Board Meeting Minutes

Board Meeting Minutes 2013 10

Administrator : November 21, 2013 4:16 pm : Board Minutes, Elkhart Public Library


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 6:05 p.m., on October 15, 2013, in Meeting Room #1 of the Main Library.

Members present: Janice E. Dean, Krystal Anderson, Renee’ Cocanower, Jennifer Nielsen, J. Scott Troeger

Members absent: Mary E. Davis, Brian Byrn

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

Staff or Guests present:  Jane Garoutte, Elizabeth Layman, Allison McLean, Gwen Robison

CONSENT AGENDA

Adoption of Consent Agenda

J. Scott Troeger moved THAT the Board adopt the Consent Agenda as presented.

Renee’ Cocanower seconded.              Motion: Carried.

PRESIDENT’S BUSINESS

  • Community Outreach Status and Planning:  The Board discussed current and future community outreach venues: community events, schools, nursing homes, daycares, homebound, roving Reference.
  • Review of Meeting with Dr. Haworth:  Janice E. Dean, Krystal Anderson, and Jennifer Nielsen reviewed the purpose of a meeting with Dr. Haworth, Superintendent of Elkhart Community Schools.  The discussion centered on the Elkhart School system’s need for community collaboration for student programs during the summer months.  Dr. Haworth invited the Library to send a liaison to future committee meetings on this topic.  Allison McLean, Department Head for Young Peoples Services, volunteered to be the Library representative.

DIRECTOR’S REPORT

  • No additional items to Director’s Notes were presented.
  • Allison McLean, Department Head, presented an overview and tour of Young Peoples Services.

UNFINISHED BUSINESS

Phase II Renovations

The director will conduct a telephone conference with Jane Herndon, Ice Miller LLP, and Belvia Gray, Umbaugh & Associates, to discuss the process and the cost of a bond issue to fund the elevator replacement project.

Long Range Plan

Responses to the request for proposals to facilitate the next long range plan are being received. No action was taken on the item.

NEW BUSINESS

Salary Increases for 2014

Updated information has not been received from the health insurance company resulting in this item being tabled with no action.


 

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.

Renee’ Cocanower seconded.              Motion: Carried.

Cataloger Job Description

The Director presented the Cataloger job description.  No additional revision to the language was presented and no action was taken at this meeting.

Page Coordinator Job Description

The Director presented the Page Coordinator job description.  No additional revision to the language was presented and no action was taken at this meeting.

Genealogist Coordinator Job Description

This item was removed from the agenda and no action was taken at this meeting.

Questions and Information from Board, Staff, and Guests

No additional questions or information was presented.

ADJOURNMENT

The meeting was adjourned by consensus at 6:56 p.m.  The next regularly scheduled meeting of the Board of Trustees will be on November 19, 2013, at 5:30 p.m. in Meeting Room #1 of the Main Library.

 

EXECUTIVE SESSION                                                                          

An executive session of the Board of Trustees of the Elkhart Public Library was held on October 15, 2013, in the Meeting Room #1 of the Main Library and called to order at 7:00 p.m. by Janice E. Dean, president.

Members present: Janice E. Dean, Krystal Anderson, Renee’ Cocanower, Jennifer Nielsen, J. Scott Troeger

Members absent: Mary E. Davis, Brian Byrn

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 7:30 p.m.

 

 

 

 

__________________________

Krystal Anderson, Secretary

Leave a response »


Board Meeting Minutes 2013 08

Administrator : September 18, 2013 9:09 am : Board Minutes, 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 August 20, 2013, in Meeting Room #1 of the Main Library.

Members present: Krystal Anderson, Brian Byrn, Renee’ Cocanower, Mary E. Davis, Janice E. Dean, and Jennifer Nielsen

Members absent: J. Scott Troeger

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

Staff or Guests present:  Marsha Eilers, Diana Gill, Tina Meerzo, Marta Robinson, Gwen Robison, Marjorie Schaphorst

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

  • 2014 Budget Presentation:  The 2014 Operating budget in the amount of $7,240,752.00 was presented.  This budget reflects a growth quotient of 2.6% as allowed by the Department of Government Finance.  A public hearing for the budget is scheduled for September 17, 2013, with adoption on October 15, 2013.

DIRECTOR’S REPORT

  • No additional items to Director’s Notes were presented.
  • Tina Meerzo, Department Head, presented an overview and tour of Circulation Services.

UNFINISHED BUSINESS

Phase II Renovations

The director presented the possibility of a work session to discuss funding of the Main Library elevator replacement.  Future dates and times will be arranged.

Long Range Plan

The Board accepted the director’s selection of four professional consultants to receive a request for proposal for facilitating the next long range plan.

Assistant Director Job Description

The Assistant Director job description was approved as presented.

Mary E. Davis moved THAT the Assistant Director Job Description be adopted as presented.

Krystal Anderson seconded.                Motion: Carried.

Graphic Artist Job Description

The Graphic Artist job description was approved with the following amendment:  Revise the QUALIFICATIONS to read “Portfolio required”.

Krystal Anderson moved THAT the Graphic Artist Job Description be adopted as amended.

Renee’ Cocanower seconded.                              Motion: Carried.

