Board Meeting Minutes

Board Meeting Minutes 2013 01

Administrator : February 27, 2013 1:30 pm : Board Minutes

MINUTES


BOARD OF FINANCE MEETING                                                            

The meeting of the Board of Finance of Elkhart Public Library was held January 15, 2013, Meeting Room #1 of the Main Library and called to order at 5:30 p.m. by Barbara G. Anderson, president.  Renee’ Cocanower was named Acting Secretary for this meeting.  The Board of Finance elected Barbara G. Anderson as President and Krystal Anderson as Secretary for fiscal year 2013.  The Board of Finance reviewed the Investment Policy and the Report of Investments.  The Elkhart Truth and The Goshen News were designated as qualified publications in which the Library shall publish notices.

Mary E. Davis moved THAT the election of the Board of Finance Officers, the Investment Policy, and the Report of Investments, and the designated publications be approved and that the meeting be adjourned.

Renee’ Cocanower seconded.    Motion: Carried

BOARD MEETING

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 January 15, 2013, in Meeting Room #1 of the Main Library. Renee’ Cocanower was named Acting Secretary for this meeting.

Members present: Barbara G. Anderson, Brian Byrn, Renee’ Cocanower, and Mary E. Davis.

Members absent:  Krystal Anderson, Janice E. Dean, and J. Scott Troeger,

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

Staff or Guests present: Marsha Eilers, Judy Ferrell, Elizabeth Layman, Marjorie Schaphorst

CONSENT AGENDA

Adoption of Consent Agenda

Renee’ Cocanower moved THAT the Board adopt the Consent Agenda as presented.

Brian Byrn seconded.                            Motion: Carried

PRESIDENT’S BUSINESS

  • Resolution Recognizing the Friends of the Elkhart Public Library:

Mary E. Davis moved THAT the Board recognize its appreciation of the work of the Friends of the Library in promoting and carrying out successful fund-raising for the benefit of the Library.

Renee’ Cocanower Seconded.        Motion: Carried

  • Proposed 2013 Department Report Calendar:  A schedule for 2013 Department presentations was approved.

DIRECTOR’S REPORT

  • No additional Items to Director’s Notes were presented.
  • Judy Ferrell, Reference Services Department Head, presented an overview of Reference Services.
  • The annual review of the Library’s five-year Maintenance Plan was presented.

UNFINISHED BUSINESS

Long Range Plan

A staff committee is working on training needs for staff and public.  An online testing database, ed2go, will be used for staff competency testing.


 

Phase II Renovations

Renovation plans and cost estimates for a new elevator in the Main building have not been received from Eric Leedy, Leedy Architects.  No action was taken.

PERF Resolution

A resolution was presented authorizing the Library to discontinue paying the employees’ mandatory 3% contribution effective January 20, 2013.

Mary E. Davis moved THAT the Elkhart Public Library discontinue paying the employees’ mandatory 3% contribution effective January 20, 2013.

Renee’ Cocanower seconded.              Motion: Carried

NEW BUSINESS

Bookkeeper / Accounting Assistant Job Description

The Director presented the Bookkeeper/Accounting Assistant job description. Additional revisions to the language will be presented at the next scheduled board meeting.

Alternative Patron Account Reconciliation Programs Policy

The Director presented the Alternative Patron Account Reconciliation Programs Policy.  Additional revisions to the title and language will be presented at the next scheduled board meeting.

Insurance Program Policy

The Director presented the Insurance Program Policy. Additional revisions to the language will be presented at the next scheduled board meeting.

Non-Resident Fee Resolution

The Director presented the Non-Resident Fee 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 at 7:10 p.m. The next regularly scheduled meeting of the Board of Trustees will be on February 19, 2013, at 5:30 p.m. in Meeting Room #1 of the Main Library.

 

 

 

 

__________________________

Renee’ Cocanower, Acting Secretary

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Board Meeting Minutes 2012 12

Administrator : January 18, 2013 1:49 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 5:30 p.m., on December 18, 2012, in Meeting Room #1 of the Main Library.

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

Members absent: Renee’ Cocanower

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

Staff or Guests present: Marsha Eilers, Judy Ferrell, Elizabeth Layman, Gwen Robison, Marjorie Schaphorst

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

  • Review of 2012 Accomplishments: Electronic newsletter; Redesigned web page and intranet;  Long Range Plan updates; Participated in various community functions; Renovation open house; Sold garage property; Finalized re-organization and compensation study resulting in a new benefit package.

