Minutes

Bryan-Bennett Library Board of Trustees

January 14, 2025, 6:30 p.m. in the Board Room

Call to Order

Bryan-Bennett Library Board President, Gary Hahn, called the January 14, 2025, meeting of the Bryan-Bennett Library Board of Trustees to order at 6:30 p.m.

Roll Call

Board members present were Kasey Angeloni, Brenda Conrad, Jennifer Dice, Gary Hahn, Lynn Larimer, Marylin Lewis, Erica Nix, and Gayla Wilkerson.

Also present were Library interim Director Jodi Trinkle, Hendrick Morton (WJBD) and Benjamin Trinkle.

Closed Session

Open session was adjourned at 6:36 p.m. and a closed session with only Bryan-Bennett Library Board of Trustees present at 6:40 p.m. At 6:49 p.m. Trustee Mark Decker joined the meeting in progress.

Roll Call was taken with Trustees Kasey Angeloni, Brenda Conrad, Mark Decker, Jennifer Dice, Gary Hahn, Lynn Larimer, Marylin Lewis, Erica Nix and Gayla Wilkerson present.

Discussion was had pertaining to hiring a new Library Director to replace Kim Keller. Keller stepped down December 12, 2024. President Gary Hahn made the suggestion of placing Assistant Director, Jodi Trinkle, in the position of Acting Director until a permanent replacement can be hired. Board members discussed posting the position internally on Heartland Library Systems website for 30 days. The personnel committee will handle the posting and potential applicants.

Members of the Policy and Personnel Committee have agreed to meet to discuss expectations and benefits that will be offered to the new Director.

The Board agreed to a 15% increase in Assistant Director Trinkles wage and an increase in hours to 40 per week to be given retroactively starting December 12, 2024, if Trinkle accepts the Interim Director position.

The motion to adjourn the closed session was made by Trustee Nix and seconded by Trustee Wilkerson at 7:40 p.m. All were in favor.

Open Session

Open session was called back to order at 7:44 p.m. by Board President Gary Hahn.

Roll Call

Trustees answering roll call were Kasey Angeloni, Brenda Conrad, Mark Decker, Jennifer Dice, Gary Hahn, Lynn Larimer, Marilyn Lewis and Gayla Wilkerson. Also present were Hendrick Morton and Benjamin Trinkle.

Approval of November 19, 2024 minutes

A motion to accept the November 19, 2024 meeting minutes was made by Trustee Angeloni and seconded by Trustee Nix. All present voted yes and the motion carried.

Approval of December 10, 2024 Special Meeting minutes

A motion to accept the Special Meeting minutes from December 10, 2024 was made by Trustee Angeloni and seconded by Trustee Lewis. All members voted yes and the motion carried.

Approval of December 2024 Bills

A motion to approve the December 2024 bills in the amount of $19,616.43 was made by Trustee Larimer and given a second by Trustee Wilkerson. All members voted yes and the motion carried.

Separation Pay for Kim Keller

After reviewing Kim Kellers request for vacation and sick time paid along with the remaining days in December 2024, the Board will offer her $13,426.62 in accordance with the City of Salem policy in such situations. A motion was made by Trustee Dice and seconded by Trustee Larimer. All members voted yes and the motion carried. A certified letter will be mailed to Keller outlining the monetary offer.

New Business

Appointment of Acting Library Director

Assistant Library Director Jodi Trinkle was offered and has accepted the position of Acting Library Director. Trustee Decker made a motion to increase her hours from 28 to 40 a week along with a 15% wage increase. This motion was seconded by Trustee Larimer with all other Trustees voting in agreement. The motion carried and we look forward to continuing working with Acting Director Trinkle

Tabled Items

Several items were tabled until individual Committee's had a chance to meet including a decision to allow the City of Salem to handle the finances of Bryan-Bennett Library along with a termination of our QuickBooks program and a plan to adopt the City's Personnel policy, A motion to table all three items was made by Trustee Decker and seconded by Trustee Conrad. All voted in favor and the motion passed.

Budget Workshop

January 21, 2025 is the date that has been set for a budget workshop. The Board along with the City Finance Director and City Manager will meet at 6:30 p.m.

Grant Deadlines

Acting Director Trinkle has asked the Board to allow her to wait until next year to apply for the Live and Learn Construction grant that is due January 15, 2025 as she hasn't had experience writing grants. The Board agrees with Trinkle and is glad to hear she will be participating in upcoming grant writing sessions on January 14, 2025 and January 23, 2025. The Per Capita Grant is due January 30, 2025 and the E-rate Grant is due March 26, 2025.

