Board Meeting Minutes

Board Meeting Minutes – 2008 05

Administrator : June 25, 2008 3:09 pm : Board Minutes

Elkhart Public Library

300 S. Second Street

Elkhart, IN 46516

BOARD OF TRUSTEES’ MEETING

MINUTES

May 14, 2008

BOARD OF TRUSTEES MEETING

The meeting of the Elkhart Public Library Board of Trustees was held on May 14, 2008, in meeting room

#4 of the Main Library. Stuart B. Basquin, President, called the meeting to order at 7:00 p.m.

ROLL & INTRODUCTION OF GUESTS

Members of the Board of Trustees present were Stuart B. Basquin, Barbara G. Anderson, Renee’

Cocanower, Janice E. Dean, Levar L. Johnson, and Mary E. Davis. 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. 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

Levar L. Johnson moved

THAT – the Consent Agenda be approved as presented.

Second: Barbara G. Anderson Motion: Carried

DIRECTOR’S REPORT

The Department of Local Government Finance Commissioner has issued an interpretation as it pertains to

the budget review process and Library Capital Projects Fund. The certified levy for the LCPF will be

added to the Operating maximum property tax levy. Also, the Elkhart City Council will serve as the

Library’s budget review board. The annex elevator will be out of service for at least two months, requiring

a complete shaft replacement. Additional infrastructure repair, such as HVAC replacement, is anticipated

and is being included in the 2009 Library Capital Project Fund expenditures.

UNFINISHED BUSINESS

Library Captial Projects Fund Plan 2009

The Director reviewed the Library Capital Projects Fund (LCPF) expenditure plan as advertised.

Minutes of the Elkhart Public Library Board of Trustees 5/14/2008 Page 2

Library Captial Projects Fund Plan 2009 Public Hearing The President of the Board opened a public hearing for the Library Capital Projects Fund (LCPF) at 7:40 p.m. No comments or contentions were presented. The LCPF hearing was adjourned at 7:45 p.m. After adoption, the LCPF Plan will be submitted to the Elkhart County Council for review and approval. Levar L. Johnson moved THAT – the resolution to adopt the 2009 Library Capital Projects Fund be approved as presented. Second: Barbara G. Anderson 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 Nominating Committee consists of Levar L. Johnson and Mary E. Davis. The committee will present nominees at the next regularly scheduled Board Meeting. Question and Information from Board, Staff, and Guests Stuart B. Basquin, President, asked the director to provide a report on Montage mailings. The Board members requested a private training session to be held preceding the next Board Meeting. 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 June 18, 2008, 7:00 p.m., in meeting room #4 in the Elkhart Public Library main building. __________________________ Renee’ Cocanower, Secretary

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Board Meeting Minutes – 2008 04

Administrator : May 25, 2008 3:09 pm : Board Minutes

Elkhart Public Library

300 S. Second Street

Elkhart, IN 46516

BOARD OF TRUSTEES’ MEETING

MINUTES

April 23, 2008

BOARD OF TRUSTEES MEETING

The meeting of the Elkhart Public Library Board of Trustees was held on April 23, 2008, in meeting room

#406 of the Library Annex. Stuart B. Basquin, President, called the meeting to order at 7:00 p.m.

ROLL & INTRODUCTION OF GUESTS

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

Levar L. Johnson, and Mary E. Davis. Renee’ Cocanower and J. Scott Troeger were unable to attend.

Levar L. Johnson 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 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

Janice E. Dean moved

THAT – the Consent Agenda be approved as presented.

Second: Mary E. Davis Motion: Carried

DIRECTOR’S REPORT

The Department of Local Government Finance has yet to interpret the property tax reform law. No new

information is available. The Indiana State Library Board will hold a public hearing on May 7, 2008, for

the proposed librarian certification rule, with a voting date scheduled for May 16, 2008. The Board

members were asked not to mail to the Director any State Library publications they have received.

UNFINISHED BUSINESS

Library Capitol Projects Fund

The Library Capitol Projects Fund hearing will be held at the regular May Board Meeting, which has been

changed from May 21, 2008, to May 14, 2008.

