Elkhart Public Library
300 S. Second Street
Elkhart, IN 46516
BOARD OF TRUSTEES’ MEETING
MINUTES
March 18, 2009
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 18, 2009, was held
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, Renee’ Cocanower, Mary E. Davis,
Krystal Anderson, and J. Scott Troeger. Stuart B. Basquin was unable to attend. The Board discussed the
Director’s evaluation and contract renewal. The Executive Session was adjourned at 6:55 p.m.
BOARD OF TRUSTEES MEETING
The meeting of the Elkhart Public Library Board of Trustees was held on March 18, 2009, in meeting
room #406 of the Library Annex. Janice E. Dean, President, called the meeting to order at 7:15 p.m.
ROLL & INTRODUCTION OF GUESTS
Members of the Board of Trustees present were Janice E. Dean, Barbara G. Anderson, Renee’ Cocanower,
Mary E. Davis, and Krystal Anderson. Stuart B. Basquin and J. Scott Troeger were unable to attend. Also
present were Connie Jo Ozinga, Director, and Sandra Bevins, Business/HR Manager. Library staff in
attendance: Deborah Stewart, Assistant Director; Diann Stutzman, Administrative Bookkeeper. Guests in
attendance: Cesar Pincheira.
CONSENT AGENDA
A. Adoption of Agenda
B. Approval of Consent Agenda
a. Approval of Last Meeting Minutes
b. Approval of Financial Reports
c. Approval of Claims
d. Approval of Investments
e. Approval of Employee Changes
f. Approval of Circulation and Activity Reports
Renee’ Cocanower moved
THAT – the Consent Agenda be approved as presented.
Second: Mary E. Davis Motion: Carried
Minutes of the Elkhart Public Library Board of Trustees 3/18/2009 Page 2
DIRECTOR’S REPORT The Director reported that four stimulus applications have been filed. Senate Bill 348 was voted down by the Indiana legislature. The 2009 Indiana Library Federation District One Conference is scheduled for April 28, 2009, in Michigan City, Indiana. UNFINISHED BUSINESS Pierre Moran Branch Library and Osolo Branch Library Carpet Etc. Projects The carpeting project for Osolo Branch Library is completed, with tables to be delivered at the end of March. Pierre Moran Branch Library is expected to be closed an additional seven days due to a discrepancy with the carpet order and a longer installation process. Staff will open the building for unemployment filers on Sunday afternoon. Main HVAC Upgrade The Director indicated this project has nothing new to report. Unemployment Update Unemployment filing at the Main Library on Monday mornings is becoming increasingly popular. Frich Lock-A-Shelf The Director indicated this project has nothing new to report but is expected to result in staffing re-organizations which will be recommended at the next meeting. NEW BUSINESS Director’s Evaluation The Chairperson of the Director Evaluation Committee, Renee’ Cocanower, presented the Director’s evaluation and two-year contract renewal, recommending a 2% increase. Contract date is March 6, 2009. Board approved the report with voice vote. Question and Information from Board, Staff, and Guests The Board recognized the Osolo Branch Library and Pierre Moran Branch Library staff for their hard work during the recent remodeling projects. Janice E. Dean asked the Director to discuss the status of the invitation to the Baugo district trustees to participate in EPL library services. Cesar Pincheira indicated a desire to list an agenda item on the next Board Meeting. ADJOURNMENT There being no further business to transact, the meeting was adjourned at 7:50 p.m. The next regularly scheduled meeting of the Board of Trustees will be held April 22, 2009, 7:00 p.m., in meeting room #406 in the Elkhart Public Library Annex. __________________________ Renee’ Cocanower, Secretary
Elkhart Public Library
300 S. Second Street
Elkhart, IN 46516
BOARD OF TRUSTEES’ MEETING
MINUTES
February 18, 2009
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 18, 2009, 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, Renee’ Cocanower, Mary E. Davis,
Stuart B. Basquin, and Krystal Anderson. J. Scott Troeger was unable to attend. The Board discussed the
Director’s evaluation and contract renewal. The Executive Session was adjourned at 6:55 p.m.
