Board Meeting Minutes

Board Meeting Minutes – 2009 02

Administrator : March 25, 2009 2:47 pm : Board Minutes

Elkhart Public Library

300 S. Second Street

Elkhart, IN 46516

BOARD OF TRUSTEES’ MEETING

MINUTES

February 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 February 18, 2009, was

held in meeting room #406 and called to order at 6:00 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,

Stuart B. Basquin, and Krystal Anderson. J. Scott Troeger 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 February 18, 2009, in meeting

room #406 of the Library Annex. Janice E. Dean, President, called the meeting to order at 7:02 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, Stuart B. Basquin, and Krystal Anderson. 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; Kevin Kilmer, Associate Director-Dunlap Branch

Library, Beth Pomeroy, Associate Director-Cleveland Branch Library & Bookmobile Department, Jenna

Yoder, Children’s Librarian-Pierre Moran Branch Library, Judy Beacham, Clerk-Adult Services, . 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

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

DIRECTOR’S REPORT The Director reported that the Indiana Public Library Coalition’s proposal was submitted as a bill by Senator Gard. The Consumer Product Safety Improvement Act set a limit of 600 parts per million of lead in any accessible part of a consumer product intended for children 12 and under. It allows for the distribution of children’s books printed after 1985. There is still confusion concerning children’s library books distributed before 1985. This act became effective February 10, 2009, but was given a one year “stay of enforcement” on testing. UNFINISHED BUSINESS Pierre Moran Branch Library and Osolo Branch Library Carpet Etc. Projects The upgrade project will begin March 9, 2009, at Osolo Branch Library and March 16, 2009, at Pierre Moran Branch Library. Both branches will be closed for five days. Information posters and newspaper announcements will be distributed. Main HVAC Upgrade A contract for design and oversight of a new HVAC system has been signed with ME Engineering with an expected completion of the project by the fall of 2009. Tests found small amounts of asbestos which will need to be removed. Unemployment Update WorkOne is providing assistance to unemployment filers at Pierre Moran Branch Library and Dunlap Branch Library on Sundays and at the Main Library on Mondays. Frich Lock-A-Shelf This item was tabled pending further information from the Director 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.

Barbara G. Anderson moved THAT – the Elkhart Public Library approve the Reading Away the Fines program as presented. Second: Krystal Anderson Motion: Carried Outreach Services Presentation The Assistant Director, Deborah Stewart, presented a proposal for the creation of an Outreach Department as outlined in the Library’s Long Term Plan dated June 2002. It is anticipated that current resoures will be sufficient to fund this new department. While no official action was taken, the Board indicated its support of this proposal.

Minutes of the Elkhart Public Library Board of Trustees 2/18/2009 Page 3

Question and Information from Board, Staff, and Guests Janice E. Dean asked the Director to discuss the status of 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 8:15 p.m. The next regularly scheduled meeting of the Board of Trustees will be held March 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 01

Administrator : February 25, 2009 2:48 pm : Board Minutes

Elkhart Public Library

300 S. Second Street

Elkhart, IN 46516

BOARD OF TRUSTEES’ MEETING

MINUTES

January 21, 2009

BOARD OF FINANCE MEETING

The meeting of the Board of Finance of Elkhart Public Library was held on January 21, 2009, in meeting

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

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

Renee’ Cocanower, 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. Guests in

attendance: Cesar Pincheira.

The Board of Finance reviewed the procedure for electing a President and Secretary of the Board of

Finance.

Barbara G. Anderson moved

THAT – Janice E. Dean fill the office of President and Renee’ Cocanower fill the office of Secretary

of the Elkhart Public Library Board of Finance for 2009.

Second: Mary E. Davis Motion: Carried

The Board of Finance reviewed the Investment Policy and the Report of Investments.

Mary E. Davis moved

THAT – the Investment Policy and the Report of Investments be approved as presented.

Second: Stuart B. Basquin Motion: Carried

Mary E. Davis moved

THAT – the meeting be adjourned at 7:07 p.m.

Second: Barbara G. Anderson Motion: Carried

BOARD OF TRUSTEES MEETING

The meeting of the Elkhart Public Library Board of Trustees was held on January 21, 2009, in meeting

room #406 of the Library Annex. Janice E. Dean, President, called the meeting to order at 7:08 p.m.

ROLL & INTRODUCTION OF GUESTS

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

Renee’ Cocanower, 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. Guests in

attendance: Cesar Pincheira.

Minutes of the Elkhart Public Library Board of Trustees 01/21/2009 Page 2

CONSENT AGENDA

A. Adoption of Agenda, with additional item

New Business: Interim Claims Resolution

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

g. Approval of 2008 Encumbrances

Renee’ Cocanower moved THAT – the Consent Agenda be approved as presented. Second: Stuart B. Basquin Motion: Carried DIRECTOR’S REPORT The Director presented circulation totals for 2008. The Indiana Public Library Coalition’s recommendations called for legislation that will establish a county level public library service planning process as an alternative to the Kernan-Shephard proposal. UNFINISHED BUSINESS Osolo Branch Library Carpet and Furniture/Pierre Moran Branch Library Carpet Contracts for Osolo Branch Library and Pierre Moran Branch Library carpet have been signed with LaSalle Bristol at a cost of $12,508.00 and $16,632.64, respectively. A contract for Osolo Branch Library furniture has been signed with FCS Group at a cost of $17,019.00. Frich Lock-A-Shelf This item was tabled pending further information from the Director. 2009 Board Meeting Dates and Times The Board approved the final 2009 Board Meeting dates NEW BUSINESS 2009 Non-Resident Fee The Director presented a proposal for the 2009 Library Registration Fee for Non-Resident Patrons. The proposed annual fee will increase from $159.00 to $164.00.

