Board Meeting Minutes

Board Meeting Minutes – 2012 07

Administrator : July 25, 2012 1:37 pm : Board Minutes

BOARD OF TRUSTEES’ MEETING
July 24, 2012
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 July 24, 2012, in Meeting Room #1 of the Main Library.
Members present: Janice E. Dean, Barbara G. Anderson, Krystal Anderson, Renee’ Cocanower, Mary E.
Davis, J. Scott Troeger
Members absent: Brian Byrn
Others present: Deborah L. Stewart, director; Sandra Bevins, business/HR manager
Staff or Guests present: Craig Cheney, Marsha Eilers, Elizabeth Layman, Rachel Rice, Gwen Robison,
Marge Schaphorst
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
 Director Review Committee Update: The Director Review Committee presented, and the Board
adopted by consensus, the Director Evaluation Matrix. The committee will present a revised director
job description at the August board meeting.
 Board Officers Nominating Committee: J. Scott Troeger presented the nominating committee’s report
of the slate of officers for July 1, 2012, to June 30, 2013: Barbara G. Anderson, President; Janice E.
Dean, Vice- President; Krystal Anderson, Secretary; and Brian Byrn, Treasurer. Barbara G.
Anderson appointed Janice E. Dean to chair the remainder of the meeting.
J. Scott Troeger moved
THAT – the above slate of officers be approved as presented.
Second: Mary E. Davis Motion: Carried
 Review Board By-Laws: The Board reviewed the Board By-Laws. No changes were presented.
DIRECTOR’S REPORT
 The director presented Marjorie Schaphorst, newly hired HR Generalist.
 Bethany House Publishing and the Friends of Elkhart Public Library will sponsor an author visit by
Beverly Lewis on September 14, 2012.
 The final cost for the Main Library Phase 1 renovation project was $540,904.19.
 The Wi-Fi service was moved to a fiber optic connection on July12, 2012.
 Rachel Rice presented an overview of the Outreach Services department.
Minutes of the Elkhart Public Library Board of Trustees 06/19/2012 Page 2
UNFINISHED BUSINESS
Sale of Property – Bookmobile and Garages
The director presented a listing contract from FM Stone Commercial to offer the property for sale at a price of $135,000.00. The Board requested the removal of Section E7 ENVIRONMENTAL ASSESSMENT.
J. Scott Troeger moved
THAT – the Board authorize Deborah Stewart, Director, to sign the contract with the removal of the ENVIRONMENTAL ASSESSMENT (Section E7) provision.
Second: Krystal Anderson Motion: Carried
Organizational Study
Discussion of the Library’s benefit package and human resource policies was delayed to the work session following the board meeting. No official action was taken.
Long Range Plan
Staff committees have been assigned to begin working on various portions of the Long Range Plan.
NEW BUSINESS
Budget – Fiscal Year 2013
The business manager presented the preliminary 2013 operating fund budget in the amount of $7,057,263.00. This represents a 2.8% increase to the 2012 budget.
Budget Priorities 2013
The director outlined the top equipment needs for 2013: air conditioner at Pierre Moran Branch Library, security gates at all locations, security cameras at all locations, elevator at the main library, air handler equipment at the main library. The board remains committed to increasing the open hours and outreach of the Library.
Questions and Information from Board, Staff, and Guests
No additional questions or information was presented.
ADJOURNMENT
The meeting was adjourned by consensus at 6:47 p.m. The next regularly scheduled meeting of the Board of Trustees will be on August 21, 2012, 5:30 p.m., in Meeting Room #1 of the Main Library.
__________________________
Krystal Anderson , Secretary

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Board Meeting Minutes – 2012 06

