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June ’21 Board Meeting Minutes

2021-07-26T12:09:57-06:00
Board Meeting Minutes

OLNEY PUBLIC LIBRARY

BOARD OF TRUSTEES MEETING

June 8, 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, 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

June ’21 Board Meeting Minutes2021-07-26T12:09:57-06:00

May ’21 Board Meeting Minutes

2021-06-23T16:07:18-06:00
Board Meeting Minutes

OLNEY PUBLIC LIBRARY

BOARD OF TRUSTEES MEETING

May 11, 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, 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 19th 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

May ’21 Board Meeting Minutes2021-06-23T16:07:18-06:00

April ’21 Board Meeting Minutes

2021-05-20T10:07:43-06:00
Board Meeting Minutes

OLNEY PUBLIC LIBRARY

BOARD OF TRUSTEES MEETING

April 13, 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, 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 19th 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

April ’21 Board Meeting Minutes2021-05-20T10:07:43-06:00

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

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

September ’19 Board of Trustee Minutes

2019-11-21T16:06:49-06:00
Board Meeting Minutes

OLNEY PUBLIC LIBRARY

BOARD OF TRUSTEES MEETING

September 10, 2019 Minutes

      1. Call to Order – Roll Call
        The monthly meeting of the Olney Public Library Board of Trustees was called to order by Crystal Trout, September 10, 2019 at 5:33pm. Present – Board members present: Crystal Trout, Marie Riggs, Charles Roberts, Dan Zuber, Herman Zuber.Absent – Board members absent: Sarah Britton, Julia Eichhorst, Sheila Ritter.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 August 13, 2019 meeting were reviewed. Charles Roberts made a motion to approve the minutes. Dan Zuber seconded the motion. Measure carried.
      4. Treasurer’s Report & Approval of Bills Payable
        The August 2019 treasurer’s report was reviewed. Additional checks presented for Barlow Lock and Security Inc. for $216.00, House of Guitars for $738.97 and The Lyceum Agency for $90.00. Herman Zuber made a motion to approve the report and payables. Charles Roberts seconded the motion. Motion carried.
      5. Committee Reports
        Finance Committee –No reportPersonnel Committee –No reportPolicy/Bylaws Committee-No reportBuilding/Grounds Committee- No report

        Public Relations/Marketing Committee-No report

        Technology Committee-No report

        Planning Committee-No report

      6. Friends of the Library
        Friends of the Library’s next meeting will be September 16th at 5:00 pm at OPL. They will be working on the upcoming book sale to be held October 11-12. Volunteers are needed for book sorting and Brittany has a sign-up sheet.
      7. Librarian’s Report
        Brittany Bass presented a thorough written report to the trustees.
      8. Correspondence/Communication/Public Relations
        Brittany circulated the tax levy report.A letter of resignation (from the board of trustees) was presented/read by Charles Roberts. Mr. Roberts has served on the board for over 20 years and feels positively about the direction of OPL and its leadership.The trustees also acknowledged the receipt of a resignation by email from Charlotte Bruce.
      9. Old Business
        New Board Members – There are now two open trustee positions on the board. Brittany will contact Mayor Lambird to ask for appointments and forward him a list of suggestions that was developed by the nominating committee and presented to the board in July. Additional board members will leave the board in May 2020 in response to the new term limit policy established June 2019. New committee assignments will be established by President Eichhorst when new trustees come onto the board.
      10. New Business
        Building & Grounds – The sign is now up and running.Brittany presented two project bids from Scheutz Companies for upgraded lighting for the library for $2,625.00 to replace lights on the building and $2850.00 to replace the light heads on the poles leading to Main Street.

        Herman Zuber made a motion to accept the bid from Scheutz to install six new LED lights around the outside of the library building for $2,625.00. Marie Riggs seconded the motion. Motion carried. Funds will be used from the Special Reserve Building fund to complete the project.

