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:

July 2, 2018

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

            Fanning was required to leave the meeting early, so the agenda was altered in accommodation. The meeting then opened with the treasurer’s report, which Fanning presented in great detail. Bills totaling $18,546.37 were paid, leaving a balance of $6,961.88.

            Bills paid from the Haberle Account were janitor’s salary, janitor’s supplies, a bill to Griffith Plumbing to replace a toilet at the library, a bill to Dobrinch and Johns for work on the sign in front of the library, a bill to Kahl’s Greenhouse for work on the library arbor, and a portion of the library’s VISA bill. The total bills from Haberle were $3,758.45.

            Fanning advised that he had spoken with Carlinville National Bank about a 13-month CD with higher interest. He recommended that a portion of the Haberle Building Endowment be placed in this new CD. A motion was made by Fanning and seconded by Van Nattan to accept the recommendation. The motion passed 7-0 on a roll call vote.

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

            New business followed. Fanning, Fehr, and Library Director Janet Howard met with a representative of CTS Technology Services to discuss a new plan to update telephone and computer service for the library. The new plan will cost $428.65 to cover technical updates, but will save the library $50 a month thereafter and will include everything on the Cloud. There would be no bill to Frontier, as CTS would handle all the hosting and telephone needs. The upgrade will also include faster Internet service.

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

            There was no public comment.

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

            In old business, new board officers were seated. Rosentreter then discussed the Levy Committee report. The library will receive a five percent increase next year without having to take any action, since the tax levy for FY2018 exceeded the annual five percent cap on extensions, or the amount the county clerk computes for application to tax bills. The extension is not the amount the library will actually receive, but is calculated on several other factors, mainly the amount of taxes collected. The levy for FY2017 was $150,000, and the levies for both FY2018 and FY2019 are $170,000.

            Dick Spohr advised Fanning and Rosentreter that an estimated $165,000 will be received by the library this year, with the five-percent cap.  It is expected that amount will remain roughly the same for the next two to three years.

            In another matter, Spohr indicated that he would request Daniel Held of the Carlinville Public Works Department to inspect the city’s half of the roof to determine if it needed repair or replacement. If it does, Spohr said he would know if replacement or repair costs should be included in the city’s budget for next year.

            Kahl’s Greenhouse began work on the arbor on June 7, and the benches were put back in place on June 27.

            On June 11, Dobrinch and Johns pressure-washed and repaired the sign in front of the library. They returned on June 13 and applied a masonry water repellant.

            Librarian Howard advised that the library’s wish list was still being compiled, and that employees requested more time to complete the list.

            The meeting returned to new business, and Clark and Gillen were appointed to serve on the Christmas Committee. Both discussed their findings as to where to have the library’s 2018 Christmas Party. It was recommended that the Anchor Inn be the new site. A motion was made by Van Nattan and seconded by Rosentreter to accept the recommendation. The motion passed unanimously on a voice vote.

            Librarian Howard advised the board that there had been no roof leaks over the children’s section of the library since the last meeting.

           Librarian Howard read the Librarian’s Report. The Summer Reading Program, Reading Takes You Everywhere!, began on June 6 with a program by Dr. Dave, the Mad Scientist, and the Whiz Bang Science Show. An estimated 125 children and 70 adults were in attendance.

            The next week’s program was Under the Ocean, with Jill Graham as a guest reader. Children’s librarian Karen Wills helped the children paint clown fish. The following week’s program was Traveling to Space, while the program on June 21 was given by the Art Council, courtesy of board member Rosemary Clark. In that event, the children did a project on rockets.

            The last week’s program was presented by Becky Root and was on life in Uganda, where Root had lived for a year while teaching English at a local university. Root’s program included a slide show, drums, clothing, baskets, jewelry, and many items made by Ugandan craftsmen. A total of 101 children and 55 adults were in attendance for the last three weeks of programming.

            Karen continued to hold her regular LapSit programs on Wednesday mornings, which brought 72 children and 43 adults to the library. Sixty tutoring sessions were held in June.

