Regular Meeting Minutes – July 19, 2017

Board of Trustees 

of the 

Huntley Area Public Library District 

Minutes of the Regular Meeting 

July 19, 2017 

 

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 July 19, 2017.  President Threadgill-Smith called the meeting to order at 5:31 p.m. 

Attendance: 

Trustees Present:Chris Budzynski, Sean Cratty, Marjorie Smith and Leslie Threadgill-Smith 

Trustees Absent:Shannon McKibben, David Moore and David Novalinski 

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; Sergio Ramos, Head of Maintenance; Elizabeth Steffensen, Head of Information Services 

Visitors Present:  None 

Public Comments:  None 

Secretary’s Report:  Smith motioned, Budzynski seconded that the Board approve the minutes of the Regular Meeting held on June 21, 2017 as presented.  All Ayes.  No Nays.  Motion carried. 

Smith motioned, Budzynski seconded that the Board approve the minutes of the Finance Committee Meeting held on June 21, 2017 as presented.  All Ayes.  No Nays.  Motion carried. 

Smith motioned, Cratty seconded that the Board approve the minutes of the Special Meeting held on July 3, 2017 as presented.  All Ayes.  No Nays.  Motion carried. 

Financial Reports and Checks:  Cratty motioned, Budzynski seconded that the Board approve the checks and financial report for June 2017 as presented.  Roll call votes were:  Budzynski-Aye, Cratty-Aye; Smith-Aye and Threadgill-Smith-Aye.  All Ayes.  No Nays.  Motion carried. 

Monthly Income/Expense Report (Discussion):  There was no discussion. 

Department Head Presentation – Elizabeth Steffensen, Information Services/IT:  Liz has worked at the library for the past 14 years as the Head of Information Services.  Liz has a Masters in Library Science degree from Dominican University in River Forest and did post-masters work at the University of Illinois at Champaign.  Through Harper College, Liz completed the computer support and network support technician programs.  Prior to working at the Huntley Library, she worked in the library field for 10 years.  As Head of Information Services, Liz supervises the customer service staff at the Information Desk which includes scheduling, training and annual evaluations.  At the Information Desk, the staff helps customers of all ages with a wide range of questions (in person, by phone, email and chat) which includes: 

  • Placing holds and interlibrary loan requests 
  • Recommending titles to read, watch, listen to 
  • Helping with information questions from job hunting to genealogy 
  • Providing technology support on public computers and printers as well as the copier and fax 
  • Assisting customers with accessing our digital collections and other online resources 
  • Supporting programming – including registering patrons for programs 
  • Helping patrons with the new versions of the digital apps 

The Information Desk staff also: 

  • Help the Friends group by accepting money for used books, memberships, donations and events 
  • Provide meal break coverage in the children’s room on the weekends 
  • Handle building related and customer related issues when management and maintenance staff are not present 

As part of the summer season, the desk staff supports the summer reading programs for young adults and adults by handing out reading logs, coupons, drawing tickets and prizes.  The staff typically work partial days at the Information Desk (shifts of 3 to 4 hours).  When not working at the desk, the staff have other assignments such as collection development, programming for young adults and adults or working in other departments such as circulation or technical services. 

In addition to the Information Desk, Liz supervises the technology staff.  The technical staff: 

  • Provide front line support for patrons and staff 
  • Troubleshoot issues related to software and hardware 
  • Escalate trouble tickets to in-house staff or vendors 
  • Work on warranty calls and technology purchases 
  • Involved in technology testing, planning and training 
  • Deployed a new firewall solution, wireless solution and digital signage system 
  • Reformatting laptops and upgrading backup software 
  • Switch library to the new automation system, Polaris by Innovative 

Liz chairs the Employee Wellness Committee.  This committee helps organize the employee flu shot clinic, first aid and CPR training, health challenges and after-work events. 

