Board Meeting Minutes

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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Board Meeting Minutes 2013 12

Administrator : January 24, 2014 2:58 pm : 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., on December 17, 2013, in Meeting Room #1 of the Main Library.

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

Members absent: Brian Byrn

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

Staff or Guests present:  Chuck Pieri, Gwen Robison, Marjorie Schaphorst

CONSENT AGENDA

Adoption of Consent Agenda

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

Krystal Anderson seconded.                Motion: Carried.

PRESIDENT’S BUSINESS

  • Yearly Accomplishments:  Amnesty program; Book clubs; New logo design and rollout; Air handler replacement; Phone app for EPL library cards; Revised job descriptions; Updated technology plan.
  • Retirement Letter:  The Board accepted Deborah Stewart’s retirement letter effective July 5, 2014.
  • Timeline for Selecting a Director:  The director search committee, consisting of Renee’ Cocanower, Janice E. Dean, and J. Scott Troeger, presented a timeline for selecting a new director.

DIRECTOR’S REPORT

  • Additional items to Director’s Notes:  The Library will be surveying patron interest in computer class topics in January.
  • Chuck Pieri, Branch Children’s Librarian, presented an overview of his typical community presentations.

UNFINISHED BUSINESS

Phase II Renovations

Discussion continued on the process and the cost of a bond issue to fund the elevator replacement project.  No official action was taken on this agenda item.

Long Range Plan

The Board reviewed the proposals to facilitate the next long range plan and selected Donna E. Fletcher Consulting, Inc.

Renee’ Cocanower moved THAT the Board authorize Deborah Stewart, Director, to contract with Donna E. Fletcher Consulting, Inc for strategic planning services.

Krystal Anderson seconded.                J. Scott Troeger abstained.   Motion: Carried.

Employee Category Policy

The Director presented the Employee Category Policy.  No additional revision to the language was presented.

J. Scott Troeger moved THAT the Board approve the Employee Category Policy as presented.

Krystal Anderson seconded.                Motion: Carried


 

NEW BUSINESS

2014 Board Meeting Schedule

These meeting dates are in compliance with the Board By-Laws.  No action required.

2014 Holiday Closing Schedule

The Holiday Schedule for 2014 was considered.

J. Scott Troeger moved THAT the Holiday Schedule for 2014 be approved as presented.

Renee’ Cocanower seconded.              Motion: Carried

2014 Monthly Board Calendar

The Board accepted the 2014 Monthly Board Calendar as presented.

Insurance Program Policy

The Director presented the Insurance Program Policy.  Additional revisions to the language was presented.  No official action was taken on this agenda item.

Purchasing Policy

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

J. Scott Troeger moved THAT the Purchasing Policy be approved as presented.

Krystal Anderson seconded.                Motion: Carried

Salary Schedules

The Director presented the Salary Schedules.  Discussion items included:  What is the intended use?  What is the longevity assignment?  No official action was taken on this agenda item.

Questions and Information from Board, Staff, and Guests

No additional questions or information was presented.

ADJOURNMENT

The meeting was adjourned by consensus at 7:10 p.m.  The next regularly scheduled meeting of the Board of Trustees will be on January 21, 2014, at 5:30 p.m. in Meeting Room #1 of the Main Library.

 

 

 

 

 

__________________________

Krystal Anderson, Secretary

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Board Meeting Minutes 2013 11

Administrator : December 20, 2013 8:51 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., on November 19, 2013, in Meeting Room #1 of the Main Library.

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

Members absent: Mary E. Davis, J. Scott Troeger

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

Staff or Guests present:  Marsha Eilers, Diana Gill, Marta Robinson, Marjorie Schaphorst

CONSENT AGENDA

Adoption of Consent Agenda

Renee’ Cocanower moved THAT the Board adopt the Consent Agenda with an additional agenda item: NEW BUSINESS – Fee Schedule.

Krystal Anderson seconded.                Motion: Carried.

PRESIDENT’S BUSINESS

  • Programming Status and Planning:  The Board discussed current and future in-house programming venues: author presentations, youth programs, collaboration with community presentations
  • Board Gift for Staff:  Krystal Anderson volunteered to present this year’s board gift to staff.

DIRECTOR’S REPORT

  • Additional items to Director’s Notes:  Andy Waters, Goshen Public Library director, will be recommending to his board of trustees the Goshen Public Library and Elkhart Public Library form a local consortium.
  • Diana Gill, Department Head, presented an overview and tour of Computer Services.

UNFINISHED BUSINESS

Phase II Renovations

After hearing the report on the director, business manager, and bookkeeper having recently conducted a telephone conference with Jane Herndon, Ice Miller LLP, Belvia Gray and Todd Samuelson, Umbaugh & Associates, to discuss the process and the cost of a bond issue to fund the elevator replacement project, the Board encouraged the director to continue moving ahead on this project.  No official action was taken on this agenda item.

Long Range Plan

Request for proposals to facilitate the next long range plan have been received from ten companies.  A work session following this meeting is planned to discuss these proposals.  No official action was taken on this agenda item

Salary Increases – 2014

The Director presented a recommendation for a 3.0% cost-of-living increase.  Facts discussed:  In 2013 employees’ net take home pay decreased by 1.5% (the Library discontinued paying the employee’s mandatory 3% contribution to individual PERF accounts, the employees experienced a 5% increase in insurance, the employees were awarded a 3% salary increase).  The cost of living has increased by 1.7%.

Krystal Anderson moved THAT the Board approve a 3.0% cost-of-living increase effective on the first payroll in January 2014.

Jennifer Nielsen seconded.   Motion: Carried

Cataloger Job Description

The Cataloger Job Description was approved as presented.

Renee’ Cocanower moved THAT the Cataloger Job Description be adopted as presented.

Krystal Anderson seconded.                Motion: Carried

Page Coordinator Job Description

The Page Coordinator Job Description was approved as presented.

Brian Byrn moved THAT the Page Coordinator Job Description be adopted as presented.

Renee’ Cocanower seconded.              Motion: Carried

NEW BUSINESS

Indiana Bond Bank Resolution – 2014

Sandra Bevins, Business Manager, recommended that the Library participate in the Indiana Bond Bank program for the year 2014.  This program allows the Library to fund its budget during the portions of the year before advanced draws of tax money are received.

Renee’ Cocanower moved THAT – the Elkhart Public Library participate in the 2014 Indiana Bond Bank program and adopt the authorizing resolution as presented.

Krystal Anderson seconded.      Motion: Carried

Employee Category Policy

The Director presented the Employee Category Policy.  No additional revision to the language was presented and no action was taken at this meeting.

Insurance Program Policy

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

Krystal Anderson moved THAT the Insurance Program Policy be adopted as presented with an effective date of January 1, 2014.

Jennifer Nielsen seconded.   Motion: Carried

Fee Schedule

The Director presented the Fee Schedule Policy.  Requested modifications: Remove Video Cassette in the Overdue Fines section.

Brian Byrn moved THAT the Fee Schedule Policy be adopted with modifications.

Renee’ Cocanower 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 7:05 p.m.  The next regularly scheduled meeting of the Board of Trustees will be on December 17, 2013, at 5:30 p.m. in Meeting Room #1 of the Main Library.

 

 

 

 

 

__________________________

Krystal Anderson, 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