Board Meeting Minutes

Board Meeting Minutes 2013 06

Administrator : July 17, 2013 10:40 am : Board Minutes

EXECUTIVE SESSION                                                                          

An executive session of the Board of Trustees of the Elkhart Public Library was held on June 18, 2013, in the Meeting Room #1 of the Main Library and called to order at 4:45 p.m. by Barbara G. Anderson, president.  Mary E. Davis was appointed acting secretary.

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

Members absent: Krystal Anderson, Brian Byrn, 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 5:25 p.m.

 

 

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 June 18, 2013, in Meeting Room #1 of the Main Library.  Mary E. Davis was appointed acting secretary.

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

Members absent: Krystal Anderson and J. Scott Troeger

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

Staff or Guests present:  Craig Cheney, Marsha Eilers, Patricia House, 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

  • Board of Trustees Member Search:  The search continues for a board member to replace Barbara G. Anderson whose term will expire on June 30, 2013. Barbara G. Anderson accepted the board’s request to continue to serve until a replacement is named.
  • Board Member Reappointment:  Brian Byrn has been reappointed to a four-year term by the Elkhart County Council.
  • Election of Officers:  Brian Byrn presented the nominating committee’s report of the slate of officers for July 1, 2013, to June 30, 2014:  Janice E. Dean, President; Renee’ Cocanower, Vice-President; Krystal Anderson, Secretary; and Brian Byrn, Treasurer.  The committee’s report was accepted by consensus.
  • Director’s Evaluation:  Renee’ Cocanower presented the director review committee’s report giving the director a score level of highly effective.


 

DIRECTOR’S REPORT

  • Additional Items to Director Notes:
    • An author visit by Kate Collins is expected July 13, 2013.
    • The teen page of the Library’s web site went live today.
  • Craig Cheney, department assistant, along with Patricia House, presented an overview of Outreach Services.

UNFINISHED BUSINESS

Long Range Plan

An outside professional consultant will be used to facilitate the next long range plan.  The Board discussed interview questions of potential consultants.

 

Phase II Renovations

The director presented a preliminary cost estimate of $492,540.00 for the Main Library elevator replacement.  A board work session will be scheduled to discuss fund raising before proceeding with this project.

PERF Resolution

A PERF resolution to bring the Library into compliance with PERF regulations was presented.  This resolution will authorize the Library to discontinue covering newly hired part-time employees working less than 1560 hours per year but to continue covering employees who are current members.

Janice E. Dean moved THAT the PERF Resolution be adopted as presented.

Renee’ Cocanower seconded.              Motion: Carried.

Insurance Program Policy

The Insurance Program Policy was presented to include the new Individual Supplemental Insurance Plans.

Brian Byrn moved THAT the Insurance Program Policy be adopted as presented.

Mary E. Davis seconded.                     Motion: Carried.

Technology Plan:  July 2013 through June 2016

The Director presented the Technology Plan for July 2013 through June 2016.

Janice E. Dean moved THAT the Technology Plan be adopted as presented.

Brian Byrn seconded.                            Motion: Carried.

NEW BUSINESS

Code of Conduct Policy

A Code of Conduct Policy was presented.  Additional revisions to the language will be presented at the July 16, 2013, board meeting.

Questions and Information from Board, Staff, and Guests

Special appreciation was expressed to Barbara G. Anderson for her 16 years of dedicated service to the Board of Trustees.

Mary E. Davis moved THAT the Board recognize the many years of work and commitment of Barbara G. Anderson as an Elkhart Public Library Trustee.

Brian Byrn seconded.                            Motion: Carried.

ADJOURNMENT

The meeting was adjourned by consensus at 6:45 p.m.  The next regularly scheduled meeting of the Board of Trustees will be on July 16, 2013, at 5:30 p.m. in Meeting Room #1 of the Main Library.

 

 

 

 

__________________________

Mary E. Davis, Acting Secretary

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Board Meeting Minutes 2013 05

Administrator : June 19, 2013 9:30 am : Board 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 May 21, 2013, in Meeting Room #1 of the Main Library.

