Regular Meeting Minutes – March 16, 2016

Board of Trustees

of the

Huntley Area Public Library District

Minutes of the Regular Meeting

March 16, 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 March 16, 2016.  The meeting was called to order at 7:14 p.m. by President Pilat.


      Trustees Present:   Beverly Cannalte, Ann Christiansen, William Jorgensen, Virginia Maravilla, 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

Visitors Present:  None

Public Comments:  There were no public comments.

Secretary’s Report:  Maravilla motioned, Moore seconded that the Board approve the minutes of the Regular Meeting held on February 17, 2016.  All Ayes.  No Nays.  Motion carried.

Financial Reports and Checks:  Threadgill-Smith, motioned, Jorgensen seconded that the Board approve the Financial Report for FY 15/16 as of February 29, 2016 and the February 2016 disbursements in the total amount of $64,932.23 as presented.  Roll call votes were:  Cannalte-Aye, Christiansen-Aye, Jorgensen-Aye, Maravilla-Aye, Moore-Aye, Pilat-Aye and Threadgill-Smith-Aye.  All Ayes.  No Nays.  Motion carried.

Monthly Income/Expense Report (Discussion):  Fox Investigation is the library’s process server.  7100-50 457 Plan is a pass through account that is used with the purpose of receiving money from one source and immediately withdrawing or transferring to another.

Librarian’s Report:  Presented by Novak.

Personnel:  There was no additional report.

Facilities/Operations:  The library’s current phone system needs to purchase used parts for repairs.  After researching various phone systems, the library purchased the Avaya IP Office Solution from Image Systems & Business Solutions of Elk Grove Village.  The total cost for the system is $15,290 which is below the Board-approved budgeted amount of $20,000.  Office 2016 has been installed on all computers in the library.  CCS is considering changing vendors for its core systems which could mean a shift on how the library does things internally.

Community/Fundraising:  At a future discussion, Novak requested the Board evaluate whether or not it is worth going to all the local expos.  There is a cost to the library to attend expos and every expo may not be worth the time and expense based on attendance.

Circulation/Program Usage:  There was no additional report.

RAILS Library System Report:  There was no additional report.

Committee Reports:

Policy & Personnel:  An Executive Session will need to be scheduled next month for the director’s review which is due in April 2016.  Novak will submit the SMART Goals.

Finance:  A meeting was held on March 16th at 6 p.m., in conjunction with the Facilities Committee, to discuss the library sign, grant applications with matching funds and financials.

Facilities:  A meeting was held on March 16th at 6 p.m., in conjunction with the Finance Committee, to discuss the library sign, grant applications with matching funds and financials.  The surround for the garbage is crooked.  If you see things that need to be done on the grounds, please see the director.

Community Outreach:  There was no report.

Friends’ Liaison:  Presented by Kampwerth.  The next book sale takes place April 2nd & 3rd in the Program Room.  Culver’s Fundraiser Night is scheduled for April 11th.  The annual fundraising breakfast featuring The Amazing Dr. Benjamin Franklin will be on May 11th.

New Business:

Exterior Library Sign:  The Facilities Committee reported the library logo will not appear on the library sign if it is not changeable.  The committee narrowed it down to 2 possible signs:  Polycarbonate cabinet/LED-SM from Landmark at a cost of $31,577 or Aluminum/LED from Stewart at a cost of $31,491.  Porsch is to inquire if the display can be updated to include images on the Stewart sign.  The purchase cost of the sign should be keep around $30,000-$35,000.  No motion was made.  The Board approved submitting a plan with the Village of Huntley for a variance but not to purchase a sign.

Grant Applications and Matching Funds:  The director can spend up to $20,000 without going to the Board for items not already budgeted for.  If the amount exceeds $20,000, the director can communicate with all board members for a consensus or bring the item to the Board at a regular meeting.  Board members can communicate with the director but not with each other so as not to violate the Open Meetings Act.

Old Business:

Cannalte revisited the Educator Library Card issue discussed at the February 17, 2016 Regular Board Meeting.  Cannalte does not wish to get in the middle of the issue so Novak will handle.  Cannalte would like to see the Educator Library Card get out besides by her word of mouth. Maravilla inquired if it’s appropriate, according to Robert’s Rules of Order, to discuss personnel issues at an open meeting. Maravilla thought this issue could have been taken to Novak or discussed in Executive Session. In addition, Maravilla mentioned this was a reflection on a department and that department should have a chance to explain. The Board agreed that if the discussion was about an individual it should take place in an Executive Session but this discussion was about a department so it can be discussed in an open meeting.

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 will be Wednesday, April 20, 2016 at the Huntley Area Public Library District at 7:00 p.m.

Board Discussion:

Gallup Q12 Staff Engagement Survey Results:  The results from the Gallup Q12 Employee Engagement Survey were included in the packet.  These results are being presented for a future retreat or meeting.  The library finished at 100% completion but not for every question.  Out of 48 employees, 45 people answered question #4 and 43 people answered question #10.  The results were diverse.  The library scored lowest in recognition or praise for doing good work, while scoring highest in having the right materials and equipment to do the job and supervisors/somebody at work caring about the employees as people.

Library Strategic Plan:  Novak presented a revised version of the strategic plan and still wants to work on the mission statement.  At the February 17, 2016 Regular Board Meeting, the Board was directed to forward questions/input to Novak for review and consideration.  As of the March 16, 2016 Regular Board Meeting, Novak only received input from Maravilla.  This document remains a work in progress.

Pilat received an email from a senator who would like to do a book donation with a visit.  Pilat will forward the email to Novak to look if this request complies with library operations.

Jorgensen submitted his resignation from the Huntley Area Public Library District’s Board of Trustees due to relocation.  The Board declined his resignation until the April meeting to confirm trustee eligibility is based on residency and not a business address.

Adjourn:  Maravilla motioned, Christiansen seconded to adjourn the meeting at 8:29 p.m.  All Ayes.  No Nays.  Motion carried.

Respectfully Submitted,

Ann Christiansen, Secretary