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:

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.