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:

November 6, 2017

The Carlinville Library Board met in regular session on Monday, November 6. The meeting opened at 4:30 p.m. Members present were Fehr, Gillen, Fanning, Van Nattan, Rosentreter, Emery, Boente, Yowell, and Clark.

            President Fehr thanked Vice-President Gillen for conducting the October meeting in her absence.

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

            Fanning presented the treasurer’s report in great detail. Bills totaling $15,134.10 were paid, leaving a balance of $56,494.56. Fanning advised the board that utility bills had not been received.

            Bills paid from the Haberle Account were janitor’s salary, janitor supplies, and the costs to Mac’s Fire and Safety for both the annual alarm check and replacement of the library’s smoke and fire detectors. The total was $1,064.61.

            A motion was made by Clark and seconded by Gillen to approve the bills. The motion passed 9-0 on a roll call vote.

            A brief discussion was held on the previously stated interest of MJM in the land owned by the library southwest of Carlinville. President Fehr promised to review the past board minutes and communications from MJM, and inform the other board members.

            Library Director Janet Howard presented the Heartland report. A regular meeting was held by the Heartland board in October that discussed the number of members in the system, including special, academic, school, and public libraries. There are a total of 518 members in the Heartland system. 

            A total of 33,000 items are delivered daily on average in the system, and all libraries are covered in a nine-hour period. Bills were paid and policies were reviewed.

            The Carlinville library has received a refund of $275 from the FY2015 annual fee of PLINKIT, which formerly hosted the library’s website through Heartland. PLINKIT was replaced by PLOUD in 2015. The funds were available due to a surplus of PLINKIT funds held by the Heartland system.  The new logo for the Heartland system was also discussed.

            Librarian Howard also briefly presented the Members Matter Report from a meeting on October 3. Illinois State Library Director Greg McCormick discussed the backlog of payments from the FY2017 Per Capita Grants and stated that he had no idea when the payments would be made. However, he did assure members that the payments would be received. The Heartland director, Leslie Bednar, informed the members that funding for the system was stable at $3.4 million for 2018.

            Old business was then presented.  Norma Mitchell was hired as the library custodian and was offered $225 in salary every two weeks.  Her first day on the job was October 8. She will be considered an independent contractor under an agreement that will last for one year.  Mitchell, the city hall custodian, had filled in during the many absences of the previous library custodian. Librarian Howard presented the independent contractor agreement with Mitchell for discussion among the board.

            President Fehr reminded the board that the Board-Staff Christmas Party would immediately follow the December meeting.

            Mac’s Fire and Safety rewired the two smoke detectors that did not have power.  All 16 detectors have been tested by the company and are in working order.

            Dan, an employee of Hunter Construction Company, has completed the replacement of the west door and has also repaired two problem areas on the west wall, where the drywall tape had failed. Dan also painted the entire wall around the book shelves. He donated his time and materials for the effort.

            New business was then presented. The proposed board meeting dates for 2018 were presented, as well as dates that the library will be closed for holidays or special occasions. A motion was made by Emery and seconded by Gillen to accept the proposed dates for both. The motion passed unanimously with a voice vote.

            Librarian Howard discussed the problem of unplayable audiobooks and DVDs, which are stored in drawers in the back of the library.  The library formerly used Family Video to clean and repair DVDs before that business closed.  Howard mentioned that it is highly expensive for the library to buy its own machine to clean DVDs.  She also mentioned that the Farmersville-Waggoner Public Library has its own machine, and it was suggested that she contact that library to see if it would be interested in cleaning our DVDs for a set fee.  The Family Video store in Litchfield was also mentioned as a possibility. Howard said she would investigate the matter, and report back to the board at the December meeting.

            Librarian Howard then read the Librarian’s Report. Karen’s Lapsit program brought 67 children and 46 adults into the library in October.  Karen read to 107 children at the kindergarten classes on October 24. Head Start brought 19 children and five adults to the library for Storytime and a craft on October 27.

            The FY2018 Per Capita Grant application was submitted on October 27, though the library has still not received the scheduled payment of $4,561.12 from last year’s application. A State Library staffer indicated that it is possible that libraries may receive the FY2018 check before the FY2017 check.

            All printers at the library went down on October 29, and the office computer lost Internet connection. A technician from Illini Tech came on October 31 and had no explanation for the losses. He switched the router back to the old address and reconnected all Internet connections to clear them of a bogus IP address.  The router now has a new password.

            The library was closed on October 16 for staff members to attend the Active Shooter and Bloodborne Pathogen training sessions in Litchfield. Six staff members from Carlinville attended, while two were unable due to illness.  Howard and the board members discussed the library’s safe rooms, as well as basic information on how to handle an active shooter situation.

