Board Meeting Minutes

Board Meeting Minutes – 2010 07

Administrator : August 25, 2010 2:14 pm : Board Minutes

Elkhart Public Library

BOARD OF TRUSTEES’ MEETING

Wednesday, July 21, 2010

6:00 p.m. Executive Session

6:20 p.m. Work Session

7:00 p.m. Board Meeting

Library Annex Meeting Room #406

MINUTES

EXECUTIVE SESSION

The Board of Trustees of the Elkhart Public Library met in an executive session, as provided for by IC 5-

14-1.5-6.1(b), Item 6, to discuss job performance evaluations of individual employees. The executive

session, which took place prior to the scheduled Board of Trustees Meeting on July 21, 2010, was held in

meeting room #406 and called to order at 6:00 p.m. by Janice E. Dean, President. Members of the Board of

Trustees present were Janice E. Dean, Barbara G. Anderson, Krystal Anderson, and Mary E. Davis. Brian

Byrn, Renee’ Cocanower, and J. Scott Troeger were unable to attend. Also present were Deborah Stewart,

Acting Director; and Sandra Bevins, Business/HR Manager. The Board discussed the job performance

evaluations of individual employees. The Executive Session was adjourned at 6:20 p.m.

WORK SESSION

The Board met in a work session prior to the scheduled Board of Trustees Meeting on July 21, 2010, to

discuss goal setting and planning.

BOARD OF TRUSTEES MEETING

The meeting of the Board of Trustees of Elkhart Public Library was held on July 21, 2010, in meeting room

#406 of the Library Annex. Janice E. Dean, President, called the meeting to order at 7:00 p.m.

ROLL & INTRODUCTION OF GUESTS

Members of the Board of Trustees present were Janice E. Dean, Barbara G. Anderson, Krystal Anderson,

and Mary E. Davis. Brian Byrn, Renee’ Cocanower, and J. Scott Troeger were unable to attend. Krystal

Anderson was named acting Secretary. Also present were Deborah Stewart, Interim Director; and Sandra

Bevins, Business/HR Manager. Employees in attendance: Deb Ehret. Guests in attendance: Marsha

Eilers.

CONSENT AGENDA

Approval of Consent Agenda

Mary E. Davis moved

THAT – the Consent Agenda be approved as presented

Second: Krystal Anderson Motion: Carried

Minutes of the Elkhart Public Library Board of Trustees 07/21/2010 Page 2

PRESIDENT’S BUSINESS

No items were presented.

DIRECTOR’S REPORT

Informational Items

Management Reports have a new look. The Ruthmere Museum collection project is expected to be completed during the first week of August. The Museum’s materials will appear in EPL’s PAC as a non-circulating branch collection.

New Director’s Workshop

Deborah Stewart, Interim Director, will be attending the New Director’s Workshop on August, 4, 2010, at the Indiana State Library.

UNFINISHED BUSINESS

HVAC Project Update

Delivery of the compressors is still being delayed by Customs at the US/Canada border.

Main Idea/Leedy Cripe Project

A meeting with Eric Leedy is planned for July 30, 2010 where a layout of the Main Library will be reviewed. Staff will be included in the discussions about the logistics of moving the departments and installing carpeting.

Short Term Goals

The steering committee for the friends group has prepared their by-laws, mission statement, and memorandum of understanding. Web page and Intranet redesign are in process. Stack signage is completed. Collection shifting has begun.

Nepotism Policy

Management Advisory Council presented a revised version of a Nepotism Policy for approval. Additional revisions were requested by the Board and the policy will be presented again at the next regularly scheduled meeting.

Board By-Laws Revisions

Item continues to be under review and was tabled.

NEW BUSINESS

2011 Budget

The average growth quotient for 2011 is 2.9%. Budget workshop is scheduled for August 5, 2010.

Health Insurance Quotes

Employees eligible for insurance have completed on-line applications that have been submitted to insurance companies for quotes.

Friends of the Library Organization

The new Friends of the Elkhart Public Library organization submitted a Memorandum of Understanding outlining the relationship between the Library and the Friends group.

