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:

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.

 

 

April 3, 2017

 

Carlinville Library Board met in regular session with Vice President Sara Gillen calling the meeting to order at 4:30 pm.  Member present were: Clark, Fehr, Leonatti, Boente, VanNattan and Emery as well as Library Director Janet Howard.  Minutes of the March. meeting were read and approved.  Representatives of MJM Electric, Laura Cutler-MJM Director and Bob Lehman-an MJM board member presented their proposal to purchase land owned by the library near the primary school.  Last fall Ms. Cutler had met with Mr Fenton and Mayor Demuzio to discuss this purchase but no specifics were discussed at that time. The property includes 6.5 acres +/-.  It was originally purchased for $16,000/acre.   Ms. Leonatti told Ms. Cutler and Mr. Lehman that the library board was leaning favorably to sell this land.   But Ms. Leonatti brought up the fact that the library had agreed to allow the proposed bike path to have an easement through the property.  Ms Cutler said that this would cause a problem for MJM.  After some further discussion, Ms Leonatti said that she would contact City Council lawyer, Rick Bertinetti as well as Greg Boente, the person who had asked for the easement.  After discussion with both of them she would contact MJM with an offer of a selling price. Mr. Lehman and Ms Cutler left the meeting at this point.  Returning to the agenda, bills totaling $12,783.55 were presented for payment leaving a balance remaining in the library account of $43,405.64.  Bills to be paid from the Haberle account included bills for janitor’s salary and taxes, mileage, computer installation and janitorial supplies.  These bills totaled $914.01.  A motion was made by VanNattan and seconded by Emery to pay both sets of bills.  The motion passed unanimously with a roll call vote. 

Mrs. Howard stated that there was no report from IL. Heartland. 

There was no old business.

Ms. Leonatti proposed that Vice-President Sara Gillen be named as a signatory on the bank account due to the death of Mr. Fenton.  The board accepted this proposal.

In new business, the board discussed a selling price for the property that MJM wishes to purchase.  After much discussion, the motion was made to offer to sell the property for $105,000 plus MJM paying all the closing costs associated with the sell.  A motion to this effect was made by Clark and seconded by Emery and passed unanimously with a roll call vote.

Mrs. Howard gave the librarian’s report.  Karen read to 238 children and 99 adults at library programs in the month of March. This included five second grade classes who came to tour the library as well as having a story read to them. In addition, she read to 100 kindergarteners and five adults at the Primary School.  Ms. Howard notified the board that there had been a leak in the roof in the children’s area.  Koster Construction was called and they successfully patched the leak.  The computer in the workroom was replaced in March.  All of the public computers and one staff computer are now using Windows 10.  Ms. Howard told the board that the library meeting room will be used as a polling place on Ap 4th.  The board continued to discuss activities for the library’s 90th birthday.  Mrs. Howard had checked on prices for two banners for the front of the library.  She had contacted two companies to get prices.  Both quotes were very close in price.  The board wanted to keep the business in Carlinville so asked that the banners be purchased from Amazing Ink. 

The board reviewed policies on Children’s Use of the library and the Unattended Children’s Policy.  After a short discussion, a motion was made by Emery and seconded by Fehr to accept the Children’s Use policy as submitted but to add to the Unattended Children Policy that the library reserves the right to refuse service to unattended children.  The motion passed with a voice vote.

The meeting adjourned at 5:40.

 

 March 6, 2017

 

         Carlinville Library Board met in regular session with Vice President Sara Gillen calling the meeting to order at 4:30 pm.  Member present were: Clark, Fehr, Leonatti,and Emery as well as Library Director Janet Howard.  Minutes of the Feb. meeting were read and corrected.  A motion to approve the minutes was made by Leonatti and seconded by Fehr.  The motion passed with no objections.  Bills totaling $18,252.90 were presented for payment leaving a balance remaining in the library account of $52,495.44.   A motion to pay the bills was made by Emery and seconded by Clark.  The motion passed with no objections.  Bills to be paid from the Haberle account included bills from both Feb and March.  Bills from Feb. included  janitor’s salary, janitorial supplies, Terminex treatment, mileage and computer repair.  Bills for March included Janitor’s salary, mileage, and audio book lease.  A motion was made by Leonatti and seconded by Fehr to reimburse the library for payments made for bills from Feb and March to be paid from the Haberle account in the amount of $2,533.22. 