BOARD OF TRUSTEES MEETING
The meeting of the Elkhart Public Library Board of Trustees was held on February 18, 2009, in meeting
room #406 of the Library Annex. Janice E. Dean, President, called the meeting to order at 7:02 p.m.
ROLL & INTRODUCTION OF GUESTS
Members of the Board of Trustees present were Janice E. Dean, Barbara G. Anderson, Renee’ Cocanower,
Mary E. Davis, Stuart B. Basquin, and Krystal Anderson. J. Scott Troeger was unable to attend. Also
present were Connie Jo Ozinga, Director, and Sandra Bevins, Business/HR Manager. Library staff in
attendance: Deborah Stewart, Assistant Director; Kevin Kilmer, Associate Director-Dunlap Branch
Library, Beth Pomeroy, Associate Director-Cleveland Branch Library & Bookmobile Department, Jenna
Yoder, Children’s Librarian-Pierre Moran Branch Library, Judy Beacham, Clerk-Adult Services, . No
guests were in attendance.
CONSENT AGENDA
A. Adoption of Agenda
B. Approval of Consent Agenda
a. Approval of Last Meeting Minutes
b. Approval of Financial Reports
c. Approval of Claims
d. Approval of Investments
e. Approval of Employee Changes
f. Approval of Circulation and Activity Reports
Stuart B. Basquin moved
THAT – the Consent Agenda be approved as presented.
Second: Barbara G. Anderson Motion: Carried
Minutes of the Elkhart Public Library Board of Trustees 2/18/2009 Page 2
DIRECTOR’S REPORT The Director reported that the Indiana Public Library Coalition’s proposal was submitted as a bill by Senator Gard. The Consumer Product Safety Improvement Act set a limit of 600 parts per million of lead in any accessible part of a consumer product intended for children 12 and under. It allows for the distribution of children’s books printed after 1985. There is still confusion concerning children’s library books distributed before 1985. This act became effective February 10, 2009, but was given a one year “stay of enforcement” on testing. UNFINISHED BUSINESS Pierre Moran Branch Library and Osolo Branch Library Carpet Etc. Projects The upgrade project will begin March 9, 2009, at Osolo Branch Library and March 16, 2009, at Pierre Moran Branch Library. Both branches will be closed for five days. Information posters and newspaper announcements will be distributed. Main HVAC Upgrade A contract for design and oversight of a new HVAC system has been signed with ME Engineering with an expected completion of the project by the fall of 2009. Tests found small amounts of asbestos which will need to be removed. Unemployment Update WorkOne is providing assistance to unemployment filers at Pierre Moran Branch Library and Dunlap Branch Library on Sundays and at the Main Library on Mondays. Frich Lock-A-Shelf This item was tabled pending further information from the Director NEW BUSINESS Read Away the Fines Proposal The director presented to the Board a proposed program for young library patrons to pay off library overdue debt with supervised reading.
Barbara G. Anderson moved THAT – the Elkhart Public Library approve the Reading Away the Fines program as presented. Second: Krystal Anderson Motion: Carried Outreach Services Presentation The Assistant Director, Deborah Stewart, presented a proposal for the creation of an Outreach Department as outlined in the Library’s Long Term Plan dated June 2002. It is anticipated that current resoures will be sufficient to fund this new department. While no official action was taken, the Board indicated its support of this proposal.
