Board Meeting Minutes

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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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

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Board Meeting Minutes – 2010 02

Administrator : March 25, 2010 2:21 pm : Board Minutes

Elkhart Public Library

BOARD OF TRUSTEES’ MEETING

Wednesday, February 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 February 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 6:50 p.m.

BOARD OF TRUSTEES MEETING

The meeting of the Board of Trustees of Elkhart Public Library was held on February 24, 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,

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: Jim Reynolds, Custodial Department; Deb Ehret, Outreach Services; Charles Pieri, Osolo

Branch Library. Guests in attendance: Eric Leedy, Leedy/Cripe Architects.

CONSENT AGENDA

Approval of Consent Agenda

J. Scott Troeger moved

THAT – the Consent Agenda be approved as presented.

Second: Mary E. Davis Motion: Carried

DIRECTOR’S REPORT

The Library has accepted an invitation to participate with St. Joseph County Public Library in the One Book

One Michiana project. The 2009 annual report has been submitted to the Indiana State Library. New state

standards will require updates to the Library by-laws. The March Board Meeting has been rescheduled for

March 24, 2010. A request from a patron to give Beth Pomeroy a lifetime library card as a retirement gift

was denied by the Board. The director presented a proposed letter inviting community leaders to a

brainstorming session intended to generate ideas for serving the unemployed in Elkhart. The Board

requested revisions and a copy of the letter as mailed.

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

UNFINISHED BUSINESS

HVAC Project Update

The HVAC system project has been completed.

Facilities Priority List

Duct cleaning for the Main Library will be scheduled for completion in 2010. The handicapped lift in the Periodicals Department is awaiting replacement parts.

Leedy/Cripe Project Recommendation

Eric Leedy, Leedy/Cripe Architects, presented a proposal to study and make recommendations as to the best use of the Main Library building. This study will incorporate the results of the Main Idea committees and the 2004 Renovation Feasibility Study.

Barbara G. Anderson moved

THAT – the Board accept the proposal from Leedy/Cripe Architects to study the best use of space in the Main Building and present a recommendation for current use, along with a 10 year plan and 20 year plan. These services will be provided on a time incurred basis with a maximum not-to-exceed amount of $11,700.00.

Second: J. Scott Troeger Motion: Carried

NEW BUSINESS

Library Capital Projects Fund 2011

The Director informed the Board that the property tax reform legislation gives the Library the option of folding the Library Capital Projects Fund (LCPF) into the Operating Fund. This action will eliminate the need to submit a LCPF plan to the County Council. This item was tabled until the next regularly scheduled Board Meeting.

Board Bylaws Proposed Revision

The Board requested a complete copy of the new approved state standards rules. This item was tabled until the next regularly scheduled Board Meeting.

Questions and Information from Board, Staff, and Guests

Brian Byrn informed the Board that the donated pieces of furniture are on display at the Midwest Museum of American Art.

ADJOURNMENT

There being no further business to transact, the meeting was adjourned at 8:12 p.m. The next regularly scheduled meeting of the Board of Trustees will be held March 24, 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

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Board Meeting Minutes – 2010 01

Administrator : February 25, 2010 2:23 pm : Board Minutes

Elkhart Public Library

BOARD OF TRUSTEES’ MEETING

Wednesday, January 20, 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 January 20, 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 Staff Climate Survey report.

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

BOARD OF FINANCE MEETING

The meeting of the Board of Finance of Elkhart Public Library was held on January 20, 2010, in meeting

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

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

Outreach Services; Diann Stutzman, Administration; Deb Ehret, Outreach Services; Gwen Robison, Young

People’s Services. No guests were in attendance.

The Board of Finance reviewed the procedure for electing a President and Secretary of the Board of

Finance.

Mary E. Davis moved

THAT – Janice E. Dean fill the office of President and Renee’ Cocanower fill the office of Secretary of

the Elkhart Public Library Board of Finance for 2010.

Second: J. Scott Troeger Motion: Carried

The Board of Finance reviewed the Investment Policy and the Report of Investments.

Mary E. Davis moved

THAT – the Investment Policy and the Report of Investments be approved as presented.

Second: J. Scott Troeger Motion: Carried

Renee’ Cocanower moved

THAT – the meeting be adjourned at 7:07 p.m.

Second: Krystal Anderson Motion: Carried

Minutes of the Elkhart Public Library Board of Trustees 01/20/2010 Page 2

BOARD OF TRUSTEES MEETING

The meeting of the Board of Trustees of Elkhart Public Library was held on January 20, 2010, in meeting room #406 of the Library Annex. Janice E. Dean, President, called the meeting to order at 7:10 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: Patricia House, Outreach Services; Jim Reynolds, Custodial Department; Rachel Rice, Outreach Services; Diann Stutzman, Administration; Deb Ehret, Outreach Services; Gwen Robinson, Young People’s Services. No guests were in attendance.

CONSENT AGENDA

Approval of Consent Agenda

J. Scott Troeger moved

THAT – the Consent Agenda be approved as presented.

Second: Barbara G. Anderson Motion: Carried

DIRECTOR’S REPORT

Circulation totals for 2009 resulted in a 2% increase.

UNFINISHED BUSINESS

HVAC Project Update

The last fixes to the HVAC system have been completed and the final punch list should be reviewed before next Board Meeting.

Facilities Priority List

Security cameras have been installed at Osolo Branch Library. The handicapped lift in the Periodicals Department is awaiting replacement parts. Digital message boards have been purchased and are being installed at all locations.

