Bryan-Bennett Library

November 28, 2017

Bryan-Bennett Library

Regular Board Meeting Minutes

November 28, 2017

Call to order

President Jane Gaston called the regular monthly board meeting to order at 6:36 pm with the following trustees present: Tom Champion, Jane Gaston, Lynn Larimer, Jane Mordecai and Joyce Raver. Trustee Ann Wilzbach arrived at 6:47 pm. Trustees Joyce Hahn, Jack McGuire and Gayla Wilkerson were absent. Also in attendance were Library Director Kim Keller and Library Assistant Director Kim Baldridge. There were no visitors.

Secretary’s Report

The minutes of the October 17, 2017 meeting were approved with the following change  under Unfinished Business, Section A Payment of December bills:  add that those trustees receiving notice in the mail of the December bills may respond by e-mail if they so wish.  All present approved.

Treasurer’s Report

The treasurer’s report for November was approved as presented on a motion by Trustee Larimer with a second by Trustee Champion. All present voted “yes” on roll call.

The asset report for November was approved as presented on a motion by Trustee Wilzbach with a second by Trustee Larimer. All present voted “yes” on roll call.

The bills for November 2017 totaling $16,731.37 were examined and approved on a motion by Trustee Champion with a second by Trustee Mordecai. All present voted “yes” on roll call.

A motion to transfer funds in the amount of $15,600.00 from the money market account to the checking account for the purpose of paying the November bills was made by Trustee Mordecai with a second by Trustee Wilzbach. All present voted “yes” on roll call.

Committee Reports

No committee reports at this time

New Business

A.      Staff Holiday Gift Cards-A motion to give a gift to the seven staff members with over 6 months of service a $50 gift card and the one staff member with less than 6 months a $25 gift card for a total of $325 was made by Trustee Mordecai with a second by Trustee Champion. All present voted “yes” on roll call.

B.      Schedule of Library Board Meetings-A motion to hold Library Board Meetings on the third Tuesday of every month at 6:30 pm in the library’s board room (excluding December) was made by Trustee Champion with a second by Trustee Larimer. All present voted “yes” on roll call.

C.      Sexual Harassment Policy-Director Keller presented the board with an updated policy for their approval. The only change being in the state agency’s contact information. Board Members will read over and discuss for approval at the January board meeting.

D.      Job Description for Administrative Assistant’s Position-Director Keller reported that there were no applications received for the Program Assistant position. She would like to change this to an Administrative Assistant position in order to receive more applications. After a brief discussion, the board decided to wait awhile before changing the position. They instructed Director Keller to post the ad for the Programs Assistant position again after Christmas. They also want her to check with Kaskaskia College about the possibility of getting an intern from their Library Science program. Director Keller will report on this in January.

E.       Donation of June Goldsborough books-An individual has approached Director Keller with a request for the library to accept a donation of possibly 30 to 35 books illustrated by local illustrator June Goldsborough. These are coming from a private collection.  After a brief discussion, the board instructed Director Keller to politely decline the donation citing lack of space to store such a large number and the fact that the library already has some of these books.

Unfinished Business

A.      Per Capita Grant Application Requirements-Director Keller presented material for the board to continue reviewing for this requirement. The board will continue to review Chapter 12, “Safety” of Serving Our Public and Chapters 1-5 of the Trustees Fact File 3rd Edition. They will also familiarize themselves with the services of the Illinois State Library Literacy Program.  The board will also review the Library’s By Laws and read the Disaster Recovery Plan. Any actions that need to take place for the By Laws and Disaster Recovery Plan will take place at a later board meeting.

Director’s Report

The Library’s 3rd installment of the Property Tax Distribution ($40,563.30) has been received as well as the first of two General Fund/Sales Tax distributions ($25,000.00) from the City.

The Library received from Illinois Heartland Library System a refund on the System’s account with Plinkit totaling $275.00. Plinkit was the former provider of the System’s websites.

Art Students who had met at the library donated another $20 to the library in appreciation of using the facility.

Pumpkin Fun Day had 13 adults and 24 youth attending. This was held on Oct. 21.

Family Night Unplugged had 10 adults and 16 youth attending. This was held on Oct. 24.

Roger Peach, a former Times-Commoner writer, held a book signing here on Oct. 26.

The Marion County Tax Sale held at the library on November 7 had approximately 150 people in attendance.

Currently there are 36 people registered for the Senior Luncheon on December 14.

Staff will also continue to work on the Holiday Reception plans. This will be held on December 7.

Terminex has resumed its service schedule.

The Salem High School yearbooks from 1950 to 1989 have been shipped to Oklahoma Department of Corrections for digitization.  They should arrive back sometime at the end of January. The remainder of the collection will be sent next year.

The 2017 Income Tax forms have been ordered for this year.

The board had requested an account of coffee expenses that the Director included on the back of her report. The board briefly reviewed  it and suggested coffee pods be bought from Amazon.

Board Members’ Reports

President Gaston suggested that Santa visits be held in the gym this year. Director Keller reported that plans for Santa visits already included it being held in the gym.

President Gaston suggested that Director Keller inquire if local photographers might be interested in taking pictures of children with Santa during his visits. She would like the pictures to cost no more than $2.00 per photo. She would prefer that the picture be available that night. She wants no packages to be sold at that time, but photographers would be welcomed to pass out business cards so that parents could contact them later if they wanted more pictures.


A motion to adjourn the meeting was made by Trustee Champion with a second by Trustee Wilzbach. All agreed. The meeting adjourned at 7:45 pm.

Respectfully submitted,


Kim Baldridge                                                                                                                                                             BBL Assistant Director