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 Public Library Search Committee Minutes

                                                                                                                                          January 28, 2020

    The Search Committee for a new library director (due to the upcoming retirement of the current director) met on Tuesday, January 28th. The meeting started at 3:35 p.m. in the Meeting Room.  Committee members present were Kris Rosentreter and Bill Fanning.  Also in attendance werer board president Peg Fehr and library director Janet Howard

    There was no public Comment.

The new version of the job description was reviewed and revised.  This description will be presented to the full board during the regularly scheduled February 3rd board meeting.  The wording for the advertisement was also reviewed and revised for presentation to the board. 

It was suggested that all board members have access to all resumes that pass the prescreening by the search committee.  Then an expanded committee will interview and recommend applicants.

Director Janet Howard was asked to investigate the cost of placing an ad in the: Macoupin County Enquirer-Democrat, Alton Telegraph, State Journal Register, and the Illinois Heartland Library System website.

The meeting adjourned at 4:12p.m.

 

                          

  Carlinville Library Board Minutes

                                                                                                                       

                                                                                                             Carlinville Search Committee Minutes

                                                                                                                                          January 20, 2020

    The Search Committee for a new library director (due to the upcoming retirement of the current director) met on Monday, January 20th.  The meeting started at 3:35 p.m. in the Meeting Room.  Committee members present were Kris Rosentreter and Bill Fanning.  Also in attendance were board president Peg Fehr and library director Janet Howard.  As the library was closed in observance of Martin Luther King Jr. Day, the east door was unlocked and used to access the meeting in the Meeting Room.  

    There was no public Comment.

    The committee worked on a one page summary of the library director’s job description.  They also discussed the difference between the description and the expanded list of the director’s duties. 

The committee worked on the wording for an advertisement to be placed in the local papers.

Committee member Bill Fanning will edit the proposed description and advertisement to be presented at the next committee meeting.  The next meeting will be held on January 28, 2020 in the meeting room.

Meeting was adjourned at 4:40 p.m.

Carlinville Public Library Board Minutes

January 6, 2020

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

            There was no public comment. In correspondence, President Fehr distributed thank-you notes from Carlinville second-grade students and their teachers for the assistance that the Carlinville Public Library has provided them.  Thank-you notes from library employees were also received, expressing appreciation for the Christmas party and their Christmas bonuses.  In addition, a thank-you note was received from local author Judy Pickerel, who hosted a book signing at the library in December.

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

            Fanning presented the treasurer’s report with significant detail. Bills totaling $22,169.69 were paid during the month, leaving a current balance of $74,668.41.

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

            Old business was then presented. Library Director Janet Howard, President Fehr, and Fanning met with city attorney Dan O’Brien for legal guidance on the Director’s job description.  O’Brien conducted some research on library job descriptions similar to the Carlinville library director’s position, and recommended that the Carlinville director’s position should be salaried, rather than paid by an hourly rate.

            The position should be advertised in newspapers and job-search resources, as well as on Illinois Heartland Library System (ILHS) forums. O’Brien recommended that Carlinville library positions should no longer be limited by residence within the Carlinville school district, to be consistent with current city policy.

            Concerns voiced by Fanning and others at the December meeting of Americans with Disabilities Act (ADA) requirements in the job description were addressed during that meeting. O’Brien advised that the requirements were not considered to be critical, and could be accommodated if the new director should have special needs. The education level for applicants may also not be required.

            Howard advised the board that the Internal Revenue Service mileage rates for 2020 will be 57.5 cents per mile. This is one-half cent less than the 2019 rate. A motion was made by Rosentreter and seconded by Rush to use the IRS mileage rate for the library. The motion passed 8-0 on a roll call vote.

            On November 12, Illini Tech began the replacement of the children’s circulation computer and the installation of Windows 10, with the necessary storage and speed upgrades, to the office and genealogy computers. There were many glitches in the process, and the technicians returned five or six times. The new children’s circulation computer was eventually replaced, and the new computer was unable to print to either of the library printers in the reading room. The Polaris software would also not recognize the children’s work station when the staff attempted to log on.

            The login problem was cured on November 13 with a collaboration of the Illini Tech technician, as well as one from Polaris. Howard resolved the printing issue remotely when she contacted the Heartland system’s computer technology department on November 17.

            Gillen discussed a proposed fundraising offer from Nick’s Pizza, in which a portion of day’s sales would benefit the library. After considerable discussion, members requested a tentative date of March 20 for the fundraiser. Gillen said she would talk to Don Beard of Nick’s Pizza to see if that date was available. Emery and other board members discussed possible promotion of the event.

            New business was presented. On Jan. 1, 2020, the state’s minimum wage increased to $9.25, followed by a jump to $10 on July 1, with a $1 increase each year through 2025. Howard noted that many other Heartland library members are experiencing short- and long-term effects from the increase. A careful discussion followed on the situation at the Carlinville library, including the possibility of reducing hours or staff in the future. The situation is exacerbated by the tax-capped status the Carlinville library faces.

