Board Meeting Minutes

Board Meeting Minutes – 2012 10

Administrator : November 27, 2012 12:21 pm : 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 Barbara G. Anderson, president, at 5:40 p.m., on October 16, 2012, in Meeting Room #1 of the Main Library.

Members present: Barbara G. Anderson, Krystal Anderson, Renee’ Cocanower Janice E. Dean, and J. Scott Troeger

Members absent: Brian Byrn and Mary E. Davis

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

Staff or Guests present: Diana Gill, Kevin Kilmer, Elizabeth Layman, Rachel Rice, Marge Schaphorst, Patricia Wright, Amelia Hooper-Elkhart Truth

CONSENT AGENDA

Adoption of Consent Agenda

J. Scott Troeger moved THAT the Board adopt the Consent Agenda as presented.

Krystal Anderson seconded.                Motion: Carried

PRESIDENT’S BUSINESS

  • Director Review Committee Update: The Director Review Committee presented the updated Library Director job description and work instructions.  Adoption is planned for the next meeting.
  • Community Calendar Presentation:  Amelia Hooper, Elkhart Truth, invited the Library to participate in a free digital community calendar maintained by the Elkhart Truth.

DIRECTOR’S REPORT

  • Additional Items to Director Notes: None
  • Diana Gill, Computer Services Department Head, presented an overview of Computer Services.

UNFINISHED BUSINESS

Sale of Property – Bookmobile and Garages

The property listing with FM Stone Commercial has received no purchase offers as of this date.  The bookmobile unit has not received any inquiries.

Organizational Study

The Board received the revised Vacation Policy.  Further discussion was delayed to the work session following the board meeting.  No official action was taken.

Long Range Plan

Evaluation of the Exterior Accessibility portion of the Long Range Plan is continuing.  No official action was taken.

Progressive Discipline Policy

An updated Progressive Discipline Policy was approved with modifications:  Revise the beginning sentence of PURPOSE to read “The Elkhart Public Library is establishing a policy and standard practice for carrying out disciplinary action.”  Revise 9. under B. DEFINITION to read “Acts or threats of violence: fighting and/or threatening the safety or life of another individual.”

J. Scott Troeger moved THAT the Board adopt the Progressive Discipline Policy as modified.

Janice E. Dean seconded.                    Motion: Carried

Phase II Renovations

No discussion or action.

NEW BUSINESS

1782 Notice Response Resolution

The Board considered a blanket resolution that would give the Director permission to respond to the 1782 statement of the 2013 budget.  This action will allow unspent 2012 appropriations be used to increase the 2013 budget.

J. Scott Troeger moved THAT the Board adopt the 1782 Notice Response Resolution as presented.

Renee’ Cocanower seconded.              Motion: Carried

Educational Leave Policy

The Director presented a revised Educational Leave Policy.  Additional revisions to the language will be presented at the next scheduled board meeting.

Page Job Description

The Director presented the Page job description. Additional revisions to the language will be presented at the next scheduled board meeting.

Clerk Job Description

The Director presented the Clerk job description. Additional revisions to the language will be presented at the next scheduled board meeting.

Clerk – Key Holder Job Description

The Director presented the Clerk – Key Holder job description. Additional revisions to the language will be presented at the next 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 7:30 p.m. The next regularly scheduled meeting of the Board of Trustees will be on November 20, 2012, 5:30 p.m. in Meeting Room #1 of the Main Library.

 

 

 

 

__________________________

Krystal Anderson, Secretary

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Board Meeting Minutes – 2012 10 Budget Adoption

Administrator : November 26, 2012 11:19 am : Board Minutes

MINUTES


 

The annual Operating Fund budget adoption meeting of the Board of Trustees of Elkhart Public Library was called to order by Barbara G. Anderson, president, at 5:30 p.m., on October 16, 2012, in Meeting Room #1 of the Main Library.

 

Members present:  Barbara G. Anderson, Krystal Anderson, Janice E. Dean, and J. Scott Troeger

Members absent:  Brian Byrn, Renee’ Cocanower, and Mary E. Davis

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

Guests present:  Diana Gill, Kevin Kilmer, Elizabeth Layman, Rachel Rice, Marge Schaphorst, Amelia Hooper-Elkhart Truth

 

The 2013 Operating budget of $7,057,263.00 was presented to the public.  There were no comments or objections from taxpayers.

Janice E. Dean moved

 

THAT – the 2013 Operating budget of $7,057,263.00 be adopted.

Second: Krystal Anderson                    Motion: Carried

 

The meeting was adjourned by consensus at 5:40 PM.  The next regularly scheduled meeting of the Board of Trustees will be on November 20, 2012, 5:30 p.m., in Meeting Room #1 of the Main Library

 

 

 

 

__________________________

Krystal Anderson, Secretary

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Board Meeting Minutes – 2012 09 Budget Hearing

Administrator : November 19, 2012 11:24 am : Board Minutes

MINUTES


 

The public hearing of the 2013 advertised budget was declared open by Barbara G. Anderson, President, at 5:30 p.m., on September 18, 2012, in Meeting Room #1 of the Main Library.

