Board Meeting Minutes

Board Meeting Minutes 2013 11

Administrator : December 20, 2013 8:51 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 Janice E. Dean, president, at 5:30 p.m., on November 19, 2013, in Meeting Room #1 of the Main Library.

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

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

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

Staff or Guests present:  Marsha Eilers, Diana Gill, Marta Robinson, Marjorie Schaphorst

CONSENT AGENDA

Adoption of Consent Agenda

Renee’ Cocanower moved THAT the Board adopt the Consent Agenda with an additional agenda item: NEW BUSINESS – Fee Schedule.

Krystal Anderson seconded.                Motion: Carried.

PRESIDENT’S BUSINESS

  • Programming Status and Planning:  The Board discussed current and future in-house programming venues: author presentations, youth programs, collaboration with community presentations
  • Board Gift for Staff:  Krystal Anderson volunteered to present this year’s board gift to staff.

DIRECTOR’S REPORT

  • Additional items to Director’s Notes:  Andy Waters, Goshen Public Library director, will be recommending to his board of trustees the Goshen Public Library and Elkhart Public Library form a local consortium.
  • Diana Gill, Department Head, presented an overview and tour of Computer Services.

UNFINISHED BUSINESS

Phase II Renovations

After hearing the report on the director, business manager, and bookkeeper having recently conducted a telephone conference with Jane Herndon, Ice Miller LLP, Belvia Gray and Todd Samuelson, Umbaugh & Associates, to discuss the process and the cost of a bond issue to fund the elevator replacement project, the Board encouraged the director to continue moving ahead on this project.  No official action was taken on this agenda item.

Long Range Plan

Request for proposals to facilitate the next long range plan have been received from ten companies.  A work session following this meeting is planned to discuss these proposals.  No official action was taken on this agenda item

Salary Increases – 2014

The Director presented a recommendation for a 3.0% cost-of-living increase.  Facts discussed:  In 2013 employees’ net take home pay decreased by 1.5% (the Library discontinued paying the employee’s mandatory 3% contribution to individual PERF accounts, the employees experienced a 5% increase in insurance, the employees were awarded a 3% salary increase).  The cost of living has increased by 1.7%.

Krystal Anderson moved THAT the Board approve a 3.0% cost-of-living increase effective on the first payroll in January 2014.

Jennifer Nielsen seconded.   Motion: Carried

Cataloger Job Description

The Cataloger Job Description was approved as presented.

Renee’ Cocanower moved THAT the Cataloger Job Description be adopted as presented.

Krystal Anderson seconded.                Motion: Carried

Page Coordinator Job Description

The Page Coordinator Job Description was approved as presented.

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

Renee’ Cocanower seconded.              Motion: Carried

NEW BUSINESS

Indiana Bond Bank Resolution – 2014

Sandra Bevins, Business Manager, recommended that the Library participate in the Indiana Bond Bank program for the year 2014.  This program allows the Library to fund its budget during the portions of the year before advanced draws of tax money are received.

Renee’ Cocanower moved THAT – the Elkhart Public Library participate in the 2014 Indiana Bond Bank program and adopt the authorizing resolution as presented.

Krystal Anderson seconded.      Motion: Carried

Employee Category Policy

The Director presented the Employee Category Policy.  No additional revision to the language was presented and no action was taken at this meeting.

Insurance Program Policy

The Director presented the Insurance Program Policy.  No additional revision to the language was presented.

Krystal Anderson moved THAT the Insurance Program Policy be adopted as presented with an effective date of January 1, 2014.

Jennifer Nielsen seconded.   Motion: Carried

Fee Schedule

The Director presented the Fee Schedule Policy.  Requested modifications: Remove Video Cassette in the Overdue Fines section.

Brian Byrn moved THAT the Fee Schedule Policy be adopted with modifications.

Renee’ Cocanower seconded.              Motion: Carried

Questions and Information from Board, Staff, and Guests

No additional questions or information was presented.

ADJOURNMENT

The meeting was adjourned by consensus at 7:05 p.m.  The next regularly scheduled meeting of the Board of Trustees will be on December 17, 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 10 Budget Adoption

Administrator : November 21, 2013 4:19 pm : Board Minutes


The annual Operating Fund budget adoption 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 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

 

The 2014 Operating budget of $7,240,752.00 was presented to the public.  There were no comments or objections from taxpayers.

Krystal Anderson moved

 

THAT – the 2014 Operating budget of $7,240,752.00 be adopted.

Second: Renee’ Cocanower                   Motion: Carried

 

There being no objections from taxpayers, upon motion by Jennifer Nielsen and seconded by Krystal Anderson, the adoption meeting for the 2014 budget was declared closed at 6:05 p.m.  The next regularly scheduled meeting of the Board of Trustees will be on November 19, at 5:30 p.m. in Meeting Rom #1 of the Main Library.

 

 

 

 

____________________________

Krystal Anderson, Secretary

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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

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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

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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

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ELKHART PUBLIC LIBRARY
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