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Carlinville Public Library

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:

                                                                                                        March 2, 2020

 

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

            There was no public comment or correspondence.

             The minutes from the February 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 in great detail. Bills totaling $13,512.17 were paid during the month, leaving a current balance of $55,486.32.

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

            Old business was presented. Fanning addressed the proposed FY2020-21 operating budget, which he had also discussed at the February meeting. One of the key issues in the proposed budget was the effect of the state-mandated minimum wage increase on library staff.

            As part of his discussion, Fanning presented members with a payroll budget worksheet depicting the effects of the minimum wage increase on each employee. The greatest effect will be on newer employees, who earned amounts less than the increase will require. Meanwhile, the wages for employees who have worked longer will be barely more than the required minimum levels.

            To offset this, and in the interest of fairness, Fanning suggested a 3.5 percent wage increase for all employees who are not affected by the minimum wage increase.

            Even with the suggested increase on wages, the proposed budget for the library will be 6.1 percent less than the overall budget for FY2019-20.

            A motion was made by Rush and seconded by Clark to accept the proposed budget, with the 3.5 percent salary increase for employees not affected by the minimum wage mandate. The motion passed 7-0 on a roll call vote.

            President Fehr renewed a discussion from the February meeting on a proposed policy for vacation and sick time for the new library director. After considerable discussion, the board chose to retain the current policy for the library, with no changes.

            New business was then presented. Library Director Janet Howard advised board members that she had received a phone call on February 18 from TCM Bank, the library’s VISA card provider, that a suspicious charge of over $900 had been made on the card from a company in Puerto Rico. Howard confirmed that the charge was not made by the library, and the card was cancelled. The library received a new card on March 2

            The disputed charge will appear on the library’s March bill. TCM advised the library to pay the entire bill, including the fraudulent charge, to prevent miscellaneous overdue charges from appearing on the April bill. A credit was to be issued with the April bill, which could be used for future payments. The library could also opt to receive repayment by check.

            Several board members expressed concern with the advice of TCM, and requested that Howard contact the company again, to further discuss the matter.

            Howard read the Librarian’s Report. The library continues to check out a large quantity of titles for the second grade classes and other teachers at Carlinville Primary School.  The library has also collected books on teeth and dentists for some of the teachers, as well as a large number of books for the second-grade guided reading groups.

            Children’s Co-Librarian Nadia Kahl also ordered ten copies of My Many Colored Days by Dr. Seuss for school counselors.

            The Lapsit /Storytime program was brought 17 children and 17 adults into the library. The group listened to stories about colds, germs, feelings, Arctic animals, and fairy tales.

            The Carlinville High School Life Skills class with its teacher, Mrs. Miller, came to the library on February 18 to check out some books.

            Children’s Co-Librarian Karen Wills read to a total of eighty second-graders on three consecutive Fridays from February 7-21. She also read to 100 kindergarteners on February 24.

            Eight tutors and eight students used the library facilities during the month of February. One child, two teachers, and two adults used the Quiet Room for Early Intervention meetings. The meeting room was used for a DCFS visit on February 14, with three adults and one infant in attendance.

            Kahl sent an e-mail to Roy Kuhlenkamp of the Carlinville Middle School and Erin Crain, a Carlinville elementary teacher, on the library’s interest in hosting and starting up a Girls Who Code Club, which was discussed at the February meeting.

            Kahl is working with Janet Burns of Carlinville to present her program on Laura Ingalls Wilder during the library’s Summer Reading Program, which would relate well to the program’s theme, “Imagine Your Story!”

            The library hosted a Game Day and Children’s Open House on February 28. Board, card, and puzzle games were laid out in the meeting room. Forty children and adults attended the open house.

            On February 29 from 10-11 a.m., the Ice Princess led a Storytime and Sing-along for a large group of enthusiastic children. Following the storytime, the children made a craft and had pictures taken with the princess. Forty-five children and thirty adults attended the event.

            The library closed at 5 p.m. on February 5 because of snow and sleet. Evening staff did not report for work, while the day staff stayed until 5 p.m. The early closing was posted on the library’s website, and front doors.

            The advertisement for the director’s position was posted on the e-mail, director’s list serve, and job site of the Illinois Heartland Library System (IHLS). The information on the library’s website went live on February 13. The first ad in the Macoupin County Enquirer-Democrat ran in the February 20 issue, and will run in that paper’s other publications, the Enquirer Express and the Coal Country Times, for four weeks. All applications and resumes must be received by March 20, and the library has received four applications to date.

