Regular Meeting Minutes – July 20, 2016

Board of Trustees

of the

Huntley Area Public Library District

Minutes of the Regular Meeting

July 20, 2016

 

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 20, 2016.  The meeting was called to order at 7:00 p.m. by President Pilat.

Attendance:

      Trustees Present:   Beverly Cannalte, Ann Christiansen, David Moore, Kathleen Pilat and Leslie Threadgill-Smith

      Trustees Absent:    None

Library Staff Present:  Frank Novak, Library Director; Loralei Getty, Business Manager; Pamela Kampwerth, Volunteer/Outreach Coordinator; Leigh Ann Porsch, Communications/Development Coordinator, Sergio Ramos, Head of Maintenance

Visitors Present:  Diane Benson, Friends Foundation, Sandy Cooper, Friends Foundation

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 June 15, 2016.  All Ayes.  No Nays.  Motion carried.

Financial Reports and Checks:  Threadgill-Smith, motioned, Moore seconded that the Board approve the checks and financial report as submitted.  Moore had questions and asked for clarification on invoices from B.W. Edwards Electrical LLC, NIR Roof Care, Superior Chimney and the Village of Huntley.  Getty will email the board more information on the services provided.  Roll call votes were:  Cannalte-Aye, Christiansen-Aye, Moore-Aye, Pilat-Aye and Threadgill-Smith-Aye.  All Ayes.  No Nays.  Motion carried.

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

Librarian’s Report:  Presented by Novak.

Personnel:  There was no additional report.

Facilities/Operations:  There was no additional report.

Community/Fundraising:  The Huntley Area Veterans Memorial Register went live with the library as its host.  The register is located on the local history webpage and it will be continually updated with new information.  The Baker & Taylor Award recognizes Friends groups and library Foundations for outstanding efforts to support their library.  Our Friends Foundation received the Baker & Taylor Award at the American Library Association Annual Conference in Orlando.

Circulation/Program Usage:  There was no additional report.

RAILS Library System Report:  There was no additional report.

Committee Reports:

Policy & Personnel:  There was no report.

Finance:  There was no report.

Facilities:  There was no report.

Community Outreach:  There was no report.

Friends’ Liaison:  Presented by Kampwerth.  The June book sale earned $675.  Corner Books raised $1,474 in June.  The Friends paid $3,200 for Brainfuse and $450 for the Staff Appreciation Committee to the library.  The Friends have received $1,400 in Minilinks@thelibrary sponsorships to date.  Minilinks@thelibrary will be on Friday, August 5th.  The next book sale will be August 5-7.

New Business:

Set Hearing Date for FY 2016-2017 Budget and Appropriation Ordinance:  The hearing date for the FY 2016-2017 Budget and Appropriation Ordinance is set for August 17 at 6:45 p.m.

Election of Library Board Officers: Nominating Committee Presentation of Slate of Officers:  In the role of chairperson for the nominating committee, Christiansen worked with other board members to discuss possible board positions.  The following slate was recommended:  Pilat, President; Cannalte, Vice President; Threadgill-Smith, Secretary; Moore, Treasurer.  Christiansen motioned to accept the slate of officers as presented.  Moore seconded.  Roll call votes were:  Cannalte-Aye, Christiansen-Aye, Moore-Aye, Pilat-Aye and Threadgill-Smith-Aye.  All Ayes.  No Nays.  Motion carried.

Old Business:

The Board would like to resume discussions regarding an exterior library sign at the Regular Board Meeting in August.  The Policy and Personnel Committee should schedule a meeting to discuss possible amendments to the current Personal Appearance of Employees policy.  Novak spoke with the Huntley Police Department regarding parking a DCFS bus in the library’s parking lot on a regular basis and the Huntley Police Department said they came to a resolution.

Upcoming Dates:  The next Regular Monthly Board Meeting of the Board of Trustees will be Wednesday, August 17, 2016 at the Huntley Area Public Library District at 7:00 p.m.

Board Discussion:

Library Insurance Renewal:  Novak forwarded the Huntley Area Public Library District Insurance Summary from the Market Financial Group (MFG).  The library is currently in the second year of a three-year umbrella policy premium freeze.  Some coverages are not included under the umbrella resulting in Workers Compensation increasing approximately $300 from 2016-2016 to 2016-2017.  The Board would like Novak to contact MFG to see if the company will give the library an extension on our current contact for another 1-2 years.

Lawn Care/Snow Removal Contracts:  The Board would like to receive separate one year proposals for lawn care and snow removal.  Combined proposals would be accepted for possible cost savings but the preference is separate proposals to better determine the costs.  The Board will also accept multi-year proposals if advantageous to the library.  Moore questioned how much the library spent on snow removal during the winter of 2015-2016.  Getty will email the board on the cost.

Appointment of Library Board Members:  To date, one letter of interest has been received by the library.  Novak will provide a copy of the letter to the Board and put this item on the agenda to discuss at the Regular Board Meeting in August.  Novak will continue to solicit additional letters of interest.

Paul Inserra, of McClure Inserra & Company Chartered, will be at the library on July 26th to review the financial statements and operational matters of the library for the fiscal year ended June 30, 2016.

The library is working with the Boy Scouts, Huntley Park District, and Village of Huntley on the placement of three Little Free Libraries around town.  As of now, two locations have been approved and the library is waiting to hear about the third.

Items from Executive Session for Action:  None

Adjourn:  Christiansen motioned, Threadgill-Smith seconded to adjourn the meeting at 7:42 p.m.  All Ayes.  No Nays.  Motion carried.

 

 

Respectfully Submitted,

Leslie Threadgill-Smith, Secretary