OLNEY PUBLIC LIBRARY

BOARD OF TRUSTEES MEETING

March 12, 2024

• • • Call to Order – Roll Call
      The monthly meeting of the Olney Public Library Board of Trustees was called to order by Vice President Rachel Kinkade March 12, 2024 at 5:32 pm.
      Present – Board members present included Julia Eichhorst, Rachel Kinkade, Andrea Puckett, Crystal Trout, David Abell, Denyse Eagleson, Amy Keck, Derek Mason
      Absent – Linn Wells
      Others Present – Logan Braddock, Director and Janilyn Travis, Bookkeeper
    • Recognition of Visitors and Public Comments – N/A
    • Secretary’s Report and Approval of Previous Minutes
      The minutes of the February 13 meeting were reviewed. David Abell made a motion to approve the minutes. Denyse Eagleson seconded the motion. Measure carried.
    • Treasurer’s Report & Approval of Bills Payable
      • The February 2024 financial reports were reviewed. Crystal Trout made a motion to approve the financials. Derek Mason seconded the motion. Measure carried.
      • David Abell made a motion to approve the February bills payable. Amy Keck seconded the motion. Measure carried.
    • Committee Reports
      Finance Committee – Andrea Puckett presented the 2024-25 budget with minor changes from the budget voted on at the February meeting. David Abell made a motion to approve the budget as revised. Derek Mason seconded the motion. Measure carried.
      Personnel Committee – No report
      Policy/Bylaws Committee – No report
      Building/Grounds/Technology Committee–No report
      Public Relations/Marketing Committee–No report
      Technology Committee-No report
      Planning Committee-No report
    • Librarian’s Report
      • Logan presented a written report and schedule for the library usage.
      • Upcoming programming/visitors includes: Rob Mason, Oba Williams King, and Colleen Venables. The library is celebrating the eclipse with the Rob Mason visit and make and takes for kids.
      • Recent programming includes a visit by Jamie Poorman, a watercolor painting class and tomorrow’s Lego club.
      • Logan has completed the erate form for the 2024 year.
    • Correspondence/Communication/Public Relations – N/A.
    • Old Business
      • Library Cards for Educators – It was decided not to include teachers in the library’s agreement with local schools. It would be difficult to determine who would qualify for the free cards.
    • New Business
      • Chapter 2 of Serving-Our-Public Standards – Logan suggested that when our policy team meets, we consider updating a bit of wording in the policy to reflect suggestions of the Governance and Administration chapter.
    • Executive Session – N/A
    • Adjournment – David Abell made a motion to adjourn. Derek Mason seconded the motion. Meeting was adjourned at 6:26 pm.

Minutes submitted by Crystal Trout.

OLNEY PUBLIC LIBRARY

BOARD OF TRUSTEES MEETING

February 13, 2024

• • • Call to Order – Roll Call
      The monthly meeting of the Olney Public Library Board of Trustees was called to order by President Julia Eichhorst February 13, 2024 at 5:33 pm.
      Present – Board members present included Julia Eichhorst, Andrea Puckett, Crystal Trout, David Abell, Denyse Eagleson, Derek Mason, Linn Wells
      Absent – Rachel Kinkade, Amy Keck
      Others Present – Logan Braddock, Director
    • Recognition of Visitors and Public Comments – N/A
    • Secretary’s Report and Approval of Previous Minutes
      The minutes of the January 9 meeting were reviewed. Linn Wells made a motion to approve the minutes. Denyse Eagleson seconded the motion. Measure carried.
    • Treasurer’s Report & Approval of Bills Payable
      • The January 2024 financial reports were reviewed. Crystal Trout made a motion to approve the financials. David Abell seconded the motion. Measure carried.
      • Andrea Puckett made a motion to approve the January bills payable. Derek Mason seconded the motion. Measure carried.
    • Committee Reports
      Finance Committee – No report
      Personnel Committee – No report
      Policy/Bylaws Committee – No report
      Building/Grounds/Technology Committee–No report
      Public Relations/Marketing Committee–No report
      Technology Committee-No report
      Planning Committee-No report
    • Librarian’s Report
      • Logan presented a written report and schedule for the library usage.
      • Notably, the Per Capita Grant has been filed and OPL has been re-certified for 2024.
      • The library participated in the recent Chocolate Tour and is planning a program by Jamie Poorman on February 22.
    • Correspondence/Communication/Public Relations – N/A.
    • Old Business
      • Author Talks- Logan presented two options that he had found for author visits. The board suggested he pursue a visit by Colleen Venables at a cost of $3500.
    • New Business
      • Draft budget – Andrea Puckett presented the board with a draft budget for 2024-2025 including proposed salary/pay increases for the period. David Abell made a motion to accept the budget with minor changes to the proposed pay scales. Andrea Puckett seconded the motion. Measure carried. The budget will be presented to the City of Olney. There were some questions regarding utilities bills from the City of Olney. Julia is going to look into the matter further and report back to the trustees.
      • PLAW Policy – Logan presented a solution for the new part-time employee time off benefits. The plan will be to prorate the hours and give them to the employees on January 1. Logan provided a written change to be added to the personnel policies. David Abell made a motion to accept the plan and add the information to the personnel manual. Derek Mason seconded the motion. Measure carried.
      • Library Cards for Educators – The trustees discussed including licensed teachers and administrators in the library’s agreements with the local schools. The issue is tabled until March.
      • Chapter 1 of Serving-Our-Public Standards – The public standards were reviewed and discussed.
    • Executive Session – N/A
    • Adjournment – Meeting was adjourned at 6:30 pm.

