Board Meeting Minutes

BOARD OF TRUSTEES’ MEETING

Wednesday, August 24, 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 5:30 P.M., on August 24, 2011, in meeting room #406 of the Library Annex.

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

Cocanower, and Mary E. Davis.

Members absent: J. Scott Troeger.

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

BID AWARD FOR PHASE I RENOVATION PROJECT

A review of the bids for the Phase I Renovation Project, which were accepted and opened at a special

Board Meeting held on August 15, 2011, was presented by Eric Leedy, Leedy Architects LLC. The lowest

bid of $297,868.00 was offered by Robert Henry Corporation, with alternates increasing the total bid to

$393,187.00. September 12, 2011 is the anticipated start date for construction.

Mary E. Davis moved

THAT – the Board award a renovation contract to Robert Henry Corporation in the amount of

$393,187.00.

Second: Krystal Anderson Motion: Carried

Barbara G. Anderson moved

THAT – the Board authorize Deborah L Stewart, Director, to sign the above awarded contract with

Robert Henry Corporation.

Second: Mary E. Davis Motion: Carried

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

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

action was taken. The President of the Board presented revisions to the Board By-Laws, which included

a change to the Board Meeting schedule to the third Tuesday of each month.

Krystal Anderson moved

THAT – the Board adopt the revised By-Laws as presented.

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

Wednesday, September 21, 2011.

Second: Barbara G. Anderson Motion: Carried

DIRECTOR’S REPORT

Planning has begun for the staff In-Service scheduled for November 11, 2011. Trustees were invited to

attend a webinar training session in September that is to be presented by Indiana Library Federation, in

partnership with People Connect Institute. The ever increasing movie attendance warrants renewing the

Library’s movie license for 2012.

Minutes of the Elkhart Public Library Board of Trustees 08/24/2011 Page 2

UNFINISHED BUSINESS

Main Idea/Leedy Architects Project

Demolition has begun in-house in anticipation of the Phase 1 remodeling project.

Long Range Plan

The next step in the Long Range Plan will be to determine the method and process of collecting public input. A survey will start this process with continued discussion at the next Board meeting.

Sale of Property – Bookmobile and Garages

Discussion is continuing with a local library which has indicated an interest in one of the bookmobile units. Upon receiving an appraisal of the two garage buildings from two licensed appraisers, a request for bids will be published.

Mary E. Davis moved

THAT – the Board authorize Deborah L Stewart, Director, to proceed with the sale of the bookmobile and garage process.

Second: Barbara G. Anderson Motion: Carried

Compensation Study

A staff organization and compensation study proposal has been received, another is expected. Both will be presented at the next Board Meeting.

NEW BUSINES

Resolution to Join Indiana State Library Consortium

The Board considered a resolution to join the Public Library Internet Consortium. By joining the consortium the Library will participate in E-Rate contracts for Internet and Internet-related services negotiated by the Indiana State Library along with any other available funds.

Renee’ Cocanower moved

THAT – the Board approve the Resolution to Join Indiana Public Library Internet Consortium as presented.

Second: Brian Byrn Motion: Carried

Spending Reduction Proposal – Fiscal Year 2011

As a result of property tax caps, the Library will experience a decrease in revenue for fiscal year 2011 of $600,000.00. The Director presented a proposal, effective October 2, 2011, that included the following: General spending. Freeze spending in the Building Improvements, Other Improvements, and Furniture accounts System wide. Reduce open hours; Reduce staffing Main Branch. Decrease circulation points from four to two; Limit public entrances from two to one.

Renee’ Cocanower moved

THAT – the Board approve the Director’s spending reduction proposal as presented.

Second: Krystal Anderson Motion: Carried

Library Hours Policy

A revised Library Hours Policy was presented.

Mary E. Davis moved

THAT – the Board adopt the Library Hours Policy as presented.

Second: Renee’ Cocanower Motion: Carried

Budget – Fiscal Year 2012

The Director presented the 2012 budget to the Board of Trustees. A public hearing for the budget is scheduled to take place on September 21, 2011, with adoption on October 19, 2011.

Question and Information from Board, Staff, and Guests

Board Member Mary E. Davis suggested that, after the renovation is finalized, the Library conduct a utility audit to determine cost or efficiency savings.

Minutes of the Elkhart Public Library Board of Trustees 08/24/2011 Page 3

ADJOURNMENT

The meeting was adjourned by consensus at 6:55 a.m. The next regularly scheduled meeting of the Board of Trustees will be held on September 21, 2011, 5:30 p.m., in meeting room #406 of the Elkhart Public Library Annex.