            Howard opened a discussion on adding a budget line item for library programs. She presented figures from recent years, showing how much the library has spent on programming. After discussion, it was suggested to set $500 for the budget for programming for the upcoming fiscal year, beginning May 1.

            A motion was made by Clark and seconded by Rosentreter to accept the amount. Emery chose to abstain from voting, as he conducts library programs as part of his work. The motion passed 8-1 on a roll call vote, with Emery’s abstention.

            Howard read the Librarian’s Report. The Lapsit /Storytime program was held on December 3 and December 10, and brought 12 children and 12 adults into the library. The youngest child was eighteen months old and the oldest was four years old. The group listened to stories about Santa Claus, reindeer, and Christmas trees. The children created bears and three-dimensional Christmas trees as part of the activity, and greatly enjoyed singing and jingling to Jingle Bells. The next Storytime was scheduled for January 21.

            On December 17 from 10 a.m. to 4 p.m., the library hosted an Open House Storytime that included a collection of stories, activities with shapes and counting, making patterns with pipe cleaners and beads, and construction of a paper plate wreath. Thirteen children and five adults participated in the event, including a family of seven who signed up for library cards. The family had recently moved to Carlinville from Virden.

            Children’s Co-Librarian Karen Wills read to forty students in December, as she continued to assist with reading groups in Mrs. Crain’s second grade class. The other Children’s Co-Librarian, Nadia Kahl, was scheduled to read holiday books to eighteen students in Mrs. White’s first-grade class on December 5. The children were learning about holiday traditions around the world, and Nadia read books on Kwanza and Hanukah. The library also supplied additional holiday books to Mrs. White for use in classroom activities.

            Nadia also read to five students and three teachers in Mrs. Kunz’ class on December 10. The students created some Christmas-themed bears.

            The tutoring groups met in December with two parents, two students, and two tutors. Early Intervention teachers worked with children this month, with the involvement of four teachers, two parents, and two children. The library continues to locate a large quantity of titles for the second grade classes at Carlinville Primary School.

            The library received its FY2019 Per Capita Grant check, for $7,396.25, on December 16. The application had been filed on Dec. 6, 2018. The application for FY2020 was filed on Dec. 13, 2019.

            The Per Capita Grant application includes essay-type questions on different subjects found in the Standards for Illinois Public Libraries: Serving Our Public 3.0 and also on suggested webinars and websites. These subjects are reviewed and discussed with library staff during the annual Special Projects Day, held every August. The trustees spread out the discussions over the course of monthly board meetings, normally from September through December.

            The Interlibrary Loan and Reciprocal Borrowing Statistical Survey for FY2019 (more commonly known as the Traffic Report) was submitted on December 16. This survey tracks the number of items the library loans to, and borrows from, other libraries during the period of July 1, 2018 – June 30, 2019. The library’s patrons requested 11,657 items from other libraries. The library loaned 6,758 items to patrons of other libraries. Of that total, 6,673 were in-state, with 85 out-of-state.

            The library also loaned 2,104 items through Reciprocal Borrowing which, as defined, is made possible through cooperative arrangements among participating libraries, and occurs when a patron physically goes to another library to borrow material. All of these numbers are in addition to the 25,548 items checked out by patrons of our library.

            On January 3 at 3 p.m., the library’s Annual Certification was filed with the Illinois State Library.

            SHARE fees for FY2020 are $2,613, and will increase to $2,808.51 for FY2021. CloudLibrary fees for FY2020 are $473.50, and will decrease by $23.50 in the newly restructured fee scale.

            The library hosted a U.S. Census Bureau job fair on December 31. The bureau is recruiting to fill hundreds of thousands of positions nationwide to assist in the 2020 Census. The temporary positions include census takers, recruiting assistants, office staff, and supervisory staff. The 2020 Census will be conducted mostly online for the first time. The bureau recommends that people use their local libraries to complete the new online census forms. Training for library staff will be held in the next few months.

            The library received three donations totaling $160 in the month of December.

            A total of 3,013 items were circulated by the Carlinville Public Library in December. That compares to 2,452 items circulated in December 2017 and 2,747 items in December 2018.

            The Year To Date Money Saved Amount in 2019 was $1,232,680.64, with $78,532.53 saved in December alone. The library crossed the $1.2 million mark on December 14. The amount reset to zero on December 31. Through January 6, the amount was $12,777.83.  

            Howard presented board members with copies of the updated Use of Library Telephone Policy, the Children’s Use Policy, the Emergency Closing Policy, Exhibits Policy, Controlled Substances Policy, No-Smoking Policy, and the Sexual Harassment and Discrimination Policy. 

            Howard advised the board that she would be out of town from January 8-15.

            A motion was made by Gillen and seconded by Rosentreter to adjourn. The meeting adjourned at 5:17 p.m.

