Regular Meeting Minutes – March 15, 2017

Board of Trustees

of the

Huntley Area Public Library District

Minutes of the Regular Meeting

March 15, 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 March 15, 2017. President Pilat called the meeting to order at 7:00 p.m.

Attendance:

Trustees Present: Chris Budzynski, Beverly Cannalte, Alissa Fewell, David Moore, Kathleen Pilat, Marjorie Smith and Leslie Threadgill-Smith

Trustees Absent: None

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

Visitors Present: None

Public Comments: None

Secretary’s Report: Smith motioned, Threadgill-Smith seconded that the Board approve the minutes of the Regular Meeting held on February 15, 2017 as amended. All Ayes. No Nays. Motion carried.

Financial Reports and Checks: Threadgill-Smith motioned, Moore seconded that the Board approve the checks and financial report for February 2017 as presented. Roll call votes were: Budzynski-Aye, Cannalte-Aye; Fewell-Aye; Moore-Aye, Pilat-Aye, Smith-Aye and Threadgill-Smith-Aye. All Ayes. No Nays. Motion carried. Check #24987 payable to Catherine Behrens for $45.24 is for an outstanding payroll check written off Paylocity’s account. The original payroll check, issued by Paylocity, was over 6 months old and considered void.

Monthly Income/Expense Report (Discussion): After reviewing the Income/Expense Report-February 2017, Novak stated there are no budgetary concerns.

Librarian’s Report: Presented by Novak.

Personnel: The library has been testing cloud-based email and calendar functions. Our IT staff currently consists of two part-time employees. Novak is contemplating adding one full-time IT staff member to strengthen the library’s IT capabilities. The library should investigate if a consortium of libraries could pool their resources to hire a full-time IT professional.

Facilities/Operations: The current process that the library uses to gather and compile library statistics is being streamlined. The current process involves multiple staff members emailing documents back and forth to each other for purposes of review and adding additional stats to the spreadsheets each has created. Then, a few different sources email their spreadsheets to Getty who then compiles them and sends the completed report to Novak for inclusion in the board packet for that month. Using Google Sheets, the library staff will enter data once and all data will flow into one place to create the final report that is submitted to the board. By sharing the spreadsheet, the staff will no longer have to email documents back and forth, and Getty, nor anyone else will have to compile anything because the document compiles itself. In September 2009, the Village of Huntley granted a three-year Temporary Use Permit for the library’s temporary structure. In January 2013, the Huntley Village Board approved a five-year extension of the Temporary Use Permit (through January 31, 2018). The library will request another extension of the Temporary Use Permit with the Village of Huntley.

Community/Fundraising: 148 people completed a quick, three-question survey at the 2017 Huntley Expo on March 4. The survey did not produce statistically significant results due to the small amount of respondents. The results of this informal survey are included in the Library Director’s Report-March 2017.

Circulation/Program Usage: There was no additional report.

RAILS Library System Report: There was no additional report.

Committee Reports:

Policy & Personnel: A meeting was held on March 15 at 6:30 p.m. to discuss the Government Travel Expense Control Act and the proposed resolution that meets the act’s demands.

Finance: There was no report.

Facilities: There was no report.

Community Outreach: There was no report.

Friends’ Liaison: Presented by Smith. The April Book Sale will be held April 1-2. Tickets for the Franklin D. Roosevelt fundraising breakfast will be available for purchase beginning on April 1. Culver’s Fundraising Night will be April 17. The Friends will provide lunch to the library staff on April 11 in recognition of National Library Workers Day.

New Business:

Government Travel Expense Control Act: The Policy and Personnel Committee recommends:

1. The total maximum for any travel for Library purposes allowed is $2,000

2. Reimbursement above the total maximum of $2,000 requires additional approval by a majority of the Board

3. Continue to use the existing Employee Reimbursement Form

Budzynski motioned, Moore seconded that the Board approve Resolution 2016-17-2: A Resolution to Comply with the Government Travel Expense Control Act (50 ILCS 150) as presented with the recommendations of the Policy and Personnel Committee. Roll call votes were: Budzynski-Aye, Cannalte-Aye; Fewell-Aye, Moore-Aye, Pilat-Aye, Smith-Aye and Threadgill-Smith-Aye. All Ayes. No Nays. Motion carried.

Old Business: There was no Old Business.

Executive Session: There was no Executive Session.

Items from Executive Session for Action: None.

Upcoming Dates: The next Regular Monthly Board Meeting of the Board of Trustees has been rescheduled from Wednesday, April 19, 2017 to Wednesday, April 26, 2017 at the Huntley Area Public Library District at 7:00 p.m.

Board Discussion:

Exterior Library Sign: The board directed Novak to appear before the Huntley Village Board to request a variance from existing village sign ordinances based on the cedar sign from Openwood with the brick pillars. If the Huntley Village Board does not approve the variance, this item will be closed.

Gallup Q12 Staff Engagement Survey: The Board would like Novak to present action items derived from the results of the 2017 staff engagement survey.

Adjourn: Cannalte motioned, Moore seconded to adjourn the meeting at 7:53 p.m. All Ayes. No Nays. Motion carried.

 

Respectfully Submitted,

Leslie J. Threadgill-Smith, Secretary