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March ’21 Board Meeting Minutes

2021-04-20T10:58:45-06:00
Board Meeting Minutes

OLNEY PUBLIC LIBRARY

BOARD OF TRUSTEES MEETING

March 9, 2021

    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, March 9, 2021 at 5:30pm.
      Present – Board members present included Julia Eichhorst, Julie Hill, Chelsea Rude, Crystal Trout, Beverly Loomis, and Michelle Simpson
      Absent – David Abell, Brandan Michels
      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 February 9 meeting were reviewed. Chelsea Rude made a motion to approve the minutes. Beverly Loomis seconded the motion. Measure carried.
    4. Treasurer’s Report & Approval of Bills Payable
      February 2021, treasurer report was reviewed. Julie Hill made a motion to approve the report. Michelle Simpson seconded the motion. Measure carried. The February bills payable were presented. Crystal Trout made a motion to approve the bills payable. Chelsea Rude seconded the motion. Measure carried.
    5. Committee Reports
      Finance Committee –Met on March 8 to review the 2021-22 budget.
      Personnel Committee –Met prior to this meeting to present Brittany with her evaluation, which was extremely positive. The trustees were given copies of the final evaluation to review. Furthermore, the evaluation has been changed from a letter rating system to a number system.
      Policy/Bylaws Committee -No report
      Building/Grounds Committee – No report
      Public Relations/Marketing Committee -No Report
      Technology Committee -No report
      Planning Committee -No Report
    6. Friends of the Library–The Friends plan to meet in May/June. Brittany has spoken with them about using Friend’s funds for the wall mural she is planning for the teen section.
    7. Librarian’s Report – Brittany presented a thorough written report to the board of directors.
    8. Correspondence/Communication/Public Relations – The library received our certification of status from Tim Hahn which will be signed by Julia Eichhorst and returned.
    9. Old Business
      Sewer line repairs have been finished. It was noted by the trustees that the lawn needs to be repaired by the city in both the front, from the sewer line work and in the rear, from the hydrant work.
    10. New Business
      The 2021-22 proposed budget was presented by Brittany, Lisa Boehl and the finance committee. Chelsea Rude made a motion to approve the budget. Crystal Trout seconded the motion. Measure carried.
      A fire door at the south entrance to the library has broken and been removed. Brittany presented a bid from Scheutz to replace the door for $2115 with no window/$3695 with a different window than what was present/$3840 for the exact door with window that was used previously. Julie Hill made a motion to replace the door with the no window option for $2115. Michelle Simpson seconded the motion. Measure carried.
      Brittany will be attending the March 22 council meeting to ask for the 2021-22 book grant.
    11. Executive Session – N/A
    12. Adjournment – Julie Hill made a motion to adjourn. Beverly Loomis seconded the motion. Meeting was adjourned at 6:20 pm.

Minutes submitted by Crystal Trout

March ’21 Board Meeting Minutes2021-04-20T10:58:45-06:00

February ’21 Board Meeting Minutes

2021-03-22T15:33:53-06:00
Board Meeting Minutes

OLNEY PUBLIC LIBRARY

BOARD OF TRUSTEES MEETING

February 9, 2021

    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, February 9, 2021 at 5:35pm.
      Present – Board members present included Julia Eichhorst, Julie Hill, Chelsea Rude, Crystal Trout, David Abell, Beverly Loomis, Brandan Michels, Michelle Simpson
      Absent – N/A
      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 January 12 meeting were reviewed. Beverly Loomis made a motion to approve the minutes. Chelsea Rude seconded the motion. Measure carried.
    4. Treasurer’s Report & Approval of Bills Payable
      The January 2021, treasurer report and bills payable were reviewed. Crystal Trout made a motion to approve the report. David Abell seconded the motion. Measure carried.
      Crystal Trout made a motion to open the budget to increase the Property Insurance Expense from $3000 to $3379 based on the invoice received from the City of Olney. Michelle Simpson seconded the motion. Measure carried.
    5. Committee Reports
      Finance Committee –Will propose a budget to the finance committee for review within the month, and the finance committee will submit it to the trustees at the March meeting.
      Personnel Committee –Director evaluations should be completed and given to Julie Hill. Personnel meeting will meet with Brittany to review before the next meeting and present compiled evaluations to the trustees.
      Policy/Bylaws Committee -No report
      Building/Grounds Committee – No report
      Public Relations/Marketing Committee -No Report
      Technology Committee -No report
      Planning Committee -No Report
    6. Friends of the Library–No Report.
    7. Librarian’s Report – Brittany presented a thorough written report to the board of directors as well as information from the Citizen Advocacy Center regarding the Cards for Kids Act.
    8. Correspondence/Communication/Public Relations – The trustees discussed a request from Claws and Paws to hold a for profit silent auction in the library conference room. The trustees determined that according to their interpretation of the conference room policy manual, a for profit event such as this in not appropriate for library use.
    9. Old Business
      Sewer project should begin in late February or early March.
    10. New Business
      Director evaluations should be turned in to Julie Hill after the meeting.
      The trustees discussed the wages of both our contract accountant and our contract custodial service. Both have received the same pay for many years. It was decided that both should receive an increase, and the trustees asked for one to be calculated into the 2021-2022 budget.
    11. Executive Session – N/A
    12. Adjournment – Brandan Michels made a motion to adjourn. Chelsea Rude seconded the motion. Meeting was adjourned at 6:15 pm.

