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Carlinville Public Library

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:

CARLINVILLE LIBRARY BOARD MINUTES
November 7, 2022

The Carlinville Library Board met in regular session on Monday November 7, 2022. President Peg Fehr called the meeting to order at 4:30 PM. Members present were Kris Rosentreter, Rosemary Clark, Tom Emery, Sue Rush, Polly Eldred, Diane Aikin, Carl Zeidler, Dana Yowell, along with Library Director Hannah Miller. A quorum was present.

There was no Correspondence to review. Under Public Comment R. Clark reported that a
former Harvard Librarian, now a local area resident, is very impressed and amazed with the
many activities and special program offerings at our library, giving much credit to our Director H. Miller.

The regular minutes of the October 3 meeting were distributed to Board members prior to the meeting. A motion was made by Rosentreter and seconded by Emery to adopt the minutes. The motion passed.

A copy of the treasurer’s report was distributed to members prior to the meeting. The Board
approved the treasurer’s report and the paying of all bills for the month. A motion was made by Clark and seconded by Eldred with a unanimous roll call vote to accept the report and the paying of all bills.

OLD BUSINESS:

CHRISTMAS PARTY: Yowell discussed plans for the upcoming Christmas party to be held on
December 5. Taylor’s will provide the meat and mashed potatoes, while Board members will
bring a side dish and two dozen cookies to share.

LIBRARY CRAWL: Five staff members took advantage of the Library Crawl this year. Many
good ideas are being discussed that have been implemented at other libraries. Carlinville library had 35 visitors from other libraries visit our facility. Staff at Bethalto Library deserve accolades for putting the Crawl together each year and creating the publications for every library to use.

DISCUSS FOUR CHAPTERS OF SERVING OUR PUBLIC: STANDARDS FOR IL PUBLIC
LIBRARIES 4.0 (as part of Per Capita Grant Requirements for 2023) Rush discussed
chapter 4: Access. Rosentreter reviewed Building Infrastructure and Maintenance as well as
Safety. Fehr discussed the chapter on Collection Management and H. Miller reviewed the
System Member Responsibilities chapter. Questions and recommendations were asked and
discussed.

NEW BUSINESS:

JANITOR’S CONTRACT RENEWAL: A motion was made by Rosentreter and seconded by
Emery to approve the janitor’s contract renewal with a unanimous roll call vote.

STAFF CHRISTMAS BONUSES: Discussions were held in regards to staff bonuses for
Christmas. A standard policy scale for years worked has been in use for some time.

LANDSCAPING TO WEST SIDE: Janet Howard will substantially cut back the arbor on the
east side. Huge thank you to Janet as she has already cut back and trimmed all of the other
shrubs, vines and bushes around the library.

ADDING A DIGITAL RESOURCE-LIBBY, PURCHASING NEW PROJECTOR:
Director H. MIller discussed offering patrons a new digital service called Libby. It offers new
“buzzy” e-books and e-audiobooks with unlimited patron use per month. She reviewed several other digital services and is recommending Libby. A motion was made by Rosentreter and seconded by Zeidler to allow H. Miller to subscribe to Libby, a unanimous roll call vote was held.

The library received the Illinois Humanities Gen Ops grant money in October. H. Miller would
like to use some of this money to purchase a good quality projector, as the current one is old and outdated. Rosentreter made a motion to purchase a new projector with Aikin as a second. A roll call vote was unanimous.

LIBRARIAN REPORT:
Seven volunteers came to the library to work during Take It To Town this year. Some of the
tasks they performed included washing windows (inside and out), dusting all shelves, cleaning of all of the toys and helping in preparation for Art Day.

Our library is moving forward with a very informal Sister Library connection with Jacob Library in Katovu, Uganda. H. Miller hopes to enjoy cultural exchanges with them in the years to come.

Family Search archivists, Laura and Carissa, completed their work at the library October 29th. Tom Emery wrote an article about the Family Search project that was published recently in various regional papers.


Some of the many programs that occurred in October are: a demonstration on the art of
spinning wool and other fibers into yarn; a Cybersecurity presentation answering patron tech questions; Lego Club is going strong; Art Day had a great turnout of 46 kids; Dungeons and Dragons welcomed three new players and the Mad Science Halloween Show was attended by 23 kids and 15 adults.


