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:

October 1, 2018

              The Carlinville Library Board met in regular session on Monday, October 1. The meeting opened at 4:30 p.m. Members present were Fehr, Fanning, Gillen, Van Nattan, Rosentreter, Boente, Emery, and Clark.

            In public comment, President Fehr circulated a thank-you note, as well as photos from the recent Take It to Town event, in which the library was a recipient of volunteer activity.

            Emery read the minutes from both the regular board meeting in September as well as a special session of the board on September 10. A motion was made by Van Nattan and seconded by Boente to approve the minutes. The motion passed unanimously on a voice vote.

            Fanning presented the treasurer’s report in concise detail. Bills totaling $16,505.52 were paid, leaving a balance of $47,326.01. 

            Bills paid from the Haberle Account were janitor’s salary, janitor’s supplies, a portion of the library’s VISA bill, and a bill from Illini Tech for replacement of the library’s main circulation computer, which crashed on September 7. The total bills from Haberle were $1,676.82.

            President Fehr and Treasurer Fanning noted that the library had received a gift of $10,000 from the estate of the late Lora Wilhite, a longtime patron of the library. The board expressed its appreciation for the generous gift.

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

            Library Director Howard discussed the Heartland Report, which focused on the Member Day Conference for the Illinois Heartland Library System in Effingham on September 27. Howard attended the meeting, as well as breakout sessions on Library Security, Forging Strong Relationships Between Library Directors and Boards, and Records Retention. Howard discussed the highlights of each session, and stressed the value and helpfulness of each session.

            Howard requested permission to attend the Illinois Library Association Conference in Peoria on October 10. The board approved the request.

            Old business was then presented. President Fehr discussed a request from MJM Electric Cooperative that the library participate as one of the taxing districts to permit the abatement of property taxes on land on Shipman Road south of Carlinville. The abatement would only apply to the assessed valuation after MJM completes construction on the site. A motion was made by Rosentreter and seconded by Fanning to grant the request. The motion passed 8-0 on a roll call vote.  

            Howard presented the library’s current policies of sick and vacation leave for review. 

            Howard discussed the continued contact with Madison Communications. Kim Harber of Madison visited the library on September 26 with his IT manager, a sales manager, and a technician to investigate the library’s technology needs, and ensure the library’s equipment could handle the data speed. The group is putting together a presentation that will be ready by the next board meeting.

            There was no word on the roof for the library.

            New business was then presented. Librarian Howard presented a letter from the Carlinville Chamber of Commerce, asking if the library was interested in renewing its membership. The cost is $50 per year. Rosentreter stated his support and noted that joining the Chamber would be a goodwill move to the community, but Clark asked how the Chamber used the $50 fee. Rosentreter agreed to check with the Chamber on how those monies are spent. The decision on joining the Chamber was tabled until the next meeting.

            Howard advised the board that the paperwork for a grant from Ameren has been completed. The grant money, estimated at $5,197.17, will replace all of the T8 florescent lights in the library with LED lights, including cost of replacement tubes and labor to install them.  Board members were pleased with the news of the grant.

            Howard read the Librarian’s Report. She began by introducing Nadia Kahl, the new children’s co-librarian, to the board. Her first day on the job was September 6, and she quickly learned the Polaris operating system. Nadia will normally work each Monday and Friday, though she worked five days a week while Karen Wills was on sick leave.

            The expanded LapSit program began October 1. Nadia will lead the Monday LapSit programs, while Karen Wills will lead the Thursday sessions when she returns from sick leave.

            The three LapSit programs in September brought 21 children and 18 adults into the library. On Tuesday, Sept. 19, Head Start brought ten children and three adults into the library. Four tutoring sessions were held last month, and one test was proctored.

            The library held a book sale on September 15 to capitalize on some of the traffic created by the Macoupin County Historical Society Fall Festival. Karen was forced to conduct the sale outside, as Ameren shut off power to the library to replace a power pole. The library opened when power was restored around 11:15. The sale generated $30.

