Board Meeting Minutes

Board Meeting Minutes – 2011 04

Administrator : May 25, 2011 1:44 pm : Board Minutes

BOARD OF TRUSTEES’ MEETING

Wednesday, April 20, 2011

5:30 p.m. Executive Session

5:45 p.m. Work Session

7:00 p.m. Board Meeting

Library Annex Meeting Room #406

Elkhart Public Library

MINUTES

EXECUTIVE SESSION

An executive session of the Board of Trustees of the Elkhart Public Library was held on April 20, 2011, in meeting

room #406 and called to order at 5:30 p.m. by Janice E. Dean, President. 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, 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 6:05 p.m.

WORK SESSION

The Board met in a work session prior to the scheduled Board of Trustees Meeting on April 20, 2011, to discuss

goal setting and planning.

BOARD OF TRUSTEES MEETING

The meeting of the Board of Trustees of Elkhart Public Library was held on April 20, 2011, 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, Brian Byrn. J. Scott Troeger was unable to attend. Also present were Deborah

Stewart, Director; and Diann Stutzman, Bookkeeper. Guests in attendance: Kevin Kilmer, Marsha Eilers, Dianna

Gill, Tina Emerick, Cheryl Mann and Patty Wright.

CONSENT AGENDA

Adoption of Consent Agenda

Mary Davis moved

THAT – the Consent Agenda be adopted as presented.

Second: Barbara Anderson Motion: Carried

PRESIDENT’S BUSINESS

Library Director Job Description was presented by Janice Dean, president. Further changes will be made. In

addition work will begin on the Assistant Director job description.

Library Director Review Committee Appointments – Brian Byrn and Mary Davis were named to the committee.

Board Member Reappointments – Janice Dean has agreed to remain. J. Scott Troeger has not made a decision at this

time.

Future Work Sessions – A work session has been scheduled for Saturday May 21, 2011 from 10:00 AM until 3:00

PM in Room 406 of the Main Library Annex.

DIRECTOR’S REPORT

Cleveland will b holding a 10 year Anniversary celebration on June 25, 2011 from 10:AM until 4:00 PM.

The Library will be looking at ways to automatically shut the public computers down at closing as a way to save

money.

The READ poster campaign has been a hit so far.

There are 84 people signed up for OverDrive since we went live on April 11, 2011.

We are working on usage stats in order to determine what days/nights/times we could close to save money.

Minutes of the Elkhart Public Library Board of Trustees 04/20/2011 Page 2

UNFINISHED BUSINESS

Main Idea/Leedy Cripe Project

Eric Leedy, Leedy Architects, is working on a new phasing plan.

Harassment Policy / Grievance Procedures

Renee Cocanower moved

THAT – the be Harassment Policy be adopted as presented.

Second: Krystal Anderson Motion: Carried

MAC Policy

Krystal Anderson moved

THAT – the MAC Policy be adopted as presented

Second: Brian Byrn Motion: Carried.

Long Range Plan

A work session for the Long Range Plan has been scheduled for Saturday May 21, 2011 from 10:00 AM until 3:00 PM in Room 406 of the Main Library Annex.

NEW BUSINESS

FMLA Policy

Barbara Anderson moved

THAT – the FMLA Policy be adopted as presented

Second: Mary Davis Motion: Carried

Meeting Room Policy

1st reading with corrections to page 1.

Questions and Information from Board, Staff, and Guests

ADJOURNMENT

The meeting was adjourned by consensus at 7:50 PM. The next regularly scheduled meeting of the Board of Trustees will be held May 18, 2011, 7:00 p.m., at the Dunlap Branch of the Elkhart Public Library.

__________________________

Renee’ Cocanower, Secretary

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Board Meeting Minutes – 2011 03

Administrator : April 25, 2011 1:45 pm : Board Minutes

BOARD OF TRUSTEES’ MEETING

Monday, March 28, 2011

5:00 p.m. Board Meeting

Library Annex Administration Meeting Room

Elkhart Public Library

MINUTES

BOARD OF TRUSTEES MEETING

The meeting of the Board of Trustees of Elkhart Public Library was held on March 29, 2011, in the Administration

Meeting Room of the Library Annex. Janice E. Dean, President, called the meeting to order at 5:00 p.m.

