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:

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.

           

 

December 4, 2017

The Carlinville Library Board met in regular session on Monday, December 4. 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. 

            President Fehr read a correspondence from Emily Hargis Wells, thanking the board, as well as employees Estelle Hesseldenz and Lisa Davenport, for their cooperation in a portion of her requirements to obtain an M.L.S. degree.  As part of her school assignment, Wells sat behind the circulation desk and observed the activities of both the desk and the library as a whole.

            Fehr also referred back to an e-mail she sent each board member on the previously stated interest of MJM in the land owned by the library southwest of Carlinville.

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

            Fanning presented the treasurer’s report with substantial detail. Bills totaling $14,892.06 were paid, leaving a balance of $96,668.08.

            Bills paid from the Haberle Account were janitor’s salary, janitor supplies, costs to Kufa and Son for the fall checkup, and a small portion of the balance on the library’s VISA card. The total was $770.63.

            In a secondary matter, Fehr asked the board to vote on the transfer of $62 from the Haberle account to pay a bill to Terminix. A motion was made by Gillen and seconded by Van Nattan to make the transfer. The motion passed on a voice vote.

            Fehr also discussed a new bank account spreadsheet that breaks down bank accounts for deposits or payments, including the Haberle Account, memorial money, and budget.  

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

            Library Director Janet Howard presented the Heartland report. A meeting was held by the Heartland board on November 28 that discussed the job descriptions of new positions of grant specialist, human resources, information technology, and membership coordinator. The discussion also covered information technology projects that may move forward after funding was frozen. 

The system is also searching for a new SHARE director, a position that has been vacant since August 2016.  Reciprocal borrowing, delivery, and circulation statistics were also discussed at the meeting.

            Old business was then presented.  Librarian Janet Howard revisited the need to clean unplayable audiobooks and DVDs from the November meeting. Seventy-five DVDs were cleaned by Family Video in Litchfield for the cost of $1.50 apiece. The Farmersville-Waggoner Public Library has agreed to clean any future DVDs or CDs for the price of the cleaning fluid needed by her machine, or $69.

            New business was then presented. The corrected board meeting dates for 2018 were presented, as well as dates that the library will be closed for holidays or special occasions.

            The plumbing problems in the women’s rest room were discussed. Kenny Whitlock has been asked to look into it, but was delayed due to requirements in his military service. He was scheduled to come to the library the week of December 7.  Whitlock was also to service and clean the water fountain.

            Librarian Howard then read the Librarian’s Report. Karen’s LapSit program brought 63 children and 45 adults to the library in November. Karen also read to the kindergarten classes on November 14, with 100 children and five adults in attendance.

            The Macoupin County Enquirer-Democrat published a list of top 10 books to buy for Christmas gifts. The list was compiled by Lisa Davenport, the Head of Circulation, and Karen Wills, the Children’s Librarian.

            A motion was made by Gillen and seconded by Clark to adjourn. The meeting adjourned at 4:58 p.m.

           

 

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.