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