Minutes of the Elkhart Public Library Board of Trustees 2/18/2009 Page 3
Question and Information from Board, Staff, and Guests Janice E. Dean asked the Director to discuss the status of the invitation to the Baugo district trustees to participate in EPL library services. ADJOURNMENT There being no further business to transact, the meeting was adjourned at 8:15 p.m. The next regularly scheduled meeting of the Board of Trustees will be held March 18, 2009, 7:00 p.m., in meeting room #406 in the Elkhart Public Library Annex. __________________________ Renee’ Cocanower, Secretary
Elkhart Public Library
300 S. Second Street
Elkhart, IN 46516
BOARD OF TRUSTEES’ MEETING
MINUTES
January 21, 2009
BOARD OF FINANCE MEETING
The meeting of the Board of Finance of Elkhart Public Library was held on January 21, 2009, 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, Mary E. Davis,
Renee’ Cocanower, Stuart B. Basquin. Krystal Anderson and J. Scott Troeger were unable to attend. Also
present were Connie Jo Ozinga, Director, and Sandra Bevins, Business/HR Manager. Guests in
attendance: Cesar Pincheira.
The Board of Finance reviewed the procedure for electing a President and Secretary of the Board of
Finance.
Barbara G. Anderson 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 2009.
Second: Mary E. Davis 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: Stuart B. Basquin Motion: Carried
Mary E. Davis moved
THAT – the meeting be adjourned at 7:07 p.m.
Second: Barbara G. Anderson Motion: Carried
BOARD OF TRUSTEES MEETING
The meeting of the Elkhart Public Library Board of Trustees was held on January 21, 2009, in meeting
room #406 of the Library Annex. Janice E. Dean, President, called the meeting to order at 7:08 p.m.
ROLL & INTRODUCTION OF GUESTS
Members of the Board of Trustees present were Janice E. Dean, Barbara G. Anderson, Mary E. Davis,
Renee’ Cocanower, Stuart B. Basquin. Krystal Anderson and J. Scott Troeger were unable to attend. Also
present were Connie Jo Ozinga, Director, and Sandra Bevins, Business/HR Manager. Guests in
attendance: Cesar Pincheira.
Minutes of the Elkhart Public Library Board of Trustees 01/21/2009 Page 2
CONSENT AGENDA
A. Adoption of Agenda, with additional item
New Business: Interim Claims Resolution
B. Approval of Consent Agenda
a. Approval of Last Meeting Minutes
b. Approval of Financial Reports
c. Approval of Claims
d. Approval of Investments
e. Approval of Employee Changes
f. Approval of Circulation and Activity Reports
g. Approval of 2008 Encumbrances
Renee’ Cocanower moved THAT – the Consent Agenda be approved as presented. Second: Stuart B. Basquin Motion: Carried DIRECTOR’S REPORT The Director presented circulation totals for 2008. The Indiana Public Library Coalition’s recommendations called for legislation that will establish a county level public library service planning process as an alternative to the Kernan-Shephard proposal. UNFINISHED BUSINESS Osolo Branch Library Carpet and Furniture/Pierre Moran Branch Library Carpet Contracts for Osolo Branch Library and Pierre Moran Branch Library carpet have been signed with LaSalle Bristol at a cost of $12,508.00 and $16,632.64, respectively. A contract for Osolo Branch Library furniture has been signed with FCS Group at a cost of $17,019.00. Frich Lock-A-Shelf This item was tabled pending further information from the Director. 2009 Board Meeting Dates and Times The Board approved the final 2009 Board Meeting dates NEW BUSINESS 2009 Non-Resident Fee The Director presented a proposal for the 2009 Library Registration Fee for Non-Resident Patrons. The proposed annual fee will increase from $159.00 to $164.00.
Mary E. Davis moved THAT – the 2009 Non-Resident Fee be set at $164.00. Second: Barbara G. Anderson Motion: Carried
Minutes of the Elkhart Public Library Board of Trustees 01/21/2009 Page 3
Interim Claims Resolution The Library Board can allow for prior approval of payments made in advance of a Board Meeting. This may include such payments a payroll, utilities, group health insurance, credit cards, and program registrations.
