Board Meeting Minutes

Board Meeting Minutes – 2007 06

Administrator : July 25, 2007 3:28 pm : Board Minutes

Elkhart Public Library

300 S. Second Street

Elkhart, IN 46516

BOARD OF TRUSTEES’ MEETING

MINUTES

June 20, 2007

BOARD OF TRUSTEES MEETING

The meeting of the Elkhart Public Library Board of Trustees was held on June 20, 2007, in meeting room

#406 of the Library Annex. Stuart B. Basquin, President, called the meeting to order at 7:00 p.m.

ROLL & INTRODUCTION OF GUESTS

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

and Janice E. Dean. Levar L. Johnson, Renee’ Cocanower, 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. Guests in attendance: Todd Samuelson, HJ Umbaugh;

Melissa Batka, The Truth.

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

Janice E. Dean moved

THAT – the Consent Agenda be approved as presented.

Second: Barbara G. Anderson Motion: Carried

DIRECTOR’S REPORT

The Director informed the Board that a draft of the 2008 Operating Fund budget will be presented at the

July Board Meeting. Janice E. Dean has been reappointed to a four-year term by the Elkhart Community

School Board and J. Scott Troeger has been reappointed to a four-year term by the Elkhart County

Council.

Minutes of the Elkhart Public Library Board of Trustees 06/20/2007 Page 2

UNFINISHED BUSINESS Main Library Project The Director informed the Board that the search continues for downtown property for a main library branch. Pierre Moran Branch Library Property An appraisal of the property owned by Southern Management and Development has been ordered. When received, the Library will make an offer based on the appraisal. Bond Information Presentation, HJ Umbaugh Todd Samuelson, HJ Umbaugh, presented bond issue options, with their resultant tax impact, for funding the Branch Library projects.

Mary Davis moved THAT – the Board proceed with the library branch building projects, estimated at $13,855,000, using a financial plan which includes a 5-year General Obligation Bond divided in two series. This motion includes a selection of Ice Miller LLP as bond counsel. Second: Janice E. Dean Motion: Carried NEW BUSINESS Nominating Committee The Board of Trustees created a committee to nominate officers. The offices to fill are President, Vice President, Treasurer, and Secretary. The Nominating Committee consists of Barbara G. Anderson and Mary E. Davis. The committee will present nominees at the next regularly scheduled Board Meeting. ADJOURNMENT There being no further business to transact, the meeting was adjourned at 8:00 p.m. The next regularly scheduled meeting of the Board of Trustees will be held July 18, 2007, 7:00 p.m., in meeting room #406 in the Elkhart Public Library Annex. __________________________ Barbara G. Anderson, Acting Secretary

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Board Meeting Minutes – 2007 05

Administrator : June 25, 2007 3:29 pm : Board Minutes

Elkhart Public Library

300 S. Second Street

Elkhart, IN 46516

BOARD OF TRUSTEES’ MEETING

MINUTES

May 23, 2007

BOARD OF TRUSTEES MEETING

The meeting of the Elkhart Public Library Board of Trustees was held on May 23, 2007, in meeting room

#406 of the Library Annex. Stuart B. Basquin, President, called the meeting to order at 7:05 p.m.

ROLL & INTRODUCTION OF GUESTS

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

Janice E. Dean, and Levar L. Johnson. Renee’ Cocanower and J. Scott Troeger were not able to attend.

Also present were Connie Jo Ozinga, Director, and Sandra Bevins, Business/HR Manager. Library staff in

attendance: Deborah Stewart, Assistant Director. Guests in attendance: Jeff Kauffman.

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 Cash Drawer/Petty Cash Changes

g. Approval of Circulation and Activity Reports

Barbara G. Anderson moved

THAT – the Consent Agenda be approved as presented.

Second: Janice E. Dean Motion: Carried

MY LIBRARY DV DEMONSTRATION

Deborah Stewart, Assistant Director, demonstrated the new MyLibrarydv program which is available to

the public.

DIRECTOR’S REPORT

The Director informed the Board of staff changes due to the vacancy in Technical Services. An

opportunity will be given to staff to donate as a group to the Primary Pulmonary Hypertension Association

in memory of Anne Gottbrath.

Minutes of the Elkhart Public Library Board of Trustees 5/23/2007 Page 2

UNFINISHED BUSINESS Main Library Project The Director informed the Board of the failed attempt in the eminent domain process to obtain the foundry property.