Administrator : June 25, 2012 1:35 pm : Board Minutes

BOARD OF TRUSTEES’ MEETING
June 19, 2012
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 June 19, 2012, in Meeting Room #1 of the Main Library.
Members present: Janice E. Dean, Barbara G. Anderson, Renee’ Cocanower, Mary E. Davis, J. Scott
Troeger
Members absent: Krystal Anderson, Brian Byrn
Others present: Deborah L. Stewart, director; Sandra Bevins, business/HR manager
Guests present: Linda Cary, Marsha Eilers, Chris Hunsberger, Elizabeth Layman, Allison McLean, Gwen
Robison, Mark van Lummel, Patricia Wright
CONSENT AGENDA
Adoption of Consent Agenda
Barbara G. Anderson moved
THAT – the Board adopt the Consent Agenda as presented.
Second: Mary E. Davis Motion: Carried
PRESIDENT’S BUSINESS
 Director Review Committee Report: Renee’ Cocanower, chairperson, presented the Director
Evaluation Matrix Report. The document will be reviewed by the board members and discussed at
the next regularly scheduled board meeting. No official action took place
 Board Member Reappointment. Krystal Anderson has been reappointed to a four-year term by the
Elkhart Community School Board.
 Board Officers Nominating Committee: J. Scott Troeger presented the nominating committee’s report
of the slate of officers for July 1, 2012, to June 30, 2013: Barbara G. Anderson, President; Krystal
Anderson, Secretary; and Brian Byrn, Treasurer. The current slate of officers will continue in their
respective offices until the next regularly scheduled board meeting, at which time the nominating
committee will resubmit their recommendation.
DIRECTOR’S REPORT
 The director presented Allison McLean, newly hired Young People’s Services Librarian.
 Interviews continue for the open position of Human Resource Generalist.
 Over one hundred people attended a Mark Twain program sponsored by the Friends of the Elkhart
Public Library.
 All Library locations will be closed for Veterans Day. In-service will not be held in 2012.
 The director will explore the possibility of presenting electronic reports at board meetings.
 Mark van Lummel presented an overview of the Technical Services department.
 Chris Hunsberger presented the newest revisions to the Library logo.
 The regular July board meeting will be held on July 24, 2012.
UNFINISHED BUSINESS
Sale of Property – Bookmobile and Garages
No bids have been received for the sale of the two bookmobile garages. The property will be marketed
with FM Stone, Realtor.
Minutes of the Elkhart Public Library Board of Trustees 06/19/2012 Page 2
Organizational Study
Discussion of the Library’s benefit package and human resource policies was delayed to the work session following the board meeting. No official action was taken.
Custodian Job Description
An updated Custodian Job Description was presented.
Renee’ Cocanower moved
THAT – the Custodian Job Description be adopted.
Second: Mary E. Davis Motion: Carried
Internet Access Policy
An Internet Access Policy was presented.
Mary E. Davis moved
THAT – the Internet Access Policy be adopted.
Second: Renee’ Cocanower Motion: Carried
Partial Payment for Fines and Fees Option Policy
A Partial Payment for Fines and Fees Option Policy was presented and approved with revisions: remove “For the purpose of this policy” and “For avoidance of doubt” from the DEFINITION section.
Renee’ Cocanower moved
THAT – the Partial Payment for Fines and Fees Option Policy be adopted as revised.
Second: Barbara G. Anderson Motion: Carried
Long Range Plan
Management has begun updating the Library’s Long Range Plan and will be consulting with board members as the work progresses.
County Reciprocal Borrowing Agreement
An updated County Reciprocal Borrowing Agreement was presented.
J. Scott Troeger moved
THAT – the County Reciprocal Borrowing Agreement be adopted.
Second: Mary E. Davis Motion: Carried
NEW BUSINESS
Questions and Information from Board, Staff, and Guests
No additional questions or information was presented.
ADJOURNMENT
The meeting was adjourned by consensus at 6:55 p.m. The next regularly scheduled meeting of the Board of Trustees will be on July 24, 2012, 5:30 p.m., in Meeting Room #1 of the Main Library.
__________________________
Mary E. Davis, Secretary

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Board Meeting Minutes – 2012 05

