Carlinville Public Library

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Monthly Board Meeting Minutes

Library Board of Trustees Meeting Minutes

Minutes for the monthly Board Meetings are available upon request at the Library Administrative Office, 9:00 am to 5:00 pm Monday through Friday.  The approved minutes for the last three meetings are:

Carlinville Library Board Minutes                                                                                                                                                   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.

 

 

                                                                                                                    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.