the library on April 16, 2014.  President Jan Schadt called the meeting to order at 7:01 p.m.  Also present were Rusty Ayers, Mitch Baker, Beverly Cannalte, Virginia Maravilla, Rosie Lukas, Interim Co-Director, Elizabeth Steffensen, Interim Co-Director and Loralei Getty, Business Manager.  Kathleen Pilat entered the meeting at 7:05 p.m.  Ann Christiansen was absent.

Visitors:  Steve Saunders, resident.  Frank Novak, the new Library Director.  Sergio Ramos, Head of Maintenance.  Marilyn Powell, Head of Circulation.  Denise Wahl, Circulation Assistant.

Kathleen Pilat entered the meeting at 7:05 p.m.

Public Comment:  Steve Saunders spoke to the Board regarding an incident that occurred at the library on April 9, 2014 involving Darrian Greene.

Steve Saunders left the meeting at 7:10 p.m.

Patron Suspension:  Ayers motioned, Maravilla seconded the ban from library grounds and suspension of the library privileges of Darrian Greene for a total of one year from his respective suspension start date for his involvement in an incident involving DVD’s inside the library building.  Furthermore, the reinstatement of the library privileges is contingent on apologizing in person to the Library Board or Library Director. Roll call votes were:  Ayers-Aye, Baker-Abstain, Cannalte-Aye, Maravilla-Aye, Pilat-Aye and Schadt-Aye.  Five Ayes.  No Nays.  One Abstain.  Motion approved.

Secretary’s Report:  The Board reviewed the March 12, 2014 Policy Committee Meeting Report.

Baker motioned, Cannalte seconded to approve the March 19, 2014 Regular Board Meeting Minutes as presented.  Five Ayes.  No Nays.  One Abstain.  Motion approved.

Baker motioned, Maravilla seconded to approve the March 19, 2014 Executive Session Minutes of the Regular Board Meeting as presented.  Five Ayes.  No Nays.  One Abstain.  Motion approved.

Financial Reports and Checks:  Pilat motioned, Ayers seconded to approve the Treasurer’s Report and checks as submitted for March as presented.  Roll call votes were:  Ayers-Aye, Baker-Aye, Cannalte-Aye, Maravilla-Aye, Pilat-Aye and Schadt-Abstain.  Five Ayes.  No Nays.  One Abstain.  Motion approved.

Monthly Income/Expense Report (Discussion):  No discussion.

Librarian’s Report:  Presented by Steffensen.

Personnel:  Lukas and Steffensen thanked the Library Board and Staff as well as Schadt and Getty for their support while being Interim Co-Directors.  Welcome to Frank Novak who has been selected to be the new Library Director.  Mr. Novak will begin working at the library on April 21, 2014.  The “Volunteer Statistics 2005-Current” outlines the monetary value of volunteer support to the library from Fiscal Year 2004-2005 to Fiscal Year 2012-2013.  On April 15th, the Friends provided lunch for the library staff in honor of National Library Workers’ Day. 

Facilities/Operations:  Proposals outlining the cost comparison for the purchase of new copy machines will be presented at a future Board Meeting.

Community/Fundraising:  No additional oral comments.

Circulation/Program Usage:  No additional oral comments.

RAILS Library System Report:  Kevin Drinka is the new Director of the Marengo-Union Library.

 

Progress Report on Library’s Facilities Plan for FY2013-2014:  The board discussed the Library’s Facilities Plan for FY2013-2014 with Ramos.  Projects discussed included power washing the exterior building windows and frames, cleaning and waxing the floors, cleaning the carpet, insulation project and repairing the gazebo.

Ramos left the meeting at 8:05 p.m.

Protection of Community Library Property and Materials:  The Board continued the discussion of the pursuit of statutory remedies to facilitate the recovery of community library property.  Maravilla motioned, Cannalte seconded to approve prosecuting patrons with $300 or more in unreturned library materials if there is no response to the demand letter within the 30 day waiting period.  Roll call votes were:  Ayers-Nay, Baker-Aye, Cannalte-Aye, Maravilla-Aye, Pilat-Nay and Schadt-Aye.  Four Ayes.  Two Nays.  Motion approved.

Powell and Wahl left the meeting at 8:22 p.m.

Committee Reports:

Board Policy:  No report.

Finance:  Met on April 14, 2014 to discuss the preliminary Fiscal Year 2014-2015 budget.

Friends’ Liaison:  Reported by Schadt.  The April book sale raised $696.  Culver’s Fundraising Night raised $611.  The Breakfast Fundraiser is being held at Boulder Ridge Country Club on May 7, 2014.

Complaint Policy:  The Board suspended the review of proposed updates to the Complaint Policy until more information is obtained from the library’s attorney.

Emergency Plan:  Ayers motioned, Pilat seconded to remove the Emergency Plan from the Policy Manual.  All Ayes.  No Nays.  Motion approved.

HIPPA Policy:  Pilat motioned, Ayers seconded to remove the HIPPA Plan from the Policy Manual.  All Ayes.  No Nays.  Motion approved.

Continuation Coverage Rights Under COBRA:  Maravilla motioned, Baker seconded to remove the Continuation Coverage Rights Under COBRA from the Policy Manual.  All Ayes.  No Nays.  Motion approved.

Executive Session:  Ayers motioned, Cannalte seconded to meet in Executive Session at 8:35 p.m. under the exception of the Open Meetings Act ILCS Chapter 5, Act 120, Section 120/2:  the compensation and performance of specific employees of the public body.  Roll call votes were:  Ayers-Aye, Baker-Aye, Cannalte-Aye, Maravilla-Aye, Pilat-Aye and Schadt-Aye.  All Ayes.  No Nays.  Motion approved.

The Board left the Executive Session at 9:05 p.m.

Items from Executive Session for Action:  Baker motioned, Ayers seconded to increase the Library Interim Co-Director’s (Rosie Lukas and Elizabeth Steffensen) salary 3% effective March 31, 2014 in connection with their annual performance reviews with the understanding that a formal review be provided by the new director at the appropriate time to allow them specific feedback on their performance and the chance to have a development conversation.  Roll call votes were:  Ayers-Aye, Baker-Aye, Cannalte-Aye, Maravilla-Aye, Pilat-Aye and Schadt-Aye.  All Ayes.  No Nays.  Motion approved.

Board Discussion: The Nominating Committee made a preliminary recommendation for the Library Board Officers for the upcoming year.  The Board discussed the proposed recommendations in advance of a potential future vote.

Adjourn:  Cannalte motioned, Pilat seconded to adjourn the meeting at 9:15 p.m.  All Ayes.  No Nays.  Motion approved.

Respectfully Submitted,                                                                        

Kathleen M. Pilat, Secretary