Board Meeting Minutes

Board Meeting Minutes 2014 05

Administrator : June 24, 2014 11:53 am : Board Minutes

ROLL CALL & INTRODUCTION OF GUESTS

The regular meeting of the Board of Trustees of Elkhart Public Library was called to order by Janice E. Dean, President, at 5:30 p.m.

Members present: Krystal Anderson, Brian Byrn, Renee’ Cocanower, Janice E. Dean; and Jennifer Nielsen;
Members absent: Mary E. Davis and Scott Troeger
Others present: Deborah L. Stewart, Director; Jane A. Garoutte, Business Manager.
Staff or Guests present: Sue Eller, Marsha Eilers, Diana Gill, Elizabeth Layman, Allison McLean, Rachel Rice, Gwen Robison, Marjorie Schaphorst and Sonny Carreño.

CONSENT AGENDA

Adoption of Consent Agenda.

Renee’ Cocanower moved THAT the Board adopt the Consent Agenda as presented.
Krystal Anderson seconded. Motion: Carried.

PRESIDENT’S BUSINESS

Appointment of New Library Director: Renee’ Cocanower announced that the Board received recommendation from the Director Search committee to appoint Lisa Guedea Carreño, director of the Goshen College Harold and Wilma Good library, as successor to Deborah Stewart as Director of the Elkhart Public Library.

Ms. Guedea Carreño was unable to attend, but in her stead, her husband, Sonny Carreño conveyed her thanks to the committee and the Board for their vote of confidence, and sent her regards from Nicaragua where she is leading a group of Goshen College students on study-service semester.

Krystal Anderson moved THAT the Board approve the appointment of Lisa Guedea Carreño as Director of the Elkhart Public Library, with her employment to begin in August 2014.
Jennifer Nielsen seconded. Motion: Carried.

Board of Trustees Officers – Nominating Committee: Janice Dean, President asked for volunteers for a nominating committee to present a 2014-15 slate of officers for election at the June meeting. Krystal Anderson volunteered to chair the nominating committee; Bryan Byrn and Jennifer Nielsen will also serve.

DIRECTOR’S REPORT

Additional items to Director’s Notes:
The library has been awarded an LSTA Technology Grant in the amount of $2,574.00, for the purchase of tablets to be used for roving reference both in the Library and in the community. James Facer, Reference Librarian will be the grant administrator.

Department Report: Allison McLean, Head of Young People’s Services, delivered a presentation highlighting programming offered to young people. She shared her goal to increase, improve and strengthen community partnerships and collaborations in hopes of increasing parental awareness of the programs offered by the library and the importance of early literacy skills.

UNFINISHED BUSINESS
Phase II Renovations

Deborah Stewart reported that bond counsel has initiated contact with architects for the elevator project estimates needed to move forward with potential bond issue. No action was taken on this agenda item.

Strategic Planning / Long Range Planning

Deborah Stewart reported that results of the public surveys, stakeholder interviews, and staff brain-storming sessions were distributed to the Board and staff, and that the Board and staff were invited to send the Strategic Planning Committee the top five most important goals. The Director said she hoped to involve the new Director in the Long Range Plan in some way without the library losing momentum in the planning process. No official action was taken on this agenda item.

Non-Resident Card Fee – Revised
Deborah Stewart explained that the non-resident fee set in January 2014 was based on 2012 library and population statistics, and that now that the 2013 statistics had been released, it was necessary to revise the fee. In future years, the non-resident fee should be considered in May.

Renee’ Cocanower moved THAT the Non-Resident Card Fee revision be approved as presented.
Bryan Byrn seconded. Motion: Carried.

NEW BUSINESS
Authorization to Enter into an LSTA Contract

Bryan Byrn moved THAT the resolution to authorize signing of an LSTA contract by the Director be approved as presented.
Krystal Anderson seconded. Motion: Carried.

Elkhart/Goshen Consortium Agreement

Deborah Stewart reported that she and Andy Waters, Director of the Goshen Public Library, met with the attorney to work out details of the consortium agreement. Once the attorney has completed his review, the agreement will be distributed to the Board. She reported that the new production server has been received, but that installation will be delayed until the agreement is ratified by both library boards, hopefully in June.

Unattended Children’s Policy.

Much discussion followed the first reading of this revision to an existing policy. The Director highlighted several changes in the age brackets listed. No action was taken.

Elkhart Public Library Cards Policy.

