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.

OLNEY PUBLIC LIBRARY

BOARD OF TRUSTEES MEETING

September 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 September 12, 2023 at 5:30pm.
      Present – Board members present included Julia Eichhorst, Crystal Trout, David Abell, Denyse Eagleson, Amy Keck, Rachel Kinkade, Brandan Michels
      Absent – N/A
      Others Present – Logan Braddock, Director, Janilyn Travis, Bookkeeper
    • Recognition of Visitors and Public Comments – Attending the meeting was Andrea Puckett, who is joining the board, but has not been officially appointed by Mayor Lambird.
    • Secretary’s Report and Approval of Previous Minutes
      The minutes of the August 8 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
      • The August 2023 financial reports were reviewed. Brandan Michels made a motion to approve the financials. Amy Keck seconded the motion. Measure carried.
      • Crystal Trout made a motion to approve the bills payable as presented. David Abell seconded the motion. Measure carried.
    • Committee Reports
      Finance Committee – No report
      Personnel Committee –No report
      Policy/Bylaws Committee–No report
      Building/Grounds/Technology Committee–A report was given from a meeting held on 8/29. Present at the meeting were David Abell, Brandan Michels, Julia Eichhorst and Logan Braddock. The committee reviewed all ongoing costs of technology and subscriptions that are paid monthly. Logan reported that Maker Space items are being purchased from last fall’s Carrie Winter’s Grant, and that they will be used initially for Maker Space events. The group discussed the current condition of the library’s air conditioning units.
      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 – A letter was received from CWM Company advising that there is work being done at 300 W Main Street on contaminated soil and that we should be aware of the situation if planning any water placement.
    • Old Business
      • Board Vacancy – The vacancy of Julie Hill was discussed as well as the need to elect a new board Vice President. The board discussed whether a policy change should be made to allow board members from outside the city limits. The policy committee is going to review the current policy and make suggestions at the next meeting.
      • Light Fixtures – Logan presented multiple quotes for our lighting issues at the library. It was decided to table the issue until we had decided how to proceed with the air conditioning situation.
    • New Business
      • Chapter 9 of the ILS was reviewed. Logan brought to the attention of the trustees that all reference materials at the library had been weeded. This was a concern for Logan, and he is going to collect data to see what materials might be needed.
      • Logan provided several quotes for replacing A/C Units and defective compressors in units. Quotes were received from Read’s, Schultz and Scott Hinterscher. Three of the current units were installed when the building was built, and two stopped working in the last month. One was repaired by Schultz. The committee asked Logan to get additional information from Scott Hinterscher for the next meeting.
      • Lawyer in the Library Program – A report was given from the meeting held regarding the program. It was the recommendation of those present that we participate in the program. David Abell made a motion to participate in the program. Brandan Michels seconded the motion. Measure carried.
    • Executive Session – N/A
    • Adjournment – Amy Keck made a motion to adjourn the meeting. Denyse Eagleson seconded the motion. Measure carried. Meeting was adjourned at 6:29 pm.

Minutes submitted by Crystal Trout.

OLNEY PUBLIC LIBRARY

BOARD OF TRUSTEES MEETING

August 8, 202

• • • Call to Order – Roll Call
      The monthly meeting of the Olney Public Library Board of Trustees was called to order by President Julia Eichhorst August 8, 2023 at 5:32pm.
      Present – Board members present included Julia Eichhorst, Crystal Trout, Denyse Eagleson, Amy Keck, Rachel Kinkade, Brandan Michels, Chelsea Rude
      Absent – David Abell
      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 July 11, meeting were reviewed. Brandan Michels made a motion to approve the minutes. Chelsea Rude seconded the motion. Measure carried.
    • Treasurer’s Report & Approval of Bills Payable
      • The July 2023 financial reports were reviewed. Chelsea Rude made a motion to approve the financials. Brandan Michels seconded the motion. Measure carried. Crystal Trout made a motion to approve the bills payable as presented. Amy Keck seconded the motion. Measure carried.
      • Chelsea Rude made a motion to open the budget to accept the $4000 Carrie Winters Spring Grant and to put the expense into the Carrie Winters Spring Grant Account. Brandan Michels seconded the motion. Measure carried.
    • Committee Reports
      Finance Committee – No report
      Personnel Committee –No report
      Policy/Bylaws Committee–No report
      Building/Grounds 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 noted that Olney Arts Council is planning an exhibit of a local artist in the library in September and that a meet the author event will be held.
      • Logan also reported that Judge Melissa Morgan is interested in helping to begin a grant based lawyer in the library program in Olney. Logan is going to meet with her about the program.
    • Correspondence/Communication/Public Relations – Julie Hill had contacted all trustees resigning from the board effective immediately on 8/3/23.
    • Old Business – N/A
    • New Business
      • Chapter 8 of the ILS was reviewed with the topic of collection management. No action needed.
      • Logan proposed inter-governmental agreements with the RCCU1 schools, St. Joe and Full Armor School. Chelsea Rude made a motion to continue with the programs. Denise Eagleson seconded the motion. Measure carried.
      • Logan reported that the summer reading program had now ended. The Silly Safari event was the most popular event with over 100 in attendance. The average per event was 40-50 participants.
      • Board vacancy – In addition to the resignation of Julie Hill, Chelsea Rude indicated that this meeting would be her last. The board discussed replacement options for the two trustees and changes to sub-committee assignments.
      • The trustees discussed the current requirement of library trustees to be residents of Olney. No action was taken.
    • Executive Session – N/A
    • Adjournment – Chelsea Rude made a motion to adjourn the meeting. Rachel Kincade seconded the motion. Measure carried. Meeting was adjourned at 6:35 pm.