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

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

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

Staff or Guests present:  Marsha Eilers, Brent Ferguson, Celine Maciejewski, Marta Robinson, Marjorie Schaphorst, Lee Lyons

CONSENT AGENDA

Adoption of Consent Agenda

Krystal Anderson moved THAT the Board adopt the Consent Agenda as presented.

Brian Byrn seconded.                            Motion: Carried

PRESIDENT’S BUSINESS

  • Board of Trustees Member Search:  The search continues for a board member to replace Barbara G. Anderson whose term will expire on June 30, 2013.
  • Appoint Board Officers Nominating Committee:  Brian Byrn and J. Scott Troeger were named to the officer nominating committee with a report due at the June board meeting.

DIRECTOR’S REPORT

  • No additional items to the Director’s Notes were presented.
  • Celine Maciejewski, department head, along with Brent Ferguson and Marta Robinson, presented an overview of Digital Services.

UNFINISHED BUSINESS

Long Range Plan

Goal number three, Team Building, is the current focus of the Long Range Plan.  The Library Inservice Day, along with other team building activities, will be forthcoming.

 

Phase II Renovations

Eric Leedy, Leedy Architects, has not yet received price quotes for the Main Library elevator replacement.  No action was taken at this meeting.

Emergency Closing Policy

The Emergency Closing Policy was approved as presented.

Renee’ Cocanower moved THAT the Emergency Closing Policy be adopted as presented.

Krystal Anderson seconded.                Motion: Carried

Librarian Job Description

The Librarian Job Description was approved with the following amendment:  Revise the SUMMARY to read “A Librarian regularly provides exceptional customer service by selecting, locating and using library materials, including electronic resources.”

Brian Byrn moved THAT the Librarian Job Description be adopted as amended.

Renee’ Cocanower seconded.              Motion: Carried

Business Manager Job Description

The Business Manager Job Description was approved with the following amendment:  Revise the SUMMARY to read “The Business Manager performs highly responsible financial and administrative work managing the Elkhart Public Library’s Business Office in compliance with federal and state regulations.  The Business Manager also directly supervises Business Office personnel.”

Janice E. Dean moved THAT the Business Manager Job Description be adopted as amended.

Brian Byrn seconded.                            Motion: Carried

Human Resource Generalist Job Description

The Human Resource Generalist Job Description was approved as presented.

Brian Byrn moved THAT the Human Resource Generalist Job Description be adopted as presented.

Renee’ Cocanower seconded.              Motion: Carried

Administrative Assistant Job Description

The Administrative Assistant Job Description was approved with the following amendment.  Revise the SUMMARY to read “The Administrative Assistant provides clerical services in the Administrative offices of the Elkhart Public Library.”

Krystal Anderson moved THAT the Administrative Assistant Job Description be adopted as amended.

Renee’ Cocanower seconded.              Motion: Carried

Custodian Job Description

The Custodian Job Description was approved with the following amendments.  Revise the SUMMARY to read “In coordination with the Facilities Department Head, the Custodian is responsible for keeping Elkhart Public Library premises, buildings and equipment in a clean and orderly condition.”  Revise the second bullet point of QUALIFICATIONS/EDUCATION and/or EXPERIENCE to read “A valid driver’s license and a clear driving record are required.”

Janice E. Dean moved THAT the Custodian Job Description be adopted as amended.

Brian Byrn seconded.                            Motion: Carried

NEW BUSINESS

PERF Resolution

A PERF resolution to bring the Library into compliance with PERF regulations was presented.  This resolution will authorize the Library to discontinue covering newly hired part-time employees working less than 1560 hours per year but to continue covering employees who are current members.  Additional revisions to the language will be presented at the June 18, 2013, board meeting.

Insurance Program Policy

The Insurance Program Policy was presented to include the new Individual Supplemental Insurance Plans.  Additional revisions to the language will be presented at the June 18, 2013, board meeting.

