Regular Meeting Minutes – February 18, 2015

Board of Trustees

of the

Huntley Area Public Library District

Minutes of the Regular Meeting

February 18, 2015

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 February 18, 2015.  The meeting was called to order at 7:00 p.m. by President Schadt.

 

Attendance:

Trustees Present:  Rusty Ayers, Mitch Baker, Beverly Cannalte, Ann Christiansen, Virginia Maravilla, Kathleen Pilat and Jan Schadt.

Trustees Absent:  None.

Library Staff Present:  Frank Novak, Library Director; Douglas Cataldo, Marketing & Technology Specialist; Loralei Getty, Business Manager; Pamela Kampwerth, Volunteer/Outreach Coordinator; Leigh Ann Porsch, Communications and Development Coordinator; Sergio Ramos, Head of Maintenance; Elizabeth Steffensen, Head of Information Services.

Visitors Present:  There were no visitors in attendance.

Public Comments:  There were no public comments.

Secretary’s Report:  Christiansen motioned, Cannalte seconded that the Board approve the minutes of the Regular Meeting held on January 21, 2015 as presented.  Six Ayes.  No Nays.  One Abstain.  Motion carried.

Financial Reports and Checks:  Pilat motioned, Christiansen seconded that the Board approve the Financial Report for FY 14/15 as of January 31, 2015 and the January 2015 disbursements in the total amount of $59,000.35 as presented.  Roll call votes were:  Ayers-Aye, Baker-Aye, Cannalte-Aye, Christiansen-Aye, Maravilla-Aye, Pilat-Aye and Schadt-Aye.  All Ayes.  No Nays.  Motion carried.

Semi-Annual Treasurer’s Report:  Ayers motioned, Pilat seconded that the Board approve the Semi-Annual Treasurer’s Report: July-December 2014 as presented.  Roll call votes were:  Ayers-Aye, Baker-Aye, Cannalte-Aye, Christiansen-Aye, Maravilla-Aye, Pilat-Aye, and Schadt-Aye.  All Ayes.  No Nays.  Motion carried.

Monthly Income/Expense Report (Discussion):  On the January 2015 Income/Expense Report, Community Relations (7600-66) is expensed at 105.95% of the budget for the fiscal year-to-date.  This reflects the Board’s approval for the library not to exceed $10,000 for a 25th anniversary celebration at the Regular Meeting held on June 18, 2014.

 

Librarian’s Report:  Presented by Novak.

Personnel:  There was no additional report.

Facilities/Operations:  The library switched to a higher bandwidth solution with AT&T.  After completing the move on February 13th, there were 3 instances where the staff and public Internet turned itself off during the evening and turned itself back on the following morning.  This situation is being monitored by the library’s IT staff and they will be communicating with the Internet provider to troubleshoot this issue.  On February 1st, water was leaking from the roof in the Communications office.  Peerless Exteriors was contacted to remove the snow and ice from the problematic areas of the roof and there have been no further issues.

Community/Fundraising:  At the February 2015 General Membership Meeting of the Huntley Area Chamber of Commerce, Dr. John Burkey, Superintendent of Schools, presented how Consolidated School District 158 influences the business climate in Huntley.  Subsequently, the library’s budget for next fiscal year should consider setting aside funds to push forward with technology.

Circulation/Program Usage:  Maravilla would like to see the Circulation Report include how many items checked out are hard materials vs electronics and/or how many items are checked out at the library vs checked out electronically.  This information could be beneficial for a future referendum.

RAILS Library System Report:  There was no additional report.

 

Committee Reports:

Board Policy:  There was no report.

Finance:  There was no report.

Friends’ Liaison:  Presented by Schadt.  It is time to renew membership for 2015.  The book sale on February 7-8 raised $640.  The Library Lovers’ Fundraiser, which helps the Friends raise funds to support programs at the Huntley Area Public Library, has raised $300 to date.  At their strategic planning session, the Friends approved a new logo which is an extension of the new library logo.

New Business:

 

Reevaluation and Approval of Patron Behavior Policy:  Ayers motioned, Baker seconded that the Board approve “Food and covered drinks are permitted if they are not disruptive to others or damaging to equipment and materials.  Individuals are liable for any damage they may cause to library property.” as the language for item #4 of the General Rules of Behavior in the Patron Behavior Policy.  The motion was amended.

Ayers motioned, Baker seconded that the Board approve the amended motion “Snacks and covered drinks are permitted if they are not disruptive to others or damaging to equipment and materials.  Individuals are liable for any damage they may cause to library property.” as the language for item #4 of the General Rules of Behavior in the Patron Behavior Policy.  Three Ayes.  Four Nays.  Motion failed.

Schadt motioned, Cannalte seconded that the Board approve “Eating is prohibited at all computer stations.  Snacks and covered beverages may be consumed in the library as long as it is not disruptive to others or damaging to equipment and materials.  Individuals are liable for any damage they may cause to library property.” as the language for item #4 of the General Rules of Behavior in the Patron Behavior Policy.   Two Ayes. Five Nays.  Motion failed.

Baker motioned, Cannalte seconded that the Board approve “Snacks and covered drinks are permitted if they are not disruptive to others or damaging to equipment and materials.  Individuals are liable for any damage they may cause to library property.” as the language for item #4 of the General Rules of Behavior in the Patron Behavior Policy.  Five Ayes.  Two Nays.  Motion carried.

Library Policies Review:  Library Policies are now uniformly formatted in a searchable document with a table of contents.  The Policy Committee will need to schedule a meeting to begin reviewing the policies since current rules and regulations are always changing.

Old Business:  There was no old business.

 

Executive Session:  There was no executive session.

 

Items from Executive Session for Action:  None

 

Upcoming Dates:  The next Regular Monthly Board Meeting of the Board of Trustees will be Wednesday, March 18, 2015 at the Huntley Area Public Library District at 7:00 p.m.

 

Board Discussion:

 

The Board would like staff input regarding new/updated policies prior to the Board vote.  Staff should communicate input to the director who in turn makes a recommendation to the Board.

Assistant Director Position:  Discussed and decided not to pursue.

Exterior Sign:  After reviewing a rendering of the stone sign, the Board would like to the wording on the proposed sign to read:

Huntley Area

Public

LIBRARY

Ramos reported that increasing the lettering from 2 lines to 3 lines would increase the size of the stone and therefore the overall price of the sign.  Cataldo will design sketches for the stone sign with and without the new library logo.  Item to be held over until the Regular Monthly Board Meeting in March 2015.

Quorum for April Board Meeting:  There will be a quorum in attendance at the Regular Meeting scheduled on April 15, 2015.

Library Board Bylaws:  Library Board Bylaws are now in electronic form.

Director’s Job Description:  Novak presented a draft of the Director job description for the Board’s review.

 

Ramos left the meeting at 9:03 p.m.

 

Director’s Evaluation-Form and Information:  The annual Evaluation of the Library Director should be completed and forwarded to Cannalte or Christiansen at the Regular Meeting in March.

 

Adjourn:  Pilat motioned, Christiansen seconded to adjourn the meeting at 9:10 p.m.  All Ayes.  No Nays.  Motion carried.

 

Respectfully Submitted,

Kathleen M. Pilat, Secretary