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:

  

 Carlinville Library Board Minutes 

July 1, 2019

 

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

            There was no public comment. Correspondence was received from board member Clark of the Rural Arts Council, thanking the library for its participation as a site for ticket sales for “A Walk Back in Time,” the architectural walking tour of Carlinville homes held on June 8.

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

            Fanning presented the treasurer’s report.  Bills totaling $15,778.03 were paid, leaving a balance of $1,519.46.

            At the recommendation of Treasurer Fanning, the board approved a loan from the Haberle account to the Library to meet expenses until property tax revenue is received, when the loan will be repaid in full.

A motion was made by Rosentreter and seconded by Yowell to accept this recommendation. The motion passed 7-0 on a roll call vote.

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

            Old business was presented. Library Director Janet Howard advised the board that the new WiFi system was installed by Madison Communications on June 18. Illini Tech was also present to reconfigure the library’s firewall to ensure that the WiFi would be compliant with the Children’s Internet Protection Act (CIPA). All public and staff computers at the library are now compliant with CIPA.

            The newly elected officers of the board were then seated with no ceremony. The officers are Fehr, as President; Rosentreter, as Vice-President; Fanning, as Treasurer; and Emery, as Secretary.

            New business was then presented. The insurance company covering Mac’s Fire and Safety, which is the fire alarm provider for the library, requested that all of its clients sign or resign contracts. All of the terms are the same, but Howard advised that she used the opportunity to update the call list. The first responders on the list for the library are now: 1. Janet Howard; 2. Lisa Davenport; and 3. Carol Miller.

            Howard read the Librarian’s Report. The first session of the Summer Reading Program, “Showtime at the Carlinville Library,” was a great success. The topics were music and art, and all sessions were well-attended.

            On June 6, three groups met, with 49 kids and 32 adults in attendance. The Lapsit group created “snippet” houses, and the older children created kazoos with toilet or towel tubes.

            On June 13, Dustin White, a music teacher in the Carlinville School District, presented an exploration of sound waves, and how they move to our ears. Among the instruments and devices used were triangles, cymbals, Boom Whackers, and a drum. 50 children and 25 adults were in attendance. The two older groups met in the afternoon and explored sound by manipulating spoons on a string. They also created their own pictures inspired by French Impressionist Claude Monet’s famous Water Lilies. There were 20 kids and 13 adults in attendance.

            On June 20, Lapsit joined along with homemade tambourines, drums and shakers to the song I Know a Chicken by Laurie Berkner. They listened to books on mixing colors to produce secondary colors, and created their own art with watercolors and washable paints. The older children practiced drum beats, and created aluminum foil sculptures. A total of 46 kids and 29 adults attended the sessions.

            In the final session on June 27, the library hosted an Art Show to display the children’s creations with the public. Twelve kids and twenty-two adults attended the session, with over half of them being new to the program.

            Attendance totals for the program were 187 kids and 111 adults. On July 25, Cora Gray from Mary Ann Harp’s Just to Dance group will present a program on dance. The board expressed its appreciation for Children’s Co-Librarian Nadia Kahl for her great efforts in organizing the Summer Reading Program.

            The Non-Resident Fee Survey was submitted on June 24, with the annual fee for FY2020, as set by the board, of $60.  The Illinois Public Library Annual Report (IPLAR) was submitted to the Illinois State Library on June 13. Board members were provided with statistics from the report.

            The library’s Internet service went down on the evening of June 25. All of the pieces of equipment for the Internet were without power. Illini Tech responded the next morning, and found the backup battery/surge suppressor had died after years of good service. That piece was five years out of date. A new one was installed, but the computers were back in service for only thirty minutes or so.

            Illini Tech was called once again, and suggested that the outlet was in bad shape and needed to be replaced. At their suggestion, Howard used an extension cord to power a new backup battery from an outlet in the Quiet Study Room, as a short-term solution. On June 27, Tim Coonrod from Coonrod Electric came and determined that the storage room outlet was not the issue. Rather, the outlet on the south wall of the main library had worked loose and caused a short that affected the entire circuit, including the Internet equipment. The outlet was fixed, the breaker was turned on again, and there have been no problems since.

            A new leak in the roof developed in the Quiet Study Room during the heavy rainfall on June 21. The problem was taken care of later that day.

