Board Meeting Minutes

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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Board Meeting Minutes – 2008 09 – Special

Administrator : October 25, 2008 3:06 pm : Board Minutes

Elkhart Public Library

300 S. Second Street

Elkhart, IN 46516

BOARD OF TRUSTEES’ MEETING

MINUTES

September 3, 2008

BOARD OF TRUSTEES MEETING

The meeting of the Elkhart Public Library Board of Trustees was held on September 3, 2008, in meeting

room #406 of the Library Annex. Janice E. Dean, President, called the meeting to order at 5:05 p.m.

ROLL & INTRODUCTION OF GUESTS

Members of the Board of Trustees present were Janice E. Dean, Barbara G. Anderson, Stuart B. Basquin,

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

Also present were Connie Jo Ozinga, Director, and Deborah Stewart, Assistant Director. No guests were

in attendance.

PUBLIC HEARING ON 2009 BUDGETS

The public hearing for the 2009 budgets was declared open to the public at 5:07 p.m. by Janice E. Dean,

President. The 2009 Operating budget of $6,366,370.00 and the 2009 LCPF budget of $542,000.00 were

presented to the public.

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

2009 budgets were declared closed at 5:10 p.m. Barbara G. Anderson moved to approve the budget as

proposed, Stuart B. Basquin seconded.

ADJOURNMENT

There being no further business to transact, the meeting was adjourned at 5:15 p.m. The next regularly

scheduled meeting of the Board of Trustees will be held September 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 09

Administrator : October 25, 2008 3:05 pm : Board Minutes

Elkhart Public Library

300 S. Second Street

Elkhart, IN 46516

BOARD OF TRUSTEES’ MEETING

MINUTES

September 17, 2008

BOARD OF TRUSTEES MEETING

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

Stuart B. Basquin, and Mary E. Davis. Renee’ Cocanower and J. Scott Troeger were unable to attend.

Krystal Anderson was appointed acting Secretary. 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. Several guests were in attendance.

CONSENT AGENDA

A. Adoption of Agenda, with removal of items resolved at last meeting

Unfinished Business: Response Letter to AV Display Complaint

New Business: Health Insurance Renewal

B. Approval of Consent Agenda

a. Approval of Last Two 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 revised.

Second: Krystal Anderson Motion: Carried

DIRECTOR’S REPORT

Indiana Library Federation conference is scheduled for November 19th and 20th. Special recognition was

given to Diann Stutzman for chairing the sesquicentennial parade bookworm project and to all staff and

volunteers for their participation.

Minutes of the Elkhart Public Library Board of Trustees 9/17/2008 Page 2

UNFINISHED BUSINESS Building Upgrade Projects The Main Library garage door project is in progress. The Branch lighting project is expected to begin in several weeks. Dunlap Branch Library will need a new roof this year. Cleveland Branch Library suffered a lightning strike that will necessitate an insurance claim. 2009 Budgets The 2009 Operating budget of $6,366,370.00 and the 2009 LCPF budget of $542,000.00 were presented to the Board. Stuart B. Basquin was designated pro tem Treasurer.

Barbara G. Anderson moved THAT – the 2009 Operating budget of $6,366,370.00 and the 2009 LCPF budget of $542,000.00 be adopted. Second: Krystal Anderson Motion: Carried NEW BUSINESS Question and Information from Board, Staff, and Guests Janice E. Dean, President, expressed appreciation to all staff involved in the summer reading program. Guests presented additional materials in relation to a resolved complaint concerning an Audio Visual display. ADJOURNMENT There being no further business to transact, the meeting was adjourned at 7:35 p.m. The next regularly scheduled meeting of the Board of Trustees will be held October 22, 2008, 7:00 p.m., in meeting room #406 in the Elkhart Public Library Annex. __________________________ Krystal Anderson, Acting Secretary

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ELKHART PUBLIC LIBRARY
300 SOUTH SECOND STREET
ELKHART, IN 46516
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