Minutes submitted by Crystal Trout

February ’21 Board Meeting Minutes2021-03-22T15:33:53-06:00

January ’21 Board Meeting Minutes

2021-02-18T17:35:18-06:00
Board Meeting Minutes

OLNEY PUBLIC LIBRARY

BOARD OF TRUSTEES MEETING

January 12, 2021

    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, January 12, 2021 at 5:25pm.
      Present – Board members present included Julia Eichhorst, Julie Hill, Chelsea Rude, Crystal Trout, David Abell, Beverly Loomis
      Absent – Board members absent included Brandan Michels, Michelle Simpson
      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 December 8 meeting were reviewed. David Abell made a motion to approve the minutes. Julie Hill seconded the motion. Measure carried.
    4. Treasurer’s Report & Approval of Bills Payable
      The December 2020, treasurer report was reviewed. Julie Hill made a motion to approve the report. Crystal Trout seconded the motion. Measure carried. December payables were presented. Julie Hill made a motion to approve the payables and additional payment. Crystal Trout seconded the motion. Measure carried.
      Chelsea Rude made a motion to open the budget to add a $3000 Carrie Winters Grant Income with expense being shown as Carrie Winters Trust Digital. The funds will be used to offset Hoopla downloads by children. Julie Hill seconded the motion. Measure carried.
    5. Committee Reports
      Finance Committee –The committee will begin working with Brittany and Lisa on the 2021 budget
      Personnel Committee –Trustee director’s evaluations are due to Julie Hill at the February meeting. Brittany has submitted her personal evaluation and 2021 goals in trustee packets.
      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–No Report.
    7. Librarian’s Report – Brittany presented a thorough written report to the board of directors, and provided staff evaluation summaries to the board for review.Brittany initiated a discussion about sponsoring the Dolly Parton Library in our region. It was decided by the board that the program was too expensive and did not align with our current goals.
    8. Correspondence/Communication/Public Relations – N/A
    9. Old Business
      Brittany presented the revised trustee calendar discussed at the December meeting.
    10. New Business
      Sewer Line Repairs – Brittany has contacted four local plumbers for bids regarding the sewer line repair. Only two responded. Crystal Trout made a motion to begin the project as soon as possible with a bid from Nettleton for $5,600. Julie Hill seconded the motion. Measure carried.
      Brittany proposed opening the library for business beginning January 18 from 10-5 Monday through Friday, with curbside services offered from 9-5 Monday through Friday, and that the library return to our pre-covid open hours beginning February 1, still offering curbside service for those wishing to take advantage of it.
      Brittany submitted her 2021 goals to the trustees for review and discussed them briefly. Trustees should submit their director evaluations to Julie Hill at the February meeting.
    11. Executive Session – N/A
    12. Adjournment – Julie Hill made a motion to adjourn. David Abell seconded the motion. Meeting was adjourned at 6:32 pm.