 

             

 

Carlinville Library Board Minutes

                                                                                                      December 2, 2019

 

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

            There was no public comment. President Fehr distributed photos of the newly-completed Little Free Library bookcase at the Amtrak station to board members. The bookcase is in the shape of a steam locomotive. The Little Free Library was installed in the station on November 23, and a photo of the bookcase has trended on Facebook.

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

            Fanning presented the treasurer’s report with significant detail. Bills totaling $13,025.07 were paid during the month, leaving a current balance of $71,475.23.

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

            Old business was then presented. Library Director Janet Howard presented the revised Emergency Closing Policy, which included wording to clarify who makes the decision to close, and what days would be compensated for employees. A motion was made by Rosentreter and seconded by Fanning to accept the revised policy. The motion passed unanimously on a voice vote.

            Howard advised the board that the IRS mileage rate for Illinois for 2020 has not been set. As a result, discussion on the matter was tabled until January.

            Howard told the board that local library directors had held a meeting with County Clerk Pete Duncan on November 14. Duncan discussed the effect that a tax-capped county, such as Macoupin, can have on the amount that libraries may levy. As a result, the Carlinville library is ineligible to file for many different types of levies, such as Building and Maintenance, Audit, Social Security, and IMRF that are available to libraries in other counties. The maximum the Carlinville library may levy is $156,556.24, based on information from the 2018 Payable 2019 Tax Levy and Extension Approval Form.

            After speaking with directors of four libraries who use a consultant to manage their E-rate paperwork, Howard informed the board she had contacted consultant Jill Dare.  Howard supplied board members with a Letter of Agency describing Dare’s services in return for 10 percent of the refunded / discounted E-rate funds. Howard recommended signing the letter and hiring Dare.  Since the board had voted previously to allow Howard to hire a consultant, no vote was taken.

            On November 12, Illini Tech began the replacement of the children’s circulation computer and the installation of Windows 10 on the office and genealogy room computers. Howard reported there were numerous glitches with the process, and the technical personnel had returned four times, while cancelling a number of other appointments at the library. The problems were still not resolved. Howard added that one of the public computers in the computer room needed replacement. The new unit was a basic refurbished Optiplex at a cost of $250.

            New business was then presented. Howard discussed the continuing revisions she has made to the job description of the Director’s position, in anticipation of her retirement in 2020.  Fanning voiced concerns that some of the physical requirements in the job description may be in violation of the Americans with Disabilities Act.  Howard will ask city attorney Dan O’Brien for legal advice on the matter.

Some members also expressed concern that the current requirement of a bachelor’s degree may not be appropriate, and that possible candidates who are working toward a bachelor’s degree, or have some equivalent, should be considered. Discussion on the job description will continue at future meetings.

            Howard presented the Updated Sexual Harassment Policy / Discrimination Policy. The policies, and proposed revisions, had been carefully discussed at previous meetings.  Fanning recommended legal consultation on the policies, and Howard suggested that she talk to attorney Phil Lenzini, who is considered the “library lawyer” of Illinois.  She also noted that the policy could be amended at any time, and was not “set in stone.”

            The Controlled Substance Policy and the No Smoking Policy were presented, and considered for a vote. A motion was made by Rosentreter and seconded by Gillen to approve both policies. The motion passed unanimously on a voice vote.

            Howard read the Librarian’s Report. The Lapsit /Storytime program brought 14 children and 15 adults into the library. The youngest child was six months old and the oldest was four years old. The group listened to stories about autumn, setting the table, turkeys, Pilgrims, Thanksgiving, and American Indians. One session was cancelled due to hazardous road conditions.

            Children’s Co-Librarian Karen Wills read to 100 kindergarteners on November 25 and continued to assist with reading groups in Mrs. Crain’s second grade class. Karen also read to 60 second-graders in November. The other Children’s Co-Librarian, Nadia Kahl, was scheduled to read holiday books to Mrs. Kunz’ class and Mrs. White’s class on December 5.

            The high school and intermediate tutoring groups met in October with seven parents, seven students, and seven tutors.  Early Intervention teachers worked with children this month, with the involvement of four teachers, two parents, and two children. The library has also helped locate a large quantity of titles for the second grade classes at Carlinville Primary School.

            Fehr and Howard reviewed the three applicants for the part-time position that becomes available on January 1, 2020 upon the retirement of staff member Polly Eldred, who has worked at the library for eight years. Hannah Miller, who has been working at the Edwardsville Public Library as a part-time circulation clerk, was selected. She is proficient in the Polaris system, other computer software, and book repair, and wrote a successful grant for the Carlinville library to purchase 200 art books. She will start work after the New Year holiday.

            During the month of December, the library hosted a Family Photo Op in the children’s section, where the east wall features a backdrop of an antique barn, bench, and evergreens. Families and individuals were encouraged to take photos to celebrate the holiday season.

            The library will host a book signing on December 8 from 1-4 p.m. in the meeting room. Judy Pickrel was to autograph copies of her children’s chapter book, The Secret Behind the Door.

            The T-shirt fund-raising idea will be revisited next year.

