Board Meeting Minutes

Board Meeting Minutes – 2011 09

Administrator : October 25, 2011 1:35 pm : Board Minutes

BOARD OF TRUSTEES’ MEETING

Wednesday, September 21, 2011

Library Annex Meeting Room #406

Elkhart Public Library

MINUTES

ROLL CALL & INTRODUCTION OF GUESTS

The regular meeting of the Board of Trustees of Elkhart Public Library was called to order by Janice E.

Dean, President, at 6:00 PM, on September 21, 2011, in meeting room #406 of the Library Annex.

Members present: Janice E. Dean, Barbara G. Anderson, Krystal Anderson, Brian Byrn, Renee’

Cocanower, and J. Scott Troeger. Krystal Anderson was named Acting Secretary.

Members absent: Mary E. Davis

Others present: Deborah L Stewart, Director; Sandra Bevins, Business/HR Manager;

Guests present: Elizabeth Layman, staff; Charles Pieri, staff; Jim Miller, Elkhart Truth; Bob Kronemyer,

patron.

PUBLIC INPUT ON BUDGET REDUCTIONS

The Board invited public input on the Library’s budget reductions. Bob Kronemyer spoke against the

reductions. He asked the board to keep the hours of operation the same or even increase them. He

suggested trimming staff hours instead of hours of operation as a way to save money. No other

comments or suggestions were presented.

CONSENT AGENDA

Adoption of Consent Agenda

Krystal Anderson moved

THAT – the Board adopt the Consent Agenda as presented.

Second: Barbara G. Anderson Motion: Carried

PRESIDENT’S BUSINESS

A draft version of the Library Director Job Description was presented. Revisions were requested. No

action was taken.

Krystal Anderson moved

THAT – the Board resolve to change the date of the next regularly scheduled Board Meeting to

Wednesday, October 19, 2011.

Second: Barbara G. Anderson Motion: Carried

DIRECTOR’S REPORT

The Director and the Business/HR Manager will be attending the County Council Meeting on September

22, 2011, for a non-binding review of the 2012 budget. Planning for One Book One Michiana has begun.

This year’s Biz-Ness Expo will be held on October 13, 2011. The Library is planning to participate in

Elkhart’s holiday parade. The Director, Business/HR Manager, Building Superintendent, and Network

Manager attended a Disaster Planning seminar on September 21, 2011. New door signs reflecting the

change to open hours will be posted on the public entrances of all buildings. The Circulation Services’

foyer of the Main Branch will be made available to accommodate the citizens awaiting the early morning

trolley.

Minutes of the Elkhart Public Library Board of Trustees 09/21/2011 Page 2

UNFINISHED BUSINESS

Phase 1 Project

Renovation is expected to begin the first week of October and be completed by year end. Staff have begun cleaning departments. Carpet choices and paint colors are under consideration.

Long Range Plan

The planned survey of the un-served population will be integrated into the Long Range Plan. The planning committees have been asked to reconvene and finalize their respective goals by the end of October 2011.

Sale of Property – Bookmobile and Garages

No further discussion has taken place with a local library concerning the sale of a bookmobile unit. The Director and Building Superintendent met with two appraisers for the Bookmobile buildings. Appraisals are expected to take a month for completion.

Organizational Study

The Board received the following organization and compensation study proposals for consideration:

Rahmberg Stover and Associates; Birmingham, MI; $36,500.00

The Singer Group; Reisterstown, MD; $41,900.00

The Board considered the proposal amount, anticipated expenses, and references.

Krystal Anderson moved

THAT – the Board approve the organization and compensation study proposal presented by Rahmberg Stover and Associates.

Second: Brian Byrn Motion: Carried

NEW BUSINES

1782 Notice Response Resolution

The Board considered a blanket resolution that would give the Director permission to respond to the 1782 statement of the 2012 budget. This action will allow unspent 2011 appropriations to increase the 2012 budget.

