OLNEY PUBLIC LIBRARY

BOARD OF TRUSTEES MEETING

October 13, 2020

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, 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

OLNEY PUBLIC LIBRARY

BOARD OF TRUSTEES MEETING

July 14, 2020

1. 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 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

OLNEY PUBLIC LIBRARY

BOARD OF TRUSTEES MEETING

June 9, 2020

1. 1. 1. Call to Order – Roll Call

         The monthly meeting of the Olney Public Library Board of Trustees was called to order by Julia Eichhorst, June 9, 2020 at 5:35pm.

         Present – Board members present: Julia Eichhorst, Crystal Trout, Julie Hill, Beverly Loomis
         Absent – Board member absent: Sarah Britton, Marie Riggs, Sheila Ritter and Dan Zuber
         Others Present – Brittany Bass, Library Director and Lisa Boehl, Bookkeeper
         A board quorum was not present, so no action could be taken.

      2. Recognition of Visitors and Public Comments
         N/A
      3. Secretary’s Report and Approval of Previous Minutes
         The minutes of the March, 2020 meeting were reviewed.
      4. Treasurer’s Report & Approval of Bills Payable
         The May 2020 treasurer’s reports and bills payable were reviewed. The board will approve the March, April, May and June payables at the July meeting.
      5. Committee Reports
         Finance Committee –No report
         Personnel Committee –Brittany’s annual evaluation summary was presented to her before the meeting. The results were quite good, and the board is very pleased with her performance. The summary was passed around for review by board members.
         Policy/Bylaws Committee-No report
         Building/Grounds Committee- No report
         Public Relations/Marketing Committee-Committee will meet in the upcoming month.
         Technology Committee-No report
         Planning Committee-No report
      6. Friends of the Library–The Friends group is not planning to meet until Covid restraints are lifted.
      7. Librarian’s Report
         Brittany Bass presented a thorough written report to the trustees. The board discussed re-opening and Brittany advised that libraries are considered a part of the phase 4 group as outlined by the Governor of Illinois.
      8. Correspondence/Communication/Public Relations – N/A
      9. Old Business
      10. New Business

          Action could not be taken to amend budget.

          Brittany submitted that OPL will participate in the non-resident program. She did not indicate an amount for the non-resident fee. Board will vote on the issue in July.

          The board still needs at least one board member. Brittany is going to begin contacting those on the prospective list that the board has discussed.

      11. Executive Session – N/A
      12. Adjournment – Meeting was dismissed by Julia Eichhorst at 6:10 p.m.

   Minutes submitted by Crystal Trout

OLNEY PUBLIC LIBRARY

BOARD OF TRUSTEES MEETING

February 11, 2020

1. 1. 1. Call to Order – Roll Call
         The monthly meeting of the Olney Public Library Board of Trustees was called to order by Julia Eichhorst, February 11, 2020 at 5:35pm.
         Present – Board members present: Julia Eichhorst, Crystal Trout, Sarah Britton, Julie Hill, Marie Riggs and Herman Zuber
         Absent – Board member absent: Sheila Ritter and 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 January 15, 2020 meeting were reviewed. Herman Zuber made a motion to approve the minutes with the correction. Sarah Britton seconded the motion. Measure carried.
      4. Treasurer’s Report & Approval of Bills Payable
         The January 2020 treasurer’s reports and bills payable were reviewed. Sarah Britton made a motion to approve the report and payables. Herman Zuber seconded the motion. Measure carried.
      5. Committee Reports
         Finance Committee –No report
         Personnel Committee –The committee met today at 4:15 and discussed changes to the personnel policy manual. Brittany is going to do some research and make suggested changes to the policy. Policy with changes will be presented at the March meeting for review and approval. The committee also discussed Brittany’s ongoing evaluation which will be covered in new business.
         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 two book clubs are meeting. The Friends group is meeting in March, but the scheduled date was not known.
      7. Librarian’s Report
         Brittany Bass presented a thorough written report to the trustees.
      8. Correspondence/Communication/Public Relations – The library received their annual certificate of status from the Chief County Assessment Officer which needs to be signed by Julia Eichhorst and returned to the Assessor’s office.
      9. Old Business
         New Board Members – The mayor has appointed Julie Hill and Beverly Loomis as trustees. They will be officially sworn in at the next meeting by the city clerk. Julia Eichhorst will distribute new committee assignments at the next meeting.Sick Time Policy – The personnel committee reviewed sick time as well as other policies at their meeting, and recommended changes will be given to the board at the March meeting for approval.
      10. New Business
          Butler Street Sign – Brittany presented quotes from Scheutz and Designforce for Butler Street entrance signs. A motion was made by Crystal Trout to approve the steel sign bid from Designforce. Sarah Britton seconded the motion. Motion carried. The board is going to consider lighting for the sign at a future date.Director’s Evaluation – Herman Zuber distributed copies of Brittany’s Self-Review Form and the Director Evaluation Summation Form. Trustees should complete the evaluation form and return it to Herman Zuber at the March meeting to be compiled by the personnel committee.

