Would you like to become involved in your library by serving on the Board of Trustees?  If so,  now is the time to get started.  But wait — in order to be on a board you must be a resident of that library district.  Marshall Public Library serves the patrons of two library districts, a little known fact.   Marshall Public Library (district) serves residents of the City of Marshall, and Marshall Area Public Library District serves residents outside of the City of Marshall but still within the Marshall School District.  (We sometimes call this our donut district because it surrounds the city.)  The exception to these areas are York and Melrose Townships, which are part of West Union Library district.

Marshall Public Library district is a municipal library, or part of the City of Marshall, for which board members are appointed by the current mayor.  Marshall Area Public Library District is a district library, for which members are elected. So if you would like to become a library board member and you live in the city limits, you would need to be appointed by the mayor.  Someone interested in this might contact the mayor and express his or her desire.  One seat is currently vacant.

A person living in the Area District would run for one of the three seats that will be up for election in the April 2013 election.  Four seats may be open.  Petition packets will be available at the library for the Area District Board of Trustee election.  Signatures must be obtained from Area District  residents and turned in to the County Clerk by the required date.  Those who turn in the necessary  number of valid signatures are then placed on the ballot for the upcoming election.

Marshall Public Library trustees meet monthly on the 2nd Wednesday at 6:00 PM.  Area District trustees meet six times per year on the fourth Tuesday of various months at 4:00 PM.  Attendance at meetings, training, advocacy, and policy making are some of the duties of both boards.  Please call the library if you have any questions about becoming a board member.

 

MARSHALL PUBLIC LIBRARY
Board of Trustees

Meetings are Every 2nd Tuesday
at 6:00 PM in the Library

Meetings Scheduled for 2013:

January 9
February 13
March 13
April 10
May 8
June 12
July 10
August 14
September 11
October 9
November 13
December 11

 

Members of the Board of Trustees are appointed by the mayor.
They serve a 3-year term.

FY 2013-2014 Trustees

Janet Hasten - President
John Tarble - Vice President
Melissa Strait - Secretary
April Shotts
Eleanor Macey
Kent Hall
Carol Halloran
Mike Cameron
Dudley Crow

 

MINUTES OF THE MARSHALL LIBRARY BOARD – March 13, 2013

The Marshall Public Library Board of Trustees met in regular session Wednesday,

March 13, 2013.  President Janet Hasten called the meeting to order at 6:03 p.m.  Board members present were John Tarble, Melissa Strait, April Shotts, Carol Halloran, Mike Cameron. Kent Hall, and Dudley Crow; Carol Halloran arrived after the presentation of bills.  Nancy Claypool, Director, and Alissa Tipton, Head Librarian, were also present.

Janet Hasten administered the Oath of Office to new board member Dudley Crow.

The minutes of the February meeting were reviewed.  On a motion by April, seconded by Kent, the minutes were approved.  Correspondence received was a thank you from the Harlan Hall Bingo Committee for book donations for their November 2012 fund raiser.

Under Officer’s Reports, Janet reported that Heartland is still planning on April 9 as the date for the new Polaris system to go live.

The March invoice listing was reviewed.  On a motion by Eleanor, seconded by John, to approve payment of bills in the amount of $5070.64 plus add-ons of $94.92 for Alissa’s mileage reimbursement and $50.00 to Marge Wilson, a roll call vote was taken with the votes recorded as follows:  Janet Hasten-yes, Melissa Strait-yes, April Shotts-yes, Carol Halloran-yes, Mike Cameron-yes, Kent Hall-yes, Dudley Crow-yes, and John Tarble-yes.

Alissa presented the Librarian’s Report for February.  City resident and area resident borrower cards numbered 2,340 and 1,598 respectively; computer usage-900; number of materials in collection, including print material and multi-media-35,345; number of items in the digital collection-22,447; total items checked out during the month-3,398; the door count was 4,288.

Nancy reported that the Friends of the Library March 7, with nine people in attendance.

They purchased 20 more Dr. Mitchell books, arranged the “Read to Feed” speakers and wrap-up and will spend $470.00 on animals, have started planning the Members’ Only program in June to possibly feature visits from “The Tulip Company” from Terre Haute, and renewed our sign at the baseball fields.  Their next meeting will be May 2.

Nancy reported that the Area Board met February 26.  They passed the ordinance re-establishing their meeting schedule, and will fund two “Little Free Libraries.”  Their next meeting will be April 23.

