Regular Meeting Minutes – September 21, 2016

Board of Trustees

of the

Huntley Area Public Library District

Minutes of the Regular Meeting

September 21, 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 September 21, 2016.  The meeting was called to order at 7:00 p.m. by President Pilat.

Attendance:

Trustees Present:   Beverly Cannalte, David Moore, Kathleen Pilat 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, Sergio Ramos, Head of Maintenance

Visitors Present:  Brittany Berger, practicum student.  Chris Budzynski, resident.  Alissa Fewell, resident.  Marjorie Smith, resident.

Public Comments:  There were no public comments.

Threadgill-Smith entered the meeting at 7:02 p.m.

Three potential library board members introduced themselves to the Board of Trustees.

Secretary’s Report:  Threadgill-Smith motioned, Moore seconded that the Board approve the minutes of the Budget and Appropriation Ordinance Hearing held on August 17, 2016.  All Ayes.  No Nays.  Motion carried.

Moore motioned, Threadgill-Smith seconded that the Board approve the minutes of the Regular Meeting held on August 17, 2016.  All Ayes.  No Nays.  Motion carried.

Threadgill-Smith motioned, Moore seconded that the Board approve the minutes of the Executive Session held on August 17, 2016 as amended.  All Ayes.  No Nays.  Motion carried.

Cannalte motioned, Threadgill-Smith seconded that the Board approve the minutes of the Policy and Personnel Committee Meeting held on September 12, 2016.  All Ayes.  No Nays.  Motion carried.

Financial Reports and Checks:  Cannalte, motioned, Moore seconded that the Board approve the checks and financial report as submitted.  Roll call votes were:  Cannalte-Aye, Moore-Aye, Pilat-Aye and Threadgill-Smith-Aye.  All Ayes.  No Nays.  Motion carried.

Fewell left the meeting at 7:14 p.m.

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

Librarian’s Report:  Presented by Novak.

Personnel:  Ann Christiansen tendered her resignation from the board on Tuesday, September 20th .  Marilyn Powell, the library’s Head of Circulation, announced on September 13th that she will retire on September 30th.  Brittany Berger is currently taking classes online through the Information School at the University of Illinois, Champaign-Urbana in order to earn her Master’s degree in Library and Information Science.  She will be completing the university’s practicum requirement here at the library and will finish out her practicum on December 14th.

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:  The PTELL rate is 0.7% which is down from 0.8% last year.  The board approved a levy increase of 4.9% last year which did not trigger a Truth in Taxation Hearing requirement, was held in check by PTELL, and still captured new growth in the district.  Novak recommends the library levy for 4.9% above last year’s levy.  The board agreed the library should proceed to levy for 4.9% above last year’s levy amount.

Facilities:  There was no report.

Community Outreach:  There was no report.

Friends’ Liaison:  Presented by Smith.  The next book sale takes place September 24-25 at the Huntley Fall Fest.  Culver’s Fundraising Night is Monday, October 10th.  Friends Foundation Jewelry sale is on Saturday, October 22nd.  Preparations are underway for the holiday baskets.

 

New Business:

Approval of Bid #16-001:  Moore motioned, Threadgill-Smith seconded that the Board approve Champion Paving Corp. in the amount of $18,300 to perform paving work on the library’s south driveway and areas of the parking lot as set forth in the Advertisement for Bids #16-001.  Roll call votes were:  Cannalte-Aye, Moore-Aye, Pilat-Aye and Threadgill-Smith-Aye.  All Ayes.  No Nays.  Motion carried.

Snow Removal Contract:  Valley Enterprises Inc. is offering a seasonal price of $15,800 per year for a two-year term.  The seasonal price includes all pushes, salt, sidewalk coverage and return visits.  This is a zero tolerance agreement that takes care of snowfall and ice amounts under 1”.  Moore motioned, Cannalte seconded that the Board approve Valley Enterprises Inc. at a seasonal price of $15,800 for a contract term of 2 years.  Roll call votes were:  Cannalte-Aye, Moore-Aye, Pilat-Aye and Threadgill-Smith-Aye.  All Ayes.  No Nays.  Motion carried.

Personal Appearance of Employees Policy:  Threadgill-Smith motioned, Cannalte seconded to approve the Personal Appearance of Employees Policy as presented.  All Ayes.  No Nays.  Motion carried.

Complaint Policy:  Threadgill-Smith motioned, Cannalte seconded to approve the Complaint Policy – Option 2 as presented.  All Ayes.  No Nays.  Motion carried.

Executive Session:  Cannalte motioned, Moore seconded for the Library Board to convene in an Executive Session at 8:15 p.m. under the exception of the Open Meetings Act ILCS Chapter 5, Act 120, Section 120/2 for the purpose of discussing the selection of people to fill public office.  Roll call votes were:  Cannalte-Aye, Moore-Aye, Pilat-Aye and Threadgill-Smith-Aye.  All Ayes.  No Nays.  Motion carried.

The board came out of the Executive Meeting at 8:24 p.m.

 

Items from Executive Session for Action:

Selection of Trustees for Board Vacancies:  The new trustees will be sworn in at the October Regular Board Meeting and a retreat will be scheduled in November 2016.  Threadgill-Smith motioned, Cannalte seconded that the Board appoint Chris Budzynski, Alissa Fewell and Marjorie Smith to the three seats to be filled as library trustees for the remainder of terms until the next election.  Roll call votes were:  Cannalte-Aye, Moore-Aye, Pilat-Aye and Threadgill-Smith-Aye.  All Ayes.  No Nays.  Motion carried.

Old Business:  There was no Old Business.

Upcoming Dates:  The next Regular Monthly Board Meeting of the Board of Trustees will be Wednesday, October 19, 2016 at the Huntley Area Public Library District at 7:00 p.m.

 

Board Discussion:

Tax Levy Rate:  There was no further discussion.

Exterior Library Sign:  The discussion was postponed until the new library trustees are sworn in at the October Regular Board Meeting.

Adjourn:  Threadgill-Smith motioned, Cannalte seconded to adjourn the meeting at 8:32 p.m.  All Ayes.  No Nays.  Motion carried.

 

Respectfully Submitted,

Leslie Threadgill-Smith, Secretary