Adjournment

A motion to adjourn was made at 8:36 p.m. by Trustee Wilkerson and seconded by Trustee Nix. All were in favor.

Respectfully submitted by,

Jennifer Dice

Bryan-Bennett Library Board Financial Workshop

January 21, 2025, 6:30 p.m. in the Board Room

Call to Order

The Bryan-Bennett Library Board Financial Workshop was called to order at 6:38 p.m. by Library Board President Gary Hahn.

Roll Call

Board members answering roll call were Kasey Angeloni, Brenda Conrad, Mark Decker, Jennifer Dice, Gary Hahn, and Lynn Larimer. Absent Board members were Marylin Lewis, Erica Nix and Gayla Wilkerson. Acting Director Jodi Trinkle was also present.

Fiscal Year 2025

Acting Director Trinkle provided members with prior years budget sheets for discussion and review.

Additional Cameras

After recent concerning incidents at the library, discussion was had on installing 4 additional cameras from Security Alarm. The main areas of concern are the Children's Section, the Gym, the North Lot and the West side of the building. Acting Director Trinkle will provide all of the staff with log in information. Discussion of a permanent monitor to be set up at the circulation desk was had.

Financial Committee Meeting

The Finance Committee meeting was canceled due to illness.

City Financial Director and City Manager

Due to a miscommunication, the city's Financial Director and City Manager that had been invited to the workshop were not in attendance.

President Hahn will contact Treasurer Wilkerson, who is the Chairperson of the Finance Committee, to contact the city.

Adjournment

Due to the absence of our Treasurer, the lack of Financial Committee meeting and the miscommunication with the City officials, the workshop was tabled and adjourned at 8:04 p.m.

Respectfully Submitted by, Jennifer Dice Board Secretary

Minutes

Bryan-Bennett Library Board of Trustees

February 18, 2025, 6:30 p.m. in the Board Room

Call to Order

Bryan-Bennett Library Board President, Gary Hahn, called the February 18, 2025, meeting of the Library Board of Trustees to order at 6:32 p.m.

Roll Call

Board members present were Kasey Angeloni, Brenda Conrad, Jennifer Dice, Gary Hahn, Lynn Larimer, and Gayla Wilkerson.  Absent Trustees were Mark Decker, Marilyn Lewis, and Erica Nix.  Acting Library Director Jodi Trinkle, along with FOBBL President Laura Crain and patron Chris Moore were in attendance.

Public Comment

Patron Chris Moore expressed her concern for the libraries limit for books that can be put on hold.  Currently five books may be put on hold at any given time.  Moore would like to see an increase in that number.  The Board decided to increase that number on a case-by-case basis, deferring to Acting Director Jodi Trinkle as to amount and patrons in good standing.

Secretary’s Report

Approval of January, 14, 2025, Special Board Meeting Minutes

A motion to approve the January, 14, 2025, Special Board Meeting minutes was made by Trustee Wilkerson and seconded by Trustee Larimer.  All Trustees voted in favor and the motion carried.

Approval of January 20, 2025, Policy and Personnel Committee Meeting Minutes

This approval was tabled until March when members of said committees will be in attendance.

Approval of January 21, 2025, Budget Workshop Minutes

A motion to accept the January 21, 2025 Budget Workshop Minutes was made by Trustee Wilkerson and seconded by Trustee Larimer.  All members voted in favor and the motion passed.

Approval of February 1, 2025, Finance Committee Meeting

Approval of the Finance Committee meeting was tabled until March, pending the presence of that committee for a vote.

Treasurer’s Report

Payment of January 2025 Bills

A motion to approve paying January 2025 bills in the amount of $35,243.93 was made by Trustee Angeloni and seconded by Trustee Wilkerson.  All members voted yes and the motion carried.

Payment of February 2025 Bills

Approval of the February 2025 bills in the amount of $22,955.70 was set with a motion made by Trustee Dice and a second by Trustee Wilkerson.  All voted in favor and the motion carried.

Financial Report

The financial report of February 2025 was distributed. All financials are on track percentage wise for this period.

Friends of Bryan-Bennett Library Update

Laura Crain, President of Friends of Bryan-Bennett Library, provided the Board with updates regarding the activities of the Friends group.  Connie Williams has taken over the Friends Facebook page.  An average of $200 is made when the room is open.  A big donation of history books is coming in the near future.  The Friends are hoping to come up with ways to utilize the FOBBL room for extra activities. December events for FOBBL included the Senior Luncheon and a Santa and Craft Day.  Jodi Trinkle, Karen Shanafelt, and Connie Williams are working on two grants for FOBBL.  The next meeting will be March 13, 2025.