            The main circulation computer crashed on September 7, and Illini Tech recommended replacing the unit. A special board meeting was held on September 10 to approve the purchase of a new computer, which was installed on September 12. An external backup system was installed to protect the computer’s programming, since the computer controls the Deep Freeze program that protects all public access computers. A similar system was also installed on the office computer. The replaced computer, which was seven years old, was purchased with memorial money in memory of Dolores Boblick, a longtime patron and favorite of the staff.

            The final report has been submitted for a $1,000 Back to Books grant with Library Services and Technology Act funding.  The funds are from the Institute of Museum and Library Services, the Illinois State Library, and Secretary of State Jesse White. The money will be spent on eighty books, mainly children’s selections, with some new fiction.

            The library was a designated site for Take it to Town on September 22, and 22 volunteers worked at the library from 8:30 to 12:30 that day. Thirteen members of the Blackburn College men’s basketball team and head coach Steve Kollar were among the volunteers. Thank you notes were sent to Take it to Town, Blackburn College and its basketball team, and the individual workers.

            A CPO Ret. USN and a Gillespie library patron, donated $100 to the library “for the support of your tasks.” Items sold from the Book Nook brought in $107.40.

            A total of 3,181 items were circulated by the Carlinville Public Library in September. The cloudLibrary statistics were not available for the month.

            Board members also discussed what treats that individuals would bring to the library’s Christmas Party in December.

            A motion was made by Rosentreter and seconded by Clark to adjourn. The meeting adjourned at 5:25 p.m.

           

 

September 4, 2018

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

            There was no public comment.

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

            Fanning presented the treasurer’s report in concise detail. Bills totaling $13,933.56 were paid, leaving a balance of $60,032.45. 

            Bills paid from the Haberle Account were janitor’s salary, janitor’s supplies, a bill to Griffith Plumbing for the new toilet in the meeting room’s bathroom, a portion of the library’s VISA bill, and a bill to TEI Landmark Audio for non-print, audio materials for the library. The total bills from Haberle were $1,562.12.

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

            Old business was then presented, starting with discussion for the selection of a new, part-time children’s librarian. After careful consideration, the Hiring Committee recommended the hiring of Jeanne Johnson at the rate of $10 per hour. She would be subject to the standard six-month probationary period. The board authorized Library Director Janet Howard to offer the position to another candidate if Johnson declines the offer of employment.

            A motion was made by Clark and seconded by Van Nattan to offer the position to Johnson. The motion passed unanimously on a voice vote.

            Karen Wills, who had expressed a desire to retire from her full-time position as Head of the Children’s Library and a member of the Circulation Staff, will remain in a part-time position.

            Howard discussed the continued contact with Madison Communications on the possibility of switching the library’s telephone and Internet access. Kim Harber of Madison will return this week with a technical manager to further survey the library’s needs. The visit was pushed back because the technical manager’s mother had passed away.

            In new business, Howard advised the board that she had spoken with Mayor Deanna Demuzio on the library’s roof. The mayor indicated she would get back to Howard before the next board meeting.

            President Fehr advised the board that there was no word on the enterprise zone. 

            Librarian Howard read the Librarian’s Report. Karen’s LapSit programs were not held in August. Four tutoring sessions were held during the month.

            On August 10, a performer portraying Elsa from the movie Frozen appeared at the library to lead a party attended by 22 children. She helped the children make crowns, read them the story of her magical kingdom, led them in songs from the movie, and personally painted the faces of each child. The party was a complete success, and every child loved the experience.

            During the August board meeting, it was suggested that the library consider a policy for a background check for new hires. However, background checks are not permitted for new hires, unless they are also done on all current staff members. The Carlinville Police do not perform background checks, and suggested contacting the Regional Office of Education. The ROE uses a Springfield-based company called The Firm, who advised that no other library in Macoupin County requires background checks. The applicants for the new Children’s Librarian position are either current or retired teachers, and have been vetted by the local school system.

