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:

                                                                                                                        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.

 

November 5, 2019            

            The Carlinville Library Board met in regular session on Monday, November 5, 2018. 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.

            Emery read the minutes from both the regular board meeting in October. A motion was made by Rosentreter and seconded by Van Nattan to approve the minutes. The motion passed unanimously on a voice vote.

            Fanning presented the treasurer’s report in concise detail. Bills totaling $16,938.74 were paid, leaving a balance of $68,498.46. 

            Old business was then presented. Renewal of membership in the Carlinville Chamber of Commerce had been tabled at the October meeting, and Rosentreter offered to get more information on how the $50 dues were spent, at Clark’s request. Rosentreter inquired at the Chamber, and provided a detailed breakdown of how fees are spent. Rosentreter then made a motion to renew membership in the Chamber, which was seconded by Emery. The motion passed 9-0 on a roll call vote.

            As part of the Ameren grant received by the library, the lighting system was upgraded on October 10. A total of 452 florescent tubes of the old T8 variety were replaced with new LED tubes. The project cost of nearly $5,198 was paid by Ameren to lower the usage of kilowatts by their customers. The project will save the library $2,366.10 annually. A team of three worked from 2:30 until 10:30 to complete the job.

            One of the library’s CDs at the bank is approaching maturity, and Fanning discussed options to renew the CD. The board authorized Fanning to take the options under advisement.

            Fanning and Library Director Janet Howard presented information to the board on the proposed change in technology services to Madison Communications. Fanning recommended that the library contract with Madison on phone, Internet, and system maintenance, ending the library’s arrangement with Frontier, the current carrier. Fanning further recommended that the library apply for an Erate discount, which would cut costs even more. After that, Fanning suggested that the library end its relationship with CTS and use Madison’s services only. A motion was made by Rosentreter and seconded by Van Nattan to accept the recommendations. The motion passed 9-0 on a roll call vote.

            President Fehr met with Mayor Demuzio and Dan Held, the city’s Director of Public Works, concerning the roof. Held inspected the roof and concurred that a new one was needed. The estimated cost of the roof is $90,000, with the library’s share at $48,000. Since the roof is not in the current budget, the city officials recommended that the roof should be included in the 2019 budget.  Building repair cannot begin until the budget is passed. Mayor Demuzio suggested that the remaining balance of the library’s loan to the city for parking lot repair may be deducted from the library’s share of the roof cost, and offered to discuss that possibility with the city’s Finance Committee.

            Discussion was held on the library’s Christmas Party, as well as Christmas bonus distribution to employees. A motion was made by Gillen and seconded by Yowell to approve the Christmas bonuses. The motion passed 9-0 on a roll call vote.  The Christmas Party is scheduled for 5:30 p.m. on December 3.

            New business was then presented. Librarian Howard presented the library’s mission statement, with a proposal for slight revisions. A motion was made by Rosentreter and seconded by Emery to accept the change. The motion passed unanimously on a voice vote.

            Howard presented the list of dates on which the library will be closed in 2019, as well as dates for board meetings. A motion was made by Clark and seconded by Rosentreter to accept the dates for each. The motion passed unanimously on a voice vote.

 

            Howard discussed some of the library’s Per Capita Grant requirements for FY2019.  She described the requirements for trustees, including a review and progress report in Meeting Chapter 8’s Reference and Reader Advisory Services and reviews of Chapters 6-10 of the Trustee Facts File. One trustee must also complete at least one free online education opportunity on meeting the needs of disabled patrons. Rosentreter, President Fehr, and Yowell all offered to each complete one online education opportunity. Trustees must also become familiar with the services offered by the Illinois Veteran’s History Project.

            Howard then presented a solicitation from the Macoupin County Enquirer-Democrat, seeking the library’ interest in placing an ad in a holiday section of the paper. A motion was made by Rosentreter and seconded by Gillen to not place the ad. The motion passed 9-0 on a roll call vote.

