CLAYTON PUBLIC LIBRARY DISTRICT

BOARD OF TRUSTEES MEETING

September 16th, 6:00 pm 2025

The board first met at Jersey’s to have dinner.  They then went to the Brown County Library to see the new library.

The Clayton Public District Board of Trustees met on July 15 2025 at 6:30 p.m. at the JWCC center in Mt Sterling.

Officers present were President Janet Rigg, Vice President Vanessa Davis, and Treasurer Brenda Graff.

Other members present were Suzanna Ryssman and Angie Eidson.

Library Director Samantha Freed was also present.

Guests included Travis Rigg and Ashley Venvertloh.

Rigg and Venvertloh read oath to become members of the Board.

The Treasurer's report was $44,074.94.

Davis - 1st motion to accept

Ryssman - 2nd motion to accept

Dan Kramer ($200) to do landscaping

Ryssman - 1st motion to approve

Eidson - 2nd motion to approve

Puzzle Club (new program) will begin in August.

Back to School Bash August 15 at 4 pm

Children's program will resume on August 19.

Motion to Adjourn

Venvertloh - 1st motion

Rigg, T - 2nd motion

Secretary Barbara Graff

 

Treasurer Notes

Budget Approval

CD

Director’s Notes

Updates:

• Samantha would like to research a permanent physical structure instead of the removable option previously discussed. The cost could potentially be matched by a TFF grant.
• Back to School
  The Back to School Bash on August 15th went very well. We extend our thanks to Garret Kill and the Clayton Fire Department for their support. The event had strong attendance and the Eggstronaut activity was a fun way to kick off the school year
• Golden Ticket Giveaway Update: To date, we have issued two new library cards as part of National Library Card Sign-Up Month. Additional promotion will continue next week with a newspaper advertisement and expanded online marketing efforts.
• Puzzle Club
  Puzzle Club, launched in August, has been well received. Based on strong participation, we expanded the puzzle selection for different ages and piece counts and transitioned the program from monthly to weekly. Water and packaged snacks continue to be provided.
• Computers

The current patron computers will soon be unusable, as they are too old to support the required network update. Adam’s Experts of Quincy will be visiting to provide a quote for three new patron computers and to assess staff computers for potential updates

• Afternoon Play Day
  Afternoon Play Day will be held on the last Wednesday of each month from 1–4 p.m. This program opens the children’s area for free play with big toys, sensory bins, and other engaging activities. It is designed for ages 0–5 and welcoming for homeschool families.
• Adult Art Day
  Join us on Thursday, October 3, from 1–4 p.m. for Adult Art Day. This activity is book bedazzling. We will provide gems, supplies, and a selection of books to decorate, though patrons are encouraged to bring a book of their own to personalize.
• Adult Side Furniture

ResourceOne Design Firm from Springfield, IL conducted a site visit on September 5. We are currently awaiting renderings with different furniture options and budget estimates.

Programs:

•  Storytime and After School Club continue to see steady attendance. In response to patron requests, After School Club has been moved from Fridays to Wednesdays

CLAYTON PUBLIC LIBRARY DISTRICT

BOARD OF TRUSTEES MEETING

July 15th, 6:00 pm 2025

The Clayton Public District Board of Trustees met on June 24, 2025, at 6 p.m. at the library.

Officers present were President Janet Rigg, Vice-President Vanessa Davis, Secretary Barbara Graff, and Treasurer Brenda Graff. Members present were Angie Edison and Suzanne Ryssman. The Library Director, Samantha Freed, was also present.

The secretary’s minutes were read and approved by Angie Edison and Suzanne Ryssman.
The treasurer's report was $53,907.01. The treasurer's report was approved by Suzanne Ryssman and Vanessa Davis.

Brenda Graff asked the board if Barbara Graff's name could be added to the checking and savings account. Suzanne Ryssman and Angie Edison approved.

Samantha would like to explore an outdoor space designed by a professional. The cost would be covered by a TFF grant.

Tonies figures have been added to circulation. Samantha plans to host a Tonies open house in July to launch and promote the devices.

Pete the Cat will be at the library on June 28th at 10 a.m.

Summer Storytime and Summer Reading are showing both good attendance and happy patrons. We will have two more weeks of the Summer Reading Program.

Summer Storytime is June 25 and July 9 at 10 a.m. July 10 will be our last Summer Reading Program.

Old Settlers: The library needs to have five volunteers for the children's games on August 9 from 11 a.m.

The Old Settlers parade float will be a jail cell. Board members will be “in jail,” and Samantha Freed and Marcie Staley will be the sheriffs.

Samantha asked the board if we could be closed on the Fourth of July through July 7.
Vanessa Davis and Angie Edison approved.