            A total of 3,002 items were circulated by the Carlinville Public Library in November. The Year To Date Money Saved Amount is $1,154,148.33, with $106,708.17 saved in November alone.  

            A motion was made by Yowell and seconded by Van Nattan to adjourn. The meeting adjourned at 5:10 p.m.

 

 Carlinville Library Board Minutes                                                                                                                                                   November 4, 2019

 

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

            There was no public comment. President Fehr distributed correspondence to board members, including a thank-you from former member Doris Boente for a get-well bouquet of flowers she received from the library.  There was also a letter of resignation from longtime employee Polly Eldred, who wishes to retire.

            The minutes from the October board meeting were read by board members. A motion was made by Rosentreter 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 $15,809.41 were paid during the month, leaving a current balance of $78,438.69.

            Since the Haberle CDs are coming to maturity, Fanning discussed investment rate comparisons from local banks. He recommended the opening of new CDs with favorable interest rates for a portion of the funds, while transferring the remainder to another bank, again for a higher interest rate.

            Prior to the board’s vote on the matter, Fanning said he would abstain. A motion was made by Rosentreter and seconded by Clark to accept the recommendation. The motion passed 7-1 on a roll call vote, with Fanning’s abstention.

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

            Though an executive session was on the agenda, it was determined that none was needed, so the meeting continued as normal.  

            Old business was then presented. The Christmas Party Committee asked what dishes that members would bring to the Christmas party, and RSVPs from invitations were collected.

            Library Director Janet Howard contacted city attorney Dan O’Brien for more information on levies, including various types, steps to implement a levy, and what kinds of levies are recommended for the library’s needs. O’Brien promised to respond to the request as soon as possible.

            The library finally received its Personal Identification Number (PIN) from the Universal Service Administrative Company (USAC) for the E-rate plan. Howard indicated she sent 17 e-mails and talked to seven representatives over a 62-day span. The FCC Form 472 (Billed Entry Applicant Reimbursement) was filed in October for the previous four months, and requests reimbursement from USAC for the discounted costs of the eligible services (the Internet) that the library has received and paid in full. An acceptance e-mail was received on November 4.

            The November BEAR form was scheduled to be filed November 5. Howard further noted that she recommends the hiring of a consultant to file E-rate.  The Brighton Public Library has a consultant at the cost of $125 per year, and Howard indicated that the Carlinville Library’s rate may be higher. She also indicated that the E-rate process is expected to be easier next year, as Madison Communications has a two-year contract, and the bids will not have to be let. All other forms have to be filed for approval.

            The train-shaped bookcase for the Little Free Library at the Amtrak station is nearing completion. The book club has received its charter number from LittleFreeLibrary.org, and member Mary Beasley will give a short presentation to the City Council on November 18. The library has collected a good mix of books for all ages and interests to stock the shelves of the bookcase.

            Windows 7, the package on the office and genealogy computers, will not be supported as of Jan. 1, 2020, and need to be upgraded to Windows 10. The children’s computer, however, is not compatible, and must be replaced. A cost proposal from Illini Tech was received for the upgrade of the two computers, plus the full replacement of the children’s computer. The cost was $1,150 plus up to $400 labor to connect printers, the Internet, and other accessories.

            It has been six months since the board chose not to renew the audiobook leasing agreement with TEI Landmark Audio. About twelve patrons inquired about the audiobooks after they had been removed from the shelves, with very few inquiries since.

            New business was presented. Fanning discussed the Christmas bonuses for the employees. A motion was made by Fanning and seconded by Rosentreter to accept the recommendations for the bonuses, and pay them. The motion passed 8-0 on a roll call vote.

            Howard discussed a possible fundraiser with Christmas-themed T-shirts. She said that the Litchfield Public Library uses the Danville Correctional Center to print T-shirts for its fund-raisers and summer reading program. She presented two options for the front design of the T-shirts, and the board selected the one with the elf.

            A motion was made by Clark and seconded by Yowell to authorize Howard to proceed with the fund-raising idea. The motion passed 8-0 on a roll call vote.

            Howard and Fanning discussed the mileage reimbursement rate with board members. No action was taken, because the state of Illinois had not set the rate at the time of the meeting.

            Howard revisited the library’s Investment Policy with board members, continuing a discussion from the last board meeting. The discussion preceded the implementation date of January 1. No revisions were recommended.

            The board discussed the renewal of the contract for the custodian of the library, Norma Mitchell. Fanning indicated that the library had budgeted for a 2.5% salary increase for the custodian.

            A motion was made by Rosentreter and seconded by Emery to accept the salary increase for the custodian. The motion passed 8-0 on a roll call vote.  Several members commented on the good performance of the custodian in her role.

            Gillen suggested a possible fund-raiser, Pack the Place, in conjunction with Nick’s Pizza. With that event, Nick’s would donate a portion of their sales for a certain day or night to the library.  Board members liked the idea, and Gillen said she would look into it further.