Mrs. Howard presented the report from IL. Heartland.  The Per Capita grants were being reviews but there was no date set for payment.  The policy concerning Il Funds and IL investments was reviewed.  Per capita grant money totaling $1,360,000.00 was allocated from the state for library systems.  This will keep the systems solvent for 2 years.

There was no old business.

 In new business, Leonatti presented the 2017-18 budget.  She had prepared a budget that reflected a 3% raise for employees but also gave the board figures for a $.25 raise and a $.50 raise.  After some discussion, the board agreed to grant a 3% raise.  There was some discussion on a cap for the Janitor’s salary but no decision was made.  It will be discussed further in April.  A motion was made by Clark and seconded by Fehr to approve the budget as submitted.  The motion passed unanimously with a voice vote.

          Mrs. Howard gave the librarian’s report.  Karen read to 102 children and 65 adults at library programs in the month of Feb.  In addition, she read to 100 kindergarteners and five adults at the Primary School.

The new/refurbished Windows 10 computers were installed on Feb 14th.  The workroom computer will be installed in March to replace the Vista computer which will no longer be supported.  The Deep Freeze program which protects the public computers from viruses was updated.

The committee to commemorate the 90th anniversary of the library becoming a city library met and presented some ideas to the board.  They included a fine forgiveness week for overdue materials that are returned to the library,  advertisements of events and library information in the Buzz, Facebook, the sign at Boente Shell and in the local paper, an ice cream social, T-shirts for the staff/board, magnets listing library hours to be made in house, a raffle of an e reader, tote bag give away and a poster/display of the bestselling books for the last 90 years.

Mrs. Howard passed out the statement of Economic Interest for the board to fill out.  And the policies for weeding and test proctoring were distributed.  There was some discussion of those policies after which a motion was made by Emery and seconded by Clark to approve the policies as submitted.  The motion passed unanimously with a voice vote. Next month the policies on Children’s use of the library and the unattended children policy will be reviewed.

 The meeting adjourned at 5:27

 

Feb 6, 2017

Carlinville Library Board met in regular session with Vice- president Sara Gillen calling the meeting to order at 4:30 pm.  Member present were: Clark, Boente, Leonatti, VanNattan, and Emery as well as Library Director Janet Howard.  Minutes of the Jan. meeting were read.  A motion to approve the minutes was made by Emery and seconded by Clark.  The motion passed with no objections.  Bills totaling $20,042.49 were presented for payment leaving a balance remaining in the library account of $67,839.65. Leonatti advised the board that there were three payrolls in January, which is why the bills were higher than average.  A motion to pay the bills was made by Boente and seconded by Emery.  The motion passed with no objections.  Due to the absence of Mr. Fenton, no bills were presented to be paid from the Haberle account.

Mrs. Howard presented the report from IL. Heartland.  The meeting focused on paying bills.  The Heartland board also discussed a tribute to Mr. Fenton, a system board member for some 18-19 years.

There was no old business. Clark inquired when the annual payment from the city for their portion of the paving of the parking lot was due.  Leonatti advised her that the annual payment was due in August.

Mrs. Howard gave the librarian’s report.  Karen’s Lapsit program brought 51 children and 40 adults into the library in January, and she read to 100 kindergarteners and five adults at the Primary School on Jan. 31.  On Jan. 20th, Karen read and did a craft project with 20 children and 4 adults form Head Start.