Nancy presented her written Director’s Report, which updated the Board in detail on several items of interest.  She highlighted the following:  Ann Van Sandt will no longer be working as a substitute after Polaris goes live; Tim Bloodworth will provide an estimate for painting in scattered areas of the facility; Bryan Hyder is preparing our computeres for the Polaris change-over; we are in the process of changing our leased copier provider; the Connecting Generations mentoring begins in April; AARP Tax Assistance served 135 clients in February; sixty people attended the “America’s Music” film presentation; Big read activities continue throughout March; three author visits are scheduled for the month; an honor book was placed in the library in Jody Ferris’s name; “I Sing the Body Electric” prints will be displayed in the teen room on a rotating basis.

The financial report for February was reviewed.  It shows a balance of $217,386.57, including $109,453.70 in the building fund.  The Budgeted vs. Actual expenditures report was also reviewed.  74.2% of the budget has been spent to date, with 83% of the fiscal year having passed.

Under Unfinished Business, the Finance Committee agreed to meet at 9 a.m. on Tuesday, April 2.

Under new business, on a motion by Melissa and seconded by Dudley, all voted in favor to go into executive session at 6:48 p.m. to discuss employee pay raises.

The board reconvened in regular session at 7:32 p.m.  On a motion by John, seconded by Kent, to budget $130,000.00 for the next fiscal year salaries, the motion was unanimously approved.

Under other business, Nancy had been asked about what would happen in the event a tax volunteer were to make an error on a return; after research, it has been determined that the volunteer is protected by the Volunteer Protection Act of 1997.

There being no further business to discuss, the meeting adjourned at 7:40 p.m. on a motion by Kent, seconded by Eleanor.

Melissa Strait, Secretary

Marshall Public Library

Board of Trustees Meeting Agenda

Wednesday, May 8, 2013, at 6:00 PM

In the Dale McConchie Meeting Room

Our Mission:

Marshall Public Library was created to serve the citizens of our community by providing quality information and recreational materials, programs, and services in a welcoming and respectful atmosphere.

• Call to Order
  
  
• Pledge of Allegiance
  
  
• Comments  (Limited to two minutes per person)
  
  
• Secretary’s Report

1. Approval of April 10, 2013 board meeting minutes - Action Item
2. Correspondence

• Officers’ Reports (as needed)

• Presentation of Bills - Action Item (Roll Call Vote)

• Librarian’s Report

• Friends of the Library Report

• Marshall Area Public Library District Report
• Director’s Report

• Unfinished Business

• New Business

1. Election of Officers for FY2013/2014 – Action Item
2. Consideration of Non-Resident Policy for FY2013/2014 – Action Item
3. Environmental Scan for Per Capita Grant

• Other Business

1. Draft of City Appropriations PowerPoint Presentation
2. Board Photo

• Adjournment - Action Item

1. Next Meeting:  Wednesday, June 12, 2013, at 6:00 PM

Committee Meeting Minutes

Personnel Committee Meeting Minutes
Tuesday, March 6, 2012, at 3:30 PM

The Marshall Public Library Personnel Committee met on Tuesday, March 6, 2012, at 3:30 PM, in the Director’s office of the library. All committee members were present including Janet Hasten, Jody Ferris, and Kent Hall. Library Director Nancy Claypool was also present.

Janet Hasten, acting committee chairman, called the meeting to order at 3:40 PM. Minutes from the March 1, 2011 meeting were read and approved on a motion by Jody and a second by Kent.
Janet gave Nancy the results of her annual board evaluation, including comments made by board members regarding concerns and goals for the next year. Nancy shared with the committee the employee evaluations for the rest of the staff. Alissa was evaluated by Nancy; the clerks were evaluated by Alissa.

Current pay rate information for the staff plus three different possible pay increase scenarios for FY2012/13 were studied. Nancy reported that minimum wage is not being increased in the next fiscal year and the starting pay scale remains unchanged. There is currently one staff opening for a clerk due to Tomma Lue Withrow’s resignation. Our part-time clerks are currently working the vacated hours until it is determined whether or not a second opening will be created in the near future. Tiffany Cervantes has returned to work after a six-month absence and is earning her former rate since re-training is not needed. Tiffany resigned in August to give birth to twins and returned in March to take the retiring Ann Van Sandt’s position.

Jody moved to recommend to the library board a salary package of $129,000 for the coming fiscal year, which is a 1.58% increase from last year’s budgeted amount. Kent seconded the motion, which passed.