Minutes submitted by Crystal Trout.

OLNEY PUBLIC LIBRARY

BOARD OF TRUSTEES MEETING

June 13, 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 July 11, 2023 at 5:36pm.
      Present – Board members present included Julia Eichhorst, Crystal Trout, David Abell, Denyse Eagleson, Amy Keck, Rachel Kinkade, Brandan Michels
      Absent – Julie Hill, Chelsea Rude
      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 June 13, 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
      The June 2023 financial reports were reviewed. David Abell made a motion to approve the financials and bills payable. Brandan Michels seconded the motion. Measure carried.
    • Committee Reports
      Finance Committee – No report
      Personnel Committee –No report
      Policy/Bylaws Committee–No report
      Building/Grounds 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 IPLAR grant has been submitted and the summer reading program has its final meeting next week. Overall the summer program has been successful and well attended.
      • Logan said he is still waiting for a second quote on the light project for the library.
    • Correspondence/Communication/Public Relations – N/A
    • Old Business – N/A
    • New Business
      • Chapter 7 of the ILS was reviewed with the topic of collection management. No action needed.
    • Executive Session – N/A
    • Adjournment – Amy Keck made a motion to adjourn the meeting. Brandan Michels seconded the motion. Measure carried. Meeting was adjourned at 6:02 pm.

Minutes submitted by Crystal Trout.

OLNEY PUBLIC LIBRARY

BOARD OF TRUSTEES MEETING

June 13, 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 June 13, 2023 at 5:30pm.
      Present – Board members present present included Julia Eichhorst, Julie Hill, Chelsea Rude, Crystal Trout, Denyse Eagleson, Amy Keck, Rachel Kinkade
      Absent – David Abell, Brandan Michels
      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 May 9, meeting were reviewed. Julie Hill made a motion to approve the minutes. Chelsea Rude seconded the motion. Measure carried.
    • Treasurer’s Report & Approval of Bills Payable
      • The May 2023 financial reports were reviewed. Amy Keck made a motion to approve the financials. Denyse Eagleson seconded the motion. Measure carried.
      • May bills payable were presented. Rachel Kinkade made a motion to approve the bills payable. Crystal Trout seconded the motion. Measure carried.
      • The per capita grant has been received for an amount of $12833.98. No adjustments need to be made to the budget.
    • Committee Reports
      Finance Committee – No report
      Personnel Committee –No report
      Policy/Bylaws Committee–No report
      Building/Grounds Committee–No report
      Public Relations/Marketing Committee–-A written report was presented to the trustees from the March 31, meeting and annual review of the marketing committee.
      Technology Committee-No report
      Planning Committee-No report
    • Librarian’s Report
      • Logan presented a written report and schedule for the library usage.
      • Notably, Logan has been accepted to attend Director’s University which will be held in Springfield, August 1-3.
    • Correspondence/Communication/Public Relations – N/A
    • Old Business – N/A
    • New Business
      • Chapter 6 -Logan expressed points which he feels we could better fulfill the suggestions of this chapter and is going to pursue them.
      • Light Fixture Replacement – Logan presented a quote from Scheutz to replace the ballasts on just the non-working lights and also to replace all ballasts in the building and the emergency lighting. The trustees asked Logan to obtain a second quote before moving forward.
    • Executive Session
      • Crystal Trout made a motion, seconded by Julie Hill at 6:12 pm to move into executive session. The motion passed unanimously. Discussion was held regarding an audit of the library’s financials and personnel matters. Crystal Trout made a motion at 6:56 pm to move out of executive session. Chelsea Rude seconded the motion. Measure carried.
      • Following executive session, Julie Hill made a motion for the library to pay fees, estimated at $2,000, for an audit by Kemper CPA that has been requested by the City of Olney. Chelsea Rude seconded the motion. Measure carried.
    • Adjournment – Crystal Trout made a motion to adjourn the meeting. Chelsea Rude seconded the motion. Measure carried. Meeting was adjourned at 6:58 pm.

Minutes submitted by Crystal Trout.

