Regular Meeting Minutes – April 20, 2016

Board of Trustees

of the

Huntley Area Public Library District

Minutes of the Regular Meeting

April 20, 2016

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 20, 2016.  The meeting was called to order at 7:05 p.m. by President Pilat.

Attendance:

Trustees Present:   Beverly Cannalte, Ann Christiansen, William Jorgensen, Virginia Maravilla, David Moore, Kathleen Pilat and Leslie Threadgill-Smith

      Trustees Absent:    None

Library Staff Present:  Frank Novak, Library Director; Loralei Getty, Business Manager; Pamela Kampwerth, Volunteer/Outreach Coordinator; Leigh Ann Porsch, Communications/Development Coordinator

Visitors Present:  Marjorie Smith, Friends Foundation

Public Comments:  There were no public comments.

Secretary’s Report:  Jorgensen motioned, Christiansen seconded that the Board approve the minutes of the Finance and Facilities Joint Committee Meeting held on March 16, 2016 as presented.  All Ayes.  No Nays.  Motion carried.

Christiansen motioned, Jorgensen seconded that the Board approve the minutes of the Regular Meeting held on March 16, 2016 as amended.  All Ayes.  No Nays.  Motion carried.

Moore motioned, Maravilla seconded that the Board approve the minutes of the Facilities Committee Meeting held on April 13, 2016 as amended.  All Ayes.  No Nays.  Motion carried.

Financial Reports and Checks:  Threadgill-Smith, motioned, Cannalte seconded that the Board approve the Financial Report for FY 15/16 as of March 31, 2016 and the March 2016 disbursements in the total amount of $81,701.76 as presented.  Roll call votes were:  Cannalte-Aye, Christiansen-Aye, Jorgensen-Aye, Maravilla-Aye, Moore-Aye, Pilat-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:  The last day to file the Statement of Economic Interest is April 30, 2016.  McHenry County now has an electronic filing process.  Failure to file results in fines.

Facilities/Operations:  The library will be hosting an all-day Staff Institute on Friday, May 6, 2016.  The library will be closed to the public that day.  Anders Dahlgren from Library Planning Associates will be in attendance to address space management.  A draft of the FY2016-2017 Working Budget is being prepared to be presented to the Finance Committee.  The infrastructure on the back emergency stairwell project has been completed.  Painting will be done as soon as weather permits.  Novak will be appearing before the Huntley Village Board on Thursday, April 21, 2016 to go over the library sign plans and to discuss the library’s request for a variance from existing village sign ordinances.

Community/Fundraising:  Illinois State Senator Karen McConnaughay will be visiting the library on June 14, 2016 to do a reading of Grace for President for children at the Pajamarama program that evening from 6:30 p.m. to 7 p.m.

Circulation/Program Usage:  Novak distributed HAPLD Dashboard-March 2016.  The Board would like future reports to include what type of circulation is declining under Monthly Circulation.

RAILS Library System Report:  There was no additional report.

Committee Reports:

Policy & Personnel:  There was no report.

Finance:  There was no report.

Facilities:  Will discuss under New Business.

Community Outreach:  There was no report.

Friends’ Liaison:  Presented by Smith.  At the April 15th General Meeting, Kathleen Carr, president of The Growing Scene, Inc., Garden Center and Landscaping, gave a presentation about “New Plants for 2016”.  The April book sale earned over $500.  Culver’s Fundraiser Night on April 11th made over $500.  The Friends purchased a tablet so they can accept credit card payments.  To date, 120 tickets have been sold for the annual fundraising breakfast on May 11th.  On April 13th, the Friends purchased lunch for the library staff in honor of National Library Week.  The Friends have received $3,000 in sponsorships to date.  May will feature a Growing Scene fundraising weekend.

New Business:

Approval of Lawn Care Services:  The recommendation of the Facilities Committee is to award the 2016 landscape and lawn care season to Chris’ Lawn Care in the amount of $6,720.  The omissions from Chris’ Lawn Care bid are covered in other costs.  Following a discussion, Jorgensen, motioned, Cannalte seconded that the Board approve Lawn Care Services Sinaloa, LLC for the 2016 landscape and lawn care season in the amount of $9,715 as presented.  Roll call votes were:  Cannalte-Aye, Christiansen-Aye, Jorgensen-Aye, Maravilla-Aye, Moore-Nay, Pilat-Aye and Threadgill-Smith-Aye.  Six Ayes.  One Nay.  Motion carried.

Old Business:

The Board officially accepted Jorgensen’s resignation from the Huntley Area Public Library District’s Board of Trustees which was submitted last month.

Upcoming Dates:  The next Regular Monthly Board Meeting of the Board of Trustees will be Wednesday, May 18, 2016 at the Huntley Area Public Library District at 7:00 p.m.

Board Discussion:

Exterior Library Sign:  There was no further discussion following the Librarian’s Report.

Police Department Request-DCFS Bus Parking:  The Huntley Police Department asked if they can park a DCFS bus in the library’s parking lot on a regular basis.  Novak will speak with the Police Chief to determine if arrangements can be made that would not interrupt library services, impact seasonal snow removal, or if we were able to provide interim space until a permanent location can be determined.

The Board took a break from 8:13 p.m. to 8:20 p.m.

Executive Session:  Jorgensen motioned, and Christiansen seconded for the Library Board to convene in an Executive Session at 8:20 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, Jorgensen-Aye, Maravilla-Aye, Moore-Aye, Pilat-Aye and Threadgill-Smith-Aye.  All Ayes.  No Nays.  Motion carried.

The board came out of the Executive Meeting at 9:45 p.m.

Items from Executive Session for Action:  Cannalte motioned, Jorgensen seconded that Director Novak receive a 3% salary increase, effective on his anniversary date.  Voice vote taken. Roll call votes were:  Roll call votes were:  Cannalte-Aye, Christiansen-Aye, Jorgensen-Aye, Maravilla-Aye, Moore-Aye, Pilat-Aye and Threadgill-Smith-Aye.  All Ayes.  No Nays.  Motion carried.

Adjourn:  Christiansen motioned, Threadgill-Smith seconded to adjourn the meeting at 9:50 p.m.  All Ayes.  No Nays.  Motion carried.

Respectfully Submitted,

Ann Christiansen, Secretary