Board Meeting Minutes

Board Meeting Minutes 2013 04

Administrator : May 22, 2013 10:11 am : Board Minutes

MINUTES


 

ROLL CALL & INTRODUCTION OF GUESTS

The regular meeting of the Board of Trustees of Elkhart Public Library was called to order by Barbara G. Anderson, president, at 5:30 p.m., on April 23, 2013, in Meeting Room #1 of the Main Library.

Members present: Barbara G. Anderson, Krystal Anderson, Renee’ Cocanower, Janice E. Dean, and J. Scott Troeger.

Members absent: Brian Byrn and Mary E. Davis.

Others present: Deborah L. Stewart, director, Sandra Bevins, business manager

Staff or Guests present: Marjorie Schaphorst, Mark van Lummel

CONSENT AGENDA

Adoption of Consent Agenda

Renee’ Cocanower moved THAT the Board adopt the Consent Agenda as presented.

Janice E. Dean seconded.                    Motion: Carried

PRESIDENT’S BUSINESS

  • Board Member Reappointments:  The term of appointment will expire on June 30, 2013, for two board members.  Barbara G. Anderson, appointed by the Elkhart County Commissioners, has served four terms and is not eligible for reappointment.  An invitation has been extended to a citizen to serve on the board.  Brian Byrn, appointed by the Elkhart County Council, has served one term and accepted the board’s request that he be reappointed.  A request for reappointment has been sent to the Elkhart County Council.
  • Director Review Scheduling:  The Board began discussing the tools and dates to be used for the director review.  A director review committee consisting of Krystal Anderson, Renee’ Cocanower, and Janice E. Dean, will present a completed review at the June 18, 2013, board meeting.

DIRECTOR’S REPORT

  • Additional informational items:

Allison McClain will present a program at Woodlawn Nature Center on April 27, 2013, at 10.00 a.m.

Elkhart County Historical Museum will conduct an open house for its library April 25, 2013 from 5:00 p.m. – 7:00 p.m.

Requests for ILF District 1 conference reservations are needed tonight.

The events of National Library Week were attended well with 639 patron entries for various prizes.

  • Mark van Lummel, department head, presented a tour of the Technical Services department.

UNFINISHED BUSINESS

Long Range Plan

Staff training is the focus of the current long range planning process.  This will include training during the in-service program.  The process for developing the next long range plan will begin with a search for an outside professional facilitator.

 

Phase II Renovations

Eric Leedy, Leedy Architects, has not yet received price quotes for the Main Library elevator replacement.  No action was taken at this meeting.

Department Head – MLS Job Description

The Department Head – MLS job description was approved with revisions:  Revise QUALIFICATIONS to read “Indiana Certification for Public Library Professionals, or the ability to obtain it within six (6) months of hire.”

J. Scott Troeger moved THAT the Department Head – MLS job description be adopted as revised.

Krystal Anderson seconded.                Motion: Carried

Investment Policy & Resolution

The Investment Policy & Resolution was approved with revisions to the Resolution:  Revise ANNUAL MEETING to read: The Elkhart Public Library Board of Finance shall meet annually, after the first Monday and on or before the last day of January, to elect a president and secretary, review the written report of the Library’s investments during the previous calendar year and review the Library’s investment policy. (IC 5-13-7-6).”

J. Scott Troeger moved THAT the Investment Policy and Resolution be adopted as revised.

Renee’ Cocanower seconded.              Motion: Carried

NEW BUSINESS

Emergency Closing Policy

The Emergency Closing Policy was presented.  Additional revisions to the language will be presented at the May 21, 2013, board meeting.

Code of Conduct Policy

The Code of Conduct Policy was not presented.  Clarification from the board was requested by the director before it was prepared for submission.

Librarian Job Description

The Director presented the Librarian job description. Additional revisions to the language will be presented at the May 21, 2013, board meeting.

Business Manager Job Description

The Director presented the Business Manager job description. Additional revisions to the language will be presented at the May 21, 2013, board meeting.

Human Resource Generalist Job Description

The Director presented the Human Resource Generalist job description. Additional revisions to the language will be presented at the May 21, 2013, board meeting.

Administrative Assistant Job Description

The Director presented the Administrative Assistant job description. Additional revisions to the language will be presented at the May 21, 2013, board meeting.

Custodian Job Description

The Director presented the Custodian job description. Additional revisions to the language will be presented at the May 21, 2013, board meeting.

Questions and Information from Board, Staff, and Guests

No additional questions or information was presented.

