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:

   

 February 4, 2019

            The Carlinville Library Board met in regular session on Monday, February 4. The meeting opened at 4:30 p.m. Members present were Gillen, Fanning, Van Nattan, Yowell, Emery, and Clark. Vice-President Gillen conducted the meeting in President Fehr’s absence.

            There was no public comment or correspondence.

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

            Fanning presented the treasurer’s report with substantial detail. Bills totaling $11,894.74 were paid, leaving a balance of $59,596.78.  A motion was made by Clark and seconded by Van Nattan to approve the bills. The motion passed 6-0 on a roll call vote.

            Later, Fanning presented the proposed budget for the library for 2019-20. Included was a discussion on proposed employee raises. The board recommended a salary increase of 2.5 percent for employees for 2019-20.  A motion was made by Fanning and seconded by Yowell to approve the increase. The motion passed 6-0 on a roll call vote.

            Old business was then presented. The library filed its E-rate 470 form on January 5, and five bids were received for Internet Access Service. Madison Communications presented the lowest bid. All public computers must be filtered to comply with the Children’s Internet Protection Act, and most libraries in the SLIDE group have E-rate and filtering. When Illini Tech installed the Deep Freeze program on the public computers, a free filtering program called Open DNS was also installed. E-rate will save the library 70 percent of the data service cost, and the discount level is measured by the percentage of students eligible for the National School Lunch Program, which is 46 percent. If the library is approved, E-rate discounts will begin on July 1.

            A motion was made by Yowell and seconded by Clark to accept the bid from Madison Communications. The motion passed 6-0 on a roll call vote.

            A retirement party for Doris Boente, who spent forty years on the library board, is scheduled for March 3 from 1-3 p.m. in the library’s meeting room. Refreshments will be provided.

            Library Director Janet Howard briefly discussed the change in the sick/vacation policy for staff members who work less than full time, but qualify for the Illinois Municipal Retirement Fund. Wording for the change in the employee/trustee handbook was discussed, and agreed upon, at the January meeting.

            The replacement part for the recalled Flushmate system in the toilet in the women’s restroom was installed on January 10.

            New business was then presented. The board considered a proposal to pay employees their wages for the first five days of any emergency closings of the library, such as for snow or other weather events, in a fiscal year. The discussion on this change will continue in the March meeting.

            Treasurer Fanning discussed the mileage reimbursement policy for the library. After discussion, it was recommended that the library use the standard IRS mileage rate for the current year. A motion was made by Yowell and seconded by Clark to accept the recommendation. The motion passed 6-0 on a roll call vote.

            A fundraiser to benefit the library was being offered by the Tangled Vine Restaurant (formerly Magnolia’s) on February 11-12 from 8 a.m. to 2 p.m. Owner Richard Morin agreed to donate ten percent of each day’s proceeds to the library. The library has posted fliers around the building to help promote the event, and information was added to the library website and Facebook page.

            Howard presented the library’s current investment policy for committee review and report, as well as an updated sexual harassment policy to replace the library’s current policy. The library’s current policy was recommended by the Illinois Library Association, but at the October Library Law Day meeting, attorney Phil Lenzini, who is considered an expert in statewide library law, said the version was published too quickly and had numerous flaws.

            The revised policy has been drawn from the Administrative Ready Reference manual with additional wording to various sections written by Lenzini. Both the investment policy and sexual harassment policy will be voted on at the March meeting.

            Howard read the Librarian’s Report. The Monday and Thursday LapSit programs brought 41 children and 30 adults to the library in January. Head Start visited the library on January 23, with 18 children and six adults. Ten people attended the English as a Second Language program, and three tutoring sessions were held.

            Nadia Kahl, the co-Children’s Librarian, visited Mrs. Kunz’ Special Education class at the Primary School on January 18 and read to eight children and two adults. Nadia and the other co-Children’s Librarian, Karen Wills, read to 100 children and six adults in the kindergarten classes at the Primary School on January 29.  Nadia and Karen held a Begindergarten Reading Night on January 9 that was attended by thirteen children and fourteen adults.

            The Macoupin County Health Department used the library for their Early Intervention Program for seven children and eight adults, and a home schooling session for two children and two adults was held at the library.

            The program that protects the public computers from viruses and unwanted downloads must be updated to cover the Windows 10 computers. The old version did not catch all updates and caused several computers to shut down. The new version was installed on January 31. The cost of the new program was $500, and installation will be billed separately.

            Katylnd White, a sophomore English major from Blackburn, is the library’s new intern for the spring semester, and has done very well.