__________________________

Mary E. Davis, Secretary

BOARD OF TRUSTEES’ MEETING

Wednesday, July 27, 2011

11:00 a.m. Board Meeting

Library Annex Meeting Room #406

Elkhart Public Library

MINUTES

The meeting of the Board of Trustees of Elkhart Public Library was held on July 27, 2011, in meeting

room #406 of the Library Annex. Janice E. Dean, President, called the meeting to order at 11:00 a.m.

ROLL & INTRODUCTION OF GUESTS

Members of the Board of Trustees present were Janice E. Dean, Barbara G. Anderson, Krystal Anderson,

Renee’ Cocanower, and J. Scott Troeger. Brian Byrn and Mary E. Davis were unable to attend. Renee’

Cocanower was appointed Acting Secretary. Also present were Deborah Stewart, Director; and Sandra

Bevins, Business/HR Manager. Guests in attendance: Kevin Kilmer and Gwen Robison.

CONSENT AGENDA

Adoption of Consent Agenda

Krystal Anderson moved

THAT – the Consent Agenda be adopted with changes to the Agenda.

PRESIDENT’S BUSINESS – removed.

UNFINISHED BUSINESS: Long Range Plan – tabled.

NEW BUSINESS – renumbered as Item C.

Second: J. Scott Troeger Motion: Carried

DIRECTOR’S REPORT

The Library’s Zombie series has been received well by the public. At one such event, face painting was

provided by Wicked Jester Entertainment, who has also volunteered their services at the community’s

Night Out Against Crime event to be held on August 1, 2011 when the Library will have a booth. Planning

for the staff in-service day has begun. The Library’s budget workshop is scheduled for July 28, 2011. The

main branch parking lot will be closed for repairs from July 28, 2011, through July 31, 2011. The

replacement cost of an air conditioner compressor that has malfunctioned at the main branch building is to

be covered by a warranty.

NEW BUSINES

Library Capital Projects Fund

Since no advantage remains for the Library to maintain a Library Capital Projects Fund, the Board

considered closing the fund and transferring the remaining balance into the Rainy Day Fund.

J. Scott Troeger moved

THAT – the Board close out the Library Capital Projects Fund and transfer $100,740.55 to the Rainy

Day Fund.

Second: Barbara G. Anderson Motion: Carried

Library Improvement Reserve Fund (LIRF) & Rainy Day Fund Appropriations

The Main Idea Project will be funded from the Library Improvement Reserve Fund and the Rainy Day

Fund. This will require an addition appropriation from both funds. A public hearing will be held at the

August 24, 2011, Board Meeting.

UNFINISHED BUSINESS

Main Idea/Leedy Cripe Project

The Common Wage Scale hearing took place on July 18, 2011. Project plans will be available on July

25, 2011, with a pre-bid conference and walk-through scheduled for August 1, 2011. Bid opening is

scheduled at the August 15, 2011, Board Meeting, with the winning bid to be awarded at the August 24,

2011, Board Meeting.

Minutes of the Elkhart Public Library Board of Trustees 07/27/2011 Page 2

Long Range Plan

This item was tabled.

Sale of Property – Bookmobile and Garages

Two licensed appraisers have been contacted for an appraisal of the two garage buildings.

Compensation Study

Consulting companies are being contacted for a compensation study. Two proposals are expected soon.

ADJOURNMENT

The meeting was adjourned by consensus at 11:30 a.m. The next regularly scheduled meeting of the Board of Trustees will be held on August 24, 2011, 7:00 p.m., in meeting room #406 of the Elkhart Public Library Annex.

__________________________

Renee’ Cocanower, Acting Secretary

BOARD OF TRUSTEES’ MEETING

Monday, June 27, 2011

6:00 p.m. Executive Session

6:15 p.m. Board Meeting

Library Annex Meeting Room #406

Elkhart Public Library

MINUTES

EXECUTIVE SESSION

An executive session of the Board of Trustees of the Elkhart Public Library was held on June 27, 2011, in

meeting room #406 of the Library Annex and called to order at 6:00 p.m. by Janice E. Dean, President.

Members of the Board of Trustees present were Janice E. Dean, Barbara G. Anderson, Brian Byrn,

Renee’ Cocanower, Mary E. Davis, and J. Scott Troeger. Krystal Anderson was unable to attend. The

purpose of the meeting was to discuss the job performance evaluations of individual employees as

allowed under IC 5-14-1.5-6.1(b). No other subject matter was discussed. The Executive Session was

adjourned at 6:10 p.m.