ADJOURNMENT

The meeting was adjourned by consensus at 7:15 p.m. The next regularly scheduled meeting of the Board of Trustees will be on May 21, 2013, at 5:30 p.m. in Meeting Room #1 of the Main Library.

 

 

 

 

__________________________

Krystal Anderson, Secretary

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Board Meeting Minutes 2013 03

Administrator : April 24, 2013 9:49 am : Board Minutes

MINUTES


 

ROLL CALL & INTRODUCTION OF GUESTS

The regular meeting of the Board of Trustees of Elkhart Public Library was called to order by Barbara G. Anderson, president, at 5:30 p.m., on March 19, 2013, in Meeting Room #1 of the Main Library.

Members present: Barbara G. Anderson, Krystal Anderson, Brian Byrn, Mary E. Davis, and Janice E. Dean.

Members absent:  Renee’ Cocanower and J. Scott Troeger

Others present: Sandra Bevins, business/HR manager

Staff or Guests present: Jeanne Glanders, Marjorie Schaphorst

CONSENT AGENDA

Adoption of Consent Agenda

Janice E. Dean moved THAT the Board adopt the Consent Agenda as presented.

Krystal Anderson seconded.                Motion: Carried

PRESIDENT’S BUSINESS

  • Annual Review of Policies:  The annual review of policies was received as presented.
  • Board Member Reappointments:  The term of appointment will expire on June 30, 2013, for two board members.  Barbara G. Anderson, appointed by the Elkhart County Commissioners, has served four terms and is not eligible for reappointment.  Brian Byrn, appointed by the Elkhart County Council, has served one term and accepted the Board’s request that he be reappointed.

DIRECTOR’S REPORT

  • No additions to the Director’s Notes.
  • Jeanne Glanders presented an overview of the Popular Materials department.

UNFINISHED BUSINESS

Long Range Plan

This agenda item was tabled until the April 16, 2013, meeting.

 

One Book One Michiana Program

The book title for the 2013 One Book One Michiana program is Killer Angels: A Novel of the Civil War by Michael Shaara.  The Friends of the Elkhart Public Library successfully sponsored the live theatrical production Abe Lincoln, Mark Twain and the Civil War on March 6, 2013.  Various programs and presentations continue to be planned in conjunction with this program.

 

Phase II Renovations

Eric Leedy, Leedy Architects, is reaching out to other elevator companies for renovation plans and cost estimates for a new elevator in the Main building.  As of this date no results have been received.  No action was taken at this meeting.

Bookkeeper Job Description

The Bookkeeper Job Description was approved with revisions:  Revise SUMMARY to begin with “The Bookkeeper”.  Revise second bullet point under ESSENTIAL DUTIES to read “Provides exceptional customer service at the Library’s administrative service desk and in answering telephone calls when necessary”.  Revise second bullet point under KNOWLEDGE, SKILLS and ABILITIES to read “Ability to deal tactfully and courteously in person and on the telephone with all people in a business and public service context, as well as with professional colleagues”.

Mary E. Davis moved THAT the Bookkeeper Job Description be adopted as revised.

Brian Byrn seconded.                            Motion: Carried

Insurance Program Policy

The Insurance Program Policy was approved with revisions:  Revise PURPOSE to remove “Full information on current plan benefits and rates are available in the Human Resource office”.

Krystal Anderson moved THAT the Insurance Program Policy be adopted as revised.

Brian Byrn seconded.                            Motion: Carried

NEW BUSINESS

Non-Resident Card Policy

The Non-Resident Card Policy was presented.  This policy allows access to library services by non-residents as stipulated in IC 36-12-2-25.

Janice E. Dean moved THAT the Non-Resident Card Policy be adopted as presented.

Krystal Anderson seconded.                Motion: Carried

Non-Resident Card Fee Resolution

The Non-Resident Card Fee Resolution was presented.  This resolution sets the non-resident fee at $57.00 for a non-resident card and $25.00 for a reduced-fee non-resident card.

Mary E. Davis moved THAT the Non-Resident Card Fee Resolutions be adopted as presented.

Janice E. Dean seconded.                    Motion: Carried

Investment Policy & Resolution

The Investment Policy was presented.  Additional revisions to the language will be presented at the April 16, 2013, board meeting.

Holiday Policy

The Holiday Policy was presented.  This resolution establishes the Library’s policy regarding the observance of holidays.

Krystal Anderson moved THAT the Holiday Policy be adopted as presented.

Brian Byrn seconded.                            Motion: Carried.

Code of Conduct Policy

This agenda item was tabled until the April 16, 2013, board meeting.