DIRECTOR’S REPORT

  • No additional Items to Director’s Notes were presented.

UNFINISHED BUSINESS

Sale of Property – Bookmobile and Garages

The property containing the garages listed with FM Stone Commercial has received a purchase offer of $110,000.00.  Closing is scheduled for December 19, 2012.  The purchaser has agreed to lease one garage back to the Library on a month to month basis.  The bookmobile unit has not received any inquiries.

Organizational/Compensation Study – Benefit Package Policy Review

The Board reviewed the policies to be rescinded:  Family Illness Leave, Funeral Leave, Leave-of-Absence without Pay, Personal Leave, Sick Leave.

J. Scott Troeger moved THAT the above listed policies be rescinded effective January 1, 2013.

Mary E. Davis seconded.                     Motion: Carried

The Board reviewed the policies to be adopted:  Bereavement, Educational Leave, Employee Category, FMLA, Holiday, PTO, and Vacation Policy.

J. Scott Troeger moved THAT the above listed policies be adopted as presented.

Brian Byrn seconded.                            Motion: Carried

The Board reviewed the Vacation Policy Transitional Addendum.

Janice E. Dean moved THAT the Vacation Policy Transitional Addendum be adopted as presented.

J. Scott Troeger seconded.                  Motion: Carried


 

Long Range Plan

The Main Building Accessibility study for the Long Range Plan resulted in the installation of keyboards and monitors that are user friendly for handicapped patrons.  Also, additional lighting was installed at the branches.

Phase II Renovations

The Director presented renovation plans and cost estimates for a new elevator in the Main building.  The plan estimate for an interior elevator was $586,951.00 and for an exterior elevator was $757,278.00.  Both are cost prohibitive.  Eric Leedy, Leedy Architects, will consider other options and present revised plans and cost estimates.  No action was taken.

Department Head – Non MLS Job Description

An updated Department Head – Non MLS Job Description was presented.

Mary E. Davis moved THAT the Department Head – Non MLS Job Description be adopted as presented.

Brian Byrn seconded.                            Motion: Carried

NEW BUSINESS

Salary Increases – 2013

The Director presented a recommendation for a 3.0% cost-of-living increase at an estimated cost of $105,000.00.  Facts discussed:  Salary increases have not been awarded for two years; Cost of living has increased by 3.4%; The Library will discontinue paying the employee’s 3% contribution to individual PERF accounts reducing expenses by approximately $90,000.00; Increased employee expenses for health insurance due to the Library’s cap on health insurance contribution.

Brian Byrn moved THAT the Board approve a 3.0% cost-of-living increase effective on the first payroll in January 2013.

Krystal Anderson seconded.                Motion: Carried

2013 Board Meeting Dates

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

2013 Holiday Closing Schedule

The Holiday Schedule for 2013 was considered.

Krystal Anderson moved THAT the Holiday Schedule for 2013 be approved as presented.

Brian Byrn seconded.                            Motion: Carried

2013 Monthly Board Calendar

The Board accepted the 2013 Monthly Board Calendar as presented.

Questions and Information from Board, Staff, and Guests

No additional questions or information was presented.

ADJOURNMENT

The meeting was adjourned by consensus at 6:15 p.m. The next regularly scheduled meeting of the Board of Trustees will be on January 15, 2013, 5:30 p.m. in Meeting Room #1 of the Main Library.

 

 

 

 

__________________________

Krystal Anderson, Secretary

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Board Meeting Minutes 2012 11 Work Session

Administrator : December 20, 2012 1:38 pm : Board Minutes

MINUTES


 

The work session was declared open by Barbara G. Anderson, President, at 5:05 p.m., on November 29, 2012, in the Administrative Conference Room of the Library Annex.

 

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

Members absent: Brian Byrn

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

Staff or Guests present:  Chuck Pieri, Rachel Rice, Marge Schaphorst, Gloria Sura-Taylor

 

The Board discussed a new employee benefit package.  No other business was discussed and no action was taken.