ADJOURNMENT:
A motion to adjourn was made by Emery and seconded by Eldred. The motion passed and the meeting adjourned at 5:10 PM

Submitted by Secretary Dana Yowell

________________________________________________________________________

CARLINVILLE LIBRARY BOARD MINUTES
October 3, 2022
The Carlinville Library Board met in regular session on Tuesday, October 3, 2022. President
Peg Fehr called the meeting to order at 4:30 PM. Members present were Kris Rosentreter,
Rosemary Clark, Tom Emery, Diane Aikin, Carl Zeidler, Dana Yowell, along with Library Director Hannah Miller. A quorum was present.


There was no Public Comment or Correspondence.


The regular minutes of the September 9 meeting were distributed to Board members prior to the meeting. A motion was made by Emery and seconded by Aikin to adopt the minutes. The
motion passed.


A copy of the treasurer’s report was distributed to members prior to the meeting. The library
received more property tax dollars on September 23. The Board approved the treasurer’s
report and the paying of all bills for the month. A motion was made by Clark and seconded by
Rosentreter with a unanimous roll call vote to accept the report and the paying of all bills.


OLD BUSINESS:

CHRISTMAS PARTY: Yowell discussed plans for the upcoming Christmas party to be held on
December 5. Taylor’s will provide the meat and mashed potatoes, while Board members will
bring a side dish and two dozen cookies to share. Yowell will contact Bobby at Taylor’s
regarding any main dish recommendations he may have. Members will sign up at the
November meeting as to what side dish they will bring. There will be no gift exchange again this year.

DISCUSS FIRST FOUR CHAPTERS OF SERVING OUR PUBLIC: STANDARDS FOR IL
PUBLIC LIBRARIES 4.0 (as part of Per Capita Grant Requirements for 2023) Carl discussed the first chapter: Core Standards. Dana reviewed Governance and Administration and Rosemary reviewed Personnel. Rush was ill so did not present Chapter four. Questions and recommendations were asked and discussed.

NEW BUSINESS:

DISCUSS AND APPROVE MEETING AND LIBRARY CLOSURE DATES FOR 2023
After reviewing meeting and closure dates, the 2023 schedule was confirmed.

LIBRARIAN REPORT:
Kufa and Sons have ordered four HVAC units for the library. New batteries were installed in the centralized fire alarm system by Mac’s Fire and Safety.

The many classes being offered at the library have been well attended. Legos, drumming,
Dungeons and Dragons are being well received.

The Science Kits are ready for check-out. There are currently five kits with more on the way. Dot Day DIY stations had over 40 individual participants throughout the week.

Storytime on Saturdays and Tuesdays are being well attended as well.

Director Miller made note of a generous donation of two new Tonies Storytelling figurines by a
library patron for his 10th birthday.

H. Miller also commended Tom Emery for the many informative articles he writes for many of the area newspapers about the library’s upcoming events and upcoming kids activities. Thank you Tom!

ADJOURNMENT:
A motion to adjourn was made by Rosentreter and seconded by Emery. The motion passed and the meeting adjourned at 5:00 PM

Submitted by Secretary Dana Yowell

CARLINVILLE LIBRARY BOARD MINUTES
September 6, 2022

The Carlinville Library Board met in regular session on Tuesday, September 6, 2022. President Peg Fehr called the meeting to order at 4:30 PM. Members present were Kris Rosentreter, Rosemary Clark, Sue Rush, Tom Emery, Polly Eldred, Diane Aikin, Carl Zeidler, Dana Yowell, along with Library Director Hannah Miller. A quorum was present.
There was no Public Comment or Correspondence.

The regular minutes of the August 1 meeting were distributed to Board members prior to the meeting. A motion was made by Emery and seconded by Rosentreter to adopt the minutes. The motion passed.

A copy of a treasurer’s report was distributed to members prior to the meeting. The library received the main property tax installment for the year on August 5. The Board approved the treasurer’s report and the paying of all bills for the month. A motion was made by Eldred and seconded by Rush with a unanimous roll call vote to accept the report and the paying of all bills.

OLD BUSINESS:
HVAC COMMITTEE BID REPORT: Three bids were received for the air conditioners. After review and much research the committee recommended Kufa and Sons to replace the air conditioning units. Kufa and Sons will install Rheem units with a 20 year warranty. Zeidler made the motion to accept the recommendation with Clark making the second. The motion passed
with eight yes votes with one abstention.

CHRISTMAS PARTY: Fehr reported Taiylor’s Chili Parlor will reserve December 5 for the annual library Christmas party.

NEW HIRE : Director Miller reported the need to hire another staff member to work Wednesday evenings and Saturdays. It would also be useful to have a back-up in case of illness. Rush made the motion to hire a part time employee with a second from Eldred. The motion passed.