ROLL & INTRODUCTION OF GUESTS

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

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

Stewart, Director; and Sandra Bevins, Business/HR Manager. No guests were in attendance.

CONSENT AGENDA

Adoption of Consent Agenda

Krystal Anderson moved

THAT – the Consent Agenda be adopted as presented.

Second: Barbara G. Anderson Motion: Carried

ADJOURNMENT

The meeting was adjourned by consensus at 5:10. The next regularly scheduled meeting of the Board of Trustees will

be held April 20, 2011, 7:00 p.m., in meeting room #406 in the Elkhart Public Library Annex.

__________________________

Renee’ Cocanower, Secretary

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Board Meeting Minutes – 2011 02

Administrator : March 25, 2011 1:46 pm : Board Minutes

BOARD OF TRUSTEES’ MEETING

Wednesday, February 23, 2011

6:00 p.m. Executive Session

7:00 p.m. Board Meeting

Library Annex Meeting Room #406

Elkhart Public Library

MINUTES

EXECUTIVE SESSION

An executive session of the Board of Trustees of the Elkhart Public Library was held on February 23, 2011, 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 Renee’ Cocanower. Mary E. Davis,

Brian Byrn, and J. Scott Troeger were unable to attend. Also present were Deborah Stewart, Director; and 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 6:05 p.m.

WORK SESSION

The Board met in a work session prior to the scheduled Board of Trustees Meeting on February 23, 2011, to discuss

goal setting and planning.

BOARD OF TRUSTEES MEETING

The meeting of the Board of Trustees of Elkhart Public Library was held on February 23, 2011, 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 Renee’

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

Stewart, Director; and Sandra Bevins, Business/HR Manager. Guests in attendance: Kevin Kilmer; Charles E.

Smith.

CONSENT AGENDA

Adoption of Consent Agenda

Renee’ Cocanower moved

THAT – the Consent Agenda be adopted as presented.

Second: Krystal Anderson Motion: Carried

PRESIDENT’S BUSINESS

Janice E. Dean, President, presented a 2011 Monthly Board Calendar, with suggestions to schedule occasional

meetings at branch locations.

DIRECTOR’S REPORT

The official dates for the One Book, One Michiana program is April 1, 2011, to May 7, 2011. The first electronic

version of the Montage replacement is expected to go live in April 2011. The Library’s Facebook is available to the

public. READ posters for National Library Week will be produced in-house using local “celebrities”. A new copier

contract has been signed with Advanced Imaging.

UNFINISHED BUSINESS

Main Idea/Leedy Cripe Project

A proposed phasing process for Phase 1 of the Main Library renovation project was presented by Eric Leedy, Leedy

Architects, during the work session.

Harassment Policy / Grievance Procedures

Revisions were requested by the Board. No action was taken on this item.

Minutes of the Elkhart Public Library Board of Trustees 02/23/2011 Page 2

Long Range Plan

A Long Range Plan discussion outline was presented to the Board. A work session, scheduled for March 8, 2011, will include Board Members and managers.

OverDrive

Procedures for selecting materials from Overdrive have been drafted and training on selecting and usage has begun. OverDrive is expected to go live in April 2011.

NEW BUSINESS

MAC Policy – 1st Reading

The Board reviewed the revised MAC Policy and requested changes. No action was taken on this item.

Resolution to Establish Capital Assets Threshold

The Board approved a resolution to increase the threshold for the Capital Assets Ledger.

Barbara G. Anderson moved

THAT – the threshold for the Capital Assets Ledger be set at $5,000.00.

Second: Krystal Anderson Motion: Carried

Questions and Information from Board, Staff, and Guests

There were no comments or information presented.

ADJOURNMENT

The meeting was adjourned by consensus at 8:20. The next regularly scheduled meeting of the Board of Trustees will be held March 23, 2011, 7:00 p.m., in meeting room #406 in the Elkhart Public Library Annex.