Outside of work, Liz is involved with the following volunteer organizations: 

  • On the core council of the Huntley Community Emergency Response Team 
  • Alumni with the Huntley Citizens Police Academy 
  • Women’s auxiliary member with a retirement home in Chicago 
  • President of a women’s heritage club in Chicago 

Librarian’s Report:  Presented by Novak.  A tentative budget and appropriation ordinance for this year is included in the packet to show what the document looks like.  None of the numbers in this document are accurate at this time.  The figures will be adjusted before the budget and appropriation ordnance hearing in August.  The library logo wear has arrived.  If you have any problems with your apparel, please see Leigh Ann Porsch or Douglas Cataldo.  Included in this month’s packet is the library’s draft community survey as prepared by NIU.  If there are any questions or comments, please forward to Novak on or before Wednesday, July 26.  On July 1, the general wage increase of 1.5% went into effect.  Novak and the Department Heads are examining the current staff evaluation form because the SMART goals format is not working out very well at the library.  Once created, the new document will be presented to the board for review.  The new premiums for the library insurance is decreasing.  The library is staying with our current broker and will freeze the rates for 3 years.  Discussions with the Village of Huntley regarding the Very Merry Huntley Event have begun.  This year the village is looking to eliminate the carriage rides during the event.  In the past, the library has contributed $1,000 toward the carriage rides.  At this time, Novak is not sure if that money will be used elsewhere.  There will be a meeting in the near future and Novak will keep the Board updated on the matter. 

Committee Reports: 

Policy & Personnel:  There was no report.  

Finance:  There was no report.  

Facilities:  A meeting will need to be scheduled to discuss the parking lot project. 

 

New Business: 

Set Hearing Date for FY 2017-2018 Budget and Appropriation:  Cratty motioned, Smith seconded that the Board approve August 16, 2017 at 5:30 p.m. for the hearing date for the FY 2017-2018 Budget and Appropriations Ordinance.  All Ayes.  No Nays.  Motion carried. 

Patron Behavior Policy Modification (Swimsuits/Bathing Suits):  The current Patron Behavior Policy does not permit bathing suits to be worn in the library.  Novak is proposing that bathing suits are permitted, provided that a cover-up is used.  Cratty motioned, Budzynski seconded that the Board approve the Patron Behavior Policy as presented.  All Ayes.  No Nays.  Motion carried. 

Old Business:  There was no Old Business. 

Board Discussion:   

ALA Exhibits – Board Takeaways and Working Toward Implementation:  Staff who attended the ALA Annual Conference Exhibits were asked to share any ideas they thought would be good for the library to consider, why they think it would be a good fit at the library and how the idea could be implemented.  The Board shared their takeaways from the ALA exhibits trip. 

Community Survey Draft:  Included in this month’s packet is the library’s draft community survey as prepared by NIU.  If there are any questions or comments, please forward those to Novak on or before Wednesday, July 26.  Novak and the Department Heads are currently reviewing the community survey which could begin as soon as mid-late August.  Novak will confirm with NIU that the survey should take approximately 5 minutes to complete and if this length of time can be inserted in the introduction.  In addition, Novak will discuss the possibility of starting the survey with Library Use instead of Leisure Activities with NIU. 

Threadgill-Smith would like to revisit offering a passport service to the community as a way to generate income.  Threadgill-Smith distributed the Friends Foundation Membership Application.  The Minilinks@theLibrary Fundraiser will be held on August 4.  Before golfing, golfers are invited to a picnic dinner on the library lawn and Kona Ice.  The library will be giving away Frisbees.  There will also be a Minilinks Book Sale.  Last year, this event raised $1,700. 

Upcoming Dates:  The next Regular Monthly Board Meeting of the Board of Trustees will be Wednesday, August 16, 2017 at the Huntley Area Public Library District at 5:30 p.m. 

Executive Session:  There was no Executive Session.

Items from Executive Session for Action:  None. 

Adjourn:  Budzynski motioned, Cratty seconded to adjourn the meeting at 6:22 p.m.  All Ayes.  No Nays.  Motion carried. 

 

Respectfully Submitted, 

Marjorie Smith, Secretary