Administrator : June 25, 2012 1:34 pm : Board Minutes

BOARD OF TRUSTEES’ MEETING
May 22, 2012
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 5:40 p.m., on May 22, 2012, in Meeting Room #1 of the Main Library.
Members present: Janice E. Dean, Barbara G. Anderson, Krystal Anderson, Brian Byrn, Renee’
Cocanower, Mary E. Davis, J. Scott Troeger
Members absent: None
Others present: Deborah L. Stewart, director; Sandra Bevins, business/HR manager
Guests present: Marsha Eilers, Brent Ferguson, Kevin Kilmer, Elizabeth Layman, Celine Maciejewski,
Marta Robinson, Patricia Wright
CONSENT AGENDA
Adoption of Consent Agenda
Renee’ Cocanower moved
THAT – the Board adopt the Consent Agenda as presented.
Second: Krystal Anderson Motion: Carried
PRESIDENT’S BUSINESS
 Director Review Committee Report: Renee’ Cocanower, chairperson, Mary E. Davis, and Barbara G.
Anderson were named to the director review committee. Discussion continued in public work session
following this meeting. No official action took place.
 Board Officers Nominating Committee: Brian Byrn, J. Scott Troeger, and Krystal Anderson were
named to the officer nominating committee with a report due at the June board meeting.
DIRECTOR’S REPORT
 The director attended Project Compass funded by a grant from the U.S. Institute of Museum and
Library Services and held in Arlington, VA, on April 24, 25, and 26.
 The local library directors met to discuss the current reciprocal borrowing agreement.
 Interviews continue for the open position of Young People’s Services Librarian.
 Celine Maciejewski presented an overview of the new Digital Services.
 The regular July board meeting will be held on July 24, 2012.
UNFINISHED BUSINESS
Phase 1 Main Branch Project
The Board congratulated the staff on the successful completion of the Phase 1 renovation project.
Sale of Property – Bookmobile and Garages
The Notice of Request for Bids has been advertised which will allow the Library to receive bids on the two
bookmobile garages.
Organizational Study
Examination of the Library’s benefit package and human resource policies continue. No discussion or
official action was taken.
Library Open House
A recap of the open house was presented by Patricia Wright. Successes will be duplicated in future
community activities.
Minutes of the Elkhart Public Library Board of Trustees 05/22/2012 Page 2
Human Resource Generalist Job Description
An updated Human Resource Generalist Job Description was approved with revisions: revise first bullet point under PHYSICAL DEMANDS to read “Ability to speak and hear”
Renee’ Cocanower moved
THAT – the Human Resource Generalist Job Description be adopted as revised.
Second: Mary E. Davis Motion: Carried
NEW BUSINESS
Custodian Job Description
The Director presented the Custodian job description. Additional revisions to the language will be presented at the next regularly scheduled board meeting.
Questions and Information from Board, Staff, and Guests
No additional questions or information was presented.
ADJOURNMENT
The meeting was adjourned by consensus at 6:50 p.m. The next regularly scheduled meeting of the Board of Trustees will be on June 19, 2012, 5:30 p.m., in Meeting Room #1 of the Main Library.
__________________________
Mary E. Davis, Secretary

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Board Meeting Minutes – 2012 04

Administrator : May 25, 2012 1:19 pm : Board Minutes

BOARD OF TRUSTEES’ MEETING

April 17, 2012

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 April 17, 2012, in the Administrative Conference Room of the Library

Annex.

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

Members absent: Barbara G. Anderson, J. Scott Troeger

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

Guests present: Marsha Eilers, Jeanne Glanders, Deborah Hoover, Nicole Richey, Gwen Robison,

Patricia Wright

CONSENT AGENDA

Adoption of Consent Agenda

Renee’ Cocanower moved

THAT – the Board adopt the Consent Agenda as presented.

Second: Krystal Anderson Motion: Carried

PRESIDENT’S BUSINESS

 EPL Insurance Review: The Board moved this review item to October.

 Director Review Committee Appointment: Mary E. Davis, Krystal Anderson, and Barbara G.

Anderson were named to the committee.

 Board Member Search/Reappointment: Krystal Anderson’s request for reappointment has been

submitted to the Elkhart Community School Board.

DIRECTOR’S REPORT

 The Library is continuing to work with the Elkhart County Historical Museum about adding their library

holdings to our database, making them viewable in our public access catalog. Discussions are

centering on the Genealogy and Technical Services departments.

 PLA two-day virtual conference was attended by 17 staff members at a cost of $549.00.

 Elkhart Public Library received a Project Compass Grant through the U.S. Institute of Museum and

Library Services. The director will attend this conference in Arlington, VA, during the week of April 24.

 The Library will participate in the national Pay It Forward Day on April 26, 2012, by presenting the

movie “Pay It Forward” immediately preceding the community events.

 Jeanne Glanders presented an overview of the Popular Materials department.

UNFINISHED BUSINESS

Phase 1 Main Branch Project

The punch list has been compiled and work has begun on getting the items completed. The painting of

columns and installation of countertops in the training center are being done by Library staff.

Sale of Property – Bookmobile and Garages

The Notice of Request for Bids will be advertised which will allow the Library to receive bids on the two

bookmobile garages.

