Regular Meeting Minutes – July 9, 2014

Huntley Area Public Library District

Board of Trustees Minutes for Regular Meeting

July 9, 2014

 

The Board of Trustees of the Huntley Area Public Library District met at the library on July 9, 2014.  President Jan Schadt called the meeting to order at 7:00 p.m.  Also present were Rusty Ayers, Mitch Baker, Ann Christiansen, Virginia Maravilla, Frank Novak, Director, and Loralei Getty, Business Manager.  Kathleen Pilat entered the meeting at 7:04 p.m.  Beverly Cannalte was absent.

Visitors:  Rosie Lukas, Head of Public Services.  Elizabeth Steffensen, Head of Information Services.

Public Comment:  No comments.

Secretary’s Report:  Ayers motioned, Maravilla seconded to approve the June 18, 2014 Regular Board Meeting Minutes as presented.  All Ayes.  No Nays.  Motion approved.

Maravilla motioned, Ayers seconded to approve the June 18, 2014 Executive Session Meeting Minutes as presented.  All Ayes.  No Nays.  Motion approved.

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

Pilat entered the meeting at 7:04 p.m.

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

Librarian’s Report:  Presented by Novak.

Personnel:  Novak has emailed the Board the Director’s 6 month goals.

Facilities/Operations:  Prior year attendance numbers do not support the request from staff to close the library on the Sunday before Memorial Day and Labor Day.  With the 25th Anniversary of the library approaching, the Board would like to explore the idea of a new logo.

Community/Fundraising:  No additional oral comments.

Circulation/Program Usage:  After reviewing the library’s circulation statistics for the last eight years, the 2014 Circulation Overview indicates the total circulation for all materials has leveled off from FY2012 to FY2013.  Total checkouts of print materials peaked in FY2011 and are now on the decline.  Total checkouts of digital materials have been increasing steadily.  The use of streaming digital services, such as MyMediaMall, Tumblebooks, Freegal and Zinio, is rising rapidly and this trend is anticipated to continue.  Novak will review the current format of the Circulation & Collection Report.

RAILS Library System Report:  Energy Efficiency Grants are available providing funding and technical assistance to help public facilities improve energy efficiency.  The grant reimbursements can be up to $300,000 per facility.

 

Committee Reports:

Board Policy:  No report.

Finance:  No report.

Friends’ Liaison:  Reported by Schadt.  The June book sale raised $620.  The next book sale is scheduled for August 2 & 3.  To date, the Friends Mini-Links Fundraiser has received $600 in sponsorships.  Plans are being finalized for a spokesperson from the Oriental Museum to speak about his Roman dig in Egypt in October.  The Friends are in the process of planning a Downton Abbey themed tea in November.

Set Hearing Date for FY 2014-2015 Budget and Appropriation Ordinance:  Pilat motioned, Christiansen seconded to set the public hearing date on the FY 2014-2015 Budget and Appropriation Ordinance on August 20, 2014 at 6:45 p.m.  All Ayes.  No Nays.  Motion approved.

Approval of Business Insurance for Huntley Area Public Library District:  Baker motioned, Ayers seconded to approve renewing the library’s basic insurance package for three years with R-H Insurance Group at a cost of $20,269 per year.  Roll call votes were:  Ayers-Aye, Baker-Aye, Christiansen-Aye, Maravilla-Aye, Pilat-Aye and Schadt-Aye.  All Ayes.  No Nays.  Motion approved.

 

Ayers motioned, Maravilla seconded to approve purchasing additional insurance for three years with R-H Insurance Group to add cyber-liability coverage at a cost of $1,750 per year, employment practices coverage at a cost of $1,237 per year and switching our existing directors and officer’s liability coverage to R-H at a cost of $1,412 per year.  Roll call votes were:  Ayers-Aye, Baker-Aye, Christiansen-Aye, Maravilla-Aye, Pilat-Aye and Schadt-Aye.  All Ayes.  No Nays.  Motion approved.

Complaint Policy:  Pilat motioned, Ayers seconded to approve the Complaint Policy as presented.  All Ayes.  No Nays.  Motion approved.

Signature Stamps for Board Members:  Following a discussion of purchasing signature stamps for library check issuance, Board consensus was to continue with the current practice and not purchase the stamps.

Executive Session:  No executive session.

Items from Executive Session for Action:  None.

Board Discussion:  Novak will meet with Sergio Ramos, Head of Maintenance, about the blower door test results and any future action recommended to alleviate certain locations in the building being noticeably cooler during cold weather conditions.  The new gazebo is scheduled to be assemble at the end of July.  The library continues to research options for a new library sign.

Adjourn:  Pilat motioned, Baker seconded to adjourn the meeting at 8:12 p.m.  All Ayes.  No Nays.  Motion approved.

 

Respectfully Submitted,                                                                      

Kathleen M. Pilat, Secretary