Minutes of the Elkhart Public Library Board of Trustees 07/21/2010 Page 3

Barbara G. Anderson moved

THAT – the Memorandum of Understanding be accepted as presented by the Friends of the Elkhart Public Library.

Second: Krystal Anderson Motion: Carried

Questions and Information from Board, Staff, and Guests

No additional questions or information was forthcoming from the board, staff, or guests.

ADJOURNMENT

The meeting was adjourned by consensus at 7:46. The next regularly scheduled meeting of the Board of Trustees will be held August 18, 2010, 7:00 p.m., in meeting room #406 in the Elkhart Public Library Annex.

__________________________

Krystal Anderson, Acting Secretary

Leave a response »


Board Meeting Minutes – 2010 06

Administrator : July 25, 2010 2:16 pm : Board Minutes

Elkhart Public Library

BOARD OF TRUSTEES’ MEETING

Wednesday, June 23, 2010

6:00 p.m. Executive Session

6:20 p.m. Work Session

7:00 p.m. Board Meeting

Library Annex Meeting Room #406

MINUTES

EXECUTIVE SESSION

The Board of Trustees of the Elkhart Public Library met in an executive session, as provided for by IC 5-

14-1.5-6.1(b), Item 6, to discuss job performance evaluations of individual employees. The executive

session, which took place prior to the scheduled Board of Trustees Meeting on June 23, 2010, was held in

meeting room #406 and called to order at 6:00 p.m. by Janice E. Dean, President. Members of the Board of

Trustees present were Janice E. Dean, Barbara G. Anderson, Krystal Anderson, Brian Byrn, and Mary E.

Davis. Renee’ Cocanower and J. Scott Troeger were unable to attend. Also present was Deborah Stewart,

Acting Director. The Board discussed the job performance evaluations of individual employees. The

Executive Session was adjourned at 6:20 p.m.

WORK SESSION

The Board met in a work session prior to the scheduled Board of Trustees Meeting on June 23, 2010, to

discuss goal setting and planning.

BOARD OF TRUSTEES MEETING

The meeting of the Board of Trustees of Elkhart Public Library was held on June 23, 2010, in meeting room

#406 of the Library Annex. Janice E. Dean, President, called the meeting to order at 7:00 p.m.

ROLL & INTRODUCTION OF GUESTS

Members of the Board of Trustees present were Janice E. Dean, Barbara G. Anderson, Krystal Anderson,

Brian Byrn, and Mary E. Davis. Renee’ Cocanower and J. Scott Troeger were unable to attend. Also

present were Deborah Stewart, Acting Director; and Sandra Bevins, Business/HR Manager. Employees in

attendance: Deb Ehret, Cheryl Mann, Gwen Robison. No guests were in attendance.

CONSENT AGENDA

Approval of Consent Agenda

Mary E. Davis moved

THAT – the Consent Agenda be approved with an additional item:

New Business: Director’s Status

Second: Barbara G. Anderson Motion: Carried

Minutes of the Elkhart Public Library Board of Trustees 6/23/2009 Page 2

PRESIDENT’S BUSINESS

Renee’ Cocanower has been reappointed to a four-year term by the Concord Community School Board and Mary E. Davis has been reappointed to a four-year term by the Elkhart County Commissioners.

The Board of Trustees created a nominating committee for filling the offices of President, Vice President, Treasurer, and Secretary. The committee presented the slate of officers for July 1, 2010 to June 30, 2011: Janice E. Dean, President; Barbara G. Anderson, Vice President; Renee’ Cocanower, Secretary; and Brian Byrn, Treasurer.

Mary E. Davis moved

THAT – the above slate of officers be approved as presented.

Second: Krystal Anderson Motion: Carried

DIRECTOR’S REPORT

Informational Items

An organizational meeting for the Friends of the Elkhart Public Library took place on June 10, 2010. A steering committee will be formed from the interested attendees.

Read A-Way the Fines has cleared off $234.00 in charges from children’s accounts. This program will continue throughout the summer.

Medical insurance surveys have been completed by staff and quotes will be requested from several carriers.