J. Scott Troeger moved

THAT – the Board adopt the 1782 Notice Response Resolution as presented.

Second: Barbara G. Anderson Motion: Carried

ADJOURNMENT

The meeting was adjourned by consensus at 6:55 PM. The next regularly scheduled meeting of the Board of Trustees will be held on October 19, 2011, 5:30 PM, in meeting room #406 of the Elkhart Public Library Annex.

__________________________

Krystal Anderson, Acting Secretary

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Board Meeting Minutes – Budget Adoption – 2011 09

Administrator : October 25, 2011 1:34 pm : Board Minutes

BOARD OF TRUSTEES’ MEETING

Public Hearing

Wednesday, September 21, 2011

Library Annex Meeting Room #406

Elkhart Public Library

MINUTES

The public hearing of the 2012 advertised budget was declared open by Janice E. Dean, President, at

7:00 PM, on September 21, 2011, in meeting room #406 of the Library Annex.

Members present: Janice E. Dean, Barbara G. Anderson, Krystal Anderson, Brian Byrn, Renee’

Cocanower, and J. Scott Troeger. Krystal Anderson was named Acting Secretary.

Members absent: Mary E. Davis

Others present: Deborah L Stewart, Director; Sandra Bevins, Business/HR Manager;

Guests present: Charles Pieri, staff; Jim Miller, Elkhart Truth.

The 2012 Operating budget of $7,120,254 was presented to the public. There were no comments or

objections from taxpayers.

The meeting was adjourned by consensus at 7:05 PM. The next regularly scheduled meeting of the

Board of Trustees will be held on October 19, 2011, 5:30 PM, in meeting room #406 of the Elkhart Public

Library Annex.

__________________________

Krystal Anderson, Acting Secretary

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Board Meeting Minutes – 2011 08

Administrator : September 25, 2011 1:39 pm : Board Minutes

BOARD OF TRUSTEES’ MEETING

Monday, August 15, 2011

5:30 p.m. Board Meeting

Library Annex Meeting Room #406

Elkhart Public Library

MINUTES

The meeting of the Board of Trustees of Elkhart Public Library was held on August 15, 2011, in meeting

room #406 of the Library Annex. Janice E. Dean, President, called the meeting to order at 5:30 p.m.

ROLL & INTRODUCTION OF GUESTS

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

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

present were Deborah Stewart, Director; Sandra Bevins, Business/HR Manager; and Craig McDowell,

Leedy Architect. Guests in attendance: various contractors.

BID OPENING

Bids were opened and recorded by Craig McDowell, Leedy Architects. No other business was

conducted.

ADJOURNMENT

The meeting was adjourned by consensus at 5:50 p.m. The next regularly scheduled meeting of the

Board of Trustees will be held on August 24, 2011, 5:30 p.m., in meeting room #406 of the Elkhart Public

Library Annex.

__________________________

Mary E. Davis, Secretary

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Board Meeting Minutes – Awarding of Renovation Bid – 2011 08

Administrator : September 25, 2011 1:38 pm : Board Minutes

BOARD OF TRUSTEES’ MEETING

Wednesday, August 24, 2011

Library Annex Meeting Room #406

Elkhart Public Library

MINUTES

ROLL CALL & INTRODUCTION OF GUESTS

The regular meeting of the Board of Trustees of Elkhart Public Library was called to order by Janice E.

Dean, President, at 5:30 P.M., on August 24, 2011, in meeting room #406 of the Library Annex.

Members present: Janice E. Dean, Barbara G. Anderson, Krystal Anderson, Brian Byrn, Renee’

Cocanower, and Mary E. Davis.

Members absent: J. Scott Troeger.

Others present: Deborah L Stewart, Director; Sandra Bevins, Business/HR Manager; staff and guests.