Mary E. Davis moved THAT – the 2009 Non-Resident Fee be set at $164.00. Second: Barbara G. Anderson Motion: Carried

Minutes of the Elkhart Public Library Board of Trustees 01/21/2009 Page 3

Interim Claims Resolution The Library Board can allow for prior approval of payments made in advance of a Board Meeting. This may include such payments a payroll, utilities, group health insurance, credit cards, and program registrations.

Stuart B. Basquin moved THAT – the Interim Claims Resolution be approved as presented Second: Barbara G. Anderson Motion: Carried Appoint Director Evaluation Committee In preparation for the director evaluation due in March 2009, the Board of Trustees established a committee to develop evaluation guidelines. The Board President asked the committee to consider both the instrument and methodology used for evaluating the director. Committee members will consist of Renee’ Cocanower, Barbara G. Anderson, and Stuart B. Basquin. ADJOURNMENT There being no further business to transact, the meeting was adjourned at 8:15 p.m. The next regularly scheduled meeting of the Board of Trustees will be held February 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 – 2008 12

Administrator : January 25, 2009 2:49 pm : Board Minutes

Elkhart Public Library

300 S. Second Street

Elkhart, IN 46516

BOARD OF TRUSTEES’ MEETING

MINUTES

December 17, 2008

BOARD OF TRUSTEES MEETING

The meeting of the Elkhart Public Library Board of Trustees was held on December 17, 2008, 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, Stuart B. Basquin

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

Stuart B. Basquin was appointed as acting Secretary. Also present were Connie Jo Ozinga, Director, and

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

No guests were 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

g. Approval of Year-End Interim Payments Resolution

h. Approval of Year-End Appropriation Transfers

J. Scott Troeger moved

THAT – the Consent Agenda be approved as presented.

Second: Stuart B. Basquin Motion: Carried

DIRECTOR’S REPORT

The Elkhart County Council and the County Auditor hosted a meeting in which Todd Samuelson, H.J.

Umbaugh & Associates, presented the potential impact to taxing units in Elkhart County regarding circuit

breaker estimates. The Library can expect the 2009 and 2010 Operating fund to be reduced by

$113,000.00 and $397,000.00 respectively. The Indiana Public Library Coalition study was discussed in a

pre-board meeting.

Minutes of the Elkhart Public Library Board of Trustees 12/17/2008 Page 2

UNFINISHED BUSINESS Osolo Branch Library Carpet and Furniture Quotes for Osolo Branch Library carpet and furniture have been requested with an anticipated amount of $30,000. 00. New carpet for Pierre Moran Branch Library is expected to cost around $15,000.00. Contracts for both projects are expected to be signed by year-end. Frich Lock-A-Shelf The Director presented a multi-year plan to install a Frich Lock-A-Shelf Disc Security System at all Elkhart Public Library locations with a cost approaching $500,000.00. The Board asked for cost saving information before consideration. NEW BUSINESS 2009 Board Meeting Dates

The Board approved the 2009 Board Meeting dates.

2009 Holiday Schedules

The Holiday Schedule for 2009 was considered.

Barbara G. Anderson moved THAT – the Holiday Schedule for 2009 be approved as presented. Second: Stuart B. Basquin Motion: Carried Indiana Bond Bank Year-End 2008 The Business/HR Manager recommended that the Library participate in the 2008 Year-End Indiana Bond Bank program. With the anticipated delay of advanced draws until 2009, this program will provide interim receipts to repay the Library’s two outstanding tax anticipated warrants by the due date of December 31, 2008.

Stuart B. Basquin moved THAT – the Elkhart Public Library participate in the 2008 Year-End Indiana Bond Bank program. Second: J. Scott Troeger Motion: Carried Indiana Bond Bank 2009 The Business/HR Manager recommended that the Library participate in the Indiana Bond Bank program for the year 2009. This program allows the Library to fund its budget during the portions of the year before advanced draws of tax money are received.

