Board Meeting Minutes

The work session was declared open by Barbara G. Anderson, President, at 5:05 p.m., on November 29, 2012, in the Administrative Conference Room of the Library Annex.

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

Members absent: Brian Byrn

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

Staff or Guests present:  Chuck Pieri, Rachel Rice, Marge Schaphorst, Gloria Sura-Taylor

The Board discussed a new employee benefit package.  No other business was discussed and no action was taken.

The meeting was adjourned by consensus at 6:30 PM.  The next regularly scheduled meeting of the Board of Trustees will be on December 18, 2012, 5:30 p.m. in Meeting Room #1 of the Main Library.

__________________________

Krystal Anderson, Secretary

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 5:34 p.m., on November 20, 2012, in Meeting Room #1 of the Main Library.

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

Members absent: Brian Byrn

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

Staff or Guests present: Marsha Eilers, Allison McLean, Chuck Pieri, Rachel Rice, Gwen Robison, Marjorie Schaphorst

CONSENT AGENDA

Adoption of Consent Agenda

Janice E. Dean moved THAT the Board adopt the Consent Agenda as presented.

Renee’ Cocanower seconded.              Motion: Carried

PRESIDENT’S BUSINESS

• Director Review Committee Update: The Director Review Committee presented the updated Library Director Job Description and Work Instructions.

Krystal Anderson moved THAT the Board adopt the Director Job Description and Work Instructions as presented.

Janice E. Dean seconded.          Motion: Carried

DIRECTOR’S REPORT

• Additional Items to Director Notes:
  • Health insurance rates will increase by 12.5% in 2013.
• Allison McLean, Young People’s Services Department Head, presented an overview of Children’s and Young Adult Services.

UNFINISHED BUSINESS

Sale of Property – Bookmobile and Garages

The property containing the garages listed with FM Stone Commercial has received a purchase offer of $110,000.00.  Closing is expected in mid-December.  The purchaser has offered to lease one garage back to the Library on a month to month basis.  The bookmobile unit has not received any inquiries.

J. Scott Troeger moved THAT the Board authorize Deborah Stewart, Director, to sign the purchase agreement to sell the property and garages.

Mary E. Davis seconded.                     Motion: Carried

J. Scott Troeger moved THAT the Board authorize Deborah Stewart, Director, to sign a contract to lease back one garage at a maximum of $0.18 per square foot.

Mary E. Davis seconded.                     Motion: Carried

Organizational/Compensation Study – Benefit Package Policy Review

The Board reviewed the Bereavement, Employee Category, FMLA, Holiday, PTO, and Vacation Policy. A work session is planned for November 29, 2012, at 5:00 p.m. for continued discussion.  Official action is planned for the board meeting on December 18, 2012.

Long Range Plan

No discussion or action.

Phase II Renovations

The director presented plan drawings for an elevator replacement.  No action was taken.

Educational Leave Policy

An updated Educational Leave Policy was presented. This policy will be included in the benefit package to be acted on at the December board meeting.

Page Job Description

An updated Page Job Description was approved as presented.

Krystal Anderson moved THAT the Page Job Description be adopted as presented.

J. Scott Troeger seconded.                  Motion: Carried

Clerk Job Description

An updated Clerk Job Description was approved as presented.

Janice E. Dean moved THAT the Clerk Job Description be adopted as presented.

Mary E. Davis seconded.                     Motion: Carried

Clerk – Key Holder Job Description

An updated Clerk – Key Holder Job Description was approved as presented.

Renee’ Cocanower moved THAT the Clerk – Key Holder Job Description be adopted as presented.

J. Scott Troeger seconded.                  Motion: Carried

NEW BUSINESS

Salary Schedule – 2013

The Board considered the Salary Schedule for 2013.

Mary E. Davis moved THAT the Board adopt the Salary Schedule for 2013 as presented.

J. Scott Troeger seconded.                  Motion: Carried

Indiana Bond Bank Resolution – 2013

Renee’ Cocanower moved THAT – the Elkhart Public Library participate in the 2013 Indiana Bond Bank program.

Krystal Anderson seconded.      Motion: Carried

Department Head – Non MLS Job Description

The Director presented the Department Head – Non MLS job description. No revisions were requested and official action is planned for the board meeting on December 18, 2012.

Food for Fines

The Board considered a Food for Fines program to benefit Church Community Services.  The program is planned for one week beginning December 3, 2012, and ending with the Winterfest celebration on December 8, 2012.

Renee’ Cocanower moved THAT the Board approve the Food for Fines program as presented.

