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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 2, 2020

 

 The Carlinville Library Board met in regular session on Monday, Nov. 2. The meeting opened at 4:30 p.m. Members present were Fehr, Clark, Rosentreter, Rush, Van Nattan, Fanning, Yowell, Bouillon, and Emery.

 The meeting opened with a moment of silence in respect to the recent deaths of Carlinville Mayor Deanna Demuzio, who passed away unexpectedly on October 20, and Daryll Allen, the husband of former library staff member Debbie Allen, who died on October 15 from injuries sustained in an automobile accident.

 There was no public comment or correspondence.

 The minutes from the October board meeting were read by board members. A motion was made by Yowell and seconded by Clark to approve the minutes. The motion passed unanimously on a voice vote.

 Fanning discussed the treasurer’s report in considerable detail. Bills totaling $14,054.66 were paid during the month.

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

 Old business was presented. Library Director Howard revisited the issues surrounding the roof of the library and city hall. The maximum expected cost is $156,432, and the library’s portion will be half of that amount. However, the final cost of the project is dependent on the amount of insulation that needs to be replaced.

 That led into new business, which included funding the replacement of the roof. Howard, Fehr, and Fanning had considered the issue before the meeting, and opened the discussion for board members. The library’s cost of replacing the roof was expected to make future budgets problematic, and cause financial issues down the road.

 As a result, the library explored alternative means of funding for the roof. Staff member Hannah Miller has created sample posters to promote fundraising to help with the cost. Those ideas included naming rights for a room or area of the library, bookplates to celebrate birthdays or a select list of key dates, painting a square of mural or brick, etc., a silent auction, or sales of T-shirts, tote bags, or other items.

 Fanning discussed the possibility, and likelihood, of donor-designated funds.

 The board decided to explore GoFundMe as a primary means of raising funds for the library roof. The motion passed unanimously on a voice vote.

 Howard asked board members to review the Investment Policy in anticipation of the January 1 implementation date, and make a list of any discussion points. Fanning discussed his opinion of the Investment Policy in advance, and did not recommend major changes.

 Howard presented the schedule of payments of Christmas bonuses to library staff members. A motion was made by Rosentreter and seconded by Yowell to accept the payments. The motion passed 9-0 on a roll call vote.

 Howard presented the Librarian’s Report. Children’s Co-Librarian Nadia Kahl thanked the donors who contributed money for a new tablet, which improved her ability to connect with patrons through StoryTime and other videos she has created.

 Topics covered this month included shapes, colors, counting, firefighters, fire safety, pumpkins and spooky stories. For the October StoryWalk, Kahl borrowed and displayed boards from the Jerseyville Public Library for “It’s Raining Bats and Frogs.” Kahl created 20-30 bat and cat crafts for take-home activities for children. She intends to create another StoryWalk during the winter months.

 Kahl’s StoryTime sessions for October included themes of “Apples and Farm Animals,” “Pumpkins,” “Fireman,” “Spooky StoryTime” and “Fall Leaves.” The five sessions attracted totals of two YouTube views, eighteen Facebook likes, and eleven Facebook shares.

 In addition, Kahl’s other Facebook or video posts generated six Facebook likes and three Facebook shares, as well as 489 views for “It’s Raining Bats and Frogs,” a live video of reading and walking through the Story Walk on Facebook.

 Kahl supplied the current YouTube channel address for the library, https://www.youtube.com/channel/UCWB0_vBj_Cyf-8b9nqHtSAg. The channel name is Carlinville Library, and the channel includes the videos Kahl created in the summer.

 A Super Duper Family Reading Night event was scheduled for November 19. At 4 p.m. that day, Kahl was hosting a Facebook Live StoryTime, to read superhero stories. A superhero craft was also available for the children for pick-up, to put together with Kahl during the StoryTime event.

 Kahl also explained, step-by-step, how she creates the StoryWalk boards and materials.

 The library’s flag was lowered to half-mast on October 20 in honor of the life of Deanna Demuzio, the sitting Carlinville mayor, who served as Illinois State Senator from 2004-10 and was a library trustee from 1998-2013. Demuzio was a devoted supporter of the library, and lived a life of service to others. She will be deeply missed.

 The library also lost another member of its family with the passing of Daryll Allen, the husband of longtime staff member Debbie Allen, who died on October 15 from injuries suffered in an automobile accident.