        Dan Zuber made a motion to accept the bid from Scheutz to replace the heads of the current pole lights that line the library drive coming from Main Street for $2850.00 The new heads will have an auto shut off (dusk to dawn) feature. Herman Zuber seconded the motion. Motion carried. Funds will be used from the Special Reserve Building fund to complete the project.

      11. Executive Session – N/A
      12. Adjournment – Marie Riggs made a motion to adjourn. Meeting was adjourned at 6:27pm

    Minutes submitted by Crystal Trout

September ’19 Board of Trustee Minutes2019-11-21T16:06:49-06:00

August ’19 Board of Trustee Minutes

2019-11-21T16:06:58-06:00
Board Meeting Minutes

OLNEY PUBLIC LIBRARY

BOARD OF TRUSTEES MEETING

August 13, 2019 Minutes

      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 13, 2019 at 5:37pm.Present – Board members present: Julia Eichhorst, Charlotte Bruce, Sheila Ritter, Crystal Trout, Sarah Britton

        Absent – Board members absent: Marie Riggs, Chuck Roberts, 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 July 9, 2019 meeting were reviewed. Sarah Britton made a motion to approve the minutes. Sheila Ritter seconded the motion. Measure carried.
      4. Treasurer’s Report & Approval of Bills Payable
        The July 2019 treasurer’s report was reviewed. Written report date was corrected to July 31, 2019. One additional check was presented for Westville Public Library for $14.99. Sheila Ritter made a motion to approve the report and payables. Sarah Britton seconded the motion. Motion carried.
      5. Committee Reports
        Finance Committee –No reportPersonnel Committee –No report

        Policy/Bylaws Committee-A presentation of recommended changes to the policy manual. Sarah Britton made a motion to accept the presented policy and procedure changes. Sheila Ritter seconded the motion. Motion Carried.

        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 of the Library’s next meeting will be September 16th at 5:00 pm at OPL. They will be working on the upcoming book sale to be held October 11-12. Volunteers are needed for book sorting.
      7. Librarian’s Report
        Brittany Bass presented a thorough written report to the trustees. Additionally, Brittany advised the trustees that over 1600 books were read in the children’s summer reading challenge. Also, a new water fountain has been ordered as the old one has quit and is too expensive to repair. Bricks have arrived for our new sign. As soon as masonry work is done the sign will be installed.
      8. Correspondence/Communication/Public Relations – Nothing to report.
      9. Old Business
        Committee assignments were distributed to trustees. There was some discussion about implementing the new term limit plan and which trustees past the limit would be the first to retire. Brittany is going to contact affected trustees by email. After we have a retirement list, we will advise Mayor Lambird of suggestions for new trustees.
      10. New Business
        Director’s Salary – Following discussion by the trustees a motion was made by Charlotte Bruce to increase the director’s base salary by $2049.89 based on her recent exemplary review and performance. The motion was seconded by Sarah Britton. Motion carried.

        Based on personnel committee urging for Brittany to continue her education (during the hiring process) Crystal Trout made a motion to reimburse Brittany up to $2500 for higher education tuition expenses for the 2019-2020 academic year. The motion was seconded by Sarah Britton. Motion passed.

        New Policies Presentation – See committee reports above.

        Memorandum of Understanding – There was a lengthy discussion regarding the revised memorandum of understanding (with changes by the Friends group). An issue of concern is that the MOA as presented states that it is not a legally binding document. Sheila Ritter made a motion to accept the MOA as presented by the Friends. Sarah Britton seconded the motion. 3 votes yes/1 vote no/1 abstain.

        Brittany advised that all trustees need to complete 1 online training course about organizational management, preferably by the September meeting.

        Sheila Ritter asked if OPL would be interested in partnering with the Visual Arts Children’s Committee of the Olney Arts Council on an illustrator presentation. OPL is interested.

      11. Executive Session – N/A
      12. Adjournment – Sarah Britton made a motion to adjourn. Meeting was adjourned at 7:16pm

    Minutes submitted by Crystal Trout

August ’19 Board of Trustee Minutes2019-11-21T16:06:58-06:00
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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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