            The library has received its new Illinois Sales Tax Exemption Certificate from the Illinois State Library. The certificate runs from Feb. 10, 2020 until March 1, 2025.

            The Pack the Place fundraiser at Nick’s Pizza to benefit the library is scheduled for March 20. Howard and library staff produced small handouts that were being handed out to patrons at the front desk, and full-sized posters were to be distributed by board members. One board member volunteered to write articles for area media outlets. The information on the fundraiser was also posted on the library’s Facebook and web pages.

            The new fiction and large-print fiction books have been moved from the tall bookshelf next to the computer room to the magazine shelves on the south wall of the library. The library has been reducing its number of periodical subscriptions for several years. When a periodical is up for renewal, the check-out numbers for the previous six months are considered. If the checkouts average three or less, the periodical is not renewed.

            The library now has 29 magazine subscriptions, down from over 100 in 2007. Because of this, the library saves hundreds of dollars each year, and no complaints have arisen. The magazines are now consolidated on the west end of the magazine shelves, with the new books on the east end. The change allowed for patrons to see the cover of the book, and not just the spine. Howard reported the change had been a popular one.

            On February 21, the Carlinville Police Department was called on its non-emergency number, and asked if officers were available for a walk-through. Two patrons, one male and one female, were behaving in a strange manner, and made multiple lengthy trips to the restroom. After leaving the library, they engaged in a long and loud verbal argument in the parking lot. Several incoming patrons complained about the argument, and feared it may escalate into physical violence.

            The officer arrived after the argument had ended, and the pair had left the parking lot. The officer then checked the bathroom, and agreed with the staff’s assessment that the room had an unusual odor.

            In January, around ten pieces of the library’s broken electronic equipment was recycled at K & B Recycling on West First South Street in Carlinville. The items included an electronic piano, several monitors, a paper shredder, an outdated computer tower, and several printers.

            The meeting room will be used as a polling place for Ward 4 in the Primary Election scheduled for March 17. A key to the east door will be given to David Boehm, the Carlinville Township Supervisor, so the room may be set up the evening before, and opened for voting at 6 a.m.

            Around March 17, information on Census 2020 will be delivered to mailboxes, containing citizens’ personal identification numbers and instructions for completing the census form either online or by telephone. The library will host two Census Days, on April 5 and May 4. The Macoupin County Public Health Department is in charge of the census programs.

            All public computers will be available for patrons to complete their forms. Staff members may not fill out the forms for patrons, but will help them locate the correct website.

            A donation of $500 was received by the library in February. This is an annual donation. A total of $530 was donated to the library during the month of February.

            A total of 3,254 items were circulated by the Carlinville Public Library in February. The Year To Date Money Saved Amount for February was $95,085.80, with around $215,000 for the entire year up to March 2.

            A motion was made by Clark and seconded by Fanning to adjourn. The meeting adjourned at 5:20 p.m.

 

February 3, 2020

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

            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.

            The minutes from the search committee meetings to hire a new library director were also read by board members. Committee members are Fehr, Fanning, Rosentreter, and Library Director Janet Howard. The committee met on both January 20 and January 28, and minutes from both meetings were presented.

            A motion was made by Fanning and seconded by Yowell to approve both sets of search committee meeting minutes. The motion passed unanimously on a voice vote.

            Fanning presented the treasurer’s report with substantial detail. Bills totaling $13,467.89 were paid during the month, leaving a current balance of $66,441.62.

            Fanning then presented a detailed breakdown of the impact that the state’s minimum wage increase would have on the library.  He also provided figures on the impact of a proposed board increase of employee wages, in relation to the state’s increase in the minimum wage.

            Finally, Fanning presented a proposed operating budget for the library for the 2020-21 fiscal year. He recommended that board members review the proposal, and discuss it at future board meeting.

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

            Old business was then presented. Howard discussed the library director’s job description, which has been undergoing revision for the last several board meetings.  Clark offered concerns about the physical requirements of the position, which indicated that an ability to lift 30 pounds of materials and push a book cart weighing 400 pounds was needed.

            After substantial discussion by several board members, it was recommended to amend those requirements to 20 pounds and 200 pounds, respectively. A motion was made by Clark and seconded by Gillen to accept the job description, with the amendment for physical requirements. The motion passed unanimously on a voice vote.

            Howard discussed the future advertisement of the library director’s position. Careful discussion ensued on how the ad should read, as well as how potential applicants may contact the library. 