 Region 3, which includes Macoupin County, reached an 8% positivity rate for COVID-19 testing over three days on October 29. Mitigation efforts are not the same as a complete rollback to a previous phase. Howard expressed confidence that the library’s current safety protocols are sufficient to protect patrons and staff, and did not foresee any changes in patron services as of November 1. Howard supplied a link Gov. J.B. Pritzker’s daily press briefings, which normally begin at 2:30 p.m.

 On October 21, a large crane deposited a large quantity of pallets of equipment and supplies on the roof of the library building. However, nothing had been accomplished on the roofing project since that date. Howard expressed hope that work could be done over the next nine days, as favorable weather was forecast.

 The third Tax Fund distribution check was deposited on October 14. The last check will be processed in late December or early January following the annual tax sale in December.

 Norma Mitchell, the library custodian, has agreed to extend her contract from Nov. 21, 2020 to Nov. 20, 2021.

 Greg McCormick, the Director of the Illinois State Library, announced during his Director’s Chat on October 22 that the filing date for the FY2021 Per Capita Grant application has been pushed back from January 15 to March 15. As McCormick stated, “The application shall focus upon only two statutory requirements – the library’s tax rate and the library’s operation related to the Serving Our Public 4.0, Standards for Illinois Public Libraries.” The board has already completed the latter portion of the trustee requirements. Explanation of the former should be released at some point in November.

 Data collection for the 2020 Census finished on October 15. Following several weeks of uncertainty and back-and-forth court decisions, Census-taking has closed, and residents may no longer respond to the 2020 Census.

 As discussed during the October library board meeting, the library proper will be closed on Election Day, November 3 under a new Illinois law. The meeting room and the east door, however, were to remain open as the conference room was serving as a polling site. Doors to the main library would remain locked. The law is for the current election only.

 A total of 2,958 items were checked out of the library in October, an increase of over 500 items over September and reflective of a trend at the library as 2020 progresses. The amount saved by patrons in October was $42,078.08, as compared to $109,904.50 last October. The Year to Date Money Saved as of October 31 was $474,063.30, as compared to $1,047,439.94 at that point in 2019.

 A motion was made by Rosentreter and seconded by Rush to adjourn. The meeting ended at 5:01 p.m.

Carlinville Library Board Minutes

                                                                                                                    October 5, 2020

 

              The Carlinville Library Board met in regular session on Monday, Oct. 5. The meeting opened at 4:29 p.m. Members present were Fehr, Clark, Rosentreter, Van Nattan, Fanning, Bouillon, and Emery.

            There was no public comment or correspondence.

            The minutes from the September board meeting were read by board members. A motion was made by Fanning and seconded by Rosentreter to approve the minutes. The motion passed unanimously on a voice vote.

            Fanning discussed the treasurer’s report in considerable detail. Bills totaling $13,538.28 were paid during the month. 

            A motion was made by Rosentreter and seconded by Van Nattan to approve the bills. The motion passed 7-0 on a roll call vote.

            Old business was presented. The city of Carlinville has accepted a bid from Lakeside Roofing to replace the roof of the library and city hall. The maximum expected cost is $156,432, and the library’s portion will be half of that amount. However, if most of the insulation does not need to be replaced, the overall cost could be reduced by up to $40,000. The contract for the work has been signed, and a start date will be determined.

            New business was then presented. Library Director Janet Howard presented board members with a list of dates for library board meetings in 2021. Howard also presented members with a list of dates that the library will be closed in 2021.  A motion was made by Clark and seconded by Fanning to accept both lists. The motion passed unanimously on a voice vote.

            As part of the requirements for the Per Capita Grant, the board carefully discussed Chapters 9-13 of Serving Our Public 4.0. Chapter 9 was entitled “Public Services: Reference and Reader’s Advisory Services,” while Chapter 10 was on Programming. Chapter 11 covered Youth and Young Adult Services, with Chapter 12 dealt with Technology and Chapter 13 was on Marketing, Promotion, and Collaboration. Each board member had read the chapters before the meeting.

            The board engaged in a prolonged discussion covering each chapter, analyzing all of the checklists that accompanied each section. Howard led a discussion while fielding questions from board members on Chapter 9, on building and maintenance standards, as well as on Chapter 10 and library programming. 

            Youth and young adult services were covered in detail, and several board members asked questions on the library’s technology offerings. Howard then discussed the library’s promotional efforts in considerable detail. Board members determined that the library is in compliance with the standards from Chapters 9-13 that apply to the Carlinville library. 

