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August ’20 Board Meeting Minutes

2025-02-10T12:33:23-06:00
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 Minutes2025-02-10T12:33:23-06:00

July ’20 Board Meeting Minutes

2025-02-10T12:33:23-06:00
Board Meeting Minutes

OLNEY PUBLIC LIBRARY

BOARD OF TRUSTEES MEETING

July 14, 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, 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

July ’20 Board Meeting Minutes2025-02-10T12:33:23-06:00

June ’20 Board Meeting Minutes

2025-02-10T12:33:23-06:00
Board Meeting Minutes

OLNEY PUBLIC LIBRARY

BOARD OF TRUSTEES MEETING

June 9, 2020

      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

June ’20 Board Meeting Minutes2025-02-10T12:33:23-06:00

February ’20 Board Meeting Minutes

2025-02-10T12:33:24-06:00
Board Meeting Minutes

OLNEY PUBLIC LIBRARY

BOARD OF TRUSTEES MEETING

February 11, 2020

      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

February ’20 Board Meeting Minutes2025-02-10T12:33:24-06:00

January ’20 Board Meeting Minutes

2025-02-10T12:33:24-06:00
Board Meeting Minutes

OLNEY PUBLIC LIBRARY

BOARD OF TRUSTEES MEETING

January 15, 2020

      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

January ’20 Board Meeting Minutes2025-02-10T12:33:24-06:00

December ’19 Board Meeting Minutes

2025-02-10T12:34:34-06:00
Board Meeting Minutes

OLNEY PUBLIC LIBRARY

BOARD OF TRUSTEES MEETING

December 10, 2019

      1. Call to Order – Roll Call
        The monthly meeting of the Olney Public Library Board of Trustees was called to order by Julia Eichhorst, December 10, 2019 at 5:30pm. It was noted that no November meeting was held as a quorum of trustees were not available on the scheduled meeting date.

        Present – Board members present: Julia Eichhorst, Sheila Ritter, Crystal Trout, Sarah Britton, Herman ZuberAbsent – Board members absent: Marie Riggs, 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 October 8, 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 October and November 2019 treasurer’s reports and bills paid/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 –Two of the previously assigned members of the personnel committee are no longer on the board. Julia Eichhorst is going to re-assign committee members to the personnel committee so that the director evaluation process can begin. Herman Zuber expressed interest in serving on the personnel committee.
        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 thorough written reports to the trustees for both October and November.Brittany indicated there is a challenge from a library neighbor regarding the new outdoor lighting. The board asked her to try to resolve the issue without changing the lighting at this time.The trustees discussed raising the room rental rate from $30 as there is an increase in the number of showers, rehearsal dinners, etc being held at the facility. These events require a staff member to be present and increased custodial work.
      8. Correspondence/Communication/Public Relations
        N/A
      9. Old Business
        New Board Members – A list of suggested replacements for vacated trustee positions has been provided to the mayor, but no new trustees have been appointed by him. Brittany will follow up on that process on behalf of the board. Julia has been holding on committee assignments until new member names are available.Per capita requirements – Trustees have met the requirements for the per capita grant, but Brittany encouraged everyone to consider viewing the educational seminars available.Holidays/Days Off – Brittany presented a list of the current staff holidays as well as city holidays and federal holidays. It was decided to keep the holidays as is. There was discussion of trying to increase patronage on holidays with ideas such as giftwrapping in the conference room on black Friday, etc.
      10. New Business
        Christmas Party – Brittany is going to plan a Christmas party for staff members.Staff Bonuses – Herman Zuber 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. Sheila Ritter seconded the motion. Measure carried. The trustees are pleased to award these bonuses as a thank you for our staff and director’s hard work throughout the year.
      11. Executive Session – N/A
      12. Adjournment – Sarah Britton made a motion to adjourn. Herman Zuber seconded the motion. Measure carried. Meeting was adjourned at 6:40pm.

    Minutes submitted by Crystal Trout

December ’19 Board Meeting Minutes2025-02-10T12:34:34-06:00

No November ’19 Board Meeting

2025-02-10T12:34:35-06:00

Board Meeting Minutes

Just a quick note to inform you that the Library board did not meet in November due to not meeting the quorum of members. The board met in December and meeting notes will be approved and posted in January. Thank you for your interest in your local library!

No November ’19 Board Meeting2025-02-10T12:34:35-06:00

October ’19 Board Meeting Minutes

2025-02-10T12:34:35-06:00
Board Meeting Minutes

OLNEY PUBLIC LIBRARY

BOARD OF TRUSTEES MEETING

October 8, 2019 Minutes

      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 7th 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

October ’19 Board Meeting Minutes2025-02-10T12:34:35-06:00

September ’19 Board of Trustee Minutes

2025-02-10T12:34:35-06:00
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 Minutes2025-02-10T12:34:35-06:00

August ’19 Board of Trustee Minutes

2025-02-10T12:34:35-06:00
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 Minutes2025-02-10T12:34:35-06:00
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