Discussion followed this first reading of this new policy written primarily to gather long existing library practices into a coherent policy. Jennifer Nielsen was asked to refine the wording of items 9.a.-c. No action was taken at this time.

Volunteer Policy.

Discussion followed the first reading of this new policy, especially the need for background checks for certain classes of volunteers. No action was taken at this time.

Confidentiality of Patron Recrods Policy.

Discussion followed the first reading of this new policy as recommended by the State of Indiana. No action was taken at this time.

Workplace Violence Policy.

Discussion followed the first reading of this new policy which applies to staff and patrons. No action was taken at this time.

Questions and Information from Board, Staff, and Guests

Sonny Cerraño, spouse of Lisa Guedea Cerraño, was introduced to the Board and staff in attendance. Mr. Cerraño again expressed that his wife was honored and pleased to have been chosen as the next Director of the Elkhart Public Library.

ADJOURNMENT

The meeting was adjourned by consensus at 6:36 p.m. The next regularly scheduled meeting of the Board of Trustees will be on June 17, 2014, at 5:30 p.m. in Meeting Room #1 of the Main Library.

____________________________
Krystal Anderson, Secretary

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Board Meeting Minutes 2014 04

Administrator : May 21, 2014 10:41 am : Board Minutes

Minutes

WORK SESSION

A work session for the Board of Trustees of the Elkhart Public Library was called to order by Janice E. Dean, President, at 5:00 p.m., on April 15, 2014, in Meeting Room #1 of the Main Library. Todd Samuelson of H.J. Umbaugh & Associates reviewed the legal procedural requirements for bond issue.

EXECUTIVE SESSION

The Board of Trustees of the Elkhart Public Library met in executive session as provided for by IC 5-14-1.5-6.1(b), Item 6 to receive information about an interviewed prospective employee. The executive session was called to order by Janice E. Dean at 5:30 p.m. and ended about 5:53 p.m.

ROLL CALL & INTRODUCTION OF GUESTS

The regular meeting of the Board of Trustees of Elkhart Public Library was called to order by Janice E. Dean, President, at 5:54 p.m.

 

Members present:, Krystal Anderson, Brian Byrn, Renee’ Cocanower, Mary E. Davis, Janice E. Dean; and Jennifer Nielsen;

Members absent: Scott Troeger

Others present: Deborah L. Stewart, Director; Jane A. Garoutte, Business Manager.

Staff or Guests present: Linda Cary, Marsha Eilers, Gwen Robison, Marjorie Schaphorst, Mark Van Lummel and Cesar Pincheira.

CONSENT AGENDA

Adoption of Consent Agenda.

 

Mary Davis moved THAT the Board adopt the Consent Agenda as presented.

Krystal Anderson seconded.                Motion: Carried.

PRESIDENT’S BUSINESS

Director Search is ongoing. There is another interview scheduled Friday, April 18, 2014.

 

Director Review Schedule: The Board decided by consensus to forgo the Director’s annual review in light of her pending retirement.

 

Expiration of Library Trustee Terms: Janice Dean, Board President reminded the Board that two trustees would be completing their final terms in 2015 and asked the Board to be thinking of people to recommend for appointment.

 

Elkhart Community Schools Referenda: Janice Dean, Board President, encouraged individual support of the ECS referenda in the May 6 primary election.

DIRECTOR’S REPORT

 

Additional items to Director’s Notes:

  • Paperwork for reappointment of board members Renee Cocanower and Mary Davis has been mailed to the appropriate appointing agencies.
  • Plans to establish a consortium with Goshen Public Library are moving forward, following news received last week that Polaris has merged with Innovative.
  • The decision was made to take advantage of significant discount offered by Polaris for early sign-up for the LEAP module, technology which will allow true mobile access to the database, including mobile check out.

 

Department Report: Mark VanLummell, Head of Technical Services, delivered a presentation on cataloging, as one of the steps taken to process materials for use by patrons. He reviewed the change in standard cataloging rules from AACR2 (Anglo-American Cataloging Rules, 2nd ed.) to RDA (Resource, Description and Access).

 

National Library Week: Deborah Stewart announced that National Library Week is underway. In keeping with the theme “Lives Change @ Your Library,” the library is giving away life-changing books.

UNFINISHED BUSINESS

Phase II Renovations

 

Jennifer Neilsen moved THAT the Board consult and hire H.J. Umbaugh and Associates and Bond Counsel to move forward with bond issue process.

Krystal Anderson seconded.                Motion: Carried.