            On September 22, Howard submitted an application for the Personal Protective Equipment Grant to the Illinois State Library. The grant, as stated in the application, “provides Coronavirus Aid, Relief, and Economic Security (CARES) Act funds to support the role of public libraries in their efforts to prevent, prepare for, and respond to the coronavirus (COVID-19) pandemic.” 

            The funds are to be used “to address the proper handling of library materials and to purchase PPE to ensure the safety of staff and patrons.” If approved, the library will receive a $500 reimbursement for materials like a free-standing hand sanitizer station and refills, gel hand sanitizer, heavy-duty kraft brown paper grocery bags, and sanitizing wipes. The award letters are expected after November 1. A Financial and Narrative Report requesting reimbursement for PPE expenses for the period of July 1, 2020 – Dec. 31, 2020 and receipts for objects purchased with grant funds are due before Jan. 15, 2021.

            Howard presented the Librarian’s Report. Children’s Co-Librarian Nadia Kahl continued to record her StoryTime sessions on the Carlinville Public Library’s YouTube channel. Topics included shapes, colors, counting, apples, farm equipment, and farm animals.  Kahl indicated that the set a new YouTube channel for the library that is connected to the library’s e-mail.

            Kahl’s StoryTime sessions for September included themes of “BOOKS!,” “Grandma’s Purse,” “The Dot,” “Autumn / Tractor StoryTime” and “Autumn Shapes StoryTime.” The four sessions attracted totals of 28 YouTube views, 21 Facebook likes, and nine Facebook shares. 

            In addition, Kahl’s other Facebook or video posts generated seven Facebook likes and eight Facebook shares, as well as an incredible 628 views for “Happy International Dot Day!,” a live video of reading and walking through the Story Walk on Facebook.

            Those postings included a share of Peter Reynolds’ International Dot Online Event, new children’s chapter books and picture books, and “Howdy Young Readers!

            Kahl reported that she had been busy with the application for a Back2Books grant from the Illinois State Library. Though there were many technical difficulties, ISL staffer Karen Egan assisted with some last-minute help in the Carlinville Public Library’s submission. The grant request is for $2,000 for juvenile and adult books. The library received a similar grant two years ago.

            The Story Walk has proven to be a popular new feature in the children’s section of the library. In September, Kahl created a story board walk for The Dot, a beloved new picture book by Peter Reynolds that was in commemoration of International Dot Day on September 15. Stands for the boards were generously provided by Main Street Florist. The October Story Walk features It’s Raining Bats and Frogs by Rebecca Colby. Kahl is creating take-home crafts to accompany the new Story Walk.

            Kahl indicated that she will wait on live StoryTime sessions for November due to an increase in COVID-19 cases.

            Howard presented the Librarian’s Report. The delivery department of the Illinois Heartland Library System (IHLS) has now assumed the responsibility of quarantining the delivery tubs at the three system delivery hubs, in Edwardsville, Carbondale, and Champaign.

            Delivery tubs are picked up every weekday and stored at the various hubs for seven days. The Carlinville library’s tubs are quarantined at the Edwardsville hub. In the process, the books are sorted, the tubs are sanitized, and are then held for seven days.

            The Better World Book Project continues at the Carlinville library. Adult non-fiction books that have been weeded have their ISBNs scanned and are then sorted into two areas. The “accepted” books are stacked in free boxes sent by Better World Books. The books that are “not acceptable” are placed in discard boxes for further storage. The boxes going to Better World Books are shipped by UPS, with prepaid mailing labels. The library has currently donated twelve boxes of books.

            After the weeding of the non-fiction books, they will be inventoried and consolidated, to use fewer shelves. The emptied shelves will be used to spread out books from the adult fiction shelves, which are overcrowded. Fiction has always been more popular than non-fiction at the library, but a list of weeded subjects that need to be replaced with updated information and more recent publication dates is being compiled as part of the process. If the library receives the aforementioned Back2Books grant, part of the grant money will be used for new non-fiction material.

            Under a new Illinois law, the library proper will be closed on Election Day, November 3. However, the meeting room and east door will be unlocked, since the room is being used as a polling site. Doors into the main library will remain locked. The law has caused many email discussions among library directors in chat sessions, and many have wanted to remain open. However, nearly all of their lawyers, including Phil Lenzini, the IHLS law consultant, have recommended closure for the day. Schools and government buildings will also be closed. The law applies to this election only.