            The Illinois Public Library Annual Report (IPLAR) for FY 2017-2018 was submitted and accepted on June 25.  Board members were provided with a list of some of the questions asked on the IPLAR report and the answers submitted by Librarian Howard.

            The report shows that 62,906 visits were made to the library in the last fiscal year, and the study room was used 806 times.  There were 115 uses of the meeting room by the public, and 3,118 people attended the library’s children’s programs.

            Diane Van Winkle sold 82 items from the Book Nook on eBay, which collected $124.

            A motion was made by Rosentreter and seconded by Clark to adjourn. The meeting adjourned at 5:11 p.m.

           

 June 2018        

 

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

            In public comment, President Fehr presented a letter from Dan O’Brien, the attorney for the city of Carlinville, expressing his appreciation for the ease of working with the library board in the recent land transaction. O’Brien also donated $100 to the library.  Fehr also discussed a letter from a genealogist who used the library last August, offering compliments for the helpfulness of the library staff.

            Emery read the minutes from the regular board meeting in May. 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 $14,235.72 were paid, leaving a balance of $16,749.59.

            Bills paid from the Haberle Account were janitor’s salary, janitor’s supplies, a bill to Koster Construction to fix the roof leaks for the library, and a bill to Tee Jay Central to repair the library’s handicapped-accessible front door. The total bills from Haberle were $1,115.47.

            Fanning advised the board that the library may not have enough money in the operating budget to last through the end of July. He recommended that the board should advance itself some funds from the Haberle Account, as was done last year, and requested the authority to do so as needed. A motion was made by Fanning and seconded by Boente to grant the authority. The motion passed 9-0 on a roll call vote.

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

            Library Director Howard presented the Heartland Report. As of April 30, the Heartland system had received partial FY2018 System Area and Per Capita Grant funding of $1,209,700.32. There is still 64% outstanding, or $2,154,729.09. The system has also received $436,734.55 from other sources.  The mine subsidence at the northwest section of the Edwardsville service hub was also discussed.

            In old business, Fehr noted that the sale of the library’s real estate southwest of Carlinville to MJM was completed on May 11. The library has received $102,668.01 in proceeds from the sale after real estate taxes and attorney fees have been paid.     

            Fehr asked the board to review the executive session minutes from the February 13 meeting of the board. An amendment will be added to the minutes in the record. A motion was made by Rosentreter and seconded by Van Nattan to release the minutes. The motion passed unanimously in a voice vote.

            In other old business, Howard had indicated that she discovered some discrepancies in the levy for the library, as though the levy has been raised, the actual amount received has dropped. Howard has discussed the matter with County Clerk Pete Duncan, as well as former board treasurer and city financial analyst Claudia Leonatti.

            Fanning volunteered to serve on a committee to look into the library’s levy from the city, and Rosentreter agreed to join him.  Fehr recommended that those members speak with Richard Spohr, who is handling the financial duties for the city formerly held by Leonatti.

            The sign in front of the library will be repaired by Dobrinch & Johns Brick Company in the next 7-10 days. There was no word on a date for Kahl’s Greenhouse in Carlinville to do the repairs on the library’s arbor.

            In new business, the current slate of library officers was renominated by Rosentreter and seconded by Yowell. The officers were unanimously re-elected to new terms by a voice vote.

            Howard advised the board that it was time to set the non-resident fee for FY2019. After some discussion on the matter, a motion was made by Fanning and seconded by Gillen to retain the current non-resident fee of $60 per year. The motion passed 9-0 on a roll call vote.

            The library had another leak in its roof on the night of May 23. Don Koster of Koster Construction inspected the roof the next day and placed more roofing sealant.  Koster Construction believes the board needs to discuss repairing, or replacing, the library’s half of the roof. The roof was last replaced in 2005, and the library paid for its half of the cost.  Further inspections by Koster have indicated that the problem may be in the air conditioner drainage pipe and not the roof.   Kufa & Son Heating and Air Conditioning was called on May 30, and the air conditioner was inspected. Scott Kufa expressed his belief that the new leak was caused by a plugged drainage pipe.

