Board Meeting Minutes

Elkhart Public Library

300 S. Second Street

Elkhart, IN 46516

BOARD OF TRUSTEES’ MEETING

MINUTES

October 22, 2008

BOARD OF TRUSTEES MEETING

The meeting of the Elkhart Public Library Board of Trustees was held on October 22, 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,

and Mary E. Davis. 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; Mark van

Lummel, Associate Director, Technical Services. Guests in attendance: Levar L. Johnson, past Board

Member.

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: Barbara G. Anderson Motion: Carried

DIRECTOR’S REPORT

Indiana Library Federation conference is scheduled for November 19th and 20th. The Indiana Coalition of

Public Libraries will sponsor a focus group at Nappanee Public Library on October 23, 2008. The

American Library Association’s Library Bill of Rights grants “access to library resources and services

regardless of sex, gender identity, gender expression, or sexual orientation”. The Director presented a

security system for audio visual materials being marketed by Frich Corporation.

Minutes of the Elkhart Public Library Board of Trustees 10/22/2008 Page 2

UNFINISHED BUSINESS Building Upgrade Projects The Main Library garage door project is completed. A replacement roof for Dunlap Branch Library has been ordered. The Branch lighting project is completed. Carpet and painting is planned for Osolo Branch Library and Pierre Moran Branch Library. The handicap lift at the Main Library/Periodicals Department has malfunctioned and may be replaced with a ramp. NEW BUSINESS None ADJOURNMENT There being no further business to transact, the meeting was adjourned at 8:05 p.m. The next regularly scheduled meeting of the Board of Trustees will be held November 17, 2008, 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

September 3, 2008

BOARD OF TRUSTEES MEETING

The meeting of the Elkhart Public Library Board of Trustees was held on September 3, 2008, in meeting

room #406 of the Library Annex. Janice E. Dean, President, called the meeting to order at 5:05 p.m.

ROLL & INTRODUCTION OF GUESTS

Members of the Board of Trustees present were Janice E. Dean, Barbara G. Anderson, Stuart B. Basquin,

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

Also present were Connie Jo Ozinga, Director, and Deborah Stewart, Assistant Director. No guests were

in attendance.

PUBLIC HEARING ON 2009 BUDGETS

The public hearing for the 2009 budgets was declared open to the public at 5:07 p.m. by Janice E. Dean,

President. The 2009 Operating budget of $6,366,370.00 and the 2009 LCPF budget of $542,000.00 were

presented to the public.

There being no objections from taxpayers, upon motion duly made and seconded, the public hearing on the

2009 budgets were declared closed at 5:10 p.m. Barbara G. Anderson moved to approve the budget as

proposed, Stuart B. Basquin seconded.

ADJOURNMENT

There being no further business to transact, the meeting was adjourned at 5:15 p.m. The next regularly

scheduled meeting of the Board of Trustees will be held September 17, 2008, 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

September 17, 2008

BOARD OF TRUSTEES MEETING

The meeting of the Elkhart Public Library Board of Trustees was held on September 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, Krystal Anderson,

Stuart B. Basquin, and Mary E. Davis. Renee’ Cocanower and J. Scott Troeger were unable to attend.

Krystal Anderson was appointed acting Secretary. 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. Several guests were in attendance.

CONSENT AGENDA

A. Adoption of Agenda, with removal of items resolved at last meeting

Unfinished Business: Response Letter to AV Display Complaint

New Business: Health Insurance Renewal

B. Approval of Consent Agenda

a. Approval of Last Two 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 revised.

Second: Krystal Anderson Motion: Carried

DIRECTOR’S REPORT

Indiana Library Federation conference is scheduled for November 19th and 20th. Special recognition was

given to Diann Stutzman for chairing the sesquicentennial parade bookworm project and to all staff and

volunteers for their participation.

Minutes of the Elkhart Public Library Board of Trustees 9/17/2008 Page 2

UNFINISHED BUSINESS Building Upgrade Projects The Main Library garage door project is in progress. The Branch lighting project is expected to begin in several weeks. Dunlap Branch Library will need a new roof this year. Cleveland Branch Library suffered a lightning strike that will necessitate an insurance claim. 2009 Budgets The 2009 Operating budget of $6,366,370.00 and the 2009 LCPF budget of $542,000.00 were presented to the Board. Stuart B. Basquin was designated pro tem Treasurer.

Barbara G. Anderson moved THAT – the 2009 Operating budget of $6,366,370.00 and the 2009 LCPF budget of $542,000.00 be adopted. Second: Krystal Anderson Motion: Carried NEW BUSINESS Question and Information from Board, Staff, and Guests Janice E. Dean, President, expressed appreciation to all staff involved in the summer reading program. Guests presented additional materials in relation to a resolved complaint concerning an Audio Visual display. 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 October 22, 2008, 7:00 p.m., in meeting room #406 in the Elkhart Public Library Annex. __________________________ Krystal Anderson, Acting Secretary

Elkhart Public Library

300 S. Second Street

Elkhart, IN 46516

BOARD OF TRUSTEES’ MEETING

MINUTES

August 20, 2008

BOARD OF TRUSTEES MEETING

The meeting of the Elkhart Public Library Board of Trustees was held on August 20, 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, Krystal Anderson,

Stuart B. Basquin, J. Scott Troeger, and Mary E. Davis. Renee’ Cocanower was unable to attend. Krystal

Anderson 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 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

J. Scott Troeger moved

THAT – the Consent Agenda be approved as presented.

