Carlinville Public Library

Loading palette preview Loading

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 7, 2018

              The Carlinville Library Board met in regular session on Monday, May 7. The meeting opened at 4:30 p.m. Members present were Fehr, Gillen, Rosentreter, Van Nattan, Yowell, Boente, Emery, and Clark.

            In public comment, Rosentreter mentioned that his daughter, Ann, was employed at the Jesuit Archives and Research Center in St. Louis, and mentioned to an individual named Richard Buthod that she was from Carlinville.   Buthod replied that Carlinville had “the finest library for a town of your size that I’ve ever run across.”   Apparently, he was familiar with the library in his job as a vendor to libraries and for school supplies. Board members applauded the comment.

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

            Library Director Janet Howard presented the treasurer’s report in Fanning’s absence. Bills totaling $18,504.40 were paid, leaving a balance of $28,483.75.

            Bills paid from the Haberle Account were janitor’s salary, janitor’s supplies, a bill to Terminix, the fee for the notice of the real estate sale to MJM in the Macoupin County Enquirer-Democrat, and the insurance premium for the contents of the library to Cincinnati Insurance Company. The total bills from Haberle were $1,910.87.

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

            In old business, Librarian Howard reported on the progress of the repairs to the outdoor arbor. She contacted Kahl’s Greenhouse, and owner Jim Kahl advised that the arbor needs to be dug out, covered with a new rock base, and have the flag stones re-set. He further advised that a special sand would be spread between the stones, and three to four tons of rock may be needed. The labor would be more than the cost of the supplies, and Kahl estimated that the total cost of the project would be less than $1,000.

            A motion was made by Clark and seconded by Boente to direct Howard to pursue the repairs with Kahl. The motion passed unanimously on a voice vote.

            Librarian Howard then presented her findings on the repairs to the brick sign in front of the library. Nate Johns, of Dobrinich & Johns Brick Company, inspected the sign on April 3 and determined that the sign had not been constructed properly. He recommended that the mortar joints be ground out on the front of the sign, which should be pressure-washed and cleaned. He added that mortar joints should be refilled and bad or missing bricks should be replaced. The stone center should be caulked and sealed with a masonry water repellant. The total estimate to repair the sign was $1,865.

            It was determined to pay for the repairs from the Haberle Account. A motion was made by Rosentreter and seconded by Yowell to proceed with the repairs. The motion passed 8-0 on a roll call vote.

            President Fehr advised that there is no update on the sale of the farm property.

            Librarian Howard informed the board that the leak above the children’s book area has returned. Koster Construction once again came and repaired the area around the crack, which is located near the heating and air conditioning unit on the library roof. Koster advised Howard that the entire roof needs to be resealed, though Howard added that it is her understanding that the roof is the city’s responsibility.

            New business was then presented. Librarian Howard noted that the Annual SHARE Cloud Library Agreement has been signed and will be in effect from July 1, 2018 to June 30, 2019. The Cloud Library is a popular feature with patrons and provides library access to eBooks and eAudiobooks. The total fee is unchanged from FY2018 and is $473.50.

            Librarian Howard then discussed the impending renewal for the lease of audiobooks. The old package of 60 titles for $2,220 per year is no longer offered, and Howard recommended that the library accept a new package, featuring 54 titles at $1,998. A motion was made by Rosentreter and seconded by Van Nattan to accept Howard’s recommendation, and lease the new package. The motion passed 8-0 on a roll call vote.  

            Librarian Howard read the Librarian’s Report. Karen Wills’ LapSit program brought 75 children and 55 adults to the library in April. The Head Start program brought 18 children and three adults to the library for a story and a craft on April 20. Wills also read to 100 kindergarteners and six adults on April 10.  On April 30, Wills read to Mrs. White’s first grade class, with twelve children in attendance. She was so well-received that she has been asked to read to the class each Monday until the end of the school year.

            Wills also received notice that her application for a $1,000 Back to Books grant has been approved by Secretary of State Jesse White.  The money will be used to purchase both children’s and adult books for the collection. Many of the children’s books will relate to this year’s Summer Reading Program.

            Secretary White has also awarded the Carlinville Public Library a FY2018 Illinois Public Library Per Capita Grant for $7,369.25. He advised that the funds may be “significantly delayed” due to the ongoing payment backlog of the state.  The FY2018 grant was the same $1.25 rate of earlier years, but the check is not expected to arrive until FY2019.

            The eight new computer chairs from IKEA were delivered on April 7, and were assembled and put into use on April 9-10. The chairs have proven so popular that Wills asked to have one to replace her broken task chair. That new chair arrived on April 24.

            The inventory of contents of the library for insurance purposes was completed in late April. The total replacement value is $975,757.88, an increase of $325,757.88 from the last policy. A DVD of photos of the inventory, and a printed copy of the inventory, will be given to two board members for safekeeping, with a third copy placed in the fire safe.