            The library is collaborating with the T.H.E. Book Club (Talk Hard and Eat) to create a Little Free Library inside the Amtrak station in Carlinville.  Little Free Library is a 501(c)(3) nonprofit that includes over 75,000 public book exchanges registered with the organization. The library in the Amtrak Station would consist of a set of shelves holding 25-35 books. Members of the book club would register the library and supply most of the books, and would rotate and maintain the collection weekly. The books would cover a range of genres and topics of interest to different age groups. Club member Mary Beasley, City Council member Bill Link and Howard met with Mayor Demuzio on June 25, and Mary was scheduled to address the council on July 1 to provide a broad outline of the project.

            The new sign, which will display the Year to Date Amount Saved by the library’s patrons, is nearly finished. It will be placed next to Nicholas Street. The sign is part of the library’s drive to sign up new patrons for library cards.

            The security mirror for the southwest interior of the library has been received from the Home Depot, but has not yet been installed.

            The library received a donation of $100 from a single donor in June. Local artist Cathy Neunaber donated six hand-made note cards with the library’s 2 Kids on a Bench statue on the front of each. One of those cards was used as a thank-you to the library’s monetary donor, while a different type of thank you card was sent to Neunaber.

            Board members were provided with updated lists of the other trustees, as well as a number of certified Illinois library agencies.

            A total of 2,948 items were circulated by the Carlinville Public Library in June. Library patrons have saved $621,101.83 by using library materials this year to date, including $92,044.34 in the month of June alone.  

            A motion was made by Clark and seconded by Fanning to adjourn. The meeting adjourned at 5:08 p.m.

 

 

Carlinville Library Board Minutes

June 3, 2019

 

              The Carlinville Library Board met in regular session on Monday, June 3. The meeting opened at 4:30 p.m. Members present were Fehr, Gillen, Van Nattan, Yowell, Clark, Rush, Rosentreter, and Emery.

            In public comment, Clark thanked the library for serving as a site for ticket sales for “A Walk Back in Time,” the architectural walking tour of four Carlinville homes held on June 8.

            Since several board members were absent at the May meeting, President Fehr again reviewed the Open Meetings Act, especially in reference to e-mail exchanges between members and Library Director Janet Howard.

            The minutes from the May board meeting were read by board members. A motion was made by Gillen and seconded by Yowell 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 $12,318.02 were paid, leaving a balance of $15,834.15.

            Since the library will be short of funds to complete the fiscal year, as expected, Fanning (through Howard) recommended that the library advance itself money through the Haberle account, as has been done in past years. The money will be repaid as soon as the library receives its share of the funds from property taxes.

A motion was made by Van Nattan and seconded by Clark to accept this recommendation. The motion passed 8-0 on a roll call vote.

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

            Old business was then presented, beginning with the election of officers. The slate of officers, as nominated at the May meeting, included Fehr as President, Rosentreter as Vice-President, Emery as Secretary, and Fanning as Treasurer. The elections passed with a voice vote. Fehr thanked outgoing Vice-President Gillen for her many years of dedicated service to the board.

            Howard discussed the options for the library’s new WiFi system. The bid from Madison Communications of $454.45 was less expensive and provides more complete service, but Illini Tech will need to set up a filtering system on the firewall/router level to comply with the requirements of the Children’s Internet Protection Act (CIPA).  The Network Administrator from the Illinois Heartland Library System has also advised the library that additional content filtering will be needed.  All patron and staff computers are now CIPA compliant with OpenDNS filters. 

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

            New business was presented. The board discussed the non-resident library card fee for FY2020. Non-resident cards are available to people living outside the city limits of Carlinville, but have the Carlinville Public Library as their closest public library and are within the Carlinville School District.

The fee allows any family member living at the same address to obtain a library card. The state of Illinois determines the minimum amount each library may charge, on a formula based on tax revenue and population. The board last set the nonresident fee at $60 in 2017.

            A motion was made by Clark and seconded by Gillen to keep the fee at $60. The motion passed 8-0 on a roll call vote.

            Howard discussed security concerns in the southwest corner of the library building, which is largely out of sight of the circulation desk. She suggested that an 18-inch diameter mirror be installed on the ceiling in that corner, allowing workers a view of the activity in that area. The cost for the mirror is $61.  Video surveillance is too expensive, and Records Retention issues would have to be considered.

            A motion was made by Rosentreter and seconded by Van Nattan to proceed with the installation of the mirror. The motion passed 8-0 on a roll call vote.

            Howard presented board members with the library’s Computer and Internet Use Policy as it applies to CIPA requirements and the recent E-rate conversion. A motion was made by Rush and seconded by Yowell to accept the policy. The motion passed unanimously on a voice vote.