Minutes submitted by Crystal Trout

January ’21 Board Meeting Minutes2021-02-18T17:35:18-06:00

December ’20 Board Meeting Minutes

2021-01-26T11:55:10-06:00
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

December ’20 Board Meeting Minutes2021-01-26T11:55:10-06:00

November ’20 Board Meeting Minutes

2020-12-28T12:30:13-06:00

OLNEY PUBLIC LIBRARY

BOARD OF TRUSTEES MEETING

November 10, 2020

    1. Call to Order – Roll Call
      The monthly meeting of the Olney Public Library Board of Trustees called to order by President Julia Eichhorst, November 10, 2020 at 5:30pm.
      Present – Board members present included Julia Eichhorst, Julie Hill, Crystal Trout, Beverly Loomis, Brandan Michels, Chelsea Rude and Michelle Simpson
      Absent – Board members absent included David Abell
      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 October 13 meeting were reviewed. Julie Hill made a motion to approve the minutes. Brandan Michaels seconded the motion. Measure carried.
    4. Treasurer’s Report & Approval of Bills Payable
      The October 2020, treasurer report was reviewed. Julie Hill made a motion to approve the report. Michelle Simpson seconded the motion. Measure carried. October payables were presented. Chelsea Rude made a motion to approve the payables. Brandan Michels seconded the motion. Measure carried. Julie Hill made a motion for Chelsea Rude to be elected treasurer of OPL trustees. Brandan Michels seconded the motion. Measure carried.
    5. 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
      Building/Grounds committee and Finance Committee are planning meetings in the next month to review the proposed renovation project
    6. Friends of the Library–The Friends of the Library made a generous donation of $3712.50 for the purchase of the new circulation desk, and payment has been sent to Bob Buscher. The library is very grateful for this donation. 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.
      Brittany indicated that no action has been taken on the sewer situation as she cannot reach Ochs. Jeff Lathrop is planning to clean the sewer out this week as maintenance to keep it from backing up. Brittany is going to contact the city manager about the situation.
    8. Correspondence/Communication/Public Relations – Sheila Ritter has submitted a letter of resignation as trustee. The library thanks her for her many years of public service.
    9. Old Business
      Michelle Simpson made a motion to add “Intergovernmental Agreements” to the library policy manual. Chelsea Rude seconded the motion. Motion carried.

      Crystal Trout made a motion to add Chelsea Rude to the signature cards at all local banking institutions where needed. Michelle Simpson seconded the motion. Measure carried.

    10. New Business
      Christmas Bonuses-Michelle Simpson made a motion to give all the four staff members a net holiday bonus of $50 and the library director a net holiday bonus of $100. Deductions will be made as required by law. Net amounts will be after deductions. Lisa Boehl and Kyle Ziegler will also each be given a $50 holiday bonus. Chelsea Rude seconded the motion. Measure carried. The trustees are pleased to award these bonuses as a thank you for hard work throughout the year.
      Brittany will take the staff out for a meal as a Christmas party this year.
      The board reviewed two final quotes for flooring for the two entrances and for the area under the circulation desk. Michelle Simpson made a motion to accept the bid of Racklin Paint and Decorating, for $16044.97 with the preferred flooring, waiving the bidding process. Brandan Michels seconded the motion. Measure carried.
    11. Executive Session – N/A
    12. Adjournment – Beverly Loomis made a motion to adjourn. Chelsea Rude seconded the motion. Meeting was adjourned at 6:30pm.

