Board Meeting Minutes

Board Meeting Minutes – 2011 06

Administrator : July 25, 2011 1:41 pm : Board Minutes

BOARD OF TRUSTEES’ MEETING

Monday, June 27, 2011

6:00 p.m. Executive Session

6:15 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 June 27, 2011, in

meeting room #406 of the Library Annex 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, Brian Byrn,

Renee’ Cocanower, Mary E. Davis, and J. Scott Troeger. Krystal Anderson was unable to attend. 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 6:10 p.m.

BOARD OF TRUSTEES MEETING

The meeting of the Board of Trustees of Elkhart Public Library was held on June 27, 2011, in meeting

room #406 of the Library Annex. Janice E. Dean, President, called the meeting to order at 6:15 p.m.

ROLL & INTRODUCTION OF GUESTS

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

Renee’ Cocanower, Mary E. Davis, and J. Scott Troeger. Krystal Anderson was unable to attend. Also

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

attendance: Linda Jones, Cheryl Mann, Enrique Reyes, Rachel Rice, and Gwen Robison.

CONSENT AGENDA

Adoption of Consent Agenda

J. Scott Troeger moved

THAT – the Consent Agenda be adopted as presented.

Second: Barbara G. Anderson Motion: Carried

PRESIDENT’S BUSINESS

The Library Director Job Description continues to be under advisement. The Library Director Review

Committee reported it met and reviewed goals with Deborah Stewart and recommends retaining her as

Director at the current salary. The Board accepted the committee’s recommendation. Janice E. Dean has

been reappointed to a four-year term by the Elkhart Community School Board and J. Scott Troeger has

been reappointed to a four-year term by the Elkhart County Council. The Nominating Committee

presented the slate of officers for July 1, 2011 to June 30, 2012: Janice E. Dean, President; Barbara G.

Anderson, Vice President; Mary E. Davis, Secretary; and Brian Byrn, Treasurer.

Renee’ Cocanower moved

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

Second: Mary E. Davis Motion: Carried

DIRECTOR’S REPORT

Attendance at Library movies is increasing. The Montage has been renamed the EPL Insider. New

circulation guidelines will be implemented July 25, 2011. Web design will include a new Library logo.

Budget cuts are expected for fiscal year 2012.

Minutes of the Elkhart Public Library Board of Trustees 6/27/2011 Page 2

UNFINISHED BUSINESS

Main Idea/Leedy Cripe Project

The Common Wage Scale hearing is scheduled for July 18, 2011. Project bids will be awarded at the August Board Meeting with a potential remodeling date of September 2011.

Long Range Plan

A collection of ideas from the May 21, 2011, Long Range Plan work session were presented to the Board. These ideas will be compiled into a single document for discussion at the July Board Meeting.

Meeting Room Policy

An updated Meeting Room Policy was presented to the Board. The following revisions were requested: Remove B2 in its entirety; Reword C1c to read “Meeting rooms may be available to groups whose intended audience members are 17 years or younger with adult supervision, maintained at a ratio of one adult per five persons under 18 years of age.”; Reword C2b to read “The individual who signs the meeting room application must be at least 18 years of age and have an Elkhart Public Library Resident Card in good standing. Special Use and Temporary card holders are ineligible to reserve meeting rooms.”

Mary E. Davis moved

THAT – the Meeting Room Policy be adopted as amended.

Second: Mary E. Davis Motion: Carried

Business Manager Job Description

An updated Business Manager Job Description was presented to the Board. No revisions were requested.

Barbara G. Anderson moved

THAT – the Business Manager Job Description be adopted as presented.

Second: Renee’ Cocanower Motion: Carried

Receivables Policy

An updated Receivables Policy was presented to the Board. The following revisions were requested: Reword B2 to read “For the purposes of this policy, a check is defined as a legal draft that is drawn on a bank, including a cashier and/or traveler’s check; Reword B3 to read “For the purposes of this policy, a credit card is defined as a plastic card having a negative strip issued by a bank or business, authorizing the holder to borrow or purchase goods or services on credit. A debit card is defined as a credit card if it can be processed as a credit card.”

Brian Byrn moved

THAT – the Receivables Policy be adopted as amended.