Emergency Closing Policy

The Emergency Closing Policy was presented.  Additional revisions to the language will be presented at the April 16, 2013, board meeting.

Department Head – MLS Job Description

The Department Head – MLS Job Description was presented. Additional revisions to the language will be presented at the April 16, 2013, board meeting.

Questions and Information from Board, Staff, and Guests

No additional questions or information was presented.

ADJOURNMENT

The meeting was adjourned by consensus at 6:55 p.m. The next regularly scheduled meeting of the Board of Trustees will be on April 16, 2013, at 5:30 p.m. in Meeting Room #1 of the Main Library.

 

 

 

 

__________________________

Krystal Anderson, Secretary

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Board Meeting Minutes 2013 02

Administrator : March 20, 2013 8:53 am : Board Minutes

MINUTES


 

ROLL CALL & INTRODUCTION OF GUESTS

The regular meeting of the Board of Trustees of Elkhart Public Library was called to order by Barbara G. Anderson, president, at 5:30 p.m., on February 26, 2013, in Meeting Room #1 of the Main Library.

Members present: Barbara G. Anderson, Krystal Anderson, Brian Byrn, Renee’ Cocanower, Janice E. Dean, and J. Scott Troeger.

Members absent:  Mary E. Davis

Others present: Deborah L. Stewart, director; Sandra Bevins, business/HR manager

Staff or Guests present: None

CONSENT AGENDA

Adoption of Consent Agenda

Renee’ Cocanower moved THAT the Board adopt the Consent Agenda as presented.

Krystal Anderson seconded.                Motion: Carried

PRESIDENT’S BUSINESS

  • 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.

J. Scott Troeger moved THAT the Board approve the Resolution to Join Indiana State Library Consortium as presented.

Janice E. Dean seconded.  Motion: Carried

  • Annual Review of Policies:  This agenda item was tabled until the March 19, 2013, meeting.

DIRECTOR’S REPORT

  • No additional items to Director’s Notes were presented.
  • This agenda item was tabled until the March 19, 2013, meeting.

UNFINISHED BUSINESS

Long Range Plan

This agenda item was tabled until the March 19, 2013, meeting.

 

One Book One Michiana Program

The title for the 2013 One Book One Michiana program is Killer Angels: A Novel of the Civil War by Michael Shaara.  The Friends of the Elkhart Public Library will be sponsoring the live theatrical production Abe Lincoln, Mark Twain and the Civil War on March 6, 2013.  Additional information will be presented at the March 19, 2013, meeting.

 

Phase II Renovations

Eric Leedy, Leedy Architects, is reaching out to other elevator companies for renovation plans and cost estimates for a new elevator in the Main building.  No action was taken at this meeting.

 

Amnesty Program

Preparations continue for the amnesty program scheduled for March 4, 2013, to March 30, 2013.  This program will allow patrons to return overdue materials with no penalties.

Alternative Reconciliation Program for Patron Account Policy

This policy establishes an amnesty program and a food for fines program.

Janice E. Dean moved THAT the Elkhart Public Library approve the Alternative Reconciliation Program for Patron Account Policy.

Brian Byrn seconded.            Motion: Carried

Bookkeeper Job Description

This agenda item was tabled until the March 19, 2013, meeting.

Insurance Program Policy

This agenda item was tabled until the March 19, 2013, meeting.

NEW BUSINESS

Non-Resident Card Policy

This agenda item was tabled until the March 19, 2013, meeting..

Non-Resident Fee Resolution

This agenda item was tabled until the March 19, 2013, meeting..

Code of Conduct Policy

This agenda item was tabled until the March 19, 2013, meeting..

Attendance Policy

This agenda item was tabled until the March 19, 2013, meeting..

Emergency Closing Policy

This agenda item was tabled until the March 19, 2013, meeting..

Investment Policy & Resolution

This agenda item was tabled until the March 19, 2013, meeting.

Electronic Funds Transfer Resolution

This agenda item was tabled until the March 19, 2013, meeting.

Questions and Information from Board, Staff, and Guests

President Barbara G. Anderson called for questions or comments from the public as they may relate to any matters on the agenda.  There were none.

ADJOURNMENT

The meeting was adjourned by consensus at 5:55 p.m. The next regularly scheduled meeting of the Board of Trustees will be on March 19, 2013, at 5:30 p.m. in Meeting Room #1 of the Main Library.