NEW BUSINESS:

IT’S LIBRARY CARD SIGN-UP MONTH!: September is Library Card Sign-Up Month. Kids and adults can sign up every time they visit the library this month for a chance to win fun prizes (DQ treat, Casey’s cookie, craft kits, summer reading t-shirt). Drawings held each week.

LIBRARY CRAWL: The Annual Library Crawl will be October 1-31. Director Miller requested we offer all staff members up to four paid hours plus mileage if they want to visit other libraries and report back where they went, what they liked and aniy fresh ideas that would benefit Carlinville Library. Rosentreter made a motion to accept the request with a second from Aikin.
The motion passed.

SCIENCE KIT POLICIES: Due to the cost of the science kits, it is common practice to ask patrons to sign an agreement before checking them out. After reviewing and discussing a rough draft presented by Miller, the Board agreed with the use of the form, with an addition of a one week check out time.

PER CAPITA GRANT REQUIREMENTS 2023-STANDARDS FOR IL PUBLIC LIBRARIES 4.0 The Per Capita Grant has kept the same requirements as last year. The Board is required to review the Serving Our Public: Requirements for Illinois Public Libraries at the next few Board meetings. Each Board member has chosen a topic to read and report on; beginning in October.

LIBRARIAN REPORT: H. Miller has been collaborating with Mary Tinder and Andrea Duincan on a history project in Carlinville. They have written a grant to place plaques along an historical walking/driving tour of
Carlinville. The QR codes on the plaques will link to a page on Carlinville Library’s website giving details of the sites and video interviews with local historians.

Two archivists from Family Search have set up their equipment in the Quiet Study Room. They are archiving specific genealogy collections at the Library.
H. Miller demonstrated the new Tonie Storytelling Cube, which was donated to the Library. Miller indicated it has been very popular with families.


ADJOURNMENT:
A motion to adjourn was made by Emery and seconded by Rosentreter. The motion passed and the meeting adjourned at 5:12 PM


Submitted by Secretary Dana Yowell

____________________________________________________________________

CARLINVILLE LIBRARY BOARD MINUTES
August 1, 2022

The Carlinville Library Board met in regular session on Monday, August 1, 2022. Vice-President Kris Rosentreter called the meeting to order at 4:30 PM. Members present were Rosemary Clark, Sue Rush, Tom Emery, Polly Eldred, Diane Aikin, Carl Zeidler, Dana Yowell, along with Library Director Hannah Miller. A quorum was present.

There was no Public Comment or Correspondence.

The regular minutes of the July 5 meeting were distributed to Board members prior to the meeting. A motion was made by Emery and seconded by Aikin to adopt the minutes. The motion passed.


A copy of a treasurer’s report was distributed to members prior to the meeting. It was noted that a temporary transfer will need to be made to the CAE account from the Haberle account. This will be reimbursed to the Haberle Account after property tax money is received (usually late August). A motion was made by Zeidler for the transfer of money and seconded by Eldred. A roll call vote was taken and approved. The Board approved the treasurer’s report and the
paying of all bills for the month. A motion was made by Aikin and seconded by Rush with a unanimous roll call vote to accept the report and the paying of all bills.

OLD BUSINESS:
TERMITE ABATEMENT UPDATE: Termites were treated outside of the building on July 6th. The inside tunnel was treated on July 19th.

HVAC COMMITTEE UPDATE/BIDS REVIEWED: Bids are continuing to be received. The HVAC committee will review/compare all of the bids and present their findings at the September Board meeting.

NEW BUSINESS:
POLICY UPDATES ON BORROWER CARDS AND COLOR PRINTING FEE: Director Miller discussed ending the policy that limits new patrons to check out only three items per visit for the first three months. The policy is considered to be a barrier to access. After some discussion a motion was made by Rush and seconded by Emery to allow patrons to start out with open use of the library and online services. The motion passed.
H. Miller also discussed the printing fees for color copies. The current fee was set in the 1990’s when color copies were a new feature and the cost was higher. To accommodate for the current lesser cost for color copies a motion was made by Clark and seconded by Zeidler to lower the cost to 50 cents per page. The motion passed.