Stuart B. Basquin moved THAT – the Interim Claims Resolution be approved as presented Second: Barbara G. Anderson Motion: Carried Appoint Director Evaluation Committee In preparation for the director evaluation due in March 2009, the Board of Trustees established a committee to develop evaluation guidelines. The Board President asked the committee to consider both the instrument and methodology used for evaluating the director. Committee members will consist of Renee’ Cocanower, Barbara G. Anderson, and Stuart B. Basquin. ADJOURNMENT There being no further business to transact, the meeting was adjourned at 8:15 p.m. The next regularly scheduled meeting of the Board of Trustees will be held February 18, 2009, 7:00 p.m., in meeting room #406 in the Elkhart Public Library Annex. __________________________ Renee’ Cocanower, Secretary
Elkhart Public Library
300 S. Second Street
Elkhart, IN 46516
BOARD OF TRUSTEES’ MEETING
MINUTES
December 17, 2008
BOARD OF TRUSTEES MEETING
The meeting of the Elkhart Public Library Board of Trustees was held on December 17, 2008, 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, Stuart B. Basquin
and J. Scott Troeger. Krystal Anderson, Mary E. Davis, and Renee’ Cocanower were unable to attend.
Stuart B. Basquin was appointed as acting Secretary. Also present were Connie Jo Ozinga, Director, and
Sandra Bevins, Business/HR Manager. Library staff in attendance: Deborah Stewart, Assistant Director.
No guests were attendance.
CONSENT AGENDA
A. Adoption of Agenda
B. Approval of Consent Agenda
a. Approval of Last Meeting Minutes
b. Approval of Financial Reports
c. Approval of Claims
d. Approval of Investments
e. Approval of Employee Changes
f. Approval of Circulation and Activity Reports
g. Approval of Year-End Interim Payments Resolution
h. Approval of Year-End Appropriation Transfers
J. Scott Troeger moved
THAT – the Consent Agenda be approved as presented.
Second: Stuart B. Basquin Motion: Carried
DIRECTOR’S REPORT
The Elkhart County Council and the County Auditor hosted a meeting in which Todd Samuelson, H.J.
Umbaugh & Associates, presented the potential impact to taxing units in Elkhart County regarding circuit
breaker estimates. The Library can expect the 2009 and 2010 Operating fund to be reduced by
$113,000.00 and $397,000.00 respectively. The Indiana Public Library Coalition study was discussed in a
pre-board meeting.
Minutes of the Elkhart Public Library Board of Trustees 12/17/2008 Page 2
UNFINISHED BUSINESS Osolo Branch Library Carpet and Furniture Quotes for Osolo Branch Library carpet and furniture have been requested with an anticipated amount of $30,000. 00. New carpet for Pierre Moran Branch Library is expected to cost around $15,000.00. Contracts for both projects are expected to be signed by year-end. Frich Lock-A-Shelf The Director presented a multi-year plan to install a Frich Lock-A-Shelf Disc Security System at all Elkhart Public Library locations with a cost approaching $500,000.00. The Board asked for cost saving information before consideration. NEW BUSINESS 2009 Board Meeting Dates
The Board approved the 2009 Board Meeting dates.
2009 Holiday Schedules
The Holiday Schedule for 2009 was considered.
Barbara G. Anderson moved THAT – the Holiday Schedule for 2009 be approved as presented. Second: Stuart B. Basquin Motion: Carried Indiana Bond Bank Year-End 2008 The Business/HR Manager recommended that the Library participate in the 2008 Year-End Indiana Bond Bank program. With the anticipated delay of advanced draws until 2009, this program will provide interim receipts to repay the Library’s two outstanding tax anticipated warrants by the due date of December 31, 2008.
Stuart B. Basquin moved THAT – the Elkhart Public Library participate in the 2008 Year-End Indiana Bond Bank program. Second: J. Scott Troeger Motion: Carried Indiana Bond Bank 2009 The Business/HR Manager recommended that the Library participate in the Indiana Bond Bank program for the year 2009. This program allows the Library to fund its budget during the portions of the year before advanced draws of tax money are received.