Minutes of the Elkhart Public Library Board of Trustees 4/23/2008 Page 2

NEW BUSINESS Pierre Moran Branch Building Pierre Moran Branch Library has received new chairs and will be getting a new roof. Moving and/or replacing shelving may be considered in an attempt to create more space in the building. Question and Information from Board, Staff, and Guests Stuart B. Basquin, President, asked the director to provide a report on Montage mailings. 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 May 14, 2008, 7:00 p.m., in meeting room #406 in the Elkhart Public Library Annex. __________________________ Levar L. Johnson, Acting Secretary

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Board Meeting Minutes – 2008 03

Administrator : April 25, 2008 3:10 pm : Board Minutes

Elkhart Public Library

300 S. Second Street

Elkhart, IN 46516

BOARD OF TRUSTEES’ MEETING

MINUTES

March 19, 2008

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 19, 2008, was held

in meeting room #406 and called to order at 6:30 p.m. by Stuart B. Basquin, President. Members of the

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

Johnson, and J. Scott Troeger. Renee’ Cocanower and Mary E. Davis were unable to attend. The Board

discussed the Director’s evaluation and contract renewal. The Executive Session was adjourned at 7:10

p.m.

BOARD OF TRUSTEES MEETING

The meeting of the Elkhart Public Library Board of Trustees was held on March 19, 2008, in meeting

room #406 of the Library Annex. Stuart B. Basquin, President, called the meeting to order at 7:15 p.m.

ROLL & INTRODUCTION OF GUESTS

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

Levar L. Johnson, and J. Scott Troeger. Renee’ Cocanower and Mary E. Davis were unable to attend.

Levar L. Johnson 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;

Marcia Vierck, Associate Director-Pierre Moran Branch Library; Jim Reynolds, Building Superintendent.

No guests were in attendance.

CONSENT AGENDA

A. Adoption of Agenda, with additional item

Unfinished Business: Director’s Evaluation

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. Cash Account Resolution

g. Approval of Circulation and Activity Reports

J. Scott Troeger moved

THAT – the Consent Agenda be approved as presented.

Second: Janice E. Dean Motion: Carried

Minutes of the Elkhart Public Library Board of Trustees 3/19/2008 Page 2

DIRECTOR’S REPORT The Indiana legislation has passed a tax reform bill. The full impact this will have on the Library’s budgets is yet to be determined but a reduction in levy of at least $265,000.00 is expected. The Library has a new domain name: Myepl.org. A working committee will be reviewing the Library’s outreach activities, including the Bookmobile services, with a recommendation for the Board. UNFINISHED BUSINESS Main Library Project The Library received an Order of Denial from the Department of Local Government Finance for both the original and the reduced bond request. Director’s Evaluation The Chairperson of the Director Evaluation Committee, Janice E. Dean, presented the Director’s evaluation and contract renewal, recommending an annual salary of $94,760.00. Contract date is March 6, 2008. Board approved the report with voice vote. NEW BUSINESS Building Upgrade Planning Deb Stewart, Assistant Director, and Jim Reynolds, Building Superintendent, presented a list of needed infrastructure improvements to the Library buildings. Question and Information from Board, Staff, and Guests None 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 April 23, 2008, 7:00 p.m., in meeting room #406 in the Elkhart Public Library Annex. __________________________ Levar L. Johnson, Acting Secretary

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Board Meeting Minutes – 2008 02

Administrator : March 25, 2008 3:11 pm : Board Minutes

Elkhart Public Library

300 S. Second Street

Elkhart, IN 46516

BOARD OF TRUSTEES’ MEETING

MINUTES

February 20, 2008

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 20, 2008, was

held in meeting room #406 and called to order at 6:00 p.m. by Stuart B. Basquin, President. Members of

the Board of Trustees present were Stuart B. Basquin, Barbara G. Anderson, Renee’ Cocanower, Mary E.

Davis, Janice E. Dean, and Levar L. Johnson. J. Scott Troeger was unable to attend. The Board discussed

the Director’s evaluation and contract renewal. The Executive Session was adjourned at 7:05 p.m.

BOARD OF TRUSTEES MEETING

The meeting of the Elkhart Public Library Board of Trustees was held on February 20, 2008, in meeting

room #406 of the Library Annex. Stuart B. Basquin, President, called the meeting to order at 7:10 p.m.

ROLL & INTRODUCTION OF GUESTS

Members of the Board of Trustees present were Stuart B. Basquin, Barbara G. Anderson, Renee’

Cocanower, Mary E. Davis, Janice E. Dean, and Levar L. Johnson. 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; Marcia Vierck, Associate Director-Pierre Moran Branch

Library. 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

Levar L. Johnson moved

THAT – the Consent Agenda be approved as presented.

Second: Renee’ Cocanower Motion: Carried

Minutes of the Elkhart Public Library Board of Trustees 2/20/2008 Page 2

DIRECTOR’S REPORT The Legislative Services agency estimates a reduction in levy of $260,000.00 as a result of the proposed tax reform bills. UNFINISHED BUSINESS Main Library Project The Director presented a recommendation from Jane Herndon of Ice Miller to submit a reduced bond request to the Tax Commissioner.

