OLNEY PUBLIC LIBRARY

BOARD OF TRUSTEES MEETING

November 9, 2021

• • 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 9, 2021 at 5:30pm.
    Present – Board members present included Julia Eichhorst, Julie Hill, Crystal Trout, David Abell, Denyse Eagleson, Amy Keck, Beverly Loomis, Brandan Michels
    Absent – Chelsea Rude
    Others Present – Brittany Bass, Library Director, Lisa Boehl, Bookkeeper
  • Recognition of Visitors and Public Comments–N/A
  • Secretary’s Report and Approval of Previous Minutes
    The minutes of the October 12, meeting were reviewed. David Abell made a motion to approve the minutes. Beverly Loomis seconded the motion. Measure carried.
  • Treasurer’s Report & Approval of Bills Payable
    The October 2021, treasurer’s report was reviewed and bills payable were presented. Crystal Trout made a motion to approve the report and bills payable. Julie Hill seconded the motion. Measure carried.

    Julie Hill made a motion to amend the budget to increase the personnel expense line by $10,000 with funds from the restricted reserve fund. Crystal Trout seconded the motion. Measure carried.

  • Committee Reports
    Finance Committee – No report
    Personnel Committee – Library director’s evaluation begins this month with the distribution of Brittany’s self evaluation.
    Policy/Bylaws Committee – Policies need to have their annual review. Beverly Loomis will call the committee meeting.
    Building/Grounds Committee – No report
    Public Relations/Marketing Committee – No Report
    Technology Committee – No report
    Planning Committee – No Report
  • Librarian’s Report – Brittany presented a thorough written report to the board of directors as well as a schedule of events for November and early December. She noted that the 2020 census numbers were down to 8,701 city residents, which will affect the state per capita grant.
  • Correspondence/Communication/Public Relations – N/A.
  • Old Business – N/A.
  • New Business

    Committee Assignments/New Members – The mayor has appointed Denyse Eagleson and Amy Keck as trustees to the library board. New committee assignments have been distributed including the new trustees.

     

    Staff bonuses – Julie Hill made a motion to give 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. Beverly Loomis seconded the motion. Measure carried.

     

    Tuition Reimbursement – David Abell made a motion to give the library director a bonus upon completion of her master’s degree in December. Brittany has done an excellent job managing the library since she was hired, and has achieved her master’s degree as was the wish of the 2018 board of trustees. The trustees wish to show their appreciation to Brittany for her hard work and success.  Amy Keck seconded the motion. Measure carried.

  • Executive Session – N/A
  • Adjournment – Beverly Loomis made a motion to adjourn the meeting. Brandan Michels seconded the motion. Measure carried. Meeting was adjourned at 7:02 pm.

Minutes submitted by Crystal Trout

OLNEY PUBLIC LIBRARY

BOARD OF TRUSTEES MEETING

October 12, 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, October 12, 2021 at 5:29pm.
    Present – Board members present included Julia Eichhorst, Julie Hill, Chelsea Rude, Crystal Trout, David Abell, Brandan Michels
    Absent – Beverly Loomis and Michelle Simpson
    Others Present – Brittany Bass, Library Director, Lisa Boehl, Bookkeeper
  • Recognition of Visitors and Public Comments–N/A
  • Secretary’s Report and Approval of Previous Minutes
    The minutes of the August 10 and September 14 meetings were reviewed. Chelsea Rude made a motion to approve the minutes. Julie Hill seconded the motion. Measure carried.
  • Treasurer’s Report & Approval of Bills Payable
    The August and September 2021, treasurer’s reports were reviewed. Brandan Michels made a motion to approve the reports. David Abell seconded the motion. Measure carried. The August and September bills payable were presented. Crystal Trout made a motion to approve the bills payable. Chelsea Rude seconded the motion. Measure carried.
  • Committee Reports
    Finance Committee – No report
    Personnel Committee – Staff evaluations have been completed. Personnel committee will meet tonight to review the evaluations with the director.
    Policy/Bylaws Committee – Policies need to have their annual review. Two new policies which will be discussed at this meeting will need to be updated. Beverly Loomis will call the committee meeting.
    Building/Grounds Committee – No report
    Public Relations/Marketing Committee – No Report
    Technology Committee – No report
    Planning Committee – Long range plan was sent to the board members before the August. meeting for review.
  • Librarian’s Report – Brittany presented a thorough written report to the board of directors.
  • Correspondence/Communication/Public Relations
    The Trustees received a resignation letter from Michelle Simpson. The board thanks Michelle for her service to the library. Replacement trustees were discussed and recommendations will be sent to the mayor.The library has received a letter from Trustbank indicating that a memorial gift was left to the library from the estate of the RoseEllen I Hahn trust.