New members of the board will be Ashley Venvertloh and Travis Rigg. Vanessa Davis and Angie Edison approved.

Our next meeting will be at Jersey Mike’s in Mt. Sterling at 5 p.m.

Motion to adjourn the meeting was made by Suzanne Ryssman and Vanessa Davis.

Meeting adjourned. 

Respectfully Secretary Barbara Graff

Treasurer Notes:

Directors Notes:

Updates:

• Samantha would like to research a permanent physical structure instead of the removable option previously discussed. The cost could potentially be matched by a TFF grant.
• Tonies figures have been added to circulation. Samantha hosted a Tonies open house—while there were no attendees, two Tonie devices are currently checked out along with several figures.
• A new program, Puzzle Club, will begin in August. For this program, puzzles for various age groups will be set out on tables, and patrons will be invited to complete them at their leisure. Water and packaged snacks will be provided. Puzzle Club will be held on the first Tuesday of each month from 1–4 p.m.

Programs:

• Summer Storytime and Summer Reading were both a huge success in terms of attendance and patron satisfaction.
  Total – Summer Reading attendees: 58
  Total – Summer Storytime attendees: 122
• Back to School Bash – August 15th at 4 p.m.
  Featuring the Eggstronaut activity with the Clayton Fire Department and Adams County Sheriff's Department. We are looking for three volunteers for this event.
• Children’s programs will resume the week of August 19th:
  • Storytime – Wednesdays (9 a.m. or 10 a.m.)
  • After School Club – Fridays, 4–5 p.m.
  • Teen Time – Last Friday of the month, 4–5 p.m.
• Book Club will meet on August 20th at 2 p.m.
• Old Settlers – The library needs to provide a minimum of five adult volunteers for the children’s games on August 9th from 11 a.m. to 12 p.m.
• Old Settlers Parade – The current idea for the float is to build a “jail cell” on a flatbed, with a few board members inside. Marcie and Samantha will be stationed outside the cell as the sheriffs. We are looking for suggestions and assistance with constructing the float. Samantha’s current plan involves using panel fencing with plywood around the bottom.

 

CLAYTON PUBLIC LIBRARY DISTRICT

BOARD OF TRUSTEES MEETING

June 24th, 6:00 pm 2025

 

The Clayton Public Library District Board of Trustees met on May 20,25 at 6 p.m. at the Library. Officers present were President Janet Rigg, Vice President Vanessa Davis, Secretary Barbara Graff, Treasurer Brenda Graff. Others present were Charlotte Krueger and Library Director Samantha Freed. Absent were Angie Edison and Suzanne Ryssman.

The secretary’s report was read and approved by Vanessa Davis and Barbara Graff. 

Treasurer's report was $63,703.60. Barbara Graff first made the motion and Vanessa Davis seconded the motion to approve.

We talked about the Summer Reading program.  Samantha asked for volunteers, 

Samantha is adding Tonies audio device and figures to the Children Collection. These screen -free storytelling devices are designed for young listeners and will offer art engraving hands on way to enjoy audiobooks and music. 

Storytime graduation-We will have 5 children that will be graduating from Storytime and going to.

Kindergarten in the fall. We plan to have a Storytime graduation on July 9.

We have 2 high-school volunteers working this summer 

Samantha asked for volunteers on August 9th at   11 am 12 pm to help with children's games. 

Marcie Staley attended a conference held by.  She got educated on how to properly use the products that we get from the company.

Our next meeting will be on June 24 at 6 p.m. Samantha will not be able to attend the regular meeting.

Meeting adjourned. 

Respectfully Secretary Barbara Graff

 

Treasures Notes:

 

Directors Notes:

Updates:

·       Samantha would like to research a permeant physical structure instead of a removeable option previously discussed. The cost could be matched by a TFF grant.

·       Tonies figures have been added to circulation. Samantha plans to host a Tonies open house in July to launch and promote the devices.

Programs:

·       Saturday June 28th at 10 am we will have Pete the Cat Storytime

·       Summer Storytime and Summer Reading are showing both good attendance and happy patrons. We still have two more weeks of summer programs

- Summer Storytime June 25th and July 9th at 10 am

-Summer Reading Program June 26th Quincy Children’s Museum at 1:30 pm and July 10th Old Settlers Day at 1:00 pm.

·       Volunteers needed for July 9th and July 10th – Preferably two board members on July 9th and three board members on July 10th. While we have two teen volunteers it is imperative that we have adults available to assist in setting up and clean up.

Old Settlers- The library needs to provide a minimum of 5 adult volunteers for the children’s games on August 9th from 11 am to 12 pm.

Old Settlers Parade- The Current idea for the float is to have a “jail cell” built on a flat bed with a few board members inside. Marcie and Samantha will be on the outside of the jail cell as the sheriffs. Looking for suggestions and aid for constructing the jail cell.

