BOARD OF TRUSTEES’ MEETING
Monday, March 28, 2011
5:00 p.m. Board Meeting
Library Annex Administration Meeting Room
Elkhart Public Library
MINUTES
BOARD OF TRUSTEES MEETING
The meeting of the Board of Trustees of Elkhart Public Library was held on March 29, 2011, in the Administration
Meeting Room of the Library Annex. Janice E. Dean, President, called the meeting to order at 5:00 p.m.
ROLL & INTRODUCTION OF GUESTS
Members of the Board of Trustees present were Janice E. Dean, Barbara G. Anderson, Krystal Anderson, and Renee’
Cocanower. Mary E. Davis, Brian Byrn, and J. Scott Troeger were unable to attend. Also present were Deborah
Stewart, Director; and Sandra Bevins, Business/HR Manager. No guests were in attendance.
CONSENT AGENDA
Adoption of Consent Agenda
Krystal Anderson moved
THAT – the Consent Agenda be adopted as presented.
Second: Barbara G. Anderson Motion: Carried
ADJOURNMENT
The meeting was adjourned by consensus at 5:10. The next regularly scheduled meeting of the Board of Trustees will
be held April 20, 2011, 7:00 p.m., in meeting room #406 in the Elkhart Public Library Annex.
__________________________
Renee’ Cocanower, Secretary
BOARD OF TRUSTEES’ MEETING
Wednesday, February 23, 2011
6:00 p.m. Executive 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 February 23, 2011, in
meeting room #406 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, Krystal Anderson, and Renee’ Cocanower. Mary E. Davis,
Brian Byrn, and J. Scott Troeger were unable to attend. Also present were Deborah Stewart, Director; and 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 6:05 p.m.
WORK SESSION
The Board met in a work session prior to the scheduled Board of Trustees Meeting on February 23, 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 February 23, 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, and Renee’
Cocanower. Mary E. Davis, Brian Byrn, and J. Scott Troeger were unable to attend. Also present were Deborah
Stewart, Director; and Sandra Bevins, Business/HR Manager. Guests in attendance: Kevin Kilmer; Charles E.
Smith.
CONSENT AGENDA
Adoption of Consent Agenda
Renee’ Cocanower moved
THAT – the Consent Agenda be adopted as presented.
Second: Krystal Anderson Motion: Carried
PRESIDENT’S BUSINESS
Janice E. Dean, President, presented a 2011 Monthly Board Calendar, with suggestions to schedule occasional
meetings at branch locations.
DIRECTOR’S REPORT
The official dates for the One Book, One Michiana program is April 1, 2011, to May 7, 2011. The first electronic
version of the Montage replacement is expected to go live in April 2011. The Library’s Facebook is available to the
public. READ posters for National Library Week will be produced in-house using local “celebrities”. A new copier
contract has been signed with Advanced Imaging.
UNFINISHED BUSINESS
Main Idea/Leedy Cripe Project
A proposed phasing process for Phase 1 of the Main Library renovation project was presented by Eric Leedy, Leedy
Architects, during the work session.
Harassment Policy / Grievance Procedures
Revisions were requested by the Board. No action was taken on this item.
Minutes of the Elkhart Public Library Board of Trustees 02/23/2011 Page 2
Long Range Plan
A Long Range Plan discussion outline was presented to the Board. A work session, scheduled for March 8, 2011, will include Board Members and managers.
OverDrive
Procedures for selecting materials from Overdrive have been drafted and training on selecting and usage has begun. OverDrive is expected to go live in April 2011.
NEW BUSINESS
MAC Policy – 1st Reading
The Board reviewed the revised MAC Policy and requested changes. No action was taken on this item.
Resolution to Establish Capital Assets Threshold
The Board approved a resolution to increase the threshold for the Capital Assets Ledger.
Barbara G. Anderson moved
THAT – the threshold for the Capital Assets Ledger be set at $5,000.00.
Second: Krystal Anderson Motion: Carried
Questions and Information from Board, Staff, and Guests
There were no comments or information presented.
ADJOURNMENT
The meeting was adjourned by consensus at 8:20. The next regularly scheduled meeting of the Board of Trustees will be held March 23, 2011, 7:00 p.m., in meeting room #406 in the Elkhart Public Library Annex.