    At the recommendation of Brittany and after discussion, Crystal Trout made a motion to open the budget and add the trust income of $17942.97 to memorials and approve expenses to the budget as follows: $7942.97 to Restricted General fund, $3200 to Digital Services, $1500 to Advertising, $2300 to Books, $2000 to Miscellaneous Expense and $1000 to Miscellaneous Programming. Chelsea Rude seconded the motion. Measure carried.

  • Old Business – N/A.
  • New Business
    Credit/Debit Card Option – Brittany advised the trustees that she continues to have patrons who wish to pay fees via credit card. It was decided that patrons could pay fees via the OPL website on our paypal account with their credit card, and that the service charge for the transaction would be added to the fees due by the patron. This policy will need to be included in the “fees” section of our policy manual. Brittany will modify the website to indicate the paypal account is for donations and fees.Library Staff Evaluations Summary – Brittany reported that staff evaluations have been completed and all went well. She will review them in more detail after the meeting with the personnel committee.

    Cards for Kids Act/Veterans – IL has now passed legislation that “all student aged children” who meet USDA poverty guidelines and all disabled veterans with over 70% disability will receive free access to IL public libraries regardless of their geographic location within a county. Brittany reported that the librarians are still trying to figure out how to administer this law. The numbers that will affect our library will be smaller than most libraries as we already offer free library service to all school aged children attending public or private schools. The state of IL will not reimburse local libraries for the loss of “out of city” revenue/ fees. This new policy will also need to be written into OPL’s policy manual.

    Libby– Brittany has requested to offer a new digital service called “Libby” which will be paid for the first two years by the gift from the Hahn trust.

    Public Sign Usage – Brittany has received requests from organizations to post announcements on the library’s digital sign. The trustees recommended we not begin this practice as it could become a difficult one to manage

  • Executive Session – N/A
  • Adjournment – Julie Hill made a motion to adjourn the meeting. Brandan Michels seconded the motion. Measure carried. Meeting was adjourned at 6:33 pm.

Minutes submitted by Crystal Trout

OLNEY PUBLIC LIBRARY

BOARD OF TRUSTEES MEETING

September 14, 2021

1. 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 14, 2021 at 5:34pm.
      Present – Board members present included Julia Eichhorst, Julie Hill, Chelsea Rude, Brandan Michels
      Absent – Crystal Trout, David Abell, Beverly Loomis 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
      No Quorum to Approve – Will be approved at the October Board Meeting.
   4. Treasurer’s Report & Approval of Bills Payable
      The August 2021, treasurer’s report was reviewed. The August bills payable were presented along with one additional bill for Checkers Library TV for $275.00. No Quorum to Approve – Will be approved at the October Board Meeting
   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. Librarian’s Report – Brittany presented a thorough written report to the board of directors. She included the details of the Book Sale. The Friends of The Library Book Sale made $1,050.50 this year. In comparison, the previous Friends Group made $749.31 at their last book sale.
   7. Correspondence/Communication/Public Relations – N/A
   8. Old Business – N/A.
   9. New Business – No Quorum – Will revisit agenda items at October Meeting
   10. Executive Session – N/A
   11. Adjournment – Chelsea Rude made a motion to adjourn the meeting. Julie Hill seconded the motion. Measure carried. Meeting was adjourned at 5:55 pm.

Minutes submitted by Brittany Bass

OLNEY PUBLIC LIBRARY

BOARD OF TRUSTEES MEETING

August 10, 2021

1. 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 10, 2021 at 5:28pm.
      Present – Board members present included Julia Eichhorst, Julie Hill, Chelsea Rude, Crystal Trout, David Abell, Beverly Loomis
      Absent – Brandan Michels 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 July 13 meeting were reviewed. Chelsea Rude made a motion to approve the minutes. Julie Hill seconded the motion. Measure carried.
   4. Treasurer’s Report & Approval of Bills Payable
      The July 2021, treasurer’s report was reviewed. The July bills payable were presented along with one additional bill for Homes by Schuetz for $3026.19. Crystal Trout made a motion to approve the bills payable. Beverly Loomis seconded the motion. Measure carried. 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. Librarian’s Report – Brittany presented a thorough written report to the board of directors. The library is planning a book sale on August 27 & 28 at the library.
   7. Correspondence/Communication/Public Relations – N/A
   8. Old Business – N/A.
   9. New Business – N/A
   10. Executive Session – N/A
   11. Adjournment – Chelsea Rude made a motion to adjourn the meeting. David Abell seconded the motion. Measure carried. Meeting was adjourned at 5:46 pm.