Minutes submitted by Crystal Trout.

OLNEY PUBLIC LIBRARY

BOARD OF TRUSTEES MEETING

JANUARY 9, 2024

• • • Call to Order – Roll Call
      The monthly meeting of the Olney Public Library Board of Trustees was called to order by President Julia Eichorst January 9, 2024 at 5:36 p.m. New trustee Derek Mason was welcomed.
      Present – Board members present included Julia Eichorst, Rachel Kinkade, Andrea Puckett, David Abell, Denyse Eagleson, Amy Keck, Linn Wells, Derek Mason
      Absent – Crystal Trout
      Others Present – Logan Braddock, Director and Janilyn Travis, Bookkeeper
    • Recognition of Visitors and Public Comments – N/A
    • Secretary’s Report and Approval of Previous Minutes
      The minutes of the December 12 meeting were reviewed. David Abell made a motion to approve the minutes. Rachel KInkade seconded the motion. Measure carried.
    • Treasurer’s Report & Approval of Bills Payable
      • December 2023 financial reports were reviewed. David Abell made a motion to approve the financials and the bills payable. Amy Keck seconded the motion. Measure carried.
      • Director Logan Braddock discussed being audited by E-Rate for fiscal year 2022.
        Records and/or documents of bids were not left by the previous librarian. Therefore, OPL will be charged a fine of $2,880. $2,000 from the Ameren Grant, in addition to budget monies from the Miscellaneous and Office Supply accounts will be used for this fee. David Abell made a motion to approve the allocation of these funds for this expense, Linn Well seconded. Measure carried.
      • Andrea Puckett stated that the process of budgeting for the upcoming fiscal year will be starting soon.
    • Committee Reports
      Finance Committee – No report
      Personnel Committee – No report
      Policy/Bylaws Committee – No report
      Building/Grounds/Technology Committee–No report
      Public Relations/Marketing Committee–No report
      Technology Committee-No report
      Planning Committee-No report
    • Librarian’s Report
      • Logan presented a written report and schedule for the library usage.
      • He stated that the Per Capita Grant and Expenditures Report are completed.
      • Received $2,000 grant from Ameren – Love Your Library
      • Received $2,000 individual donation to be used for book purchases
      • Received $1,000 from the Carrie Winter’s Trust
      • Discussion of art classes to be offered in March per suggestion of patrons- library to cover the cost and will limit to 25 people.
      • Lawyer in the Library going well, and scheduling going smoothly. Logan stated he calls those with appointments on the day of the scheduled meeting.
    • Correspondence/Communication/Public Relations – N/A.
    • Old Business – N/A
    • New Business
      • Discussion of visiting authors for the spring, both adult and children’s.
      • Chapter 13 – Marketing from Standards for Illinois Public Libraries was reviewed. Discussion of yearly walkthrough of the library with trustees. Also discussed Trustees and librarian visiting other libraries.
    • Executive Session – N/A
    • Adjournment – Amy Keck made a motion to adjourn the meeting. Derek Mason seconded the motion. Measure carried. Meeting was adjourned at approximately 6:15.