            Mayor Demuzio appointed Sue Rush as the new library trustee. Rush will be sworn in at the March board meeting.

            Howard presented the board with a detailed calendar of dates for the library for 2019, including dates for schedules, reports, budget, and fiscal matters.

            The library received $510 in donations in January.

            The cloudLibrary statistics for January were not available. A total of 3,176 items were circulated by the library in January. The Illinois Heartland Library System delivered over 4.2 million items to 521 member libraries across 28,141 square miles in 2018.

            Howard will be on vacation from February 18-27.

            A motion was made by Clark and seconded by Van Nattan to adjourn. The meeting adjourned at 5:25 p.m.

 

January 7, 2019

            The Carlinville Library Board met in regular session on Monday, January 7. The meeting opened at 4:31 p.m. Members present were Fehr, Fanning, Gillen, Rosentreter, Yowell, Emery, and Clark.

            There was no public comment. Thank-you notes for the Christmas party from the library staff were distributed to board members.

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

            Fanning presented the treasurer’s report with detail. Bills totaling $21,552.77 were paid, leaving a balance of $68,944.44.  A motion was made by Rosentreter and seconded by Gillen to approve the bills. The motion passed 7-0 on a roll call vote.

            There was no Heartland report, as there was not a meeting in December.

            Old business was then presented. Library Director Janet Howard discussed the possible purchase of a dedicated children’s computer. The library has not had a dedicated children’s computer for several years, though the library does provide access both in the library and on its website to the learning site ABCmouse for Libraries. This is a frees service given to the library by ABCmouse. Howard then discussed a new product from AWE Learning Company, an upgraded Platinum edition of their Early Literacy Station for children ages 2-8.

            The product would cost $2,949 after library discounts are applied. Clark presented information concerning her research on the computer. The board agreed not to purchase the product.

            The initial E-rate Form 470, which allows for competitive bidding of data services, was filed on January 5. This is a requirement for the Madison Communications plan the library is considering. There is a 28-day waiting period to receive all bids. Following the evaluation, a Form 471 is required.  For the library to qualify for an E-rate, the computers must be filtered to comply with the Children’s Internet Protection Act. Most libraries in the SLIDE group of area library directors have E-rate and are filtered. Howard offered to ask for recommendations at the next SLIDE meeting.

            Librarian Howard discussed a recall of the Flushmate pressure-assisted flushing systems that were installed in some of the library’s toilets over the years. Of the four that were formerly installed, only one is left, the handicapped-stall toilet the women’s restroom. The part was scheduled to be replaced by an authorized plumber, Anthony Bright Appliance Repair of Springfield, on January 8.

            New business was then presented. Doris Boente, who has been a library trustee since 1978, submitted her letter of resignation on January 3. During her forty years on the board, Boente served as secretary from 1982-2004. A new trustee was to be appointed by the mayor at the city council meeting on January 7. The board discussed the purchase and wording of a plaque that will be presented to Doris in recognition of her long and dedicated service.

            The library’s certification must be renewed annually. The certification was submitted to the Illinois State Library on January 2. The two requirements are the submission of the Illinois Public Library Annual Report (IPLAR) and the Interlibrary Loan and Reciprocal Borrowing Statistical Survey, or Traffic Report. The IPLAR is due on July 1 of the previous year, while the Traffic Report is required by March 31 of the current year.

            The IPLAR reported that the Carlinville Public Library requested 12,059 items from other libraries, sent 7,050 items to other libraries (all but 91 were within the state), and checked out 1,791 items to reciprocal borrowers, who are patrons of libraries that are not members of SHARE.

            A long and detailed discussion ensued on the library’s policies for sick and vacation leave for employees.  Karen and Nadia, the children’s co-librarians, are planning to change the number of days they work on January 1.Nadia will now work Monday, Thursday, and Friday, and be in charge of the Monday and Thursday LapSit programs. Karen will work on Tuesday and Wednesday.

            Board members agreed on a suggestion from Rosentreter that the library should treat any employee who is subject to the Illinois Municipal Retirement Fund (IMRF) to receive vacation and sick time proportionally based on a full-time schedule.  The change will be made in the library’s employee/trustee handbook. A motion was made by Rosentreter and seconded by Emery to accept the suggestion. The motion passed 7-0 on a roll call vote.

            The library donated a copy of its Well Read and Well Fed cookbook to the Macoupin County Scholarship Auction at Blackburn College, which is scheduled for February 16. 

