BOARD OF TRUSTEES’ MEETING

December 20, 2011

Library Annex Administrative Conference Room

Elkhart Public Library

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 20, 2011 in the Administrative Conference Room of the

Library Annex.

Members present: Janice E. Dean, Barbara G. Anderson, Krystal Anderson, Brian Byrn, Renee’

Cocanower, Mary E. Davis, and J. Scott Troeger.

Members absent: None

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

Guests present: Larry Grauvogel, Grauvogel & Associates

Staff present: Marsha Eilers, Elizabeth Layman, Charles Pieri, Jeanine Rhodes, Gwen Robison, and

Patricia Wright

CONSENT AGENDA

Adoption of Consent Agenda

J. Scott Troeger moved

THAT – the Board adopt the Consent Agenda as presented.

Second: Barbara G. Anderson Motion: Carried

PRESIDENT’S BUSINESS

 The Board considered a variety of color combinations and possible format uses for a new Library logo.

Formal selection of the logo is expected at the January 2012 board meeting.

 Letters of appreciation for support during 2011 will be sent to the EPL Friends Group and Teachers

Credit Union.

 The Board reviewed the annual list of accomplishments.

DIRECTOR’S REPORT

 The Library is in the early stages of examining the possibility of adding Elkhart County Historical

Museum’s holdings to EPL’s database.

 The Library is beginning talks with the Saint Joseph County Literacy Council to provide training for

literacy teachers at the Library.

 EPL is collaborating with the Salvation Army in their new program targeted toward new mothers.

 An open house will be planned at the completion of the renovation project.

UNFINISHED BUSINESS

Phase 1 Main Branch Project – Carpet Removal Quote Acceptance

The Board invited carpet removal and remediation quotes. Larry Grauvogel, Grauvogel & Associates,

recorded the quotes as received.

Clean Air Environmental Systems, North Liberty, IN; $36,750.00 (Alternate I: $5,250.00)

Specialty Systems, South Bend, IN; $50,750.00 (Alternate I: No quote)

Environmental Management Specialists, Inc, Huntertown, IN; $29,832.00 (Alternate I: $53,527.00-

presumed total for base quote and alternate I)

The Board considered the quoted amount, the anticipated need for Alternate I, and references.

Minutes of the Elkhart Public Library Board of Trustees 12/20/2011 Page 2

Mary E. Davis moved

THAT – the Board authorize the Director to accept and sign the lowest and most responsive carpet removal quote that also includes the removal of tiles.

Second: Barbara G. Anderson Motion: Carried

Phase 1 Main Branch Project – Main Library Closing

It is anticipated that the Library may need to close up to four days during the carpet removal and installation process.

Sale of Property – Bookmobile and Garages

Appraisals for the two garages and property have been received: J. Carnine & Co $125,000.00; FM Stone Commercial $120,000.00. A request for bids will be presented to the public. No action was taken on this item.

Organizational Study

The director presented Rahmberg Stover’s recommendations for a new organization structure for the Library. The Board will proceed to the compensation study phase.

NEW BUSINESS

2012 Board Meeting Dates

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

2012 Holiday Closing Schedule

The Holiday Schedule for 2012 was considered.

J. Scott Troeger moved

THAT – the Holiday Schedule for 2012 be approved as presented.

Second: Krystal Anderson Motion: Carried

Encumbrances

The encumbrances for the Operating Fund, Library Improvement Reserve Fund, and the Rainy Day Fund were considered.

Mary E. Davis moved

THAT – the encumbrances for the Operating Fund, Library Improvement Reserve Fund, and the Rainy Day Fund be approved as presented.

Second: J. Scott Troeger Motion: Carried

ADJOURNMENT

The meeting was adjourned by consensus at 6:22 PM. The next regularly scheduled meeting of the Board of Trustees will be on January 17, 2012, 5:30 p.m., in the Administrative Conference Room of the Library Annex.

__________________________

Mary E. Davis, Secretary

BOARD OF TRUSTEES’ MEETING

November 15, 2011

Library Annex Administrative Conference Room

Elkhart Public Library

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 6:15 p.m., on November 15, 2011 in the Administrative Conference Room of the

Library Annex.

Members present: Janice E. Dean, Barbara G. Anderson, Krystal Anderson, Renee’ Cocanower, Mary E.

Davis, and J. Scott Troeger.

Members absent: Brian Byrn

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

Guests present: Jeanne Hobik, staff; Christopher Hunsberger, staff; Patricia Wright, staff

CONSENT AGENDA

Adoption of Consent Agenda

Krystal Anderson moved

THAT – the Board adopt the Consent Agenda as presented.

Second: Mary E. Davis Motion: Carried

PRESIDENT’S BUSINESS

Patricia Wright and Christopher Hunsberger, staff members presented possible new Library logos. The

Board requested that Mr. Hunsberger further present his logo idea in a variety of color combinations and

possible format uses.

DIRECTOR’S REPORT

The cost of reupholstering twelve chairs, $1,350.00, was paid by The Friends of the Library.