Minutes submitted by Crystal Trout

November ’20 Board Meeting Minutes2020-12-28T12:30:13-06:00

October ’20 Board Meeting Minutes

2020-12-28T12:23:38-06:00
Board Meeting Minutes

OLNEY PUBLIC LIBRARY

BOARD OF TRUSTEES MEETING

October 13, 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, October 13, 2020 at 5:30pm.
      Present – Board members present included Julia Eichhorst, Julie Hill, Crystal Trout, Brandan Michels, Sheila Ritter and Michelle Simpson
      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 September 8 meeting were reviewed. Sheila Ritter made a motion to approve the minutes. Brandan Michaels seconded the motion. Measure carried.
    4. Treasurer’s Report & Approval of Bills Payable
      The September 2020, treasurer report was reviewed. Sheila Ritter made a motion to approve the report. Crystal Trout seconded the motion. Measure carried. August payables were presented and two additional invoices were submitted for The Hometown Register for $72.80 and for Wildwoods Gallery and Framing for $247.94. Sheila Ritter made a motion to approve the payables and additional payments. Julie Hill seconded the motion. Measure carried. Lisa Boehl presented current available CD rates for the CD maturing on 10/29. Crystal Trout made a motion to roll the maturing CD funds into our money market account and revisit the rates in three months with the hope that rates will increase. Sheila Ritter seconded the motion. Measure carried.
    5. Committee Reports
      Finance Committee –The finance committee met to discuss financial perspective of the library renovation. More information will be given in new business.
      Personnel Committee –No report
      Policy/Bylaws Committee -No report
      Building/Grounds Committee – The building/grounds committee met to discuss the library renovation. More information will be given in new business.
      Public Relations/Marketing Committee -No Report
      Technology Committee -No report
      Planning Committee -No report
      Building/Grounds committee and Finance Committee are planning meetings in the next month to review the proposed renovation project
    6. Friends of the Library–No report.
    7. Librarian’s Report – Brittany presented a thorough written report to the board of directors.
      A concern of Brittany is the number of patrons asking for assistance on the computers applying for FOID cards and creating resumes. These are both very time consuming for the staff. Brittany suggested and the trustees agreed that having patrons make appointments is a good idea.
    8. Correspondence/Communication/Public Relations – N/A.
    9. Old Business
      Brittany presented an Intergovernmental Agreement for the Olney Full Armor Christian Academy such as has been made with RCCU #1 and St. Joe in Olney. Julie Hill made a motion to approve the agreement. Sheila Ritter seconded the motion. Measure carried.
    10. New Business
      Building Updates / Quotes – The Finance and Building Committees made a recommendation to the board to move forward with the purchase of a new circulation desk and replacement of the flooring at both tiled entrances and the area beneath the circulation desk.The board reviewed a bid from Bob Buscher to make a new library circulation desk. A motion was made by Michele Simpson to proceed with the purchase of the circulation desk from Bob Buscher at a cost of $7425. The trustees will request a donation of half the cost of the new circulation desk from the Friends of the Library; however, if the Friends do not agree to make the donation, the trustees will move forward and pay the full amount. The board would be grateful for any amount the Friends would like to contribute. Sheila Ritter seconded the motion. Measure carried. Brittany advised that Bob estimated the desk would be available in December.

      The board reviewed three quotes for flooring for the two entrances and for the area under the circulation desk. Brittany is going to request additional information from one of the providers, and the board will vote to approve the flooring project at the November meeting.

      Brittany advised that OPL will be closed on election day as per the call from Governor Pritzker.

      Brittany has been in contact with Ochs Plumbing and the Olney Sewer Department regarding the sewer issue on Main Street that is causing the library’s issues. There is some discrepancy as to whether the cost is the responsibility of the city or of the library. Brittany is going to try to call a meeting with Cecil Ochs and Jeff Lathrop or the city manager, and Brandan Michels or Julie Hill will also attend the meeting.

      Sheila Ritter made a motion to remove Chuck Roberts, Charlotte Bruce and Marie Riggs from the signature cards at all banks, and to replace them with Julia Eichhorst and Julie Hill. Crystal Trout will remain on the signature card. Marie Riggs name will be removed from the FNB lock box access and Julia Eichhorst will be added. Julie Hill seconded the motion. Measure carried.

      One lockbox key will be kept at the library and one key will stay in the possession of President Julia Eichhorst.

    11. Executive Session – N/A
    12. Adjournment – Sheila Ritter made a motion to adjourn. Michele Simpson seconded the motion. Meeting was adjourned at 6:50pm.

