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:

July 3, 2017

The Carlinville Library Board met in regular session on Monday, July 3. The meeting opened at 4:31 p.m. Members present were Fehr, Fanning, Leonatti, Gillen, Emery, and Clark.

            President Peg Fehr opened the meeting by thanking Vice-President Gillen for her service and her work in conducting the last several meetings in the absence of a permanent President.  She also thanked Leonatti for her years of service to the board, as it was Leonatti’s last meeting.

            Emery read the minutes from the June meeting. A motion was made by Gillen and seconded by Clark to approve the minutes. The motion passed with no objections.

            Leonatti presented the treasurer’s report. Bills totaling $15,820.97 were paid, leaving a balance of $9,439.33.  Leonatti advised the board that there were higher than normal charges for utilities, as the city is in the process of changing its energy provider.

            Leonatti added that the bond on Treasurer Fanning has been changed from three years to two years. The bond amount of $666.00, plus $508.75 for payroll for the substitute janitor, as well as janitor’s supplies, all of which totaled $1,303.19, were paid from the Haberle Account.

            Fehr and Leonatti opened a discussion of the delay in receipt of property tax funds, and the possibility of advancing cash from the Haberle account to cover bills.  A suggestion to advance $20,000 was discussed, and it was finally decided that $15,000 would be sufficient. A motion was made by Clark and seconded by Gillen to pursue an advance of $15,000 from Haberle.  The motion passed with no objections.

            Another motion was then made by Gillen and seconded by Clark to approve the bills. The motion passed with no objections.

            Librarian Howard presented the Heartland Report. The system has received one-third of its federal grant money, or $633,333. The money will be used to pay for LSTA grants and delivery of interlibrary loan items between libraries.  The system has also submitted its per-capita grant, and its board is now at full strength with 15 members.  In addition, Chris Dawdy, the SHARE director, will retire at the end of August and become a part-time grant writer.

            New business was then discussed. The need for the board to have an Open Meetings Act Officer was discussed, and Clark volunteered to fill the position.  Her duties and requirements were explained.

            In old business, the continuing problem of the library’s false fire alarms was discussed.  Mac’s Fire and Safety conducted a review of the building on June 8. Members asked when the current sensors were installed, and it was believed they were installed when the library moved to its current location in 1997.  Discussion of options to replace or install new sensors was tabled, as it was decided that recommendations be sought from Norm Gillen, who has expertise in the matter.

            Librarian Howard read the Librarian’s Report. The Summer Reading Program was attended by 336 children and their accompanying adults and siblings during its four weeks. Seventy-seven children entering kindergarten and first grade attended on Tuesdays, while 59 entering second- and third-grade attended on Wednesdays.

            Karen’s Lapsit program brought 83 children and 39 adults into the library in June.  A total of 48 tutoring sessions were held in the library in June.

            The T-shirts for the 90th anniversary of the library have arrived, and the anniversary banners have been installed in front of the library.  The giveaway of the Kindle Paperwhite began July 1 and will continue for six weeks.

            After some discussion, it was decided to extend the Fine Forgiveness offer to include the entire month of July and August.  The program will waive fines regardless of how late the overdue item is. 

            On June 6, the new non-resident fee of $60 was submitted to the Illinois State Library. 26 families renewed their cards for a year, while two renewed for two years and two others renewed for three years.

            New patron cards were ordered on June 20, and two styles, one in blue and one in yellow with both displaying the statue in front of the library, were ordered. There was a difference of $50.00 in ordering 1,000 of one color or 500 of two colors. Librarian Howard donated the $50.00 difference. The total price was $460.00, including delivery and setup.

            The Illinois Public Library Annual Report (IPLAR) was submitted June 27.  Statistics included in the IPLAR include:  32,216 books in the collection; 34,165 e-books through the Cloud Library; 66 magazine subscriptions; 459 audiobooks and 5,229 audiobooks through the Cloud; 40,716 total items circulated; 7,841 interlibrary loans to other libraries; and 10,785 interlibrary loans from other libraries.

