Board Meeting Minutes

OLNEY PUBLIC LIBRARY

BOARD OF TRUSTEES MEETING

December 8, 2020

    1. Call to Order – Roll Call
      The monthly meeting of the Olney Public Library Board of Trustees was called to order by President Julia Eichhorst, December 8, 2020 at 5:30pm.
      Present – Board members present included Julia Eichhorst, Julie Hill, Crystal Trout, David Abell, Brandan Michels, and Michelle Simpson
      Absent – Board members absent included Beverly Loomis and Chelsea Rude
      Others Present – Brittany Bass, Library Director, Lisa Boehl, Bookkeeper
    2. Recognition of Visitors and Public Comments–N/A
    3. Secretary’s Report and Approval of Previous Minutes
      The minutes of the November 10 meeting were reviewed. Julie Hill made a motion to approve the minutes. David Abell seconded the motion. Measure carried.
    4. Treasurer’s Report & Approval of Bills PayableThe November 2020, treasurer report was reviewed. Julie Hill made a motion to approve the report. Brandan Michels seconded the motion. Measure carried. November payables were presented and one additional check was added for $15,000 to the City of Olney to assist them in paying down their IMRF. Michelle Simpson made a motion to approve the payables and additional payment. David Abell seconded the motion. Measure carried.

      Julie Hill made a motion to open the budget to add a $4500 Back to Books Grant as a new revenue line item and to increase the books expense budget by $4500; and to increase the building remodel expense line by $16,500 for the new flooring which is being laid by Racklins. Crystal Trout seconded the motion. Measure carried. It was noted that nothing will be indicated on the revenue line for the remodel as it will be taken from prior year’s building and maintenance revenue.

    5. Committee Reports
      Finance Committee –No report
      Personnel Committee –Has begun the process of the director’s evaluation. Brittany will present her self-review and goals at the January meeting.
      Policy/Bylaws Committee -No report
      Building/Grounds Committee – No report
      Public Relations/Marketing Committee -No Report
      Technology Committee -No report
      Planning Committee -Should meet to review the 5-year plan.
    6. Friends of the Library–The Friends of the Library will likely be disbanding in the spring, and has asked the library for a wish list for the existing available funds.
    7. Librarian’s Report – Brittany presented a thorough written report to the board of directors.The board discussed the current status of the library’s closure situation. Brittany indicated that curbside pickup is available, that patrons are being allowed in on an individual basis to perform necessary function such as faxing, using computers, etc., and that tutors are being allowed to use the conference room but are social distancing. It was decided to continue with the current status until the next board meeting or until the governor changes the phase. Library employees are still working on various organizing and maintenance activities.

      Brittany has submitted the per capita grant application for 2021.

    8. Correspondence/Communication/Public Relations – N/A
    9. Old Business
      Signature cards were signed for FNB for the current accounts.
    10. New BusinessSewer Line Repairs – Julie, Julia and Brittany met with Jeff and Allen on November 24th. The city has agreed to pay for all materials needed including the pipe, sand, etc. They also agreed that the city would patch and fix Main Street without any cost to the library. All city fees will be waived. The library will be responsible for all labor of the plumber that does the work. Brittany has three plumbers currently preparing quotes for the repair and will present them at the next meeting. A key component of the work will be to investigate what has caused the issue to insure that the library is in fact responsible for the repair.

      The board reviewed the trustee calendar that is a part of the policy manual. It was agreed that the staff evaluation review should be moved to December so that the trustees were aware of staff performance before discussing compensation for the following fiscal year.

    11. Executive Session – N/A
    12. Adjournment – Brandan Michels made a motion to adjourn. David Abell seconded the motion. Meeting was adjourned at 6:34 pm.

Minutes submitted by Crystal Trout