Board Meeting Minutes

Board Meeting Minutes – 2009 07

Administrator : August 25, 2009 2:32 pm : Board Minutes

Elkhart Public Library

300 S. Second Street

Elkhart, IN 46516

BOARD OF TRUSTEES’ MEETING

MINUTES

July 22, 2009

BOARD OF TRUSTEES MEETING

The meeting of the Elkhart Public Library Board of Trustees was held on July 22, 2009, 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, Krystal Anderson, Brian Byrn, and J.

Scott Troeger. Barbara G. Anderson, Renee’ Cocanower, Mary E. Davis were 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: Diann Stutzman, Administrative Bookkeeper.

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: Krystal Anderson Motion: Carried

DIRECTOR’S REPORT

The Director reported that the Library was able to send approximately 50 employees to the ALA

conference exhibits in Chicago.

UNFINISHED BUSINESS

HVAC Update

The Board President signed a contract with Griffen Plumbing & Heating for the boiler and chiller

replacement project upon the recommendation from architect M/E Design Service.

Minutes of the Elkhart Public Library Board of Trustees 7/22/2009 Page 2

NEW BUSINESS

Safe Place Proposal

The proposal for the Library to become a Safe Place partner was recinded by Family Services/iFIT due to budget considerations.

2010 Budget and Budget Calendar Changes

The Director presented a draft of the 2010 budget to the Board of Trustees with a budget figure of $6,542,020.00. Adoption is expected to take place at the regularly scheduled October Board Meeting.

Health Insurance Renewal

The current health insurance plan with Anthem will experience a 7.00% increase to the premium rates. Other plan options were presented to reduce the amount of the increase.

J. Scott Troeger moved

THAT – staff concensus determine the plan choice with the Library paying a maximum of $549.59 toward the employee’s health insurance premium.

Second: Krystal Anderson Motion: Amended

Krystal Anderson moved

THAT – the previous motion be amended.

THAT – the Library Board accept Anthem’s PPO Option 10, Rx Option A plan offer, paying the employee’s monthly health insurance premium of $549.59.

THAT – the Director begin exploring health insurance options with the Library’s broker in April 2010, including staff in the discussions.

Second: J. Scott Troeger Motion: Carried

The Library’s dental insurance contract with Health Resources, Inc. has been renewed with no increase to the premium rates. The Library’s vision insurance contract with Vision Service Plan has been renewed with an increase of 4.4% to the premium rates. Each of these plans has an effective date of September 1, 2009.

Question and Information from Board, Staff, and Guests

Janice E. Dean expressed appreciation for the Read Away the Fines program. Janice E. Dean proposed a board work session prior to the regularly scheduled September Board Meeting to allow board members to review staff’s input in the Main Idea project.

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 August 19, 2009, 7:00 p.m., in meeting room #406 in the Elkhart Public Library Annex.

__________________________

Krystal Anderson, Acting Secretary

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Board Meeting Minutes – 2009 06

Administrator : July 25, 2009 2:41 pm : Board Minutes

Elkhart Public Library

300 S. Second Street

Elkhart, IN 46516

BOARD OF TRUSTEES’ MEETING

MINUTES

June 24, 2009

BOARD OF TRUSTEES MEETING

The meeting of the Elkhart Public Library Board of Trustees was held on June 24, 2009, in meeting room

#406 of the Library Annex. Janice E. Dean, President, called the meeting to order at 7:00 p.m.

BID OPENING HVAC PROJECT

Bids for the Library’s boiler and chiller replacement project were opened. Griffen Plumbing and Heating

offered the lowest bid in the amount of $209,000.00. Architect M/E Design Services will examine all bids.

Mary E. Davis moved

THAT – the Board President be authorized to sign a contract for the boiler and chiller replacement

project after consulting with and receiving recommendations from architect M/E Design Services.

Second: Barbara G. Anderson Motion: Carried

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.