The meeting was adjourned at 5:15 PM on a motion by Jody and second by Kent.

Acting Committee Secretary,
Nancy Claypool

Building and Grounds Committee

Meeting Minutes

Tuesday, October 30, 2012, at 10:00 AM 

Marshall Public Library Board of Trustees Building Committee met on Tuesday, October 30, 2012, at 10:00 AM in the library.  Committee members present were Kent Hall and Carol Halloran.  Library Director, Nancy Claypool, was also present.  John Tarble was unable to attend.

The director distributed agendas and minutes from the November 29, 2011 meeting.  Carol made a motion to approve the minutes; Kent seconded the motion and it was approved by consensus.  Nancy agreed to record minutes of the meeting.

First, the committee looked at the list of building concerns Nancy had reported in the last minutes and determined that several had been taken care of and several had not. Still to be addressed are the following:

1. Light sensors for closets and storage room: Nancy will contact an electrician to get another opinion as to whether or not the rest rooms and large storage room can be converted to light sensors.  The two closets have already been converted.
2. Awnings: Nancy will continue to monitor the mold problem on the rear awnings and look for someone to remove the mold.
3. Electronics Cabinet in Meeting Room:  The group decided that as little as the receiver is used, it is unnecessary at this point to have the cabinet remade.

Nancy led a tour of the building, pointing out the items of concern. Following a tour of both the interior and exterior of the library, it was decided by consensus that the following items should be addressed at some point as funding allows:

1. Carpet strip: needs to be added to the oak step between the two offices so it will not be a trip hazard.
2. Storage Room Door: Nancy will oil the door with WD-40 to see if the mechanism will work better, and then she will ask Duane to look at the looseness of the outside handle.
3. Meeting room door:  needs to be painted to cover the unpainted area that shows with the new panic bar. Duane has said he would return and put screws in the frame and then work on the panic bar so that the door will open as it should from the outside.
4. Second Floor Windows: in the rear should probably be sealed or covered so that water cannot come in and drip down to the first floor.  The front windows need the frames repainted on the outside and some caulking done to make them better sealed. Nancy will talk to Cory about this.
5. New display case lights:  Nancy will contact a local electrician about replacing the existing lights that are not working well and cannot be fixed.
6. Painting:

• Teen Area:  A mural is being planned for the area of the room where the paint does not match, so hopefully the mural will cover the problem area.
• Old Office:  The interior door area is rusting and the plaster is crumbling so this needs attention.
• Activity Room: This room needs to be repainted if funding allows, but could wait another year if necessary.
• Post near Storage Room: This has been damaged and needs plaster repair, painting, and corner molding strips attached to protect it from future damage.
• Fireplace Area:  Plaster and paint needs repair on either side of the fireplace.
• Meeting Room: Needs a chair rail and possibly wainscoting so that the entire walls do not need repainted each time the bottom is scuffed.
• Children’s Area Tree – Needs scuffs and dings repainted.

No additional meetings were scheduled; however Nancy will report on progress in accomplishing the suggested tasks.  The meeting was adjourned at 11:30 AM on a motion by Kent and second by Carol.  Kent will report to the full board on November 14^th. 

Submitted by Nancy Claypool, Director

 

Finance Committee Meeting Minutes

March 24, 2011
6:00 PM

Marshall Public Library’s Finance Committee met on March 24, 2011 at 6:00 PM, in the library.  Those in attendance were:  Mike Cameron, Carol Halloran, Jody Ferris, and Library Director, Nancy Claypool.

The meeting was called to order at 6:04 PM.  Minutes were approved on a motion by Carol and second by Jody, and then by voice vote.  Nancy then distributed copies of the first draft budget figures for FY 2011-2012.

Nancy had contacted Steve Turpin at the county assessor’s office to get his opinion on tax revenue for the coming year.  He expects the City’s and the Area District’s tax revenues to increase by approximately 3%.  Nancy suggested that the library request $83,000 from the City, which is the same amount as was requested last year.  Of this amount, $3,000 will be put into the Building/Technology Fund for future technology needs.

Nancy is guardedly optimistic that the library will receive the USDA Rural Development grant applied for the last year for $28, 983, which is 55% of the cost of a new roof for the west building, new flooring in the Young Adult Area, and presentation equipment for the meeting room.  The library will use $20,000 from its building fund for the matching funds.  A Dream Library Make-Over grant from The Library Store has also been submitted a second time for improvements in the Teen area.  Illinois State Library Per Capita Grants for both districts are anticipated and will be about the same amount as received last year.  These grants, plus small amounts for Family Literacy and the I Can Read Program are included as revenue in the proposed budget.