            A motion was made by Rosentreter and seconded by Fanning to adjourn. The meeting adjourned at 5:20 p.m.

October 2, 2017

             The Carlinville Library Board met in regular session on Monday, October 2. The meeting opened at 4:30 p.m. Members present were Gillen, Fanning, Van Nattan, Rosentreter, Emery, Boente, Yowell, and Clark.

            Vice-President Gillen conducted the meeting in President Peg Fehr’s absence. There was no public comment.

            Emery read the minutes from the board meetings in September. A motion was made by Yowell and seconded by Boente to approve the minutes. The motion passed 8-0 on a roll call vote.   

            Fanning presented the treasurer’s report in great detail. Bills totaling $14,171.45 were paid, leaving a balance of $70,841.90.   Fanning advised the board that utility bills had not been received. The third installment of county real estate tax has been received. 

            Bills paid from the Haberle Account were janitor’s salary, janitor supplies, and a portion of the library Visa card, all of which totaled $565.75.  The costs to Mac’s Fire and Safety for replacement of the library’s smoke and fire detectors, totaling $1,088, and the cost to Hunter Construction to replace the west door, a total of $4,888, were also paid from the Haberle account.

            A motion was made by Emery and seconded by Clark to approve the bills. The motion passed 8-0 on a roll call vote.

            Library Director Janet Howard presented the Heartland report. A regular meeting was held by the Heartland board in September that discussed the sixth anniversary of the creation of the Heartland system, one of three remaining library systems in the state after consolidation. The board also discussed the persistent problem of Internet outages at SHARE libraries, for which little can be done due to a bandwidth problem.  

            The August delivery numbers for the three delivery hubs in the Heartland system were: Carbondale, 28,777; Champaign, 113,266; and Edwardsville (which serves the Carlinville library), 125,173.  Circulation numbers for Heartland for August were 767,106, with 9,373,712 holdings.

            Old business was then discussed. Jamie Brandon, the library custodian, gave her two-week notice and her final day was scheduled for October 7. Norma Mitchell, the custodian of City Hall who filled in during Jamie’s many recent absences, is available to take over the library position. Norma was paid $9.25 per hour.

            The board agreed that Mitchell would be a good candidate to take over, and recommended her hiring.  Librarian Howard referred back to a decision of the board in December 2016, in which custodians should be independent contractors, and paid a flat amount. The job requirements for the custodian were considered.

            Rosentreter recommended that Mitchell be offered payment of $225 every two weeks, which roughly constitutes 12 hours per week at $9.25 per hour.  A motion was made by Rosentreter and seconded by Emery to accept the recommendation.  The motion passed 8-0 on a roll call vote.

            Mac’s Fire and Safety replaced 16 heat detectors with 16 smoke detectors on September 12. Two of the detectors are wired, but do not have power. Russ Campbell of Mac’s sent an e-mail stating that the company will be back in October, and that the repairs will cost extra.

            The west door of the library was replaced on September 19, and is working very well.

            It was decided to hold the library’s Christmas Party at the Fairway, formerly Crabby’s Supper Club. A basic buffet will be offered, and board members may bring their own food and desserts.

            All staff members have agreed to attend the safety training seminars scheduled for Monday, October 16 at the Litchfield Community Center. The training sessions will include active shooters and blood-borne pathogens. The library will be closed until 2:30 or 3 p.m. to allow Karen and Lisa to have lunch before returning to work.  Carol Miller and Librarian Howard will work the 4-8 shift.

            No new business was presented.

            Librarian Howard then read the Librarian’s Report. Karen’s Lapsit program brought 53 children and 38 adults into the library since it resumed on September 13.  Howard explained how Karen travels to read to each kindergarten class, and her involvement with Head Start groups at the library. Head Start brought 15 children and four adults to the library for Storytime and a craft on September 22.

            Sally Strohbeck of Carlinville was the winner in the Kindle Paperwhite drawing, held as part of the library’s 90th anniversary celebration.

            Terminix was scheduled to be at the library on October 6 to spray for insects, due to an infestation of beetles measuring one inch. Howard planned to look into obtaining insecticidal bombs from Terminix that may be set off on the weekend, when the library is closed.

            A motion was made by Clark and seconded by Boente to adjourn. The  meeting adjourned at 5:12 p.m.

           

 

September 5, 2017

The Carlinville Library Board met in regular session on Tuesday, September 5. The meeting opened at 4:31 p.m. Members present were Fehr, Gillen, Fanning, Van Nattan, Rosentreter, Emery, Boente, Yowell, and Clark.

            There was no public comment.

            Emery read the minutes from the board meetings in August, including the minutes of the regular session on August 7; the minutes of the executive session from August 7; and the minutes from the special session on August 28. A motion was made by Clark and seconded by Gillen to approve the minutes. The motion passed with no objections.

