Regular Meeting Minutes – May 21, 2014

Huntley Area Public Library District

Board of Trustees Minutes for Regular Meeting

May 21, 2014

 

The Board of Trustees of the Huntley Area Public Library District met at the library on May 21, 2014.  President Jan Schadt called the meeting to order at 7:00 p.m.  Also present were Beverly Cannalte, Virginia Maravilla, Kathleen Pilat, Frank Novak, Director, and Loralei Getty, Business Manager.  Mitch Baker entered the meeting at 7:08 p.m.  Rusty Ayers entered the meeting at 7:16 p.m.  Ann Christiansen was absent.

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

Public Comment:  No comments.

Secretary’s Report:  The Board reviewed the April 14, 2014 Finance Committee Meeting Report.

Pilat motioned, Cannalte seconded to approve the April 6, 2014 Special Board Meeting Minutes as presented.  All Ayes.  No Nays.  Motion approved.

Pilat motioned, Cannalte seconded to approve the April 6, 2014 Executive Session Minutes of the Special Board Meeting as presented.  All Ayes.  No Nays.  Motion approved.

Maravilla motioned, Pilat seconded to approve the April 16, 2014 Regular Board Meeting Minutes as presented.  All Ayes.  No Nays.  Motion approved.

Pilat motioned, Maravilla seconded to approve the April 16, 2014 Executive Session Minutes of the Regular Board Meeting as presented.  All Ayes.  No Nays.  Motion approved.

Financial Reports and Checks:  Cannalte motioned, Pilat seconded to approve the Treasurer’s Report and checks as submitted for April.  Roll call votes were:  Cannalte-Aye, Maravilla-Aye, Pilat-Aye and Schadt-Abstain.  Three Ayes.  No Nays.  One Abstain.  Motion approved.

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

Baker entered the meeting at 7:08 p.m.

Librarian’s Report:  Presented by Novak.

Personnel:  Cannalte’s biographical information is needed for the library’s website.  Novak asked the Board if they would be interested in obtaining professional individual headshots for the website. 

Facilities/Operations:  At the recommendation of the Huntley Police Department, the Tornado Emergency Response Plan has been updated to eliminate “Ensure one staff member takes refuge in the Men’s Bathroom to direct patrons entering the building to safety”.  Novak inquired if the Board would be interested in having a sign on Ruth Road indicating the location of the library.  The library has received the engagement letter from our auditor.  Per the library’s new policy regarding the pursuit of statutory remedies to recover community library property, three letters have been mailed.

Community/Fundraising:  No additional oral comments.

Circulation/Program Usage:  No additional oral comments.

RAILS Library System Report:  No additional oral comments.

Ayers entered the meeting at 7:16 p.m.

Committee Reports:

Board Policy:  No report.

Finance:  Met on May 12, 2014 to discuss the preliminary Fiscal Year 2014-2015 budget.

Friends’ Liaison:  Reported by Schadt.  The Breakfast Fundraiser, “Treasures of King Tut”, was held at Boulder Ridge Country Club on May 7, 2014.  101 tickets were sold, raising approximately $3,000.

Election of Board of Trustee Officers and Appointment of Committee Members:  The ballots to elect Library Board Officers for the upcoming year resulted in the following slate of officers: Schadt-President, Cannalte-Vice President, Baker-Treasurer, Pilat-Secretary.  Schadt presented the following Committee Appointments:

Board Policy                 Schadt/Cannalte/Christiansen

Finance                         Schadt/Baker/Maravilla

Friends’ Liaison             Schadt

 

Resolution 2014-02, Authorizing Officers on Library Bank Accounts:  Pilat motioned, Ayers seconded to approve Resolution 2014-02:  Authorizing Officers on the Huntley Area Public Library District’s BMO-Harris Bank Accounts as presented.  Roll call votes were:  Ayers-Aye, Baker-Aye, Cannalte-Aye, Maravilla-Aye, Pilat-Aye and Schadt-Aye.  All Ayes.  No Nays.  Motion approved.

Draft of Working Budget for Fiscal Year 2014-2015:  The Board reviewed the proposed working budget in advance of a potential future vote.

Consideration of Quotes to Replace the Gazebo:  Baker motioned, Ayers seconded to approve B&C Enterprises to replace the gazebo at a cost of $11,633.  Roll call votes were:  Ayers-Aye, Baker-Aye, Cannalte-Aye, Maravilla-Aye, Pilat-Aye and Schadt-Aye.  All Ayes.  No Nays.  Motion approved.

Consideration of Quotes to Replace Copier Machines:  Pilat motioned, Ayers seconded to approve the purchase of one color Canon copy machine with a new coin box for public use and one color Canon copy machine for staff use from Canon Solutions America at a cost of $12,029.  Roll call votes were:  Ayers-Aye, Baker-Aye, Cannalte-Aye, Maravilla-Aye, Pilat-Aye and Schadt-Aye.  All Ayes.  No Nays.  Motion approved.

Executive Session:  No executive session.

Items from Executive Session for Action:  None.

Board Discussion:  The Board reviewed the proposed updates to the Complaint Policy in advance of a potential future vote.  The Board discussed setting a spending limit, without Board approval, for the staff and director in advance of a potential future vote.  The Board discussed the pros and cons of adding security cameras.

Adjourn:  Pilat motioned, Baker seconded to adjourn the meeting at 8:36 p.m.  All Ayes.  No Nays.  Motion approved.

 

Respectfully Submitted,                                                                       

Kathleen M. Pilat, Secretary