Regular Meeting Minutes - September 18, 2013

Huntley Area Public Library District
Board of Trustees Minutes for Regular Meeting
September 18, 2013

 
 
The Board of Trustees of the Huntley Area Public Library District met at the library on September 18, 2013.  President Jan Schadt called the Budget & Appropriations Ordinance Hearing to order at 6:50 p.m.  Also present were Mitch Baker, Beverly Cannalte, Virginia Maravilla, Kathleen Pilat, Patrick McDonald, Director, and Loralei Getty, Business Manager.  Rusty Ayers and Ann Christiansen were absent.
 
Visitors:  No visitors.
 
Public Comment:  No comments.
 
Budget & Appropriations Ordinance Hearing:  Since there were no members of the public present, the hearing was closed.  Baker motioned, Cannalte seconded to adjourn the Budget & Appropriations Ordinance Hearing at 7:00 p.m.  All Ayes.  No Nays.  Motion approved.
 
President Schadt convened the Regular Meeting at 7:00 p.m.
 
Visitors:  Joe Strance, resident.  Paul Inserra, McClure Inserra & Company.  Marilyn Riordan, Head of Circulation.  Denise Wahl, Circulation Assistant.
 
Public Comment:  No comments.
 
Extension of Library Services Feedback:  No members of the public were present to give feedback regarding the issue. The library sent three pieces of mail to the residents of the trial service area inviting feedback about joining the library district.   The most recent correspondence invited residents to attend the meeting this evening to present their feedback to the Library Board.  Prior to the meeting, two residents communicated their desire to join the library district and one landowner indicated she did not need to join the library district. 
 
Inserra entered the meeting at 7:03 p.m.
 
Presentation of the audit of Library Finances for FY 2012-2013:  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, 2013.
 
Inserra left the meeting at 7:21 p.m.
 
Approval of the Audit of Library Finances for FY 2012-2013:  Maravilla motioned, Pilat seconded to approve the financial statements and operational matters of the Huntley Area Public Library District for the fiscal year ended June 30, 2013 as presented.  Roll call votes were:  Baker-Aye, Cannalte-Aye, Maravilla-Aye, Pilat-Aye, and Schadt-Aye.  All Ayes.  No Nays.  Motion approved.
 
Wahl entered the meeting at 7:23 p.m.
 
Protection of Community Library Property and Materials:  Baker motioned, Cannalte seconded to pursue the proposed Protection of Community Library Property and Materials procedure as allowed by law.  Roll call votes were:  Baker-Aye, Cannalte-Aye, Maravilla-Aye, Pilat-Aye, and Schadt-Aye.  All Ayes.  No Nays.  Motion approved.
 
Riordan and Wahl left the meeting at 7:48 p.m.
 
Secretary’s Report:  Baker motioned, Cannalte seconded to approve the August 27, 2013 Regular Board Meeting Minutes.  All Ayes.  No Nays.  Motion approved.
 
Baker motioned, Pilat seconded to approve the amended October 17, 2012 Regular Board Meeting Minutes.  All Ayes.  No Nays.  Motion approved
 
Financial Reports and Checks:  Baker motioned, Pilat seconded to approve the Treasurer’s Report and checks as submitted for August.  Roll call votes were:  Baker-Aye, Cannalte-Aye, Maravilla-Aye, Pilat-Aye, and Schadt-Aye.  All Ayes.  No Nays.  Motion approved.
 
Monthly Income/Expense Report (Discussion):  No discussion.
 
Librarian’s Report:  Presented by McDonald.

Personnel:  The Staff Wellness Committee hosted a healthy breakfast event in August and is planning other wellness-related activities for the staff including facilitating flu-shots and a Centegra Health System “Stress-Less” program.

Facilities/Operations:  To give the library time to explore current pricing options, the library will temporarily begin market rate natural gas pricing on October 1st.  The market rate pricing is still projected to be less than the fixed rate on the current expiring natural gas contract.  McDonald will present an update on this issue at the Regular October Board Meeting.

Community/Fundraising:   The State of Illinois has indicated no money is available to fund projects in conjunction with this year’s library Construction Grant program.  The library had applied for funds through this program to expand the current library building.  McDonald will arrange for G.K. Baum to present their services in connection with consideration of a future, potential offering of public bonds at a future Board Meeting.

Circulation/Program Usage:  No additional oral comments.

RAILS Library System Report:  RAILS will be presenting information regarding the new consortium eBook program at the ILA conference and at the September CCS Governing Board Meeting.
 
Committee Reports:
Board Policy:  No report.
Finance:  No report.
Friends’ Liaison:  Reported by Schadt.  The next book sale takes place in September at the Huntley Fall Fest.  Culver’s Fundraising Night will be on October 14th.  November 8th is the Miniature Golf event at the Library.  The Friends are in contact with Tropical Café regarding having a fundraising event on November 15th.  The holiday baskets will be on display beginning November 15th.
 
Proposed Regular, October Board Meeting Date, October 23, 2013:  Pilat motioned, Baker seconded to move the Regular, October Board Meeting Date to October 23, 2013.  All Ayes.  No Nays.  Motion approved.
 
Budget & Appropriations Ordinance, Ordinance 2013-3:  Pilat motioned, Baker seconded to approve Ordinance 2013-3:  Ordinance Providing for Budget and Appropriations of the Huntley Area Public Library District McHenry and Kane Counties, Illinois for the Fiscal Year Beginning July 1, 2013 and Ending June 30, 2014 as presented.  Roll call votes were:  Baker-Aye, Cannalte-Aye, Maravilla-Aye, Pilat-Aye, and Schadt-Aye.  All Ayes.  No Nays.  Motion approved.
 
Emergency Plan Policy:  Baker motioned, Pilat seconded to remove the Emergency Plan from policy and adopt the Emergency Response Plan as part of best practices that can be amended as needed.  All Ayes.  No Nays.  Motion approved.
 
Resolution 2013-8:  Baker motioned, Maravilla seconded to extend the existing trial library service period through December 21, 2013.  Roll call votes were:  Baker-Aye, Cannalte-Aye, Maravilla-Aye, Pilat-Aye, and Schadt-Aye.  All Ayes.  No Nays.  Motion approved.
 
Review of Levy Ordinance and Select Date for Levy Hearing and Adoption:  Pilat motioned, Maravilla seconded to hold the Levy Hearing and Adoption on October 23, 2013 at 6:45 p.m.  All Ayes.  No Nays.  Motion approved.
 
Amendment of Working Budget for Fiscal Year 13-14:  Pilat motioned, Baker seconded to amend the Working Budget for Fiscal Year 2013-2014 as presented.  Roll call votes were:  Baker-Aye, Cannalte-Aye, Maravilla-Aye, Pilat-Aye, and Schadt-Aye.  All Ayes.  No Nays.  Motion approved.
 
Transfer of Library Funds from Operating Fund to Special Reserve Fund:  Pilat motioned, Cannalte seconded to transfer $48,000 from the Operating Fund to the Special Reserve Fund.  Roll call votes were:  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 Evaluation of the Library Director – November 13, 2013 should be returned to Schadt by the October 23, 2013 Regular Board Meeting.
 
Adjourn:  Pilat motioned, Baker seconded to adjourn the meeting at 8:58 p.m.  All Ayes.  No Nays.  Motion approved.
 
 
Respectfully Submitted,
                                                                              
Kathleen M. Pilat, Secretary
 
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