 

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

Members absent: Renee’ Cocanower and J. Scott Troeger

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

Staff or Guests present:  Marsha Eilers, Diana Gill, Jeanne Hobik, Chuck Pieri, Gwen Robison, Marge Schaphorst, Patricia Wright

 

The 2013 Operating budget of $7,057,263 was presented to the public.  There were no comments or objections from taxpayers.

 

The meeting was adjourned by consensus at 5:35 PM.  The next regularly scheduled meeting of the Board of Trustees will be on October 16, 2012, 5:30 p.m. in Meeting Rom #1 of the Main Library.

 

 

 

 

__________________________

Krystal Anderson, Acting Secretary

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Board Meeting Minutes – 2012 09

Administrator : November 19, 2012 11:18 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 Barbara G. Anderson, president, at 5:35 p.m., on September 18, 2012, in Meeting Room #1 of the Main Library.

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

Members absent: Renee’ Cocanower and J. Scott Troeger

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

Staff or Guests present: Marsha Eilers, Diana Gill, Jeanne Hobik, Chuck Pieri, Gwen Robison, Marge Schaphorst, Patricia Wright

CONSENT AGENDA

Adoption of Consent Agenda

Janice E. Dean moved THAT the Board adopt the Consent Agenda as presented.

Krystal Anderson seconded.                                 Motion: Carried

PRESIDENT’S BUSINESS

  • Director Review Committee Update: The Director Review Committee presented the updated Library Director job description and work instructions. Additional revisions to the language will be presented at the next scheduled board meeting.
  • Logo Update Presentation: Three possible font selections for use with the new Library logo were presented.

Mary E. Davis moved THAT the Board select the Franklin Gothic font family for use with the new Library logo.

Brian Byrn seconded.                                 Motion: Carried

DIRECTOR’S REPORT

  • Approximately 100 people attended the author visit by Beverly Lewis on September 14, 2012, netting approximately $300 in book sales for the Friends of the Elkhart Public Library.
  • The Library’s new website has been launched.
  • A new sliding door for the Main Library entrance is operational.
  • Osolo Branch Library is planning an open house on Saturday, October 20, 2012, to celebrate their 25th anniversary.  The Friends of the Elkhart Public Library have donated a tree and two bushes to update the landscaping.
  • Elkhart Public Library will be participating in Elkhart City’s Winter Fest in December.
  • The cost for a new air handler at the Main Library is expected to be at least $100,000.00.
  • Jeanne Hobik, Circulation Department Head, presented an overview of Circulation Services.

UNFINISHED BUSINESS

Sale of Property – Bookmobile and Garages

The property listing with FM Stone Commercial has received interest but no purchase offers.  The bookmobile unit has not received any inquiries.

Organizational Study

The Board discussed the following policies:  Paid Time Off (PTO); Bereavement Leave; Holidays; Employee Category Policy.  Official action on these policies will take place at the December board meeting.  Further 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

Evaluation of the Collections Accessibility portion of the Long Range Plan has resulted in implementation where possible.  The Exterior Accessibility portion of the Long Range plan will now receive evaluation.  No official action was taken.

Branch Operations Manager Job Description

An updated Branch Operations Manager Job Description was approved with revisions:  Revise EDUCATION and/or EXPERIENCE to reflect public library experience preferred.  Revise last bullet point under LANGUAGE SKILLS to read “Ability to effectively present information and respond to questions from Library personnel and the general public in one-on-one and group situations.”  Revise first bullet point under PHYSICAL DEMANDS to read “Ability to speak, hear and see.”

Krystal Anderson moved THAT the Branch Operations Manager Job Description be adopted as revised.

Mary E. Davis seconded.                                        Motion: Carried

Branch Young People’s Services Librarian Job Description

An updated Branch Young People’s Services Job Description was approved with revisions:  Revise EDUCATION and/or EXPERIENCE to reflect public library experience preferred.  Revise last bullet point under LANGUAGE SKILLS to read “Ability to effectively present information and respond to questions from Library personnel and the general public in one-on-one and group situations.”  Revise first bullet point under PHYSICAL DEMANDS to read “Ability to speak, hear and see.”

Brian Byrn moved THAT the Branch Young People’s Services Job Description be adopted as revised.

Janice E. Dean seconded.                                     Motion: Carried

Branch Coordinator Job Description

An updated Branch Coordinator Job Description was approved with revisions:  Revise last bullet point under WORK CONDITIONS to read “Frequent local travel, occasional long distance travel.”  Revise EDUCATION and/or EXPERIENCE to reflect public library experience preferred.  Revise last bullet point under LANGUAGE SKILLS to read “Ability to effectively present information and respond to questions from Library personnel and the general public in one-on-one and group situations.”  Revise first bullet point under PHYSICAL DEMANDS to read “Ability to speak, hear and see.”