BID AWARD FOR PHASE I RENOVATION PROJECT

A review of the bids for the Phase I Renovation Project, which were accepted and opened at a special

Board Meeting held on August 15, 2011, was presented by Eric Leedy, Leedy Architects LLC. The lowest

bid of $297,868.00 was offered by Robert Henry Corporation, with alternates increasing the total bid to

$393,187.00. September 12, 2011 is the anticipated start date for construction.

Mary E. Davis moved

THAT – the Board award a renovation contract to Robert Henry Corporation in the amount of

$393,187.00.

Second: Krystal Anderson Motion: Carried

Barbara G. Anderson moved

THAT – the Board authorize Deborah L Stewart, Director, to sign the above awarded contract with

Robert Henry Corporation.

Second: Mary E. Davis Motion: Carried

CONSENT AGENDA

Adoption of Consent Agenda

Renee’ Cocanower moved

THAT – the Board adopt the Consent Agenda as presented.

Second: Krystal Anderson Motion: Carried

PRESIDENT’S BUSINESS

A draft version of the Library Director Job Description was presented. Revisions were requested. No

action was taken. The President of the Board presented revisions to the Board By-Laws, which included

a change to the Board Meeting schedule to the third Tuesday of each month.

Krystal Anderson moved

THAT – the Board adopt the revised By-Laws as presented.

THAT – the Board resolve to change the date of the next regularly scheduled Board Meeting to

Wednesday, September 21, 2011.

Second: Barbara G. Anderson Motion: Carried

DIRECTOR’S REPORT

Planning has begun for the staff In-Service scheduled for November 11, 2011. Trustees were invited to

attend a webinar training session in September that is to be presented by Indiana Library Federation, in

partnership with People Connect Institute. The ever increasing movie attendance warrants renewing the

Library’s movie license for 2012.

Minutes of the Elkhart Public Library Board of Trustees 08/24/2011 Page 2

UNFINISHED BUSINESS

Main Idea/Leedy Architects Project

Demolition has begun in-house in anticipation of the Phase 1 remodeling project.

Long Range Plan

The next step in the Long Range Plan will be to determine the method and process of collecting public input. A survey will start this process with continued discussion at the next Board meeting.

Sale of Property – Bookmobile and Garages

Discussion is continuing with a local library which has indicated an interest in one of the bookmobile units. Upon receiving an appraisal of the two garage buildings from two licensed appraisers, a request for bids will be published.

Mary E. Davis moved

THAT – the Board authorize Deborah L Stewart, Director, to proceed with the sale of the bookmobile and garage process.

Second: Barbara G. Anderson Motion: Carried

Compensation Study

A staff organization and compensation study proposal has been received, another is expected. Both will be presented at the next Board Meeting.

NEW BUSINES

Resolution to Join Indiana State Library Consortium

The Board considered a resolution to join the Public Library Internet Consortium. By joining the consortium the Library will participate in E-Rate contracts for Internet and Internet-related services negotiated by the Indiana State Library along with any other available funds.

Renee’ Cocanower moved

THAT – the Board approve the Resolution to Join Indiana Public Library Internet Consortium as presented.

Second: Brian Byrn Motion: Carried

Spending Reduction Proposal – Fiscal Year 2011

As a result of property tax caps, the Library will experience a decrease in revenue for fiscal year 2011 of $600,000.00. The Director presented a proposal, effective October 2, 2011, that included the following: General spending. Freeze spending in the Building Improvements, Other Improvements, and Furniture accounts System wide. Reduce open hours; Reduce staffing Main Branch. Decrease circulation points from four to two; Limit public entrances from two to one.

Renee’ Cocanower moved

THAT – the Board approve the Director’s spending reduction proposal as presented.

Second: Krystal Anderson Motion: Carried

Library Hours Policy

A revised Library Hours Policy was presented.

Mary E. Davis moved

THAT – the Board adopt the Library Hours Policy as presented.

Second: Renee’ Cocanower Motion: Carried

Budget – Fiscal Year 2012

The Director presented the 2012 budget to the Board of Trustees. A public hearing for the budget is scheduled to take place on September 21, 2011, with adoption on October 19, 2011.

