Regular Meeting Minutes – October 19, 2016

Board of Trustees

of the

Huntley Area Public Library District

Minutes of the Regular Meeting

October 19, 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 October 19, 2016.  The meeting was called to order at 7:01 p.m. by President Pilat.

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; Leigh Ann Porsch, Head of Marketing and Public Relations

Visitors Present:  None

Public Comments:  There were no public comments.

Appointment of New Trustees to the Library Board:  Pilat conducted the swearing-in of new Library Board of Trustees Members: Chris Budzynski, Alissa Fewell and Marjorie Smith.

Committee Assignments:  Pilat presented the following committee appointments:

Policy & Personnel        Budzynski, Cannalte, Pilat, Threadgill-Smith

Finance                         Cannalte, Moore, Smith

Facilities                       Budzynski, Fewell, Moore

Community Outreach     Fewell, Smith, Threadgill-Smith

Friends’ Liaison             Smith

Secretary’s Report:  Cannalte motioned, Moore seconded that the Board approve the minutes of the Regular Meeting held on September 21, 2016 as presented.  All Ayes.  No Nays.  Motion carried.

Cannalte motioned, Threadgill-Smith seconded that the Board approve the minutes of the Executive Session held on September 21, 2016 as presented.  All Ayes.  No Nays.  Motion carried.

Financial Reports and Checks:  Moore, motioned, Cannalte seconded that the Board approve the checks and financial report 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 #24686 for the sum of $23,200 payable to Champion Paving Corp. is made up of the following two invoices:

  • Invoice #611374 for the sum of $18,300 was to remove old asphalt and replace with new asphalt per Bid #16-001.
  • Invoice #611375 for the sum of $4,900 was extra parking lot patching that needed to be done and revealed during the repairs per Bid #16-001.

After consulting with the library’s auditor, several accounts with The Illinois Funds have been closed out to save on administrative fees.

Monthly Income/Expense Report (Discussion):  There was no discussion.

Librarian’s Report:  Presented by Novak.

Personnel:  New trustee information will be submitted to the Kane County Clerk and McHenry County Clerk.  As a result, the new trustees may need to file a Statement of Economic Interest with McHenry County.  Any person who becomes an elected or appointed member of a public body subject to the Open Meetings Act (OMA), must complete training no later than the 90th day after taking the oath of office or assuming responsibilities as a member of the public body.  Novak will forward the Public Access Counselor’s Office’s OMA electronic training link to the new trustees to complete the electronic training curriculum.  The library is in the process of updating signature cards to include the new trustees as authorized signers for our BMO Harris accounts.  The Illinois Library Association Annual Conference is going on in Rosemont from October 18-20, 2016.  The library has staff in attendance.

Facilities/Operations:  There was no additional report.

Community/Fundraising:  There was no additional report.

Circulation/Program Usage:  There was no additional report.

RAILS Library System Report:  There was no additional report.

Committee Reports:

Policy & Personnel:  There was no report.

Finance:  There was no report.

Facilities:  There was no report.

Community Outreach:  There was no report.

Friends’ Liaison:  Presented by Smith.  The book sale at the Huntley Fall Fest raised approximately $2,000.  Culver’s Night was held on October 10th and raised $550.  The first Friends Foundation Jewelry Sale is scheduled for Saturday, October 22nd.  Holiday Baskets will be set up and tickets available beginning Friday, November 18th.  Breakfast will be provided for staff on November 16th to thank them for all they do to support the Friends.

New Business:

Transfer of Library Funds from Operating Fund to Special Reserve Fund:  Cannalte motioned, Budzynski seconded that the Board approve transferring $50,000 from the Operating Fund to the Special Reserve Fund.  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.

Review of Draft Levy Ordinance, Approval of Property Tax Estimate, and Selection Date for Levy Hearing and Adoption:  The levy hearing and adoption will be held on November 16, 2016.

Old Business:

Dress Code:  Some staff members had questions about leggings and whether or not they were allowed at all.  The Personal Appearance of Employees policy was clarified by indicating leggings worn in conjunction with a dress or skirt are permissible.  Athletic leggings or leggings worn alone, as a replacement for pants, are not permitted.

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, November 16, 2016 at the Huntley Area Public Library District at 7:00 p.m.

Board Discussion:

Exterior Library Sign:  The discussion was postponed until the Board Retreat.

Board Retreat:  Tentatively scheduled for December 3, 2016 where some topics of discussion may include:  strategic plan, exterior library sign and community survey.

Adjourn:  Cannalte motioned, Threadgill-Smith seconded to adjourn the meeting at 7:51 p.m.  All Ayes.  No Nays.  Motion carried.

 

Respectfully Submitted

Leslie Threadgill-Smith, Secretary