Regular Meeting Minutes – February 20, 2013

Huntley Area Public Library District

Board of Trustees Minutes for Regular Meeting

February 20, 2013

 

The Board of Trustees of the Huntley Area Public Library District met at the library on February 20, 2013.  President Jan Schadt called the meeting to order at 7:00 p.m.  Also present were Ann Christiansen, Kathleen Pilat, Leslie Threadgill-Smith, Patrick McDonald, Director, and Loralei Getty, Business Office Coordinator.  Rusty Ayers entered the meeting at 7:05 p.m.  Mitch Baker and Judith Klein were absent.

Visitors:  Jeanne Adu-Brako and Sergio Ramos, Head of Maintenance.

Public Comment:  Ms. Adu-Brako presented her recommendations for updating the library’s current Check-Out Policy and distributed a copy of the Marion County Libraries “Food for Fines” campaign for consideration by the Board.

Ayers entered the meeting at 7:05 p.m.

Secretary’s Report:  Christiansen motioned, Pilat seconded to approve the January 16, 2013 Regular Board Meeting Minutes.  All Ayes.  No Nays.  Motion approved.

Threadgill-Smith motioned, Christiansen seconded to approve the January 27, 2013 Special Board Meeting Minutes as revised.  Four Ayes.  One Abstain.  No Nays.  Motion approved.

Financial Reports and Checks:  Threadgill-Smith motioned, Christiansen seconded to approve the Treasurer’s Report and checks as submitted for January.  Roll call votes were:  Ayers-Aye, Christiansen-Aye, Pilat-Aye, Schadt-Aye and Threadgill-Smith-Aye.  All Ayes.  No Nays.  Motion approved.

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

Librarian’s Report:  Presented by McDonald.

Personnel:  No additional oral comments.

Facilities/Operations:  To help make check signing more efficient, an option to purchase signature stamps for the Board members was presented.  The Board came to the decision to continue to personally sign the checks prior to the regular monthly board meetings.  An incident that occurred on February 5th where two teenage boys came into the library, set off fireworks and then ran out of the building was discussed.  Getty has a standard operating procedure manual for the Business Office Coordinator position.  The library is working with Boopsie to get the book check feature to work more consistently.

Community/Fundraising:  No additional oral comments.

Circulation/Program Usage:  No additional oral comments.

RAILS Library System Report:  McDonald attended a meet and greet with RAILS Executive Director Dee Brennan where Ms. Brennan listened to participant’s thoughts and concerns.

Committee Reports:

Board Policy:  No report.

Finance:  No report.

Friends’ Liaison:  Reported by Threadgill-Smith.  The “Boxes as Original Works of Art” will be on display at the library throughout the month of February.  The next monthly general meeting will be on March 15, 2013.  The deadline to purchase tickets for the Friends Breakfast Fundraiser is April 24th.

Consideration of Bids for Live & Learn Grant Project to Replace Library Carpeting:  Nine contractors picked up the bid packet for the Live & Learn Grant carpet project with one of the nine contractors considering submitting a bid for this project.  The concerns of the 9 contractors centered on the prevailing wage, bond and insurance requirements.  Ayers motioned, Christiansen seconded to reject any received bids for the Live & Learn Grant carpet project.  All Ayes.  No Nays.  Motion approved.

Request for Proposals for Live & Learn Grant Carpet Replacement Project Information:  Ayers motioned, Christiansen seconded to re-open a second round of bidding for the Live & Learn Grant carpet project.  All Ayes.  No Nays.  Motion approved.

Check-Out Area Work and Additional Check-Out Machines:  A vote was postponed.

Application for FY 2014 State of Illinois Public Library Construction Grant:  Pilat motioned, Ayers seconded to proceed with the application for the FY 2014 State of Illinois Public Library Construction Grant at no cost to the library.  All Ayes.  No Nays.  Motion approved.

Draft Update of Library Directors Goals:  McDonald discussed the revisions to the draft of the Library Director’s proposed goals for the period December 2012 through November 2013.

Emergency Library Building Closings Policy:  Pilat motioned, Ayers seconded to approve the Emergency Library Building Closings policy as presented.  All Ayes.  No Nays.  Motion approved.

Sick Leave Policy:  A vote has been postponed until the March 20, 2013 Regular Board Meeting.

Pay, Work Week and Breaks Policy:  Discussion has been postponed until the March 20, 2013 Regular Board Meeting.

Overtime and Compensatory and Extra Time Policy:  Discussion has been postponed until the March 20, 2013 Regular Board Meeting.

Attendance Policy:  Discussion has been postponed until the March 20, 2013 Regular Board Meeting.

Executive Session:  No executive session.

Ramos left the meeting at 8:28 p.m.

Items from Executive Session for Action:  None.

Board Discussion:  April’s Regular Board Meeting has been tentatively rescheduled for April 24, 2013.  The submission requirements of the Semi-Annual Treasurer’s Report will be verified since this item was omitted for a vote from the February 20, 2013 Regular Board Meeting agenda.

Adjourn:  Christiansen motioned, Threadgill-Smith seconded to adjourn the meeting at 8:32 p.m.  All Ayes.  No Nays.  Motion approved.

 

Respectfully Submitted,                                                                            

Ann Christiansen, Secretary

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