Teachers Credit Union contributed $200.00 toward the November 11 staff In-Service.

The new mobile PAC address is http://pac.elkhart.lib.in.us.

Rates for the 2012 health insurance plans will increase .29% for the conventional plan and 5.71% for the

high deductible plan.

The fiber line has been installed at both the Main Branch and the Pierre Moran Branch libraries.

The Library’s entry in the city-wide holiday parade on December 3, will be the “Bookmobile Express”.

The staff holiday party is scheduled for December 15.

UNFINISHED BUSINESS

Phase 1 Main Branch Project

Two change orders to the Robert Henry Corporation contract were presented to the Board: carpet

$15,625.00; drywall $2,508.00.

Mary E. Davis moved

THAT – the Board authorize Deborah L Stewart, director, to sign all change orders relevant to the

renovation contract with Robert Henry Corporation.

Second: Barbara G. Anderson Motion: Carried

At the start of carpet removal it was discovered the tiles underneath contained asbestos. Grauvogel &

Associates has been contracted as consultants and will be preparing specifications to obtain quotes for

carpet removal.

Minutes of the Elkhart Public Library Board of Trustees 11/15/2011 Page 2

Long Range Plan

Barbara G. Anderson moved

THAT – the Board adopt the Long Range Plan.

Second: Renee’ Cocanower Motion: Carried

Sale of Property – Bookmobile and Garages

Appraisals for the two garages and property have been received: J. Carnine & Co $125,000.00; FM Stone Commercial $120,000.00. Upon receipt of a joint appraisal, a request for bids will be presented to the public. No action was taken on this item.

Organizational Study

Rahmberg Stover conducted the first on-site visit during October. No recommendations have been received. No action was taken on this item.

NEW BUSINESS

Salary Schedules – 2012

The Board considered the 2012 Salary Schedules that reflect no salary increase and an effective date of January 1, 2012.

Mary E. Davis moved

THAT – the 2012 Salary Schedules be approved with no salary increase and an effective date of January 1, 2012.

Second: J. Scott Troeger Motion: Carried

Indiana Bond Bank Resolution – 2012

J. Scott Troeger moved

THAT – the Elkhart Public Library participate in the 2012 Indiana Bond Bank program.

Second: Barbara G. Anderson Motion: Carried

ADJOURNMENT

The meeting was adjourned by consensus at 7:25 PM. The next regularly scheduled meeting of the Board of Trustees will be on December 20, 2011, 5:30 p.m., in the Administrative Conference Room of the Library Annex.

__________________________

Mary E. Davis, Secretary

BOARD OF TRUSTEES’ MEETING

Wednesday, October 19, 2011

Library Annex Administrative Conference Room

Elkhart Public Library

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 October 19, 2011 in the Administrative Conference Room of the Library

Annex.

Members present: Janice E. Dean, Barbara G. Anderson, Krystal Anderson, Mary E. Davis, Renee’

Cocanower

Members absent: Brian Byrn, J. Scott Troeger

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

Guests present: Elizabeth Layman, staff

CONSENT AGENDA

Adoption of Consent Agenda

Renee’ Cocanower moved

THAT – the Board adopt the Consent Agenda as presented.

Second: Barbara G. Anderson Motion: Carried

PRESIDENT’S BUSINESS

The Library Director Job Description was presented.

Barbara G. Anderson moved

THAT – the Board adopt the Library Director Job Description as presented.

Second: Mary E. Davis Motion: Carried

DIRECTOR’S REPORT

The Library participated in the Elkhart Chamber of Commerce Biz-Ness Expo held on October 13, 2011 at

the RV Hall of Fame. The Director spoke at the local chapter of Tri Kappa on October 18, 2011. This

year’s Indiana Library Federation annual conference will be held in Fort Wayne, Indiana, on November 14,

15, and 16. The Library’s Integrated Library System (Polaris) was successfully upgraded on October 4,

2011. The Director presented a sampling of new library logo ideas that are being created by selected

employees.

UNFINISHED BUSINESS

Phase 1 Project

Renovation has begun and staff are moving to temporary offices as needed. Carpeting has been

selected.

Long Range Plan

The Director will incorporate the suggested goals into the plan document. No action taken on this item.

Sale of Property – Bookmobile and Garages

One appraisal for the two garages and property has been received and another is expected within the

week. Upon receipt of the appraisals, a request for bids will be presented to the public. No action was

taken on this item.

Minutes of the Elkhart Public Library Board of Trustees 10/19/2011 Page 2

Organizational Study

Rahmberg Stover has begun the organization and compensation study with requests for information on the Library’s salary structure, job descriptions, benefits, policies, and statistics from the various locations. Their first on-site visit will be from October 26 to 28.

NEW BUSINES

No new agenda items were presented for discussion or action.

ADJOURNMENT

The meeting was adjourned by consensus at 6:55 PM. The next regularly scheduled meeting of the Board of Trustees will be on November 15, 2011, 5:30 p.m., in the Administrative Conference Room of the Library Annex.