Computer Network Administrator Job Description

The Computer Network Administrator job description was approved as presented.

Brian Byrn moved THAT the Computer Network Administrator Job Description be adopted as presented.

Renee’ Cocanower seconded.              Motion: Carried.

Computer Network Assistant Job Description

The Computer Network Assistant job description was approved as presented.

Brian Byrn moved THAT the Computer Network Assistant Job Description be adopted as presented.

Jennifer Nielsen seconded.                   Motion: Carried.

Webmaster Job Description

The Webmaster job description was approved as presented.

Brian Byrn moved THAT the Webmaster Job Description be adopted as presented.

Krystal Anderson seconded.                                Motion: Carried.

NEW BUSINESS

Premium Only Plan Resolution

The Director presented a revision to the Premium Only Plan that removes long term disability from the payroll deduction pre-tax option.

Mary E. Davis moved THAT the Premium Only Plan Resolution be adopted as presented.

Krystal Anderson seconded.                Motion: Carried.

Review of Organizational Structure

The Director proposed changes to the Organizational Structure that will merge the Digital Department into Computer Services.

Brian Byrn moved THAT the Organizational Structure be adopted as presented.

Jennifer Nielsen seconded.                   Motion: Carried.

Goshen Public Library Letter

The Director presented a letter from Andy Waters, Director of the Goshen Public Library.  The purpose of the letter is to ascertain the level of interest in forming a consortium among the Elkhart County libraries.  The Board indicated it is open to discuss the possibilities and limitations of this idea.

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 September 17, 2013, at 5:30 p.m. in Meeting Room #1 of the Main Library.

 

 

 

 

__________________________

Krystal Anderson , Secretary

Leave a response »


Board Meeting Minutes 2013 07

Administrator : August 22, 2013 11:30 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 Janice E. Dean, president, at 5:30 p.m., on July 16, 2013, in Meeting Room #1 of the Main Library.

Members present: Krystal Anderson, Brian Byrn, Mary E. Davis, Janice E. Dean, and Jennifer Nielsen

Members absent: Renee’ Cocanower  and J. Scott Troeger

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

Staff or Guests present:  Marsha Eilers, Kevin Kilmer, Marjorie Schaphorst

CONSENT AGENDA

Adoption of Consent Agenda

Mary E. Davis moved THAT the Board adopt the Consent Agenda as presented.

Krystal Anderson seconded.                Motion: Carried.

PRESIDENT’S BUSINESS

  • Board of Trustees Member Search:  A welcome was extended to Jennifer Nielsen as a newly appointed member to the Library Board of Trustees by the Elkhart County Commissioners.
  • Review Board By-Laws:  The Board reviewed the Board By-Laws.  No changes were presented.
  • 2014 Budget Priorities:  The Board established the following priorities for consideration during the 2014 budget process:  Additional service hours, Security of materials, Mechanical repairs and/or replacements,  3% staff salary increase.

DIRECTOR’S REPORT

  • Additional Items to Director Notes:
    • A roll-out of the new Library logo is planned so as to coincide with Library Card Signup Week in September 2013.
  • Kevin Kilmer, Branch Operations Manager, presented an overview of Branch Services.

UNFINISHED BUSINESS

Phase II Renovations

The director presented the possibility of a minor bond issue to fund the Main Library elevator replacement.  No action was taken at this meeting.

Long Range Plan

The director is in the process of contacting professional consultants to facilitate the next long range plan.

Code of Conduct Policy and Public Notice

A Code of Conduct Policy and the Public Notice was approved with minor grammatical revisions.

Krystal Anderson moved THAT the Code of Conduct Policy and the Public Notice be adopted as revised.

Brian Byrn seconded.            Motion: Carried.

NEW BUSINESS

Assistant Director Job Description

The Director presented the Assistant Director job description. Additional revisions to the language will be presented at the August 20, 2013, board meeting.

Graphic Artist Job Description

The Director presented the Graphic Artist job description. Additional revisions to the language will be presented at the August 20, 2013, board meeting.

Computer Network Administrator Job Description

The Director presented the Computer Network Administrator job description. Additional revisions to the language will be presented at the August 20, 2013, board meeting.

Computer Network Assistant Job Description

The Director presented the Computer Network Assistant job description. Additional revisions to the language will be presented at the August 20, 2013, board meeting.

Webmaster Job Description

The Director presented the Webmaster job description. Additional revisions to the language will be presented at the August 20, 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 August 20, 2013, at 5:30 p.m. in Meeting Room #1 of the Main Library.

 

 

 

 

__________________________

Krystal Anderson , Secretary

Leave a response »


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

Leave a response »


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

Leave a response »


« Page 1 ... 5, 6, 7, 8, 9 ... 24, »
ELKHART PUBLIC LIBRARY
300 SOUTH SECOND STREET
ELKHART, IN 46516
(574) 522-5669
ADDITIONAL RESOURCES
ADMINISTRATION
EPL/GPL CONSORTIUM
FRIENDS OF EPL
GIFT PROGRAM
LIBRARY CARDS
LIBRARY FEES & POLICIES
LIBRARY FUNDING
STRATEGIC PLAN