Mary E. Davis moved THAT – the Board submit a reduced bond request and commission Ice Miller to draft a letter addressed to the Tax Commissioner. Second: Barbara G. Anderson Motion: Carried 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.

Janice E. Dean moved THAT – the Elkhart Public Library approve the Reading Away the Fines program as presented. Second: Renee’ Cocanower Motion: Carried Question and Information from Board, Staff, and Guests Janice E. Dean asked the Director to discuss the status of the long range planning process. The Director indicated that a report will be available by the next regularly scheduled Board Meeting. 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 March 19, 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 01

Administrator : February 25, 2008 3:16 pm : Board Minutes

Elkhart Public Library

300 S. Second Street

Elkhart, IN 46516

BOARD OF TRUSTEES’ MEETING

MINUTES

January 23, 2008

BOARD OF FINANCE MEETING

The meeting of the Board of Finance of Elkhart Public Library was held on January 23, 2008, in meeting

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

Members of the Board of Trustees present were Stuart B. Basquin, Levar L. Johnson, Janice E. Dean,

Barbara G. Anderson, Mary E. Davis, and Renee’ Cocanower. 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; Marcia Vierck, Associate Director-Pierre Moran Branch

Library. Guests were in attendance.

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

Finance.

Janice E. Dean moved

THAT – Stuart B. Basquin fill the office of President and Renee’ Cocanower fill the office of

Secretary of the Elkhart Public Library Board of Finance for 2008.

Second: Mary E. Davis Motion: Carried

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

Janice E. Dean moved

THAT – the Investment Policy and the Report of Investments be approved and that the meeting be

adjourned.

Second: Mary E. Davis Motion: Carried

BOARD OF TRUSTEES MEETING

The meeting of the Elkhart Public Library Board of Trustees was held on January 23, 2008, in meeting

room #406 of the Library Annex. Stuart B. Basquin, President, called the meeting to order at 7:10 p.m.

ROLL & INTRODUCTION OF GUESTS

Members of the Board of Trustees present were Stuart Basquin, Levar Johnson, Janice Dean, Barbara

Anderson, Mary Davis, and Renee’ Cocanower. 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; Marcia Vierck, Associate Director-Pierre Moran Branch Library.

Guests were in attendance.

Minutes of the Elkhart Public Library Board of Trustees 1/23/2008 Page 2

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 Encumbrances

h. Approval of Interim Claims Resolution

Mary E. Davis moved THAT – the Consent Agenda be approved as presented. Second: Renee’ Cocanower Motion: Carried DIRECTOR’S REPORT

A presentation is planned for the February 9, 2008, meeting of the County Council to explain the building needs of the Pierre Moran Branch Library. The Director will have an informational flyer available for the public by January 25, 2008.

UNFINISHED BUSINESS Pierre Moran Branch Library Property A new Preliminary Finance Options and Estimated Tax Impact report from Umbaugh was presented to the Board, reflecting a project cost of $5,835,000 and a tax rate of $0.0276. NEW BUSINESS Mileage Reimbursement Policy The Director presented a proposal for a change to the Mileage Reimbursement Policy. It was recommended that an increase from $0.40 to $0.45 per mile be approved. Levar L. Johnson moved THAT – the mileage reimbursement rate be set at $0.45 per mile. Second: Barbara G. Anderson Motion: Carried Non-Resident Fee The Director presented a proposal for the 2008 Library Registration Fee for Non-Resident Patrons. The proposed annual fee will increase from $153.00 to $159.00. Mary E. Davis moved THAT – the 2008 Non-Resident Fee be set at $159.00

Minutes of the Elkhart Public Library Board of Trustees 1/23/2008 Page 3

Director Evaluation In preparation for the director evaluation due in March 2008, the Board of Trustees established a committee to develop evaluation guidelines. Committee members will consist of Janice E. Dean, Renee’ Cocanower, and Barbara G. Anderson. Question and Information from Board, Staff, and Guests Levar L. Johnson presented the need to consider a ten-year plan for the Main Branch Library building. Stuart B. Basquin asked the Director to begin a long range planning process by the next regularly scheduled Board Meeting. ADJOURNMENT There being no further business to transact, upon motion duly made and seconded, the meeting was adjourned at 8:35 p.m. The next regularly scheduled meeting of the Board of Trustees will be held February 20, 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