Fourth of July- Samantha would like to be closed on July 3rd in addition to July 4th.  We would move our open Saturday to July 12th instead of the 5th  in order to allow staff to enjoy the holiday and still meet the needs of the community.

CLAYTON PUBLIC LIBRARY DISTRICT

BOARD OF TRUSTEES MEETING

April 15h, 2025 @ 6:00PM

The Clayton Public Library District Board of Trustees met on March 18, 2025 at 6 p.m. at Clayton Library at 6 p.m. Officers present were President Janet Rigg, Vice President Vanessa Davis, Secretary Barbara Graff and Treasurer Brenda Graff. Other board members present were Becky Barlow and Angie Edison. Members absent were Charlotte Krueger . and Suzanne Ryssman. Also present was Library Director Samatha Freed 

The motion to approve the treasurer report was made  by Vanessa Davis and seconded by Angie Edison.

Library Updates:

Circulation desk - Dale Kill has completed some work and will finish other soon

All shelving donated by Brown County Library has been installed and securely mounted to the walls

The History Room has been painted and is ready for decor.

Samantha will coordinate with Burnett’s Plumbing to access the extra bathroom on the east side for Storytime.

Endcap displays scheduled for installation next week.

Samantha will research contractors to mount posts for sun shade for outdoor programming during the summer.

Extra lighting will be needed in hallway and by Inspiration Fiction sections because of new arrangement with shelving

Kropp’s will be power washing building

Programs:

Adult Art Day-The DIY tea cup planter activity was a success. We had six participants who enjoyed the project.

After School Club-Only two sessions left. This program has been a great addition to our children’s activities, and we are hoping that Stephanie will continue collaborating with us next year.

Bound Together Book Club-Attendance has significantly improved, with a steady group of returning and new members.

Summer Storytime-Sessions will be June 6, June 11, June 25 and July 9. Each day will be an important day. June 6 will be animal day, June 12 will be Larry the Magician, June 26 will be Military Recruits and July 10 Mini Old Settlers Day.

Our next meeting will be April 15 at 6 p.m. Meeting was adjourned Becky Barlow first the motion and Vanessa Davis seconded the motion

Respectfully submitted Barbara Graff, Secretary

Treasures Notes:

Directors Notes:

Updates:

• Endcap displays have been installed, replacing the bookcases between the back pillars. This creates a more open layout and extra space for adult programs.
• Samantha will research contractors to install posts for a sunshade to support outdoor programming this summer.
• Additional lighting is needed in the hallway and near the Inspiration Fiction section due to the new shelving arrangement.
• Kropp’s will complete power washing, window cleaning, and gutter maintenance by the end of April.
• We plan to relocate Junior Graphic Novels to the Young Adult Room. This shift will create much-needed space in the Children’s Room, allowing for expanded shelving and better organization.
• We are also adding a selection of Adult Graphic Novels, expanding our offerings for readers of all ages. Both Junior and Adult Graphic Novels will be located within the Young Adult room along the west wall.

Programs:

• Seed Swap was a success, sparking great conversation. Thanks to donations, a free seed table will remain available for ongoing patron use.
• Saturday Play Day saw new attendees. If scheduling allows, we’d like to offer this once a month as a weekend community activity.
• Summer Reading Program: will be held on June 6, June 12, June 26, and July 10. Themes include Animal Day, Larry the Magician, Military Recruits, and Mini Old Settlers Day.
• Volunteers: We currently have two high school volunteers for summer programming. We'd like to recruit two more.
• We’re also requesting two board members to assist on June 12 (Tie-Dye Spray Paint) and July 10 (Mini Old Settlers Day finale).

 

The Clayton Public Library District Board of Trustees met on March 18, 2025 at 6 p.m. at Clayton Library at 6 p.m. Officers present were President Janet Rigg, Vice President Vanessa Davis, Secretary Barbara Graff and Treasurer Brenda Graff. Other board members present were Becky Barlow and Angie Edison. Members absent were Charlotte Krueger . and Suzanne Ryssman. Also present was Library Director Samatha Freed 

The motion to approve the treasurer report was made  by Vanessa Davis and seconded by Angie Edison.

Library Updates:

Circulation desk - Dale Kill has completed some work and will finish other soon

All shelving donated by Brown County Library has been installed and securely mounted to the walls

The History Room has been painted and is ready for decor.

Samantha will coordinate with Burnett’s Plumbing to access the extra bathroom on the east side for storytime.

Endcap displays scheduled for installation next week.

Samantha will research contractors to mount posts for sun shade for outdoor programming during the summer.

Extra lighting will be needed in hallway and by Inspiration Fiction sections because of new arrangement with shelving

Kropp’s will be power washing building

Programs:

Adult Art Day-The DIY tea cup planter activity was a success. We had six participants who enjoyed the project.

