Board Meeting Minutes

Board Meeting Minutes – 2012 02

Administrator : March 25, 2012 1:25 pm : Board Minutes

BOARD OF TRUSTEES’ MEETING

February 21, 2012

Library Annex Administrative Conference Room

Elkhart Public Library

MINUTES

EXECUTIVE SESSION

An executive session of the Board of Trustees of the Elkhart Public Library was held on February 21,

2012, in the Administrative Conference Room of the Library Annex and called to order at 5:00 p.m. by

Janice E. Dean, president.

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

Members absent: Krystal Anderson, Brian Byrn, and Renee’ Cocanower.

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

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 5:25 p.m.

BOARD MEETING

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 February 21, 2012, in the Administrative Conference Room of the

Library Annex.

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

Members absent: Krystal Anderson, Brian Byrn, and Renee’ Cocanower

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

Guests present: Marsha Eilers, Elizabeth Layman, Chuck Pieri, Gwen Robison, Sam Galloway

CONSENT AGENDA

Adoption of Consent Agenda

Mary E. Davis moved

THAT – the Board adopt the Consent Agenda as presented.

Second: Barbara G. Anderson Motion: Carried

PRESIDENT’S BUSINESS

 Policy Review: The Board reviewed the policy update list, requesting that policies be updated using a

three-year cycle.

DIRECTOR’S REPORT

 The Library is continuing to work with the curator at the Elkhart County Historical Museum about

adding their library holdings to our database, making them viewable in our public access catalog.

Polaris has been contacted regarding licensing needs.

 A new layout has been chosen for the webpage.

UNFINISHED BUSINESS

Phase 1 Main Branch Project

Carpet has been installed on the second floor. Carpet remediation has begun on the first floor. New

ceiling tiles and lighting has been installed on both floors. Shifting of the collection is in process. The

main branch, which has been closed to the public since February 15th, is expected to reopen February

22nd.

Sale of Property – Bookmobile and Garages

The Notice of Request for Bids will be finalized soon which will allow for publication of the sale of the two

Minutes of the Elkhart Public Library Board of Trustees 02/21/2012 Page 2

bookmobile garages.

Organizational Study

The organization and compensation study received from Rahmberg Stover was reviewed by the Board.

J. Scott Troeger moved

THAT – the Board accept the organization and compensation study received from Rahmberg Stover, subject to adjustments deemed necessary by the Director.

Second: Mary E. Davis Motion: Carried

Library Open House

Brian Byrn, Krystal Anderson, and Diann Stutzman will make up the planning team for the renovation open house.

NEW BUSINESS

Children’s Librarian Job Description

The Director presented the current Children’s Librarian and Young Adult Librarian job descriptions. These two will be combined into one job description and presented at the March board meeting.

QUESTION AND INFORMATION

Sam Galloway asked for a clarification of the reciprocal agreement between EPL and Goshen Public Library concerning video materials. It was explained that each library system establishes its own policies for reciprocal agreements. Deb Stewart will speak with the Goshen Library director and contact Mr. Galloway with an answer to his specific concern.

ADJOURNMENT

The meeting was adjourned by consensus at 6:11 PM. The next regularly scheduled meeting of the Board of Trustees will be on March 20, 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 01

Administrator : February 25, 2012 1:28 pm : Board Minutes

BOARD OF TRUSTEES’ MEETING

January 17, 2012

Library Annex Administrative Conference Room

Elkhart Public Library

MINUTES

EXECUTIVE SESSION

An executive session of the Board of Trustees of the Elkhart Public Library was held on January 17,

2012, in the Administrative Conference Room of the Library Annex and called to order at 5:30 p.m. by

Janice E. Dean, president. Krystal Anderson was appointed acting secretary.

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

Cocanower

Members absent: Mary Davis and J. Scott Troeger.

Others present: Deborah L. 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 6:00 p.m.

BOARD OF FINANCE MEETING

The meeting of the Board of Finance of Elkhart Public Library was held January 17, 2012, in the

Administrative Conference Room and called to order at 6:00 p.m. by Janice E. Dean, president. The

Board of Finance elected Janice E. Dean as President and Krystal Anderson as Secretary for fiscal year

2012. 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.