Mary E. Davis was appointed as acting secretary. Also present were Connie Jo Ozinga, Director, Deborah

Stewart, Assistant Director, and Sandra Bevins, Business/HR Manager. Library staff in attendance: Diann

Stutzman, Administrative Bookkeeper; James Reynolds, Building Superintendent. Several guests were in

attendance.

CONSENT AGENDA

A. Adoption of Agenda, with additional items

Director’s Report: Dunlap Parking Lot

Unfinished Business: Nominating Committee

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 6/24/2009 Page 2

DIRECTOR’S REPORT

The new management of Workforce Development will continue to provide help staff for unemployment filers. The Assistant Director is compiling ideas from the Main Idea brainstorming sessions. Indiana State Library has developed a draft of the new public library standards. Elkhart Public Library scores in the enhanced rating in the majority of categories. The Library Capital Projects Fund Plan was approved by the Elkhart County Council. Repairs to the parking lot at Dunlap Branch Library are estimated at $25,000.00.

UNFINISHED BUSINESS

Nominating Committee

The Board of Trustees Nominating Committee presented the slate of officers for July 1, 2009 to June 30, 2010: Janice E. Dean, President; Barbara G. Anderson, Vice President; Renee’ Cocanower, Secretary; and J. Scott Troeger, Treasurer.

Stuart B. Basquin moved

THAT – the above slate be approved as officers from July 1, 2009 to June 30, 2010.

Second: Krystal Anderson Motion: Carried

NEW BUSINESS

Safe Place Proposal

The Management Advisory Committee recommended the Library accept a proposal from Family Services/iFIT to become a Safe Place partner.

Krystal Anderson moved

THAT – the Elkhart Public Library become a Safe Place partner at each Library location.

Second: Mary E. Davis Motion: Carried

2010 Budget and Budget Calendar Changes

The budget calendar has been moved up by the Department of Local Government Finance. The Library’s first budget advertisement may be as early as July 24th with budget adoption at the regularly scheduled August Board Meeting.

Question and Information from Board, Staff, and Guests

Mary E. Davis requested that the Assistant Director be given a place at the table during the Board Meetings but not on the Board Agenda. Special appreciation was expressed to Stuart B. Basquin for his 15 years of dedicated service to the Board of Trustees

ADJOURNMENT

There being no further business to transact, the meeting was adjourned at 8:30 p.m. The next regularly scheduled meeting of the Board of Trustees will be held July 22, 2009, 7:00 p.m., in meeting room #406 in the Elkhart Public Library Annex.

__________________________

Mary E. Davis, Acting Secretary

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Board Meeting Minutes – 2009 05

Administrator : June 25, 2009 2:41 pm : Board Minutes

Elkhart Public Library

300 S. Second Street

Elkhart, IN 46516

BOARD OF TRUSTEES’ MEETING

MINUTES

May 20, 2009

BOARD OF TRUSTEES MEETING

The meeting of the Elkhart Public Library Board of Trustees was held on May 20, 2009, 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.

Mary E. Davis was appointed as acting secretary. Also present were Connie Jo Ozinga, Director, and

Diann Stutzman, Administrative Bookkeeper. 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

Stuart B. Basquin moved

THAT – the Consent Agenda be approved as presented.

Second: Barbara G. Anderson Motion: Carried

DIRECTOR’S REPORT

The staff at the Main Library will be participating in brainstorming groups focused on alternative ways to

utilize the space in the Main Library bulding. Several Board members expressed an interest in

participating in these sessions. A staff committee is researching options for Audio Visual packaging which

will facilitate both DVD and CD shelving in a more user friendly manner.

Minutes of the Elkhart Public Library Board of Trustees 5/20/2009 Page 2

UNFINISHED BUSINESS

Main HVAC Upgrade

The boiler specifications are completed, a wage scale meeting is scheduled, and the bid is ready for advertisement. Bid openings will take place at the regulary scheduled June Board Meeting.

New position/Departmental Changes Recommendation

The Director presented recommendations for the reorganization of positions and departments at the April 2009 Board Meeting. No new revisions were recommended.

Stuart B. Basquin moved

THAT – the new position and department changes be approved as presented.