State Board of Accounts Budget Workshop

Attendance at the workshop did not provide the average growth quotient. This information is expected by June 25, 2010.

UNFINISHED BUSINESS

HVAC Project Update

Griffen Plumbing & Heating has installed the pump. Delivery of the compressors has being delayed by Customs at the US/Canada border.

Main Idea/Leedy Cripe Project

Eric Leedy is revising the floor plan for the Main Library building.

Long Range Plan

Krystal Anderson moved

THAT – the Long Range Plan be removed from the agenda and presented as New Business in the future.

Second: Barbara G. Anderson Motion: Carried

Short Term Goals

An update to the short term goals was presented, with category divisions of: Administration, Public Relations, Technology, and Collections.

Nepotism Policy

Management Advisory Council presented a Nepotism Policy for approval. Revisions were requested by the Board and the policy will be presented again at the next regularly scheduled meeting.

Minutes of the Elkhart Public Library Board of Trustees 6/23/2009 Page 3

Board By-Laws Revisions

Item continues to be under review and was tabled.

NEW BUSINESS

Updated Facility Maintenance Priority List

Replacement of the HVAC equipment for the Annex has been moved to high priority status.

2011 Preliminary Budget

This item was tabled.

Director’s Status

Mary E. Davis moved

THAT – Deborah Stewart’s title be changed to Interim Director.

Second: Barbara G. Anderson Motion: Carried

Questions and Information from Board, Staff, and Guests

No additional questions or information was forthcoming from the board, staff, or guests.

ADJOURNMENT

A motion was made by Mary E. Davis and seconded by Krystal Anderson to adjourn the meeting at 8:25. The next regularly scheduled meeting of the Board of Trustees will be held July 21, 2010, 7:00 p.m., in meeting room #406 in the Elkhart Public Library Annex.

__________________________

Brian Byrn, Acting Secretary

Leave a response »


Board Meeting Minutes – 2010 05

Administrator : June 25, 2010 2:16 pm : Board Minutes

Elkhart Public Library

BOARD OF TRUSTEES’ MEETING

Wednesday, May 19, 2010

6:00 p.m. Executive Session

6:15 p.m. Work Session

7:00 p.m. Board Meeting

Library Annex Meeting Room #406

MINUTES

EXECUTIVE SESSION

The Board of Trustees of the Elkhart Public Library met in an executive session, as provided for by IC 5-

14-1.5-6.1(b), Item 6, to discuss job performance evaluations of individual employees. The executive

session, which took place prior to the scheduled Board of Trustees Meeting on May19, 2010, was held in

meeting room #406 and called to order at 6:00 p.m. by Janice E. Dean, President. Members of the Board of

Trustees present were Janice E. Dean, Barbara G. Anderson, Krystal Anderson, Brian Byrn, Renee’

Cocanower, and Mary E. Davis. J. Scott Troeger was unable to attend. Also present was Deborah Stewart,

Acting Director. The Board discussed the job performance evaluations of individual employees. The

Executive Session was adjourned at 6:12 p.m.

WORK SESSION

The Board met in a work session prior to the scheduled Board of Trustees Meeting on May19, 2010, to

discuss goal setting and planning.

BOARD OF TRUSTEES MEETING

The meeting of the Board of Trustees of Elkhart Public Library was held on May 19, 2010, in meeting room

#406 of the Library Annex. Janice E. Dean, President, called the meeting to order at 7:00 p.m.

ROLL & INTRODUCTION OF GUESTS

Members of the Board of Trustees present were Janice E. Dean, Barbara G. Anderson, Krystal Anderson,

Renee’ Cocanower, Mary E. Davis, and Brian Byrn. J. Scott Troeger was unable to attend. Also present

were Deborah Stewart, Acting Director; and Sandra Bevins, Business/HR Manager. Employees in

attendance: Deb Ehret, Marsha Eilers, Diana Gill, Diann Stutzman, Patricia Wright. Guests in attendance:

Eric Leedy, Jim Pettit, Tom Dusthimer, John Sotebeer.

CONSENT AGENDA

Approval of Consent Agenda

Barbara G. Anderson moved

THAT – the Consent Agenda be approved as presented.