A discussion ensued on Karen’s request to change her work schedule from five days a week to four days every other week.  Leonatti suggested that her vacation would have to be adjusted also. Staff members would pick up additional hours to cover the schedule.  A motion was made by Leonatti and seconded by Boente to approve this recommendation.  The motion passed unanimously with a roll call vote.

Members Fehr and VanNattan were recommended to serve with Mrs. Howard on a committee to commemorate the 90th anniversary of the library becoming a city library.

Mrs. Howard informed the board that the four public computers that ran Windows XP are causing problems.  The board discussed the feasibility of replacing those four computers plus the computer in the workroom which will not be supported after March of this year.  Illini Tech will replace the computers for $350 each with an additional set up fee of $110/hour.  It was estimated that it would take 2 ½ hours to install all the computers.  A motion was made by Clark and seconded by Emery to replace all five computers.  The motion passed unanimously with a roll call vote.

Steve and Patrice Gourley donated $500 to the library from the Gourley Charitable Fund.  Mrs. Howard suggested and the members agreed that the donation could be used to offset a portion of the cost of the replacement computers.

A thank-you was received from the family of the late Ken Emery.  The library board and staff donated money which may be used to purchase books in his memory.

Changes to the library by-laws were discussed, including a new order for the board meeting’s agenda.  It was decided to leave the mileage reimbursement rate as is.  A motion was made by Leonatti and seconded by Emery to accept the changes to the by-laws.

Mrs. Howard notified the board that the west door of the library which faces North West Street leaks and is in poor condition.  There was discussion about replacing the door but no decision was made at this time.  Mrs. Howard also informed the board that the budget for 2017-18 would be presented to them at the March meeting.

The meeting adjourned at 5:16

Jan. 2, 2017

Carlinville Library Board met in regular session with President Jim Fenton calling the meeting to order at 4:30 pm.  Members present were: Fehr, Clark, Gillen, Boente, and Emery.  Library Director Janet Howard was also present.  Minutes of the Dec. meeting were read.  A motion to approve the minutes was made by Clark and seconded by Gillen.  The motion passed with a voice vote.  New Board member, Sue Van Nattan, was sworn in by President Fenton.  Bills totaling $14,280.40 were presented for payment.  The balance remaining in the library account totals $85,522.03.  A motion to pay the bills was made by Clark and seconded by Gillen.  The motion passed unanimously with a roll call vote. Bills to be paid from the Haberle account included janitor's salary and janitorial supplies, purchase of a computer monitor and Christmas party expenses.  The bills totaled $1,528.34.  A motion to pay the Haberle bills was made by Emery and seconded by Fehr.  The motion passed unanimously with a roll call vote.

Mr. Fenton reported there was no meeting of Illinois Heartland in Dec. but there was communication from them about the roof on the Champaign building.  Mr. Fenton also reported that he has resigned from the Illinois Heartland board due to health concerns.

Mrs. Howard presented the board portion of the Per Capita Grant.  She had met with board members Gillen and Fehr to discuss questions 5 and 6.  Those questions were reviewed with the total board and a motion to approve the answers to questions 5 and 6 as presented was made by Gillen and seconded by Boente.  The motion passed with a voice vote. 

Mrs. Howard gave the librarian's report.  She informed the board that the children's programs brought in 62 children and 29 adults to the library in Dec.  In addition, Karen read to 100 kindergarten children and 5 adults when she visited the Primary School.  Statistics for 2016 were compiled for the State Library and reported to the Board.  Carlinville Library patrons borrowed 11,401 items from other libraries and 7,616 items were sent to other libraries through Interlibrary loan.  In addition, 1,904 items were loaned to reciprocal borrowers.  Mrs. Howard reported that custodian Jamie Brandon will become an hourly worker and keep track of her hours.  She is not to exceed 19 hours per week and an annual total of less than 999 hours.  Blackburn College has requested a donation for their Silent Auction.  The board voted to donate a cookbook.

The meeting adjourned at 4:45.