BOARD OF TRUSTEES MEETING

The meeting of the Board of Trustees of Elkhart Public Library was held on June 27, 2011, in meeting

room #406 of the Library Annex. Janice E. Dean, President, called the meeting to order at 6:15 p.m.

ROLL & INTRODUCTION OF GUESTS

Members of the Board of Trustees present were Janice E. Dean, Barbara G. Anderson, Brian Byrn,

Renee’ Cocanower, Mary E. Davis, and J. Scott Troeger. Krystal Anderson was unable to attend. Also

present were Deborah Stewart, Director; and Sandra Bevins, Business/HR Manager. Guests in

attendance: Linda Jones, Cheryl Mann, Enrique Reyes, Rachel Rice, and Gwen Robison.

CONSENT AGENDA

Adoption of Consent Agenda

J. Scott Troeger moved

THAT – the Consent Agenda be adopted as presented.

Second: Barbara G. Anderson Motion: Carried

PRESIDENT’S BUSINESS

The Library Director Job Description continues to be under advisement. The Library Director Review

Committee reported it met and reviewed goals with Deborah Stewart and recommends retaining her as

Director at the current salary. The Board accepted the committee’s recommendation. Janice E. Dean has

been reappointed to a four-year term by the Elkhart Community School Board and J. Scott Troeger has

been reappointed to a four-year term by the Elkhart County Council. The Nominating Committee

presented the slate of officers for July 1, 2011 to June 30, 2012: Janice E. Dean, President; Barbara G.

Anderson, Vice President; Mary E. Davis, Secretary; and Brian Byrn, Treasurer.

Renee’ Cocanower moved

THAT – the above slate of officers be approved as presented.

Second: Mary E. Davis Motion: Carried

DIRECTOR’S REPORT

Attendance at Library movies is increasing. The Montage has been renamed the EPL Insider. New

circulation guidelines will be implemented July 25, 2011. Web design will include a new Library logo.

Budget cuts are expected for fiscal year 2012.

Minutes of the Elkhart Public Library Board of Trustees 6/27/2011 Page 2

UNFINISHED BUSINESS

Main Idea/Leedy Cripe Project

The Common Wage Scale hearing is scheduled for July 18, 2011. Project bids will be awarded at the August Board Meeting with a potential remodeling date of September 2011.

Long Range Plan

A collection of ideas from the May 21, 2011, Long Range Plan work session were presented to the Board. These ideas will be compiled into a single document for discussion at the July Board Meeting.

Meeting Room Policy

An updated Meeting Room Policy was presented to the Board. The following revisions were requested: Remove B2 in its entirety; Reword C1c to read “Meeting rooms may be available to groups whose intended audience members are 17 years or younger with adult supervision, maintained at a ratio of one adult per five persons under 18 years of age.”; Reword C2b to read “The individual who signs the meeting room application must be at least 18 years of age and have an Elkhart Public Library Resident Card in good standing. Special Use and Temporary card holders are ineligible to reserve meeting rooms.”

Mary E. Davis moved

THAT – the Meeting Room Policy be adopted as amended.

Second: Mary E. Davis Motion: Carried

Business Manager Job Description

An updated Business Manager Job Description was presented to the Board. No revisions were requested.

Barbara G. Anderson moved

THAT – the Business Manager Job Description be adopted as presented.

Second: Renee’ Cocanower Motion: Carried

Receivables Policy

An updated Receivables Policy was presented to the Board. The following revisions were requested: Reword B2 to read “For the purposes of this policy, a check is defined as a legal draft that is drawn on a bank, including a cashier and/or traveler’s check; Reword B3 to read “For the purposes of this policy, a credit card is defined as a plastic card having a negative strip issued by a bank or business, authorizing the holder to borrow or purchase goods or services on credit. A debit card is defined as a credit card if it can be processed as a credit card.”

Brian Byrn moved

THAT – the Receivables Policy be adopted as amended.

Second: J. Scott Troeger Motion: Carried

NEW BUSINES

Appoint Representatives to the Common Wage Committee

The Board received an indication from Dorisanne Nielson and Ellen Moore of their willingness to serve as the Library’s representatives for the Common Wage Scale Committee. Stuart Basquin is serving as the Elkhart County Commissioners’ representative.

Barbara G. Anderson moved

THAT – the Board appoint Dorisanne Nielson and Ellen Moore to serve on the Common Wage Scale Committee.