Second: Brian Byrn Motion: Carried

Minutes of the Elkhart Public Library Board of Trustees 05/19/2010 Page 2

DIRECTOR’S REPORT

An organizational meeting for the Friends of the Elkhart Public Library is scheduled for June 10, 2010, at 7:00 p.m.

WorkOne has extended an offer for the Library to participate in their WorkOne Youth Internship Program.

Several informational staff meetings were held, accompanied by Board members.

UNFINISHED BUSINESS

HVAC Project Update

Two resolutions were presented to address the chiller compressor problem;

Install larger propeller: estimated cost of $1,500.00, potential future problems, no guarantee

Install additional pump: estimated cost of $11,000.00, guaranteed by Griffen Plumbing & Heating

Mary E. Davis moved

THAT – the Board give Deborah Stewart, Acting Director, authority to enter into a contract with Griffen Plumbing & Heating for installation of an additional pump.

Second: Brian Byrn Motion: Carried

Main Idea/Leedy Cripe Project

DRTY presented the idea of leasing their building for library expansion. A written proposal will be forthcoming.

Long Range Plan Options

The Board expressed a desire to focus on short term goals before developing a new long range plan. The long range plan is expected to be facilitated in house.

Selection Policy

Renee’ Cocanower moved

THAT – the Selection Policy be approved as presented.

Second: Brian Byrn Motion: Carried

Nepotism Policy

A rough draft of the Nepotism Policy was presented. Management Advisory Council will review and present a formal request for approval.

Board By-Laws Revisions

The Board President appointed a committee composed of J. Scott Troeger, Barbara G. Anderson, and Brian Byrn with a charge of updating the Board By-Laws.

NEW BUSINESS

2010 Budget Reductions

Due to reductions in budget and revenue, a revised 2010 budget was accepted by the Board.

Short Term Goals

A listing of short term goals was presented to the Board.

Minutes of the Elkhart Public Library Board of Trustees 05/19/2010 Page 3

Questions and Information from Board, Staff, and Guests

No additional questions or information was forthcoming from the board, staff, or guests.

ADJOURNMENT

A motion was made by Krystal Anderson and seconded by Renee’ Cocanower to adjourn the meeting at 8:35. The next regularly scheduled meeting of the Board of Trustees will be held June 23, 2010, 7:00 p.m., in meeting room #406 in the Elkhart Public Library Annex.

__________________________

Renee’ Cocanower, Secretary

Leave a response »


Board Meeting Minutes – 2010 04

Administrator : May 25, 2010 2:17 pm : Board Minutes

Elkhart Public Library

BOARD OF TRUSTEES’ MEETING

Wednesday, April 21, 2010

6:00 p.m. Executive Session

7:00 p.m. Board Meeting

Library Annex Meeting Room #406

MINUTES

EXECUTIVE SESSION

The Board of Trustees of the Elkhart Public Library met in an executive session, as provided for by IC 5-

14-1.5-6.1(b), Item 6, to discuss job performance evaluations of individual employees. The executive

session, which took place prior to the scheduled Board of Trustees Meeting on April 21, 2010, was held in

meeting room #406 and called to order at 6:00 p.m. by Janice E. Dean, President. Members of the Board of

Trustees present were Janice E. Dean, Barbara G. Anderson, Krystal Anderson, Brian Byrn, Renee’

Cocanower, Mary E. Davis, and J. Scott Troeger. The Board discussed the job performance evaluations of

individual employees. The Executive Session was adjourned at 6:55 p.m.

BOARD OF TRUSTEES MEETING

The meeting of the Board of Trustees of Elkhart Public Library was held on April 21, 2010, in meeting

room #406 of the Library Annex. Janice E. Dean, President, called the meeting to order at 7:05 p.m.

ROLL & INTRODUCTION OF GUESTS

Members of the Board of Trustees present were Janice E. Dean, Barbara G. Anderson, Krystal Anderson,

Renee’ Cocanower, Mary E. Davis, and J. Scott Troeger. Brian Byrn was unable to attend. Also present

were Deborah Stewart, Assistant Director; and Sandra Bevins, Business/HR Manager. Employees in

attendance: Deb Ehret, Outreach Services; Marsha Eilers, Reference Services; Diana Gill, Reference

Services; James Reynolds, Building Superintendent; Gwen Robison, Young Adult Services; Diann

Stutzman, Administrative Services. Guests in attendance: Adel Weltz.