            Howard indicated that patrons wishing to donate books to the library have been advised to hold off for now. This is because the library has no space for donations, based on the massive rearranging of books, furniture, and facilities created by the pandemic.

            A total of 2,423 items were checked out by the library in September. As of September 30, the Year to Date Money Saved amount is $431,985.22, as compared to $937,535.44 at the same time last year.  The amount for September 2020 was $38,179.31, compared to $105,388.28 for September 2019.

            A motion was made by Rosentreter and seconded by Emery to adjourn. The meeting ended at 5:22 p.m.

 

Carlinville Library Board Minutes

                                                                                                                        September 8, 2020

 

              The Carlinville Library Board met in regular session on Tuesday, Sept. 8. The meeting opened at 4:35 p.m. Members present were Fehr, Rosentreter, Van Nattan, Yowell, Rush, and Emery.

            Due to the Labor Day holiday, the meeting was held on Tuesday, rather than the first Monday of the month as usual.

            There was no public comment or correspondence.

            The minutes from the August board meeting were read by board members. A motion was made by Yowell and seconded by Rush to approve the minutes. The motion passed unanimously on a voice vote.

            Library Director Janet Howard presented the treasurer’s report in Fanning’s absence. Bills totaling $16,932.46 were paid during the month.  

            A motion was made by Rush and seconded by Rosentreter to approve the bills. The motion passed 6-0 on a roll call vote.

            Old business was then presented. The Carlinville City Council was scheduled to discuss the roof project at their meeting later that evening (September 8). President Fehr indicated that she would attend the meeting, to hear the discussion and learn of the progress.

            The tablet that Children’s Co-Librarian Nadia Kahl had requested at the August meeting has been purchased and received. The tablet will assist Kahl in the remote reading programs that she offers.

            For weeks, staff members have carefully inventoried various portions of the library’s collection. The inventory process has been a major undertaking for the library. To date, the DVD, audiobook, young adult fiction, adult fiction, J juvenile fiction (chapter books), and JE juvenile fiction (picture books) collections have been inventoried. Adult non-fiction is currently being weeded, and will then be inventoried.

            Weeding, a recommended activity for collection maintenance, is also being conducted as part of the inventory process. Some selections from the weeded materials are being given to Better World Books, an organization that donates books and materials to libraries and groups in need both domestically and around the world.  

            Other discards are being given to Diane Van Winkle who, in efforts to raise funds for the library, posts books and materials for sale on Ebay. Howard advised the board that Van Winkle had presented the library with $81.75 this month in proceeds from discarded library books, or materials from the Book Nook sale room, that she had posted on Ebay.

            New business was then presented. As part of the requirements for the Per Capita Grant, the board carefully discussed Chapters 5-8 of Serving Our Public 4.0. Chapter 5 covered Building Infrastructure and Maintenance, while Chapter 6 was on Safety. Chapter 7 was on Collection Management, with Chapter 8 focusing on System Member Responsibilities and Resource Sharing. Each board member had read the chapters before the meeting.

            The board engaged in a prolonged discussion covering each chapter, analyzing all of the checklists that accompanied each section. Howard led a discussion, and answered questions from board members on Chapter 5, on building and maintenance standards, and board members took a particular interest in Chapter 6, covering all safety aspects of library service.

            Collection management, especially budget standards, was discussed in detail, and a general overview of system responsibilities and resource sharing, as they related to the Carlinville library’s practices, was considered. Board members determined that the library is in compliance with all applicable standards outlined in Chapters 5-8.

            During the discussion of Chapters 1-4 at the August board meeting, a question arose on the library’s insurance liability when volunteers are working on library property. Howard advised the board that she called the library’s insurance carrier, Dimond Brothers Insurance Company, and confirmed that volunteers are covered both under liability (if they cause damage) and workman’s compensation (if they get hurt).

             Howard presented board members with the Return to Workplace Policy During a Declared Pandemic, COVID Home Quarantine. In developing that policy, Howard consulted the Macoupin County Public Health Department, which approved and amended it on August 26. The policy was created to establish guidelines if a staff member, or someone in a staff member’s household, is potentially exposed to, or exhibits symptoms, of COVID-19.

            Howard then presented the Librarian’s Report. Children’s Co-Librarian Nadia Kahl continued to record her StoryTime sessions on the Carlinville Public Library’s YouTube channel. Topics included shapes, colors, counting, and going to school. The last two videos were posted live on YouTube, going directly to the site.

