Board Meeting Minutes

Board Meeting Minutes – 2010 08

Administrator : September 25, 2010 2:13 pm : Board Minutes

Elkhart Public Library

BOARD OF TRUSTEES’ MEETING

Wednesday, August 18, 2010

6:00 p.m. Executive Session

6:05 p.m. Work 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 August 18, 2010,

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 were Deborah

Stewart, Interim 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 August 18, 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 August 18, 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, Renee’ Cocanower, and Mary E. Davis. J. Scott Troeger was unable to attend. Also present

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

attendance: Deb Ehret, Tina Emerick, Jeanne Hobik. No guests were attendance.

CONSENT AGENDA

Approval of Consent Agenda

Mary E. Davis moved

THAT – the Consent Agenda be approved with the addition of two items:

NEW BUSINESS: Read Away the fines

NEW BUSINESS: 2010 Holiday Schedule

Second: Barbara Anderson Motion: Carried

Minutes of the Elkhart Public Library Board of Trustees 08/18/2010 Page 2

PRESIDENT’S BUSINESS

Janice E. Dean, President , thanked the board committee for their continued efforts at updating the Board By Laws. The Board will be scheduling a Saturday work session in the near future.

DIRECTOR’S REPORT

Informational Items

The “Eye2theWorld” multicultural fair, in which the Library agreed to participate, has been cancelled.

New Director’s Workshop

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

UNFINISHED BUSINESS

HVAC Project Update

The compressors have been installed and are functioning properly. This project is complete.

Main Idea/Leedy Cripe Project

Eric Leedy presented suggested layouts of the Main Library. The Board gave guidance for moving forward: The Main Library will remain at the current location; a single public entrance will be at Second and High Street; the parking lot will be retained as Library property; the project will be completed in phases as funds are available.

Short Term Goals

The Friends of the Library will be holding a book sale at the Bookmobile Garage on October 9, 2010. Web page and Intranet redesign are in process. Stack signage is the testing phase. A committee has been formed to complete a policy manual. PAC is being made more user-friendly.

Nepotism Policy

A revised version of a nepotism policy was presented to the Board. No action was taken.

Board By-Laws Revisions

A draft of the new Board By-Laws was presented. No action was taken.

2011 Budget

The Board indicated its desires for the 2011 Operating Fund Budget: A maximum of $500.00 to be applied toward employee’s medical insurance premiums; a 2% cost of living increase with no step advancements. The cost of living increase is contingent upon the Library’s budget being approved as presented. As a result of the Library Capital Projects Fund (LCPF) being merged into the Operating Fund for the 2011 budget and the budget reductions experienced in 2010, the Department of Local Government Finance recommended a motion to reduce the LCPF 2010 budget.

Krystal Anderson moved

THAT – the Library Board pass a resolution to reduce the 2010 Library Capital Projects Fund (LCPF) budget by $32,411.00.

Second: Mary Davis Motion: Carried

Minutes of the Elkhart Public Library Board of Trustees 08/18/2010 Page 3

Health Insurance Quotes

Insurance quotes have been received from several companies. As indicated above, the Library will pay a maximum of $500.00 toward the employee’s health insurance premium. The Library’s health insurance contract will be renewed with Anthem. The Library’s dental insurance contract with Health Resources, Inc. will be renewed with no increase to the premium rates. The Library’s vision insurance contract with Vision Service Plan will be renewed with no increase to premium rates. Each of these plans has an effective date of September 1, 2010.

NEW BUSINESS

Code of Conduct Policy

A revised version of the Code of Conduct Policy was presented to the Board.

Mary Davis moved

THAT – the Library approve the revisions to the Code of Conduct Policy as presented.

Second: Renee’ Cocanower Motion: Carried

Read Away the Fines

Barbara Anderson moved

THAT – the Library extend the Read Away the Fines until December 31, 2010.

Second: Krystal Anderson Motion: Carried

2010 Holiday Schedule

Brian Byrn moved

THAT – the Library revise the 2010 Holiday Schedule to close the Library on January 2, 2011. Staff will not be paid for this closed day.

Second: Renee’ Cocanower Motion: Carried

Questions and Information from Board, Staff, and Guests

Tina Emerick informed the Board of a $2,000.00 grant received from Target for the “1000 Books Before Kindergarten” program. Staff in attendance expressed their appreciation for the Library’s contribution to insurance premiums.

ADJOURNMENT

The meeting was adjourned by consensus at 8:30. The next regularly scheduled meeting of the Board of Trustees will be held September 22, 2010, 7:00 p.m., in meeting room #406 in the Elkhart Public Library Annex.

__________________________

Renee’ Cocanower, Secretary

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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

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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

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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

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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

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ELKHART PUBLIC LIBRARY
300 SOUTH SECOND STREET
ELKHART, IN 46516
(574) 522-5669
ADDITIONAL RESOURCES
ADMINISTRATION
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GIFT PROGRAM
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STRATEGIC PLAN