Board Meeting Minutes

Board Meeting Minutes – 2012 04

Administrator : May 25, 2012 1:19 pm : Board Minutes

BOARD OF TRUSTEES’ MEETING

April 17, 2012

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 April 17, 2012, in the Administrative Conference Room of the Library

Annex.

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

Members absent: Barbara G. Anderson, J. Scott Troeger

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

Guests present: Marsha Eilers, Jeanne Glanders, Deborah Hoover, Nicole Richey, Gwen Robison,

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

 EPL Insurance Review: The Board moved this review item to October.

 Director Review Committee Appointment: Mary E. Davis, Krystal Anderson, and Barbara G.

Anderson were named to the committee.

 Board Member Search/Reappointment: Krystal Anderson’s request for reappointment has been

submitted to the Elkhart Community School Board.

DIRECTOR’S REPORT

 The Library is continuing to work with the Elkhart County Historical Museum about adding their library

holdings to our database, making them viewable in our public access catalog. Discussions are

centering on the Genealogy and Technical Services departments.

 PLA two-day virtual conference was attended by 17 staff members at a cost of $549.00.

 Elkhart Public Library received a Project Compass Grant through the U.S. Institute of Museum and

Library Services. The director will attend this conference in Arlington, VA, during the week of April 24.

 The Library will participate in the national Pay It Forward Day on April 26, 2012, by presenting the

movie “Pay It Forward” immediately preceding the community events.

 Jeanne Glanders presented an overview of the Popular Materials department.

UNFINISHED BUSINESS

Phase 1 Main Branch Project

The punch list has been compiled and work has begun on getting the items completed. The painting of

columns and installation of countertops in the training center are being done by Library staff.

Sale of Property – Bookmobile and Garages

The Notice of Request for Bids will be advertised which will allow the Library to receive bids on the two

bookmobile garages.

Minutes of the Elkhart Public Library Board of Trustees 04/17/2012 Page 2

Organizational Study

The Library’s benefit package, along with its human resource policies, will be discussed in a work session following this Board Meeting. No official action was taken.

Library Open House

The agenda for the open house includes a VIP reception on May 10th, a business reception on May 11th, and a community reception on May 12th.

Children’s Librarian Job Description

An updated Young People’s Librarian Job Description was approved with revisions: Remove last bullet point under ESSENTIAL DUTIES; revise second bullet point under KNOWLEDGE, SKILLS, ABILITIES to read “Expected to have advanced knowledge of and experience with word processing, spreadsheet and presentation software and its creative use in the office environment.”

Mary E. Davis moved

THAT – the Young People’s Librarian Job Description be adopted as revised.

Second: Brian Byrn Motion: Carried

NEW BUSINESS

Human Resource Generalist Job Description

The Director presented the Human Resource Generalist job description for the newly created position. Additional revisions to the language will be presented at the next regularly 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 6:40 PM. The next regularly scheduled meeting of the Board of Trustees will be on May 15, 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 03

Administrator : April 25, 2012 1:21 pm : Board Minutes

BOARD OF TRUSTEES’ MEETING

March 20, 2012

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 March 20, 2012, in the Administrative Conference Room of the Library

Annex.

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

and J. Scott Troeger

Members absent: Renee’ Cocanower

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

Guests present: Diana Gill, Gwen Robison, Diann Stutzman, Patricia Wright

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

 Technology Review: The Board reviewed the technology report. Accomplishments in 2011: copier

replacements, VOIP system, print stations for public forms, Polaris upgrade and Overdrive, Facebook

page, credit card system, installation of fiber. Expected advances for 2012: updated web page,

security gates, and security camera system.

 Annual Report Review: The Board reviewed the 2011 State Annual Report. Specific notes were:

reduction in public services hours, reduction in resident registered borrowers, increase in population,

compliance with state laws.

DIRECTOR’S REPORT

 Temporary shelf signage has been installed

 PLA virtual conference was attended by 17 staff members

 Review of the Long Range Plan will begin at the April board meeting.

 Elkhart Public Library received a Project Compass Grant through the U.S. Institute of Museum and

Library Services.

 ILF District 1 Conference is scheduled for May 1, 2012 at Valparaiso University.

UNFINISHED BUSINESS

Phase 1 Main Branch Project

The completion of the carpet and shelving installation allowed for the full opening of the Library on March

12th. A punch list walk-through with the contractor is yet to be done.

Sale of Property – Bookmobile and Garages

The Notice of Request for Bids has been developed and will be advertised which will allow the Library to

receive bids on the two bookmobile garages.

Minutes of the Elkhart Public Library Board of Trustees 03/20/2012 Page 2

Organizational Study

A new compensation package is being assembled. This will necessitate updated job descriptions for all positions.

Library Open House

An open house is being planned to showcase the Main Library’s renovations. There will be a VIP reception on May 10th, a business reception on May 11th, and a community reception on May 12th.

Children’s Librarian Job Description

The Director presented an updated Young People’s Librarian job descriptions. Additional revisions to the language and formatting will be presented at the next regularly scheduled board meeting.

NEW BUSINESS

No new business was presented.

QUESTION AND INFORMATION

No questions or information was presented.

ADJOURNMENT

The meeting was adjourned by consensus at 6:35 PM. The next regularly scheduled meeting of the Board of Trustees will be on April 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 – 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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ELKHART PUBLIC LIBRARY
300 SOUTH SECOND STREET
ELKHART, IN 46516
(574) 522-5669
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