            Kahl’s StoryTime sessions for August included themes of “Grandparents Visit,” “Back to School,” “Home School,” and “Piggy.” The four sessions attracted totals of 37 YouTube views, 30 Facebook likes, and five Facebook shares. 

            In addition, Kahl’s other Facebook or video posts generated 27 Facebook likes, six Facebook shares, and 17 YouTube views. Those postings included “Silly Chapter Books,” new books for upper elementary students, new non-fiction books on bees and insects, new juvenile chapter books, “Carlinville youngsters! We have some more new chapter books!,” and “What’s New at the Library?”

            Kahl reported that she continues to prepare take-home crafts for young patrons, distributing some 40-50 crafts in August. She also prepared a “back-to-school” craft sack containing three crafts and one that transformed the sack into an apple tree.

            Since Kahl wanted to observe the success of schools in protecting students during the pandemic, she elected to wait on live StoryTime sessions until October. She is also writing a grant to update the library’s home-school curriculum and non-fiction, as well as to fund the summer reading program activities.          

Kahl advised that she planned to celebrate National Read a Book Day (September 6), International Literacy Day (September 8) and International Dot Day (September 15). She also created a Story Walk in the children's section that featured Peter Reynolds’ popular children’s book The Dot. The storyboards were set on stands provided by Main Street Florist. Following the meeting, several board members examined the Story Walk, and expressed their compliments.

            In June 2016, the parking lot that serves the library and Carlinville City Hall was repaved. Since the city did not have any money in its budget for this, the library covered the entire project, with the agreement that the city would make annual repayments over the next six years. The fifth payment was received by the library and deposited on August 25. Earlier in the meeting, Howard noted that the parking lot is again showing signs of wear, and suggested that repairs may need to be included in a future budget.

            The library’s portion of the Carlinville city audit for May 1, 2019 – April 30, 2020 is nearly complete. As the final step in the process, the auditor will recommend journal entry changes for the board treasurer.

            The library reduced its hours of operation effective August 17. The new hours have been posted at the main entrance as well as on the library’s Facebook page, YouTube channel, and website home page. The hours that were cut were the ones with the least number of patrons, and no complaints have been received about the reduction.

            The library received the FY2020 Per Capita Grant check on August 31. The amount was $7,396.25. The grant application for that fiscal year was due on Jan. 15, 2020, and was submitted the previous December 12. The Per Capita Grant check for FY2019 was received on Dec. 16, 2019.

            A Federal Executive Memorandum (which differs from an Order) was issued on August 8 that temporarily suspends the withholding portion of the Social Security payroll tax on employees who earn less than $4,000 in a bi-weekly pay period. The memorandum was effective September 1. Ancel Glink, a noted Illinois library law firm, stated that “a telephone call to the IRS Hotline…yielded the answer to the most common question asked by employers. Implementation of the employee payroll tax deferral is optional for employers. While vague on the basis, agency representatives confirmed in several calls that their payroll tax deferral is not mandatory.

            After discussing the memorandum with President Fehr and several library staff members, it was decided that the library would not participate. A letter was sent on September 1 to the Carlinville city treasurer, stating the library’s decision to opt out of the Federal Tax Deferral Program.

            The results of the third phase of a nationwide study from the Battalle Corporation, in cooperation with the Institute of Museum and Library Services (IMLS) and OCLC (a non-profit organization for library technology and research) was released on August 18. The ongoing study examines the coronavirus and how long it can survive on library materials. In the third phase, storage bags, flexible plastic (recycling #4), DVDs, storage containers, rigid plastic (recycling #2) and plexiglass were studied.

            In light of the findings, the Illinois Heartland Library System’s (IHLS) delivery department has increased the quarantine period on all delivery tubs used to transport requested items between libraries. The system has now increased the length of time for delivery tub quarantine from four days to five days (120 hours) before pick-up.

            The results of Battalle’s fourth phase of testing were subsequently released on September 3, and caused more confusion for libraries and systems. On September 4, the IHLS announced a statewide, mandatory quarantine period of seven days on all items. This means that items will be held for seven days, then checked in on the eighth day. The original length of time for quarantine began at three days, then was extended to four days.