            Howard read the Librarian’s Report. The three LapSit programs in May brought seven children and five adults to the library. Head Start visited the library on May 15, with 18 children and six teachers. Six students and three teachers attended the English as a Second Language program, and two tutoring sessions were held, bringing an additional four students and three adults.

            The library is unsure whether it will receive a refund for services provided after the closure of WeCare Recycling in May. Recycling is now picked up every other Wednesday by Flowers Sanitation, with an additional $10 per month to the library’s sanitation bill.

            Kufa and Son serviced the air conditioning units on the library’s roof on May 15. Filters were replaced, and the overflow tubes were cleaned. Those will again be done in September to prevent problems with the overflow tubes, which had caused a leak in the ceiling above the JE picture books in the children’s section.  The JE book section is still covered with plastic when rain is predicted, but leaks have not continued.  The city has not yet solicited bids for replacement of the roof.

            The library now offers new service-checkout receipts that show patrons not only the items they have just checked out, but also the money they saved on that visit; how much money they have saved in the year to date; and how much they have saved since the last quarter of 2017, when the system started tracking this information. E-receipts are also now available. To receive these, the patron gives his or her e-mail address to the staff member at the circulation desk, and changes their notification status to e-mail. All information on checkouts, renewals, and hold arrivals will then be e-mailed either to their computer or cell phone.

            Liz Hager, the Regional Coordinator for Illinois Secretary of State Jesse White’s Organ/Tissue Donor Program, was at the library on May 24 to provide information on the state’s Organ/Tissue Donor Registry, and sign up patrons for the registry. Currently, approximately 4,700 people in Illinois, and 114,000 around the nation, are waiting for life-saving transplants. One organ donor could improve the quality of life for up to 25 recipients. Several new donors were signed up, and a number of patrons informed Hager that they were already donors.          

            A total of 2,763 items were circulated by the Carlinville Public Library in May. Library patrons have saved $529,057.49 by using library materials through the month of May.

            A motion was made by Yowell and seconded by Van Nattan to adjourn. The meeting adjourned at 5:06 p.m.

Carlinville Library Board Minutes

May 6, 2019

 

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

            The meeting opened with a presentation from Brandon Lackey of the Macoupin County Drug Court, requesting permission for the library to be used as a site for a Narcotics Anonymous meeting.  Lackey, himself a recovering addict, noted that there are currently no Narcotics Anonymous meetings anywhere in the county. 

            He asked to use the library not only as a central meeting point, but also because of a desire to separate the meetings from churches or other religious venues. Narcotics Anonymous is a nonprofit group that accepts donations.

            Lackey proposed that meetings be held at the library every other Sunday afternoon. Meetings would last around an hour. After Lackey departed, the board discussed the matter. A motion was made by Rosentreter and seconded by Gillen to approve the request for a three-month trial period, at no charge. The motion passed 6-0 on a roll call vote.

            In public comment, President Fehr presented a note from a library in Dillon, Mont. thanking the library for classic movies on DVD loaned through OCLC.  The requesting patron in Dillon was an elderly gentleman in a nursing home, who greatly enjoyed the movies.

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

            President Fehr reviewed the Open Meetings Act with board members, particularly in reference to e-mail exchanges between members and Library Director Janet Howard.

            Howard presented the treasurer’s report in Fanning’s absence. Bills totaling $17,466.97 were paid, leaving a balance of $20,016.51.  A motion was made by Gillen and seconded by Rush to approve the bills. The motion passed 6-0 on a roll call vote.

            Old business was then presented. The library received its E-rate Funding Commitment Decision Letter from the Universal Services Administrative Company, under the direction of the Federal Communications Commission.  The library will receive $1,427.66 for the year beginning July 1, 2019. The amount will cover 70 percent of the library’s costs for internet service (not for telephone or FAX costs) from Madison Communications. The discount is calculated on the library’s listing as “rural,” as well as the number of students in the school district who qualify for the National School Lunch Program.

            Van Nattan, representing the Nominating Committee, presented the nominations for officers of the board. The nominations were: Fehr for President; Fanning for Treasurer; Emery for Secretary; and Rosentreter for Vice-President, replacing Gillen. Fehr then asked for nominations from the floor. Hearing none, she moved to close nominations. A motion was made by Rosentreter and seconded by Van Nattan to close nominations. The motion passed unanimously on a voice vote. Elections for board members will be held in June, with the seating of officers in July.