Mary E. Davis moved THAT the Branch Coordinator Job Description be adopted as revised.

Janice E. Dean seconded.                                     Motion: Carried

MAC Policy

An updated Management Advisory Council (MAC) Policy was approved with revisions:  Revise b. under  C. POLICY / 2. MEETINGS to read “Quorum – There must be a simple majority of Council members present in order to carry out a meeting, regularly scheduled, or special.  Revise b. under C. POLICY / 5. BOARD OF TRUSTEES/COUNCIL RELATIONSHIP to read “Should the Director veto a Council decision or the MAC members disagree with a Director’s decision, the council may request that the Board of Trustees arbitrate the disagreement.  This request could be made provided the MAC members resolve to do so by no less than three-quarters of the members.”

Brian Byrn moved THAT the Management Advisory Council (MAC) Policy be adopted as revised.

Krystal Anderson seconded.                                 Motion: Carried

NEW BUSINESS

Progressive Discipline Policy

The Director presented a new Progressive Discipline Policy.  Additional revisions to the language will be presented at the next scheduled board meeting.

Phase II Renovations

The Director presented a proposal from Eric Leedy, Leedy Architects, to provide professional services at a fixed fee of $2,200.00 for the replacement of Main Library elevator.

Krystal Anderson moved THAT the Board accept the professional services proposal from Eric Leedy, Leedy Architects, in the amount $2,200.00.

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 7:00 p.m. The next regularly scheduled meeting of the Board of Trustees will be on October 16, 2012, 5:30 p.m. in Meeting Room #1 of the Main Library.

 

 

 

 

__________________________

Krystal Anderson, Secretary

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Board Meeting Minutes – 2012 08

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

BOARD OF TRUSTEES’ MEETING
August 21, 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 Barbara G. Anderson, president, at 5:30 p.m., on August 21, 2012, in Meeting Room #1 of the Main Library.
Members present: Barbara G. Anderson, Krystal Anderson, Brian Byrn, Renee’ Cocanower, and Janice E. Dean
Members absent: Mary E. Davis, J. Scott Troeger
Others present: Deborah L. Stewart, director; Sandra Bevins, business/HR manager
Staff or Guests present: Paul Boers, Marsha Eilers, Sue Eller, Linda Jones, Kevin Kilmer, Elizabeth Layman, Donna Mitschelen, Chuck Pieri, Rachel Rice, Gwen Robison, Marge Schaphorst, Patty Wright
CONSENT AGENDA
Adoption of Consent Agenda
Janice E. Dean moved
THAT – the Board adopt the Consent Agenda as presented. Second: Krystal Anderson Motion: Carried
PRESIDENT’S BUSINESS Director Review Committee Update: The Director Review Committee presented the updated Library Director job description. Additional revisions to the language will be presented at the next scheduled board meeting. Logo Update Presentation: Patricia Wright, staff member, presented four possible font selections for use with the new Library logo. These will be presented in print version at the next scheduled board meeting.
DIRECTOR’S REPORT Bethany House Publishing and the Friends of Elkhart Public Library will sponsor an author visit by Beverly Lewis on September 14, 2012 from 2 p.m. to 4 p.m. in meeting rooms 4, 5, and 6 at the Main Library. Discussion on the installation of a new elevator has begun with Eric Leedy, Architect. The Library’s digital newsletter, EPL Insider, is available for the public. A new railing on the roof over the garage has been installed. Kevin Kilmer, Branch Operations Manager, and Chuck Pieri, Branch Young People’s Services Librarian, presented an overview of the Branch Services.
UNFINISHED BUSINESS
Sale of Property – Bookmobile and Garages
A listing contract from FM Stone Commercial has been signed to offer the property for sale at a price of $135,000.00.
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.
Minutes of the Elkhart Public Library Board of Trustees 06/19/2012 Page 2
Long Range Plan
Preliminary results of the Main Building Accessibility study for the Long Range Plan were presented. No official action was taken.
2013 Budget Presentation
The director presented the 2013 Operating Fund budget in the amount of $7,057,263.00. A public hearing for the budget is scheduled for September 18, 2012, with adoption on October 16, 2012.
NEW BUSINESS
Branch Operations Manager Job Description
The Director presented the Branch Operations Manager job description. Additional revisions to the language will be presented at the next scheduled board meeting.
Branch Young People’s Services Librarian Job Description
The Director presented the Branch Young People’s Services Librarian job description. Additional revisions to the language will be presented at the next scheduled board meeting.
Branch Coordinator Job Description
The Director presented the Branch Coordinator job description. Additional revisions to the language will be presented at the next scheduled board meeting.
MAC Policy
The Director presented the updated MAC Policy. Additional revisions to the language will be presented at the next 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 at7:00 p.m. The next regularly scheduled meeting of the Board of Trustees will be on September 18, 2012, 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
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