Bryan-Bennett Library

Regular Board Meeting Minutes

January 15, 2019

 Call to order

President Gaston called the regular monthly board meeting to order at 6:30 pm with the following trustees present: Tom Champion, Jane Gaston, Lynn Larimer, Jack McGuire, Joyce Raver, Gayla Wilkerson and Ann Wilzbach. Also present were Library Director Kim Keller and Library Assistant Director Kim Baldridge. Trustees Joyce Hahn and Jane Mordecai were absent. There were no visitors.

Secretary’s Report

The minutes of the November  13, 2018, meeting were approved as presented on a motion by Trustee Champion with a second by Trustee Larimer. All present agreed.

Treasurer’s Report

1. Financial Report for December 2018 & January 2019-The treasurer’s report for December 2018 and January 2019 was presented. A motion to approve the treasurer’s report for December 2018 and January 2019 as presented was made by Trustee Wilzbach with a second by Trustee Wilkerson. All present voted “yes” on roll call.
2. Payment of the December 2018 bills-Since there is no board meeting held in December, the December 2018 bills totaling $21,926.79 were approved as presented via signature on the bills list by Trustees Gaston, Raver and Hahn and via e-mail approval by Trustees Wilkerson, Larimer, Champion, Wilzbach and McGuire.
3. Payment of January 2019 bills-The bills for January 2019 totaling $16,196.82 were examined and approved on a motion by Trustee Raver with a second by Trustee Wilzbach. All present voted “yes” on roll call.

Committee Reports

No committee reports at this time.

New Business

1. Decision to open or keep closed session minutes closed-A motion to keep closed session minutes closed was made by Trustee Larimer with a second by Trustee McGuire. All present “voted” yes on roll call.
2. First Reading: Proposed Bryan-Bennett Library Reference and Reader’s Advisory Policy-Director Keller presented the board with copies of the proposed policy. Currently, the Library’s Reference/Reader’s Advisory considerations are addressed through the Materials Selection Policy. The proposed policy is a standard recommended by the Illinois State Library. The board read through the proposed policy and will take it into consideration. They will re-address this issue at a later meeting.

Unfinished Business

No unfinished business at this time.

Director’s Report

Director Keller reported that on December 18 there was a massive water leak near the kitchen door. The Salem Water Department Personnel shut off water to the whole building. The Salem Gas Department then shut off the water heater as an odor of natural gas was smelled.  A city crew repaired the water leak and installed a new line the next day. This was an all day project.

Director Keller reported on issues with the kitchen door lock. This issue was resolved with the installation of a deadbolt.

On January 4, the sensor box next to the kitchen window started beeping. Security Alarm quickly discovered the problem was failing batteries and installed new ones. The old batteries had been in service 6 years. The new batteries have a life expectancy of 5 years.

Director Keller reported on the various activities that have taken place in the library during the last two months. These activities include Collector’s Day, Tuesday card game, Thursday Domino games, FOBBL Book Club meetings, Pre-school Story Time, Princess party, Second Annual Senior Dinner, ROOTS Fest, visits by Santa and a home-school science class. All were well attended.

 The Library staff has reviewed training programs on dealing with difficult patrons. These programs are on the Web and recommended by the Illinois Heartland Library System.

Program Director Pullium is still on medical leave. She is doing well.

Circulation Clerk Leuty returned to work on January 7.

Circulation Clerks Shanafelt and Waller have been preparing and presenting the Story Times in absence of the Program Director.

The Per Capita Grant application and the Construction Grant application have been submitted. Director Keller had talked to Greg Shaffer, who oversees the Construction Grant Program, and he reminded her that libraries who have never received a construction grant before will be given priority in funding and that  it’s a very competitive year. The Illinois Historic Preservation Agency would only approve the gym renovations, with the deletion of the hallway/gym doors from the project. Bryan-Bennett is not eligible for the grant programs without the agency’s sign-off.  Therefore in the application the library is seeking funds to paint the gym, install a new floor and replace the outside kitchen door as instructed by the board. Since the hallway gym doors were deleted, Director Keller then included installation of railing along the kitchen steps, electrical work in gym and funds to purchase very nice meeting room chairs.

IHLS Membership Coordinator Anna Yackle visited BBL on November. She toured the building and discussed various Library activities.

Oklahoma Correctional Industries have again invited BBL to submit Salem Community High School yearbooks for digitization. This would include the years 1990 to present. BBL is missing two yearbooks from this timeframe: 1991 and 2004. The board instructed Director Keller to call the high school to see if copies of those 2 years are still available.

Director Keller will take vacation days on January 21, 28 and 29.

Board Members’ Reports

President  Gaston informed the board that the Peoples State Bank checking account was being closed. The check (number 11881) in the amount of $5,857.71 was written and signed that night. It will then be deposited in the MCSB General Fund.  In ten days, Peoples State Bank will then automatically close the account there. No one had any objections.

President Gaston requested that the next time Marvin’s Locksmith is used to have him separate labor from cost of parts on the invoice.

President Gaston returned her keys to the building.

Trustee Larimer reported having talked to Janelle Charmin of the ROOTS Festival. She complained of not being able to open the kitchen serving window.  Director Keller stated that there was a library employee present and the problem was never brought to her attention. Located next to the serving window are the controls for the window clearly labeled “up” and “down”.  After a brief discussion, President Gaston suggested a “checklist” be made for future renters of the facility. This “checklist” should spell out all  renter’s  responsibilities.  This checklist could be used for the gym as well as the boardroom. Director Keller will have one developed and present it for board approval at a later meeting.

Closed Session Under 5 ILCS 120/2-Personnel

A motion to go into closed session was made by Trustee McGuire with a second by Trustee Wilzbach. All present agreed. The board went into closed session at 7:05 pm.

A motion to return to open session was made by Trustee Wilzbach with a second by Trustee Champion. All present agreed. The board returned to open session at 8:04 pm.

A motion to have the Personnel Committee meet and decide the outcome of the issue discussed in closed session and then to inform Director Keller of the outcome was made by Trustee McGuire with a second by Trustee Wilzbach. All present agreed.

Adjournment

A motion to adjourn the meeting was made by Trustee Wilzbach with a second by Trustee McGuire. All present agreed. The meeting adjourned at 8:06 pm.

Respectfully submitted,

Gayla Wilkerson

BBL Board Secretary