Committee Reports

Finance-The finance committee met February 1, 2025.  The committee would like to see a 6 month hold on turning finances over to the City of Salem.  Additionally, they would like to see an interim Assistant Director named immediately.  Moving forward, the Finance Committee has asked to be involved in all meetings involving money.

Policy-None

Personnel- Two resumes have been turned in concerning the open Library Director position.  The job posting on Heartlands Library website will expire February 28. The Personnel Committee is recommending all committees meet at least twice a year.

Building and Grounds- None

New Business

Trustee Training Requirements

Annual training for Trustees needs to be completed.  Acting Director Trinkle provided the Board with information on how to register and complete the on-line training.

Approval of FY 26 Budget

A motion to approve the proposed budget for the 2026 fiscal year was made by Trustee Dice and seconded by Trustee Larimer.  All members voted yes and the motion carried.

Creation of New Facebook Page

The Bryan-Bennett Library will be starting a new Facebook page.  A link to the new page will be available on the old Facebook page.  Programming Coordinator Karen Shanafelt and circ clerk Shanan Reed will be overseeing the page.

MLK Stats

This past MLK day there were a total of 19 patrons.  On an average Monday there are 35 patrons.  A decision to continue to be open on this holiday will need to be discussed.

Placing Acting Director Trinkle on Petty Cash Account

A vote was taken to allow Acting Director Trinkle to be a signer on the library’s petty cash account.  A motion made by Trustee Dice and seconded by Trustee Wilkerson resulted in a unanimous yes vote.

Bryan items to Bryan Museum

The BBL has agreed to loan William Jennings Bryan items to the Bryan Museum.  These items are not currently being used at the library. An inventory list of all borrowed items will be kept at the library.

Maintenance/Janitorial Issues

Acting Director Trinkle has provided a cleaning schedule and checklist for the janitorial and maintenance staff along with the library staff.  This will eliminate concerns over certain tasks.

Old Business

Lazerware

The Board has agreed to adding computer monitors to the new computers being provided by Lazerware. The cost is $1,332.  A motion was made by Trustee Angeloni and seconded by Trustee Conrad.  All members voted in favor and the motion carried.

Security Alarm Quote for Additional Cameras

An additional 4 cameras will soon be added to Bryan-Bennett Library.  The cost of the cameras is $1,970.00.  The library will not incur any extra monitoring fees for the additions.  A motion made by Trustee Wilkerson with a second from Trustee Angeloni was made.  All members voted yes.  Trustee Dice abstained from voting due to her relationship with the company.  The motion carried.

Interim Assistant Director

A motion made by Trustee Wilkerson and seconded by Trustee Dice to name Shanan Reed as the Interim Assistant Director for up to 27 hours a week was put to a vote.  All members voted yes and the motion carried.

Director’s Report- See Attached

Board Member’s Reports – None

Adjournment

A motion to adjourn was made at 8:53 p.m. by Trustee Wilkerson and seconded by Trustee Conrad.  All were in favor.

Respectfully submitted by,

 Jennifer Dice

Board Secretary

Minutes

Special Board of Trustees Meeting

March 6, 2025, in the Board Room 5 p.m.

Call to Order

Board President Gary Hahn called the special board of Trustee’s meeting to order on March 6, 2025, at 5 p.m.

Roll Call

Trustees answering roll call were Kasey Angeloni, Brenda Conrad, Jennifer Dice, Gary Hahn, Lynn Larimer, Erica Nix, and Gayla Wilkerson.  Interim Library Director Jodi Trinkle along with her husband Benjamin Trinkle were also present.  Trustees absent were Mark Decker and Marilyn Lewis.

Public Comment – None

Formal Decision on Library Director Appointment

The Personnel Committee shared their recommendation that the library hire Jodi Trinkle as the new Director of Bryan-Bennett Library.  The recommendation was put to a vote.  A motion made by Trustee Dice and seconded by Trustee Larimer was met with a unanimous yes vote from every board member present.  The motion carried.  The Board would like to congratulate Director Trinkle on her new appointment.

Adjournment

A motion for adjournment was made at 5:08 p.m. by Trustee Wilkerson and seconded by Trustee Larimer.  All were in favor and the meeting adjourned.

Respectfully submitted by,

Jennifer Dice

Board Secretary