            Board members were given photos from various angles on the roof to review. Plastic will be placed over the children’s books each night that rain is forecast, until it is certain that the problem has been fixed. The damaged ceiling tile will be replaced after the next few rainfalls.

            Fehr and Fanning, who serve on the Memorial Donations committee, have recommended that the first $500 of donation money for each memorial be placed in the regular budget account. Money exceeding $500 would be placed in the Memorials account.  Fehr added that the change could help replenish the Memorials Account, which is decreasing. A motion was made by Van Nattan and seconded by Rosentreter to accept the recommendation. The motion passed 9-0 on a roll call vote.

            Howard advised the board that the city was scheduled to hold a meeting on June 4 to discuss the annexation of land located on Illinois Route 4 between the First Assembly of God Church and the Fairways Restaurant.  The land will be used to build a nursing home for the care of Alzheimer’s patients.

            Librarian Howard read the Librarian’s Report. Karen Wills’ LapSit programs brought 115 children and 66 adults to the library in May. LapSit will continue each Wednesday through the summer at 10 a.m. The Head Start program brought 18 children and five adults to the library for a story and a craft on May 4. Wills also read to 100 kindergarteners and five adults at the Primary School for the final time this year on May 10.  The teachers have asked that Wills continue the program next year. On May 7 and May 14, Wills read to Mrs. White’s first grade class, with thirty children in attendance.  Six tutoring sessions were held at the library in May.

            The Summer Reading Program, Reading Takes You Everywhere!, begins on June 6. Dr. Dave, the Mad Scientist, and the Whiz Bang Science Show will present a special demonstration to open the program. On June 12 and 14, patrons will go “under the ocean,” and the following week, will attend a program on outer space. The Art Council, courtesy of board member Rosemary Clark, will be present on June 21 to do a project on rockets. The final program will be presented by Becky Root and is on Africa, where Root lived for a year.

            The library’s Business Personal Property Inventory limit was completed over the last few months, and was more detailed than previously done. The contents coverage increased from $650,000 to $976,000 for 2018-2021. A check for an additional $463 was paid to Cincinnati Insurance Company on May 17 to increase the coverage.

            Tee Jay Central of Gridley, Illinois repaired the handicapped-accessible front door on May 21. The outside activator had stopped working and could not be revived. The technician replaced the radio receiver and transmitter, and cleaned and served the control box for the door.

            The toilet in the men’s bathroom is to be replaced by Griffith’s Plumbing.

            The total number of items available on the Cloud Library as of May 31 is 59,498, broken down as 35,869 eBooks; 6,206 eAudiobooks; and 17,423 Pay-per-use eAudiobooks. The total number of items circulated in May was 24,136 eBooks; 8,455 eAudiobooks; and 1,565 Pay-per-use eAudiobooks. These numbers are for the Heartland Library System. The library itself circulated 70 eBooks and 43 eAudiobooks in May.

            Some 3,206 items were circulated by the library in the month of May.

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

           

 

May 7, 2018

              The Carlinville Library Board met in regular session on Monday, May 7. The meeting opened at 4:30 p.m. Members present were Fehr, Gillen, Rosentreter, Van Nattan, Yowell, Boente, Emery, and Clark.

            In public comment, Rosentreter mentioned that his daughter, Ann, was employed at the Jesuit Archives and Research Center in St. Louis, and mentioned to an individual named Richard Buthod that she was from Carlinville.   Buthod replied that Carlinville had “the finest library for a town of your size that I’ve ever run across.”   Apparently, he was familiar with the library in his job as a vendor to libraries and for school supplies. Board members applauded the comment.

            Emery read the minutes from the regular board meeting in April. A motion was made by Clark 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 $18,504.40 were paid, leaving a balance of $28,483.75.

            Bills paid from the Haberle Account were janitor’s salary, janitor’s supplies, a bill to Terminix, the fee for the notice of the real estate sale to MJM in the Macoupin County Enquirer-Democrat, and the insurance premium for the contents of the library to Cincinnati Insurance Company. The total bills from Haberle were $1,910.87.