CONSENT AGENDA

Approval of Consent Agenda

Renee’ Cocanower moved

THAT – the Consent Agenda be approved as presented.

Second: Mary E. Davis Motion: Carried

DIRECTOR’S REPORT

The number of unemployment filers using the Library has been declining but, with the extension of

benefits, is expected to see an upswing. A press release will inform the public that the Tolson Center and

Learning Generation Initiative will be open on alternating Sundays for filing unemployment claims.

UNFINISHED BUSINESS

HVAC Project Update

Minutes of the Elkhart Public Library Board of Trustees 04/21/2010 Page 2

Compressor problems and insufficient water flow were discovered upon activating the chillers. Repairs are covered under the warranty.

Main Idea/Leedy Cripe Project

Eric Leedy, Leedy/Cripe Architects, has met with the Main Idea participants. Additional meetings are needed before a Board presentation can be made.

NEW BUSINESS

Long Range Plan Options

The Assistant Director presented a proposal from Wiseman Consulting and Training to facilitate a strategic planning process. After considering both proposals, a decision will be made as to whether the strategic planning process will be facilitated in-house or by an outside source.

Selection Policy

Approval of the Selection Policy was tabled until the next regularly scheduled meeting.

Nepotism Policy

Ideas were presented to the Board in preparation of a Nepotism Policy. Board directions will be incorporated in the final policy.

Questions and Information from Board, Staff, and Guests

No additional questions or information was forthcoming from the board, staff, or guests.

ADJOURNMENT

There being no further business to transact, the meeting was adjourned at 7:35 p.m. The next regularly scheduled meeting of the Board of Trustees will be held May 19, 2010, 7:00 p.m., in meeting room #406 in the Elkhart Public Library Annex.

__________________________

Renee’ Cocanower, Secretary

Leave a response »


Board Meeting Minutes – 2010 03

Administrator : April 25, 2010 2:19 pm : Board Minutes

Elkhart Public Library

BOARD OF TRUSTEES’ MEETING

Wednesday, March 24, 2010

6:00 p.m. Executive Session

7:00 p.m. Board Meeting

Library Annex Meeting Room #406

MINUTES

EXECUTIVE SESSION

The Board of Trustees of the Elkhart Public Library met in an executive session, as provided for by IC 5-

14-1.5-6.1(b), Item 6, to discuss job performance evaluations of individual employees. The executive

session, which took place prior to the scheduled Board of Trustees Meeting on March 24, 2010, was held in

meeting room #406 and called to order at 6:00 p.m. by Janice E. Dean, President. Members of the Board of

Trustees present were Janice E. Dean, Barbara G. Anderson, Krystal Anderson, Brian Byrn, Renee’

Cocanower, Mary E. Davis, and J. Scott Troeger. The Board discussed the job performance evaluations of

individual employees. The Executive Session was adjourned at 6:55 p.m.

BOARD OF TRUSTEES MEETING

The meeting of the Board of Trustees of Elkhart Public Library was held on March 24, 2010, in meeting

room #406 of the Library Annex. Janice E. Dean, President, called the meeting to order at 7:07 p.m.

ROLL & INTRODUCTION OF GUESTS

Members of the Board of Trustees present were Janice E. Dean, Barbara G. Anderson, Krystal Anderson,

Brian Byrn, Renee’ Cocanower, Mary E. Davis, and J. Scott Troeger. Also present were Connie Jo Ozinga,

Director; Deborah Stewart, Assistant Director; and Sandra Bevins, Business/HR Manager. Library staff in

attendance: James Reynolds, Custodial Department; Rachel Rice, Outreach Services; Patricia House,

Outreach Services; Diann Stutzman, Administration Services. Guests in attendance: Jody Magallanes, The

Truth; Adel Weltz, patron.