Second: J. Scott Troeger Motion: Carried

NEW BUSINES

Appoint Representatives to the Common Wage Committee

The Board received an indication from Dorisanne Nielson and Ellen Moore of their willingness to serve as the Library’s representatives for the Common Wage Scale Committee. Stuart Basquin is serving as the Elkhart County Commissioners’ representative.

Barbara G. Anderson moved

THAT – the Board appoint Dorisanne Nielson and Ellen Moore to serve on the Common Wage Scale Committee.

Second: Renee’ Cocanower Motion: Carried

2012 Salary Schedule Proposal

In preparation of the 2012 budget, the Board indicated there will be no salary increases.

Compensation Study

The Board asked for proposals from consultants to study the Library’s compensation structure.

Minutes of the Elkhart Public Library Board of Trustees 06/27/2011 Page 3

Sale of Property – Bookmobile and Garages

The Board gave formal approval to divest the Library of a bookmobile unit and both bookmobile garages.

Brian Byrn moved

THAT – the Board sell a bookmobile unit and two garages.

Second: Barbara G. Anderson Motion: Carried

Questions and Information from Board, Staff, and Guests

ADJOURNMENT

The meeting was adjourned by consensus at 7:25 PM. The next regularly scheduled meeting of the Board of Trustees will be held July 20, 2011, 7:00 p.m., at the Pierre Moran Branch of the Elkhart Public Library.

__________________________

Renee’ Cocanower, Secretary

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Board Meeting Minutes – 2011 05

Administrator : June 25, 2011 1:43 pm : Board Minutes

BOARD OF TRUSTEES’ MEETING

Wednesday, May 18, 2011

7:00 p.m. Board Meeting

Dunlap Branch

Elkhart Public Library

MINUTES

BOARD OF TRUSTEES MEETING

The meeting of the Board of Trustees of Elkhart Public Library was held on May 18, 2011, at the Dunlap Branch

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

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

Manager. Guests in attendance: Kevin Kilmer, Eric Leedy, David Vanness.

CONSENT AGENDA

Adoption of Consent Agenda

Barbara G. Anderson moved

THAT – the Consent Agenda be adopted as presented.

Second: Mary E. Davis Motion: Carried

PRESIDENT’S BUSINESS

The Library Director Job Description continues to be under advisement. The Library Director Review Committee

will make a presentation at the next regularly scheduled Board Meeting. Janice Dean and J. Scott Troeger have

indicated a willingness to serve on the Board of Trustees for another term. The Board of Trustees created a

committee to nominate officers. The offices to fill are President, Vice President, Treasurer, and Secretary. The

committee will present nominees at the next regularly scheduled Board Meeting.

DIRECTOR’S REPORT

The Library has implemented the use of credit cards for receiving payments. Overdrive went live on April 11, 2011.

An analysis of a patron survey was presented to the Board. The health insurance review committee is analyzing

results from staff survey.

UNFINISHED BUSINESS

Main Idea/Leedy Cripe Project

Eric Leedy, Leedy Architects, presented a new project plan consisting of six phases. Bids will be accepted at the

July Board Meeting with a potential remodeling date of September 2011.

Barbara G. Anderson moved

THAT – the project plan be accepted as presented by Leedy Architects and bids be received at the July Board

Meeting.

Second: Krystal Anderson Motion: Carried

Long Range Plan

A Long Range Plan work session, scheduled for May 21, 2011, will include Board Members and Management.

Meeting Room Policy

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

Minutes of the Elkhart Public Library Board of Trustees 05/18/2011 Page 2

NEW BUSINES

Business Manager Job Description

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

Unique Management Proposal

The Management Advisory Council (MAC) recommended authorizing Unique Management to begin utilizing a credit reporting process. The Board expressed interest in pursuing the idea of presenting cases in small claims court.

Mary E. Davis moved

THAT – the Board accept MAC’s proposal to authorize Unique Management to begin utilizing credit reporting.

THAT – the Board pursue a policy of utilizing the small claims court for collections.

Second: Krystal Anderson Motion: Carried

Read Away the Fines

The Management Advisory Council (MAC) recommended a continuation of the Read Away the Fines program throughout the summer months.

Receivables Policy

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

Questions and Information from Board, Staff, and Guests

David Vanness thanked the Board for holding the Board Meeting at the Dunlap Branch Library.

ADJOURNMENT

The meeting was adjourned by consensus at 9:00 PM. The next regularly scheduled meeting of the Board of Trustees will be held June 22, 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 – 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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