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:

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.

 

           

 August 28, 2017

The Carlinville Library Board met in special session on Monday, Aug. 28 to discuss a personnel matter. No action was taken by the board.

August 7, 2017

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

            President Peg Fehr noted a change in the agenda from previous meetings. The public comment section will now be offered at the start of each meeting of the board. There was no public comment at this meeting.

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

            Two new board members, Kris Rosentreter and Dana Yowell, were sworn in by Fehr and welcomed to the board.

            Fanning presented the treasurer’s report in great detail. Bills totaling $24,692.18 were paid, leaving a balance of $41,393.06.  Fanning advised the board that there were three payrolls during the month of July. He also said there were three checks for utilities, as the city has changed its energy provider, and the checks were for different services.

            Bills paid from the Haberle Account were janitor’s salary, janitor’s supplies, a new printer for the public access computers, and repair bills to Kufa and Sons, all of which totaled $1,507.76.

            A total of $787.79 came from the personal property replacement tax, while checks for $257.60 and $315.18 were received to reverse earlier utilities charges. The first installment of the county real estate tax has been received, as has the city’s annual payment for the loan to repair the parking lot.

            A motion was made by Emery and seconded by Gillen to approve the bills. The motion passed with no objections.

            There was no Heartland report, as the minutes were unavailable.

            Old business was then discussed. At the July meeting, Norm Gillen was asked by the board to review the proposals from Mac’s Fire and Safety. Library Director Janet Howard reported that Mr. Gillen recommended the board accept Mac’s bid to move the problem heat detectors and add 16 new smoke alarms for the total of $1,088.00.

            A motion was made by Clark and seconded by Rosentreter to accept the bid. The motion passed 8-0 on a roll call vote.

            The replacement of the west door was then discussed. It had been decided to accept a bid of approximately $4,688 from Hunter Construction Services in Belleville to replace the door.  Librarian Howard reported that a company representative said he hoped to have the work done no later than the second week of August, and would take two days.

            A motion was made by Emery and seconded by Van Nattan for the board to enter into executive session to discuss a personnel matter. The motion passed with no objections. The board entered into executive session at 4:59 p.m. No action was taken by the board.  The executive session ended, and the regular meeting resumed, at 5:23 p.m.

            New business was then presented. The air conditioning unit in the Children’s section had quit working during the recent heat wave, and Kufa and Son checked out the problem. It was determined that the outside fan motor had seized, causing the entire unit to shut down. A new motor was installed. The part was $455.00.

            Librarian Howard reported on an incident of vandalism in the library parking lot on Sunday, July 30. A dead raccoon was left on the lot, possibly from a disgruntled patron.  Howard reported that she removed the raccoon after being called by library staff.

            President Fehr then discussed the practice of board member gifts at the annual Christmas party. Clark enthusiastically recommended that the practice be discontinued, and that the money that would have been spent for those gifts be used to increase employee Christmas bonuses.  A motion was made by Gillen and seconded by Yowell to accept this idea. The motion passed 8-0 on a roll call vote.            Librarian Howard read the Librarian’s Report. Karen’s Lapsit program brought 67 children and 43 adults into the library in July.  A total of 69 tutoring sessions were held in the library in July.

            The July statistics for the Illinois Heartland Cloud Library were as follows: total number of items owned, 40,750 (35,226 eBooks, 5,524 eAudiobooks); total number of items circulated by consortium members in July, 33,408 (25,249 eBooks and 8,159eAudiobooks), and total number of items circulated by patrons of the Carlinville Public Library, 70 eBooks and 40 eAudiobooks.

            The library has received $365 in donations for the 90th anniversary T-shirts and $115 in donations in honor of the anniversary itself. There were $414 in fines waived during the “Fine Free July” program.

            Librarian Howard, and President Fehr earlier in the meeting, both displayed the new patron library cards. All of them show the library’s signature statue, Two Kids on a Bench. There are 500 cards with a blue background, and 500 with a yellow background.

            The printer for the public access computers was replaced with a new Brother laser printer on July 13. Illini Teach installed the printer and connected it to the network the following day.

            Librarian Howard advised the board that it was time to begin fulfilling the requirements for the FY2018 Per Capita Grant. The grant was 77 cents in each of the last two years, but is projected at $1.25 for this fiscal year.  The deadline for application is Jan. 15, 2018.

            As part of the process, trustees are required to review the first five chapters of the Trustee Facts File, Third Edition; complete at least one free online education opportunity on library safety; and read and be familiar with the services of the Illinois State Library Literacy Program. 

            Staff are required to review, and report on progress in meeting, Chapter 12, “Safety of Serving our Public 3.0 Standards for Illinois Public Libraries; complete at least one free online education opportunity on library safety; and be familiar with the services of the Illinois State Library Literacy Program.  The requirements for trustees and staff will be discussed at an upcoming board meeting.

            The library will be closed for a Special Project Day on Wednesday, Aug. 16. Full-time employees will work an eight-hour day, while part-time staffers will come in for four hours or more. The day will include a staff meeting, and completion of projects that are difficult to handle when patrons are present. The staff meeting will also focus on the information to be covered for the Per Capita Grant.

The September meeting will be held on Tuesday, Sept. 5 due to the Labor Day holiday. The meeting adjourned at 5:39 p.m.

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.