            Howard read the Librarian’s Report. The Lapsit /Storytime program resumed on Tuesdays at 10 a.m. on October 1. There were 23 children and 29 adults in attendance. The youngest child was six months old and the oldest was four years old. The group listened to stories about autumn, the pumpkin’s life cycle, and nocturnal animals during the month.

            Children’s Co-Librarian Karen Wills will read to second grade classes on Fridays during this school year, and has assisted with reading groups in Mrs. Crain’s second grade class. The library has also helped locate a large quantity of titles for the second grade classes at Carlinville Primary School.

            Wills read to 60 students in October, and will also read to kindergarten classes once a month. Wills read to 100 kindergarteners on October 21.

            The other Children’s Co-Librarian, Nadia Kahl, led rhyming activities and crafts with Mrs. Kunz’ class of seven children and three teachers on October 24. Later, Kahl read non-fiction and fiction books on bats to Mrs. White’s first grade class of 18 students.

            Head Start meeting / assessment was held for three children and six adults in October. The high school and intermediate tutoring groups met in October with seven parents, seven students, and seven tutors.

            Around October 21, the library crossed the $1 million mark in Year to Date Money Saved by patrons. The sign along Nicholas Street in front of the library has been updated to reflect the million-dollar mark. The total is the amount saved by borrowing items from the library, rather than buying them online or in a brick-and-mortar store.

            The Year to Date Money Saved amount is now $1,053,863.51, including $109,904.50 saved during the month of September.

            Howard received a call from Mac’s Fire and Safety at 10:30 p.m. on October 31. The police and fire departments had already been dispatched, with five fire trucks on the scene. The firemen checked the inside of the building and all around the outside.  Howard checked all sensors, and found one that was not flashing red, but was not flashing green as were all of the others. Mac’s Fire and Safety said they would come and check the system.

            Patron Randy Shipman donated thirty-two 4-inch pots of aloe vera and spider plants for the library to sell as a fund-raiser. Almost all were sold within a few days of each delivery, raising a total of $44. There were six spider plants still available, for the modest donation of $1.50 each.

            Staff member and artist Chris Twitchell has done an exceptional job of decorating, setting up displays, designing sandwich board posters, and producing give-away items for patrons. To date, Chris has produced 1,250 bookmarks and 950 business cards, 460 of which were magnets. She also designed 40 specialty bookmarks and 300 magnetic business cards for the library’s 90th anniversary celebration.

            The library will be closed on November 11 for Veterans Day and on November 28-29 for Thanksgiving.

            Howard presented the board with an enhanced job description for the Library Director position.

            A total of 3,709 items were circulated by the Carlinville Public Library in September.

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

                                                                                                         October 7, 2019

 

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

            There was no correspondence or public comment.

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

            Fanning presented the treasurer’s report. Bills totaling $21,552.11 were paid during the month, leaving a current balance of $46,139.29. Fanning noted that three payrolls fell through the month. He also advised board members that all advances from the Haberle accounts have been repaid in full.

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

            Old business was presented. The Christmas Party Committee recommended the use of Taylor’s Chili for this year’s Christmas party, which was used last season.

            Library Director Janet Howard discussed the latest developments with the E-rate process. The final essential piece of information needed to file E-rate Form 472 BEAR (Billed Entity Applicant Reimbursement) has not been received. Howard advised the board she had worked on this final activity since mid-August, and had contacted the company six times. Howard said that, upon receipt of the PIN (Personal Identification Number) from USAC (Universal Services Administrative Company), the reimbursement form for July, August, and September will be filed.

            Howard further recommended that the library hire a consultant to file E-rate for the 2020 funding year. A discussion ensued with board members, who agreed with Howard’s recommendation.

            The Little Free Library that is scheduled for the Amtrak station is under construction. The shelves will be encased by a replica wooden steam locomotive with a corrugated metal cowcatcher.

            New business was then presented. As part of the Per-Capita Grant Requirements, members spent time discussing four videos of seven minutes each in length, which covered various aspects of management and leadership.  President Fehr thought the videos were very helpful, while board members discussed other features of each video.

            Individual board members then delivered reports on separate Organizational Management Webinars that were required under the per-capita grant. Clark discussed a video, How Successful Libraries Thrive in Uncertain Times, and offered her assessment of how the Carlinville Public Library relates to those features. Yowell discussed Power of Small: How Rural Libraries Help Communities Thrive, featuring a small county library in Arkansas, and the strengths, weaknesses, functions, and demands of small rural libraries.

            Rosentreter discussed Small but Mighty Library: Management and Innovation, focusing on a unique library in a small western Pennsylvania town, breaking down the community involvement, holdings, patron needs, and staff requirements for that library. As with Yowell’s presentation, considerable discussion among board members arose with Rosentreter’s findings. Fehr discussed her video, Learn from the Past, Prepare for the Future, reporting on the innovations in library service that began in 1985 and how they have changed up to the present day.

            As part of the Per-Capita Grant requirements, members were also encouraged to familiarize themselves with the Digital Public Library of America (DPLA) and the Illinois Digital Archives (IDA). Discussion on both ensued at the meeting.

