Regular Meeting Minutes — January 16, 2019

Board of Trustees 

of the 

Huntley Area Public Library District 

Minutes of the Regular Meeting 

January 16, 2019 

 

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 January 16, 2019President 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; Leigh Ann Porsch, Head of Marketing and Public Relations; Elizabeth Steffensen, Head of Information Services 

Visitors Present:  None 

Public Comments:  There were no public comments. 

Secretary’s Report:  Threadgill-Smith motioned, Novalinski seconded that the Board approve the minutes of the Regular Meeting held on December 19, 2018 as amended.  All Ayes.  No Nays.  Motion carried 

Novalinski motioned, McKibben seconded that the Board approve the minutes of the Special Board Meeting held on January 10, 2019 regarding the adoption of an ordinance determining the financing of certain library improvements and adoption of an ordinance for the submission of the proposition of issuing library bonds to the voters of the library district at the consolidated election to be held on April 2, 2019 as presented.  All Ayes.  No Nays.  Motion carried. 

Financial Reports and Checks:  Threadgill-Smith motioned, McKibben seconded that the Board approve the checks and financial report for December 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 carriedCheck #26774 payable to Klein, Thorpe, Jenkins, Ltd. for $316 is for research and preparation of the budget, appropriation and levy timeline.  Check #26789 payable to Nora Lutzow for $515.45 is the balance of the reimbursement for Voluntary Life Insurance and November reimbursementsCheck #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.  Check #26841 payable to Lawn Care Services Sinaloa, LLC for $3,999 is for Snow Plow & Salt Seasonal Package-December 2018. 

Monthly Income/Expense Report (Discussion):  Novak explained the increase in expenses to Postage (7400-45) and Printing (7600-50) were primarily due to the building program related documents mailed to the community. 

Library Director’s Report:  Presented by Novak. 

A meeting regarding the cost of the building program will take place on Monday, January 21 at 6:00 p.m. at the library.  The Chief Estimator for the building program will be making a presentation and answering questions.  Kane County requires the building program ordinances also be printed in Spanish.  This Spanish language translation of the ordinance determining the financing of certain library improvements and the ordinance for the submission of the proposition of issuing library bonds to the voters of the library district at the consolidated election to be held on April 2, 2019 should cost the library approximately $200.  Under Article VI, Section 4 of the bylaws, amendments may be done by a majority vote of all library trustees provided written notice of the proposed amendments are mailed or email to all trustees at least ten day prior to the meeting at which such action is proposed to take place.  The proposed amendments to the library’s by-laws are included in the Library Director’s Report – January 2019 and will serve as written notice.  As a result, the board will act on the proposed changes at the February 2019 Regular Board Meeting.  Also, at the February 2019 Regular Board Meeting, the Resolution Concerning Library Materials and Facilities will be reviewed.  Every two years, the library is required to review the selection of library materials and the use of library materials and facilities.   

 

Committee Reports: 

 Policy & Personnel:  The committee met on January 10, 2019 to discuss the Vacation Benefits, Holidays, Bylaws and Serving Our Public 3.0, Chapter 8. 

Vacation Benefits:  The committee recommends maintaining that employees may carry over no more than two weeks’ vacation to the following calendar year and any requests for exceptions must be approved by the director.  The committee would like the director to reduce the current number of exceptions being allowed and that these exceptions for additional carry over would need to be used by January 31st of the following calendar year. 

Holidays:  The committee recommends a standard closure for the Sundays before Labor Day and Memorial Day.  The committee also recommends closing at 5 p.m. on the Wednesday before Thanksgiving.  Closing for Mother’s Day, Father’s Day and preset staff training was not supported as best for the library and patrons.  For staff training, the committee recommends Board approval on an as needed basis.  Currently, the committee did not support having employees working less than 1,000 hours per year eligible for Holiday benefits.  The committee would like to see the financial impact on the library if employees working less than 1,000 hours per year became eligible for Holiday benefits. 

Bylaws:  The committee recommends modifying the library’s bylaws to place Executive Session and Items from Executive Session for Action at the end of the meeting. 

Serving Our Public 3.0, Chapter 8:  After reviewing Chapter 8 of Serving Our Public 3.0, the library is not 100% compliant in the following areas: 

  1. Staff members who are responsible for reader’s advisory services in their library should attempt to stay current with community events by participating in community organizations, clubs, or councils. 
  1. Staff members who are responsible for reader’s advisory services in their library should attempt to attend as many workshops, reading roundtables, or continuing education events as possible to say current.

Finance:  There was no report. 

Facilities:  There was no report. 

Friends’ Liaison:  Presented by KampwerthDuring the month of February, Lego bricks, windows, doors, and landscaping pieces can be purchased to help the Friends “Build a New Library for Huntley with Legos.  Library Lovers’ Book Sale will be on February 2-3.  The Friends will have a booth at the Huntley Business Expo to promote the building program.  The next general meeting of the Friends Foundation will be o 

Friday, January 18 where there will be a presentation by Thomas Palmer, Executive Director of the Huntley Park District. 

New Business: There was no New Business. 

Old Business:  There was no Old Business. 

Executive SessionThere 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, February 20, 2019 at the Huntley Area Public Library District at 5:30 p.m. 

 

Board Discussion:   

Election-Related Activities:  The library’s attorney prepared a memorandum regarding referendum-related activities of public employees or officials.  While at work, staff can provide information, answer questions and provide factual details.  Staff cannot discuss items related to the campaign, such as suggesting how people should vote.  While off the clock, staff can do or say anything about the referendum.  The Board can do or say anything about the referendum at any time because they are not paid by the library. 

Bylaws Change:  At the Policy and Personnel Committee meeting on January 10th, committee members agreed that the meeting order provisions in the library’s bylaws should be modified to placed Executive Session and Items from Executive Session for Action at the end of the meeting.  This item will be voted on at the February 2019 Regular Board Meeting. 

President Budzynski read a thank you letter from the Friends for the basket donated by the Board for the Holiday Basket Fundraiser. 

Adjourn:  Cratty motioned, Novalinski seconded to adjourn the meeting at 5:55 p.m.  All Ayes.  No Nays.  Motion carried. 

 

Respectfully Submitted, 

Shannon V. McKibben, Secretary