Climate Audit

Renee’ Cocanower, Board Member, presented a memo to EPL employees expressing the Board’s gratitude for their participation in the Climate Audit. A 92% response rate was experienced. The Board has received the report and will continue to discuss the results in executive sessions.

George Brich Memorial

Four sculpture bookends have been received. Memorial plaques will be attached and they will be displayed in the Library as a memorial to George Brich, former EPL director.

Minutes of the Elkhart Public Library Board of Trustees 01/20/2010 Page 3

NEW BUSINESS

Non-Resident Fee 2010

The Business Manger presented a proposal for the 2010 Library Registration Fee for Non-Resident Patrons. The proposal recommends a decrease to the family annual fee from $164.00 to $152.00.

Mary E. Davis moved

THAT – the 2010 Non-Resident Fee be set at $152.00.

Second: Krystal Anderson Motion: Carried

Appoint Director Evaluation Committee

In preparation for the director evaluation due in March 2010, the Board of Trustees established a committee to develop evaluation guidelines. Committee members will consist of Renee’ Cocanower, Chairperson, J. Scott Troeger, and Krystal Anderson.

Questions and Information from Board, Staff, and Guests

Deb Ehret spoke of a meeting she and Deb Stewart attended with Krystal Walsh, Community Development Coordinator. The hope is this meeting will be the catalyst for establishing a task force to address the community’s need for additional web access for unemployment filers. Gwen Robison expressed gratitude for the purchase of several Wii systems for use in young adult programming.

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 February 24, 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

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Board Meeting Minutes – 2009 01

Administrator : January 25, 2010 2:23 pm : Board Minutes

Elkhart Public Library

300 S. Second Street

Elkhart, IN 46516

BOARD OF TRUSTEES’ MEETING

MINUTES

December 16, 2009

BOARD OF TRUSTEES MEETING

The meeting of the Elkhart Public Library Board of Trustees was held on December 16, 2009, in meeting

room #406 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, Mary E. Davis, and

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

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

Bevins, Business/HR Manager. Library staff in attendance: Marsha Eilers, Reference Services; Patricia

House, Outreach Services; Jim Reynolds, Custodial Department; Rachel Rice, Outreach Services; Diann

Stutzman, Administration. No guests were in attendance.

CONSENT AGENDA

Adoption of Agenda

Approval of Consent Agenda

Approval of Last Meeting Minutes

Approval of Financial Reports

Approval of Claims

Approval of Investments

Approval of Employee Changes

Approval of Circulation and Activity Reports

Approval of Year-End Interim Payments Resolution

Approval of Year-End Appropriation Transfers

J. Scott Troeger moved

THAT – the Consent Agenda be approved.

Second: Mary E. Davis Motion: Carried

DIRECTOR’S REPORT

The online auction of surplus furniture is expected to generate $10,000.00.

The Holiday Schedule for 2010 was considered.

Mary E. Davis moved

THAT – the Holiday Schedule for 2010 be approved as presented.

Second: Barbara G. Anderson Motion: Carried

Minutes of the Elkhart Public Library Board of Trustees 12/16/2009 Page 2

The Board approved the 2010 Board Meeting dates, scheduling work sessions prior to the January, March, May, July, September, and November meetings. Sculpture bookends will be purchased and displayed in the Library as a memorial to George Brich, former EPL director. Approval was given to distribute clocks to staff as a thank you gift. Paul Boers was hired as Children’s Librarian at Pierre Moran Branch Library.

UNFINISHED BUSINESS

HVAC Project Update

The roof is completed, the safety railing installed and the electrician is performing the last fixes to the system. The final punch list should be reviewed before next Board Meeting.

Climate Audit

Deborah Stewart, Assistant Director, presented a demonstration of the climate audit survey that has been emailed to staff. Results should be available before the next Board Meeting.

Facilities Priority List

The lift gate on the delivery truck has been replaced. The handicapped lift in the Periodicals Department will be replaced. Digital message boards will be purchased and installed at all locations. The Osolo Branch Library’s roof and parking lot will need repaired.

NEW BUSINESS

Technology Plan 2010-2013

Deborah Stewart, Assistant Director, presented the three-year technology plan which must be on file with the Indiana State Library to insure eligibility for e-rate discounts.

J. Scott Troeger moved

THAT – the 2010-2013 Technology Plan be approved as presented.

Second: Mary E. Davis Motion: Carried

Bond Bank 2010

Sandra Bevins, Business/HR Manager, recommended that the Library participate in the Indiana Bond Bank program for the year 2010. This program allows the Library to fund its budget during the portions of the year before advanced draws of tax money are received

Mary E. Davis moved

THAT – the Elkhart Public Library participate in the 2010 Indiana Bond Bank program.

Second: Barbara G. Anderson Motion: Carried

Minutes of the Elkhart Public Library Board of Trustees 12/16/2009 Page 3

Ruthmere Catalog Project

The Director presented Ruthmere Museum’s desire to move their materials database into the Library’s Polaris online catalog, operating as a separate branch without circulation permissions. Initial costs, to be paid by Ruthmere, are estimated to be less than $4,000.00 and ongoing cost are expected to be negligible. The Board gave the Director authority to proceed in these discussions.

ADJOURNMENT

There being no further business to transact, the meeting was adjourned at 6:07 p.m. The next regularly scheduled meeting of the Board of Trustees will be held January 20, 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. Board worksession.

__________________________

Mary E. Davis, Acting Secretary

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ELKHART PUBLIC LIBRARY
300 SOUTH SECOND STREET
ELKHART, IN 46516
(574) 522-5669
ADDITIONAL RESOURCES
ADMINISTRATION
LIBRARY CARDS
LIBRARY FEES & POLICIES
LIBRARY FUNDING