            Librarian Howard discussed the new policy book with board members, and asked if they felt any changes were needed. The board expressed general satisfaction with the new policy book.

            Howard presented board members with a handout that was headlined, “What Illinois tax fund can be used to pay what expenses,” which broke down different types of levies, minimum and maximum requirements, and what their specific purposes must be.  The discussion focused on building/maintenance needs and insurance funding. Howard pointed out, and members agreed, that levies are a complex issue, and require precise understanding. Howard advised members that Sara Zumwalt, director of the Litchfield Public Library District, has offered to appear before the Carlinville board, to share her insights and experience.

            The office computer is still on Windows 7, and must be upgraded to Windows 10 before Microsoft halts its support on Jan. 1, 2020. One other computer may also need an upgrade. Illini Tech will visit the library for a free evaluation.

            Howard presented board members with a list of board meeting dates in 2020, as well as a list of dates that the library will be closed that same year. A motion was made by Rosentreter and seconded by Yowell to accept the dates for both. The motion passed unanimously on a voice vote.

            Howard read the Librarian’s Report. The Lapsit/Storytime program had a break in September, and was to resume each Tuesday at 10 a.m., starting October 1.

            A Head Start meeting/assessment was held on September 6 for one child and four adults, and a separate Head Start meeting was held in the quiet room on September 13. The Head Start play group tried to meet on multiple occasions during the month, but had to cancel when parents failed to come.

            High school tutors met during the month, including four parents, eight students, and eight teachers.

            The library has located many titles for the second-grade classes at the primary school, as well as a few titles for Mrs. Suits and her fourth- through eighth-grade art classes. Children’s Co-Librarian Nadia Kahl was scheduled to read to Mrs. White’s first-grade class on October 24. The other Children’s Co-Librarian, Karen Wills, has volunteered for her granddaughter’s class and will promote new titles available the library.

            Kahl is continuing to seek funding opportunities, especially to help children who are in need. She plans to write a grant for submission to Walmart’s fund-raising arm. Board members Rush and Clark suggested many other ideas to Howard for funding possibilities to help Kahl.

            The library was one of ten sites for volunteer work in this year’s Take It to Town on October 5. Four volunteers washed windows, cleaned or dusted flat surfaces, cleaned and disinfected the computer room, and cleaned many children’s books. Thank-you cards were to be sent to the volunteers and the Federated Church, the sponsor of the event. Howard presented the board with photos of the volunteers in action.

            The annual treasurer’s report has been submitted to the city of Carlinville, and will be published in an upcoming edition of the Macoupin County Enquirer-Democrat. A copy was also presented to board members.

            The sign in front of the library that indicates the Money Saved by patrons was updated. Board members were presented with a photo of the sign. The Year to Date Money Saved amount is now $937,535.44, including $105,388.28 saved during the month of September.

            A total of 3,041 items were circulated by the Carlinville Public Library in September.

            During the recent library card sign-up drive, 62 new patrons applied for new cards, and 79 cards were renewed. Over twenty of those renewals were for patrons whose cards had expired over a year ago.

            A motion was made by Fanning and seconded by Rosentreter to adjourn. The meeting adjourned at 5:40 p.m.

 

 

Carlinville Library Board Minutes

                                                                                                                        September 3, 2019

 

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

            There was no correspondence or public comment.

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

            Librarian Howard presented the treasurer’s report in Fanning’s absence. The library received a share of its real estate tax money on September 3. Bills totaling $6,639.56 were paid during the month, leaving a current balance of $101,983.59. The advance from the Haberle account will be repaid upon the return of Treasurer Fanning.  Personal property replacement tax revenues were also received by the library.

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

            Old business was presented. The library was closed on August 7 for Special Projects Day. Full-time staff worked eight hours that day, while part-time staff worked four hours. Much work was accomplished, including a staff meeting that covered the staff’s portion of the Per Capita Grant – Chapter 3, Personnel, from “Serving Our Public 3.0: Standards for Illinois Public Libraries.” Shelves were read and weeded, and books were withdrawn and sent to the Book Nook. Work rooms were straightened up, and paperwork was done.

            The sign in front of the library that indicates the Money Saved by patrons was updated. Board members were presented with a photo of the sign. The Year to Date Money Saved amount is now $832,147.16, including $103,055.00 saved during the month of August.

            The Little Free Library project for the Amtrak station is progressing. Mary Beasley, a member of the Book Club that is handling the project, sent an e-mail indicating that the project is taking longer than expected because the plan is being done by consensus. Board members were presented with two proposed designs for the shelving, which were creative interpretations of steam locomotives.

            The latest E-rate requirement, Form 472 BEAR (Billed Entity Applicant Reimbursement) will be filed for July and August as soon as Universal Services Administrative Company (USAC) responds to a request for a Personal Identification Number, or PIN. Under the plan, PINs are considered the equivalent to a handwritten signature, and are specific to both an authorized person and a billed entity. Howard indicated that she expected a response in the next few days.