Question and Information from Board, Staff, and Guests

Board Member Mary E. Davis suggested that, after the renovation is finalized, the Library conduct a utility audit to determine cost or efficiency savings.

Minutes of the Elkhart Public Library Board of Trustees 08/24/2011 Page 3

ADJOURNMENT

The meeting was adjourned by consensus at 6:55 a.m. The next regularly scheduled meeting of the Board of Trustees will be held on September 21, 2011, 5:30 p.m., in meeting room #406 of the Elkhart Public Library Annex.

__________________________

Mary E. Davis, Secretary

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Board Meeting Minutes – 2011 07

Administrator : August 25, 2011 1:40 pm : Board Minutes

BOARD OF TRUSTEES’ MEETING

Wednesday, July 27, 2011

11:00 a.m. Board Meeting

Library Annex Meeting Room #406

Elkhart Public Library

MINUTES

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

room #406 of the Library Annex. Janice E. Dean, President, called the meeting to order at 11:00 a.m.

ROLL & INTRODUCTION OF GUESTS

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

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

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

Bevins, Business/HR Manager. Guests in attendance: Kevin Kilmer and Gwen Robison.

CONSENT AGENDA

Adoption of Consent Agenda

Krystal Anderson moved

THAT – the Consent Agenda be adopted with changes to the Agenda.

PRESIDENT’S BUSINESS – removed.

UNFINISHED BUSINESS: Long Range Plan – tabled.

NEW BUSINESS – renumbered as Item C.

Second: J. Scott Troeger Motion: Carried

DIRECTOR’S REPORT

The Library’s Zombie series has been received well by the public. At one such event, face painting was

provided by Wicked Jester Entertainment, who has also volunteered their services at the community’s

Night Out Against Crime event to be held on August 1, 2011 when the Library will have a booth. Planning

for the staff in-service day has begun. The Library’s budget workshop is scheduled for July 28, 2011. The

main branch parking lot will be closed for repairs from July 28, 2011, through July 31, 2011. The

replacement cost of an air conditioner compressor that has malfunctioned at the main branch building is to

be covered by a warranty.

NEW BUSINES

Library Capital Projects Fund

Since no advantage remains for the Library to maintain a Library Capital Projects Fund, the Board

considered closing the fund and transferring the remaining balance into the Rainy Day Fund.

J. Scott Troeger moved

THAT – the Board close out the Library Capital Projects Fund and transfer $100,740.55 to the Rainy

Day Fund.

Second: Barbara G. Anderson Motion: Carried

Library Improvement Reserve Fund (LIRF) & Rainy Day Fund Appropriations

The Main Idea Project will be funded from the Library Improvement Reserve Fund and the Rainy Day

Fund. This will require an addition appropriation from both funds. A public hearing will be held at the

August 24, 2011, Board Meeting.

UNFINISHED BUSINESS

Main Idea/Leedy Cripe Project

The Common Wage Scale hearing took place on July 18, 2011. Project plans will be available on July

25, 2011, with a pre-bid conference and walk-through scheduled for August 1, 2011. Bid opening is

scheduled at the August 15, 2011, Board Meeting, with the winning bid to be awarded at the August 24,

2011, Board Meeting.

Minutes of the Elkhart Public Library Board of Trustees 07/27/2011 Page 2

Long Range Plan

This item was tabled.

Sale of Property – Bookmobile and Garages

Two licensed appraisers have been contacted for an appraisal of the two garage buildings.

Compensation Study

Consulting companies are being contacted for a compensation study. Two proposals are expected soon.

ADJOURNMENT

The meeting was adjourned by consensus at 11:30 a.m. The next regularly scheduled meeting of the Board of Trustees will be held on August 24, 2011, 7:00 p.m., in meeting room #406 of the Elkhart Public Library Annex.

__________________________

Renee’ Cocanower, Acting Secretary

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