Technology Plan:  July 2013 through June 2016

The Director presented the Technology Plan for July 2013 through June 2016.  Additional revisions to the language will be presented at the June 18, 2013, board meeting.

Questions and Information from Board, Staff, and Guests

Lee Lyons, patron, discussed excessive noise in the Main Library and theft of Elkhart Public Library materials.

ADJOURNMENT

The meeting was adjourned by consensus at 7:20 p.m. The next regularly scheduled meeting of the Board of Trustees will be on June 18, 2013, at 5:30 p.m. in Meeting Room #1 of the Main Library.

 

 

 

 

__________________________

Krystal Anderson, Secretary

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Board Meeting Minutes 2013 04

Administrator : May 22, 2013 10:11 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 5:30 p.m., on April 23, 2013, 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 manager

Staff or Guests present: Marjorie Schaphorst, Mark van Lummel

CONSENT AGENDA

Adoption of Consent Agenda

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

Janice E. Dean seconded.                    Motion: Carried

PRESIDENT’S BUSINESS

  • Board Member Reappointments:  The term of appointment will expire on June 30, 2013, for two board members.  Barbara G. Anderson, appointed by the Elkhart County Commissioners, has served four terms and is not eligible for reappointment.  An invitation has been extended to a citizen to serve on the board.  Brian Byrn, appointed by the Elkhart County Council, has served one term and accepted the board’s request that he be reappointed.  A request for reappointment has been sent to the Elkhart County Council.
  • Director Review Scheduling:  The Board began discussing the tools and dates to be used for the director review.  A director review committee consisting of Krystal Anderson, Renee’ Cocanower, and Janice E. Dean, will present a completed review at the June 18, 2013, board meeting.

DIRECTOR’S REPORT

  • Additional informational items:

Allison McClain will present a program at Woodlawn Nature Center on April 27, 2013, at 10.00 a.m.

Elkhart County Historical Museum will conduct an open house for its library April 25, 2013 from 5:00 p.m. – 7:00 p.m.

Requests for ILF District 1 conference reservations are needed tonight.

The events of National Library Week were attended well with 639 patron entries for various prizes.

  • Mark van Lummel, department head, presented a tour of the Technical Services department.

UNFINISHED BUSINESS

Long Range Plan

Staff training is the focus of the current long range planning process.  This will include training during the in-service program.  The process for developing the next long range plan will begin with a search for an outside professional facilitator.

 

Phase II Renovations

Eric Leedy, Leedy Architects, has not yet received price quotes for the Main Library elevator replacement.  No action was taken at this meeting.

Department Head – MLS Job Description

The Department Head – MLS job description was approved with revisions:  Revise QUALIFICATIONS to read “Indiana Certification for Public Library Professionals, or the ability to obtain it within six (6) months of hire.”

J. Scott Troeger moved THAT the Department Head – MLS job description be adopted as revised.

Krystal Anderson seconded.                Motion: Carried

Investment Policy & Resolution

The Investment Policy & Resolution was approved with revisions to the Resolution:  Revise ANNUAL MEETING to read: The Elkhart Public Library Board of Finance shall meet annually, after the first Monday and on or before the last day of January, to elect a president and secretary, review the written report of the Library’s investments during the previous calendar year and review the Library’s investment policy. (IC 5-13-7-6).”

J. Scott Troeger moved THAT the Investment Policy and Resolution be adopted as revised.

Renee’ Cocanower seconded.              Motion: Carried

NEW BUSINESS

Emergency Closing Policy

The Emergency Closing Policy was presented.  Additional revisions to the language will be presented at the May 21, 2013, board meeting.

Code of Conduct Policy

The Code of Conduct Policy was not presented.  Clarification from the board was requested by the director before it was prepared for submission.

Librarian Job Description

The Director presented the Librarian job description. Additional revisions to the language will be presented at the May 21, 2013, board meeting.