Krystal Anderson seconded.                Motion: Carried

Amnesty Program for 2013

The Board considered an amnesty program to be held during March 2013.

Mary E. Davis moved THAT the Board approve the amnesty program as presented.

Janice E. Dean 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 8:00 p.m. The next regularly scheduled meeting of the Board of Trustees will be on December 18, 2012, 5:30 p.m. in Meeting Room #1 of the Main Library.

__________________________

Krystal Anderson, Secretary

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 5:40 p.m., on October 16, 2012, 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/HR manager

Staff or Guests present: Diana Gill, Kevin Kilmer, Elizabeth Layman, Rachel Rice, Marge Schaphorst, Patricia Wright, Amelia Hooper-Elkhart Truth

CONSENT AGENDA

Adoption of Consent Agenda

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

Krystal Anderson seconded.                Motion: Carried

PRESIDENT’S BUSINESS

• Director Review Committee Update: The Director Review Committee presented the updated Library Director job description and work instructions.  Adoption is planned for the next meeting.
• Community Calendar Presentation:  Amelia Hooper, Elkhart Truth, invited the Library to participate in a free digital community calendar maintained by the Elkhart Truth.

DIRECTOR’S REPORT

• Additional Items to Director Notes: None
• Diana Gill, Computer Services Department Head, presented an overview of Computer Services.

UNFINISHED BUSINESS

Sale of Property – Bookmobile and Garages

The property listing with FM Stone Commercial has received no purchase offers as of this date.  The bookmobile unit has not received any inquiries.

Organizational Study

The Board received the revised Vacation Policy.  Further discussion was delayed to the work session following the board meeting.  No official action was taken.

Long Range Plan

Evaluation of the Exterior Accessibility portion of the Long Range Plan is continuing.  No official action was taken.

Progressive Discipline Policy

An updated Progressive Discipline Policy was approved with modifications:  Revise the beginning sentence of PURPOSE to read “The Elkhart Public Library is establishing a policy and standard practice for carrying out disciplinary action.”  Revise 9. under B. DEFINITION to read “Acts or threats of violence: fighting and/or threatening the safety or life of another individual.”

J. Scott Troeger moved THAT the Board adopt the Progressive Discipline Policy as modified.

Janice E. Dean seconded.                    Motion: Carried

Phase II Renovations

No discussion or action.

NEW BUSINESS

1782 Notice Response Resolution

The Board considered a blanket resolution that would give the Director permission to respond to the 1782 statement of the 2013 budget.  This action will allow unspent 2012 appropriations be used to increase the 2013 budget.

J. Scott Troeger moved THAT the Board adopt the 1782 Notice Response Resolution as presented.

Renee’ Cocanower seconded.              Motion: Carried

Educational Leave Policy

The Director presented a revised Educational Leave Policy.  Additional revisions to the language will be presented at the next scheduled board meeting.

Page Job Description

The Director presented the Page job description. Additional revisions to the language will be presented at the next scheduled board meeting.

Clerk Job Description

The Director presented the Clerk job description. Additional revisions to the language will be presented at the next scheduled board meeting.

Clerk – Key Holder Job Description

The Director presented the Clerk – Key Holder job description. Additional revisions to the language will be presented at the next 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 7:30 p.m. The next regularly scheduled meeting of the Board of Trustees will be on November 20, 2012, 5:30 p.m. in Meeting Room #1 of the Main Library.

__________________________

Krystal Anderson, Secretary

THAT – the 2013 Operating budget of $7,057,263.00 be adopted.

Second: Krystal Anderson                    Motion: Carried

The meeting was adjourned by consensus at 5:40 PM.  The next regularly scheduled meeting of the Board of Trustees will be on November 20, 2012, 5:30 p.m., in Meeting Room #1 of the Main Library

__________________________

Krystal Anderson, Secretary

The public hearing of the 2013 advertised budget was declared open by Barbara G. Anderson, President, at 5:30 p.m., on September 18, 2012, 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: Deborah L. Stewart, director; Sandra Bevins, business/HR manager

Staff or Guests present:  Marsha Eilers, Diana Gill, Jeanne Hobik, Chuck Pieri, Gwen Robison, Marge Schaphorst, Patricia Wright

The 2013 Operating budget of $7,057,263 was presented to the public.  There were no comments or objections from taxpayers.

The meeting was adjourned by consensus at 5:35 PM.  The next regularly scheduled meeting of the Board of Trustees will be on October 16, 2012, 5:30 p.m. in Meeting Rom #1 of the Main Library.

__________________________

Krystal Anderson, Acting Secretary