            Howard read the Librarian’s Report. The Monday and Thursday LapSit programs brought 30 children and 39 adults into the library in December. The Head Start program visited the library on December 12 with 18 children and four adults. The English as a Second Language program was attended by six people, and three tutoring sessions were held. Ten children came to the library for a home schooling program. Nadia Kahl visited Mrs.Kunz’ Special Education class at the Carlinville Primary School, where she read to six children and two adults.

            Four personal property replacement tax payments have been received this year. Payments for May and December were made together and deposited in January 2019. Replacement taxes are revenues collected by the state and paid to local governments to replace funds lost by those governments when their powers to place personal property taxes on various business entities were banned.

            The cloudLibrary statistics for both November and December were presented jointly, since the November stats were not available for the December meeting.  The total number of items owned by the Illinois Heartland Library System (IHLS) is 42,689, which is comprised of 36,108 eBooks and 6,581 eAudiobooks, not including 18,186 pay-per-use e-Audiobooks. The total number of items circulated in November was 31,037, consisting of 22,986 eBooks and 8,051 eAudiobooks. There were 1,037 pay-per-use eAudiobooks circulated in November.

            In December, the total number of items owned by IHLS was 42,757, consisting of 36,157 eBooks and 6,600 eAudiobooks, not including 18,960 pay-per-use eAudiobooks. The total number of items circulated in December was 29,413, comprising 21,737 eBooks and 7,676 eAudiobooks. There were 1,047 pay-per-use eAudiobooks circulated in December. The library’s circulation for December was 87 ebooks and 38 eAudiobooks.

            A total of 2,747 items were circulated by the Carlinville Public Library in December. Librarian Howard presented members with a list of board meeting dates and closing dates for the library in 2019.

            A motion was made by Clark and seconded by Fanning to adjourn. The meeting adjourned at 5:25 p.m.

           

 December 3, 2018

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

There was no public comment or correspondence.

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

Fanning presented the treasurer's report with detail. Bills totaling $15,463.40 were paid, leaving a balance of $64,846.67. Fanning advised the board that one of the library's CDs had rolled over, and he discussed interest to be received. A motion was made by Rosentreter and seconded by Yowell to approve the bills. The motion passed 9-0 on a roll call vote.

Neither the Heartland report nor the November statistics for the cloudLibrary were available for the meeting

Old business was then presented. Board members volunteered to complete one online education opportunity on meeting the needs of disabled patrons as part of the library's Per Capita Grant requirements. Rosentreter discussed the video that he viewed on the needs of the disabled, including how disabled people should be referred to, library programming, access, and collection needs. Fehr discussed a video that she viewed on the needs of the developmentally disabled, including the need for such patrons to feel at ease in the library, special collections, and patron interaction with staff.

Jerry Davis, a technician with Madison Communications, has contacted both CTS about the wiring of the inside of the library building and Illini Tech about the computer system of the library. Preliminary work was delayed by the holidays, but is scheduled to resume this week. Both Illini Tech and CTS will have representatives on hand as Madison installs the new lines into the building.

E-rate applications may be submitted beginning in the middle of January. The Universal Service Administrative Company (USAC), a non-profit designated by the Federal Communications Commission (FCC), will provide discounts to assist many school and libraries across the nation to obtain affordable telecommunications and Internet access, and must issue the library an “entity number” before an application may be submitted. The paperwork for the number was submitted on November 15, and the number has not been issued as of yet.

Library Director Howard discussed the Illinois Veteran's History Project, with Fehr and Emery were both familiar with.

In new business, Fehr, Yowell, and Librarian Howard represented the library board at the ground breaking ceremony for the future site of MJM Electric Cooperative headquarters on November 29. Howard presented photos of the ceremony to the board.

Howard read the Librarian's Report. The Monday and Thursday LapSit programs in November brought 30 children and 25 adults into the library. Nadia Kahl read to seven three-year-olds and one teacher at Children's Garden on November 19. The Head Start program came to the library on November 28, with sixteen children and six adults in attendance. The English as a Second Language program was attended by five people, and three students attended tutoring sessions. Ten high school students used the library for their school video project.

The per-capita grant for FY2018 was paid to the library on November 11. This year's grant was restored to the amount of $1.25 per citizen, after three years of a reduction to 77 cents.

The Enquirer-Democrat published a list of top books to buy as Christmas gifts. The list, which included picture books, chapter books, young adult books, and adult books, was compiled by Librarian Howard and circulation staffers Lisa Davenport and Karen Wills.

A total of 2,988 items were circulated by the library in November.

A motion was made by Gillen and seconded by Rosentreter to adjourn. The meeting adjourned at 4:55 p.m.