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:

September 4, 2018

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

            There was no public comment.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

 September 10,2018

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

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

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

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

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

            The meeting adjourned at 4:34 p.m.

        

August 4, 2018

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

            There was no public comment.

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

            Fanning presented the treasurer’s report in great detail. Bills totaling $24,866.77 were paid, leaving a balance of $50,018.74.  Fanning advised the board that the bills were slightly higher due to three payrolls falling through the month.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

           

 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.