Business Manager Job Description

The Director presented the Business Manager job description. Additional revisions to the language will be presented at the May 21, 2013, board meeting.

Human Resource Generalist Job Description

The Director presented the Human Resource Generalist job description. Additional revisions to the language will be presented at the May 21, 2013, board meeting.

Administrative Assistant Job Description

The Director presented the Administrative Assistant job description. Additional revisions to the language will be presented at the May 21, 2013, board meeting.

Custodian Job Description

The Director presented the Custodian job description. Additional revisions to the language will be presented at the May 21, 2013, 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 7:15 p.m. The next regularly scheduled meeting of the Board of Trustees will be on May 21, 2013, at 5:30 p.m. in Meeting Room #1 of the Main Library.

 

 

 

 

__________________________

Krystal Anderson, Secretary

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Board Meeting Minutes 2013 03

Administrator : April 24, 2013 9:49 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 5:30 p.m., on March 19, 2013, 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: Sandra Bevins, business/HR manager

Staff or Guests present: Jeanne Glanders, 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

  • Annual Review of Policies:  The annual review of policies was received as presented.
  • Board Member Reappointments:  The term of appointment will expire on June 30, 2013, for two board members.  Barbara G. Anderson, appointed by the Elkhart County Commissioners, has served four terms and is not eligible for reappointment.  Brian Byrn, appointed by the Elkhart County Council, has served one term and accepted the Board’s request that he be reappointed.

DIRECTOR’S REPORT

  • No additions to the Director’s Notes.
  • Jeanne Glanders presented an overview of the Popular Materials department.

UNFINISHED BUSINESS

Long Range Plan

This agenda item was tabled until the April 16, 2013, meeting.

 

One Book One Michiana Program

The book title for the 2013 One Book One Michiana program is Killer Angels: A Novel of the Civil War by Michael Shaara.  The Friends of the Elkhart Public Library successfully sponsored the live theatrical production Abe Lincoln, Mark Twain and the Civil War on March 6, 2013.  Various programs and presentations continue to be planned in conjunction with this program.

 

Phase II Renovations

Eric Leedy, Leedy Architects, is reaching out to other elevator companies for renovation plans and cost estimates for a new elevator in the Main building.  As of this date no results have been received.  No action was taken at this meeting.

Bookkeeper Job Description

The Bookkeeper Job Description was approved with revisions:  Revise SUMMARY to begin with “The Bookkeeper”.  Revise second bullet point under ESSENTIAL DUTIES to read “Provides exceptional customer service at the Library’s administrative service desk and in answering telephone calls when necessary”.  Revise second bullet point under KNOWLEDGE, SKILLS and ABILITIES to read “Ability to deal tactfully and courteously in person and on the telephone with all people in a business and public service context, as well as with professional colleagues”.

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

Brian Byrn seconded.                            Motion: Carried

Insurance Program Policy

The Insurance Program Policy was approved with revisions:  Revise PURPOSE to remove “Full information on current plan benefits and rates are available in the Human Resource office”.

Krystal Anderson moved THAT the Insurance Program Policy be adopted as revised.

Brian Byrn seconded.                            Motion: Carried

NEW BUSINESS

Non-Resident Card Policy

The Non-Resident Card Policy was presented.  This policy allows access to library services by non-residents as stipulated in IC 36-12-2-25.

Janice E. Dean moved THAT the Non-Resident Card Policy be adopted as presented.

Krystal Anderson seconded.                Motion: Carried

Non-Resident Card Fee Resolution

The Non-Resident Card Fee Resolution was presented.  This resolution sets the non-resident fee at $57.00 for a non-resident card and $25.00 for a reduced-fee non-resident card.

Mary E. Davis moved THAT the Non-Resident Card Fee Resolutions be adopted as presented.

Janice E. Dean seconded.                    Motion: Carried

Investment Policy & Resolution

The Investment Policy was presented.  Additional revisions to the language will be presented at the April 16, 2013, board meeting.