            Howard read the Librarian’s Report. The three LapSit programs in October brought 64 children and 43 adults into the library. On Wednesday, Oct. 17, Head Start brought twenty children and five adults into the library. Children’s librarians Karen Wills and Nadia Kahl went to the Carlinville Primary School on October 31 and read to four kindergarten classes, a total of 100 children and four adults. Four children and three adults were tutored at the library last month. Three classes in English as a Second Language were held, with nine children and three adults in attendance.

            New tax forms have been ordered. Howard discussed the changes and replacements in this year’s tax forms. The library charges 15 cents per page to print the forms.

            Howard attended Vendor’s Day at the Illinois Library Association annual conference in Peoria on October 10. She indicated that she spoke to many vendors, particularly one with dedicated children’s computers. She suggested the possibility of purchasing a children’s computer for the library.

            The Illinois Heartland Library System sponsored Law Day with attorney Phil Lenzini, the accepted authority on public library law in the state, at the Case-Halstead Public Library in Carlyle on October 26. Lenzini spoke on topics including the change in non-resident rule, sexual harassment, sex offenders in the library, security cameras, Narcan, the Personal Property Replacement Tax, and service animals in the library. Over 40 librarians attended the session. Lenzini provided a document called “Open Meetings Act, an Updated Primer” that was distributed to board members. He recommended that board members attend a training session at the Illinois State Library on March 9, 2019.

            The Interlibrary Loan and Reciprocal Borrowing Statistical Survey FY2018, or the Traffic Report, was submitted on October 15. The survey tracks the number of items the library loans to, and borrows from, other libraries from July 1, 2017 – June 30, 2018. The library’s patrons borrowed 12,059 items (all but three of which were in-state) from other libraries. The library loaned 7,050 items to patrons in other libraries, all but 91 of which in-state. Another 1,791 items were loaned through reciprocal borrowing.

            Kufa & Son inspected the air conditioning and heating units on the roof on October 4. They cleaned the air conditioning drains and changed filters.

            The Treasurer’s Report for the library was filed with City Hall on October 8.

            The cloudLibrary statistics for September and October were available. The total number of items owned and available is 42,590, consisting of 36,057 eBooks, 6,533 eAudiobooks, and an additional 18,184 pay-per-use eAudiobooks. Therefore, the total number of items available through the cloudLibrary is 60,774. The total number of items circulated in September was 66,526 eBooks, 17,459 eAudiobooks, and 1,602 pay-per-use eAudiobooks. These numbers are for the entire Heartland System. The library’s circulation numbers for September and October were 209 eBooks, 103 eAudiobooks, and nine pay-per-use eAudiobooks.

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

 

 

October 1, 2018

              The Carlinville Library Board met in regular session on Monday, October 1. The meeting opened at 4:30 p.m. Members present were Fehr, Fanning, Gillen, Van Nattan, Rosentreter, Boente, Emery, and Clark.

            In public comment, President Fehr circulated a thank-you note, as well as photos from the recent Take It to Town event, in which the library was a recipient of volunteer activity.

            Emery read the minutes from both the regular board meeting in September as well as a special session of the board on September 10. A motion was made by Van Nattan and seconded by Boente to approve the minutes. The motion passed unanimously on a voice vote.

            Fanning presented the treasurer’s report in concise detail. Bills totaling $16,505.52 were paid, leaving a balance of $47,326.01. 

            Bills paid from the Haberle Account were janitor’s salary, janitor’s supplies, a portion of the library’s VISA bill, and a bill from Illini Tech for replacement of the library’s main circulation computer, which crashed on September 7. The total bills from Haberle were $1,676.82.

            President Fehr and Treasurer Fanning noted that the library had received a gift of $10,000 from the estate of the late Lora Wilhite, a longtime patron of the library. The board expressed its appreciation for the generous gift.

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

            Library Director Howard discussed the Heartland Report, which focused on the Member Day Conference for the Illinois Heartland Library System in Effingham on September 27. Howard attended the meeting, as well as breakout sessions on Library Security, Forging Strong Relationships Between Library Directors and Boards, and Records Retention. Howard discussed the highlights of each session, and stressed the value and helpfulness of each session.