            A discussion was held to consider whether the library should remain in the Carlinville Chamber of Commerce with dues of $50.00 annually. Rosentreter stated that his belief that the library should remain, as it demonstrates a commitment to the community. Gillen expressed her support for Rosentreter’s statement, and the board agreed that the library should remain in the chamber.

            Fanning presented the treasurer’s report in great detail. Bills totaling $16,065.26 were paid, leaving a balance of $53,670.30.   Fanning advised the board that there were two payrolls during the month of July.

            Bills paid from the Haberle Account were janitor’s salary and repair bills to Ken Whitlock Plumbing, all of which totaled $1,218.15.

            A total of $36.00 came from the personal property replacement tax. The second installment of the county real estate tax has been received.

            A motion was made by Emery and seconded by Yowell to approve the bills. The motion passed 9-0 on a roll call vote.

            Library Director Janet Howard presented the Heartland report. A special meeting was held by the Heartland board on July 18 for a workshop to discuss marketing, outreach tools, and advisory projects. A regular meeting was held by the Heartland board on July 25, when three board members were named and officers were elected.

            Greg McCormick, the Director of the Illinois State Library, spoke at that meeting and indicated that the State Library owed the Heartland system $1.3 million in 2017 due to the inability of the state to pass a budget.  It is believed that the monies will be paid to Heartland over time, not in a lump sum.  

            The Heartland meeting also discussed training for the Open Meetings Act, as well as the staff and services that have been reduced due to state budget concerns.

            Old business was then discussed. Gillen was asked to again help plan the annual Christmas party, and possibly hold the party at a different location. A brief discussion ensued on possibly cutting back on dinner menu options, and for board members and employees to bring their own desserts.

            The replacement of the west door of the library has been postponed, since the door was not manufactured until September 1. The contractor has assured Librarian Howard that the door will be replaced as soon as it is received.

            The replacement of the smoke detectors has also been delayed due to illness of the project director of Mac’s Fire and Safety. The date of replacement was scheduled for September 7.

            Librarian Howard discussed the 90th anniversary T-shirts the library ordered. A total of 65 were ordered, with eight given to staff. Fifty-seven shirts were sold. The library paid $389.35 for the shirts and collected a total of $600 in money from sales and donations, creating a profit of over $200.

            The per-capita requirements of trustees watching at least one webinar was discussed. Clark gave an extended report on the webinar that she watched, while Rosentreter and Emery offered brief comments on theirs.

            New business was then presented. A letter from Dale Haynes on a request to place a hide-a-key container for a geocaching project behind one of the benches in the metal pergola was presented. Rosentreter questioned if liability would be an issue to the library, and Howard promised to check with the library’s insurance carrier. A motion was made by Fanning and seconded by Gillen to proceed with the request.  The motion passed with no objections.

            The use of library fines was then discussed, and how the money is used. More information on the issue will be presented next month.

            Librarian Howard reviewed the per-capita requirements, which included the internet seminars for trustees and staff, and discussed a change in the policy manual that requires staff members to reside within the Carlinville Community School District #1. If a staff member moves out of the district during employment at the library, that employment will be terminated. An addition was recommended to include a grace period of 90 days for new employees to move into the district.  The recommendations passed with a voice vote.

            Librarian Howard then read the Librarian’s Report. Karen’s Lapsit program brought 20 children and 10 adults into the library in the first two weeks of August. LapSit will resume on September 13.  Karen will begin reading to kindergarten classes and providing Head Start programs in September. A total of 20 tutoring sessions were held in the library in August.

            The library distributed 1,000 pairs of eclipse glasses for the eclipse on August 21. The glasses were funded through a grant from STAR_Net, a comprehensive network of collaborators and partners that include astronomical, educational, and library agencies, as well as public and private funding sources. The library also supplied glasses to Blackburn College and public libraries at Farmersville-Waggoner, Staunton, Mt. Olive, and Benld.

            Blackburn Provost John McClusky presented a well-attended 45-minute program on August 9 that discussed the upcoming eclipse. Over 300 pairs of eclipse glasses were handed out at the event, which also included special “eclipse sugar cookies and “eclipse sandwich cookies.”

            The library was closed on August 16 for Special Projects Day, which included the staff portion of the per-capita requirements and the distribution of updated policy manuals. The per-capita requirements were the subject of the September SLIDE meeting, which resulted in an upcoming program on October 16 in Litchfield that will cover active shooters, as well as blood-borne pathogens. The program is free to library directors, staff, and board members.

            Blackburn College has again provided two interns for the library, Savannah Stigleitz of Carlinville and Danielle Rude of Coulterville.

            A motion was made by Clark and seconded by Van Nattan to adjourn. The meeting adjourned at 5:42 p.m.