Barbara G. Anderson 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.

Second: Renee’ Cocanower 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 Janice E.

Dean, president, at 6:10 p.m., on January 17, 2012, in the Administrative Conference Room of the Library

Annex.

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

Cocanower

Members absent: Mary E. Davis, and J. Scott Troeger

Others present: Deborah L. Stewart, director; Diann Stutzman, bookkeeper

Guests present: Staff – Jan Bower, Marsha Eilers, Diana Gill, Christopher Hunsberger, Elizabeth Layman,

Jeanne Rhodes, 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

 Christopher Hunsberger, staff members, presented color schemes for the new Library logo.

 The Board Calendar for 2012 was presented and reviewed. Branch locations are scheduled to host

Minutes of the Elkhart Public Library Board of Trustees 01/17/2012 Page 2

the board meetings as follows: Osolo Branch in April; Cleveland Branch in July; Dunlap Branch in September; Pierre Moran Branch in November.

DIRECTOR’S REPORT

 The Library is in the process of adding Elkhart County Historical Museum’s holdings to EPL’s database.

 Osolo Branch Library’s new book club is named Second Monday Night Page Turners.

 A web page designer has been hired to assist with redesigning the Library’s web page.

 The current travel reimbursement rate for EPL staff is 0.45 per mile. The director recommended, and the board agreed, to maintain this rate for 2012.

 The Public Library Association 2012 conference will be held in Philadelphia, PA.

UNFINISHED BUSINESS

Phase 1 Main Branch Project

Carpet removal is proving to be a smooth process. Once new carpet is installed, books and furniture will be moved from the first floor to the second floor. During this process it may be necessary to close the Library for a few days.

Sale of Property – Bookmobile and Garages

The receipt of the property appraisals allows for a request for bids to be presented to the public. No action was taken on this item.

Organizational Study

The compensation study is the second part of the organizational study from Rahmberg Stover and is expected in February. No action was taken on this item.

NEW BUSINESS

Library Open House

An open house event is planned for April 2012 to celebrate the Main Library’s renovations. Brian Byrn, along with Krystal Anderson, will represent the Board during the planning stage.

2012 Non-resident Fee

The 2012 family non-resident card fee calculates to be $149.75 when following the Indiana State Library’s formula. The Director recommended a decrease to the Library’s registration fee for from $156.00 to $150.00.

Renee’ Cocanower moved

THAT – the 2012 Non-Resident Fee be set at $150.00.

Second: Krystal Anderson Motion: Carried

ADJOURNMENT

The meeting was adjourned by consensus at 7:15 PM. The next regularly scheduled meeting of the Board of Trustees will be on February 21, 2012, 5:30 p.m., in the Administrative Conference Room of the Library Annex.

__________________________

Krystal Anderson, Acting Secretary

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Board Meeting Minutes – 2011 12

Administrator : January 25, 2012 1:29 pm : Board Minutes

BOARD OF TRUSTEES’ MEETING

December 20, 2011

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 December 20, 2011 in the Administrative Conference Room of the

Library Annex.

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

Cocanower, Mary E. Davis, and J. Scott Troeger.

Members absent: None

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

Guests present: Larry Grauvogel, Grauvogel & Associates

Staff present: Marsha Eilers, Elizabeth Layman, Charles Pieri, Jeanine Rhodes, Gwen Robison, and

Patricia Wright

CONSENT AGENDA

Adoption of Consent Agenda

J. Scott Troeger moved

THAT – the Board adopt the Consent Agenda as presented.

Second: Barbara G. Anderson Motion: Carried

PRESIDENT’S BUSINESS

 The Board considered a variety of color combinations and possible format uses for a new Library logo.

Formal selection of the logo is expected at the January 2012 board meeting.

 Letters of appreciation for support during 2011 will be sent to the EPL Friends Group and Teachers

Credit Union.

 The Board reviewed the annual list of accomplishments.

DIRECTOR’S REPORT

 The Library is in the early stages of examining the possibility of adding Elkhart County Historical

Museum’s holdings to EPL’s database.

