Regular Meeting Minutes – August 19, 2015

Board of Trustees

of the

Huntley Area Public Library District

Minutes of the Regular Meeting

August 19, 2015

 

 

 

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 August 19, 2015. The meeting was called to order at 7:00 p.m. by President Pilat.

 

Attendance:

      Trustees Present:   William Jorgensen, Virginia Maravilla, David Moore, Kathleen Pilat and Leslie

Threadgill-Smith

 

      Trustees Absent:    Beverly Cannalte and Ann Christiansen

 

      Library Staff Present: Frank Novak, Library Director; Loralei Getty, Business Manager; Douglas

Cataldo, Marketing & Technology Specialist; Pamela Kampwerth, Volunteer/Outreach Coordinator;

Leigh Ann Porsch, Communications/Development Coordinator; Sergio Ramos, Head of Maintenance

 

      Visitors Present: Marjorie Smith, Friends Foundation Secretary

 

Public Comments: There were no public comments.

 

Secretary’s Report: Maravilla motioned, Jorgensen seconded that the Board approve the minutes of the Regular Meeting held on July 15, 2015. All Ayes. No Nays. Motion carried.

 

Financial Reports and Checks: Moore motioned, Jorgensen seconded that the Board approve the Financial Report for FY 15/16 as of July 31, 2015 and the July 2015 disbursements in the total amount of $20,316.42 as presented. Roll call votes were: 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: There was no additional report.

 

Facilities/Operations: The library signed a contract with Vanguard Energy Services to provide the library with electricity for a period of 3 years beginning in 2016. The new rate will be less than the current contract with Direct Energy Business. A new shed has been assembled on the north side of the building to provide needed additional storage space.

 

Community/Fundraising: There was no additional report.

 

Circulation/Program Usage: The Board will be updated on the final Summer Reading statistics after Novak meets with the staff.

 

RAILS Library System Report: There was no additional report.

 

Committee Reports:

 

Policy & Personnel: The new Art Gallery Policy should be brought to the Policy & Personnel Committee prior to the Board. A meeting will be scheduled.

 

Finance: A meeting will need to be scheduled.

 

Facilities: There was no report.

 

Community Outreach: There was no report.

 

Friends’ Liaison: This Committee Report should be renamed Friends’ Representative. Presented by Smith. The Friends Foundation’s annual Minilinks fundraiser raised $1,740. 80-85 golfers supported the Friends. The August book sale raised $672. Culver’s Fundraiser Night is scheduled for August 31 from 4 p.m. to 8 p.m. The Friends earn ten percent of all pre-tax sales during that period of time. The next book sale takes place September 25-27 at the Huntley Fall Fest. September is library card sign-up month.

 

New Business:

 

Approval of FY 2015-2016 Budget and Appropriation Ordinance: Threadgill-Smith motioned, Maravilla seconded to approve Ordinance 2015-3: Ordinance Providing for Budget and Appropriations of the Huntley Area Public Library District McHenry and Kane Counties, Illinois for the Fiscal Year Beginning July 1, 2015 and Ending June 30, 2016 as presented. Roll call votes were: Jorgensen-Aye, Maravilla-Aye, Moore-Aye, Pilat-Aye and Threadgill-Smith-Aye. All Ayes. No Nays. Motion carried.

 

Transfer of Library Funds from Operating Fund to Special Reserve Fund: Jorgensen motioned, Moore seconded to transfer $18,000 from the Operating Fund to the Special Reserve Fund. Roll call votes were: Jorgensen-Aye, Maravilla-Aye, Moore-Aye, Pilat-Aye and Threadgill-Smith-Aye. All Ayes. No Nays. Motion carried.

 

Exterior Library Sign: After reviewing the library signage analysis, the Board prefers the LED option so the sign can be used as a communication vehicle with the community as well as an entrance sign. The Board would like the staff to proceed with collecting final amounts for an LED sign with imaging and text, including electric, within a $30,000-$45,000 range. Ramos requested the Board consider all pending library projects prior to finalizing the purchase of an exterior library sign.

 

Old Business: There was no old business.

 

Executive Session: There was no Executive Session.

 

Items from Executive Session for Action: None

 

Upcoming Dates: A Board Retreat is scheduled for August 29th at 8:00 a.m. The next Regular Monthly Board Meeting of the Board of Trustees will be Wednesday, September 16, 2015 at the Huntley Area Public Library District at 7:00 p.m.

 

Board Discussion: The Illinois Public Library Annual Report (IPLAR), Semi-Annual Treasurer’s Report: January-June 2015 and Annual Treasurer’s Report: Fiscal Year Ending June 30, 2015 were signed.

 

Cataldo left the meeting at 8:25 p.m.

 

Building Tour: The Board toured the library building with Sergio Ramos, Head of Maintenance, to review issues to be addressed in the future.

 

  • Ramos presented an additional option, from the library’s architect, to help decrease the cold air entering the building at the front entrance during the winter. The second set of doors could be moved into the library in line with the circulation desk increasing the distance between the two sets of doors to 25 feet. By doing this, the New Books shelves, 2 CD display cases and the Friends shelves will be lost and need to be relocated.

 

Kampwerth, Porsch and Smith left the meeting at 8:47 p.m.

 

  • The metal U brackets creating the stairs on the outside back stairs are rusted. The cement in the U brackets is cracked and water is seeping in. All of the cement and metal U brackets will need to be removed leaving only the two metal support beams. Following this removal, cement stairs can be reinstalled or they can be replaced with metal stairs. If the entire structure (including the 2 metal beams) needs to be replaced, all the railings will need to be replaced. The Board approved Ramos to obtain estimates for the repair.
  • Ramos would like to replace the current light fixtures in the library to LED in an effort to save the library money. Ramos is working with a company to apply for a grant to assist with covering the cost of the project.
  • The exterior of the building will need to be painted in the near future.
  • More parking spaces are needed.

 

Adjourn: Threadgill-Smith motioned, Jorgensen seconded to adjourn the meeting at 9:16 p.m. All Ayes. No Nays. Motion carried.

 

Respectfully Submitted,

Virginia Maravilla, Acting as Secretary