Minutes submitted by Crystal Trout

October ’20 Board Meeting Minutes2020-12-28T12:23:38-06:00

September ’20 Board Meeting Minutes

2020-10-20T15:39:26-06:00
Board Meeting Minutes

OLNEY PUBLIC LIBRARY

BOARD OF TRUSTEES MEETING

September 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, September 8, 2020 at 5:30pm.
      Present – Board members present included Julia Eichhorst, Crystal Trout, David Abell, Beverly Loomis, and Brandan Michels
      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 August 11 meeting were reviewed. Brandan Michels made a motion to approve the minutes. David Abell seconded the motion. Measure carried.
    4. Treasurer’s Report & Approval of Bills Payable
      The August 2020, treasurer report was reviewed. Crystal Trout made a motion to approve the report. Beverly Loomis seconded the motion. Measure carried. August payables were presented and one additional invoice was submitted for Usborne Books for $259.80. Crystal Trout made a motion to approve the payables and additional payment. David Abell seconded the motion. Measure carried. Lisa Boehl advised that a CD is coming due on 10/29, and that she will bring CD rates to the October meeting for review and discussion.
    5. 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
      Building/Grounds committee and Finance Committee are planning meetings in the next month to review the proposed renovation project
    6. Friends of the Library–No report.
    7. Librarian’s Report – Brittany presented a thorough written report to the board of directors.Librarian’s Report
      Brittany advised that she has all available information now from Samantha Brazil Interior Design to be able to get quotes from contractors and order furnishings, based on the recommendations of the building and finance committees.
    8. Correspondence/Communication/Public Relations – N/A.
    9. Old Business

      The Intergovernmental Agreement is now in effect with RCCU #1. Brittany met with the librarians of all local public schools and reported that great ideas resulted from that meeting.

      Committee Assignments – New committee assignments have been made. OPL does still have one empty trustee seat and hopes to fill it soon.

    10. New Business

      St. Joseph School in Olney is interested in entering an Intergovernmental Agreement with OPL also. Brittany proposed we use the same agreement as is in effect with RCCU #1. A vote was taken to extend the agreement to St. Joseph School and passed unanimously.

      Technology Play – Brittany reported that she does not feel any technology upgrades are necessary at this time..

      Building/Grounds Updates – The committee will be meeting soon to discuss the proposed renovation.

    11. Executive Session – N/A
    12. Adjournment – Beverly Loomis made a motion to adjourn. Brandan Michels seconded the motion. Meeting was adjourned at 6:24pm.

 

Minutes submitted by Crystal Trout

September ’20 Board Meeting Minutes2020-10-20T15:39:26-06:00

August ’20 Board Meeting Minutes

2020-09-17T16:24:34-06:00
Board Meeting Minutes

OLNEY PUBLIC LIBRARY

BOARD OF TRUSTEES MEETING

August 11, 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, August 11, 2020 at 5:30pm.
          Present – Board members present included Julia Eichhorst, Sheila Ritter, Crystal Trout, Julie Hill, Beverly Loomis, Brandan Michels and Michelle Simpson
          Others Present – Brittany Bass, Library Director, Lisa Boehl, Bookkeeper, David Abell
        2. Recognition of Visitors and Public Comments
          David Abell is attending the meeting as a future trustee. He has been nominated by the mayor, but not yet sworn in.
        3. Secretary’s Report and Approval of Previous Minutes
          The minutes of the July 14 meeting were reviewed. Julie Hill made a motion to approve the minutes. Crystal Trout seconded the motion. Measure carried.
        4. Treasurer’s Report & Approval of Bills Payable
          The July 2020, treasurer’s reports were reviewed. Sheila Ritter made a motion to approve the report. Julie Hill seconded the motion. Measure carried. July payables were presented. Sheila Ritter made a motion to approve the payables. Crystal Trout seconded the motion. Measure carried.
        5. 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
        6. Friends of the Library–Friends will not meet due to COVID concerns until further notice.
        7. Librarian’s Report
          Brittany presented a thorough written report to the board of directors.Brittany presented the board with a new layout for interior of the library designed by Samantha Brazil which included new furnishings, flooring and a re-model of the library entrance. The design includes a teen area which has been missing from the library. Brittany has quotes from Scheutz for the entrance area. The board asked Brittany to acquire additional quotes for the entrance and to present a plan/priority with costs for beginning the re-design. The circulation desk is in disrepair and needs replaced as a part of the remodel.It was suggested we could also ask the Friends for a donation for a portion of the re-model.
        8. Correspondence/Communication/Public Relations – N/A.
        9. Old Business
          Board Officers – Sheila Ritter nominated Julie Hill to fill the position of Vice President of the board. Beverly Loomis seconded the motion. Motion carried.
        10. New Business
          Janitorial payment – Crystal Trout made a motion to pay the janitorial staff $200 for the water clean-up they performed following the backup of the city sewer into the library. Sheila Ritter seconded the motion. Motion carried.
          Trustee Continuing Education – Brittany distributed suggested learning materials for the trustees. The state has not yet mandated an area of learning for trustees for the upcoming year.
          Brittany has been in contact with the local school librarians regarding an agreement that would allow children to acquire a library card for the 2020-2021 school year. The program is designed to allow and encourage children to keep reading if there is a COVID related school shutdown, or if students are involved with online learning. Brittany presented an Intergovernmental Agreement which will be given to the RCCU #1 school board for approval. If the plan is approved, Brittany will attend the back to school nights to educate families about the program and allow sign-ups. Modifications were made to the agreement. Sheila Ritter made a motion to submit the agreement to RCCU #1 with changes. Beverly Loomis seconded the motion. Measure carried.
        11. Executive Session – N/A
        12. Adjournment – Julie Hill made a motion to adjourn. Michelle Simpson seconded the motion. Meeting was adjourned at 6:55pm.