            For the first time since Blackburn College began offering a student worker to the library as part of the Community Service Department in its Work Program, the library has declined. Howard said that she advised the Community Service Department Manager that the library has staff members, or members of their families, who are at high risk for COVID-19. As a result, the library is limiting its use of volunteer workers. The manager replied that she understood Howard’s position, and added that the library was not the only job site to decline the offer of a student worker this semester.

            The library held its annual Special Projects Day on Wednesday, Aug. 12. The building was closed to patrons, but there was plenty of activity inside, as the west storage room was cleaned out and straightened up, and much progress was made in the inventory project on adult fiction. Shelves were dusted, the computer room was deep-cleaned, and many other smaller projects were completed. A staff meeting was held during the day, and part of the discussion centered on the staff portion of the Per Capita Grant.

            The New Books section of the library, which is always popular with patrons, has been moved to the southeast wall of the building. The first set of magazine racks has been re-configured to display books in the style of a bookstore. All remaining magazines have been moved to the second set of shelving racks. The former “New Books” shelves on the north wall will now house the New Large Print collection.

            The Federated Church / Lunch Bunch Program donated $50 to the library in early August, which was in appreciation of the storage space provided by the library to support their summer community food outreach program.

            A total of 2,318 items were checked out by the library in August. As of August 31, the Year to Date Money Saved amount is $393,805.91, as compared to $832,147.16 at the same time last year.

            A motion was made by Rosentreter and seconded by Rush to adjourn. The meeting ended at 5:18 p.m.

Carlinville Library Board Minutes

                                                                                                                        August 3, 2020

 

              The Carlinville Library Board met in regular session on Monday, August 3. The meeting opened at 4:29 p.m. Members present were Fehr, Fanning, Rosentreter, Clark, Van Nattan, Yowell, Rush, Bouillon, and Emery.

            The meeting was held in the main conference room of the library, which is the normal meeting site for the board, and social distancing was practiced. Members wore face coverings during the meeting.

            In correspondence, the board received a thank-you letter from Chris McDaniel, a Census office manager, for use of the library as a Census Bureau training site.  The board also received a thank-you letter from the Federated Church Free Lunch Program, who, along with members of other local churches, coordinated the annual Lunch Bunch program in the summer of 2020. The library had served as a storage site for the cooler that housed the free milk for this year’s Lunch Bunch effort, which offered free sack lunches and a half-gallon of milk to anyone who requested it.

            The Lunch Bunch program concluded on July 31, and provided 645 lunches throughout the duration of the effort this summer.

            There was no public comment. The board welcomed a new member, Robyn Bouillon, who read and was given her oath of office later in the meeting.

            The board then listened to an in-person request from Children’s Co-Librarian Nadia Kahl, who conducted her Summer Reading Program by remote this summer. Kahl will also conduct her regular fall children’s programming online. She asked the board to consider the purchase of a camera with a microphone as a technological upgrade on her computer systems. Kahl is currently using her own devices, including her tablet, to conduct library programs.

            Kahl indicated that it would be easier to use Zoom platforms for her children’s programs, as well as to confer with other libraries. She presented research showing the cost would be around $28-52.        Kahl also requested a new tablet for library use, to assist in programming for adults and children. She stated that a new tablet would help with the cloudLibrary and other offerings. The cost for the tablet would be $150-$189. She indicated that she would continue to upload her reading sessions to the library’s YouTube account, as she did this summer. Fanning offered to donate $100 to the library to purchase the tablet.

             The minutes from the July board meeting were read by board members. A motion was made by Van Nattan and seconded by Rosentreter to approve the minutes. The motion passed unanimously on a voice vote.

            Fanning presented the treasurer’s report with substantial detail. The first payment of real estate taxes was received by the library. Bills totaling $19,136.37 were paid during the month.  

            A motion was made by Clark and seconded by Rosentreter to approve the bills. The motion passed 8-0 on a roll call vote. As she had not yet been sworn in, Bouillon did not cast a vote.

            Old business was then presented. The city of Carlinville was slated to reopen bidding for the roof project at the August 3 council meeting. Bids will be opened on August 13, and the winning bid will be discussed at the August 17 council meeting. 

            The library suffered two active leaks during the heavy rainfall of July 30, with one in the conference room and the other near the west door, which has been a recurring problem. Fehr said that she had discussed the matter with Dan Held of the city’s public works department, and he was going to see where the leaks were in the library, so they could be reflected in the bids for the roof.