            The replacement of the west door of the library was discussed. Hunter Construction Services in Belleville provided a quote of $4,888 to replace the door. If a solid door is used, rather than one with a window, the price would decrease around $200.  The board chose the solid door. A motion was made by Emery and seconded by Fanning to accept the quote. The motion passed with no objections.

            Librarian Howard also discussed a problem with the Frontier router that arose twice in June.  The outages caused Polaris to go down at times. She said that a new router may be needed to correct the problem.

            In the public comment section, potential new board members were discussed to fill vacancies.  The meeting adjourned at 5:39 p.m.

June 5, 2017

 

Carlinville Library Board met in regular session with Vice President Sara Gillen calling the meeting to order at 4:30 pm.  Members present were: Clark, Fehr, Leonatti, Boente, Emery, and VanNattan as well as Library Director Janet Howard.  Bill Fanning was also in attendance. Minutes of the May meeting were read and corrected.  A motion to approve the corrected minutes was made by Leonatti and seconded by Clark.  The motion carried with a voice vote.  Ms. Leonatti presented the treasurers report.  Bills to be paid totaled $14,601.24.  The balance remaining in the library account is $21,439.70.  Bills to be paid from the Haberle account included bills for janitor’s supplies, mileage, the quarterly payment for the audio tape rental and repair of the refrigerator.  There was no payment of janitor’s salary because we will have to pay the city for hours worked by their janitor due to family illness for our janitor.  The bills totaled $912.12.  A motion was made by Clark and seconded by Boente to pay both sets of bills.  The motion passed unanimously with a roll call vote. 

 

There was no IL Heartland report.

 

Mrs. Howard introduced Bill Fanning who had been appointed by Mayor Demuzio to fill the remaining two years of Jim Fenton’s term.   Mr. Fanning was given the oath of office and took his seat at the board table.  Board elections for the upcoming term are usually conducted in July but since the bond for Mrs. Leonatti expires in June, the election was held this month. Mrs. Leonatti offered a slate of officers including Peg Fehr for President, Sara Gillen for Vice-President, Tom Emery for Secretary and Bill Fanning for Treasurer.  A motion was made by Leonatti and seconded by Van Nattan to close the nominations.  The slate of officers was elected unanimously by a voice vote.

 

  In old business, Ms. Leonatti reported that she had been in contact with Laura Cutler, CEO of MJM.  Their lawyer had drawn up an agreement which set the asking price for the farm land at $105,000 and all expenses related to closing costs.  This price would be valid for up to 9 months.  MJM will pay $100 in earnest money.  If after 9 months, MJM has not purchased the property, the price can be renegotiated, withdrawn from the market or sold to someone else with MJM having first right of refusal.  Mrs. Leonatti had shown the agreement to city attorney Rick Bertinetti and he approved the details of the document.  A roll call vote was taken to enter into this agreement with MJM and it passed unanimously. The legal document detailing all of the above were signed by President Fehr.

 

The board heard the second reading of a policy which would enable bills to be paid between board meetings and when board meetings lack a quorum.  The line stating that all check require two signatures was added to the presented policy.  A motion was made by Fehr and seconded by Clark and the motion passed with a voice vote.

 

Mrs. Howard gave the librarian’s report.  Mrs. Howard told the board that the fire department had responded to an alarm at 11:50 today.  Both the fire department and the police department responded to a call made by Mack’s Fire Safety.  No fire was found but the fire department did tour the building in order to be familiar with the layout.

 

Karen read to 108 children and 79 adults at library programs in the month of May.  In addition, she read to 100 kindergarteners and five adults at the Primary School and 20 children and 4 adults from Head Start. Summer reading started today.  This year’s theme is Circus of Reading.  Mrs. Howard gave a report on activities for the library’s 90th birthday.  Mrs. Howard reported that she will order staff T shirts from First to the Finish.  In addition, Tom Emery has written an article detailing the history of the library, and the board was shown the banners that will be hung from the posts in the front of the library.

