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, 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

1. 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 16^th 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

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 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 16^th 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