Second: Renee’ Cocanower Motion: Carried

2012 Salary Schedule Proposal

In preparation of the 2012 budget, the Board indicated there will be no salary increases.

Compensation Study

The Board asked for proposals from consultants to study the Library’s compensation structure.

Minutes of the Elkhart Public Library Board of Trustees 06/27/2011 Page 3

Sale of Property – Bookmobile and Garages

The Board gave formal approval to divest the Library of a bookmobile unit and both bookmobile garages.

Brian Byrn moved

THAT – the Board sell a bookmobile unit and two garages.

Second: Barbara G. Anderson Motion: Carried

Questions and Information from Board, Staff, and Guests

ADJOURNMENT

The meeting was adjourned by consensus at 7:25 PM. The next regularly scheduled meeting of the Board of Trustees will be held July 20, 2011, 7:00 p.m., at the Pierre Moran Branch of the Elkhart Public Library.

__________________________

Renee’ Cocanower, Secretary

BOARD OF TRUSTEES’ MEETING

Wednesday, May 18, 2011

7:00 p.m. Board Meeting

Dunlap Branch

Elkhart Public Library

MINUTES

BOARD OF TRUSTEES MEETING

The meeting of the Board of Trustees of Elkhart Public Library was held on May 18, 2011, at the Dunlap Branch

Library. Janice E. Dean, President, called the meeting to order at 7:00 p.m.

ROLL & INTRODUCTION OF GUESTS

Members of the Board of Trustees present were Janice E. Dean, Barbara G. Anderson, Krystal Anderson, Mary E.

Davis, and Brian Byrn. Renee’ Cocanower and J. Scott Troeger were unable to attend. Krystal Anderson was

appointed as Acting Secretary. Also present were Deborah Stewart, Director; and Sandra Bevins, Business/HR

Manager. Guests in attendance: Kevin Kilmer, Eric Leedy, David Vanness.

CONSENT AGENDA

Adoption of Consent Agenda

Barbara G. Anderson moved

THAT – the Consent Agenda be adopted as presented.

Second: Mary E. Davis Motion: Carried

PRESIDENT’S BUSINESS

The Library Director Job Description continues to be under advisement. The Library Director Review Committee

will make a presentation at the next regularly scheduled Board Meeting. Janice Dean and J. Scott Troeger have

indicated a willingness to serve on the Board of Trustees for another term. The Board of Trustees created a

committee to nominate officers. The offices to fill are President, Vice President, Treasurer, and Secretary. The

committee will present nominees at the next regularly scheduled Board Meeting.

DIRECTOR’S REPORT

The Library has implemented the use of credit cards for receiving payments. Overdrive went live on April 11, 2011.

An analysis of a patron survey was presented to the Board. The health insurance review committee is analyzing

results from staff survey.

UNFINISHED BUSINESS

Main Idea/Leedy Cripe Project

Eric Leedy, Leedy Architects, presented a new project plan consisting of six phases. Bids will be accepted at the

July Board Meeting with a potential remodeling date of September 2011.

Barbara G. Anderson moved

THAT – the project plan be accepted as presented by Leedy Architects and bids be received at the July Board

Meeting.

Second: Krystal Anderson Motion: Carried

Long Range Plan

A Long Range Plan work session, scheduled for May 21, 2011, will include Board Members and Management.

Meeting Room Policy

Revisions were requested by the Board. No action was taken on this item.

Minutes of the Elkhart Public Library Board of Trustees 05/18/2011 Page 2

NEW BUSINES

Business Manager Job Description

Revisions were requested by the Board. No action was taken on this item.

Unique Management Proposal

The Management Advisory Council (MAC) recommended authorizing Unique Management to begin utilizing a credit reporting process. The Board expressed interest in pursuing the idea of presenting cases in small claims court.

Mary E. Davis moved

THAT – the Board accept MAC’s proposal to authorize Unique Management to begin utilizing credit reporting.

THAT – the Board pursue a policy of utilizing the small claims court for collections.

Second: Krystal Anderson Motion: Carried

Read Away the Fines

The Management Advisory Council (MAC) recommended a continuation of the Read Away the Fines program throughout the summer months.

Receivables Policy

Revisions were requested by the Board. No action was taken on this item.

Questions and Information from Board, Staff, and Guests

David Vanness thanked the Board for holding the Board Meeting at the Dunlap Branch Library.