Mary E. Davis moved THAT – the Board no longer focus on the foundry property and move ahead with the development of the Pierre Moran Branch Library and the Osolo Branch Library. Second: Janice E. Dean Motion: Carried Pierre Moran Branch Library An appraisal of the property owned by Southern Management and Development will be ordered by the Director. Consideration will also be give to other properties. 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. The proposal was approved by consent. Question and Information from Board, Staff, and Guests The director was asked to reiterate 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 8:05 p.m. The next regularly scheduled meeting of the Board of Trustees will be held June 20, 2007, 7:00 p.m., in meeting room #406 in the Elkhart Public Library Annex. __________________________ Barbara G. Anderson, Acting Secretary

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Board Meeting Minutes – 2007 04

Administrator : May 25, 2007 3:30 pm : Board Minutes

Elkhart Public Library

300 S. Second Street

Elkhart, IN 46516

BOARD OF TRUSTEES’ MEETING

MINUTES

April 18, 2007

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 2, for discussion of strategy with respect to the purchase or lease of real property. The

executive session, which took place prior to the scheduled Board of Trustees Meeting on April 18, 2007,

was held in meeting room #406 and called to order at 6:00 p.m. by Stuart B. Basquin, President. Members

of the Board of Trustees present were Stuart B. Basquin, Barbara G. Anderson, Renee’ Cocanower, J. Scott

Troeger, Mary E. Davis, Janice E. Dean, and Levar L. Johnson. The Board discussed the strategy for

purchase of the foundry property. The Executive Session was adjourned at 7:10 p.m

BOARD OF TRUSTEES MEETING

The meeting of the Elkhart Public Library Board of Trustees was held on April 18, 2007, in meeting room

#406 of the Library Annex. Stuart B. Basquin, President, called the meeting to order at 7:20 p.m.

ROLL & INTRODUCTION OF GUESTS

Members of the Board of Trustees present were Stuart B. Basquin, Barbara G. Anderson, Renee’

Cocanower, J. Scott Troeger, Mary E. Davis, Janice E. Dean, and Levar L. Johnson. 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:

Karen Carter; Andy Carter; Booker Bevins; Rhonda Bevins.

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 Cash Drawer/Petty Cash Changes

g. Approval of Circulation and Activity Reports

J. Scott Troeger moved

THAT – the Consent Agenda be approved as presented.

Second: Mary E. Davis Motion: Carried

Minutes of the Elkhart Public Library Board of Trustees 4/18/2007 Page 2

PUBLIC HEARING Library Captial Projects Fund Plan 2008-2010 The President of the Board opened a public hearing for the Library Capital Projects Fund (LCPF) at 7:25 p.m. No comments or contentions were presented. The LCPF hearing was adjourned at 7:28 p.m. The Director reviewed the Library Capital Projects Fund (LCPF) expenditure plan as advertised. After adoption, the LCPF Plan will be submitted to the Elkhart County Council for review and approval. J. Scott Troeger moved THAT – the resolution to adopt the 2008 Library Capital Projects Fund be approved as presented. Second: Barbara G. Anderson Motion: Carried DIRECTOR’S REPORT The Director updated the Board on the current transition of INCOLSA and other legistative issues affecting libraries. The My Library DV (downloadable video) demonstration planned for this meeting was postponed until the regularly scheduled May Board Meeting. UNFINISHED BUSINESS Main Library Project The Director asked the Board to pass a motion allowing Jim Brotherson, Attorney, to proceed to the next step in the eminent domain process to obtain the foundry property.

Mary E. Davis moved THAT – the Board give authority to Jim Brotherson, Attorney, to proceed to the next step in the eminent domain process to obtain the foundry property. Second: Janice E. Dean Motion: Carried NEW BUSINESS No new business was presented at this meeting. ADJOURNMENT There being no further business to transact, the meeting was adjourned at 7:45 p.m. The next regularly scheduled meeting of the Board of Trustees will be held May 23, 2007, 7:00 p.m., in meeting room #406 in the Elkhart Public Library Annex. __________________________ Renee’ Cocanower, Secretary

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Board Meeting Minutes – 2007 03

Administrator : April 25, 2007 3:32 pm : Board Minutes

Elkhart Public Library

300 S. Second Street

Elkhart, IN 46516

BOARD OF TRUSTEES’ MEETING

MINUTES

March 21, 2007

BOARD OF TRUSTEES MEETING

The meeting of the Elkhart Public Library Board of Trustees was held on March 21, 2007, in meeting

room #406 of the Library Annex. Stuart B. Basquin, President, called the meeting to order at 7:00 p.m.