Strategic Planning / Long Range Planning

Deborah Stewart, Director, reported that a preliminary report was received from Donna Fletcher, consultant, summarizing results of the public surveys. She invited the board members to attend one of the staff brainstorming sessions with the consultant on Tuesday, April 22, 2014 2:00-5:00 p.m., or Wednesday, April 23, 2014 9 a.m. to noon. Board members were invited to attend either session. No official action was taken on this agenda item.

Hazardous Materials Program Policy

 

Mary Davis moved THAT the Hazardous Materials Program Policy be approved as presented.

Krystal Anderson seconded.                Motion: Carried.

Job Description Packet

 

Bryan Byrn moved THAT the Job Description Packet be approved as presented.

Jennifer Neilsen seconded.                   Motion: Carried

NEW BUSINESS

There was no new business.

Questions and Information from Board, Staff, and Guests

 

Cesar Pincheira, patron and member of the Friends of the Elkhart Public Library, shared his thoughts and concerns regarding the effect the school referendum could have on the finances of the library, and iterated his appreciation for the importance of choosing the right person as library director.

ADJOURNMENT

The meeting was adjourned by consensus at 6:44 p.m. The next regularly scheduled meeting of the Board of Trustees will be on May 20, 2014, at 5:30 p.m. in Meeting Room #1 of the Main Library.

 

 

 

 

 

____________________________

Krystal Anderson, Secretary

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Board Meeting Minutes 2014 03

Administrator : April 16, 2014 10:45 am : Board Minutes

Minutes

ROLL CALL & INTRODUCTION OF GUESTS

 

The regular meeting of the Board of Trustees of Elkhart Public Library was called to order by Janice E. Dean, president, at 5:30 p.m., on March 18, 2014, in Meeting Room #1 of the Main Library.

 

Members present:, Renee’ Cocanower, Mary E. Davis, Janice E. Dean; Jennifer Nielsen; Scott Troeger

 

Members absent: Brian Byrn, Krystal Anderson

 

Others present: Deborah L. Stewart, Director; Jane A. Garoutte, Business Manager.

 

Staff or Guests present:  Marsha Eilers, Jeanne Glanders, Marjorie Schaphorst

CONSENT AGENDA

 

Adoption of Consent Agenda

 

Mary Davis moved THAT the Board adopt the Consent Agenda as presented.

 

Scott Troeger seconded.                      Motion: Carried.

PRESIDENT’S BUSINESS

 

  • Director Search:  Renee’ Cocanower, chairperson for the Director search committee, reported that five applications were received, with more anticipated by Friday, March 21, 2014, when the posting closes.  Brochures were made available at the PLA Job Fair in Indianapolis. The committee meetings are scheduled for March 27, and April 3.

 

  • Board Member Reappointments:  Janice Dean reported that terms of board members Mary Davis and Renee Cocanower would expire June 30, 2014. The Director will send letters to the appropriate appointing bodies indicating the Board’s desire, and each woman’s willingness to be reappointed for another term.  Discussion followed regarding the need to be thinking of replacements for two members whose final terms expire in 2015.

DIRECTOR’S REPORT

 

  • Additional items to Director’s Notes:  Thirteen staff attended PLA Conference in Indianapolis March 12-15, 2014.

 

  • Department Report: Jeanne Glanders, Head of Popular Materials, presented a report on the department.

 

  • Deb Stewart, Director, presented a review of technology projects from 2013 and upcoming projects for this year, along with a copy of the current Technology Plan.

 

  • Deb Stewart, Director, presented a summary of library statistics reported in the 2013 Annual Report to the State.

 


 

UNFINISHED BUSINESS

Phase II Renovations

 

Deb Stewart agreed to make arrangements for a knowledgeable person to answer the Board’s questions on the bond issue necessary for building renovations at a work session prior to the April meeting.

Strategic Planning

 

Marsha Eilers, Assistant Director of Public Services, reported that surveys were completed and that Donna Fletcher, consultant, is conducting interviews with previously identified stakeholders.  No official action was taken on this agenda item.

NEW BUSINESS

Job Descriptions for Reference Assistant and Young People’s Assistant positions

 

The Director presented the job descriptions for Reference Assistant and Young People’s Assistant.

 

Scott Troeger moved THAT the Board adopt job descriptions as presented.

