Board Meeting Minutes

Board Meeting Minutes – 2009 01

Administrator : January 25, 2010 2:23 pm : Board Minutes

Elkhart Public Library

300 S. Second Street

Elkhart, IN 46516

BOARD OF TRUSTEES’ MEETING

MINUTES

December 16, 2009

BOARD OF TRUSTEES MEETING

The meeting of the Elkhart Public Library Board of Trustees was held on December 16, 2009, in meeting

room #406 of the Library Annex. Janice E. Dean, President, called the meeting to order at 5:00 p.m.

ROLL & INTRODUCTION OF GUESTS

Members of the Board of Trustees present were Janice E. Dean, Barbara G. Anderson, Mary E. Davis, and

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

was appointed Acting Secretary. Also present were Deborah Stewart, Assistant Director, and Sandra

Bevins, Business/HR Manager. Library staff in attendance: Marsha Eilers, Reference Services; Patricia

House, Outreach Services; Jim Reynolds, Custodial Department; Rachel Rice, Outreach Services; Diann

Stutzman, Administration. No guests were in attendance.

CONSENT AGENDA

Adoption of Agenda

Approval of Consent Agenda

Approval of Last Meeting Minutes

Approval of Financial Reports

Approval of Claims

Approval of Investments

Approval of Employee Changes

Approval of Circulation and Activity Reports

Approval of Year-End Interim Payments Resolution

Approval of Year-End Appropriation Transfers

J. Scott Troeger moved

THAT – the Consent Agenda be approved.

Second: Mary E. Davis Motion: Carried

DIRECTOR’S REPORT

The online auction of surplus furniture is expected to generate ,000.00.

The Holiday Schedule for 2010 was considered.

Mary E. Davis moved

THAT – the Holiday Schedule for 2010 be approved as presented.

Second: Barbara G. Anderson Motion: Carried

Minutes of the Elkhart Public Library Board of Trustees 12/16/2009 Page 2

The Board approved the 2010 Board Meeting dates, scheduling work sessions prior to the January, March, May, July, September, and November meetings. Sculpture bookends will be purchased and displayed in the Library as a memorial to George Brich, former EPL director. Approval was given to distribute clocks to staff as a thank you gift. Paul Boers was hired as Children’s Librarian at Pierre Moran Branch Library.

UNFINISHED BUSINESS

HVAC Project Update

The roof is completed, the safety railing installed and the electrician is performing the last fixes to the system. The final punch list should be reviewed before next Board Meeting.

Climate Audit

Deborah Stewart, Assistant Director, presented a demonstration of the climate audit survey that has been emailed to staff. Results should be available before the next Board Meeting.

Facilities Priority List

The lift gate on the delivery truck has been replaced. The handicapped lift in the Periodicals Department will be replaced. Digital message boards will be purchased and installed at all locations. The Osolo Branch Library’s roof and parking lot will need repaired.

NEW BUSINESS

Technology Plan 2010-2013

Deborah Stewart, Assistant Director, presented the three-year technology plan which must be on file with the Indiana State Library to insure eligibility for e-rate discounts.

J. Scott Troeger moved

THAT – the 2010-2013 Technology Plan be approved as presented.

Second: Mary E. Davis Motion: Carried

Bond Bank 2010

Sandra Bevins, Business/HR Manager, recommended that the Library participate in the Indiana Bond Bank program for the year 2010. This program allows the Library to fund its budget during the portions of the year before advanced draws of tax money are received

Mary E. Davis moved

THAT – the Elkhart Public Library participate in the 2010 Indiana Bond Bank program.

Second: Barbara G. Anderson Motion: Carried

Minutes of the Elkhart Public Library Board of Trustees 12/16/2009 Page 3

Ruthmere Catalog Project

The Director presented Ruthmere Museum’s desire to move their materials database into the Library’s Polaris online catalog, operating as a separate branch without circulation permissions. Initial costs, to be paid by Ruthmere, are estimated to be less than ,000.00 and ongoing cost are expected to be negligible. The Board gave the Director authority to proceed in these discussions.

ADJOURNMENT

There being no further business to transact, the meeting was adjourned at 6:07 p.m. The next regularly scheduled meeting of the Board of Trustees will be held January 20, 2010, 7:00 p.m., in meeting room #406 in the Elkhart Public Library Annex. This meeting will be preceded by a 6:00 p.m. Board worksession.

__________________________

Mary E. Davis, Acting Secretary

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Board Meeting Minutes – 2009 11

Administrator : December 23, 2009 2:28 pm : Board Minutes

Elkhart Public Library

300 S. Second Street

Elkhart, IN 46516

BOARD OF TRUSTEES’ MEETING

MINUTES

November 18, 2009

BOARD OF TRUSTEES MEETING

The meeting of the Elkhart Public Library Board of Trustees was held on November 18, 2009, in meeting

room #406 of the Library Annex. Janice E. Dean, President, called the meeting to order at 7:04 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, Mary E. Davis, and J. Scott Troeger. Also present were Deborah Stewart,

Assistant Director and Diann Stutzman, Administrative Bookkeeper. Library staff in attendance: Jeanne

Glanders, Audio Visual Services; Patricia Wright, Graphics Department; Deb Ehret, Outreach Services.

Guest in attendance: Cesar Pincheira.

CONSENT AGENDA

Adoption of Agenda, with addition of item

New Business: Climate Audit

Approval of Consent Agenda

Approval of Last Meeting Minutes

Approval of Financial Reports

Approval of Claims

Approval of Investments

Approval of Employee Changes

Approval of Circulation and Activity Reports

J. Scott Troeger moved

THAT – the Consent Agenda be approved with noted additions.