            A suggestion was made to have some sort of dedicated e-mail within the Carlinville Library website, for applicants to use. The e-mail address, when created, may be added to the text of the advertisement. Howard said she would talk to Illini Tech, the library’s technology provider, and inquire about a dedicated e-mail address, or possibly speak to the help desk at the Illinois Heartland Library System as well. The due date for applications, in relation to when the ad is supposed to appear, was also discussed.

            Howard presented ad rates for newspapers in Carlinville, Springfield, and Alton for consideration on placement of the director’s position advertisement.  She also indicated that the ad could be placed free on the Heartland system website.  A full-length version of the ad, as well as a truncated version, were presented as part of the discussion.

            In a lengthy discussion, it was decided to run a truncated version of the ad on both the Heartland system website as well as in the Macoupin County Enquirer-Democrat. It was also determined that the addition of the dedicated e-mail address, as well as a change in the due date for applications, should also be made on the ad, after the e-mail address is created.

            If a suitable candidate does not arise from the advertisements in the Enquirer-Democrat and the Heartland website, the board will consider advertising the position in newspapers in Springfield and
Alton.

            A motion was made by Yowell and seconded by Fanning to accept these proposals. The motion passed unanimously on a voice vote.

            The progress of the fundraising event at Nick’s Pizza was discussed. The date of the event was finalized for March 20, and will be similar to the “Pack the Place” fundraisers Nick’s has hosted in the past, with a portion of the day’s proceeds being donated to the library.  The event was suggested, and is being coordinated by, board member Gillen.

            A prolonged discussion ensued on how to promote the event. The printing, design, and distribution of posters was discussed, and Howard presented small paper cards that will be also be distributed to promote the event.  The possibility of having a mention on the billboards at both Boente Shell locations, as well as newspapers articles and radio spots, were also brought up.

            The budget line item for library programming, which was first discussed at the January meeting, was addressed. Howard and Fanning noted the addition in the aforementioned, proposed budget for the 2020-21 fiscal year.

            New business was then presented. An interview committee for library director applicants was appointed. The committee will consist of board members Fanning, Rosentreter, Van Nattan, and Clark.

            Howard discussed the proposed policy for vacation and sick time for the new library director, as well as a different policy for full-time employee vacation time. The ensuing discussion took in both topics.

            According to the new Illinois Fair Labor Standards Act, full-time staff members who earn more than $684 per week, and are in supervisory positions, will not be eligible for overtime.

            The current library policy states that newly hired employees do not receive vacation or sick days until they have worked one year. Fehr expressed the opinion that, in the case of a full-time employee, it was unreasonable that the person could go an entire year without needing at least some time off, especially if that employee has children.

            While a part-time employee can re-adjust their schedule and trade places with another part-time employee, a full-time employee may not have that ability. After a prolonged discussion, Fanning suggested that the discussion be tabled until the March meeting.

            Howard read the Librarian’s Report. The Lapsit /Storytime program was held on January 21 and January 28, and brought 11 children and seven adults into the library. The group listened to stories about snowmen, sledding, snowflakes, the water cycle, and proper winter attire. Some children created snowflakes with paper shapes, while others created snowflakes with pipe cleaners and beads. The children went home with a piece of cardstock, for use in creating their own puzzle for National Puzzle Day. 

            Macoupin County Developmentally Disabled came to the library on January 30 to check out 29 books. Fourteen students and three adults, composing two classes with a third class possibly coming next time, were assisted by the library staff, who found books on a wide selection of topics. Mrs. Lyons said she would try to come to the library more often, since she is back with her class. Children’s Co-Librarian Nadia Kahl shared her Cloud app with Mrs. Lyons, so she could check out materials from other libraries for class use. She also indicated her students may wish to sign up for library cards.

            Also on January 30, a private daycare teacher brought her class of seven students and a helper to the library, to play, listen to a story, and check out books for her curriculum.

            Three tutors and three students used the library facilities during the month of January. Three children, three teachers, and three adults used the Quiet Room for Early Intervention meetings. The library continues to locate a large quantity of titles for the second grade classes and others at Carlinville Primary School.

            On January 21, Kahl viewed a webinar to educate teachers and librarians on Girls Who Code Clubs, a free-of-charge, national organization that encourages girls with at-risk backgrounds to build skills in computer science and technology. Boys may join as well. If each club has three or more members, the organization will provide $300 for robots, supplies, snacks, T-shirts, field trips, etc. The organization also provides customizable plans, recruitment resources, and over 120 hours of curriculum.

            Kahl suggested that the library could host this club as an after-school venture for fourth- and fifth-graders in the Carlinville school system, and possibly invite sixth- through twelfth-grade students in the future. She added that the students in the Carlinville school system have a school-issued Chromebook that could be used for members to carry out the club’s projects.  Any other children without Chromebooks could use the public computers at the library.

