Regular Meeting Minutes – December 19, 2018

Board of Trustees 

of the 

Huntley Area Public Library District 

Minutes of the Regular Meeting 

December 19, 2018 

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 December 19, 2018.  President Budzynski called the meeting to order at 5:30 p.m. 

Attendance: 

Trustees Present:  Chris Budzynski, Sean Cratty, Shannon McKibben, David Moore, David Novalinski, Marjorie Smith and Leslie Threadgill-Smith 

Trustees Absent:  None 

Library Staff Present:  Frank Novak, Library Director; Loralei Getty, Business Manager; Pamela Kampwerth, Head of Circulation and Outreach Services 

Visitors Present:  None 

Public Comments:  There were no public comments. 

Secretary’s Report:  Cratty motioned, Novalinski seconded that the Board approve the minutes of the Regular Meeting held on November 21, 2018 as presented.  All Ayes.  No Nays.  Motion carried.  Threadgill-Smith requested the information needed to complete the trustee continuing education for the Per Capita Grant focusing on meeting the needs of patrons with challenges or disabilities. 

McKibben motioned, Novalinski seconded that the Board approve the minutes of the Board Retreat held on December 1, 2018 as presented.  All Ayes.  No Nays.  Motion carried. 

Threadgill-Smith motioned, McKibben seconded that the Board approve the minutes of the Special Board Meeting held on December 10, 2018 as presented.  All Ayes.  No Nays.  Motion carried. 

Financial Reports and Checks:  Threadgill-Smith motioned, Moore seconded that the Board approve the checks and financial report for November 2018 as presented.  Roll call votes were:  Budzynski-Aye; Cratty-Aye, McKibben-Aye, Moore-Aye, Novalinski-Aye, Smith-Aye and Threadgill-Smith-Aye.  All Ayes.  No Nays.  Motion carried.  Check #26743 payable to B&C Enterprises, Inc. for $1,230 is for repairing exterior locks, a bathroom partition and to re-caulk the exterior door.  Check #26710 payable to Nora Lutzow for $1,864.11 is a reimbursement for Voluntary Life Insurance.  LIMRiCC’s broker shared that they were informed by Unicare that part-time staff, regardless of hours worked, are not eligible for Voluntary Life Insurance and issued a full refund payable to the library.  In turn, the library disbursed the refunded money to Nora Lutzow.  Check #26723 payable to Dickens Carriage Co. for $1,100 was voided because they came to the Very Merry Huntley with one carriage instead of two.  Due to this, check #26767 was issued to Dickens Carriage Co. for $650.  Check #26648 payable to the Postmaster for $800 was voided because more funds were needed for the Business Reply Mail permit.  Due to this, check #26649 was issued to the Postmaster for $2,000.  Check #26777 payable to Lawn Care Services Sinaloa, LLC for $7,262.75 is for the Landscape Seasonal Package-November 2018, Snow Plow & Salt Seasonal Package-November 2018, Bobcat services and to fix the concrete stoppers. 

Monthly Income/Expense Report (Discussion):  Trustees reviewed the Income/Expense Report-November 2018 and there were no questions or comments. 

Librarian’s Report:  Presented by Novak. 

On January 10, the library board will have a special meeting to approve the public question for the bond issue.  Novak is working with the library’s attorney to draft the ordinance for the public question.  The proposition that the library puts to the public will read substantially as follows:  “Shall the bonds of the Huntley Area Public Library District, McHenry and Kane Counties, Illinois, in the amount of $12,900,000 be issued for the purpose of remodeling an existing building, erecting an addition to an existing building, and furnishing said buildings with necessary equipment”.  Novak will inquire with the attorney if the order of remodeling an existing building and erecting an addition to an existing building can be changed to erecting an addition to an existing building and remodeling an existing building. 

Committee Reports: 

Policy & Personnel:  There was no report. 

Finance:  There was no report. 

Facilities:  There was no report. 

Friends’ Liaison:  Presented by Kampwerth.  The holiday baskets are on display until December 20.  In 2018, the Friends raised between $53,000-$55,000.  The Friends will have a booth at the Huntley Business Expo to promote the building project.  Library Lovers Month is in the planning phase.  Culver’s Fundraising is scheduled for March 11.  The Huntley Fall Fest Committee donated $1,000 to the Friends. 

New Business: 

Regular Board Meeting Dates:  Novalinski motioned, Threadgill-Smith seconded that the Board approve the 2019 Schedule of Regular Board Meetings as presented.  All Ayes.  No Nays.  Motion carried. 

Old Business:  Novak provided a general update on the building project.  The Friends might be able to donate money to the Vote Yes Campaign.  Gilbane will donate political signs. 

Executive Session:  McKibben motioned, Novalinski seconded for the Library Board to convene in an Executive Session at 5:53 p.m. under the exception of the Open Meetings Act ILCS Chapter 5, Act 120, Section 120/2 for the purpose of discussion of minutes of meetings lawfully closed under the Open Meetings Act, whether for purposes of approval by the body or semi-annual review of the minutes.  Roll call votes were:  Budzynski-Aye, Cratty-Aye; McKibben-Aye; Moore-Aye; Novalinski-Aye; Smith-Aye and Threadgill-Smith-Aye.  All Ayes.  No Nays.  Motion carried. 

The board came out of the Executive Meeting at 6:01 p.m. 

Items from Executive Session for Action:  Threadgill-Smith motioned, Novalinski seconded that the Board approve and not release the executive session minutes from February 6, 2018 to date.  Roll call votes were:  Budzynski-Aye; Cratty-Aye, McKibben-Aye, Moore-Aye, Novalinski-Aye, Smith-Aye and Threadgill-Smith-Aye.  All Ayes.  No Nays.  Motion carried.   

Upcoming Dates:  The next Regular Monthly Board Meeting of the Board of Trustees will be Wednesday, January 16, 2019 at the Huntley Area Public Library District at 5:30 p.m. 

Board Discussion:   

Building Program Community Survey Results:  Novak presented the 2018 Mail Survey Results.  The results were compiled by G.K. Baum & Company.  Baum characterized the results as very positive.  There was a 11% response rate.  These results are not a prediction of ballot results.   

Q12 Survey Results:  The overall engagement index went up from the last survey. 

Cratty left the meeting at 6:28 p.m. 

Request for Policy and Personnel Committee Meeting:  The committee scheduled a meeting for January 10, 2019 at 5:15 p.m. to discuss the Vacation Policy and Bylaws. 

The roof has plastic tarps on it because the roofing nails are disintegrating and the structure is being compromised.  The library has applied for a matching grant from the state for a roofing project if the repair work is not included in the building program.  The library will continue to do patch work.  It is estimated it would cost $200,000 to replace the entire roof. 

Adjourn:  McKibben motioned, Novalinski seconded to adjourn the meeting at 6:40 p.m.  All Ayes.  No Nays.  Motion carried. 

 

Respectfully Submitted,

Shannon V. McKibben, Secretary