__________________________
Renee’ Cocanower, Secretary
BOARD OF TRUSTEES’ MEETING
Wednesday, January 19, 2011
6:00 p.m. Executive 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 January 19, 2011, in
meeting room #406 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, Krystal Anderson, Mary E. Davis, and Brian Byrn. Renee’
Cocanower and J. Scott Troeger were unable to attend. Krystal Anderson was appointed Acting Secretary. Also
present were Deborah Stewart, Director; and 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 6:20 p.m.
WORK SESSION
The Board met in a work session prior to the scheduled Board of Trustees Meeting on January 19, 2011, to discuss
goal setting and planning.
BOARD OF FINANCE MEETING
The meeting of the Board of Finance of Elkhart Public Library was held Wednesday, January 19, 2011, in meeting
room #406. Janice Dean, President, called the meeting to order at 7:00 p.m. The Board of Finance elected the
current President and Secretary of the Elkhart Public Library Board of Trustees to serve as officers for 2011. 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.
Second: Brian Byrn Motion: Carried
BOARD OF TRUSTEES MEETING
The meeting of the Board of Trustees of Elkhart Public Library was held on January 19, 2011, in meeting room
#406 of the Library Annex. Janice E. Dean, President, called the meeting to order at 7:05 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 Acting Secretary. Also present were Deborah Stewart, Director; and Sandra Bevins, Business/HR
Manager. Guests in attendance: Rachel Rice, Gwen Robison, Stuart Basquin, Penny Price.
CONSENT AGENDA
Adoption of Consent Agenda
Mary E. Davis moved
THAT – the Consent Agenda be adopted as presented.
Second: Barbara G. Anderson Motion: Carried
PRESIDENT’S BUSINESS
The county libraries met with Indiana State Representatives. Stuart Basquin updated the Board on the current
status of the Friends of the Library. A special recognition was given to TCU for their continued support.
Minutes of the Elkhart Public Library Board of Trustees 01/19/2011 Page 2
DIRECTOR’S REPORT
Informational Items
The expected dates for this year’s One Book, One Michiana program is April 2, 2011, to May 7, 2011. The Library’s Facebook went live to staff members on January 11, 2011. The theme for the 2011 County Fair will be One World, Many Stories. A request for increasing the travel reimbursement rate will not be submitted.
UNFINISHED BUSINESS
Main Idea/Leedy Cripe Project
A revised estimate of $425,000.00 for Phase 1 has been received from Eric Leedy, Leedy Architects. A presentation is expected at the next regularly scheduled Board meeting.
Annex HVAC Project
The new HVAC equipment is installed and functioning. Building repairs are expected to be completed by January 21, 2011.
Meeting Room Policy
This agenda item was tabled.
Harassment Policy / Grievance Procedures
Revisions were requested by the Board. No action was taken on this item.
Long Range Plan
A Long Range Plan work session scheduled for February 8, 2011, will include Board Members and managers.
NEW BUSINESS
Overdrive
A contract for Overdrive has been signed and criteria for implementation have been submitted. The expected availability date is April 10, 2011.
Non-Resident Fee 2011
The Business Manger presented a proposal for the 2011 Library Registration Fee for Non-Resident Patrons. The proposal recommends an increase to the family annual fee from $152.00 to $ 156.00.
Barbara G. Anderson moved
THAT – the 2011 Non-Resident Fee be set at $156.00.
Second: Mary E. Davis Motion: Carried
ALA Registration
Virtual Conferences will be available for the 2011 ALA Conference. The Board expressed a desire for staff to attend in this manner.
Questions and Information from Board, Staff, and Guests
There were no comments or information presented.
ADJOURNMENT
The meeting was adjourned by consensus at 8:05. The next regularly scheduled meeting of the Board of Trustees will be held February 23, 2011, 7:00 p.m., in meeting room #406 in the Elkhart Public Library Annex.
__________________________
Krystal Anderson, Acting Secretary
Elkhart Public Library
BOARD OF TRUSTEES’ MEETING
Wednesday, December 15, 2010
6:30 p.m. Executive Session
7:00 p.m. Board Meeting
Library Annex Meeting Room #406
MINUTES
EXECUTIVE SESSION
An executive session of the Board of Trustees of the Elkhart Public Library was held on December 15,
2010, in meeting room #406 and called to order at 6:30 p.m. by Janice E. Dean, President. Members of
the Board of Trustees present were Janice E. Dean, Barbara G. Anderson, Krystal Anderson , Mary E.