            The library held its annual Special Projects Day on August 8. Full-time staff worked for eight hours, and part-time staff worked for four hours. Staff worked on cleaning work rooms and storage rooms, reading and weeding books from the shelves, reviewing the computer users’ agreements, and other projects.

            Blackburn College has provided two interns for the Fall 2018 semester. One is Rebecca O’Connell, a senior education major who will only be with the library for the fall, as she will student-teach in the spring. The other intern is Adrian Bond, a sophomore business major

            The library has been included in the ten non-profit sites for this year’s Take It To Town on September 22. Depending on the weather, the volunteers will wash windows at the library, clean books and tables, dust the facility, wash or polish the statue, and trim the two large viburnum bushes. The library will provide bottled water, cookies, cleaning materials, and gardening and trimming tools.

            A new toilet was installed in the bathroom of the Meeting Room on August 23. The replaced unit was one of four that were original to the library when it opened in 1997.

            The cloudLibrary statistics are available for August 31, 2018. The total number of owned items available is 43,341, which consists of 36,905 eBooks and 6,436 eAudiobooks, with an additional 18,013 pay-per-use eAudiobooks. Thus, the total number of items available through the cloudLibrary is 61,354.

            The circulation numbers for the Heartland Library System for August from the cloudLibrary were 23,278 eBooks, 8,139 eAudiobooks, and 1,199 pay-per-use eAudiobooks. The library’s circulation numbers for August were 119 eBooks, 45 eAudiobooks, and no pay-per-use eAudiobooks.

            A total of 3,340 items were circulated by the Carlinville Public Library in August.

            Howard informed the board that she wanted to attend the Member Day Conference for the Illinois Heartland Library System in Effingham on September 27. Three breakout sessions were scheduled throughout the day, as well as vendors with presentations and demonstrations of new products. There was no fee to attend. The board approved Howard’s request.

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

September 10,2018

            The Carlinville Library Board met in special session on Monday, Sept. 10. Members present were Fehr, Gillen, Van Nattan, Boente, Rosentreter, and Yowell. The meeting began at 4:31 p.m.

      The subject of the meeting was the purchase of a new main circulation computer. The old computer crashed on the afternoon of September 7, leaving just one checkout computer at the front desk.

            The updated replacement computer, purchased from Illini Tech, is an I5 Processor with Windows 10 and eight gigabytes of R.A.M., with Polaris and Deep Freeze installed.

            The purchase price of the computer is $799, including installation. The money will be taken from the Haberle Building Fund.

            A motion was made by Rosentreter and seconded by Van Nattan to purchase the computer. The motion passed 6-0 on a roll call vote.

            The meeting adjourned at 4:34 p.m.

        

August 4, 2018

The Carlinville Library Board met in regular session on Monday, August 6. The meeting opened at 4:30 p.m. Members present were Fehr, Fanning, Gillen, Rosentreter, Van Nattan, Yowell, Boente, Emery, and Clark.

            There was no public comment.

            Emery read the minutes from the regular board meeting in July. 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 in great detail. Bills totaling $24,866.77 were paid, leaving a balance of $50,018.74.  Fanning advised the board that the bills were slightly higher due to three payrolls falling through the month.

            Bills paid from the Haberle Account were janitor’s salary, janitor’s supplies, a bill to Terminix, and a portion of the library’s VISA bill. The total bills from Haberle were $867.19.

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

            Library Director Janet Howard presented the Heartland Report. The Champaign office of the IHLS is undergoing remodeling, and delivery staff is temporarily located in another building. The Carbondale office is currently moving to a new location, while the Edwardsville office is being surveyed for damage from mine subsidence, an ongoing problem. While the insurance company is willing to help pay for the damage, there is debate among construction companies on the best solution.

            Old business was then presented. The Christmas Committee has decided that the library’s Christmas party on Monday, December 3 will be held at Taylor’s Chili Parlor. Members then discussed the library’s contribution to the party, and what dishes they should bring.