__________________________

Renee’ Cocanower, Secretary

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Board Meeting Minutes – 2011 01

Administrator : February 25, 2011 1:47 pm : Board Minutes

BOARD OF TRUSTEES’ MEETING

Wednesday, January 19, 2011

6:00 p.m. Executive Session

7:00 p.m. Board Meeting

Library Annex Meeting Room #406

Elkhart Public Library

MINUTES

EXECUTIVE SESSION

An executive session of the Board of Trustees of the Elkhart Public Library was held on January 19, 2011, 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, Mary E. Davis, and Brian Byrn. Renee’

Cocanower and J. Scott Troeger were unable to attend. Krystal Anderson was appointed Acting Secretary. Also

present were Deborah Stewart, Director; and 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 6:20 p.m.

WORK SESSION

The Board met in a work session prior to the scheduled Board of Trustees Meeting on January 19, 2011, to discuss

goal setting and planning.

BOARD OF FINANCE MEETING

The meeting of the Board of Finance of Elkhart Public Library was held Wednesday, January 19, 2011, in meeting

room #406. Janice Dean, President, called the meeting to order at 7:00 p.m. The Board of Finance elected the

current President and Secretary of the Elkhart Public Library Board of Trustees to serve as officers for 2011. 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.

Mary E. Davis 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: Brian Byrn Motion: Carried

BOARD OF TRUSTEES MEETING

The meeting of the Board of Trustees of Elkhart Public Library was held on January 19, 2011, 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, Mary E.

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

appointed Acting Secretary. Also present were Deborah Stewart, Director; and Sandra Bevins, Business/HR

Manager. Guests in attendance: Rachel Rice, Gwen Robison, Stuart Basquin, Penny Price.

CONSENT AGENDA

Adoption of Consent Agenda

Mary E. Davis moved

THAT – the Consent Agenda be adopted as presented.

Second: Barbara G. Anderson Motion: Carried

PRESIDENT’S BUSINESS

The county libraries met with Indiana State Representatives. Stuart Basquin updated the Board on the current

status of the Friends of the Library. A special recognition was given to TCU for their continued support.

Minutes of the Elkhart Public Library Board of Trustees 01/19/2011 Page 2

DIRECTOR’S REPORT

Informational Items

The expected dates for this year’s One Book, One Michiana program is April 2, 2011, to May 7, 2011. The Library’s Facebook went live to staff members on January 11, 2011. The theme for the 2011 County Fair will be One World, Many Stories. A request for increasing the travel reimbursement rate will not be submitted.

UNFINISHED BUSINESS

Main Idea/Leedy Cripe Project

A revised estimate of $425,000.00 for Phase 1 has been received from Eric Leedy, Leedy Architects. A presentation is expected at the next regularly scheduled Board meeting.

Annex HVAC Project

The new HVAC equipment is installed and functioning. Building repairs are expected to be completed by January 21, 2011.

Meeting Room Policy

This agenda item was tabled.

Harassment Policy / Grievance Procedures

Revisions were requested by the Board. No action was taken on this item.

Long Range Plan

A Long Range Plan work session scheduled for February 8, 2011, will include Board Members and managers.

NEW BUSINESS

Overdrive

A contract for Overdrive has been signed and criteria for implementation have been submitted. The expected availability date is April 10, 2011.

Non-Resident Fee 2011

The Business Manger presented a proposal for the 2011 Library Registration Fee for Non-Resident Patrons. The proposal recommends an increase to the family annual fee from $152.00 to $ 156.00.

Barbara G. Anderson moved

THAT – the 2011 Non-Resident Fee be set at $156.00.

Second: Mary E. Davis Motion: Carried

ALA Registration

Virtual Conferences will be available for the 2011 ALA Conference. The Board expressed a desire for staff to attend in this manner.

Questions and Information from Board, Staff, and Guests

There were no comments or information presented.

ADJOURNMENT

The meeting was adjourned by consensus at 8:05. The next regularly scheduled meeting of the Board of Trustees will be held February 23, 2011, 7:00 p.m., in meeting room #406 in the Elkhart Public Library Annex.

