Bryan-Bennett Library

Regular Monthly Board Meeting Minutes

May 18, 2021

President Jane Gaston called the regular monthly board meeting to order at 6:36 PM with the following trustees present:  Tom Champion, Ed Dolbeare, Jane Gaston, Gary Hahn, Joyce Raver, and Gayla Wilkerson. Absent were trustees Lynn Larimer, Jack McGuire and Ann Wilzbach. Also in attendance were Library Director Kim Keller and Assistant Director Library Director Kim Baldridge. Salem City Mayor Nic Farley, Salem City Manager Rex Barbee and Kendra Harman were also present.

Mayor Farley performed the swearing in ceremony for returning board members Joyce Raver and Gary Hahn.

City Manager Barbee briefly addressed the board about the city’s concerns about a library personnel matter.

Executive Session—5ILCS 120/2 C 1 and 2-Personnel

President Gaston called the meeting into closed session at 6:42 pm on a motion by Trustee Hahn and a second by Trustee Wilkerson. All present agreed. Library Director Kim Keller and Library Assistant Director Kim Baldridge did not attend the close session.

President Gaston called the meeting into regular session at 7:28 pm on a motion by Trustee Raver with a second by Trustee Hahn. All present agreed.

Secretary’s Report

The minutes of the April 2021 meeting were approved as presented on a motion by Trustee Champion with a second by Trustee Raver. All present approved.

Treasurer’s Report

The bills for May 2021 totaling $22,364.70 were examined and approved on a motion by Trustee Champion with a second by Trustee Raver. All present voted “yes” on roll call.

The treasurer’s report for May 2021 was presented. A motion to approve the treasurer’s report was made by Trustee Hahn with a second by Trustee Wilkerson. All present voted “yes” on roll call.

The asset report for May 2021 was presented and approved on a motion by Trustee Wilkerson with a second by Trustee Dolbeare. All present voted “yes” on roll call.

Committee Reports

No committee reports at this time.

New Business

A.-Non-resident card-Annual decision to continue to offer a non-resident card for the year         beginning July 1, 2021, through June 30, 2021-After being updated on the fee formula by Director Keller a motion to raise the annual fee for a non-resident card to $55.00 was made by Trustee Champion with a second by Trustee Dolbeare. All present voted “yes” on roll call.

1. Selection of Board Officers-A motion to keep the same board officers for the FY 22 as were for the FY 21 was made by Trustee Dolbeare with a second by Trustee Hahn. All present voted “yes” on roll call. Board Officers are: President Jane Gaston; Vice President Joyce Raver; Treasurer Gayla Wilkerson; Secretary Ann Wilzbach; and Ethics Officer Jack McGuire.
2. JAX proposal for parking lot resealing-Director Keller was instructed to contact JAX for information regarding the 7’ x 12’ area that was dug up during the repair of a water leak , that will need to be brought level with the rest of the parking lot. They would like to know the cost of just that area. After which, she is to contact City Hall to see if they will send a city crew to repair the damaged or if they would reimburse the library for this cost. A motion to accept the bid from JAX Asphalt Company in the amount of $2,394.00 with the provision that the City reimburses the library for the area damaged by the water leak repair was made by Trustee Champion with a second by Trustee Dolbeare. All present voted “yes” on roll call.
3. Staff Training-President Gaston suggested that Trustee Wilkerson hold a training session for employees on the topic of work relationships and harassment. All agreed. Director Keller will confer with Trustee Wilkerson as to the best time to schedule this.
4. Destruction of Closed Session Meeting Tapes-A motion to destroy closed session meeting tapes eighteen months after the minutes of said meetings have been approved was made by Trustee Champion with a second by Trustee Hahn. All present voted “yes” on roll call. The only closed session at this time to qualify is the July 2019 meeting.
5. Gym Room Name-Tabled until the full board is present.

Unfinished Business

2. Proposed Budget for Fiscal Year 2022-A motion to accept the proposed budget, amended to lower the raise increase from 2.75% to 2% for the director and assistant director, was made by Trustee Champion with a second by Trustee Hahn. All present voted “yes” on roll call.

Director’s Report

Director Keller requested guidance on allowing the Domino group to meet again in the Reference Room. They had expressed a wish to now return at this point in the COVID pandemic. The board agreed that if group felt comfortable meeting then they should be allowed to. Modern Woodmen held their annual speech contest in the gym on April 22 and 29. Director Keller asked for guidance in opening the gym to further rentals. The board wishes for the gym to remain closed to rentals until after the Voice and Votes event is over. They will then discuss this after that time to decide when to begin with rentals of the gym.

Normal book limits have returned. The staff are still wiping down all in-coming items.

New library cards have been ordered and have arrived. The new design will not be given out until the last of the older design has been used. The new design features the BBL rock with the book worm on it

Dan Luttrell of IPMG inspected the building for insurances purposes on April 22. He inquired about the water-stains on some of the ceiling tiles and was told about the sometimes problem of water condensation of the HVAC units seeping water on the tiles. Some of the emergency lights need batteries replaced and Custodian Rogers will see to their replacement.

Henson Painters have started the touch-ups in the gym. Carpenter Ryan Smith will complete the remainder of the items on the grant checklist. The Construction grant completion deadline was extended until June 30.

Director Keller updated the board on all the various on-going plans for the Voices and Votes event.

Director Keller attended the May 5 annual SHARE web meeting. COVID was a main topic of discussion. Heartland also discussed having a digital library card available for patrons, but for now it is only something they are looking into.

Director Keller included a proposal from Booher’s Tin Shop for replacement of the HVAC system in this month’s board packet. Ray Booher will attend the June meeting to answer any question the board may have. The board instructed Director Keller to have him also bring a cost of running new duct work if they opt to reduce the number of HVAC units. The board will look over the proposal and be prepared to ask questions at the June meeting.

Director Keller reported on the current personnel problem as requested by President Gaston. Some guidance was given by the board to Director Keller about how to proceed. But they stated that the day-to-day running of the library is ultimately the director’s responsibility and they are part of the appeals process if it is needed. They also reversed their instruction given in the March board meeting about having one employee sign a reduction-in-hours waiver.

Board Members Reports

President Gaston reminded board members about the open meetings act and cautioned them on the discussion of anything involving a purchase or approval of purchase through e-mail will need to be done in an open board session only. The only thing an e-mail should be used for is distributing information that will then be discussed in open sessions. Exceptions can be made in case of an emergency.

Adjournment

A motion to adjourn the meeting was made by Trustee Champion with a second by Trustee Wilkerson. All agreed. The meeting adjourned at 8:58 pm.

Respectfully submitted, Kim Baldridge ,                                                                                                                                                           BBL Assistant Director