Carlinville Public Library

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Monthly Board Meeting Minutes

Library Board of Trustees Meeting Minutes

Minutes for the monthly Board Meetings are available upon request at the Library Administrative Office, 9:00 am to 5:00 pm Monday through Friday.  The approved minutes for the last three meetings are:

March 5, 2018

The Carlinville Libr ary Board met in regular session on Monday, March 5. The meeting opened at 4: 30 p.m . Members present were Gillen, Fanning, Rosentreter, Yowell, Boente, Emery, and Clark.Vice-President Gillen conducted the meeting in President Fehr’s absence.In the section for public comment, board member Clark complimented Library Director JanetHoward on the selection of art books that have been acquired through a grant written by library patron Hannah Miller.  Emery read the minutes from the regular board meeting in February. A motion was made by Rosentreter and seconded by Yowell to approve the minutes, with amendments. The motion passed 7-0 on a roll call vote.  Emery then read the minutes from the executive session at the regular meeting on February 5. A motion was made by Rosentreter and seconded by Clark to approve the minutes. The motion passed 7-0 on a roll call vote.
Finally, Emery read the minutes from the board’s special meeting on February 13. A motion was made  by Rosentreter and seconded by Boente to approve the minutes. The motion passed 7-0 on a roll  call vote.
Fanning presented the treasurer’s report with great detail. Bills totaling $15,692.29 were paid, leaving a balance of $56,386.26.  Bills paid from the Haberle Account were janitor’s salary, janitor supplies, two bills to Ken
Whitlock Plumbing, and a portion of the library’s VISA card, totaling $1,544.78.
A motion was made by Rosentreter and seconded by Boente to approve the bills. The motion passed 7-0 on a roll call vote.
In old business, Librarian Howard presented a photocopy of an article in the Macoupin County Enquirer-Democrat on the February 19 city council meeting that referenced the library’s proposed sale of land southwest of Carlinville to MJM. She added that MJM had presented the library with $500 in earnest money on February 16.
New business was then presented. Library board members were presented with copies of the required annual Statement of Economic Interest, which were signed and returned to Librarian Howard.  Librarian Howard discussed the insurance coverage of the library. It has been determined that the
library is underinsured for assets that do not include the collection. Librarian Howard, President Fehr, and Fanning have met with the library’s insurance carrier on February 27 to discuss the situation. Howard advised the board that she would continue to analyze the library’s physical inventory and investigate the matter.
Librarian Howard read the Librarian’s Report. Karen’s LapSit program brought 58 children and 53 adults to the library in February. She also read, and provided a craft, to 20 children from the Head Start program and five accompanying adults. Karen also read to classes at the Primary School on February 20, with 100 children and five adults in attendance.  During February, 24 girl scouts used the meeting room, and eight tutoring sessions were held.
One test was proctored on March 5.  Brian Hickam, the Director of Lumpkin Learning Commons at Blackburn College, is working with the Carlinville Public Library on art books received through the grant written by Hannah Miller. He
has checked out a number of the books and distributed them to the Art Department faculty at Blackburn.  The library and Blackburn are also working together on a program to help e-file tax forms for the elderly and disadvantaged. The program will continue through April 13.
Karen Wills, the children’s librarian, has requested a change in her work schedule. She currently works five days a week, every other week, and four days on the other weeks. She has asked if, on her five-day weeks, she could leave at 2 p.m. on Tuesdays and Thursdays. One of the evening staff will report
in at 2 p.m., rather than 4 p.m., to cover the two-hour difference. Her LapSit, Head Start, and Primary School programs would not be affected, and if the library is busy, such as during the Summer Reading Program, she would not take the extra time. The board advised Librarian Howard to approve Wills’
request .Librarian Howard advised the board that she had spent time trimming hedges and cleaning up the outside of the library. She said that the brick and limestone sign that signifies the “Susan Dick” name on the library has suffered damage from freezing and thawing. The board recommended a contact with Norm Gillen to help find someone who can repair the sign. Howard also said that the flagstones under the arbor are a tripping hazard, and need to be removed. It was suggested that pea gravel be spread in their place.
During the month of January, SHARE libraries circulated a total of 816,741 items, with 153,201 items circulated through interlibrary loan. Some 52,460 items were borrowed through reciprocal borrowing, and 706,801 online title searches were conducted. There are a total of 9,425,592 holdings, with a total number of 801,956 patrons.
Alyssa and Eric Gibbel have donated $100 to the library in memory of their son, Tommy. The Gibbels requested that the money be used to purchase children’s books. Karen Wills and Lisa Davenport will research the titles. The library has also received $125 in memory of Tommy Gibbel.
The library has been listed as a memorial site for Betty Madden, a longtime patron and avid reader, who died on February 18. The library has received $80 in donations, as well as several calls and emails on how to make additional donations in her name.
Some 3,224 items were circulated by the library in the month of January.
A motion was made by Clark and seconded by Gillen to adjourn. The meeting adjourned at 5:16 p.m.