Barbara G. Anderson moved THAT – the Elkhart Public Library participate in the 2009 Indiana Bond Bank program. Second: Stuart B. Basquin Motion: Carried

Minutes of the Elkhart Public Library Board of Trustees 12/17/2008 Page 3

Questions and Information from Board, Staff, and Guests Stuart B. Basquin expressed his appreciation for employee’s memos reflecting on their experiences at library sponsored workshops. He also commended staff for their close adherence to budgeted expenditures. The Director indicated that the high point of 2008 was the inception of the Library’s new domain name – myepl.org. ADJOURNMENT There being no further business to transact, the meeting was adjourned at 8:15 p.m. The next regularly scheduled meeting of the Board of Trustees will be held January 21, 2009, 7:00 p.m., in meeting room #406 in the Elkhart Public Library Annex. __________________________ Stuart B. Basquin, Acting Secretary

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Board Meeting Minutes – 2008 11

Administrator : December 23, 2008 2:49 pm : Board Minutes

Elkhart Public Library

300 S. Second Street

Elkhart, IN 46516

BOARD OF TRUSTEES’ MEETING

MINUTES

November 17, 2008

BOARD OF TRUSTEES MEETING

The meeting of the Elkhart Public Library Board of Trustees was held on November 17, 2008, in meeting

room #406 of the Library Annex. Janice E. Dean, President, called the meeting to order at 7:05 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 J. Scott Troeger. Krystal Anderson and Stuart B. Basquin 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. No guests were 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: J. Scott Troeger Motion: Carried

DIRECTOR’S REPORT

Indiana Library Federation conference is scheduled for November 19th and 20th. The Indiana Coalition of

Public Libraries published the results of their focus group meeting. The Elkhart County Council and the

County Auditor will be hosting a meeting on November 25, 2008, to discuss the potential impact to taxing

units in Elkhart County regarding Circuit Breaker Estimates.

UNFINISHED BUSINESS

Building Upgrade Projects

The roof project for Dunlap Branch Library is complete. The carpet and furniture bidding process for

Osolo Branch Library and Pierre Moran Branch Library is in progress. The Frich shelving order should be

Minutes of the Elkhart Public Library Board of Trustees 11/17/2008 Page 2

placed by year-end. The engineering specs for the HVAC upgrade at the Main Branch are expected soon. The handicap ramp at the Main Library/Periodicals Department is still under discussion. Indiana Bond Bank Mid-Year 2008 The Business/HR Manager recommended that the Library participate in the 2008 Mid-Year Indiana Bond Bank program. This program allows the Library to fund its budget during the portions of the year before advanced draws of tax money are received.

J. Scott Troeger moved THAT – the Elkhart Public Library participate in the 2008 Mid-Year Indiana Bond Bank program. Second: Renee’ Cocanower Motion: Carried 2009 Salary Recommendations The Director presented a 2009 salary recommendation for a 3.0% cost-of-living increase to the Salary Schedules with an effective date of January 4, 2009.

J. Scott Troeger moved THAT – a 2% cost-of-living increase to the Salary Schedules be approved with an effective date of January 4, 2009. Second: Barbara G. Anderson Motion: Carried with 3 in favor, 1 opposed NEW BUSINESS None ADJOURNMENT There being no further business to transact, the meeting was adjourned at 8:20 p.m. The next regularly scheduled meeting of the Board of Trustees will be held December 17, 2008, 7:00 p.m., in meeting room #406 in the Elkhart Public Library Annex. __________________________ Renee’ Cocanower, Secretary

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Board Meeting Minutes – 2008 10

Administrator : November 25, 2008 2:55 pm : Board Minutes

Elkhart Public Library

300 S. Second Street

Elkhart, IN 46516

BOARD OF TRUSTEES’ MEETING

MINUTES

October 22, 2008

BOARD OF TRUSTEES MEETING

The meeting of the Elkhart Public Library Board of Trustees was held on October 22, 2008, in meeting

room #406 of the Library Annex. Janice E. Dean, President, called the meeting to order at 7:05 p.m.

ROLL & INTRODUCTION OF GUESTS

Members of the Board of Trustees present were Janice E. Dean, Barbara G. Anderson, Renee’ Cocanower,

and Mary E. Davis. 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; Mark van

Lummel, Associate Director, Technical Services. Guests in attendance: Levar L. Johnson, past Board

Member.

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: Barbara G. Anderson Motion: Carried

DIRECTOR’S REPORT

Indiana Library Federation conference is scheduled for November 19th and 20th. The Indiana Coalition of

Public Libraries will sponsor a focus group at Nappanee Public Library on October 23, 2008. The

American Library Association’s Library Bill of Rights grants “access to library resources and services

regardless of sex, gender identity, gender expression, or sexual orientation”. The Director presented a

security system for audio visual materials being marketed by Frich Corporation.

Minutes of the Elkhart Public Library Board of Trustees 10/22/2008 Page 2

UNFINISHED BUSINESS Building Upgrade Projects The Main Library garage door project is completed. A replacement roof for Dunlap Branch Library has been ordered. The Branch lighting project is completed. Carpet and painting is planned for Osolo Branch Library and Pierre Moran Branch Library. The handicap lift at the Main Library/Periodicals Department has malfunctioned and may be replaced with a ramp. NEW BUSINESS None 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 November 17, 2008, 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
ADDITIONAL RESOURCES
ADMINISTRATION
EPL/GPL CONSORTIUM
FINANCIAL REPORT
FRIENDS OF EPL
GIFT PROGRAM
LIBRARY CARDS
LIBRARY FEES & POLICIES
STRATEGIC PLAN