MINUTES
STEELEVILLE AREA PUBLIC LIBRARY DISTRICT
October 19, 2009
PHYSICALLY PRESENT: Carolyn Bert, Mary Lynn Gerlach, Nancy Koopman, Sherry Lindner, Cheryn Sutton, Mary Tretter, Archie Wydeck
ABSENT: None
STAFF PRESENT: Christine Kamprath
President Sherry Lindner called the regular meeting of the Library Board of Trustees to order at 7:02 p.m.
A motion was made to accept the minutes of the September 21, 2009 regular Library Board meeting as written.
Motion: Carolyn Bert
Second: Archie Wydeck
Motion carried.
VISITORS
None
CORRESPONDENCE/COMMUNICATIONS
None
STANDING COMMITTEE REPORTS
a. Finance
The E-Rate discount has been received. It appeared on the most recent two telephone bills as a $2.67 and $41.82 credit. The discount looks to be prorated back to July.
b. Library Policy
None
c. Building and Grounds
Archie Wydeck reported on the prices for a larger sign. A 4 x 6 sign would cost approximated $636.00 with posts approximately $290.00 and mileage to install $225.00. This is a total of approximately $1051.00 for a sign that can be seen from the highway. The cost does not include lighting which could cost thousands more. Archie will talk to the city about possibly helping us out with the electric installation.
d. Public Relations
Carolyn Bert gave a report on the results from the Oktoberfest raffle and Book sales.
Raffle - $690.00 (clear)
Book Sales - $320.85
Winners for the raffle were drawn by Cheryn Sutton. They were:
1st prize - $200 gas- Tony McWhorter, 209 Sunset, Sparta, IL
2nd prize - $100 groceries – Pattie Haberman, 304 E. Almond, Percy, IL
3rd prize - $50 Dollar General – Nikki Lee, 604 E. Hancock, Steeleville, IL
The left over books from the book sale will be offered to the Evansville and Willisville libraries. There is also an online buyer who may be interested in the left over books. The rest will be recycled.
Family Reading Night is November 19th. Cheryn Sutton will liason with the school to set up reading times by library personnel for Pre-K throught the 4th grades. It will also be advertised in the local stores.
Santa will be in the library on December 12th. Carolyn will spend about $100 on treat bags for the children. She will also organize the visit.
The library’s Christmas tree will be set up and decorated on Monday, November 23rd at 6:00 p.m. Board members are to bring snacks and drinks for the decorating party. Mary Tretter will have the tree and decorations sent down from the High School garage and bring a tall ladder.
e. Technology
The new computer has arrived. (See Library Director’s Report)
f. Personnel
Everyone seems to be adapting to the new director and working well together. At this point the board feels we have an excellent staff.
FINANCIAL REPORT
A motion was made to accept the Treasurer’s Report as presented.
Motion: Mary Tretter
Second: Cheryn Sutton
Motion carried.
BILLS
A motion was made to approve the October bills for payment.
Motion: Mary Tretter
Second: Mary Lynn Gerlach
Motion carried.
LIBRARY DIRECTOR’ REPORT
1. Family Reading Night is Nov 19. What shall we do this year?
(Refer to Public Relations)
2. Board should complete Worksheet Plan for Ongoing Building Maintenance, Replacement and Repairs for Annual Per Capita Grant. This should be done in January 2010.
This was discussed as also a record for the use of anyone who may be caring for the library. It was recommended that there also be a periodic review.
3. We ordered 2000 Library bookmarks from Shawnee print shop, 1000 each of colored and 2-colors. The print shop will be closing soon.
No discussion.
4. Shawnee’s toll-free phone number went away as of Oct 1. We will be seeing our phone bill going up, since we’ll be paying for future calls to Shawnee.
No discussion.
5. A new non-resident family checked out 5 books in November 2008 and has not returned them, nor returned to the library. We would like to revisit allowing new resident and non-resident patrons to check only 2 books for the first 6 months because of incidents like this.
The board reconsidered the new-patron grace and probation period of the 6 book limit. It was decided to reverse this decision and go back to the 2 book limit for new patrons but the Library Director should decide if the 6 month limit should hold and this could be done on a case-by-case basis.
6. We have implemented the decision of the Board to charge fines on lost books only up to the replacement value of the book.
No discussion.
7. We have begun to require DVDs and videos to be returned at the desk rather than through the book drop, due to possibility of breakage. We’ve put stickers on the items to this effect.
No discussion.
8. Carolyn spoke to City Hall with her concern about the counters not working correctly. Meanwhile, since the last Board meeting there has been only one possible instance of this problem.
The city has not come to check the counters. Mary Tretter will talk to Alan Dyke about sending someone to check the counters.
9. The new Patron Handout is being distributed as new patrons sign up.
No discussion.
10. We ordered the new computer for the work room and the backup for the Director’s computer. Tony Hayden of Laserware installed them on October 19.
The backup for the Director’s computer backs up automatically and is called “The Ghost.”
11. In preparation for the Oktoberfest book sale, the following sections were weeded: juvenile fiction, adult fiction, romance, large type, teen fiction and story collections, much of adult non-fiction. Delores Blake and Ruth Wolters were invaluable in processing these books for sale. All library staff members worked two hours at the sale on Saturday. Plans are being made for disposition of the unsold books.
No discussion.
12. Frank Hernandez of State Archives talked with Caroline & Christine about records retention and the State’s genealogy resources. He gave us a description of retention regulations for about 2 dozen classes of documentation. He also gave us 2 years’ lists of requests for disposal sent to his office by Midge and approved for disposal. There’s no record of whether these items were actually disposed of. Carolyn and I will confirm.
He also talked to us about microfilm & microfiche. He recommended that we get rid of our microfiche readers. But the microfilm reader is still usable. All it needs is the correct lens. His office makes microfilm copies of minutes and school records and makes them available to the public, which would be useful to our genealogy group. He told us about a listing of these resources, which we could borrow or buy.
He also showed us how to search for genealogy information on the website. He offered to come to Genealogy group meeting to show them how to use the website.
The board decided to dispose of the microfiche machine and the library will keep the microfilm machine. (see Old Business)
13. Computer mentoring by high school students is under way. James Hall is tutoring Very McCravy; Ethan (?) is tutoring Diana Schnepel.
14. On October 5-6, Christine and Carolyn attended the advanced course on Grant Writing at SIU. We need to develop a “vision statement” in order to position ourselves better for applying for a wider variety of grants.
Christine presented a focus assignment to the members for the future vision of the library. She would like to focus our visions for the library and get the member input on how to attain those visions for the patrons we would like to serve. The members are to work on this focus assignment and bring back ideas to the November meeting.
Old Business
The library has several pieces of old equipment to dispose of. It was suggested that we advertise these items for sale as closed bids. We have 4 computers, 3 microfiche, 2 typewriters, 1 hole punch, and 1 8mm projector along with some games and stuffed toys.
A motion was made to sell the surplus items as a closed bid process.
Motion: Archie Wydeck
Second: Carolyn Bert
Motion carried.
New Business
None
A motion was made for adjournment.
Motion: Carolyn Bert
Second: Cheryn Sutton
Motion carried.
The meeting was adjourned at 9:03 p.m.
Respectfully submitted,
Mary Tretter
Secretary