      Minutes submitted by Crystal Trout

August ’20 Board Meeting Minutes2020-09-17T16:24:34-06:00

July ’20 Board Meeting Minutes

2020-08-24T12:21:24-06:00
Board Meeting Minutes

OLNEY PUBLIC LIBRARY

BOARD OF TRUSTEES MEETING

July 14, 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, July 14, 2020 at 5:00pm.Present – Board members present included Julia Eichhorst, Sheila Ritter, Crystal Trout, Julie Hill, Beverly Loomis, and Marie Riggs
        Brittany advised the trustees that Dan Zuber and Sarah Britton have retired from the board, effective immediately after many years of dedicated service.
        Others Present – Brittany Bass, Library Director, Lisa Boehl, Bookkeeper, Brandon Michels
      2. Recognition of Visitors and Public Comments
        Brandon Michels is attending the meeting as a non-voting, future trustee.
      3. Secretary’s Report and Approval of Previous Minutes
        The minutes of the March 10, 2020 and June 9, 2020 meetings were reviewed. Julie Hill made a motion to approve the minutes. Sheila Ritter seconded the motion. Measure carried.
      4. Treasurer’s Report & Approval of Bills Payable
        The May and June 2020, treasurer’s reports were reviewed. Sheila Ritter made a motion to approve the report. Julie Hill seconded the motion. Measure carried. June payables were presented, with additional checks for Sage, Ginger Ale’s and Wild Child Flower Farm. Sheila Ritter made a motion to approve. Beverly Loomis seconded the motion. Measure carried.Lisa Boehl requested making changes to the monthly budgetary report to add room rental and non-resident fees to the revenue section of the financial report and to combine all other small items into the fines and fees line of the financial report. Sheila Ritter made a motion to approve the changes. Julie Hill seconded the motion. Measure carried.The library has now added a Paypal account on the website for donations to the library. Lisa would like to link the Paypal account to a lower value checking account and is going to ask the city if the HER account can be put into the general fund account and the HER can become the Paypal account.
      5. 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
      6. Friends of the Library–Friends will not meet due to COVID concerns until further notice.
      7. Librarian’s Report
        Brittany presented a thorough written report to the board of directors, including that the IPLAR is complete and has been submitted.
      8. Correspondence/Communication/Public Relations – Brittany has the written resignation of Sarah Britton and will forward it to the mayor.
      9. Old Business
        Policy Updates – Brittany had distributed revised policy manual changes at the March 2020 meeting and emailed the changes to trustees prior to the July meeting. Changes were based on the February personnel committee meeting, room rental fee changes, new employee dress code and other policies that needed updated with our changing society such as service animals, and adding a no vaping clause to our non-smoking policy. Crystal Trout made a motion to approve the policy changes as submitted. Sheila Ritter seconded the motion. Measure carried.Board Members/Officers – Marie Riggs has indicated her desire to retire from the board. The board thanked Marie for her many years of service to the library. This leaves four openings for Trustees. Brandon Michels will be joining the board as a replacement for Herman Zuber. The board discussed several options for trustees whom Brittany will contact and present to the mayor if they are interested. Sheila Ritter also expressed interest in retiring from the board, but will remain on the board until a replacement is found.
      10. New Business
        Non-Resident Fees – Sheila Ritter made a motion to continue offering a non-resident fee of $55 for patrons living outside of city limits. Beverly Loomis seconded the motion. Measure carried.Library Needs – There were no suggestions from the trustees or from Brittany. It was noted that the signs at both the North and South entrances look awesome.

        Budget changes were presented including a $500 increase for advertising, addition of $11394 as revenue and expense for the IL Per Capita Grant and a rollover of $869. Sheila Ritter made a motion to approved the amended budget. Julie Hill seconded the motion. Measure carried.