Davis, and J. Scott Troeger. Brian Byrn and Renee’ Cocanower were unable to attend. Krystal Anderson
was appointed Acting Secretary. Also present were Deborah Stewart, Director; and 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 6:40 p.m.
WORK SESSION
The Board met in a work session prior to the scheduled Board of Trustees Meeting on November 15,
2010, to discuss goal setting and planning.
BOARD OF TRUSTEES MEETING
The meeting of the Board of Trustees of Elkhart Public Library was held on December 15, 2010, 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 ,
Mary E. Davis, and J. Scott Troeger. Brian Byrn and Renee’ Cocanower were unable to attend. Krystal
Anderson was appointed Acting Secretary. Also present were Deborah Stewart, Director; and Sandra
Bevins, Business/HR Manager. Employees in attendance: Kevin J. Kilmer; Tina Emerick; Enrique
Reyes. No guests were in attendance.
CONSENT AGENDA
Adoption of Consent Agenda
J. Scott Troeger moved
THAT – the Consent Agenda be adopted as presented.
Second: Mary E. Davis Motion: Carried
PRESIDENT’S BUSINESS
Updated Board By-Laws were presented. Additional revisions were discussed.
Mary E. Davis moved
THAT – the Board By-Laws be adopted as amended.
Second: Krystal Anderson Motion: Carried
Janice E. Dean informed the Board of a county library meeting with Indiana State Representatives.
Minutes of the Elkhart Public Library Board of Trustees 12/15/2010 Page 2
DIRECTOR’S REPORT
Informational Items
The Library participated in the Winterfest Parade on December 4, 2010. Elkhart City’s mayor, Dick Moore, visited the Library on November 30, 2010. The Library’s security monitoring company, Digital, has been sold to PerMar. The Library hosted the first northern Indiana YA Roundtable. The county library directors met on December 3, 2010.
UNFINISHED BUSINESS
Main Idea/Leedy Cripe Project
Eric Leedy, Leedy Cripe Architects, is beginning to work on bids so as to obtain cost estimates. Staff will begin working on projects that can be done with a minimum of cost.
Annex HVAC Project
Griffin will begin on the HVAC Project December 16, 2010. Demolition is expected to be during the week of December 27, 2010 with a completion date of January 17, 2011.
Meeting Room Policy
This agenda item was tabled.
Long Range Plan
A Board work session is planned prior to the January Board Meeting to establish a timeline for the Long Range Plan.
Read Away the Fines
The Board was asked to consider extending the Read Away the Fines program indefinitely with periodical reviews.
Krystal Anderson moved
THAT – the Read Away the Fines program be extended indefinitely with periodical reviews.
Second: Barbara G. Anderson Motion: Carried
NEW BUSINESS
2011 Board Meeting Dates
The Board approved the 2011 Board Meeting dates, scheduling work sessions prior to the meetings.
2011 Holiday Closing Dates
The Holiday Schedule for 2011 was considered.
J. Scott Troeger moved
THAT – the Holiday Schedule for 2011 be approved as presented.
Second: Mary E. Davis Motion: Carried
Harassment Policy/Grievance Procedures
The current Harassment Policy and Grievance Procedures were presented to the Board for review. No action was taken.
Questions and Information from Board, Staff, and Guests
Kevin J. Kilmer presented the Management Advisory Council’s position concerning closing the Library early on the Wednesday evening before Thanksgiving. An official request for approval will be presented at a future meeting.
Minutes of the Elkhart Public Library Board of Trustees 12/15/2010 Page 3
ADJOURNMENT
The meeting was adjourned by consensus at 8:05. The next regularly scheduled meeting of the Board of Trustees will be held January 19, 2011, 7:00 p.m., in meeting room #406 in the Elkhart Public Library Annex.
__________________________
Krystal Anderson, Acting Secretary
Elkhart Public Library
BOARD OF TRUSTEES’ MEETING
Wednesday, November 22, 2010
6:00 p.m. Executive Session
7:00 p.m. Board Meeting
Library Annex Meeting Room #406
MINUTES
EXECUTIVE SESSION
An executive session of the Board of Trustees of the Elkhart Public Library was held on November 22,
2010, in meeting room #406 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, Krystal Anderson, Brian Byrn, Renee’ Cocanower, and J.