__________________________

Krystal Anderson, Acting Secretary

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Board Meeting Minutes – 2010 12

Administrator : January 25, 2011 1:47 pm : Board Minutes

Elkhart Public Library

BOARD OF TRUSTEES’ MEETING

Wednesday, December 15, 2010

6:30 p.m. Executive Session

7:00 p.m. Board Meeting

Library Annex Meeting Room #406

MINUTES

EXECUTIVE SESSION

An executive session of the Board of Trustees of the Elkhart Public Library was held on December 15,

2010, in meeting room #406 and called to order at 6:30 p.m. by Janice E. Dean, President. Members of

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

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

was appointed Acting Secretary. Also present were Deborah Stewart, Director; and 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 6:40 p.m.

WORK SESSION

The Board met in a work session prior to the scheduled Board of Trustees Meeting on November 15,

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 December 15, 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 ,

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

Anderson was appointed Acting Secretary. Also present were Deborah Stewart, Director; and Sandra

Bevins, Business/HR Manager. Employees in attendance: Kevin J. Kilmer; Tina Emerick; Enrique

Reyes. No guests were in attendance.

CONSENT AGENDA

Adoption of Consent Agenda

J. Scott Troeger moved

THAT – the Consent Agenda be adopted as presented.

Second: Mary E. Davis Motion: Carried

PRESIDENT’S BUSINESS

Updated Board By-Laws were presented. Additional revisions were discussed.

Mary E. Davis moved

THAT – the Board By-Laws be adopted as amended.

Second: Krystal Anderson Motion: Carried

Janice E. Dean informed the Board of a county library meeting with Indiana State Representatives.

Minutes of the Elkhart Public Library Board of Trustees 12/15/2010 Page 2

DIRECTOR’S REPORT

Informational Items

The Library participated in the Winterfest Parade on December 4, 2010. Elkhart City’s mayor, Dick Moore, visited the Library on November 30, 2010. The Library’s security monitoring company, Digital, has been sold to PerMar. The Library hosted the first northern Indiana YA Roundtable. The county library directors met on December 3, 2010.

UNFINISHED BUSINESS

Main Idea/Leedy Cripe Project

Eric Leedy, Leedy Cripe Architects, is beginning to work on bids so as to obtain cost estimates. Staff will begin working on projects that can be done with a minimum of cost.

Annex HVAC Project

Griffin will begin on the HVAC Project December 16, 2010. Demolition is expected to be during the week of December 27, 2010 with a completion date of January 17, 2011.

Meeting Room Policy

This agenda item was tabled.

Long Range Plan

A Board work session is planned prior to the January Board Meeting to establish a timeline for the Long Range Plan.

Read Away the Fines

The Board was asked to consider extending the Read Away the Fines program indefinitely with periodical reviews.

Krystal Anderson moved

THAT – the Read Away the Fines program be extended indefinitely with periodical reviews.

Second: Barbara G. Anderson Motion: Carried

NEW BUSINESS

2011 Board Meeting Dates

The Board approved the 2011 Board Meeting dates, scheduling work sessions prior to the meetings.

2011 Holiday Closing Dates

The Holiday Schedule for 2011 was considered.

J. Scott Troeger moved

THAT – the Holiday Schedule for 2011 be approved as presented.

Second: Mary E. Davis Motion: Carried

Harassment Policy/Grievance Procedures

The current Harassment Policy and Grievance Procedures were presented to the Board for review. No action was taken.

Questions and Information from Board, Staff, and Guests

Kevin J. Kilmer presented the Management Advisory Council’s position concerning closing the Library early on the Wednesday evening before Thanksgiving. An official request for approval will be presented at a future meeting.

Minutes of the Elkhart Public Library Board of Trustees 12/15/2010 Page 3

ADJOURNMENT

The meeting was adjourned by consensus at 8:05. The next regularly scheduled meeting of the Board of Trustees will be held January 19, 2011, 7:00 p.m., in meeting room #406 in the Elkhart Public Library Annex.

__________________________

Krystal Anderson, Acting Secretary

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ELKHART PUBLIC LIBRARY
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