 

 

 

 

__________________________

Krystal Anderson, Secretary

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Board Meeting Minutes 2013 01

Administrator : February 27, 2013 1:30 pm : Board Minutes

MINUTES


BOARD OF FINANCE MEETING                                                            

The meeting of the Board of Finance of Elkhart Public Library was held January 15, 2013, Meeting Room #1 of the Main Library and called to order at 5:30 p.m. by Barbara G. Anderson, president.  Renee’ Cocanower was named Acting Secretary for this meeting.  The Board of Finance elected Barbara G. Anderson as President and Krystal Anderson as Secretary for fiscal year 2013.  The Board of Finance reviewed the Investment Policy and the Report of Investments.  The Elkhart Truth and The Goshen News were designated as qualified publications in which the Library shall publish notices.

Mary E. Davis moved THAT the election of the Board of Finance Officers, the Investment Policy, and the Report of Investments, and the designated publications be approved and that the meeting be adjourned.

Renee’ Cocanower seconded.    Motion: Carried

BOARD MEETING

ROLL CALL & INTRODUCTION OF GUESTS

The regular meeting of the Board of Trustees of Elkhart Public Library was called to order by Barbara G. Anderson, president, at 5:35 p.m., on January 15, 2013, in Meeting Room #1 of the Main Library. Renee’ Cocanower was named Acting Secretary for this meeting.

Members present: Barbara G. Anderson, Brian Byrn, Renee’ Cocanower, and Mary E. Davis.

Members absent:  Krystal Anderson, Janice E. Dean, and J. Scott Troeger,

Others present: Deborah L. Stewart, director; Sandra Bevins, business/HR manager

Staff or Guests present: Marsha Eilers, Judy Ferrell, Elizabeth Layman, Marjorie Schaphorst

CONSENT AGENDA

Adoption of Consent Agenda

Renee’ Cocanower moved THAT the Board adopt the Consent Agenda as presented.

Brian Byrn seconded.                            Motion: Carried

PRESIDENT’S BUSINESS

  • Resolution Recognizing the Friends of the Elkhart Public Library:

Mary E. Davis moved THAT the Board recognize its appreciation of the work of the Friends of the Library in promoting and carrying out successful fund-raising for the benefit of the Library.

Renee’ Cocanower Seconded.        Motion: Carried

  • Proposed 2013 Department Report Calendar:  A schedule for 2013 Department presentations was approved.

DIRECTOR’S REPORT

  • No additional Items to Director’s Notes were presented.
  • Judy Ferrell, Reference Services Department Head, presented an overview of Reference Services.
  • The annual review of the Library’s five-year Maintenance Plan was presented.

UNFINISHED BUSINESS

Long Range Plan

A staff committee is working on training needs for staff and public.  An online testing database, ed2go, will be used for staff competency testing.


 

Phase II Renovations

Renovation plans and cost estimates for a new elevator in the Main building have not been received from Eric Leedy, Leedy Architects.  No action was taken.

PERF Resolution

A resolution was presented authorizing the Library to discontinue paying the employees’ mandatory 3% contribution effective January 20, 2013.

Mary E. Davis moved THAT the Elkhart Public Library discontinue paying the employees’ mandatory 3% contribution effective January 20, 2013.

Renee’ Cocanower seconded.              Motion: Carried

NEW BUSINESS

Bookkeeper / Accounting Assistant Job Description

The Director presented the Bookkeeper/Accounting Assistant job description. Additional revisions to the language will be presented at the next scheduled board meeting.

Alternative Patron Account Reconciliation Programs Policy

The Director presented the Alternative Patron Account Reconciliation Programs Policy.  Additional revisions to the title and language will be presented at the next scheduled board meeting.

Insurance Program Policy

The Director presented the Insurance Program Policy. Additional revisions to the language will be presented at the next scheduled board meeting.

Non-Resident Fee Resolution

The Director presented the Non-Resident Fee Policy. Additional revisions to the language will be presented at the next scheduled board meeting.

Questions and Information from Board, Staff, and Guests

No additional questions or information was presented.

ADJOURNMENT

The meeting was adjourned by consensus at 7:10 p.m. The next regularly scheduled meeting of the Board of Trustees will be on February 19, 2013, at 5:30 p.m. in Meeting Room #1 of the Main Library.

 

 

 

 

__________________________

Renee’ Cocanower, Acting Secretary

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Board Meeting Minutes 2012 12

Administrator : January 18, 2013 1:49 pm : Board Minutes

MINUTES


ROLL CALL & INTRODUCTION OF GUESTS

The regular meeting of the Board of Trustees of Elkhart Public Library was called to order by Barbara G. Anderson, president, at 5:30 p.m., on December 18, 2012, in Meeting Room #1 of the Main Library.