            Howard discussed the library’s need for a new guest WiFi system. The current unit is three generations out of date, and sometimes needs to be reset three or four times a day. Madison Communications has recommended a hardwired unit connected to the new internet/telephone system at a cost of $454.45. Illini Tech also submitted a bid for $565.00. Board members requested clarification on some of the specifications of both bids, and asked Howard to investigate the matter further. No vote was taken.

            New business was presented. The renewal of the lease for audiobooks was discussed. The current lease, which expires June 30, 2019, allowed the library to select 24 unabridged, newly released books on hand, and receive nine new titles every three months at a cost of $1,998. The library owns 400 audiobooks, with little room to store more titles. Since more patrons are using the cloudLibrary, Howard recommended a reduction in the number of audiobook titles.

            A careful discussion ensured before Rush made a motion that the audiobook lease should not be renewed. A second was made by Rosentreter. The motion passed 6-0 on a roll call vote. The board discussed the possibility of re-visiting the issue in six months, to determine patron reaction.

            Howard presented the Librarian’s Report. The Monday and Thursday LapSit programs brought 25 children and 13 adults to the library in April. Head Start visited the library on April 24, with 15 children and four adults. Ten students and five teachers attended the English as a Second Language program, and five tutoring sessions were held, bringing an additional five students and ten adults.

            Nadia Kahl, the co-Children’s Librarian, read to 100 kindergarten students and five adults at the Primary School on April 29. Nadia also read to seventeen students of Mrs. White’s class on April 4. The four-year-old students from the Zion Preschool visited the library on April 29 for a tour, story time, and craft. The three-year-olds from Zion then visited the following day.  A total of 39 children, ten teachers, and 30 adults attended the Zion Preschool visits.  Three children and one parent attended a home schooling session at the library.

            Mac’s Fire and Safety installed new batteries in the fire alarm’s backup unit and the communications unit on April 19. The backup batteries were last replaced in 2011 and checked in 2017, when smoke detectors replaced the heat detectors.

            Kufa & Son has not been able to check and clean the air conditioning units on the library roof due to the extremely wet spring. Howard spoke to a representative, and was told that the task is on their list of things to do. There have been no leaks in the roof, despite the recent heavy rains. The city has assumed the job of setting specifications for the replacement bids on the roof. The information has not been released for bids.

            The Statements of Economic Interest were field with the Macoupin County Clerk’s office on April 22.

            The Illinois Heartland Library System has requested that all libraries add their trustees’ e-mail addresses to their libraries’ private IHLS information pages.  The page will only be available to library and system staff members. The system is also developing a quarterly trustee newsletter, and wants to be able to send the newsletter directly to the inboxes of trustees.

            The SHARE Cloud Library Annual Agreement for FY2020, running from July 1, 2019 to June 30, 2020, has been signed.  The fee is $473.50, and an invoice will be sent in July. The SHARE Finance and Policy Committee has proposed a new fee scale for the Cloud Library for FY2021. That fee is estimated at $450.

            Howard expressed her wish to have a Library Card Sign-Up Drive in conjunction with the library’s Summer Reading Program, which will run in two sessions from June 6-20 and July 11-25. Howard suggested a poster or sign of an outdoor thermometer, showing how much money patrons have saved by using library materials, rather than purchasing books, magazines, DVD, audiobooks, and other materials since January 1.  Howard asked board members for suggestions, and incidated that she wanted to involve local book club members as well. Howard has registered for a Promoting Library Card Sign-Up webinar on May 8.

            The library received $110 in donations, with a request that $100 be used to purchase adult mystery books.

            The cloudLibrary statistics for April were presented.  The total number of items owned by the Illinois Heartland Library System (IHLS) is 43,303, which is comprised of 36,543 eBooks and 6,760 eAudiobooks, not including 21,985 pay-per-use eAudiobooks. The total number of items circulated in April consisted of 20,520 eBooks and 8,021 eAudiobooks. There were also 1,371 pay-per-use eAudiobooks circulated in April. The library’s circulation numbers for April were: 109 eBooks and 73 eAudiobooks. The library patron’s Year to Date money saved amount is $425,896.82, including $93,357.89 during April.

            A total of 2,829 items were circulated by the Carlinville Public Library in April.

            A motion was made by Van Nattan and seconded by Rosentreter to adjourn. The meeting adjourned at 5:31 p.m.