After School Club-Only two sessions left. This program has been a great addition to our children’s activities, and we are hoping that Stephanie will continue collaborating with us next year.

Bound Together Book Club-Attendance has significantly improved, with a steady group  of returning and new members.

Summer Storytime-Sessions will be June 6, June 11,June 25 and July 9. Each day will be an important day. June 6 will be animal day, June 12 will be the Larry the Magician, June 26 will be Military Recruits and July 10 Mini Old Settlers Day.

Our next meeting will be April 15 at 6 p.m. Meeting was adjourned Becky Barlow first the motion and Vanessa Davis seconded the motion

Respectfully submitted Barbara Graff, Secretary

Clayton Public Library District
Board of Trustees Meeting Minutes
February 18, 2025 – 6:00 p.m.

The Clayton Public Library District Board of Trustees met on February 18, 2025, at 6:00 p.m. at the Clayton Library. Officers present included President Janet Rigg, Vice President Vanessa Davis, Treasurer Brenda Graff, and Secretary Barbara Graff. Members present were Becky Barlow and Angie Edison. Library Director Samantha Freed and Assistant Librarian Marcie Staley were also in attendance. Charlotte Krueger was absent.

The roll call included a brief discussion on what each member enjoyed most about Valentine’s Day.

Reports

The Secretary’s and Treasurer’s reports were read and approved.

Library Updates

• The library currently has 15 users on Hoopla. Patrons are encouraged to check it out.
• Lisa Ebbing recently painted the history room. The history room committee will begin decorating further after the book sale.
• The former Storytime closet has been repurposed as the Young Adult section. 

New Business

• The annual book sale will take place from February 25 to February 28. All books will be sold for 50 cents. Clayton Library tote bags will be available for purchase to carry books.
• The library will be replacing bookcases in the Adult section with shelving from the Brown County Library. Samantha will notify the board when assistance is needed for this project.
• Brown County Library has also donated its circulation desk to Clayton Library, which will be a significant improvement.
• The Summer Reading Program theme will be "Saddle Up and Read." Samantha plans to conclude the program with a Mini Old Settlers Day celebration.
• Birth to Five and WCC will host a Storytime and informational meeting at the library.

Adjournment

The next board meeting is scheduled for Tuesday, March 18, 2025.

Angie Edison made a motion to adjourn the meeting, which was seconded by Suzanne Ryssman. The motion carried.

Respectfully submitted,
Barbara Graff, Secretary

 

-

January 2025

The Clayton Public Library District Board of Trustees met on January 21, 2025, at 5:30 p.m. at Becky Barlow’s residence. Officers present included President Janet Rigg, Vice-President Vanessa Davis, Treasurer Brenda Graff, and Secretary Barbara Graff. Members in attendance were Becky Barlow, Charlotte Krueger, Angie Edison, Library Director Samantha Freed, and Assistant Librarian Marcie Staley. Suzanne Rossyman was absent.

The Secretary’s and Treasurer’s reports were read and accepted. A motion to accept the Ordinance No. 4 report as read was made by Becky Barlow and seconded by Angie Edison, which was approved by the board. The board also approved hiring Mavis Lantz to manage payroll and payroll tax services at a rate of $100 per month. This motion was initiated by Charlotte Krueger and seconded by Becky Barlow.

The Director discussed plans for the removal of two double-sided wooden bookshelves currently displaying books. These shelves will be stored in the storytime room closet to free up the space, which may be repurposed for a different book section adjacent to the Juvenile Fiction collection. New books will be displayed on slat wall end caps of existing bookcases once slat walls are delivered and installed. The township has requested a 60-day extension for the removal of their items. No updates were available regarding the painting of the History Room.

 A meeting about the Hoopla website is scheduled for Thursday, January 23, and patrons will have excess starting the week of January 28th. The library’s first Adult Art Day will take place on February 7 at 2:00 p.m., during which attendees will create Valentine’s Day cards. Additionally, the Director had preliminary discussions about the Summer Reading Program theme and possible date ranges. 

The board approved a $50 memorial donation for Fritzie Harper, with the motion made by Barbara Graff and seconded by Becky Barlow. At 8:20 p.m., the board entered a closed session and returned to the regular meeting at 8:53 p.m. During the closed session, it was decided that part-time employees would receive an hourly wage of $16.00 after completing a six-month probationary period. The board also approved a $400 clothing allowance for three employees for the 2025 calendar year. This motion was initiated by Barbara Graff and seconded by Charlotte Krueger. 

The meeting was adjourned following a motion by Becky Barlow, seconded by Angie Edison. The next board meeting is scheduled for February 18, 2025, at the Clayton Public Library.