 

The meeting was adjourned by consensus at 6:30 PM.  The next regularly scheduled meeting of the Board of Trustees will be on December 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 11

Administrator : December 20, 2012 1:34 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 5:34 p.m., on November 20, 2012, in Meeting Room #1 of the Main Library.

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

Members absent: Brian Byrn

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

Staff or Guests present: Marsha Eilers, Allison McLean, Chuck Pieri, Rachel Rice, Gwen Robison, Marjorie Schaphorst

CONSENT AGENDA

Adoption of Consent Agenda

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

Renee’ Cocanower seconded.              Motion: Carried

PRESIDENT’S BUSINESS

  • Director Review Committee Update: The Director Review Committee presented the updated Library Director Job Description and Work Instructions.

Krystal Anderson moved THAT the Board adopt the Director Job Description and Work Instructions as presented.

Janice E. Dean seconded.          Motion: Carried

DIRECTOR’S REPORT

  • Additional Items to Director Notes:
    • Health insurance rates will increase by 12.5% in 2013.
  • Allison McLean, Young People’s Services Department Head, presented an overview of Children’s and Young Adult Services.

UNFINISHED BUSINESS

Sale of Property – Bookmobile and Garages

The property containing the garages listed with FM Stone Commercial has received a purchase offer of $110,000.00.  Closing is expected in mid-December.  The purchaser has offered to lease one garage back to the Library on a month to month basis.  The bookmobile unit has not received any inquiries.

J. Scott Troeger moved THAT the Board authorize Deborah Stewart, Director, to sign the purchase agreement to sell the property and garages.

Mary E. Davis seconded.                     Motion: Carried

J. Scott Troeger moved THAT the Board authorize Deborah Stewart, Director, to sign a contract to lease back one garage at a maximum of $0.18 per square foot.

Mary E. Davis seconded.                     Motion: Carried

Organizational/Compensation Study – Benefit Package Policy Review

The Board reviewed the Bereavement, Employee Category, FMLA, Holiday, PTO, and Vacation Policy. A work session is planned for November 29, 2012, at 5:00 p.m. for continued discussion.  Official action is planned for the board meeting on December 18, 2012.

Long Range Plan

No discussion or action.

Phase II Renovations

The director presented plan drawings for an elevator replacement.  No action was taken.

Educational Leave Policy

An updated Educational Leave Policy was presented. This policy will be included in the benefit package to be acted on at the December board meeting.

Page Job Description

An updated Page Job Description was approved as presented.

Krystal Anderson moved THAT the Page Job Description be adopted as presented.

J. Scott Troeger seconded.                  Motion: Carried

Clerk Job Description

An updated Clerk Job Description was approved as presented.

Janice E. Dean moved THAT the Clerk Job Description be adopted as presented.

Mary E. Davis seconded.                     Motion: Carried

Clerk – Key Holder Job Description

An updated Clerk – Key Holder Job Description was approved as presented.

Renee’ Cocanower moved THAT the Clerk – Key Holder Job Description be adopted as presented.

J. Scott Troeger seconded.                  Motion: Carried

NEW BUSINESS

Salary Schedule – 2013

The Board considered the Salary Schedule for 2013.

Mary E. Davis moved THAT the Board adopt the Salary Schedule for 2013 as presented.

J. Scott Troeger seconded.                  Motion: Carried

Indiana Bond Bank Resolution – 2013

Renee’ Cocanower moved THAT – the Elkhart Public Library participate in the 2013 Indiana Bond Bank program.

Krystal Anderson seconded.      Motion: Carried

Department Head – Non MLS Job Description

The Director presented the Department Head – Non MLS job description. No revisions were requested and official action is planned for the board meeting on December 18, 2012.

Food for Fines

The Board considered a Food for Fines program to benefit Church Community Services.  The program is planned for one week beginning December 3, 2012, and ending with the Winterfest celebration on December 8, 2012.

Renee’ Cocanower moved THAT the Board approve the Food for Fines program as presented.

Krystal Anderson seconded.                Motion: Carried

Amnesty Program for 2013

The Board considered an amnesty program to be held during March 2013.

Mary E. Davis moved THAT the Board approve the amnesty program as presented.

Janice E. Dean 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 8:00 p.m. The next regularly scheduled meeting of the Board of Trustees will be on December 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 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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ELKHART PUBLIC LIBRARY
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