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

            In old business, Librarian Howard reported on the progress of the repairs to the outdoor arbor. She contacted Kahl’s Greenhouse, and owner Jim Kahl advised that the arbor needs to be dug out, covered with a new rock base, and have the flag stones re-set. He further advised that a special sand would be spread between the stones, and three to four tons of rock may be needed. The labor would be more than the cost of the supplies, and Kahl estimated that the total cost of the project would be less than $1,000.

            A motion was made by Clark and seconded by Boente to direct Howard to pursue the repairs with Kahl. The motion passed unanimously on a voice vote.

            Librarian Howard then presented her findings on the repairs to the brick sign in front of the library. Nate Johns, of Dobrinich & Johns Brick Company, inspected the sign on April 3 and determined that the sign had not been constructed properly. He recommended that the mortar joints be ground out on the front of the sign, which should be pressure-washed and cleaned. He added that mortar joints should be refilled and bad or missing bricks should be replaced. The stone center should be caulked and sealed with a masonry water repellant. The total estimate to repair the sign was $1,865.

            It was determined to pay for the repairs from the Haberle Account. A motion was made by Rosentreter and seconded by Yowell to proceed with the repairs. The motion passed 8-0 on a roll call vote.

            President Fehr advised that there is no update on the sale of the farm property.

            Librarian Howard informed the board that the leak above the children’s book area has returned. Koster Construction once again came and repaired the area around the crack, which is located near the heating and air conditioning unit on the library roof. Koster advised Howard that the entire roof needs to be resealed, though Howard added that it is her understanding that the roof is the city’s responsibility.

            New business was then presented. Librarian Howard noted that the Annual SHARE Cloud Library Agreement has been signed and will be in effect from July 1, 2018 to June 30, 2019. The Cloud Library is a popular feature with patrons and provides library access to eBooks and eAudiobooks. The total fee is unchanged from FY2018 and is $473.50.

            Librarian Howard then discussed the impending renewal for the lease of audiobooks. The old package of 60 titles for $2,220 per year is no longer offered, and Howard recommended that the library accept a new package, featuring 54 titles at $1,998. A motion was made by Rosentreter and seconded by Van Nattan to accept Howard’s recommendation, and lease the new package. The motion passed 8-0 on a roll call vote.  

            Librarian Howard read the Librarian’s Report. Karen Wills’ LapSit program brought 75 children and 55 adults to the library in April. The Head Start program brought 18 children and three adults to the library for a story and a craft on April 20. Wills also read to 100 kindergarteners and six adults on April 10.  On April 30, Wills read to Mrs. White’s first grade class, with twelve children in attendance. She was so well-received that she has been asked to read to the class each Monday until the end of the school year.

            Wills also received notice that her application for a $1,000 Back to Books grant has been approved by Secretary of State Jesse White.  The money will be used to purchase both children’s and adult books for the collection. Many of the children’s books will relate to this year’s Summer Reading Program.

            Secretary White has also awarded the Carlinville Public Library a FY2018 Illinois Public Library Per Capita Grant for $7,369.25. He advised that the funds may be “significantly delayed” due to the ongoing payment backlog of the state.  The FY2018 grant was the same $1.25 rate of earlier years, but the check is not expected to arrive until FY2019.

            The eight new computer chairs from IKEA were delivered on April 7, and were assembled and put into use on April 9-10. The chairs have proven so popular that Wills asked to have one to replace her broken task chair. That new chair arrived on April 24.

            The inventory of contents of the library for insurance purposes was completed in late April. The total replacement value is $975,757.88, an increase of $325,757.88 from the last policy. A DVD of photos of the inventory, and a printed copy of the inventory, will be given to two board members for safekeeping, with a third copy placed in the fire safe.

            Librarian Howard mentioned that representatives of the Books on Wheels program approached the library to gauge its interest in involvement. The program takes books to patients in nursing home facilities. A brief discussion ensued on the practicality of the library’s potential cooperation with the program.

            Some 2,837 items were circulated by the library in the month of April.

            A motion was made by Rosentreter and seconded by Clark to adjourn. The meeting adjourned at 5:13 p.m.