 

Renee’ Cocanower seconded.              Motion: Carried

Questions and Information from Board, Staff, and Guests

 

Marsha Eilers thanked the Board for the opportunity to attend the PLA conference in Indianapolis.  She reported that at many of the workshops she attended, the same theme was present: In order for public libraries to remain relevant, librarians cannot remain passive, waiting for community groups to seek help from the library, but become vibrant, useful members of the community by taking seats at table, serving on committees, listening to the challenges faced by the group and offer ways the library can assist.

ADJOURNMENT

 

The meeting was adjourned by consensus at 6:39 p.m.  The next regularly scheduled meeting of the Board of Trustees will be on April 15, 2014, at 5:30 p.m. in Meeting Room #1 of the Main Library.

 

 

 

 

 

____________________________

Jennifer Nielsen, Acting Secretary

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Board Meeting Minutes 2014 02

Administrator : March 24, 2014 11:08 am : Board Minutes

Board of Trustees Meeting

Minutes

February 21, 2014

ROLL CALL & INTRODUCTION OF GUESTS

The regular meeting of the Board of Trustees of Elkhart Public Library was called to order by Janice E. Dean, president, at 5:30 p.m., on February 18, 2014, in Meeting Room #1 of the Main Library.

Members present:, Krystal Anderson, Renee’ Cocanower, Mary E. Davis, Janice E. Dean; Jennifer Nielsen

Members absent: Brian Byrn, J. Scott Troeger

Others present: Deborah L. Stewart, Director; Sandra Bevins, Business/HR Manager.

Staff or Guests present:  Marsha Eilers, Judy Ferrell, Jane Garoutte, Diana Gill, Moxie Robinson, Gwen Robison, Marjorie Schaphorst,

CONSENT AGENDA

Adoption of Consent Agenda

Renee’ Cocanower moved THAT the Board adopt the Consent Agenda as presented.

Krystal Anderson seconded.                Motion: Carried.

PRESIDENT’S BUSINESS

  • Director Search:  Renee’ Cocanower, chairperson for the Director Search committee, presented a draft of the Director Vacancy announcement, along with an updated timeline.  The approval of a Director’s hiring is anticipated at the May board meeting.
  • Janice Dean presented a resolution recognizing the Board’s appreciation of the years of service of Sandra Bevins, and extending its best wishes on her retirement. The Board approved by consensus.

DIRECTOR’S REPORT

  • Additional items to Director’s Notes:  Pierre Moran Branch is closed due to a frozen city water line.  The branch will reopen when water service is restored.  An updated 2014 Board Calendar was presented to reflect a change from January to June for consideration of the non-resident fee policy.
  • Judy Ferrell, Head of Reference, guided the Board on a tour of the Reference department.
  • Policy Review. A list of policies was presented indicating the status of each: planned for revision, proposed, pending, or complete/updated.

UNFINISHED BUSINESS

Phase II Renovations

Renee’ Cocanower reported that the Elkhart City Council will be approached as a courtesy, followed by an official request for approval to pursue a bond issue at a council meeting.  No official action was taken on this agenda item.

Strategic Planning

The Director reported that surveys will be conducted over the next two weeks and that thirteen stakeholders have been identified to participate in the planning process.  No official action was taken on this agenda item.

NEW BUSINESS

Reference Assistant Job Description

The Director presented the job description for Reference Assistant for first viewing.  No action was taken on this agenda item.

Young People’s Assistant Job Description

The Director presented the job description for Young People’s Assistant for first viewing.  No action was taken on this agenda item.

 

Questions and Information from Board, Staff, and Guests

Marsha Eilers reported that the strategic planning committee has been energetic and enthusiastic during planning sessions.

ADJOURNMENT

The meeting was adjourned by consensus at 6:37 p.m.  The next regularly scheduled meeting of the Board of Trustees will be on March 18, 2014, at 5:30 p.m. in Meeting Room #1 of the Main Library.

 

 

 

 

 

__________________________

Krystal Anderson, Secretary

 

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Board Meeting Minutes 2014 01

Administrator : February 19, 2014 10:32 am : Board Minutes

Board of Trustees Meeting

January 21, 2014

BOARD OF FINANCE MEETING                                                            

The meeting of the Board of Finance of Elkhart Public Library was held January 21, 2014, in Meeting Room #1 of the Main Library and called to order at 6:30 p.m. by Janice E. Dean, president.  Mary E. Davis was named pro tem Secretary for this meeting.  The Board of Finance elected Janice E. Dean as President and Krystal Anderson as Secretary for fiscal year 2014.  The Board of Finance reviewed the Investment Policy and the Report of Investments.

