Regular Meeting Minutes – June 18, 2014

Huntley Area Public Library District

Board of Trustees Minutes for Regular Meeting

June 18, 2014

 

The Board of Trustees of the Huntley Area Public Library District met at the library on June 18, 2014.  President Jan Schadt called the meeting to order at 7:01 p.m.  Also present were Rusty Ayers, Mitch Baker, Virginia Maravilla, Frank Novak, Director, and Loralei Getty, Business Manager.  Kathleen Pilat entered the meeting at 7:04 p.m.  Beverly Cannalte and Ann Christiansen were absent.

Visitors:  Leigh Ann Porsch, Head of Communications, Marketing, and Development.  Elizabeth Steffensen, Head of Information Services.

Public Comment:  No comments.

Secretary’s Report:  The Board reviewed the May 12, 2014 Finance Committee Meeting Report.

Ayers motioned, Maravilla seconded to approve the May 21, 2014 Regular Board Meeting Minutes as presented.  All Ayes.  No Nays.  Motion approved.

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

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

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

Librarian’s Report:  Presented by Novak.

Personnel:  No additional oral comments.

Facilities/Operations:  A possible location for a library sign would be on Ruth Road (west of the gazebo and south of the entrance).  This location is far enough from the driveway to avoid being damaged by snowplows and yet close enough to Ruth Road to be seen.  Conduit would run from the light pole near the gazebo to the library sign.  Klein, Thorpe & Jenkins updated the library on a recent opinion regarding the Open Meetings Act.  According to a recent binding opinion issued by the Illinois Attorney General’s Public Access Counselor, any final action by a public body in an open session shall need a public recital which is detailed.  According to the FY2015 Per Capita Grant requirements, at least one board member is required to attend an informational webinar about The Edge Initiative.  The due date for the FY2015 Per Capital Grant application is October 15, 2014.

Community/Fundraising:  No additional oral comments.

Circulation/Program Usage:  No additional oral comments.

RAILS Library System Report:  No additional oral comments.

Committee Reports:

Board Policy:  No report.

Finance:  No report.

Friends’ Liaison:  Reported by Schadt.  The Friends Mini-Links Fundraiser will be held at the library on August 1, 2014.

Ordinance 2014-01, Prevailing Wage Ordinance:  Ayers motioned, Pilat seconded to approve Ordinance 2014-01:  Prevailing Wage Ordinance as presented.  Roll call votes were:  Ayers-Aye, Baker-Aye, Maravilla-Aye, Pilat-Aye and Schadt-Aye.  All Ayes.  No Nays.  Motion approved.

Ordinance 2014-02, Non-Resident Card Ordinance:  Ayers motioned, Baker seconded to approve Ordinance 2014-02:  Non-Resident Card Ordinance as presented.  Roll call votes were:  Ayers-Aye, Baker-Aye, Maravilla-Aye, Pilat-Aye and Schadt-Aye.  All Ayes.  No Nays.  Motion approved.

July 2014 Meeting Date Change:  The Regular July 2014 Meeting of the Board of Trustees of the Huntley Area Public Library District has been changed from July 16, 2014 at 7 p.m. to July 9, 2014 at 7 p.m.

Director’s Goals:  The Board and Novak have reviewed the Director’s 3 month goals.  The Board will begin working on the Director’s 6 month goals and annual goals.

25th Anniversary Celebration:  Ayers motioned, Pilat seconded to direct the staff with plans not to exceed $10,000 for a 25th anniversary celebration.  Roll call votes were:  Ayers-Aye, Baker-Aye, Maravilla-Aye, Pilat-Aye and Schadt-Aye.  All Ayes.  No Nays.  Motion approved.

Porsch left the meeting at 8:15 p.m.

Director (and other staff, as needed) Spending Limits:  Ayers motioned, Baker seconded to approve setting the Director’s spending limit at $10,000 without needing board approval.  Roll call votes were:  Ayers-Aye, Baker-Aye, Maravilla-Aye, Pilat-Aye and Schadt-Aye.  All Ayes.  No Nays.  Motion approved.

Draft of Working Budget for Fiscal Year 2014-2015:  Baker motioned, Ayers seconded to approve the Working Budget for Fiscal Year 2014-2015 as presented.  Roll call votes were:  Ayers-Aye, Baker-Aye, Maravilla-Aye, Pilat-Aye and Schadt-Aye.  All Ayes.  No Nays.  Motion approved.

Complaint Policy:  The Board reviewed the Complaint Policy in advance of a potential future vote.

Executive Session:  Pilat motioned, Ayers seconded to meet in Executive Session at 8:36 p.m. under the exception of the Open Meetings Act ILCS Chapter 5, Act 120, Section 120/2:  the appointment, employment, compensation, discipline, performance, or dismissal of specific employees of the public body or legal counsel for the public body including hearing testimony on a complaint lodged against an employee of the public body or against legal counsel for the public body to determine its validity.  Roll call votes were:  Ayers-Aye, Baker-Aye, Maravilla-Aye, Pilat-Aye and Schadt-Aye.  All Ayes.  No Nays.  Motion approved.

The Board left the Executive Session at 8:38 p.m.

Items from Executive Session for Action:  Ayers motioned, Maravilla seconded to approve the Release of the Executive Session Minutes from November 20, 2013, November 26, 2013, December 11, 12, 18 & 19, 2013, January 22, 2014, February 19, 2014, February 20 & 21, 2014, and March 19, 2014.  All Ayes.  No Nays.  Motion approved.

Board Discussion:  The Board discussed the request from staff to close the library on the Sunday before Memorial Day and Labor Day.  The discussion has been postponed until prior year attendance numbers are obtained for these days.  After discussing the pros and cons of adding security cameras, it has been determined there is enough interest among the Board to research options and cost.

Adjourn:  Pilat motioned, Ayers seconded to adjourn the meeting at 8:58 p.m.  All Ayes.  No Nays.  Motion approved.

 

Respectfully Submitted,                                                                    

Kathleen M. Pilat, Secretary