            Librarian Howard mentioned that representatives of the Books on Wheels program approached the library to gauge its interest in involvement. The program takes books to patients in nursing home facilities. A brief discussion ensued on the practicality of the library’s potential cooperation with the program.

            Some 2,837 items were circulated by the library in the month of April.

            A motion was made by Rosentreter and seconded by Clark to adjourn. The meeting adjourned at 5:13 p.m.

           

 

April 2, 2018            

           The Carlinville Library Board met in regular session on Monday, April 2. The meeting opened at 4:35 p.m. Members present were Fehr, Gillen, Fanning, Rosentreter, Yowell, Boente, Emery, and Clark.

              There was no public comment.

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

            Fanning presented the treasurer’s report with great detail. Bills totaling $14,808.70 were paid, leaving a balance of $44,661.71.

            Bills paid from the Haberle Account were janitor’s salary, janitor supplies, and a small portion of the library’s VISA card, totaling $471.95.

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

            In old business, the sale of the library’s property southwest of Carlinville to MJM is moving ahead as scheduled. The first legal notice was published in the Macoupin County Enquirer-Democrat on March 29, and the second legal notice is scheduled for April 4. The closing between the parties and their attorneys is scheduled to be conducted at the library on April 9 at 10 a.m.

            Library Director Janet Howard discussed the current insurance situation of the library, continuing a topic from the previous meeting. Howard advised the board that the city pays to insure the building, which includes everything on the walls of the library. Howard indicated that she is trying to determine what is the city’s responsibility to insure, and what part is the library’s responsibility.

            Howard further stated that she has been taking a careful inventory of the library’s assets that do not include the collection.  She indicated that the library is underinsured by over $310,000.  She has spoken with the library’s insurance agent at Dimond Bros., and has been informed that the library’s new insurance premiums will be $1,617 annually for each year of a three-year contract.

            A motion was made by Gillen and seconded by Boente to approve the payment of the library’s new insurance premium.  The motion passed 8-0 on a roll call vote.

            The roof has developed another leak over the children’s section of the library. Librarian Howard indicated that the city is responsible for the roof, and that she plans to speak with Mayor Demuzio for direction on how to proceed.

            Howard has also been trying to secure a repairman for the brick sign in front of the library. After two professionals declined, she has been referred to Dobrinich & Johns Masonry in Staunton. She has also been referred to Kahl’s Greenhouse in Carlinville for the work needed in the library’s arbor.

            New business was then presented. Librarian Howard discussed the annual SHARE fees for the library, which totals $2,594.89. A motion was made by Fanning and seconded by Gillen to authorize payment of the SHARE fees. The motion passed 8-0 on a roll call vote.

            President Fehr advised the board that she plans to speak to Laura Cutler of MJM to revisit the discussion of the enterprise zone.  Cutler will speak to the board at an upcoming meeting on the subject.

            Librarian Howard also presented a proposed addition to the library bylaws for public participation at library board meetings.  The addition limits participation to those who are physically present, and requires previous contact with the library staff if telecommunications devices are necessary.  A motion was made by Rosentreter and seconded by Yowell to accept the proposed addition. The motion passed unanimously on a voice vote.

            Librarian Howard then presented the wish list for the library, which includes new chairs for the computer lab and children’s librarian, as well as extra mouse pads and extra mice. President Fehr noted the memorials in honor of the late Betty Madden and Tommy Gibbel.  Librarian Howard later noted that the library had received $1,280 in memorials for Ms. Madden, to be used for children’s and adult books in Ms. Madden’s favorite genre.

            Librarian Howard read the Librarian’s Report. Karen Wills’ LapSit program brought 68 children and 37 adults to the library in March. She also read, and provided a St. Patrick’s Day craft, to 16 children from the Head Start program and nine accompanying adults on March 9. Wills also hosted 90 second graders and six teachers on a library tour on March 23. She then read The Library Lion to the group.  Wills also read to 100 kindergarteners and six adults on March 6.

            Wills also submitted a Back to Books grant on March 29. It is the first year that the library has applied for the grant. The application requests $1,000 to purchase both children’s and adult books for the collection. The recipients will be announced in the next few months.

            The required annual Statements of Economic Interest were submitted to the County Clerk on March 22.

            A staffer from the Department of Natural Resources visited the library on March 9 to repair or replace the fishing poles donated by the Department over ten years ago. The department did not have the budget for such a repair visit for several years. All of the poles were barcoded. They are popular during warmer months, and are used by the MCDD for camping programs and fish rodeos.

            Blackburn College sent a letter of appreciation for the library’s donation of a copy of the Well Read and Well Fed cookbook to the Macoupin County Scholarship Auction.

            Some 3,328 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 5:08 p.m.

           

 

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.