Expenditures include the planned purchase of one replacement computers, a server cabinet and case, and two battery back-ups.  Funds for repairing the rear library windows and a small amount for the Smithsonian Exhibition and Imagination Library projects were also included.  Nancy had inserted the figures the board had agreed upon for salaries for FY12.  Steve Calhoun had advised her of the changes to expect in unemployment compensation, Social Security, health insurance, and other lines. Reductions were taken in several lines as shown in dark gray.

Nancy will bring any necessary minor budget changes to the April 13^th library board meeting.  She agreed to present the proposed budget to the board for approval that evening.

The meeting was adjourned at 6:40 PM on a motion by Judy and second by Mike.

Submitted by Nancy Claypool, Library Director

 

Marshall Public Library

 

Policy Committee

Meeting Minutes

Wednesday, August 21^st, 2012 at 5:00 PM

The Marshall Public Library Board of Trustees Policy Committee met on Tuesday, August 21^st, 2012 at 5:00 PM in the library. Committee members present were Eleanor Macey and Melissa Strait; Mike Cameron was absent.  Nancy Claypool, Library Director, was also present. Nancy led the meeting and recorded minutes.

The meeting was called to order by Nancy Claypool at 5:16 PM.  Minutes from the Monday, July 18, 2012 meeting were read.  Minutes were approved as presented with a motion by Melissa and a second by Eleanor. The motion carried.

The committee reviewed several policies on the library’s Schedule for Updating Policies, beginning with the Long Range Plan.  No changes are recommended to this policy.

Next, the committee reviewed the Computer and Public Use of Electronic Networks Policy.  In the second paragraph, it is suggested that the words, “including wireless Internet access within the library”, be added to the first sentence.  Additionally, some more specific language that Nancy had received from another library regarding the use and abuse of the Internet and wireless networks was discussed and suggested for inclusion in our current policy.  The committee members determined that it should be included in the paragraph titled Use of Computer Equipment and Networks on page 14.  Suggested text to include is as follows:

Marshall Public Library does not warrant that Internet service will be uninterrupted, error-free, or free of viruses or other harmful components.  No information the patron considers confidential should be transmitted via this network.  By using this network, the patron agrees to be solely responsible for the content of all information he/she disseminates. The library does not control the users and as such does not guarantee the accuracy, integrity or quality of such third party communications.

Users should be aware that there are security, privacy and confidentiality risks inherent in wireless communications and associated technology, and the library does not make any assurances or warranties relating to such risks.  By using wireless Internet access, users agree that the library is not liable for any costs or damages, special, incidental or consequential, arising from the use of this service.

The library staff is not responsible for providing technical support of any kind under any circumstances to any user trying to access the wireless network, but staff may assist a patron if time and ability allows.  Internet access is provided only as a courtesy and may not be available at any requested time.  We reserve the right to deny or restrict access to any user who abuses the network, such as excessive bandwidth consumption or using the network for any type of activity or purpose deemed by the library staff to be unlawful, harassing, abusive, criminal or fraudulent.  We also reserve the right to monitor, intercept and disclose any transmissions over or using our facilities, and or provide user information, or use records, and other related information under certain circumstances (for example, in response to lawful process, orders, subpoenas, or warrants, or to protect our rights, users or property) to appropriate authorities.

It is our policy to respond to notices of alleged infringement that comply with the Digital Millennium Copyright Act of 1998.

By using the free Wi-Fi Internet service provided by Marshall Public Library, the patron agrees to the disclaimer set forth above.

The next policy reviewed was the Response to Subpoenas or Search Warrants on page 42.  The only change suggested is the addition of “Staff should” to the last sentence for clarification.

The committee suggested several minor corrections to the library’s Employment Policy, but only in Article XXIX– Employee Positions Descriptions.  All mentions of Lincoln Trail Libraries System should be changed to Illinois Heartland Library System, and in 29.5 of the same Article, part E of the Library Clerk’s description should have the words, “and Board of Trustee meetings as invited” deleted.

Melissa will report the committee’s suggestions to the full board for approval at its September meeting.

No additional committee meetings are needed at this time; however the director will call for meetings as needed.

The meeting was adjourned by Eleanor’s motion and Melissa’s second at 6:25 PM.

Submitted by Nancy Claypool, Library Director.