Regular Meeting Minutes – September 20, 2017

Huntley Area Public Library District 

Board of Trustees Minutes for Regular Meeting 

September 20, 2017 

 

The Board of Trustees of the Huntley Area Public Library District met at the library on September 20, 2017.  President Leslie Threadgill-Smith called the meeting to order at 5:32 p.m.  Also present were Chris Budzynski, Sean Cratty, Shannon McKibben, David Moore, David Novalinski, Marge Smith, Frank Novak, Director, Leigh Ann Porsch, Head of Marketing and Public Relations, Paul Inserra, McClure Inserra & Company Chartered, Sergio Ramos, Head of Maintenance, Elizabeth Steffensen, Head of Information Services, and Pamela Kampwerth, Head of Outreach and Circulation Services. 

Public Comment:  None. 

Secretary’s Report:  Novalinski motioned, Cratty seconded to approve the August 16, 2017 Budget and Appropriation Ordinance. All Ayes. No Nays. Motion approved. 

McKibben motioned, Novalinski seconded to approve the August 16, 2017 Regular Board Meeting Minutes. Threadgill-Smith noted a spelling error of McKibben. All Ayes.  No Nays.  Motion approved. 

Financial Reports and Checks:  Smith motioned, Budzynski seconded to approve the checks and financial reports as submitted. Voice votes were: Smith-Aye, McKibben-Aye, Novalinski-Aye, Budzynski-Aye, Moore-Aye, Cratty-Aye, and Threadgill-Smith-Aye.  All Ayes.  No Nays.  Motion approved. 

Monthly Income/Expense Report (Discussion):  Trustees reviewed the report and there were no questions. 

Librarian’s Report:  Presented by Novak 

Novak introduced Sergio Ramos, Head of Maintenance, to provide an overview of his department. Ramos shared his work history and experience, and an overview of his role and project responsibilities for the library. 

Paul Inserra entered the meeting at 5:39 p.m. 

Novak welcomed Inserra and invited him to review the library’s annual audit findings. 

Presentation of Library Audit by Paul Inserra:  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, 2017, which included a clean opinion letter.  

Inserra left at 6:03 p.m. 

Novak shared the following: 

BMO Harris Bank, located on the corner of Algonquin Road and Route 47, will allow new board members to make an appointment to visit the bank to complete a signature card.  

Novak recommends a transfer of monies to the Special Reserve Fund in the amount of $70,000. A draft special reserve plan is included in this month’s board packet. 

Novak and Porsch met with the Park District to discuss collaborative planning in the future. 

Future planning that may require an architect will make it necessary for the board to decide if they should use Wold Architects or begin a Qualification Based Selection Process in the future. 

Novak recommends a 4.9% tax levy to capture new growth in the district. 

A skeleton Strategic Plan is completed and survey input will help further define planning. Survey results will hopefully be available in November. 

Committee Reports: 

Policy & Personnel:  No report. 

Finance:  No report. 

Facilities:  No report. 

Friends Foundation:  Threadgill-Smith asked board members to contribute toward a Holiday Basket sponsored by the Board. Kampwerth reported that the Fall Fest Book Sale will raise $1500-2000. Culvers night is Monday, October 2nd from 4 – 8 p.m. The Friends Luncheon is October 20 at Boulder Ridge and tickets are on sale at the Information Desk. The Friends will also have Holiday Baskets available mid-November and participate in the National Day of Giving. 

New Business: 

Transfer of Funds from Operating Fund to Special Reserve Fund: Novak suggested a transfer of $70,000. McKibben motioned to transfer the funds as recommended by Novak, Novalinski seconded. Roll call vote was: Smith-Aye, McKibben-Aye, Novalinski-Aye, Budzynski-Aye, Moore-Aye, Cratty-Aye, and Threadgill-Smith-Aye.  All Ayes.  No Nays.  Motion approved. 

Old Business:   

Threadgill-Smith noted that the variance regarding the Staff Paint and Sip event from last month’s meeting was not needed. Novak explained that the appropriate policy was not in place and would have required dram shop insurance. 

Upcoming Dates:   

Regular Board Meeting, October 18, 2017, 5:30 p.m.

Board Discussion:   

Board Retreat: Novak discussed the need for a Board Retreat, preferably in December to allow for receipt of results from the Community Survey. Discussion topics would center on survey results as related to community opinion on referendum and needed library renovations. Threadgill-Smith asked board members to consider their schedules and some dates they may be available. 

Tax Levy Rate: Novak recommended a rate of 4.9% which would more than cover any new growth in the library district. Board members were in agreement. 

Threadgill-Smith asked about Very Merry Huntley planning. Novak indicated two horse drawn trollies are being hired to run on library and park district property. 

Adjourn:  McKibben motioned, Cratty seconded to adjourn the meeting at 6:41 p.m.  All Ayes.  No Nays.  Motion approved. 

Respectfully Submitted, 

Marge Smith, Secretary