ADJOURNMENT

The meeting was adjourned by consensus at 9:00 PM. The next regularly scheduled meeting of the Board of Trustees will be held June 22, 2011, 7:00 p.m., in meeting room #406 in the Elkhart Public Library Annex.

__________________________

Krystal Anderson, Acting Secretary

BOARD OF TRUSTEES’ MEETING

Wednesday, April 20, 2011

5:30 p.m. Executive Session

5:45 p.m. Work Session

7:00 p.m. Board Meeting

Library Annex Meeting Room #406

Elkhart Public Library

MINUTES

EXECUTIVE SESSION

An executive session of the Board of Trustees of the Elkhart Public Library was held on April 20, 2011, in meeting

room #406 and called to order at 5:30 p.m. by Janice E. Dean, President. Members of the Board of Trustees present

were Janice E. Dean, Barbara G. Anderson, Krystal Anderson, Renee’ Cocanower, Mary E. Davis, and Brian Byrn.

J. Scott Troeger was unable to attend. Also present were Deborah Stewart, Director. The purpose of the meeting

was to discuss the job performance evaluations of individual employees as allowed under IC 5-14-1.5-6.1(b). No

other subject matter was discussed. The Executive Session was adjourned at 6:05 p.m.

WORK SESSION

The Board met in a work session prior to the scheduled Board of Trustees Meeting on April 20, 2011, to discuss

goal setting and planning.

BOARD OF TRUSTEES MEETING

The meeting of the Board of Trustees of Elkhart Public Library was held on April 20, 2011, in meeting room #406

of the Library Annex. Janice E. Dean, President, called the meeting to order at 7:00 p.m.

ROLL & INTRODUCTION OF GUESTS

Members of the Board of Trustees present were Janice E. Dean, Barbara G. Anderson, Krystal Anderson, Renee’

Cocanower, Mary E. Davis, Brian Byrn. J. Scott Troeger was unable to attend. Also present were Deborah

Stewart, Director; and Diann Stutzman, Bookkeeper. Guests in attendance: Kevin Kilmer, Marsha Eilers, Dianna

Gill, Tina Emerick, Cheryl Mann and Patty Wright.

CONSENT AGENDA

Adoption of Consent Agenda

Mary Davis moved

THAT – the Consent Agenda be adopted as presented.

Second: Barbara Anderson Motion: Carried

PRESIDENT’S BUSINESS

Library Director Job Description was presented by Janice Dean, president. Further changes will be made. In

addition work will begin on the Assistant Director job description.

Library Director Review Committee Appointments – Brian Byrn and Mary Davis were named to the committee.

Board Member Reappointments – Janice Dean has agreed to remain. J. Scott Troeger has not made a decision at this

time.

Future Work Sessions – A work session has been scheduled for Saturday May 21, 2011 from 10:00 AM until 3:00

PM in Room 406 of the Main Library Annex.

DIRECTOR’S REPORT

Cleveland will b holding a 10 year Anniversary celebration on June 25, 2011 from 10:AM until 4:00 PM.

The Library will be looking at ways to automatically shut the public computers down at closing as a way to save

money.

The READ poster campaign has been a hit so far.

There are 84 people signed up for OverDrive since we went live on April 11, 2011.

We are working on usage stats in order to determine what days/nights/times we could close to save money.

Minutes of the Elkhart Public Library Board of Trustees 04/20/2011 Page 2

UNFINISHED BUSINESS

Main Idea/Leedy Cripe Project

Eric Leedy, Leedy Architects, is working on a new phasing plan.

Harassment Policy / Grievance Procedures

Renee Cocanower moved

THAT – the be Harassment Policy be adopted as presented.

Second: Krystal Anderson Motion: Carried

MAC Policy

Krystal Anderson moved

THAT – the MAC Policy be adopted as presented

Second: Brian Byrn Motion: Carried.

Long Range Plan

A work session for the Long Range Plan has been scheduled for Saturday May 21, 2011 from 10:00 AM until 3:00 PM in Room 406 of the Main Library Annex.

NEW BUSINESS

FMLA Policy

Barbara Anderson moved

THAT – the FMLA Policy be adopted as presented

Second: Mary Davis Motion: Carried

Meeting Room Policy

1st reading with corrections to page 1.

Questions and Information from Board, Staff, and Guests

ADJOURNMENT

The meeting was adjourned by consensus at 7:50 PM. The next regularly scheduled meeting of the Board of Trustees will be held May 18, 2011, 7:00 p.m., at the Dunlap Branch of the Elkhart Public Library.

__________________________

Renee’ Cocanower, Secretary