 The Library is beginning talks with the Saint Joseph County Literacy Council to provide training for

literacy teachers at the Library.

 EPL is collaborating with the Salvation Army in their new program targeted toward new mothers.

 An open house will be planned at the completion of the renovation project.

UNFINISHED BUSINESS

Phase 1 Main Branch Project – Carpet Removal Quote Acceptance

The Board invited carpet removal and remediation quotes. Larry Grauvogel, Grauvogel & Associates,

recorded the quotes as received.

Clean Air Environmental Systems, North Liberty, IN; $36,750.00 (Alternate I: $5,250.00)

Specialty Systems, South Bend, IN; $50,750.00 (Alternate I: No quote)

Environmental Management Specialists, Inc, Huntertown, IN; $29,832.00 (Alternate I: $53,527.00-

presumed total for base quote and alternate I)

The Board considered the quoted amount, the anticipated need for Alternate I, and references.

Minutes of the Elkhart Public Library Board of Trustees 12/20/2011 Page 2

Mary E. Davis moved

THAT – the Board authorize the Director to accept and sign the lowest and most responsive carpet removal quote that also includes the removal of tiles.

Second: Barbara G. Anderson Motion: Carried

Phase 1 Main Branch Project – Main Library Closing

It is anticipated that the Library may need to close up to four days during the carpet removal and installation process.

Sale of Property – Bookmobile and Garages

Appraisals for the two garages and property have been received: J. Carnine & Co $125,000.00; FM Stone Commercial $120,000.00. A request for bids will be presented to the public. No action was taken on this item.

Organizational Study

The director presented Rahmberg Stover’s recommendations for a new organization structure for the Library. The Board will proceed to the compensation study phase.

NEW BUSINESS

2012 Board Meeting Dates

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

2012 Holiday Closing Schedule

The Holiday Schedule for 2012 was considered.

J. Scott Troeger moved

THAT – the Holiday Schedule for 2012 be approved as presented.

Second: Krystal Anderson Motion: Carried

Encumbrances

The encumbrances for the Operating Fund, Library Improvement Reserve Fund, and the Rainy Day Fund were considered.

Mary E. Davis moved

THAT – the encumbrances for the Operating Fund, Library Improvement Reserve Fund, and the Rainy Day Fund be approved as presented.

Second: J. Scott Troeger Motion: Carried

ADJOURNMENT

The meeting was adjourned by consensus at 6:22 PM. The next regularly scheduled meeting of the Board of Trustees will be on January 17, 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 – 2011 11

Administrator : December 27, 2011 1:31 pm : Board Minutes

BOARD OF TRUSTEES’ MEETING

November 15, 2011

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 6:15 p.m., on November 15, 2011 in the Administrative Conference Room of the

Library Annex.

Members present: Janice E. Dean, Barbara G. Anderson, Krystal Anderson, Renee’ Cocanower, Mary E.

Davis, and J. Scott Troeger.

Members absent: Brian Byrn

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

Guests present: Jeanne Hobik, staff; Christopher Hunsberger, staff; Patricia Wright, staff

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

Patricia Wright and Christopher Hunsberger, staff members presented possible new Library logos. The

Board requested that Mr. Hunsberger further present his logo idea in a variety of color combinations and

possible format uses.

DIRECTOR’S REPORT

The cost of reupholstering twelve chairs, $1,350.00, was paid by The Friends of the Library.

Teachers Credit Union contributed $200.00 toward the November 11 staff In-Service.

The new mobile PAC address is http://pac.elkhart.lib.in.us.

Rates for the 2012 health insurance plans will increase .29% for the conventional plan and 5.71% for the

high deductible plan.

The fiber line has been installed at both the Main Branch and the Pierre Moran Branch libraries.

The Library’s entry in the city-wide holiday parade on December 3, will be the “Bookmobile Express”.

The staff holiday party is scheduled for December 15.

UNFINISHED BUSINESS

Phase 1 Main Branch Project

Two change orders to the Robert Henry Corporation contract were presented to the Board: carpet

$15,625.00; drywall $2,508.00.