            Howard requested permission to attend the Illinois Library Association Conference in Peoria on October 10. The board approved the request.

            Old business was then presented. President Fehr discussed a request from MJM Electric Cooperative that the library participate as one of the taxing districts to permit the abatement of property taxes on land on Shipman Road south of Carlinville. The abatement would only apply to the assessed valuation after MJM completes construction on the site. A motion was made by Rosentreter and seconded by Fanning to grant the request. The motion passed 8-0 on a roll call vote.  

            Howard presented the library’s current policies of sick and vacation leave for review. 

            Howard discussed the continued contact with Madison Communications. Kim Harber of Madison visited the library on September 26 with his IT manager, a sales manager, and a technician to investigate the library’s technology needs, and ensure the library’s equipment could handle the data speed. The group is putting together a presentation that will be ready by the next board meeting.

            There was no word on the roof for the library.

            New business was then presented. Librarian Howard presented a letter from the Carlinville Chamber of Commerce, asking if the library was interested in renewing its membership. The cost is $50 per year. Rosentreter stated his support and noted that joining the Chamber would be a goodwill move to the community, but Clark asked how the Chamber used the $50 fee. Rosentreter agreed to check with the Chamber on how those monies are spent. The decision on joining the Chamber was tabled until the next meeting.

            Howard advised the board that the paperwork for a grant from Ameren has been completed. The grant money, estimated at $5,197.17, will replace all of the T8 florescent lights in the library with LED lights, including cost of replacement tubes and labor to install them.  Board members were pleased with the news of the grant.

            Howard read the Librarian’s Report. She began by introducing Nadia Kahl, the new children’s co-librarian, to the board. Her first day on the job was September 6, and she quickly learned the Polaris operating system. Nadia will normally work each Monday and Friday, though she worked five days a week while Karen Wills was on sick leave.

            The expanded LapSit program began October 1. Nadia will lead the Monday LapSit programs, while Karen Wills will lead the Thursday sessions when she returns from sick leave.

            The three LapSit programs in September brought 21 children and 18 adults into the library. On Tuesday, Sept. 19, Head Start brought ten children and three adults into the library. Four tutoring sessions were held last month, and one test was proctored.

            The library held a book sale on September 15 to capitalize on some of the traffic created by the Macoupin County Historical Society Fall Festival. Karen was forced to conduct the sale outside, as Ameren shut off power to the library to replace a power pole. The library opened when power was restored around 11:15. The sale generated $30.

            The main circulation computer crashed on September 7, and Illini Tech recommended replacing the unit. A special board meeting was held on September 10 to approve the purchase of a new computer, which was installed on September 12. An external backup system was installed to protect the computer’s programming, since the computer controls the Deep Freeze program that protects all public access computers. A similar system was also installed on the office computer. The replaced computer, which was seven years old, was purchased with memorial money in memory of Dolores Boblick, a longtime patron and favorite of the staff.

            The final report has been submitted for a $1,000 Back to Books grant with Library Services and Technology Act funding.  The funds are from the Institute of Museum and Library Services, the Illinois State Library, and Secretary of State Jesse White. The money will be spent on eighty books, mainly children’s selections, with some new fiction.

            The library was a designated site for Take it to Town on September 22, and 22 volunteers worked at the library from 8:30 to 12:30 that day. Thirteen members of the Blackburn College men’s basketball team and head coach Steve Kollar were among the volunteers. Thank you notes were sent to Take it to Town, Blackburn College and its basketball team, and the individual workers.

            A CPO Ret. USN and a Gillespie library patron, donated $100 to the library “for the support of your tasks.” Items sold from the Book Nook brought in $107.40.

            A total of 3,181 items were circulated by the Carlinville Public Library in September. The cloudLibrary statistics were not available for the month.

            Board members also discussed what treats that individuals would bring to the library’s Christmas Party in December.

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