LIBRARIAN REPORT: Summer Reading program ended July 21 with the indoor library camp-out. Thirty-six families attended. H. Miller discussed the small, 10 gallon trash container outside of the library. It is frequently overflowing. The Board approved H. Miller to purchase a 42 gallon size that will better fit the library needs.
The library received the full amount of the Live and Learn Construction Mini-Grant as well as the first installment of the SKPL Science Kits for Public Libraries grant.
Becky Root contacted Director Miller about a library being built in Uganda that would like to partner with Carlinville Library as the new library (named after Root’s late son, Jacob Glenn) begins operation. After discussion, the matter was tabled to discuss at the next meeting when President Fehr will return.
The library will participate in “Rock the Block” again this year at the Carlinville Primary School on August 9th, 5-7pm. Library staff will be there making library buttons, giving out information on getting library cards and promoting library events this fall.
Tom Emery was commended for his recent newspaper articles and H. Miller reported Lego Club will continue when school begins.

ADJOURNMENT:
A motion to adjourn was made by Clark and seconded by Emery. The motion passed and the meeting adjourned at 4:55PM

_____________________________________________________________

CARLINVILLE LIBRARY BOARD MINUTES

July 5, 2022

The Carlinville Library Board met in regular session on Monday, July 5, 2022. President Peg Fehr called the meeting to order at 4:30 PM. Members present were Rosemary Clark, Sue Rush, Tom Emery, Polly Eldred, Kris Rosentreter, Carl Zeidler, Dana Yowell, along with Library Director Hannah Miller. A quorum was present.

New Treasurer Carl Zeidler read the Oath of Office and has officially been sworn in as a Board Member and Treasurer.

Public Comment: Fehr addressed a question from Rush regarding the budget. Director Miller helped clarify the answer. H. Miller also noted we have received the Per Capita Grant.

The regular minutes of the June 6 meeting were distributed to Board members prior to the meeting. A motion was made by Rosentreter and seconded by Emery to adopt the minutes.

The motion passed.

A copy of a financial report was distributed to members prior to the meeting. Miller noted that a patron came into the library to use our internet. The library was active with many children so he was shown to a quieter place to do his work. He was so thankful for the help of the staff to meet his needs and made a donation. Dimond Bros./Cincinnati Insurance will be issuing a new Treasurer’s Bond starting July 5th. This is a one-year bond as opposed to the usual two year bond. This Surety Bond will safeguard the Library’s Funds.The Board approved the financial report and the paying of all bills for the month. A motion was made by Eldred and seconded by Rosentreter with a unanimous roll call vote to accept the report and paying of all bills.

OLD BUSINESS:

APPROVE START DATE OF CLARIFIED SICK LEAVE POLICY UPDATE: The new policy will be put in place January 1, 2023.

HVAC COMMITTEE UPDATE/LIVE & LEARN GRANT : H. Miller has requested bids to three local heating and cooling companies: Kufa and Son, Area Heating and Air Conditioning and Pure Air. A recommendation was made to also include Henson and Robinson of Springfield in the bidding process. H. Miller will contact them as well.

NEW BUSINESS:

TERMITE ABATEMENT: Evidence of subterranean termites was found in the library on June Terminix has begun treating the building and will finish July 6.

COMMITTEE FOR CHRISTMAS PARTY: Eldred and Yowell volunteered to be on the Christmas party committee. More details to follow.

IPLAR STATS: H. Miller completed the lengthy Illinois Public Library Annual Report for FY2022. This questionnaire is very detailed, covering questions about every aspect of our library. Thank you Hannah for presenting a thorough representation of our library.

LIBRARIAN REPORT:

Brad from Lazerware installed the library’s new, secure network on June 29.

Dick McClain, Alderperson, stopped by the library to say that the city was taking down the most westerly tree on our boulevard for traffic safety reasons. H. Miller asked if they would also cut down the almost-dead tree as well.

Summer Reading is in progress. A total of 66 kids have signed up for the many different activities planned by library staff. Summer Reading weeks have included: Archaeology Week, Maker Week, Storytelling Week, and Sports Week. Space Week, Art Week and Camping Week are still to come; culminating with the after-hours family camp inside the library on July 21 from 6:30-8:30 PM.

A family donated a Tonie Storytelling Cube for kids and four storytelling figurines in memory of their grandmother who was a lover of libraries.

Director Miller will receive 25% of the Science Kits for Public Libraries Grant now, 50% after the first report and the final 25% soon after, for a total of $1500 to purchase science and engineering kids available for patron check-out. The Board approved H. Miller’s request to purchase half of the equipment and kits ahead and get refunded by the grant later. A motion was made by Rosentreter, seconded by Clark and passed with a unanimous vote.

ADJOURNMENT:

A motion to adjourn was made by Clark and seconded by Emery. The motion passed and the meeting adjourned at 5:00 PM

Submitted by Secretary Dana Yowell