Members present: Barbara G. Anderson, Krystal Anderson, Brian Byrn, Mary E. Davis, Janice E. Dean, and J. Scott Troeger.

Members absent: Renee’ Cocanower

Others present: Deborah L. Stewart, director; Sandra Bevins, business/HR manager

Staff or Guests present: Marsha Eilers, Judy Ferrell, Elizabeth Layman, Gwen Robison, Marjorie Schaphorst

CONSENT AGENDA

Adoption of Consent Agenda

Janice E. Dean moved THAT the Board adopt the Consent Agenda as presented.

Krystal Anderson seconded.                Motion: Carried

PRESIDENT’S BUSINESS

  • Review of 2012 Accomplishments: Electronic newsletter; Redesigned web page and intranet;  Long Range Plan updates; Participated in various community functions; Renovation open house; Sold garage property; Finalized re-organization and compensation study resulting in a new benefit package.

DIRECTOR’S REPORT

  • No additional Items to Director’s Notes were presented.

UNFINISHED BUSINESS

Sale of Property – Bookmobile and Garages

The property containing the garages listed with FM Stone Commercial has received a purchase offer of $110,000.00.  Closing is scheduled for December 19, 2012.  The purchaser has agreed to lease one garage back to the Library on a month to month basis.  The bookmobile unit has not received any inquiries.

Organizational/Compensation Study – Benefit Package Policy Review

The Board reviewed the policies to be rescinded:  Family Illness Leave, Funeral Leave, Leave-of-Absence without Pay, Personal Leave, Sick Leave.

J. Scott Troeger moved THAT the above listed policies be rescinded effective January 1, 2013.

Mary E. Davis seconded.                     Motion: Carried

The Board reviewed the policies to be adopted:  Bereavement, Educational Leave, Employee Category, FMLA, Holiday, PTO, and Vacation Policy.

J. Scott Troeger moved THAT the above listed policies be adopted as presented.

Brian Byrn seconded.                            Motion: Carried

The Board reviewed the Vacation Policy Transitional Addendum.

Janice E. Dean moved THAT the Vacation Policy Transitional Addendum be adopted as presented.

J. Scott Troeger seconded.                  Motion: Carried


 

Long Range Plan

The Main Building Accessibility study for the Long Range Plan resulted in the installation of keyboards and monitors that are user friendly for handicapped patrons.  Also, additional lighting was installed at the branches.

Phase II Renovations

The Director presented renovation plans and cost estimates for a new elevator in the Main building.  The plan estimate for an interior elevator was $586,951.00 and for an exterior elevator was $757,278.00.  Both are cost prohibitive.  Eric Leedy, Leedy Architects, will consider other options and present revised plans and cost estimates.  No action was taken.

Department Head – Non MLS Job Description

An updated Department Head – Non MLS Job Description was presented.

Mary E. Davis moved THAT the Department Head – Non MLS Job Description be adopted as presented.

Brian Byrn seconded.                            Motion: Carried

NEW BUSINESS

Salary Increases – 2013

The Director presented a recommendation for a 3.0% cost-of-living increase at an estimated cost of $105,000.00.  Facts discussed:  Salary increases have not been awarded for two years; Cost of living has increased by 3.4%; The Library will discontinue paying the employee’s 3% contribution to individual PERF accounts reducing expenses by approximately $90,000.00; Increased employee expenses for health insurance due to the Library’s cap on health insurance contribution.

Brian Byrn moved THAT the Board approve a 3.0% cost-of-living increase effective on the first payroll in January 2013.

Krystal Anderson seconded.                Motion: Carried

2013 Board Meeting Dates

These meeting dates are in compliance with the Board By-Laws.  No action required.

2013 Holiday Closing Schedule

The Holiday Schedule for 2013 was considered.

Krystal Anderson moved THAT the Holiday Schedule for 2013 be approved as presented.

Brian Byrn seconded.                            Motion: Carried

2013 Monthly Board Calendar

The Board accepted the 2013 Monthly Board Calendar as presented.

Questions and Information from Board, Staff, and Guests

No additional questions or information was presented.

ADJOURNMENT

The meeting was adjourned by consensus at 6:15 p.m. The next regularly scheduled meeting of the Board of Trustees will be on January 15, 2013, 5:30 p.m. in Meeting Room #1 of the Main Library.

 

 

 

 

__________________________

Krystal Anderson, Secretary

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ELKHART PUBLIC LIBRARY
300 SOUTH SECOND STREET
ELKHART, IN 46516
(574) 522-5669
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