Board Meeting Minutes

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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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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ELKHART PUBLIC LIBRARY
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