Minutes submitted by Crystal Trout

OLNEY PUBLIC LIBRARY

BOARD OF TRUSTEES MEETING

July 13, 2021

1. 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 13, 2021 at 5:30pm.
      Present – Board members present included Julia Eichhorst, Julie Hill, Chelsea Rude, Crystal Trout, Beverly Loomis, Brandan Michels, and Michelle Simpson
      Absent – 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 June 8 meeting were reviewed. Michelle Simpson made a motion to approve the minutes. Chelsea Rude seconded the motion. Measure carried.
   4. Treasurer’s Report & Approval of Bills Payable
      The June 2021, treasurer’s report was reviewed. Crystal Trout made a motion to approve the report. Brandan Michels seconded the motion. Measure carried. The June bills payable were presented along with additional bills including: $360 for Balloons by Kimberly, $250 for The Studio for children’s yoga and $180 to RCHS for 3 high school yearbooks. Chelsea Rude made a motion to approve the bills payable. Beverly Loomis 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. Librarian’s Report – Brittany presented a thorough written report to the board of directors. Brittany also presented the 2021 IPLAR for review by the trustees.
   7. Correspondence/Communication/Public Relations – N/A
   8. Old Business – N/A.
   9. New Business
      Budget Amendment – A motion was made by Chelsea Rude to add the $4000 grant received from Carrie Winter’s to both income and expense, and to increase the Per Capita Grant revenue amount by $2050 and to include that amount into miscellaneous expense. Michelle Simpson seconded the motion. Measure carried.

      Non Resident Fees – Crystal Trout made a motion to maintain non-resident fees at $55. Chelsea Rude seconded the motion. Measure carried.

      Intergovernmental Agreements – Brandan Michels made a motion to continue the intergovernmental agreements with RCCU #1, St. Joseph School and Full Armor Academy for the next school year and following summer. Chelsea Rude seconded the motion. Measure carried.

   10. Executive Session – N/A
   11. Adjournment – Meeting was adjourned at 6:10 pm.

Minutes submitted by Crystal Trout

OLNEY PUBLIC LIBRARY

BOARD OF TRUSTEES MEETING

June 8, 2021

1. 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, June 8, 2021 at 5:30pm.
      Present – Board members present included Julia Eichhorst, Chelsea Rude, Crystal Trout, David Abell, Brandan Michels, and Michelle Simpson
      Absent – Julie Hill and Beverly Loomis
      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 May 11 meeting were reviewed. Chelsea Rude made a motion to approve the minutes. David Abell seconded the motion. Measure carried.
   4. Treasurer’s Report & Approval of Bills Payable
      The May 2021, treasurer’s report was reviewed. The May bills payable were presented. Crystal Trout made a motion to approve the treasurer’s report and approve the bills payable. David Abell 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. Librarian’s Report – Brittany presented a thorough written report to the board of directors.
   7. Correspondence/Communication/Public Relations – N/A
   8. Old Business – The fire door is now being replaced which was approved at the March meeting. The expense will be added to the building and maintenance expense line.
   9. New Business
      Budget Amendment – A motion was made by Chelsea Rude to add the Johnsie Fiock Fildes grant of $2500 to the budget as both an income line and expense for miscellaneous children’s programming, and to adjust the City of Olney grant in the budget from $5000 which was anticipated to the $7000 which was granted on both the income and expense lines. Michelle Simpson seconded the motion. Measure carried.

      Some trustees have not yet taken the open meetings training. At this time, the Attorney General site is down, but Brittany will let them know when it is back up and the training can be completed.

   10. Executive Session – N/A
   11. Adjournment – Chelsea Rude made a motion to adjourn. David Abell seconded the motion. Meeting was adjourned at 5:47 pm.

