Cordova District Library

Minutes of the Regular

Board of Trustees Meeting

January 11, 2018 8:00 a.m.   


Call to Order & record attendance.  Some board members may be attending electronically.

Members present: Deb Hart, Deb Dienes, Mark Barnes, Merredith Peterson, Also present Karen Lonergan, Director and Chalyn Fornero-Green, Librarian/ PR Coordinator

Members absent: Audrey Roman and Regina Skipper


Public comments:  Visitors are asked to introduce themselves at this time and present any issues they wish to discuss. Visitors wishing to address specific agenda items will be granted two to five minutes at the discretion of the President, not to exceed a total of ten minutes.


Approval of Minutes of Regular Board Meeting

Karen noted that the building is only 20 years old and the roof is therefore 20 years old, not 25 as first noted in the minutes.

Motion to accept:  Deb Dienes           Second: Mark Barnes              Motion carried.


Secretary’s report, Correspondence and Communications

Merredith shared a thank you note from the family of Bob Windt.


Board President’s report - none


Treasurer’s report, approval of bills

Karen presented the bills and discussed changes in the format of the report.

Deb Dienes made the motion to accept. Deb Hart gave the second. Motion carried.

Karen also discussed the asset report noting that the Family Credit Union account has been closed. The $25 was deposited to Black Hawk checking account.


BE IT FURTHER RESOLVED that the payments made by the District, under the signatures of the President, Treasurer, or Director, as detailed in the Financial Report presented and approved as necessary to meet the obligations of the District in timely manner.


Director’s report

·         Karen reported the transition is still proceeding well. The staff and community have been complimentary. The goal is to be as seamless as possible.

·         Community outreach as a goal: In the event of Exelon closing, Karen is working to collaborate with the various boards and businesses of the community. She is looking into creating temporary user status especially during outages at the nuclear plant.

·         Per capita grant (due Jan. 15): Karen submitted a preliminary report to the state asking for some direction from the state. Suggestions included looking at the condition of the building, safety training for at least one trustee, and all trustees should review the “Trustee Fact file” and bylaws. Open Meeting training certification for all members should be on file.

·         Policy book and treasurer’s reports will be available electronically in the near future.

·         Professional Development:

Chalyn and Karen have taken/will have taken the following classes:

o   Sierra PrairieCat Essentials – a prerequisite for all PrairieCat training classes (both taken)

o   Sierra PrairieCat Circulation I – circulation software training (both taken)

o   Sierra PrairieCat Circulation II – circulation software training (Karen’s taken, Chalyn taking January 25)

o   Decision Center Overview – Decision Center is the reporting software associated with PrairieCat that allows us to analyze circulation and collection costs and trends (Chalyn & Karen taking January 17)

o   Adult Leisure Reading and Collection Development Trends (Karen will take January 18)

o   PrairieCat Sierra Cataloging Item Entry Class – trains us to enter items into the circulation system (Chalyn & Karen taking on February 20)

o   PrairieCat Barcode Level Testing – once we pass this test, we receive special log in credentials to make changes within the system (Chalyn & Karen taking on February 22)


·         Other:

Karen will be attending the quarterly Delegate’s Assembly on Wednesday,

 January 31 at Kishwaukee College.


Librarian’s report

  Chalyn reported the monthly activity report. The participation numbers are at a level that seem on track exceeding last year’s performance. The Freegal program has been dropped due to lack of use. The young adult programming needs special attention. The Monday holidays in January and February will be video tournaments in the afternoons. The Friends group has shown a renewed interest in participating in activities. Chalyn is renewing efforts with the genealogy group.


Board Reports

Financial - none



Ninety Day Review Discussion

Karen Feb. 20

Chalyn March 19

          We can use the old annual form as a point to begin the discussion. Deb Dienes will meet with Karen to review.



Sexual Harassment Policy – the recommended policy was adopted. Motion by Mark Barnes; seconded by Deb Dienes


Building and Grounds

The Safety Standards and checklist referenced in the Per Capita Grant was distributed. The board reviewed some areas of deficiency. There are areas that are difficult to address.

Safety training for CPR and AED are available for board participation.



The library website needs updating and streamlining. Chalyn is learning to update it. The domain name has been changed to


Unfinished Business

·         The Exelon agreement has yet to be finalized but is still on track as presented.

·         Karen shared maps from the county showing the boundaries of the library district, the village and the township. The people in the “overlap” area are still wishing to join with Cordova. With a change in leadership in Port Byron will cause a delay is that discussion.

·         There is an issue with the drainage in front of steps from the street to the sidewalk. Currently, there is caution tape blocking the steps until the issue is resolved.


New Business - none



Next meeting:  Thursday, February 8, 2018 at 8:00 a.m. 


Adjourn - Motion to adjourn by Mark Barnes, second by Deb Dienes.


Respectfully submitted,

Merredith Peterson,