OLNEY PUBLIC LIBRARY

BOARD OF TRUSTEES MEETING

May 9, 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 May 9, 2023 at 5:30pm.
      Present – Board members present present included Julia Eichhorst, Crystal Trout, David Abell, Denyse Eagleson, Amy Keck, Rachel Kinkade
      Absent – Julie Hill, Brandan Michels, Chelsea Rude
      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 April 12, meeting were reviewed. Changes to the minutes include listing Crystal Trout as absent in section I., and retaining Crystal Trout as secretary in the motion made on section IX/C. Crystal Trout made a motion to approve the minutes with changes. Amy Keck seconded the motion. Measure carried.
    • Treasurer’s Report & Approval of Bills Payable
      • The April 2023 financial reports were reviewed. Crystal Trout made a motion to approve the financials. Denyse Eagleson seconded the motion. Measure carried.
      • The April bills payable were presented. David Abell made a motion to approve the bills payable. Amy Keck seconded the motion. Measure carried.
    • Committee Reports
      Finance Committee – No report
      Personnel Committee –No report
      Policy/Bylaws Committee–No report
      Building/Grounds 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.
      • Additional information presented by Logan regarding changing lighting ballasts. Logan is going to obtain quotes from at least two providers to do the work.
      • Logan also showed the trustees pictures from the Robinson library and discussed asking Demco to provide suggestions for our layout as they have done for Robinson, which was approved by the board.
      • Logan also reported that our e-rate funding has been approved for the next year.
    • Correspondence/Communication/Public Relations – N/A
    • Old Business – N/A
    • New Business
      • Chapter 5 – The trustees discussed chapter 5 of the state standards. Our building and maintenance committee is going to explore putting into place a building planning schedule, a periodic repair checklist and an ongoing building maintenance checklist as suggested. Logan is going to work on a facility inventory as suggested.
      • Julia Eichhorst is going to leave committees as they are for now unless she receives requests for changes.
      • Aspen Discovery – The IL Heartland system is working on an online public access catalog. They are looking for libraries to enroll in the new service, but cannot provide costs at this time. The trustees indicated they did not want to enroll.
    • Executive Session – N/A.
    • Adjournment – David Abell made a motion to adjourn the meeting. Rachel Kincaid seconded the motion. Measure carried. Meeting was adjourned at 6:50 pm.

Minutes submitted by Crystal Trout.

OLNEY PUBLIC LIBRARY

BOARD OF TRUSTEES MEETING

April 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 at 5:30pm..
      Present – Board members present present include Amy Keck, Denyse Eagleson, David Abell, Julie Hill, and Julia Eichorst
      Absent – Brandon Michels and Chelsea Rude
      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 March 2023, meeting were reviewed. A. David Abel made a motion to approve the minutes. Julie Hill seconded the motion. Measure carried.
    • Treasurer’s Report & Approval of Bills Payable
      • The March 2023 financial report was reviewed. Amy Keck made a motion to approve the financials. Denyse Easton seconded the motion. Measure carried.
      • The March 2023 bills payable were presented. Rachel Kinkade made a motion to approve the bills payable. David Abell seconded the motion. Measure carried.
      • In other business with financials, bookkeeper Janilyn Traveous clarified the classification of unemployment insurance.
    • Committee Reports
      Finance Committee – No report
      Personnel Committee –No report
      Policy/Bylaws Committee–No report
      Building/Grounds 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 discussed and provided a schedule for upcoming events
      • Logan met with Homes by Shuetz and Samantha Brazil Interior Design this month to discuss potential design and construction options for a future Maker Space in the library. Logan provided potential mock up designs created by Samantha Brazil for the trustees to review and discuss.
      • Logan discussed the upcoming book sale and mentioned they are continuing to accept book donations for the sale.
    • Correspondence/Communication/Public Relations – N/A
    • Old Business – N/A
    • New Business
      • Review of Chapter 3: Personnel and Chapter 4: Access in Serving Our Public
        • Chapter 3: Personnel – Logan presented the chapter and discussed the need for an updated employee training orientation process. Logan will collaborate with current staff members to update the orientation process for future employees.
        • Chapter 4: Access in Serving Our Public – Logan presented the chapter and discussed his desire to increase signage around the children’s literacy section of the library. In addition, Logan will review ADA compliance with staff members.
      • Director Vacation Policy
        • In accordance with our current policy handbook, directors do not have access to their 4 weeks of vacation until they have been employed for 12 months. Discussion was had to amend this.
        • Amy Keck made a motion to amend section 6 of Vacation Time in the Personnel Manual.
          1. Vacation time will be earned at the rate of four weeks per year.
          2. With one week to be earned after 3 months of employment, a second week to be earned after 6 months of employment, a third week to be earned after 9 months of employment, and the fourth final week will be earned after 12 months of employment.
          3. The distribution of vacation will continue in same quarterly pattern in subsequent years of employment.
          4. Vacation time may be split.
          5. Vacation days must be used during the year earned. One week’s vacation may be carried over to the next year with Board Approval.
        • Denyse Eagleson seconded the motion. Measure carried.
      • Board Member Officers – David Abell made the motion to retain Julia Eichorst as President, Julie Hill as Vice President, and Chelsea Rude as treasure. Amy Keck seconded the motion. Measure carried.
      • Committee Appointments – This discussion has been tabled until next month’s meeting.
    • Executive Session – N/A.
    • Adjournment – Rachel Kinkade made the motion to adjournment. Amy Keck seconded the motion. Measure carried.

    Minutes submitted by Rachel Kinkade in Crystal Trout’s absence.