OLNEY PUBLIC LIBRARY

BOARD OF TRUSTEES MEETING

December 12, 2023

• • • 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 12, 2023 at 5:33 pm.
      Present – Board members present included Julia Eichhorst, Rachel Kinkade, Andrea Puckett, Crystal Trout, David Abell, Denyse Eagleson, Amy Keck, Linn Wells
      Absent – N/A
      Others Present – Logan Braddock, Director and Janilyn Travis, Bookkeeper
    • Recognition of Visitors and Public Comments – N/A
    • Secretary’s Report and Approval of Previous Minutes
      The minutes of the November 14 meeting were reviewed. David Abell made a motion to approve the minutes. Amy Keck seconded the motion. Measure carried.
    • Treasurer’s Report & Approval of Bills Payable
      • The November 2023 financial reports were reviewed. Crystal Trout made a motion to approve the financials and the bills payable. David Abell seconded the motion. Measure carried.
      • Amy Keck made a motion to approve the tax levy for the 2024-2025 year. Denyse Eagleson seconded the motion. Measure carried.
      • David Abell made a motion to open the budget to add the Philip Crackel donation for children’s books to both the revenue and expense for $600, and to move $17,400 from the special reserve building fund to building and maintenance for the HVAC system that was purchased. Linn Wells seconded the motion. Measure carried.
    • Committee Reports
      Finance Committee – No report
      Personnel Committee – The personnel committee met with Logan on December 11 to review his compiled evaluation from the trustees. The evaluation graded Logan very well and the board appreciates Logan’s service to the library.
      Policy/Bylaws Committee – No report
      Building/Grounds/Technology Committee–No report
      Public Relations/Marketing Committee–No report
      Technology Committee-No report
      Planning Committee-No report
    • Librarian’s Report
      • Logan presented a written report and schedule for the library usage.
      • Logan is working on the Per Capita Grant application which is due in January.
      • The sign policy was finalized and will be added to the library policy manual.
    • Correspondence/Communication/Public Relations – N/A.
    • Old Business
      • The key to the lockbox still has not been found. Julia is going to pursue having the box opened with First National Bank.
    • New Business
      • Board Vacancy – Brandan Michels has resigned from the board.
      • Chapter 12 from Serving our Public was reviewed. Logan indicated that he is hoping to have technology classes in the library next year to help improve our services and that the library needs to begin reviewing our internet policy annually.
    • Executive Session – N/A
    • Adjournment – Rachel Kinkade made a motion to adjourn the meeting. Andrea Puckett seconded the motion. Measure carried. Meeting was adjourned at 6:07 pm. Staff and trustee holiday party followed the meeting.

Minutes submitted by Crystal Trout.

OLNEY PUBLIC LIBRARY

BOARD OF TRUSTEES MEETING

November 14, 2023

• • • Call to Order – Roll Call
      The monthly meeting of the Olney Public Library Board of Trustees was called to order by President Julia Eichhorst November 14, 2023 at 5:32 pm.
      Present – Board members present included Julia Eichhorst, Crystal Trout, David Abell, Amy Keck, Brandan Michels, Andrea Puckett, Linn Wells
      Absent – Denyse Eagleson, Rachel Kinkade
      Others Present – Logan Braddock, Director
    • Recognition of Visitors and Public Comments – N/A
    • Secretary’s Report and Approval of Previous Minutes
      The minutes of the October meeting were reviewed. David Abell made a motion to approve the minutes. Andrea Puckett seconded the motion. Measure carried.
    • Treasurer’s Report & Approval of Bills Payable
      • The October 2023 financial reports were reviewed. Crystal Trout made a motion to approve the financials. Amy Keck seconded the motion. Measure carried.
      • Brandan Michels made a motion to approve the bills payable with the addition of an invoice from Enews Networks for $97.00. David Abell seconded the motion. Measure carried.
    • Committee Reports
      Finance Committee – No report
      Personnel Committee – Logan presented his self evaluation to the board. The board will prepare their evaluations and the totals will be presented to Logan in December.
      Policy/Bylaws Committee – No report
      Building/Grounds/Technology Committee–No report
      Public Relations/Marketing Committee–No report
      Technology Committee-No report
      Planning Committee-No report
    • Librarian’s Report
      • Logan presented a written report and schedule for the library usage.
      • The board discussed closures for the Christmas and New Year holidays.
    • Correspondence/Communication/Public Relations – N/A.
    • Old Business
      • Election of Vice President – Rachel Kinkade has agreed to serve as Vice President of the Board. The board agreed unanimously for the role to be filled by Rachel.
      • Electronic Sign Policy – Logan presented a written sign policy for the trustees to review. A small addition was suggested. The trustees will vote to add the policy to the library policies at the December meeting.
    • New Business
      • Staff bonuses – Amy Keck made a motion to provide holiday bonuses to library employees to be given at the 1st pay period in December. Brandan Michels seconded the motion. Measure carried.
      • Holiday Lights – Two quotes for lights were presented. Crystal Trout made a motion to use Puckett at a cost of $800. Brandan Michels seconded the motion. Measure carried.
    • Executive Session – N/A
    • Adjournment – Andrea Puckett made a motion to adjourn the meeting. Amy Keck seconded the motion. Measure carried. Meeting was adjourned at 6:48 pm.

