Carlinville Public Library

Loading palette preview Loading

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

                                                                                                             

                                                                                                                        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.

 

 

 

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 clematis 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.