CONSENT AGENDA

Approval of Consent Agenda

With correction of date in Item B3(a) to February

Renee’ Cocanower moved

THAT – the Consent Agenda be approved with corrections.

Second: Mary E. Davis Motion: Carried

DIRECTOR’S REPORT

The Director spoke with Kathy Weaver, Baugo Township Trustee, regarding library service. A new

program, 1000 Books Before Kindergaten, may be implemented. The Library has been invited by the

Elkhart Parks Department to coordinate summer programs. The Director and Assistant Director attended

the New Rules for Library Projects Workshop regarding the current referendum guidelines for issuing

municipal bonds. The current Book Selection Policy is being updated to reflect the new state standards.

The current meeting room use policy will be updated. The Cleveland Branch Library Associate Director

position will remain open until the position is discussed at an executive meeting. Deb Ehret, Outreach

Minutes of the Elkhart Public Library Board of Trustees 03/24/2010 Page 2

Coordinator, has been discussing the establishment of a Friends Group with community members.

UNFINISHED BUSINESS

HVAC Project Update

The final testing of the HVAC system will be happen when the chillers are activated.

Main Idea/Leedy Cripe Project

Eric Leedy, Leedy/Cripe Architects, has received input from the Main Idea coordinators, along with a structural engineer and a code consultant. Later this month, he will meet with the Main Idea participants in an attempt to exchange ideas before presenting his recommendations to the Board.

Library Capital Projects Fund 2011

The Director recommended that the Library Capital Projects Fund (LCPF) budget be merged into the Operating Fund budget, giving assurance that, as long as the remaining balance is not declared dormant, the two funds can be separated in the future if the Board so desires.

Mary E. Davis moved

THAT – the Library Capital Projects Fund (LCPF) budget be merged into the Operating Fund.

THAT – the Library Capital Projects Fund (LCPF) not be declared dormant at this time and any remaining cash balance be retained in the LCPF account.

Second: Brian Byrn Opposed: Renee’ Cocanower Motion: Carried

Board Bylaws Proposed Revision

The Board requested that the Director offer alternatives to the present out-of-date version of the Board of Trustees By-Laws.

NEW BUSINESS

Long Range Plan Options

The Director presented a $19,000.00 proposal from Hertzell-Mika Consulting, LLC to facilitate a strategic planning process. Additional proposals will be presented. J. Scott Troeger expressed a desire to see this process facilitated in-house.

2010 Budget

The Library has received the 1782 Notice from the Department of Local Government Finance (DLGF) which shows reductions in revenue. This resulted in a $216,111.00 and a $68,833.00 reduction to the advertised 2010 Operating budget and Library Capital Projects Budget, respectively. The Director will present revisions to the 2010 budget reflecting these reductions.

Library Director Contract

Renee’ Cocanower, Chairperson of the Director Evaluation Committee, presented the following recommendation:

It is the recommendation of the Director Evaluation Committee that the Executive Director not be offered a salary increase, and therefore not be offered a new contract to replace her current contract. We further recommend that the library board meet with the Executive Director in a special executive session on Tuesday, April 13, 2010, at 6:00 p.m. for further discussion of personnel matters.

Minutes of the Elkhart Public Library Board of Trustees 03/24/2010 Page 3

Questions and Information from Board, Staff, and Guests

No additional questions or information was forthcoming from the board, staff, or guests.

ADJOURNMENT

There being no further business to transact, the meeting was adjourned at 8:30 p.m. The next regularly scheduled meeting of the Board of Trustees will be held April 21, 2010, 7:00 p.m., in meeting room #406 in the Elkhart Public Library Annex. This meeting will be preceded by a 6:00 p.m. Executive Session.

__________________________

Renee’ Cocanower, Secretary

Leave a response »


« Page 1 ... 9, 10, 11, 12, 13 ... 19, »
ELKHART PUBLIC LIBRARY
300 SOUTH SECOND STREET
ELKHART, IN 46516
(574) 522-5669
ADDITIONAL RESOURCES
ADMINISTRATION
LIBRARY CARDS
LIBRARY FEES & POLICIES
LIBRARY FUNDING