Regular Meeting Minutes – July 17, 2013

Huntley Area Public Library District
Board of Trustees Minutes for Regular Meeting
July 17, 2013
Revised

 
 
The Board of Trustees of the Huntley Area Public Library District met at the library on July 17, 2013.  President Jan Schadt called the meeting to order at 7:01 p.m.  Also present were Beverly Cannalte, Ann Christiansen, Virginia Maravilla, Kathleen Pilat, Patrick McDonald, Director, and Loralei Getty, Business Manager.  Mitch Baker entered the meeting at 7:03 p.m.  Rusty Ayers was absent.
 
Visitors:  Staff Members: Douglas Cataldo, Leigh Ann Porsch, Sergio Ramos, Marilyn Riordan, and Elizabeth Steffensen.
 
Public Comment:  No public comment.
 
Secretary’s Report:  Christiansen motioned, Cannalte seconded to approve the June 12, 2013 Regular Board Meeting Minutes.  All Ayes.  No Nays.  Motion approved.
 
Baker and Ramos entered the meeting at 7:03 p.m.
 
Financial Reports and Checks:  Pilat motioned, Christiansen seconded to approve the Treasurer’s Report and checks as submitted for June.  Roll call votes were:  Baker-Aye, Cannalte-Aye, Christiansen-Aye, Maravilla-Aye, Pilat-Aye, and Schadt-Aye.  All Ayes.  No Nays.  Motion approved.
 
Monthly Income/Expense Report (Discussion):  To process credit and debit card payments at the Express Check stations, an additional library bank account will be opened at BMO Harris.
 
Cataldo and Steffensen entered the meeting at 7:15 p.m.
 
Electronic Board Packet Distribution:  Tablet computers were distributed to Board Members, and Elizabeth Steffensen and Douglas Cataldo reviewed tablet functionality.  Kathleen Pilat declined a tablet computer and will continue to use a personal device to access Board Packets. 
 
Cataldo left the meeting at 7:15 p.m.
 
Librarian’s Report:  Presented by McDonald.
Personnel:  Library staff members attended the Annual Conference & Exhibition in Chicago of the American Library Association from June 27th through July 2nd.  At the conference, President Obama requested public libraries assist citizens as they navigate the new healthcare landscape.   RAILS has since announced it is developing a training program to support public libraries in this endeavor.
Facilities/Operations:  The library continues to gather information in relation to the repair and painting of the gazebo.  The library will be resealing and repainting the parking lot during the upcoming carpet/check-out area construction project.  Initial reports indicate it will be illegal for firearms to be brought on to public library grounds when the new “concealed carry” law takes full effect.  This will be verified.  By the end of July, the library needs to relocate and/or reduce its storage items in the storage facility.  The storage space is graciously provided to the library free of charge by Mike Fleck.  The library received its FY2013 Per Capita Grant payment in the amount of $40,101.99.
Community/Fundraising:   Some residents of the area granted free trial library service by the board have signing up for library cards.  Next month, the Board will consider a resolution to extend this trial service.  A summary of the monetary value of all donations from all sources to the 2013 Summer Reading Program, including donated prizes, coupons and other materials, totals an impressive $255,155.50.  Local businesses recently received a mailed invitation from the library inviting them to sponsor sections of the library’s collection.
Circulation/Program Usage:  In June 2013, check-out of library items increased relative to June 2012 with the Express Check stations doing 50% of the circulation.
RAILS Library System Report:  No additional oral comments.
           
Committee Reports:

Board Policy:  No report.
Finance:  No report.
 
Friends’ Liaison:  Reported by Schadt.  At their meeting on June 19th, the Friends Foundation will vote on the library’s request for funds to purchase two Kindle Fire devices in connection with library programming.  The next book sale will be held on August 3-4th in the library Program Room.  The Back to School event will be held on August 23rd.  The Mini-Golf Outing has been scheduled for November 2013.
 
Library building closure from 8/12 through 8/22 to complete the Grant-Supported Replacement of Carpeting and Renovation of Checkout Area:  Baker motioned, Pilat seconded to approve closing the library beginning on August 12, 2013 for the number of days necessary to complete the replacement of the carpet and renovation of the check-out area.  All Ayes.  No Nays.  Motion approved.
 
Technology Plan 2013-2016: Christiansen motioned, Pilat seconded to approve the Technology Plan 2013-2016 as presented.  All Ayes.  No Nays.  Motion approved.
 
Introduction (to Policy Manual):  Christiansen motioned, Baker seconded to approve the Introduction as presented.  All Ayes.  No Nays.  Motion approved.
 
Reasonable Accommodations:  Baker motioned, Christiansen seconded to approve the Reasonable Accommodation as presented.  All Ayes.  No Nays.  Motion approved.
 
Porsch, Ramos, Riordan and Steffensen left the meeting at 8:52 p.m.
 
Personal Information Protection Policy:  Baker motioned, Christiansen seconded to approve the Personal Information Protection Policy as presented.  All Ayes.  No Nays.  Motion approved.
 
Attachment “A”:  Baker motioned, Pilat seconded to remove Attachment A – Explanation of Conditions Under Family Leave from policy.  All Ayes.  No Nays.  Motion approved.
 
Attachment “B” and Attachment “C”:  Baker motioned, Christiansen seconded to remove Attachment B – Exempt and Non-Exempt Employees and Attachment C – Explanation of Sexual Harassment from policy.  All Ayes.  No Nays.  Motion approved.
 
Huntley Area Public Library District Family Military Leave Employee Verification:  Baker motioned, Christiansen seconded to remove the Huntley Area Public Library District Family Military Leave Employee Verification form from policy.  All Ayes.  No Nays.  Motion approved.
 
Huntley Area Public Library District Victims’ Economic Security and Safety Act (VESSA) Leave of Absence Form:  Christiansen motioned, Pilat seconded to remove the Huntley Area Public Library District Victims’ Economic Security and Safety Act (VESSA) Leave of Absence Form from policy.  All Ayes.  No Nays.  Motion approved.
 
Appointment Policy:  Pilat motioned, Cannalte seconded to approve the Appointment Policy as amended.  All Ayes.  No Nays.  Motion approved.
 
Compassionate Leave Policy:  Christiansen motioned, Pilat seconded to approve the Compassionate Leave Policy as amended.  All Ayes.  No Nays.  Motion approved.
 
Check-out Area Renovation Update:  McDonald presented the updated Check-out Area Renovation plan to the Board.
 
Executive Session:  No executive session.
 
Items from Executive Session for Action:  None.
 
Board Discussion:  No discussion.
 
Adjourn:  Pilat motioned, Christiansen seconded to adjourn the meeting at 9:03 p.m.  All Ayes.  No Nays.  Motion approved.
 
 
Respectfully Submitted,
                                                                               
Kathleen Pilat, Secretary
 

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