Minutes of the Elkhart Public Library Board of Trustees 04/17/2012 Page 2

Organizational Study

The Library’s benefit package, along with its human resource policies, will be discussed in a work session following this Board Meeting. No official action was taken.

Library Open House

The agenda for the open house includes a VIP reception on May 10th, a business reception on May 11th, and a community reception on May 12th.

Children’s Librarian Job Description

An updated Young People’s Librarian Job Description was approved with revisions: Remove last bullet point under ESSENTIAL DUTIES; revise second bullet point under KNOWLEDGE, SKILLS, ABILITIES to read “Expected to have advanced knowledge of and experience with word processing, spreadsheet and presentation software and its creative use in the office environment.”

Mary E. Davis moved

THAT – the Young People’s Librarian Job Description be adopted as revised.

Second: Brian Byrn Motion: Carried

NEW BUSINESS

Human Resource Generalist Job Description

The Director presented the Human Resource Generalist job description for the newly created position. Additional revisions to the language will be presented at the next regularly scheduled board meeting.

Questions and Information from Board, Staff, and Guests

No additional questions or information was presented.

ADJOURNMENT

The meeting was adjourned by consensus at 6:40 PM. The next regularly scheduled meeting of the Board of Trustees will be on May 15, 2012, 5:30 p.m., in the Administrative Conference Room of the Library Annex.

__________________________

Mary E. Davis, Secretary

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Board Meeting Minutes – 2012 03

Administrator : April 25, 2012 1:21 pm : Board Minutes

BOARD OF TRUSTEES’ MEETING

March 20, 2012

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 March 20, 2012, in the Administrative Conference Room of the Library

Annex.

Members present: Janice E. Dean, Barbara G. Anderson, Krystal Anderson, Brian Byrn, Mary E. Davis,

and J. Scott Troeger

Members absent: Renee’ Cocanower

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

Guests present: Diana Gill, Gwen Robison, Diann Stutzman, Patricia Wright

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

 Technology Review: The Board reviewed the technology report. Accomplishments in 2011: copier

replacements, VOIP system, print stations for public forms, Polaris upgrade and Overdrive, Facebook

page, credit card system, installation of fiber. Expected advances for 2012: updated web page,

security gates, and security camera system.

 Annual Report Review: The Board reviewed the 2011 State Annual Report. Specific notes were:

reduction in public services hours, reduction in resident registered borrowers, increase in population,

compliance with state laws.

DIRECTOR’S REPORT

 Temporary shelf signage has been installed

 PLA virtual conference was attended by 17 staff members

 Review of the Long Range Plan will begin at the April board meeting.

 Elkhart Public Library received a Project Compass Grant through the U.S. Institute of Museum and

Library Services.

 ILF District 1 Conference is scheduled for May 1, 2012 at Valparaiso University.

UNFINISHED BUSINESS

Phase 1 Main Branch Project

The completion of the carpet and shelving installation allowed for the full opening of the Library on March

12th. A punch list walk-through with the contractor is yet to be done.

Sale of Property – Bookmobile and Garages

The Notice of Request for Bids has been developed and will be advertised which will allow the Library to

receive bids on the two bookmobile garages.

Minutes of the Elkhart Public Library Board of Trustees 03/20/2012 Page 2

Organizational Study

A new compensation package is being assembled. This will necessitate updated job descriptions for all positions.

Library Open House

An open house is being planned to showcase the Main Library’s renovations. There will be a VIP reception on May 10th, a business reception on May 11th, and a community reception on May 12th.

Children’s Librarian Job Description

The Director presented an updated Young People’s Librarian job descriptions. Additional revisions to the language and formatting will be presented at the next regularly scheduled board meeting.

NEW BUSINESS

No new business was presented.

QUESTION AND INFORMATION

No questions or information was presented.

ADJOURNMENT

The meeting was adjourned by consensus at 6:35 PM. The next regularly scheduled meeting of the Board of Trustees will be on April 17, 2012, 5:30 p.m., in the Administrative Conference Room of the Library Annex.

__________________________

Mary E. Davis, Secretary

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ELKHART PUBLIC LIBRARY
300 SOUTH SECOND STREET
ELKHART, IN 46516
(574) 522-5669
ADDITIONAL RESOURCES
ADMINISTRATION
FRIENDS OF EPL
GIFT PROGRAM
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LIBRARY FUNDING