Minutes submitted by Crystal Trout

OLNEY PUBLIC LIBRARY

BOARD OF TRUSTEES MEETING

May 11, 2021

1. 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, May 11, 2021 at 5:30pm.
      Present – Board members present included Julia Eichhorst, David Abell, Chelsea Rude, Julie Hill, Beverly Loomis, and Michelle Simpson
      Absent – Brandan Michels, Crystal Trout
      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 April 13, 2021 meeting were reviewed. Chelsea Rude made a motion to approve the minutes. David Abell seconded the motion. Measure carried.
   4. Treasurer’s Report & Approval of Bills Payable
      The April 2021, treasurer report was reviewed. Julie Hill made a motion to approve the report. Beverly Loomis seconded the motion. Measure carried. The April bills payable were presented with the addition of two checks. A check for $2,500.00 for tuition reimbursement to Brittany Bass as well as a check for $286.34 to Illinois Library Association for Summer Reading items. Chelsea Rude made a motion to approve the bills payable. David Abell 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 -Julie presented a renewed Long-Range Plan for the library. Julie Eichhorst mentioned that the spelling of her name was the only correction to be made. Chelsea Rude made a motion to approve the new plan with the grammatical changes. Michelle Simpson seconded the motion. Measure carried.
   6. Friends of the Library–The Friends met April 19^th and dissolved their group. They wrote a check to the library for $2,475.28 to be used for the mural. The remaining money will be moved to general funds to be used as needed.
   7. Librarian’s Report – Brittany presented a thorough written report to the board of directors.
   8. Correspondence/Communication/Public Relations – N/A
   9. Old Business – N/A
   10. New Business
       The library received two bills from Schrey Systems. One bill for the remaining labor on the floor installation. The other bill was for the excavation process of having the sewer line replaced. There is a need to amend the budget to increase the building renovation line to pay these two bills. Chelsea Rude made a motion to increase the building renovation line by $6,100.00 pulling the money from the building reserves account. Julie Hill seconded the motion. Measure carried.
   11. Executive Session – N/A
   12. Adjournment – Chelsea Rude made a motion to adjourn. Julie Hill seconded the motion. Meeting was adjourned at 5:58 pm.

Minutes submitted by Brittany Bass for Crystal Trout

OLNEY PUBLIC LIBRARY

BOARD OF TRUSTEES MEETING

April 13, 2021

1. 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, April 13, 2021 at 5:30pm.
      Present – Board members present included Julia Eichhorst, David Abell, Chelsea Rude, Brandan Michels, Beverly Loomis, and Michelle Simpson
      Absent – Julie Hill, Crystal Trout
      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 March 9, 2021 meeting were reviewed. Chelsea Rude made a motion to approve the minutes. Michelle Simpson seconded the motion. Measure carried.
   4. Treasurer’s Report & Approval of Bills Payable
      The March 2021, treasurer report was reviewed. David Abell made a motion to approve the report. Beverly Loomis seconded the motion. Measure carried. The March bills payable were presented. Michelle Simpson made a motion to approve the bills payable. Brandan Michels seconded the motion. Measure carried. Lisa Boehl presented the board with current CD rates from local banks. The library has a current CD at CNB that will come due 4/19/2021. After reviewing the rates of local banks, Chelsea Rude made a motion to cash out the CD at CNB and we will add to those funds from the FNB money market account for a total of $100,000 to be invested in a new CD at Trust Bank for 60 months at a rate of 0.90%.David Abell 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 -Currently working on new Long-Range Plan
   6. Friends of the Library–The Friends will meet April 19^th to discuss paying for the library mural and dissolving their group.
   7. Librarian’s Report – Brittany presented a thorough written report to the board of directors.
   8. Correspondence/Communication/Public Relations – RCEA sent a thank you note along with a $200.00 donation to the library for the use of the multipurpose room. They used the room for the candidate forum for school board council members in March.
   9. Old Business
      No Report.
   10. New Business
       A new list of members/contact information was given to each board member. Brittany reported to Kelsie at City Hall who the current members were and had term dates updated. Chelsea Rude made a motion to keep all remaining board members, officers, and committee assignments the same since the library has so many new members in place. Brandan Michels seconded that motion. Measure carried.Brittany presented a volunteer policy and volunteer application to the board to use for future volunteers. David Abell made a motion to accept the new policy and application. Chelsea Rude seconded the motion. Measure carried.
   11. Executive Session – N/A
   12. Adjournment – Chelsea Rude made a motion to adjourn. David Abell seconded the motion. Meeting was adjourned at 6:16 pm.

Minutes submitted by Brittany Bass for Crystal Trout

OLNEY PUBLIC LIBRARY

BOARD OF TRUSTEES MEETING

March 9, 2021

1. 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