            Library Director Janet Howard has continually updated and reviewed library policies through the COVID-19 pandemic. As part of old business, she said that the current Policy for the Use of Face Coverings, Social Distancing, and Hand Sanitizer During a Declared Pandemic needed a slight change to the title. She recommended that the policy title be changed to Use of Face Coverings, Social Distancing, and Hand Sanitizer During a Declared Pandemic Policy.  Howard also recommended that the policy include the wording “During a declared Pandemic State of Emergency, patrons and staff members are required by Federal and State Mandate to stay at a social distance (6 feet) from other individuals, to use hand sanitizer, and to wear face coverings that cover both the nose and the mouth.”

            A motion was made by Emery and seconded by Rosentreter to accept the recommended changes to the policy. The motion passed unanimously on a voice vote.

            New member Bouillon recited the oath of office, and began to vote on library business.

            New business was then presented. Based on concerns of the ongoing pandemic, and the fact that it may continue into the fall and winter, Fehr recommended that the library’s annual Christmas Party should be cancelled. Members agreed with that assessment.

            A motion was made by Clark and seconded by Yowell to cancel the party. The motion passed 9-0 on a roll call vote. Employees will still receive their Christmas bonuses, and Howard was advised to both inform staff, and send letters to prospective guests, on the board’s decision.

            Howard discussed the library’s Attendance Policy for the Length of Time Patrons Are Allowed to Stay During a Declared Pandemic.  Since Illinois has continued to move to different phases of its statewide reopening plan, Howard recommended the amount of time patrons are allowed in the library will increase from 20 to 30 minutes, with the exception of patrons using computers, who are allowed a maximum of 50 minutes, once a day. 

            Therefore, it was recommended for the policy to read, “When the City of Carlinville is in Phase 3 or 4 of the Restore Illinois plan, patrons, except those using the library’s computers (maximum of 50 minutes once a day), are limited to a 30 minute visit.”

            A motion was made by Rosentreter and seconded by Yowell to accept the recommended changes to the policy. The motion passed unanimously on a voice vote.

            Library staff member Christina Twitchell announced her retirement in July. Twitchell was an exceptional employee during her six and a half years of service, and was responsible for most of the seasonal artwork, posters, and book displays during her time at the library. Fehr authorized a thank-you note to be sent to Twitchell, in recognition of her outstanding efforts.

            Following the resignation, a discussion was held between Fehr, Fanning, and Howard that resulted in the decision not to replace Twitchell’s staff position. One of the factors in the decision was the state-mandated minimum wage hike, a topic which had been addressed at previous board meetings, as there has been concern that the library may either be forced to cut staff or reduce hours of business as a result the wage increase.

            The recommendation was made to reduce the library’s hours of business, to compensate for the loss of a staff position. The suggestion was made for the library to close one hour earlier each day from Monday through Thursday, and not be open at all on Sundays. The change would become effective on August 17.

            A motion was made by Rosentreter and seconded by Yowell to accept the recommendation to reduce hours. The motion passed 9-0 on a roll call vote. The hours for the library will be as follows: 9 a.m. to 7 p.m. on Monday through Thursday; 9 a.m. to 5 p.m. on Friday, as before; and 9 a.m. to 1 p.m. on Saturday, as before.

            The board then re-addressed the library’s Sexual Harassment Policy, which had been previously adopted. The decision was made to keep the policy as is. A motion was made by Van Nattan and seconded by Rosentreter to maintain the current Sexual Harassment Policy. The motion passed unanimously on a voice vote.

            Following that vote, the board discussed Chapters 1-4 of Serving Our Public 4.0 as part of the requirements for the Per Capita Grant. Chapter 1 covered Core Standards, while Chapter 2 was on Governance and Administration. Chapter 3 was on Personnel, with Chapter 4 focusing on Access. Each board member had read the chapters before the meeting.

            A prolonged discussion ensued as the board carefully considered each chapter. The accompanying checklists in the chapters were analyzed, and several board members asked questions to ensure that proper standards were being met. It was determined by the board that the library is in compliance with all applicable standards outlined in each chapter.

            Howard presented the Librarian’s Report. Children’s Co-Librarian Kahl submitted a list her StoryTime sessions that she has posted on the Carlinville library’s YouTube channel.  The list of titles included It’s Summer!, Swimsuit, Surf’s Up, Five Green and Speckled Frogs, Hello Muddah, Hello Faddah!, Backyard Bugs, Llama Llama Yum Yum Yum!, and Batter Up Wombat!  Kahl included the number of Facebook likes and shares, as well as YouTube views, for each session, as well as the URL for each posting.