 

The non-resident fee needed to be raised to meet state guidelines.  The last time the fee was raised was 2014.  After some discussion, a motion was made by VanNattan and seconded by Boente to raise the fee $5 to $60/year. The motion passed with a voice vote.  Mrs. Howard reported on a Library Law presentation she attended.  At that meeting she learned that all board members needed to take the test on the Open Meetings Act after each time they were reappointed.  And finally Mrs. Howard reported that she had called a repairman to come to look at the back door which leaks and is difficult to open and close.  He estimated that the cost to repair the door will be about $3,000-$4,000.  He will be submitting a bid soon.

 

The meeting adjourned at 5:45.

 

May 1, 2017

 

Carlinville Library Board met in regular session with Vice President Sara Gillen calling the meeting to order at 4:30 pm.  Members present were: Clark, Fehr, Leonatti, Boente and VanNattan as well as Library Director Janet Howard.  Minutes of the April meeting were read.  A motion to approve the minutes was made by Leonatti and seconded by VanNattan.  The motion carried with a voice vote.  Ms. Leonatti presented the treasurers report.  Bills to be paid totaled $17,266.35.  The balance remaining in the library account is $31,293.76.  Bills to be paid from the Haberle account included bills for janitor’s salary and taxes, mileage, purchase of a new computer and installation of programs, Kufa, Terminex and janitorial supplies.  These bills totaled $1,539.91.  A motion was made by Fehr and seconded by Boente to pay both sets of bills.  The motion passed unanimously with a roll call vote. 

Mrs. Howard reported that the March IL. Heartland meeting dealt with travel laws and advocating for Federal and State budgets.

In old business, Ms. Leonatti reported that she had contacted Greg Boente about the easement agreement on the farmland.  He told her that after this length of time the agreement was null and void.  She had contacted Laura Cutler, director of MJM and gave her our asking price.  Ms. Cutler said that they have retained an architect to determine if the site will meet their building needs.  The price the board quoted MJM will be viable for a determined amount of time after which both parties can cancel or review the sale amount.  The length of time has not yet been decided.

The board discussed a salary cap for the custodial position.  After some discussion, a motion was made by Clark and seconded by Van Nattan to cap that job at $11.00/hour.  The motion passed unanimously with a voice vote.     

Ms. Leonatti proposed that Secretary Peg Fehr be named as a signatory on the Memorial bank account.  The board accepted this proposal.

In new business, Ms. Howard proposed that the library obtain an Amazon Prime credit card that earns 5%  rewards on every purchase.  The board agreed.  Ms Howard also submitted language that will ensure that the library can pay bills when the board cannot meet due to lack of a quorum or when a bill needs to be paid in between board meetings.  After some discussion the  board agreed to submit this policy for a second reading next month.

Mrs. Howard gave the librarian’s report.  Karen read to 84 children and 58 adults at library programs in the month of April.  In addition, she read to 100 kindergarteners and five adults at the Primary School.  Secretary of State Jesse White notified the library that the Per Capita amount for FY2017 will be $4,594.20.  This amounts to $.77 per resident. Next year the rate is expected to return to $1.25 per resident.  Our annual contract for audio books is up for renewal.  Mrs. Howard presented usage statistics as well as statistics for eAudio books available through SHARE.  After some discussion, the board agreed to reduce the amount of audio books we rent to 60 titles a year (down from 80/year).  This will result in a savings of $700.   The board continued to discuss activities for the library’s 90th birthday.  Mrs. Howard presented a photo of the banners that will hang outside the front door.  Other activities include staff T shirts, newspaper articles, fine forgiveness for returned overdue library material, a display of the top books for the last 90 years, magnets with library hours that will be given to patrons and cookies provided during some days of the celebration. In addition, an eReader will be raffled off during the celebration.  Raffle tickets will be given for items of food donated for the Food Pantry.   The celebration will be held this summer.  Mrs. Howard informed the board about disciplinary action taken against a patron who was abusing his computer privileges.  The patron received a registered letter banning him from the computer room for 1 year.

The meeting adjourned at 5:45.