Second: Mary E. Davis 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 committee will present nominees at the next regularly scheduled Board Meeting.

Question and Information from Board, Staff, and Guests

Barbara G. Anderson asked about the status of the repair to the atriums at the branches. Repairs have yet to begin. Janice E. Dean requested the addition of a permanent agenda section titled “Assistant Director’s Report” to the Board Meeting Agenda. Mary E. Davis requested that the Assistant Director be given a place at the table during the Board Meetings.

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 24, 2009, 7:00 p.m., in meeting room #406 in the Elkhart Public Library Annex.

__________________________

Mary E. Davis, Acting Secretary

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Board Meeting Minutes – 2009 04

Administrator : May 25, 2009 2:44 pm : Board Minutes

Elkhart Public Library

300 S. Second Street

Elkhart, IN 46516

BOARD OF TRUSTEES’ MEETING

MINUTES

April 22, 2009

BOARD OF TRUSTEES MEETING

The meeting of the Elkhart Public Library Board of Trustees was held on April 22, 2009, 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, Renee’ Cocanower,

Mary E. Davis, and 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. Library staff in

attendance: Diann Stutzman, Patty Wright, Diana Gill. Guests in attendance: Mike Ehret, Deb Ehret,

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

Stuart B. Basquin moved

THAT – the Consent Agenda be approved as presented.

Second: Barbara G. Anderson Motion: Carried

DIRECTOR’S REPORT

The Director reported that the Library was forced to close for two and a half days during the week of

April 5th due to a water main break which left the Library without water. There will be no access to the

Polaris system on April 29, 2009, during a scheduled upgrade. Beginning June 1, 2009, photographs will

be added to patron records. Indiana State Library has proposed new public library standards.

UNFINISHED BUSINESS

Library Capital Projects Fund Plan 2010

Tabled.

Minutes of the Elkhart Public Library Board of Trustees 4/22/2009 Page 2

Library Capital Projects Fund Plan 2010 Public Hearing

A public hearing for the Library Capital Projects Fund (LCPF) was rescheduled for May 12, 2009, at 5:00 p.m.

Pierre Moran Branch Library and Osolo Branch Library Carpet Etc. Projects

The carpeting projects for Osolo Branch Library and Pierre Moran Branch Library are completed, except for a few minor fixes to be finalized at Pierre Moran Branch Library.

Main HVAC Upgrade

The boiler specifications are expected to be completed and ready to be put out for bids by next week. The chiller specifications are planned to be put out for bids in the fall of 2009.

NEW BUSINESS

Checking & Payroll Account Proposal

Sandra Bevins, Business/HR Manager, presented a proposal to transfer the Library’s general checking, savings, and payroll accounts from Fifth Third Bank to Teachers Credit Union.

Stuart B. Basquin moved

THAT – the Checking & Payroll Accounts Proposal be approved as presented.

Second: Barbara G. Anderson Motion: Carried

Outreach Coordinator Job Description

A final version of the Outreach Coordinator Job Description is ready for distribution.

New Position/Departmental Changes Recommendation

The Director presented recommendations for the reorganization of positions and departments. Discussion of this item will continue at future Board Meetings.

Basquin Term Expiration

Stuart B. Basquin, Elkhart County Council appointee, will have served the full number of terms allowed by law as of June 2009. He recommended Brian Byrn, Curator for Midwest Museum of American Art, as a replacement.

Question and Information from Board, Staff, and Guests

Barbara G. Anderson asked about the status of the dim lighting in the Children’s Department, Pierre Moran Branch Library and Osolo Branch Library.

ADJOURNMENT

There being no further business to transact, the meeting was adjourned at 8:15 p.m. A special meeting of the Board of Trustees will be held May 12, 2009, 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 May 20, 2009, 7:00 p.m., in meeting room #406 in the Elkhart Public Library Annex.

__________________________

Renee’ Cocanower, Secretary

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Board Meeting Minutes – 2009 03

Administrator : April 25, 2009 2:46 pm : Board Minutes

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

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