            Board members were supplied with literature that further described Girls Who Code Clubs. Kahl requested the board’s approval to look into the opportunity further. The board agreed to the request.

            Upcoming children’s events at the library include a Game Day at a Children’s Open House on February 28, a Storytime and Sing-along with the Ice Princess on February 29, and additional Children’s Open Houses on March 20 and April 10. The Summer Reading Program will return in June and July.

            Kahl also submitted a tentative plan and budget for the 2020 Summer Reading Program. The possible June theme will be “Imagine Your Story…,” while July will be “Dig Deeper: Read, Investigate, Discover!” A princess or superhero presentation may be scheduled in June, with a science-themed presentation in July.

            Fehr expressed great concern that Kahl’s proposed 2020 budget was too high, and told Howard to discuss the matter with Kahl. A lengthy discussion ensued on the potential of soliciting donations of materials to offset the cost of the Summer Reading Program. A lengthy discussion ensued, and suggestions were made to promote the need for donations on fliers and posters. The idea of asking local businesses for donated materials was also discussed.

            The Census Team at the Macoupin County Public Health Department, led by Marshall Hatlee, would like to schedule a “Census Day” at the library to help patrons fill out the 2020 Census. The team is trying to connect with hard-to-count and low-response populations of Macoupin County. This would involve the use of library computers and assisting patrons complete the Census online, as well as answering questions from the public on the Census.

            The official Census Day is April 1, and the team would like to schedule Macoupin County Census Day for Sunday, April 5 at the library. The team will bring laptops. They have requested the use of public computers and the WiFi, and will also need a table to display and distribute their materials, such as FAQ lists, How-To, etc.

            The census timetable is as follows:

 

            --March 12-20: Invitations to respond online to 2020 Census

            --March 26-April 3: Reminder postcards to complete Census

            --April 8-16: Reminder letters and paper questionaires

            --April 20-27: Final reminder postcard before in-person follow-up

            --December 31: State totals reported for 2020 Census

            --March 31, 2021: Census Bureau transmits redistricting files to states

 

            The Deep Freeze program to protect public computers from viruses and unwanted downloads was renewed on January 27. The final bill on the replacement, and updating of, computers, totaling $527.50, came in after the bills were paid and all reports were assembled. The bill will be paid on February 4, and will be included in next month’s report.

            The U.S. International Standard Book Number (ISBN) Agency will soon begin assigning ISBNs that start with the prefix element 979, as well as the ISBNs with the prefix element 978 that are currently assigned. This is because the inventory of certain ISBN categories is now dwindling in size. Before 2007, the ISBN was ten digits long, but in January of that year, the 13-digit ISBN was created to increase the capacity of the system. The 13-digit ISBNs starting with 978 have the equivalent 10-digit numbers. For the 13-digit ISBNs staring with 979, that will not be the case.

            The library has had an unofficial bulletin board policy for some time. However, the library recently received a request to place a notice on the door for a retail business. Howard advised the board that it would be favorable for the staff to be able to pull out an established policy to inform patrons what information may, or may not, be posted in the library.

            Howard suggested the following: The Carlinville Public Library’s policy on use of the bulletin board will be that items may be posted by the staff only. The library staff will approve, initial, and date each item. Only items of an educational, cultural, or public service nature, or notices of community events, will be considered for posting. The bulletin board is not to be used for political, social, or religious viewpoints. Items may be posted for a maximum period of three (3) weeks prior to the event. Library staff will remove the postings as they expire. Any items posted on the exterior of the building/grounds, or without authorization, will be discarded.

            After discussion, a motion was made by Rush and seconded by Yowell to accept the bulletin board policy. The motion passed unanimously on a voice vote.

            The annual dinner and auction to benefit the Blackburn College Macoupin County Scholarship Fund is Saturday, Feb. 15. In recent years, the library has donated a Well Read and Well Fed cookbook. After the donation and a book that was sold last week, there are now four copies of the books remaining.

            Katlynd White, a sophomore English major, is the library’s Blackburn College intern for the Spring 2020 semester. She has been with the library for three semesters, and continues to do very well. The library hopes to have her back for the Fall 2020 semester.      

            A total of 3,059 items were circulated by the Carlinville Public Library in January. The Year To Date Money Saved Amount as of February 3 was $120,923.16.

            Howard advised the board that she would be out of town from February 18-26.

            A motion was made by Fehr and seconded by Gillen to adjourn. The meeting adjourned at 6:02 p.m.

 

             

 

        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.