Mary E. Davis moved

THAT – the Board authorize Deborah L Stewart, director, to sign all change orders relevant to the

renovation contract with Robert Henry Corporation.

Second: Barbara G. Anderson Motion: Carried

At the start of carpet removal it was discovered the tiles underneath contained asbestos. Grauvogel &

Associates has been contracted as consultants and will be preparing specifications to obtain quotes for

carpet removal.

Minutes of the Elkhart Public Library Board of Trustees 11/15/2011 Page 2

Long Range Plan

Barbara G. Anderson moved

THAT – the Board adopt the Long Range Plan.

Second: Renee’ Cocanower Motion: Carried

Sale of Property – Bookmobile and Garages

Appraisals for the two garages and property have been received: J. Carnine & Co $125,000.00; FM Stone Commercial $120,000.00. Upon receipt of a joint appraisal, a request for bids will be presented to the public. No action was taken on this item.

Organizational Study

Rahmberg Stover conducted the first on-site visit during October. No recommendations have been received. No action was taken on this item.

NEW BUSINESS

Salary Schedules – 2012

The Board considered the 2012 Salary Schedules that reflect no salary increase and an effective date of January 1, 2012.

Mary E. Davis moved

THAT – the 2012 Salary Schedules be approved with no salary increase and an effective date of January 1, 2012.

Second: J. Scott Troeger Motion: Carried

Indiana Bond Bank Resolution – 2012

J. Scott Troeger moved

THAT – the Elkhart Public Library participate in the 2012 Indiana Bond Bank program.

Second: Barbara G. Anderson Motion: Carried

ADJOURNMENT

The meeting was adjourned by consensus at 7:25 PM. The next regularly scheduled meeting of the Board of Trustees will be on December 20, 2011, 5:30 p.m., in the Administrative Conference Room of the Library Annex.

__________________________

Mary E. Davis, Secretary

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Board Meeting Minutes – 2011 10

Administrator : November 25, 2011 1:33 pm : Board Minutes

BOARD OF TRUSTEES’ MEETING

Wednesday, October 19, 2011

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 October 19, 2011 in the Administrative Conference Room of the Library

Annex.

Members present: Janice E. Dean, Barbara G. Anderson, Krystal Anderson, Mary E. Davis, Renee’

Cocanower

Members absent: Brian Byrn, J. Scott Troeger

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

Guests present: Elizabeth Layman, staff

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

The Library Director Job Description was presented.

Barbara G. Anderson moved

THAT – the Board adopt the Library Director Job Description as presented.

Second: Mary E. Davis Motion: Carried

DIRECTOR’S REPORT

The Library participated in the Elkhart Chamber of Commerce Biz-Ness Expo held on October 13, 2011 at

the RV Hall of Fame. The Director spoke at the local chapter of Tri Kappa on October 18, 2011. This

year’s Indiana Library Federation annual conference will be held in Fort Wayne, Indiana, on November 14,

15, and 16. The Library’s Integrated Library System (Polaris) was successfully upgraded on October 4,

2011. The Director presented a sampling of new library logo ideas that are being created by selected

employees.

UNFINISHED BUSINESS

Phase 1 Project

Renovation has begun and staff are moving to temporary offices as needed. Carpeting has been

selected.

Long Range Plan

The Director will incorporate the suggested goals into the plan document. No action taken on this item.

Sale of Property – Bookmobile and Garages

One appraisal for the two garages and property has been received and another is expected within the

week. Upon receipt of the appraisals, a request for bids will be presented to the public. No action was

taken on this item.

Minutes of the Elkhart Public Library Board of Trustees 10/19/2011 Page 2

Organizational Study

Rahmberg Stover has begun the organization and compensation study with requests for information on the Library’s salary structure, job descriptions, benefits, policies, and statistics from the various locations. Their first on-site visit will be from October 26 to 28.

NEW BUSINES

No new agenda items were presented for discussion or action.

ADJOURNMENT

The meeting was adjourned by consensus at 6:55 PM. The next regularly scheduled meeting of the Board of Trustees will be on November 15, 2011, 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
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