Scott Troeger. Barbara G. Anderson and Mary E. Davis were unable to attend. Also present were
Deborah Stewart, Interim Director; and 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 6:55 p.m.
BOARD OF TRUSTEES MEETING
The meeting of the Board of Trustees of Elkhart Public Library was held on November 22, 2010, 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,
Brian Byrn, Renee’ Cocanower, and J. Scott Troeger. Mary E. Davis was unable to attend. Also present
were Deborah Stewart, Interim Director; and Sandra Bevins, Business/HR Manager. No employees or
guests were in attendance.
CONSENT AGENDA
Adoption of Consent Agenda
Renee’ Cocanower moved
THAT – the Consent Agenda be adopted as presented.
Second: J. Scott Troeger Motion: Carried
PRESIDENT’S BUSINESS
Updated Board By-Laws were presented. Additional revisions were requested and no action was taken.
The Board of Trustees expressed their appreciation to Barbara G. Anderson for her participation in the
Friends of the Library.
DIRECTOR’S REPORT
Informational Items
The Library has several upcoming events in the planning stages: WinterFest Parade on December 4, 2010;
One Book, One Michiana in April 2011; National Library Week in April 2011. A second Friends of the
Library book sale netted approximately $1,500.00. The annual staff Christmas party is planned for
December 10, 2010.
Staff In-Service
The annual staff In-Service was held November 11, 2010.
Minutes of the Elkhart Public Library Board of Trustees 11/22/2010 Page 2
UNFINISHED BUSINESS
Main Idea/Leedy Cripe Project
The Director signed a contract for $45,500.00 with Leedy Cripe Architects for professional services for Phase 1 of the renovation project of the Main Library.
Annex HVAC Project
With the delay of equipment delivery, the project start date has been moved to January/February of 2011.
Meeting Room Policy
This agenda item was tabled.
NEW BUSINESS
Long Range Plan
The Long Range Plan process is continuing.
Salary Schedules – 2011
The Board considered the 2011 Salary Schedules that reflect a 2% salary increase and an effective date of January 2, 2011. The Board determined that a 2% increase was appropriate when considering the cap in medical insurance contributions. The Board also considered the Director and Assistant Director positions.
J. Scott Troeger moved
THAT – the 2011 Salary Schedules be approved with a 2% salary increase and an effective date of January 2, 2011.
Second: Renee’ Cocanower Motion: Carried
Brian Byrn moved
THAT – Deborah Stewart’s title be changed from Acting Director to Director and a salary change reflect a 5% increase effective November 22, 2010.
THAT – An internal transfer be considered as the Assistant Director on a part-time basis.
THAT – This resolution will be evaluated in May 2011.
Second: Krystal Anderson Motion: Carried
Social Media Guidelines
The Social Media Public Guidelines was presented to the Board. No revisions were requested.
PERF Resolution
The Board considered a PERF Resolution to authorize Deborah Stewart to act on behalf of the Library in PERF matters.
Renee’ Cocanower moved
THAT – the PERF Resolution to authorize Deborah Stewart to act on behalf of the Library in PERF matters be approved.
Second: Krystal Anderson Motion: Carried
Indiana Bond Bank Resolution – 2011
Sandra Bevins, Business/HR Manager, recommended that the Library participate in the Indiana Bond Bank program for the year 2011. This program allows the Library to fund its budget during the portions of the year before advanced draws of tax money are received.
Barbara G. Anderson moved
THAT – the Elkhart Public Library participate in the 2011 Indiana Bond Bank program.
Second: J. Scott Troeger Motion: Carried
Minutes of the Elkhart Public Library Board of Trustees 11/22/2010 Page 3
Resolution to Join Indiana Public Library Internet 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 Resolution to Join Indiana Public Library Internet Consortium be approved.
Second: Barbara G. Anderson Motion: Carried
ADJOURNMENT
The meeting was adjourned by consensus at 8:00. The next regularly scheduled meeting of the Board of Trustees will be held December 15, 2010, 6:00 p.m., in meeting room #406 in the Elkhart Public Library Annex.
__________________________
Renee’ Cocanower, Secretary