ROLL & INTRODUCTION OF GUESTS

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

Renee’ Cocanower, Janice E. Dean and Levar L. Johnson. 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; Geoff Trowbridge, Computer Network Manager. No

guests were in attendance.

CONSENT AGENDA

A. Adoption of Agenda

B. Approval of Consent Agenda

a. Approval of Last Meeting Minutes, with corrections to Roll & Introduction of Guests

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

My Library DV (downloadable video) is expected to be unveiled by April 15th. A demonstration is

planned for the April Board Meeting. The Library Capital Profect Fund plan for 2008 will be presented at

the April Board meeting.

Minutes of the Elkhart Public Library Board of Trustees 3/21/2007 Page 2

UNFINISHED BUSINESS Main Library Project Judge Bower set a deadline of April 1, 2007, for a settlement meeting, which has been scheduled for March 27, 2007.

Levar L. Johnson moved THAT – the Board give the Director authority to agree to a purchase price for the foundry property that does not exceed $900,000.00. The agreement will be presented to the Board for final approval. Second: Mary E. Davis Motion: Carried Director Evaluation The Chairperson of the Director Evaluation Committee, Janice E. Dean, presented the Director’s evaluation and contract renewal, recommending an annual salary of $92,000.00. Contract date is March 6, 2007. Board received report with voice vote. NEW BUSINESS There was no new business at this 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 18, 2007, 7:00 p.m., in meeting room #406 in the Elkhart Public Library Annex. __________________________ Renee’ Cocanower, Secretary

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Board Meeting Minutes – 2007 02

Administrator : March 25, 2007 3:40 pm : Board Minutes

Elkhart Public Library

300 S. Second Street

Elkhart, IN 46516

BOARD OF TRUSTEES’ MEETING

MINUTES

February 21, 2007

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 21, 2007, was

held in meeting room #406 and called to order at 6:00 p.m. by Stuart B. Basquin, President. Members of

the Board of Trustees present were Stuart B. Basquin, Barbara G. Anderson, Mary E. Davis, J. Scott

Troeger, and Janice E. Dean. Renee’ Cocanower and Levar L. Johnson were 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 21, 2007, in meeting

room #406 of the Library Annex. Stuart B. Basquin, President, called the meeting to order at 7:05 p.m.

ROLL & INTRODUCTION OF GUESTS

Members of the Board of Trustees present were Stuart B. Basquin, Barbara G. Anderson, Mary E. Davis, J.

Scott Troeger, and Janice E. Dean. Renee’ Cocanower and Levar L. Johnson were unable to attend. Also

present were Connie Jo Ozinga, Director, and Sandra Bevins, Business/HR Manager. Library staff in

attendance: Diann Stutzman, Administrative Bookkeeper and Nicole Sheler, Administrative Clerk. No

guests were in attendance.

CONSENT AGENDA

A. Adoption of Agenda

B. Approval of Consent Agenda

a. Approval of Last Meeting Minutes, with corrections to Board of Finance 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 Davis moved

THAT – the Consent Agenda be approved as presented.

Second: Janice E. Dean Motion: Carried

With protest by J. Scott Troeger to litigation charges from August Mack

Minutes of the Elkhart Public Library Board of Trustees 2/21/2007 Page 2

DIRECTOR’S REPORT The Director updated the Board on proposed legistation in this year’s state session. Key issues effecting libraries include outsourcing INCOLSA and INSPIRE and changing the bond approval process. UNFINISHED BUSINESS Main Library Project A status conference was rescheduled by Judge Bower. The Director will inform the Board when that date and time is established. NEW BUSINESS Rainy Day Fund The Library will be receiving a special CAGIT distribution which, by law, must be deposited into a Rainy Day Fund. A resolution to establish this fund was presented.

J. Scott Troeger moved THAT – the Elkhart Public Library approve a resolution to establish a Rainy Day Fund. Second: Barbara G. Anderson Motion: Carried Non-Resident Fee The Director presented a proposal for the 2007 Library Registration Fee for Non-Resident Patrons. The proposed annual fee will increase from $145.00 to $153.00. Janice E. Dean moved THAT – the 2007 Non-Resident Fee be set at $153.00. Second: Mary E. Davis Motion: Carried 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 March 21, 2007, 7:00 p.m., in meeting room #406 in the Elkhart Public Library Annex. __________________________ Barbara G. Anderson , Acting Secretary

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