            In addition, Kahl submitted information on special posts that she has made, including ones on new books, new juvenile biographies by Penguin Kids, new David Shannon Board books, and new Minecraft and Marvel books.

            Each of Kahl’s posts, StoryTimes, and online programs were also posted on the Facebook page for Carlinville Talk of the Town. She advised that she would continue to post StoryTime on the library’s YouTube channel until Phase 5 of the COVID-19 reopening plan is reached, or until the board requests that she schedule and plan in-person StoryTimes.

            Kahl added that she plans to post and create advertising for StoryTime. As part of that, she will contact the principals and teachers of local schools to set up a Zoom meeting or other online platform to share the library’s stories with them.

            As Howard reported at the July meeting, a nationwide study is being conducted by the Battalle Corporation in cooperation with the Institute of Museum and Library Services (IMLS) and OCLC, a nonprofit library and technology corporation. The study focuses on the coronavirus, and how long it can survive on library materials.

            The second phase of testing was released on July 21. Items in the second tests were Braille paper pages, glossy paper pages, magazine pages, and children’s board books. As compared to the first test, the items in the second phase were stacked instead of spread in a single layer. After four days of quarantine while stacked, the virus was not detectable on the Braille pages, glossy paper pages, or board book, but a trace amount was found on the magazine pages after four days.

            To implement this new information, all items but magazines will now be quarantined for four days, rather than three. Magazines, by comparison, will be quarantined for five days. All quarantined items will now be checked in on the fifth day, with magazines on the sixth.

            Rosemary Clark, the Open Meetings Act representative for the board, has renewed her OMA Certificate for FY2020. Clark is the only board member who needs to renew her certificate, with the exception of new member Robyn Bouillon, though anyone is welcome to visit the Attorney General’s website and access the training module.

            Four of the emergency exit lights were replaced, and the one at the east door was rebuilt with parts from other exit lights on July 7 by Coonrod Electric. All batteries for the emergency lighting system were also replaced on the same day.

            The library’s collections are currently undergoing a major cataloging project. The library’s collection was first computerized in 1997, when the library moved to its current location.  In that time, the number of individual collections, such as adult fiction, adult nonfiction, large print, easy readers, and juvenile books, have increased, and the number of books in each collection has likewise increased.

            As a result, it is time for a comprehensive overhaul of the library’s cataloging methods. Staff members, along with a cataloger from the Illinois Heartland Library System, are streamlining collections, and adjusting templates for each collection. The goal is to aid in the inventory of the library’s fiction, DVD, and audiobook collections. An inventory of the nonfiction collection will take place at a later date.

            The second minimum wage increase in Illinois for 2020 took effect on July 1. The minimum wage was raised from $9.25 to $10 per hour. The next increase, for $1 per hour, will go into effect on Jan. 1, 2021.

            The U.S. Census Bureau was scheduled to use the large conference room for five days of local Census taker training classes on July 31 and from August 4-7. From August 11 until October 31, Census takers will interview homes that have not responded to the 2020 Census, to ensure that everyone is counted. The Per Capita Grant and many other funding opportunities are built around population numbers, and a decrease in population will directly affect the library.

            At the current population number of 5,917 in Carlinville, the library will receive a Per Capita Grant of $8,727.58 or $1.475 per citizen. For Census response, the state of Illinois has a 67.3 percent rate, which is below Macoupin County at 69.3 percent and the city of Carlinville at 74 percent. Still, over 1,500 Carlinville residents have not responded, which means a decrease in next year’s Per Capita Grant of up to $2,212.50.

            The library was scheduled to be closed on August 12 for the annual Special Projects Day.  Full-time staff were to work eight hours, and part-time staff a minimum of four hours. Projects include tasks that are difficult to handle while also taking care of patrons, including inventory, deep cleaning, straightening the work and storage areas, reviewing computer user agreements, shelf reading, and shelf weeding in the children’s section.

            A total of 2,005 items were checked out by the library in July. As of July 31, the Year to Date Money Saved amount is $355,351, as compared to $729,092.16 at the same time last year.

            The September board meeting is scheduled for Tuesday, Sept. 8, as the normally scheduled day, September 7, is Labor Day.

            A motion was made by Fanning and seconded by Rosentreter to adjourn. The meeting ended at 5:23 p.m.