Holiday Policy

The Holiday Policy was presented.  This resolution establishes the Library’s policy regarding the observance of holidays.

Krystal Anderson moved THAT the Holiday Policy be adopted as presented.

Brian Byrn seconded.                            Motion: Carried.

Code of Conduct Policy

This agenda item was tabled until the April 16, 2013, board meeting.

Emergency Closing Policy

The Emergency Closing Policy was presented.  Additional revisions to the language will be presented at the April 16, 2013, board meeting.

Department Head – MLS Job Description

The Department Head – MLS Job Description was presented. Additional revisions to the language will be presented at the April 16, 2013, 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 6:55 p.m. The next regularly scheduled meeting of the Board of Trustees will be on April 16, 2013, at 5:30 p.m. in Meeting Room #1 of the Main Library.

 

 

 

 

__________________________

Krystal Anderson, Secretary

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Board Meeting Minutes 2013 02

Administrator : March 20, 2013 8:53 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 5:30 p.m., on February 26, 2013, in Meeting Room #1 of the Main Library.

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

Members absent:  Mary E. Davis

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

Staff or Guests present: None

CONSENT AGENDA

Adoption of Consent Agenda

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

Krystal Anderson seconded.                Motion: Carried

PRESIDENT’S BUSINESS

  • Resolution to Join Indiana State Library 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.

J. Scott Troeger moved THAT the Board approve the Resolution to Join Indiana State Library Consortium as presented.

Janice E. Dean seconded.  Motion: Carried

  • Annual Review of Policies:  This agenda item was tabled until the March 19, 2013, meeting.

DIRECTOR’S REPORT

  • No additional items to Director’s Notes were presented.
  • This agenda item was tabled until the March 19, 2013, meeting.

UNFINISHED BUSINESS

Long Range Plan

This agenda item was tabled until the March 19, 2013, meeting.

 

One Book One Michiana Program

The title for the 2013 One Book One Michiana program is Killer Angels: A Novel of the Civil War by Michael Shaara.  The Friends of the Elkhart Public Library will be sponsoring the live theatrical production Abe Lincoln, Mark Twain and the Civil War on March 6, 2013.  Additional information will be presented at the March 19, 2013, meeting.

 

Phase II Renovations

Eric Leedy, Leedy Architects, is reaching out to other elevator companies for renovation plans and cost estimates for a new elevator in the Main building.  No action was taken at this meeting.

 

Amnesty Program

Preparations continue for the amnesty program scheduled for March 4, 2013, to March 30, 2013.  This program will allow patrons to return overdue materials with no penalties.

Alternative Reconciliation Program for Patron Account Policy

This policy establishes an amnesty program and a food for fines program.

Janice E. Dean moved THAT the Elkhart Public Library approve the Alternative Reconciliation Program for Patron Account Policy.

Brian Byrn seconded.            Motion: Carried

Bookkeeper Job Description

This agenda item was tabled until the March 19, 2013, meeting.

Insurance Program Policy

This agenda item was tabled until the March 19, 2013, meeting.

NEW BUSINESS

Non-Resident Card Policy

This agenda item was tabled until the March 19, 2013, meeting..

Non-Resident Fee Resolution

This agenda item was tabled until the March 19, 2013, meeting..

Code of Conduct Policy

This agenda item was tabled until the March 19, 2013, meeting..

Attendance Policy

This agenda item was tabled until the March 19, 2013, meeting..

Emergency Closing Policy

This agenda item was tabled until the March 19, 2013, meeting..

Investment Policy & Resolution

This agenda item was tabled until the March 19, 2013, meeting.

Electronic Funds Transfer Resolution

This agenda item was tabled until the March 19, 2013, meeting.

Questions and Information from Board, Staff, and Guests

President Barbara G. Anderson called for questions or comments from the public as they may relate to any matters on the agenda.  There were none.

ADJOURNMENT

The meeting was adjourned by consensus at 5:55 p.m. The next regularly scheduled meeting of the Board of Trustees will be on March 19, 2013, at 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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