Mary E. Davis moved THAT the election of the Board of Finance Officers, the Investment Policy, and the Report of Investments be approved and that the meeting be adjourned.

Jennifer Nielsen seconded.        Motion: Carried

 

BOARD MEETING

ROLL CALL & INTRODUCTION OF GUESTS

The regular meeting of the Board of Trustees of Elkhart Public Library was called to order by Janice E. Dean, president, at 6:40 p.m., on January 21, 2014, in Meeting Room #1 of the Main Library.  Mary E. Davis was named pro tem Secretary for this meeting.

Members present: Brian Byrn, Renee’ Cocanower, Mary E. Davis, Janice E. Dean; Jennifer Nielsen

Members absent: Krystal Anderson, J. Scott Troeger

Others present: Deborah L. Stewart, director; Sandra Bevins, business/HR manager

Staff or Guests present:  Marjorie Schaphorst

CONSENT AGENDA

Adoption of Consent Agenda

Renee’ Cocanower moved THAT the Board adopt the Consent Agenda as presented.

Brian Byrn seconded.                            Motion: Carried.

PRESIDENT’S BUSINESS

  • Director Search:  Renee’ Cocanower, chairperson for the director search committee, suggested the following goals:  Director vacancy announcement published by the end of January; Applications received by mid-March; Approval of director’s hiring at the May board meeting.

DIRECTOR’S REPORT

  • Additional items to Director’s Notes:  The Library has received an inquiry from Habitat for Humanities into the possibility of purchasing the acreage behind the Dunlap Branch Library.  The Director will seek input from the Elkhart County Zoning Board.
  • No department report was presented.

UNFINISHED BUSINESS

Phase II Renovations

The need to pursue a bond issue to fund the elevator replacement will be presented to the Elkhart City Council.  No official action was taken on this agenda item.

Long Range Plan

The work session held prior to the board meeting included a conference call with Donna E. Fletcher, strategic planning consultant.  The anticipated time line for completion of the long range plan and the patron survey mockup was discussed.  No official action was taken on this agenda item.

Insurance  Program Policy

The Director presented the Insurance Program Policy.  No additional revision to the language was presented.

Mary E. Davis moved THAT the Board approve the Insurance Program Policy as presented.

Brian Byrn seconded.                            Motion: Carried

Salary Schedule

The Director presented the Salary Schedule.  The Board affirmed its intended purpose for the salary schedule is to establish a pay rate guideline to be used during the job offer process.

NEW BUSINESS

Non-Resident Fee Resolution

The Non-Resident Card Fee Resolution was presented.  This resolution sets the non-resident fee at $55.00 for a non-resident card and $25.00 for a reduced-fee non-resident card effective January 22, 2014.

Renee’ Cocanower moved THAT the Non-Resident Card Fee Resolution be adopted as presented.

Brian Byrn seconded.                            Motion: Carried.

Bookkeeper Job Description

The Director presented the Bookkeeper Job Description.  No additional revision to the language was presented.

Mary E. Davis moved THAT the Bookkeeper Job Description be approved as presented.

Brian Byrn seconded.                            Motion: Carried

HR Generalist Job Description

The Director presented the HR Generalist Job Description.  No additional revision to the language was presented.

Mary E. Davis moved THAT the HR Generalist Job Description be approved as presented.

Brian Byrn seconded.                            Motion: Carried.

Five Year Maintenance Schedule

The Board accepted the Five Year Maintenance Schedule as presented.

Friends Resolution

Renee’ Cocanower moved THAT the Board recognize its appreciation of the work of the Friends of the Library in promoting and carrying out successful fund-raising for the benefit of the Library.

Brian Byrn seconded.                            Motion: Carried.

Questions and Information from Board, Staff, and Guests

No additional questions or information was presented.

ADJOURNMENT

The meeting was adjourned by consensus at 7:25 p.m.  The next regularly scheduled meeting of the Board of Trustees will be on February 18, 2014, at 5:30 p.m. in Meeting Room #1 of the Main Library.

 

 

 

 

 

__________________________

Mary E. Davis, Pro Tem Secretary

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ELKHART PUBLIC LIBRARY
300 SOUTH SECOND STREET
ELKHART, IN 46516
(574) 522-5669
ADDITIONAL RESOURCES
ADMINISTRATION
LIBRARY CARDS
LIBRARY FEES & POLICIES
LIBRARY FUNDING