Regular Meeting Minutes – September 16, 2015

Board of Trustees
of the
Huntley Area Public Library District
Minutes of the Regular Meeting
September 16, 2015
Amended

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 September 16, 2015.  The meeting was called to order at 7:00 p.m. by President Pilat.

Attendance:
Trustees Present:    Beverly Cannalte, William Jorgensen, Virginia Maravilla, David Moore, Kathleen Pilat and Leslie Threadgill-Smith

Trustees Absent:    Ann Christiansen

Library Staff Present:  Frank Novak, Library Director; Loralei Getty, Business Manager; Pamela Kampwerth, Volunteer/Outreach Coordinator; Sergio Ramos, Head of Maintenance

Visitors Present:  Shirley Novak, Friends Foundation; Janis Ruffino, Friends Foundation; Paul Inserra, McClure Inserra & Company; Tedd Stromswold, Wold Architects and Engineers.

Public Comments:  Ruffino informed the Board that the Friends Foundation Culver’s Fundraiser Night, held on August 31, 2015, raised approximately $500.  The next Friends Foundation book sale takes place September 25-27 at the Huntley Fall Fest.

Getty left the meeting at 7:04 to make copies of the working drafts of the audit.

Secretary’s Report:  Jorgensen motioned, Moore seconded that the Board approve the minutes of the Budget and Appropriation Ordinance Hearing held on August 19, 2015.  All Ayes.  No Nays.  Motion carried.

Jorgensen motioned, Maravilla seconded that the Board approve the minutes of the Regular Meeting held on August 19, 2015.  All Ayes.  No Nays.  Motion carried.

Threadgill-Smith motioned, Cannalte seconded that the Board approve the minutes of the Board Retreat held on August 29, 2015.  All Ayes.  No Nays.  Motion carried.

Getty returned to the meeting at 7:15 p.m.

Presentation of the Audit of Library Financial Statements for FY 2014-2015, Paul Inserra, McClure, Inserra & Company:  Paul Inserra, of McClure Inserra & Company Chartered, reviewed the financial statements and operational matters of the Huntley Area Public Library District for the fiscal year ended June 30, 2015, which included a clean opinion letter.

Inserra left the meeting at 7:22 p.m.

Approval of the Audit of Library Financial Statements for FY 2014-2015:  Jorgensen motioned, Cannalte seconded to approve the Audit of Library Financial Statements for FY 2014-2015 as presented by Inserra.  Roll call votes were:  Cannalte-Aye, Jorgensen-Aye, Maravilla-Aye, Moore-Aye, Pilat-Aye, and Threadgill-Smith-Aye.  All Ayes.  No Nays.  Motion approved.

Discussion of Library Front Entrance Project with Architect Tedd Stomswold:  Tedd Stomswold distributed diagrams regarding the vestibule project where the vestibule length is increased from 7 feet to approximately 19 feet by moving the interior entrance doors.  By doing this, both sets of entrance doors are open less at the same time helping to decrease the cold air entering the building at the front entrance during the winter.  The construction costs of this project, as presented without using general contractors, would be $18,831.  By using general contractors, the estimated construction cost would be $25,411.  At that point, the project would go out to bid and the project budget would be increased further.  If separating the doors is not getting the results wanted, an air curtain could be purchased and installed as a future project.  The doors can be offset but this wouldn’t solve the issue because the way the wind blows can’t be controlled.  It would be best to have a dog leg turn but this would only divert the wind to go to one side and the wind would go to the back of Circulation.  A revolving door was also discussed.  The biggest impact would result from changing the door size from 9 feet to 7 feet.  This would reduce air flow by 25%.  Due to the cost, Stomswold suggested the library start by reducing the size of the interior door from 9 feet to 7 feet.

Shirley Novak & Ruffino left the meeting at 8:40 p.m.

The Board would like estimated costs of the following possible projects presented at the Finance Committee Meeting on September 23, 2015:
1.    Back Emergency Stairwell Project
2.    Front Entrance Modification Project

  • Option 1 – Current option presented by Wold Architects and Engineers
  • Option 2 – A dog leg turn
  • Option 3 – A revolving door/separate entrance.

3.    Exterior Library Sign

The Board took a break from 8:48 p.m. to 8:57 p.m.  Threadgill-Smith returned at 8:59 p.m.

Librarian’s Report:  Presented by Novak.

Personnel:  There was no additional report.

Facilities/Operations:  With the discussion of a possible referendum in the future, the library can obtain a community survey or begin referendum planning.  The library can’t afford to do both this fiscal year.  The community survey would be a telephone-based survey that is broader in scope and provide information that has nothing to do with a referendum.  The library could bring in a company such as Unicom-Arc to help with the referendum planning efforts which would include a survey to drive a referendum.  If the Board decides to go to referendum, the library can run a top-down campaign or a grassroots initiative.  In a top-down campaign, the new building plan and budget are presented to the community by the library board and staff.  In a grassroots initiative, citizens help formulate the new building plan and budget and run the campaign.  The Board would like Novak to begin referendum planning efforts toward the building issue.

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:  A meeting is scheduled for September 23, 2015 at 4 p.m. to discuss the FY 2015-2016 Tax Levy Rate and the building and grounds projected expenditures.

Facilities:  A meeting is scheduled for October 14, 2015 at 6:30 p.m. to discuss projects to be addressed in the future.

Community Outreach:  There was no report.

Financial Reports and Checks:  Jorgensen motioned, Moore seconded that the Board approve the Financial Report for FY 15/16 as of August 31, 2015 and the August 2015 disbursements in the total amount of $97,723.91 as presented.  Roll call votes were:  Cannalte-Aye, Jorgensen-Aye, Maravilla-Aye, Moore-Aye, Pilat-Aye and Threadgill-Smith-Aye.  All Ayes.  No Nays.  Motion carried.

Monthly Income/Expense Report (Discussion):  On the August 2015 Income/Expense Report, Auto Mileage (7600-10) is expensed at 36.43% of the budget for the fiscal year-to-date.  This reflects mileage reimbursement, gas and vehicle repair for the van.

New Business:

Approval of Art Wall Forms:  Cannalte motioned, Jorgensen seconded to approve the Artist Gallery form, Exhibit Application and Artist Acknowledgement of Original Work & Release Form as presented.  Roll call votes were:  Cannalte-Aye, Jorgensen-Aye, Maravilla-Aye, Moore-Aye, Pilat-Aye and Threadgill-Smith-Aye.  All Ayes.  No Nays.  Motion carried.

Kampwerth left the meeting at 9:37 p.m.

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 will be Wednesday, October 21, 2015 at the Huntley Area Public Library District at 7:00 p.m.

Board Discussion:

Tax Levy Rate:  Postponed for Finance Committee meeting on September 23, 2015.

Community Garden Idea:  The Board is not interested in pursuing a Community Garden at this time.

Review of Past Architectural Design Materials:  The past architectural designs were on display at the Board meeting.

Adjourn:  Jorgensen motioned, Cannalte seconded to adjourn the meeting at 9:53 p.m.  All Ayes.  No Nays.  Motion carried.

Respectfully Submitted,

Virginia Maravilla, Acting as Secretary