Minutes submitted by Crystal Trout.

OLNEY PUBLIC LIBRARY

BOARD OF TRUSTEES MEETING

October 10, 2023

• • • Call to Order – Roll Call
      The monthly meeting of the Olney Public Library Board of Trustees was called to order by President Julia Eichhorst October 10, 2023 at 5:32 pm.
      Present – Board members present included Julia Eichhorst, Crystal Trout, David Abell, Denyse Eagleson, Amy Keck, Rachel Kinkade, Brandan Michels, Andrea Puckett
      Absent – N/A
      Others Present – Logan Braddock, Director, Janilyn Travis, Bookkeeper
    • Recognition of Visitors and Public Comments – N/A
    • Secretary’s Report and Approval of Previous Minutes
      The minutes of the September 12 meeting were reviewed. It was noted that the meeting adjourned at 6:29, not 5:29 as presented. David Abell made a motion to approve the minutes with the adjournment time change. Rachel Kinkade seconded the motion. Measure carried.
    • Treasurer’s Report & Approval of Bills Payable
      • The September 2023 financial reports were reviewed. Amy Keck made a motion to approve the financials. Crystal Trout seconded the motion. Measure carried.
      • Brandan Michels made a motion to approve the bills payable as presented. Denyse Eagleson seconded the motion. Measure carried.
    • Committee Reports
      Finance Committee – No report
      Personnel Committee –No report
      Policy/Bylaws Committee – Committee met on September 18. David Abell, Rachel Kinkade, Julia Eichhorst and Logan were present. The committee discussed the new paid leave policy for part time employees that is being implemented by state of IL, effective Jan 1. (More information in new business.)
      Building/Grounds/Technology Committee–No report
      Public Relations/Marketing Committee–No report
      Technology Committee-No report
      Planning Committee-No report
    • Librarian’s Report
      • Logan presented a written report and schedule for the library usage.
    • Correspondence/Communication/Public Relations – N/A.
    • Old Business
      • Board Vacancy – It was noted that the IL Library Board policy is for trustees to be selected from the library supporting tax base, so no policy changes will be made regarding allowing trustees from outside city limits. Julia has been given the name of a local business person interested in serving as a trustee. She will follow up with her.
      • A/C Replacement – Logan reviewed additional quotes for the replacement of bad A/C units. The trustees have been presented with quotes from Read’s, Schultz and Hinterscher. Brandan Michaels made a motion to accept a quote from Hinterscher to replace two heating and A/C units at a total cost of $17,400 with funds from Building and Maintenance reserve. Crystal Trout seconded the motion. Measure carried.
    • New Business
      • Safety Deposit Box – OPL has a box at First National Bank and at this time, the keys are missing. The cost is $185 to have the lock drilled out. Julia is going to follow up with FNB regarding the opening of the box.
      • Election of V.P. – tabled until the November meeting.
      • Paid leave for all workers policy – The trustees reviewed the information proposed by the policy committee. It was decided that our part time workers’ leave will be calculated by calendar year and that the hours would be given in a front loaded manner. The policy committee will re-write the policy manual and present it at the November meeting for approval. Meanwhile, Logan is going to discuss the program with the part time employees.
      • Electronic Sign Policy – Logan is going to propose a written policy at the next meeting for use/advertising of local events on the library’s electronic sign.
      • Chapter 10 of the ILS was reviewed regarding programming.
    • Executive Session – N/A
    • Adjournment – Andrea Puckett made a motion to adjourn the meeting. Amy Keck seconded the motion. Measure carried. Meeting was adjourned at 6:48 pm.

Minutes submitted by Crystal Trout.