Second: Stuart B. Basquin Motion: Carried

DIRECTOR’S REPORT

The installation of a historical marker for Charles Gordone has been postponed until the spring of 2009.

The increased demand for patron access to Indiana Workforce Development’s website is being addressed

with dedicated workstations. The 2008 Indiana Library Federation conference is scheduled for November

19th and 20th. The Board approved changing the date for the November Board Meeting to November 17,

2008. The staff in-service will be held on November 11, 2008.

Minutes of the Elkhart Public Library Board of Trustees 8/20/2008 Page 2

UNFINISHED BUSINESS Building Upgrade Projects The Director recommended approval of a contract with FM Stone Construction for $15,000.00 to replace a back garage door with a brick wall. Stack lighting at Osolo Branch Library is expected to cost $10,000.00 and stack lighting at Pierre Moran Branch is expected to cost $11,000.00.

Stuart B. Basquin moved THAT – the Director be authorized to sign a contract with FM Stone Construction in the amount of $15,000.00 to replace a back garage door with a brick wall as long as the quotes for the stack lighting are within the budgeted amounts. Second: Mary E. Davis Motion: Carried 2008 Budget Approval The 2008 budgets were approved on July 23, 2008, with a tax rate .0915 for the Operating Fund and .0065 for the Library Capital Projects Fund. 2009 Budgets The Director presented the 2009 budgets to the Board of Trustees. A public hearing on the budgets is scheduled for September 3, 2008, and the adoption of the budgets is scheduled to take place at the regular Board Meeting on September 17, 2008. Response Letter to AV Display Complaint The Board approved for mailing a response letter to a patron complaint concerning a display in Audio Visual Services. NEW BUSINESS Health Insurance Renewal The Library’s health insurance contract with Anthem has been renewed with an increase of 2.13% to the premium rates. The Library’s dental insurance contract with Health Resources, Inc. has been renewed with an increase of 3% to the premium rates. The Library’s vision insurance contract with Vision Service Plan has been renewed with no increase to the premium. Each of these plans has an effective date of September 1, 2008. ADJOURNMENT There being no further business to transact, the meeting was adjourned at 7:55 p.m. A special meeting of the Board of Trustees will be held September 3, 2008, 5:00 p.m., in meeting room #406 in the Elkhart Public Library Annex. The next regularly scheduled meeting of the Board of Trustees will be held September 17, 2008, 7:00 p.m., in meeting room #406 in the Elkhart Public Library Annex. __________________________ Krystal Anderson, Acting Secretary

Elkhart Public Library

300 S. Second Street

Elkhart, IN 46516

BOARD OF TRUSTEES’ MEETING

MINUTES

July 16, 2008

BOARD OF TRUSTEES MEETING

The meeting of the Elkhart Public Library Board of Trustees was held on July 16, 2008, in meeting room

#4 of the Main 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, Krystal Anderson, Renee’ Cocanower, and

Mary E. Davis. Barbara G. 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, along with staff

member and guests.

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: Renee’ Cocanower Motion: Carried

DIRECTOR’S REPORT

A welcome was extended to Krystal Anderson as a newly appointed member of the Board of Trustees. A

Library committee, under the direction of Diann Stutzman, Administrative Bookkeeper, is planning an

entry in the Elkhart Sesquicentennial parade as a human bookworm.

UNFINISHED BUSINESS

Building Upgrade Projects

The Director recommended several building projects: replace back garage door with a brick wall; install

stack lighting at Osolo Branch Library; replace Osolo Branch Library furniture. The Annex elevator is still

unusable as repairs continue.

Minutes of the Elkhart Public Library Board of Trustees 7/16/2008 Page 2

Unattended Children Policy An Unattended Children Policy was presented and approved.

Renee’ Cocanower moved THAT – the Unattended Children Policy be approved as presented. Second: Krystal Anderson Motion: Carried Gordone Historical Marker The Elkhart County Historical Society presented a request to the Board asking for permission to erect a historical marker for Charles Gordone on the west side of the Library property.

Mary E. Davis moved THAT – the permission be granted to the Elkhart County Historical Society to erect a historical marker on Library property. Second: Krystal Anderson Motion: Carried 2009 Budgets The Director presented a draft of the 2009 budget to the Board of Trustees with a budget figure of $6,366,370.00. NEW BUSINESS Question and Information from Board, Staff, and Guests Staff and guests discussed a “June is Gay Pride Month – Celebrate Diversity” poster and display. ADJOURNMENT There being no further business to transact, the meeting was adjourned at 7:55 p.m. The next regularly scheduled meeting of the Board of Trustees will be held August 20, 2008, 7:00 p.m., in meeting room #4 in the Elkhart Public Library main building. __________________________ Renee’ Cocanower, Secretary