          Salaries/Raises – Brittany presented the trustees with information regarding minimum wage increases which will affect the 2020-2021 budget as she is currently working to create a budget to submit to the board. The trustees made recommendations to be included in the budget so she and Lisa Boehl can move forward with the process.

      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 6:30pm.

   Minutes submitted by Crystal Trout

OLNEY PUBLIC LIBRARY

BOARD OF TRUSTEES MEETING

January 15, 2020

1. 1. 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

OLNEY PUBLIC LIBRARY

BOARD OF TRUSTEES MEETING

October 8, 2019 Minutes

1. 1. 1. Call to Order – Roll Call
         The monthly meeting of the Olney Public Library Board of Trustees was called to order by Julia Eichhorst, October 8, 2019 at 5:30pm.
         Present – Julia Eichhorst, Sheila Ritter, Crystal Trout, Sarah Britton, Marie Riggs, Dan Zuber, Herman 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 September 10, 2019 meeting were reviewed. Herman Zuber made a motion to approve the minutes. Sheila Ritter seconded the motion. Measure carried.
      4. Treasurer’s Report & Approval of Bills Payable
         The September 2019 treasurer’s report was reviewed. Dan Zuber made a motion to approve the report. Herman Zuber seconded the motion. Motion carried. One additional check was presented for Baker & Taylor for $640.28 for books. Sheila Ritter made a motion to approve the additional payable. Sarah Britton seconded the motion. Motion 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 LibraryFriends of the Library’s book sale is this Friday and Saturday. Eleven volunteers met to sort books today and will meet again tomorrow to finish the project. Brittany shared the write-ups in both the Olney Daily Mail and Olney Gazette about the Friends and the new sign.
      7. Librarian’s Report
         Brittany Bass presented a thorough written report to the trustees.Additionally, Brittany has ordered 50 library yard signs that can be purchased by patrons. The signs are a great marketing piece for the library. The board discussed the multiple programs and author visits that have been taking place at the library which have been extremely well attended.

         Brittany noted that the library will be closed on November 7^th so staff members can attend training. Brittany will publish the closure in advance by all available means.

         The lighting around the building has been installed by Scheutz Companies and the new pole lights are on order and will be installed upon arrival.

      8. Correspondence/Communication/Public Relations
         N/A
      9. Old BusinessNew Board Members – Brittany has sent a letter to the mayor regarding our new term limit policy and has also sent him the resignation letters of Charlotte Bruce and Charles Roberts. Brittany asked Mayor Lambird to fill the open positions as soon as possible, and she will follow up with him this week to see if any progress has been made.
      10. New BusinessLong Range Plan Progress Report – Brittany would like our current 5-year plan to include more details. She is going to review the plan with the planning committee and revise to more closely reflect the format of 5-year plans she has researched from other libraries.

          Library Policies and Bylaws – Brittany expressed concern over verbiage in our current personnel manual and is going to research the issue further. Brittany will follow up with the policy/bylaws committee. Brittany noted that there is an HR service that helps libraries write personnel policies, and she is going to check further into that service. Brittany also suggested that the trustees consider paid holidays of OPL be the same as that of Olney City Hall. She is going to research it further and present information at the November meeting.

          Brittany has also been reviewing other policies in the manual and will bring the trustees suggestions as she sees fit.

      11. Executive Session – N/A
      12. Adjournment – Sarah Britton made a motion to adjourn. Meeting was adjourned at 6:10pm.

   Minutes submitted by Crystal Trout