February 5, 2018

              The Carlinville Library Board met in regular session on Monday, Feb. 5. The meeting opened at 4:29 p.m. Members present were Gillen, Fanning, Rosentreter, Yowell, Boente, Emery, and Clark.

Vice-President Gillen conducted the meeting in President Fehr’s absence.

            A motion was made by Rosentreter and seconded by Yowell for the board to enter into executive session to discuss a legal matter with Dan O’Brien, attorney for the city of Carlinville. The motion passed 7-0 on a roll call vote. The board entered into executive session at 4:29 p.m. The executive session ended, and the regular meeting resumed, at 4:57 p.m.

            A motion was made by Rosentreter and seconded by Clark to authorize O’Brien to speak with Lee Plummer, attorney for MJM, regarding the proposed real estate transaction of the board to MJM. The motion passed 7-0 on a roll call vote.

            There was no public comment. 

            Emery read the minutes from the board meeting in January. A motion was made by Clark and seconded by Boente to approve the minutes. The motion passed unanimously on a voice vote.

            Library Director Janet Howard added that a $500 gift to the library from Carol Schafer, the former Director of Lumpkin Library at Blackburn College, may be used to purchase new chairs for the computer lab and the circulation desk.    

            Fanning presented the treasurer’s report with substantial detail. Bills totaling $20,110.31 were paid, leaving a balance of $70,127.55. Fanning advised the board that the bills were higher than normal this month because three payrolls were due in January, and because three utility bills had been received.

            Bills paid from the Haberle Account were janitor’s salary, janitor supplies, and Terminix bills, totaling $818.17.     

            A motion was made by Yowell and seconded by Boente to approve the bills. The motion passed 7-0 on a roll call vote.

            There was no old business.

            New business was then presented. Fanning presented the current library operating budget, as well as the proposed operating budget for the 2018-19 fiscal year. He emphasized the costs for various salary increases for library employees of 1, 2, and 3 percent. A salary increase of 2.5 percent was agreed upon by the board. The salaries would go into effect on July 1, 2018.

            A motion was made by Rosentreter and seconded by Yowell to accept the proposed budget with the 2.5 percent increase in salary. The motion passed 7-0 on a roll call vote.

            Librarian Howard read the Librarian’s Report. Karen’s LapSit program brought 93 children and 65 adults to the library in January. The Head Start program bought 19 children and four adults to the library for reading and a craft on January 26. Karen also read to classes at the Primary School on January 30, with 100 children and six adults in attendance. Her scheduled appearance at the kindergarten classes on December 16 was postponed due to inclement weather.

            The library received its check for the FY2017 Per Capita Grant on February 2. The check was for $4,594.20. There is a possibility that the FY2018 grant will return to the funding level of $1.25 per resident, as in FY2015. The FY2018 grant was due on January 15 and was accepted by the Illinois State Library on Oct. 27, 2017.

            The library certification, which must be renewed each year, was submitted to the Illinois State Library on January 3. The two requirements are the Illinois Public Library Annual Report (IPLAR) and the Interlibrary Loan and Reciprocal Borrowing Statistical Survey, or Traffic Report.