__________________________

Mary E. Davis, Secretary

BOARD OF TRUSTEES’ MEETING

Budget Adoption

Wednesday, October 19, 2011

Library Annex Administrative Conference Room

Elkhart Public Library

MINUTES

The annual Operating Fund budget adoption meeting of the Board of Trustees of Elkhart Public Library

was called to order by Janice E. Dean, president, at 7:00 p.m., on October 19, 2011, in the Administrative

Conference Room of the Library Annex.

Members present: Janice E. Dean, Barbara G. Anderson, Krystal Anderson, Mary E. Davis, Renee’

Cocanower

Members absent: Brian Byrn, J. Scott Troeger.

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

Guests present: None

The 2012 Operating budget of $7,120,254.00 was presented to the public. There were no comments or

objections from taxpayers.

Mary E. Davis moved

THAT – the 2012 Operating budget of $7,120,254.00 be adopted.

Second: Barbara G. Anderson Motion: Carried

The meeting was adjourned by consensus at 7:10 PM. The next regularly scheduled meeting of the

Board of Trustees will be on November 15, 2011, 5:30 p.m., in the Administrative Conference Room of

the Library Annex.

__________________________

Mary E. Davis, Secretary

BOARD OF TRUSTEES’ MEETING

Wednesday, September 21, 2011

Library Annex Meeting Room #406

Elkhart Public Library

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 6:00 PM, on September 21, 2011, in meeting room #406 of the Library Annex.

Members present: Janice E. Dean, Barbara G. Anderson, Krystal Anderson, Brian Byrn, Renee’

Cocanower, and J. Scott Troeger. Krystal Anderson was named Acting Secretary.

Members absent: Mary E. Davis

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

Guests present: Elizabeth Layman, staff; Charles Pieri, staff; Jim Miller, Elkhart Truth; Bob Kronemyer,

patron.

PUBLIC INPUT ON BUDGET REDUCTIONS

The Board invited public input on the Library’s budget reductions. Bob Kronemyer spoke against the

reductions. He asked the board to keep the hours of operation the same or even increase them. He

suggested trimming staff hours instead of hours of operation as a way to save money. No other

comments or suggestions were presented.

CONSENT AGENDA

Adoption of Consent Agenda

Krystal Anderson moved

THAT – the Board adopt the Consent Agenda as presented.

Second: Barbara G. Anderson Motion: Carried

PRESIDENT’S BUSINESS

A draft version of the Library Director Job Description was presented. Revisions were requested. No

action was taken.

Krystal Anderson moved

THAT – the Board resolve to change the date of the next regularly scheduled Board Meeting to

Wednesday, October 19, 2011.

Second: Barbara G. Anderson Motion: Carried

DIRECTOR’S REPORT

The Director and the Business/HR Manager will be attending the County Council Meeting on September

22, 2011, for a non-binding review of the 2012 budget. Planning for One Book One Michiana has begun.

This year’s Biz-Ness Expo will be held on October 13, 2011. The Library is planning to participate in

Elkhart’s holiday parade. The Director, Business/HR Manager, Building Superintendent, and Network

Manager attended a Disaster Planning seminar on September 21, 2011. New door signs reflecting the

change to open hours will be posted on the public entrances of all buildings. The Circulation Services’

foyer of the Main Branch will be made available to accommodate the citizens awaiting the early morning

trolley.

Minutes of the Elkhart Public Library Board of Trustees 09/21/2011 Page 2

UNFINISHED BUSINESS

Phase 1 Project

Renovation is expected to begin the first week of October and be completed by year end. Staff have begun cleaning departments. Carpet choices and paint colors are under consideration.

Long Range Plan

The planned survey of the un-served population will be integrated into the Long Range Plan. The planning committees have been asked to reconvene and finalize their respective goals by the end of October 2011.

Sale of Property – Bookmobile and Garages

No further discussion has taken place with a local library concerning the sale of a bookmobile unit. The Director and Building Superintendent met with two appraisers for the Bookmobile buildings. Appraisals are expected to take a month for completion.

Organizational Study

The Board received the following organization and compensation study proposals for consideration:

Rahmberg Stover and Associates; Birmingham, MI; $36,500.00

The Singer Group; Reisterstown, MD; $41,900.00

The Board considered the proposal amount, anticipated expenses, and references.

Krystal Anderson moved

THAT – the Board approve the organization and compensation study proposal presented by Rahmberg Stover and Associates.

Second: Brian Byrn Motion: Carried

NEW BUSINES

1782 Notice Response Resolution

The Board considered a blanket resolution that would give the Director permission to respond to the 1782 statement of the 2012 budget. This action will allow unspent 2011 appropriations to increase the 2012 budget.

J. Scott Troeger moved

THAT – the Board adopt the 1782 Notice Response Resolution as presented.

Second: Barbara G. Anderson Motion: Carried

ADJOURNMENT

The meeting was adjourned by consensus at 6:55 PM. The next regularly scheduled meeting of the Board of Trustees will be held on October 19, 2011, 5:30 PM, in meeting room #406 of the Elkhart Public Library Annex.

__________________________

Krystal Anderson, Acting Secretary