Carlock Public Library Board met Jan. 18.
Here are the minutes provided by the board:
President Beth Wagner called the meeting to order at 6:29 pm. Other Board members attending, in person or via zoom, were Nick Birky, Lacey Fritsch, David Garrison, Mike Miller, Jane Randall, and Laura Stephenson. Library Director Christie Lau was also in attendance, along with accountant Phil Harland.
The Pledge of Allegiance was recited.
Public Comment: none
Correspondence: Five thank you notes were received for the holiday celebration and gifts. One letter was received with a donation in memory of Doris Henderson.
Minutes Approved: There were no corrections or additions to the minutes from the November 16, 2021 meeting and they stand approved as printed.
New financial reports: To accommodate Phil Harland, this agenda item was moved up from Old Business. It was decided at the November meeting that rather than an audit, we wanted to make some changes to the financial reports we receive monthly from Harland Accounting Service. Phil explained the outline of the current reports, which list the four accounts: Checking/Operating account, Working Cash account, Savings account, and Petty Cash account, and the breakdown of each. Mike explained why the Board needs a clearer accounting of our five funds: General Corporate Fund, Social Security Fund, Liability Insurance Fund, Special Reserve Fund and Working Cash Fund. He would like to see a monthly report on the revenue, expenses and transfers between each of these funds. Mike also would like to see prior approval from the Board for intrafund transfers. Because of Phil’s busy schedule during tax season, the Board will revisit this issue in May or June.
Director’s Report: 1) Christie presented the FY 2nd Quarter report for October-December with circulation, usage, patron cards, and interlibrary loan statistics, along with a report on programs and marketing efforts. Overall, our numbers are down, which is concerning. As is the case with many surrounding libraries, the effects of the pandemic continue to be felt. 2)The new program coordinators, Ashley and Rachel promoted library activities at recent community events, the Fall Wiener Roast and Christmas Tree Lighting, and will continue with a Valentine’s Day event, the current adult Book Bingo, and a number of upcoming programs. They have developed a calendar of events for the next 3 months and are partnering with the Carlock Elementary School to publicize programs. 3) Christie is exploring the idea of an email newsletter but we do not have significant numbers of patrons with email information currently.
President’s Report: none.
Secretary’s Report: none.
Finance Committee: Dave reported that they have not met but need to review salary schedule and discuss employee evaluations. A meeting date was set for Thursday, February 10 at 6:30 pm.
Policy Committee: Met last week and discussed revisions to the Mission Statement and By-Laws. Those recommendations will be reviewed at the February Board Meeting. The Committee will meet again on Thursday, February 3 at 6:30 pm.
Long-Range Planning Committee: Mike requested that the Committee’s proposed Long-Range Plan be put on the agenda for February.
Mike is considering offering some programs on local history and exploring ancestry and asked about holding those programs at the Library. In-person and Zoom options were discussed. Christie will look into the cost of an Ancestry.com membership for the Library.
Financial Report: The monthly financial reports for November 2021and December 2021 were reviewed. Dave reported that both were quiet months. As always, salaries were our biggest expense. Tax revenue was received from Woodford County in November and tax revenue from McLean County was received in December.
The issue of the Personal Property Replacement Tax payments that have not been received from White Oak Township is being addressed. Documentation verifying that we have met the criteria required by the IL Department of Revenue has been sent to Catherine Metsker, Township Supervisor.
Old Business:
1) Intergovernmental Agreement with Unit 5: Curt Richardson, Unit 5 attorney received the draft agreement and verbally approved it with only some superficial/punctuation changes. After discussion, Dave made a motion that we enter into the Intergovernmental Agreement For Library Services with Unit 5, with only the date change at the time of the signing of the agreement; seconded by Laura. Motion carried unanimously. A number of questions remain concerning distribution of the library cards to the students but those can be worked through as the process proceeds.
2) Building Maintenance Fund: Dave provided some background information about Building & Maintenance Fund taxes: the purpose of the taxes, limitation son the levy, and specific restrictions on the use. After discussion, it was decided to wait until the tax assessment is received from McLean County in March or April, which is expected to increase.
New Business:
1) Non-Resident Fee Program: Annually, each public library in IL decides whether to participate in the program, where people not living in areas served by a public library can purchase a library card. There are no repercussions for not participating. After reviewing, Christie recommended that we continue to not participate. Mike made a motion that Carlock Public Library District not participate in the Non Resident Fee Program; seconded by Laura. Motion carried unanimously.
2) 2021 Per Capita Grant progress: There was discussion of the research proposal regarding marketing and long-term planning discussed at our October meeting. The first step was to hire an intern from University of IL but there has not been any interest shown as yet. Christie will continue to work with them and look toward getting an intern started in the spring or summer terms. Another part of that proposal was to establish a consistent identification logo for the Library. Limelite Graphics as submitted some proposed designs, at no charge to us. After feedback from library visitors on 3 designs, Limelite incorporated the suggestions and offered a 4th design. After review, Jane made a motion to adopt the logo presented to be our visual identifier; seconded by Laura. Motion carried with 7 ayes and 1 nay from Mike.
Being no further business, a motion was made by Dave to adjourn; seconded by Laura. Motion carried. The meeting was adjourned at 8:40 pm. The next regular meeting will be held Tuesday, February 15, 2022, at 6:30 pm.
https://carlocklibrary.com/wp-content/uploads/2022/02/2022-011822-Library-Board-Minutes.pdf
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