Regular Meeting Minutes – June 15, 2016

Huntley Area Public Library District

Board of Trustees Minutes for Regular Meeting

June 15, 2016

 

The Board of Trustees of the Huntley Area Public Library District met at the library on June 15, 2016.  President Kathleen Pilat called the meeting to order at 7:05 p.m.  Also present were Beverly Cannalte, Ann Christiansen, David Moore, Elizabeth Steffensen, Head of Information Services and Leigh Ann Porsch, Head of Marketing and Public Relations.  Virginia Maravilla, Leslie Threadgill-Smith, and Director Frank Novak were absent.

Public Comment:  None.

Secretary’s Report:  Christiansen motioned, Moore seconded to approve the April 20, 2016 Regular Board Meeting Minutes.  Pilat requested an amendment to the discussion regarding the police department’s request for parking the DCFS bus, stating that Novak was to speak with the Police Chief to determine if arrangements could be made that would not interrupt library services, impact seasonal snow removal, or if we were able to provide interim space until a permanent location could be determined.  All Ayes.  No Nays.  Motion approved as amended.

Christiansen motioned, Cannalte seconded to approve the April 20, 2016 Executive Session Minutes. All Ayes. No Nays. Motion approved.

Financial Reports and Checks:  Christiansen motioned, Moore seconded to approve the checks and financial report as submitted. Moore had questions and asked for clarification on invoices from Sinaloa and Niscar Painters. Novak will email the board more information on the services provided. Voice votes were:  Cannalte-Aye, Christiansen-Aye, Moore-Aye, Pilat-Aye.  All Ayes. No Nays. Motion approved.

Librarian’s Report:  Novak was absent from the meeting, but the Director’s Report was included in the monthly board packet.

Committee Reports:

Board Policy:  No report.

Finance:  No report.

Facilities:  No report.

Community Outreach:  No report.

Friends’ Liaison:  Reported by Pamela Kampwerth.  The Friends raised nearly $5,000 at the May Breakfast fundraiser, $671 at the June book sale, and $211 from Kona Ice during the first two days of summer reading. She also shared that they received an award from Baker & Taylor for the Mini-Links event of $1,000.  This year’s mini-links fundraiser is scheduled for August 5.

Ordinance 2015-5, Prevailing Wage Ordinance:  Cannalte motioned, Christiansen seconded to approve the prevailing wage ordinance as presented.  All Ayes. No Nays. Motion approved.

Ordinance 2015-6, Non-Resident Card Ordinance:  Christiansen motioned, Cannalte seconded to approve the non-resident card ordinance as presented.  Voice votes were:  Cannalte-Aye, Christiansen-Aye, Moore-Aye, and Pilat-Aye.  All Ayes. No Nays. Motion approved.

Appointment of Nominating Committee / Election of Officers: Christiansen accepted the role of chairperson for the nominating committee and will work with other board members, including those not present, to discuss possible board positions.

Job Classifications and Salary Ranges:  Christiansen motioned, Cannalte seconded to accept the job classifications and salary ranges as presented.  Voice votes were:  Cannalte-Aye, Christiansen-Aye, Moore-Aye, and Pilat-Aye.  All Ayes. No Nays. Motion approved.

Draft of Working Budget for Fiscal Year 2016-2017: Steffensen shared the updated draft of the budget and reviewed Novak’s narrative explanation for various line items as included in the board packet.  Two updates need to be made, including the addition of $300 for bank fees, and deducting the amount shown for the staff 457 Savings Plan, which is completely staff funded and therefore does not affect the library budget. Cannalte clarified that we cannot levy for additional funds, which explains why our budget is not higher. Pilat stated that after future board seats are filled the board should have a retreat to discuss the mission and strategic plan of the library to investigate options to generate additional revenue. Pilat stated that while Novak has built in funds for a survey, it seems like a lot to spend when we have other priorities. She would encourage Novak and the board to consider other less costly options for a survey to be able to use some of those designated funds for other needs of the library. There was general consent among board members present.  Cannalte motioned, Christiansen seconded to approve the budget as updated. Voice votes were:  Cannalte-Aye, Christiansen-Aye, Moore-Aye, and Pilat-Aye. All Ayes. No Nays. Motion approved.

Appointment of Library Board Member:  Pilat deferred the conversation to Executive Session.

Old Business:  None

Christiansen motioned, Cannalte seconded moving to Executive Session. All Ayes. No Nays. Motion approved.

Executive Session: The board entered Executive Session at 7:52 p.m.  Executive Session ended at 8:12 p.m.

Items from Executive Session for Action: The Library Board has received a letter of resignation as of June 9, 2016 from member Maravilla. Cannalte motioned, Christiansen seconded accepting the resignation. Pilat stated she was not aware of the resignation prior to the meeting, and will contact Maravilla to see if she will reconsider.  Maravilla’s term ends in 2017.  With Jorgensen’s resignation, there are now two board seats available for formal election in the Spring election. Pilat asked that Novak make a public request for candidates, and ask that interested community members send a letter to the board for consideration. All Ayes. No Nays. Motion approved.

Upcoming Dates:

Regular Board Meeting, July 15, 2016 should be amended to show July 20, 2016, 7:00 p.m. Pilat asked board members to notify her if they are unable to attend.

Board Discussion:  None

Adjourn:  Christiansen motioned, Moore seconded to adjourn the meeting at 8:24 p.m.  All Ayes.  No Nays.  Motion approved.

 

Respectfully Submitted,

Ann Christiansen, Secretary