Second: Mary E. Davis Motion: Carried

DIRECTOR’S REPORT

The online auction of surplus furniture has generated interest. Midwest Museum of American Art received

three pieces from the collection. Jeanne Glanders, Associate Director, Audio Visual Services,

demonstrated the new AV packaging security system.

UNFINISHED BUSINESS

HVAC Project Update

The boiler installation is complete. A safety railing on the flat roof should be completed in December.

Minutes of the Elkhart Public Library Board of Trustees 11/18/2009 Page 2

NEW BUSINESS

Implementation of Fine Limits for Internet Users

Management Advisory Council (MAC) proposed that the same fine limit be applied to the use of the Elkhart Public Library Internet Stations as is currently in place for all other library material. This limit is .01. MAC recommended a gradual implementation of this limit with completion October 10, 2010.

J. Scott Troeger moved

THAT – the Limits on Internet Use proposal be approved as presented.

Second: Renee’ Cocanower Motion: Carried

Salary Scales 2010

The Director presented the 2010 Salary Schedules with no cost-of-living increase and an effective date of January 3, 2010.

J. Scott Troeger moved

THAT – the 2010 Salary Schedules be approved with no cost-of-living increase and an effective date of January 4, 2009.

Second: Mary E. Davis Motion: Carried

Read Away the Fines Continuation

Tina Emerick, Associate Director, Young People’s Services, presented a proposal to extend the Read Away the Fines program. The proposal would enable children and adults to pay off overdue debts by reading and/or doing small projects.

Barbara G. Anderson moved

THAT – the Read Away the Fines proposal be approved as presented.

Second: Krystal Anderson Motion: Carried

Climate Audit

Deborah Stewart, Assistant Director, presented a proposal from FIO Partners, LLC, to conduct an employee climate survey with an estimated cost of ,400.00. The Board designated Renee’ Cocanower to be the recipient of the generated reports.

ADJOURNMENT

There being no further business to transact, the meeting was adjourned at8:30 p.m. The next regularly scheduled meeting of the Board of Trustees will be held December 16, 2009, 5:00 p.m., in meeting room #406 in the Elkhart Public Library Annex.

__________________________

Renee’ Cocanower, Secretary

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Board Meeting Minutes – 2009 10

Administrator : November 25, 2009 2:30 pm : Board Minutes

Elkhart Public Library

300 S. Second Street

Elkhart, IN 46516

BOARD OF TRUSTEES’ MEETING

MINUTES

October 21, 2009

BOARD OF TRUSTEES MEETING

The meeting of the Elkhart Public Library Board of Trustees was held on October 21, 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, and Renee’ Cocanower. Mary E. Davis and J. Scott Troeger were unable to attend. Also

present were Deborah Stewart, Assistant Director and Sandra Bevins, Business/HR Manager. Library staff

in attendance: Diann Stutzman, Administrative Bookkeeper. Guests in attendance: Cesar Pincheira.

CONSENT AGENDA

Adoption of Agenda, with removal of item

Public Hearing on the 2010 Budget

Approval of Consent Agenda

Approval of Last Meeting Minutes

Approval of Financial Reports

Approval of Claims

Approval of Investments

Approval of Employee Changes

Approval of Circulation and Activity Reports

Renee’ Cocanower moved

THAT – the Consent Agenda be approved with noted corrections.

Second: Barbara G. Anderson Motion: Carried

DIRECTOR’S REPORT

Deborah Stewart, Assistant Director, presented the Director’s report. Workforce Development will

continue to provide assistance at the Pierre Moran Branch Library. Outreach Services is in the process of

moving the Bookmobile operations to the main building. The Library will partner with Families First in

an attempt to give books to parents of all newborns in Elkhart County. An online auction of surplus

furniture is being planned for November. Board members expressed their desire to donate pieces to two

local museums. Midwest Museum of American Art and Elkhart County Historical Museum can choose up

to three pieces each from the entire collection.

Minutes of the Elkhart Public Library Board of Trustees 10/21/2009 Page 2

Barbara G. Anderson moved

THAT – the Board make a donation to two local museums; Midwest Museum of American Art and Elkhart County Historical Museum. Each museum may choose up to three pieces each from the entire collection.

Second: Krystal Anderson Motion: Carried

UNFINISHED BUSINESS

HVAC Project Update

The boiler has been installed, pneumatics has been set, and the roof is scheduled to be completed by month end. Estimated completion date is mid November.

2010 Budget Meetings

The 2010 Operating budget of ,524,020.00 and the 2010 LCPF budget of 5,498.00 were presented to the Board.

Barbara G. Anderson moved

THAT – the 2010 Operating budget of ,524,020.00 and the 2010 LCPF budget of 5,498.00 be adopted.

Second: Brian Byrn Motion: Carried

NEW BUSINESS

Question and Information from Board, Staff, and Guests

The Board asked for a demonstration of the new Audio Visual packaging at the next Board Meeting. The Board set a target date of year-end for completion of a climate study. Deborah Stewart, Assistant Director, will attempt to present a list of available options before the next Board Meeting.

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 November 18, 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 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 ,524,020.00 and the 2010 LCPF budget of 5,498.00 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 ,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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ELKHART PUBLIC LIBRARY
300 SOUTH SECOND STREET
ELKHART, IN 46516
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