            New business was discussed. Fehr asked board members to review the new library policy manual, and discuss any thoughts or corrections at the October board meeting. 

            Members then spent considerable time discussing Chapters 11-14 of the Trustees manual for the Per-Capita Grant Requirement. Emery led a discussion on the public relations section of Chapter 13, while Emery and Fehr brought up points on the Advocacy section of Chapter 12.

            Fehr and Yowell mentioned several issues in the Trustee Education portion of Chapter 14, while Fehr touched on Fundraising in Chapter 11.  In reference to public relations, Howard expanded on all of the methods that the library uses to promote itself.

            The appendices in the manual were also discussed, particularly Appendix B, The Freedom to Read. Fehr and others expressed concern at the outdated material found throughout the manual, as well as the listing of the library systems that are no longer in existence.

            Howard read the Librarian’s Report. The Lapsit/Storytime focused on ways to keep children’s bodies healthy, with stories on baths, brushing teeth, exercise, and healthy eating. The group met four times in the month, with 19 children and 17 adults in attendance. After a break in September, Lapsit/Storytime will resume at 10 a.m. on October 1.

            Imagine! Rural Arts presented a children’s activity on homemade chalk and slime on August 1, with 32 children and 19 adults in attendance.  A supervised visit from DCFS was held on August 1 for three adults and one child, and three adults were interviewed in a meeting with Head Start on August 6. The Head Start play group tried to meet several times during the month, but were forced to cancel when parents failed to show up.

            The English tutor met twice during the month, with five adults in attendance. Another tutor met on August 2 to tutor one child.

            Children’s librarians Nadia Kahl and Karen Wills will begin reading in Carlinville classrooms sometime in September and October.

            Kahl discussed an idea with Library Director Howard for a Storywalk through Loveless Park in Carlinville, as a means to promote literacy, awareness and appreciation of nature, and support of family relationships. A storywalk is composed of a book’s pages, enlarged and posted within a waterproof structure, along a path. Kahl suggested that she may recommend the idea to a Cub Scout director, as a possible Eagle Scout project.

            Kahl said that she intended to contact the counselors at the Carlinville Primary School, as well as directors from the Christmas Shopping Spree, to find children who are in need without breaking any confidentiality laws. Kahl wants to identify children who may participate in the proposed “Build-a-Bear” fundraiser.

            The library’s part of the audit of the city of Carlinville was completed on August 27.  Last year’s intern from Blackburn College, Katlynd White, has returned for the fall semester, and will work ten hours per week.  In the arbor, the wisteria and autumn clematis are making a good comeback.

            Howard presented the Per Capita Grant Trustee Requirements that will be discussed at the October board meeting. Trustees are required to complete at least one free online education seminar on organizational management. Clark, Yowell, Rosentreter, and Fehr each offered to view one of the seminars on WebJunction, while Rosentreter and Fehr volunteered to view the four, seven-minute seminars on NonProfitReady.org.

            Members were also encouraged to become more familiar with the services of the Digital Public Library of America (DPLA) and the Illinois Digital Archives (www.idaillinois.gov).

            The statistics for SHARE, by the numbers, were presented. There are currently 342 members in 478 locations, with 1.7 million bibliographic records available. In all, SHARE has 9.12 million items and 805,866 patrons.

            Howard requested authorization to attend the Illinois Heartland Library System’s one-day Member Day Conference in Effingham on November 7. There will be 15 sessions on a variety of current library issues at the conference, and there is no charge. The board approved the request.

            A total of 3,005 items were circulated by the Carlinville Public Library in August.

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

 

 

Carlinville Library Board Minutes

August 3, 2019

The Carlinville Library Board met in regular session on Monday, August 3. The meeting opened

at 4:30 p.m. Members present were Fanning, Gillen, Van Nattan, Yowell, Clark, Rush, Rosentreter, and

Emery. Vice-President Rosentreter conducted the meeting in President Fehr’s absence.

There was no correspondence. In public comment, board member Clark, on behalf of Imagine

Rural Arts, thanked the library for hosting a youth program on July 29 that was attended by 30 children

and eight adults. Children’s co-librarian Nadia Kahl assisted with the program, in which children learned

about chalk making and other arts and crafts.

Emery read the minutes from the July board meeting. 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 with great detail. Bills totaling $25,532.48 were paid,

leaving a balance of $3,482.04.

Fanning noted that tax bills are due later this year, meaning that the library will receive tax

revenue at a later date. That also means that the library may run short of funds until then. He

recommended another 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 Clark and seconded by Gillen to accept this recommendation. The motion

passed 8-0 on a roll call vote.

Fanning also advised the board that one of the library’s CD accounts was about to roll over. He

recommended that $50,000 of the CD amount should be withdrawn to cover the library’s portion of the

new roof, which has been discussed with the city for months.