Barbara G. Anderson moved THAT – the Elkhart Public Library participate in the 2009 Indiana Bond Bank program. Second: Stuart B. Basquin Motion: Carried
Minutes of the Elkhart Public Library Board of Trustees 12/17/2008 Page 3
Questions and Information from Board, Staff, and Guests Stuart B. Basquin expressed his appreciation for employee’s memos reflecting on their experiences at library sponsored workshops. He also commended staff for their close adherence to budgeted expenditures. The Director indicated that the high point of 2008 was the inception of the Library’s new domain name – myepl.org. ADJOURNMENT There being no further business to transact, the meeting was adjourned at 8:15 p.m. The next regularly scheduled meeting of the Board of Trustees will be held January 21, 2009, 7:00 p.m., in meeting room #406 in the Elkhart Public Library Annex. __________________________ Stuart B. Basquin, Acting Secretary
Elkhart Public Library
300 S. Second Street
Elkhart, IN 46516
BOARD OF TRUSTEES’ MEETING
MINUTES
November 17, 2008
BOARD OF TRUSTEES MEETING
The meeting of the Elkhart Public Library Board of Trustees was held on November 17, 2008, 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, Renee’ Cocanower,
Mary E. Davis, and J. Scott Troeger. Krystal Anderson and Stuart B. Basquin were unable to attend. Also
present were Connie Jo Ozinga, Director, and Sandra Bevins, Business/HR Manager. Library staff in
attendance: Deborah Stewart, Assistant Director. No guests were attendance.
CONSENT AGENDA
A. Adoption of Agenda
B. Approval of Consent Agenda
a. Approval of Last Meeting Minutes
b. Approval of Financial Reports
c. Approval of Claims
d. Approval of Investments
e. Approval of Employee Changes
f. Approval of Circulation and Activity Reports
Mary E. Davis moved
THAT – the Consent Agenda be approved as presented.
Second: J. Scott Troeger Motion: Carried
DIRECTOR’S REPORT
Indiana Library Federation conference is scheduled for November 19th and 20th. The Indiana Coalition of
Public Libraries published the results of their focus group meeting. The Elkhart County Council and the
County Auditor will be hosting a meeting on November 25, 2008, to discuss the potential impact to taxing
units in Elkhart County regarding Circuit Breaker Estimates.
UNFINISHED BUSINESS
Building Upgrade Projects
The roof project for Dunlap Branch Library is complete. The carpet and furniture bidding process for
Osolo Branch Library and Pierre Moran Branch Library is in progress. The Frich shelving order should be
Minutes of the Elkhart Public Library Board of Trustees 11/17/2008 Page 2
placed by year-end. The engineering specs for the HVAC upgrade at the Main Branch are expected soon. The handicap ramp at the Main Library/Periodicals Department is still under discussion. Indiana Bond Bank Mid-Year 2008 The Business/HR Manager recommended that the Library participate in the 2008 Mid-Year Indiana Bond Bank program. This program allows the Library to fund its budget during the portions of the year before advanced draws of tax money are received.
J. Scott Troeger moved THAT – the Elkhart Public Library participate in the 2008 Mid-Year Indiana Bond Bank program. Second: Renee’ Cocanower Motion: Carried 2009 Salary Recommendations The Director presented a 2009 salary recommendation for a 3.0% cost-of-living increase to the Salary Schedules with an effective date of January 4, 2009.
J. Scott Troeger moved THAT – a 2% cost-of-living increase to the Salary Schedules be approved with an effective date of January 4, 2009. Second: Barbara G. Anderson Motion: Carried with 3 in favor, 1 opposed NEW BUSINESS None ADJOURNMENT There being no further business to transact, the meeting was adjourned at 8:20 p.m. The next regularly scheduled meeting of the Board of Trustees will be held December 17, 2008, 7:00 p.m., in meeting room #406 in the Elkhart Public Library Annex. __________________________ Renee’ Cocanower, Secretary