            Patrons of the Carlinville library requested 12,206 items from other libraries between July 1, 2016 and June 30, 2017. The library sent 7,769 items to other libraries (7,621 within the state and 103 out of state), while also checking out 1,511 items to reciprocal borrowers.

            The Cloud Library statistics for the entire shared collection were: 41,632 total items in collection (35,760 eBooks, 5,872 eAudiobooks). Total number of items circulated in January: 25,868 eBooks, 8,405 eAudiobooks.

            The Illinois Heartland Library System has hired Cassandra Thompson as the new SHARE Director.

            Steve and Patricia Gourley have donated $500 to the library through the Vanguard Charitable Fund. The library has received this donation from the Gourley family for the past six years.

           

            Some 3,304 items were circulated by the library in the month of January.

            A motion was made by Clark and seconded by Rosentreter to adjourn. The meeting adjourned at 5:34 p.m.

           

 

January 2, 2018

The Carlinville Library Board met in regular session on Tuesday, January 2. The meeting opened at 4:31 p.m. Members present were Fehr, Gillen, Fanning, Van Nattan, Emery, and Clark.

            There was no public comment. 

            President Fehr noted correspondence from library employees Janet Howard, Estelle Hesseldenz, and Carol Miller thanking the board for their Christmas bonuses and the Christmas party. A correspondence was also received from We Care Recycling, soliciting a donation.  The board declined to provide the donation.

            The board also received a correspondence from Blackburn College, requesting a donation to the Macoupin County Scholarship Fund auction in February. The board will donate one copy of the library cookbook to the auction.

            Emery read the minutes from the board meeting in December. A motion was made by Van Nattan and seconded by Gillen to approve the minutes. The motion passed unanimously on a voice vote.     

            Fanning presented the treasurer’s report with substantial detail. Bills totaling $14,581.40 were paid, leaving a balance of $84,011.06.

            Bills paid from the Haberle Account were janitor’s salary and janitor supplies, totaling $491.73.        

            A motion was made by Gillen and seconded by Van Nattan to approve the bills. The motion passed 6-0 on a roll call vote.

            Old business was then presented. Fehr brought up a discussion she had with Laura Cutler of MJM, who mentioned that the company was conducting soil boring tests on the property owned by the library southwest of Carlinville. Cutler also discussed the tax ramifications to the library if MJM reaches its goal of becoming part of the local enterprise zone. 

            Fehr added that the library’s agreement with MJM to hold the land for a possible future sale will soon be expiring, and broached the idea of extending that agreement.

            Library Director Janet Howard presented a Weapons Policy for the library, with amendments. Careful discussion among the board members ensued. A motion was made by Fanning and seconded by Emery to accept the changes. The motion passed on a voice vote.

            The library’s procedures for an Active Shooter were then presented and carefully discussed by the board.

            New business was then presented. As part of a state mandate, an updated Sexual Harassment Policy was presented to the board. The policy, which is much more detailed than the previous policy, was discussed by Librarian Howard and President Fehr before the meeting, and additional changes were suggested.  A motion was made by Gillen and seconded by Van Nattan to accept the updated policy. The motion passed on a voice vote.

            Librarian Howard read the Librarian’s Report. Karen’s LapSit program brought 39 children and 29 adults to the library in December. The Head Start program bought 16 children and three adults to the library on December 15. Karen also read to the kindergarten classes on December 5, with 100 children and five adults in attendance.

            The library was added to the petition to support Net Neutrality on December 11, which was not passed by the federal government. The ramifications for the library are unknown at this time.

            Some 2,452 items were circulated by the library in the month of December.

            Larry and Pat Kaburick donated a new flag to the meeting room, replacing the old one, which was dusty and discolored. A thank-you note was sent to acknowledge the gift.  Former Blackburn College Library Director Carol Schaefer donated $500 to the library to be used for purchasing items on the library’s “Wish List.” A thank-you note was sent in acknowledgement.

            Diane Van Winkle raised $40 by selling fifteen items from the Book Nook on eBay.

            A motion was made by Van Nattan and seconded by Emery to adjourn. The meeting adjourned at 5:12 p.m.