A motion was made by Van Nattan and seconded by Yowell 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 presented. Library Director Janet Howard advised the board that the new

security mirror has been installed in the southwest corner of the library building.

The new sign outside the library, on Nicholas Street, that shows the Year to Date Amount Saved

by the library’s patrons has been completed. It will be updated monthly as the amount increases. The sign

is part of the library’s effort to encourage people to sign up for library cards.

The Little Free Library inside the Amtrak station, which was discussed at the July meeting, is still

in the design stage.

The E-rate rebate program began on July 1, and the first Madison Communications bill has been

received. All forms have been certified and approved. A webinar on Invoicing (Form 472) is available on

August 21. Howard said that, after viewing the webinar, she will file the first Form 472, and continue to

file that form monthly. The monthly rebate is $169.96.

New business was then presented. Gillen was appointed to chair the library’s Christmas Party

committee.

Children’s librarian Kahl, through an e-mail, suggested the possibility of holding fundraisers to

generate money to host presenters for next year’s Summer Reading Program. She hopes to bring in at

least three major presenters next June, in addition to story times. She suggested that a “Build-a-Bear” or

“Build-a-Reading-Buddy” fundraiser might be a favorable opportunity. The board recommended that

Kahl proceed with possible fundraising efforts.

On July 12, six members of the Make Carlinville Beautiful group weeded and pruned the library’s

landscaping near the building and along Nicholas Street. The group, which included board member Dana

Yowell, worked from 8 a.m. until 10:15 a.m. Other volunteers were Mary Tinder, Randy Tinder, Becky

Salske, John Black, and Bill Link. The project is ongoing and, at various times, will include removal of

vines from the top of the arbor, as well as cutting of wisteria and autumn clemantis to their main vines for

revitalization.

The library was scheduled to be closed August 7 for Special Projects Day. Full time staff were to

work eight hours, with part time staff working four hours. A staff meeting was to be held. The staff’s

portion of the Per Capita Grant – Chapter 3, Personnel, from “Serving Our Public 3.0: Standards for

Illinois Public Libraries” was to be covered. Other tasks to include deep cleaning and straightening the

work and storage rooms, reviewing computer user agreements, and reading and weeding shelves.

Howard read the Librarian’s Report. The second session of the Summer Reading Program,

“Showtime at the Carlinville Library,” was highly successful. The topics for LapSit for the month were

animals, colors, counting, dinosaurs, and dance. The afternoon groups covered cartooning, superheroes,

and puppetry.

On July 11, three groups met, with 28 kids and 19 adults in attendance. The Lapsit group created

bear puppets from toilet paper tubes, to help with the events of the story Brown Bear, Brown Bear by Eric

Carle. The afternoon group learned about the Dewey Decimal system and how to find books. They also

drew cartoons.

On July 18, the Lapsit/Storytime session was on dinosaurs, counting, and colors. They created a

dinosaur from a paper plate. The afternoon groups read superhero books and made their own unique

superhero. A total of 18 kids and 13 adults were in attendance.

On July 25, Cora Gray from Mary Ann Harp’s Just to Dance group presented a program on

dance.

The children learned examples of ballet, tap, and jazz dance, while testing costumes and clapping out tap

rhythms. They also explored ballet forms. The afternoon groups read two different version of the story

Pinocchio, and then created their own Pinocchio marionettes. The programs were attended by 15 kids and

14 adults.

Attendance for the July sessions of the Summer Reading Program totaled 61 kids and 46 adults.

An English tutor also met two students on three different days, while 45 children and 22 students

were tutored during the month. There were supervised DCFS visits at the library on at least three days in

July.

Past board member Doris Boente was released from the hospital on July 16 following a severe

fall. On July 19, Howard delivered a vase of flowers to her from the library board and staff.

Board member and Open Meetings Act representative Clark has renewed her OMA Certificate

for FY2020. She is the only one who was required to renew her certificate, but Howard said that anyone

was welcome to access the training module on the Attorney General’s website.

In June 2016, the parking lot that serves the library and city hall was repaved. Since the city did

not have the money for the project, the library paid for the entire project, with the understanding that the

city would repay its portion of the cost over the next six years. The fourth payment was received on July

16, and was deposited the same day.

The project to replace the roof is moving forward. During the city council meeting on July 15, the

hiring of MECO Engineering Company to evaluate the roof was approved, at a cost of $1,960. The library

will pay half of that cost. The estimated cost to replace the entire roof system is $90,000.

Two library patrons donated $70 in August.

A floral wreath was presented to outgoing Vice-President Gillen for her many years of dedicated

service.

Howard presented board members with copies of the Policy Manual for the library.

A total of 3,276 items were circulated by the Carlinville Public Library in July. Library patrons

have saved $729,092.16 by using library materials this year to date, including $107,990.33 in the month

of July alone.

The September board meeting will be held at 4:30 p.m. on Tuesday, Sept. 3 due to the Labor Day

holiday.

A motion was made by Yowell and seconded by Van Nattan to adjourn. The meeting adjourned

at 5:12 p.m.