Board Meeting Minutes

Board Meeting Minutes – 2009 09

Administrator : October 25, 2009 2:31 pm : Board Minutes

Elkhart Public Library

300 S. Second Street

Elkhart, IN 46516

BOARD OF TRUSTEES’ MEETING

MINUTES

September 23, 2009

BOARD OF TRUSTEES MEETING

The meeting of the Elkhart Public Library Board of Trustees was held on September 23, 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,

Brian Byrn, Renee’ Cocanower, and Mary E. Davis. J. Scott Troeger was unable to attend. 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. Guests in attendance:

Cesar Pincheira.

PUBLIC HEARING ON 2010 BUDGETS

The public hearing for the 2010 budgets was declared open to the public at 7:04 p.m. by Janice E. Dean,

President. The 2010 Operating budget of $6,524,020.00 and the 2010 LCPF budget of $485,498.00 were

presented to the public.

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

2010 budgets were declared closed at 5:30 p.m. Mary E. Davis moved to approve the budget as proposed,

Krystal Anderson seconded.

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: Krystal Anderson Motion: Carried

Minutes of the Elkhart Public Library Board of Trustees 9/23/2009 Page 2

DIRECTOR’S REPORT

George Brich, former Elkhart Public Library Director, deceased on Spetember 17, 2009. A memorial service will be held in his honor on September 25, 2009. Pierre Moran Branch Library has received positive response from the public as the branch opens one hour earlier on Sundays. Workforce Development has informed the Library they will be ending their assistance at all locations. Interviews for the new Outreach Coordinator position have been completed, with a hiring decision to be made soon. Indiana Library Federation Annual Conference will begin October 18, 2009. The Director expressed displeasure at the location of the next ILF District I conference location – Blue Chip Casino in Michigan City, Indiana, and does not expect to support the conference. The Board presented a supporting resolution.

Barbara G. Anderson moved

THAT – the Board continue to support educational opportunities for the Elkhart Public Library employees.

THAT – the Board support the Director’s position to avoid attending educational venues that are held at institutions that also promote gambling attractions.

Second: Mary E. Davis Motion: Carried

UNFINISHED BUSINESS

HVAC Project Update

The boiler has been demolished and removed, electrical work completed, and cement pads poured. The chillers are expected to be set by mid October. Estimated completion date is mid November.

2010 Budget Meetings

A public hearing on the budgets took place at this Board Meeting (see above). Formal adoption will take place at the regularly scheduled October Board Meeting.

Parking Lot Projects Update

Dunlap Branch Library parking lot replacement is completed at a cost of $78,000.00. Osolo Branch Library and Pierre Moran Branch Library parking lot repair projects will be postponed until 2010.

NEW BUSINESS

Question and Information from Board, Staff, and Guests

Tina Emerick is attending the Leadership Academy at the Elkhart Chamber of Commerce.

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 October 21, 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 08

Administrator : September 25, 2009 2:31 pm : Board Minutes

Elkhart Public Library

300 S. Second Street

Elkhart, IN 46516

BOARD OF TRUSTEES’ MEETING

MINUTES

August 19, 2009

BOARD OF TRUSTEES MEETING

The meeting of the Elkhart Public Library Board of Trustees was held on August 19, 2009, in meeting

room #406 of the Library Annex. Barbara G. Anderson, Vice-President, called the meeting to order at

7:00 p.m.

ROLL & INTRODUCTION OF GUESTS

Members of the Board of Trustees present were Barbara G. Anderson, Brian Byrn, Renee’ Cocanower, and

Mary E. Davis. Janice E. Dean, Krystal Anderson, and J. Scott Troeger were unable to attend. Also

present were Connie Jo Ozinga, Director; Deborah Stewart, Assistant Director; and Sandra Bevins,

Business/HR Manager. Library staff in attendance: Jeanne Hobik, Circulation Supervisor; Rachel Rice,

Clerk, Bookmobile Department. 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

Mary E. Davis moved

THAT – the Consent Agenda be approved as presented.

Second: Renee’ Cocanower Motion: Carried

DIRECTOR’S REPORT

Dunlap Branch Library is a designated distribution center for the “Kids Dart” signs. Beginning in

September, Pierre Moran Branch Library will open one hour earlier on Sundays. From noon till 1:00 p.m.

all public computers will be dedicated to unemployment filing. No regular library service will be

available during this one-hour time slot. The smiles campaign has been kicked off and the majority of

patrons are receptive to the concept.

Minutes of the Elkhart Public Library Board of Trustees 8/19/2009 Page 2

UNFINISHED BUSINESS

HVAC Update

The asbestos removal has been completed, new equipment ordered, and the boiler will be demolished to enable removal.

2010 Budget and Budget Calendar Changes

The Director presented the 2010 budgets to the Board of Trustees. A public hearing on the budgets is scheduled to take place at the regular Board Meeting on September 23, 2009, with adoption at the regular Board Meeting on October 21, 2009.

NEW BUSINESS

Question and Information from Board, Staff, and Guests

Dunlap Branch Library’s parking lot will be closed for repair beginning August 24, 2009.

ADJOURNMENT

There being no further business to transact, the meeting was adjourned at 7:40 p.m. The next regularly scheduled meeting of the Board of Trustees will be held September 23, 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 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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