        Sheila Ritter made a motion to offer Brittany a $2500 tuition reimbursement for continuing her education during the 2020-2021 academic year. Julie Hill seconded the motion. Measure carried.

      11. Executive Session – N/A
      12. Adjournment – Sheila Ritter made a motion to adjourn. Beverly Loomis seconded the motion. Meeting was adjourned at 6:30pm.

    Minutes submitted by Crystal Trout

July ’20 Board Meeting Minutes2020-08-24T12:21:24-06:00

January ’20 Board Meeting Minutes

2020-02-17T13:06:27-06:00
Board Meeting Minutes

OLNEY PUBLIC LIBRARY

BOARD OF TRUSTEES MEETING

January 15, 2020

      1. Call to Order – Roll Call
        The monthly meeting of the Olney Public Library Board of Trustees was called to order by Julia Eichhorst, January 15, 2020 at 5:35pm
        Present – Board members present: Julia Eichhorst, Sheila Ritter, Crystal Trout, Sarah Britton, Marie Riggs and Herman Zuber
        Absent – Board member absent: Dan Zuber
        Others Present – Brittany Bass, Library Director and 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 December 10, 2019 meeting were reviewed. One change was noted on page 2. The 2nd paragraph should say “rate from $30”, not “rate from $35” as written. Herman Zuber made a motion to approve the minutes with the correction. Sheila Ritter seconded the motion. Measure carried.
      4. Treasurer’s Report & Approval of Bills Payable
        The December 2019 treasurer’s reports and bills payable were reviewed. Herman Zuber made a motion to approve the report and payables. Sheila Ritter seconded the motion. Measure carried.

        Sheila Ritter made a motion to open the current budget to add the $2500 grant from Carrie Winters to revenue and approve an expense line for Carrie Winters Books for the same, also to add the $3155 refund from Clearwave to revenue and approve it to be spent as miscellaneous expense.

      5. Committee Reports
        Finance Committee –Lisa and Brittany have begun work on the 2020/21 budget factoring in the minimum wage increases that will take effect during the time period. After a budget draft has been made, Brittany will schedule a meeting with the finance committee for review.
        Personnel Committee –Brittany submitted her 2020 goals to chairperson Herman Zuber for the committee to review. The personnel committee will meet soon to review those and discuss other issues.
        Policy/Bylaws Committee-No report
        Building/Grounds Committee- No report
        Public Relations/Marketing Committee-No report
        Technology Committee-No report
        Planning Committee-No report
      6. Friends of the Library–No report
      7. Librarian’s Report
        Brittany Bass presented a thorough written report to the trustees. Brittany included a written dress code and a cell phone policy which are now in place for library employees.
      8. Correspondence/Communication/Public Relations
        N/A
      9. Old Business

        New Board Members – The board discussed potential residents to recommend to Mayor Lambird for trustee appointment. Brittany is going to contact the Mayor and hopefully the appointments can be made before the February meeting.

        Julia Eichhorst submitted tentative committee assignments for 2020. There will be committee revisions made when new board members are appointed by the mayor.

      10. New Business

        Multipurpose Room Rental Fee – Herman Zuber made a motion to charge a minimum of $50 to City of Olney residents for the use of the multipurpose room and rental fee of $75 for non-residents. Sheila Ritter seconded the motion. Measure carried. “Residents” will include anyone who pays City of Olney property taxes and qualifies for a free library card. The library policy manual (page 4) will be updated to reflect this change. Brittany will also create a form for room rental which will be used moving forward.

        Sick Time Policy – Brittany presented the current policy from the personnel manual for the trustees to review. The personnel committee will discuss the information at their next meeting and make a recommendation to the board.

        Butler Street Sign – Brittany is obtaining quotes for a library sign to be placed at the Butler Street entrance. The board recommended the sign also be lighted.

      11. Executive Session – N/A
      12. Adjournment – Sarah Britton made a motion to adjourn. Marie Riggs seconded the motion. Measure carried. Meeting was adjourned at 6:40pm.

    Minutes submitted by Crystal Trout

January ’20 Board Meeting Minutes2020-02-17T13:06:27-06:00
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Contact Info

400 W. Main St.

Phone: 1.618.392.3711

Fax: 1.618.392.3139

Web: olneypubliclibrary.org

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