            Fanning discussed the proposed changeover to CTS Technology Services for telephone and computer service. He indicated that the company’s initial quote did not take several factors into account, and would end up costing the library $50 - $60 more per month than originally thought. However, he added that he had contacted Madison Telecommunications, which handled the needs of the Carlinville Police Department. Fanning advised the board that Madison said it would not be a problem to include the library within the same building.

            Fanning made a motion that the board table the CTS proposal and wait for Madison. The motion was seconded by Emery, and passed unanimously on a voice vote.

            Rosentreter discussed the Levy Committee. He said that former city financial analyst Claudia Leonatti had responded to an e-mail request, saying that she believed the former city attorney had erred in submitting a tax levy of $170,000 for FY2018, since it exceeded the cap on increases of 5%. She believed the former attorney was mistaken in thinking that since the levy would not increase the total city budget by 5%, it would be appropriate. However, the county clerk, who computes the tax extension (the amount of taxes that are actually billed to property owners) determined that the cap applies to each line item on the tax bill.

            Librarian Howard discussed the circulation statistics for the library for the months of June and July.  A total of 3,273 items were circulated during the month of June, while 3,317 items were circulated in July. Howard also supplied a breakdown of patron circulation statistics for the month of July.

            There was no word on any proposed replacement of the library’s roof.

            Librarian Howard discussed new business. Children’s Librarian Karen Wills is hoping to retire from her position in the next few months, and Howard discussed the requirements for her duties, both as Head of the Children’s Library and a member of the Circulation Staff.

            The job descriptions for each were provided to board members. Karen’s many contributions and excellent work were lauded by board members.

            Karen had expressed possible interest in remaining on staff in a part-time role. A careful discussion ensued on the possibility of hiring two part-time employees to fill her roles of Children’s Librarian and Circulation Staff. It was decided to offer Karen an hourly wage of $11.20, if she chose to remain in a part-time role. It was further decided to offer a new employee an hourly wage of $10 per hour, regardless of full-time or part-time status. 

            A motion was made by Rosentreter and seconded by Van Nattan to accept the salary recommendations. The motion passed 9-0 on a roll call vote.

            Librarian Howard read the Librarian’s Report. Karen’s LapSit programs brought 61 children and 38 adults to the library in the month of July. LapSit will not be held in August. Sixty-two tutoring sessions were held during the month.

            The library also hosted three meetings of the Friday Morning Book Club for girls entering the first grade this year. Fifteen girls and nine adults attended the meetings.

            Board member Rosemary Clark, the Open Meetings Act representative, renewed her OMA Certificate for FY2019.  She is the only one required to renew her certificate, but Howard said that any member is welcome to take the training, whether or not a board member wants a Certificate of Completion.

            The city has made its third payment to the library for the repaving of the parking lot. The money was deposited into the Haberle Building Endowment.

            The city is moving its banking business from CNB Bank & Trust to United Community Bank. Staff members with direct deposit have signed releases for the same service with the new bank.

            The cloudLibrary statistics are available for July 31, 2018. The total number of owned items available is 42,391, which consists of 35,985 eBooks and 6,406 eAudiobooks, with an additional 17,826 pay-per-use eAudiobooks. Thus, the total number of items available through the cloudLibrary is 60,217.

            The circulation numbers for the Heartland Library System for July from the cloudLibrary were 25,415 eBooks, 8,914 eAudiobooks, and 1,247 pay-per-use eAudiobooks. The library’s circulation numbers for June and July were 192 eBooks, 92 eAudiobooks, and 6 pay-per-use eAudiobooks.

            Howard presented a map that showed the library’s boundaries, and board members discussed both the accuracy of the map, as well as situations where one side of the street is included in the boundary, but not the other.

            Due to the Labor Day holiday, the next board meeting will be held on Tuesday, Sept. 4 at 4:30 p.m.

            A motion was made by Clark and seconded by Gillen to adjourn. The meeting adjourned at 5:27 p.m.