Board Meeting Minutes

Board Meeting Minutes – 2007 12

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

Elkhart Public Library

300 S. Second Street

Elkhart, IN 46516

BOARD OF TRUSTEES’ MEETING

MINUTES

December 19, 2007

BOARD OF TRUSTEES MEETING

The meeting of the Elkhart Public Library Board of Trustees was held on December 19, 2007, 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, Mary E. Davis,

Janice E. Dean, Levar L. Johnson, 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. 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

i. Approval of 2008 Holiday closing dates

Renee’ Cocanower moved

THAT – the Consent Agenda be approved as presented.

Second: Barbara G. Anderson Motion: Carried

DIRECTOR’S REPORT

The Blue Ribbon Commission Report recommended the consolidation of public libraries into county wide

systems. The Board approved the 2007 Board Meeting dates. The Director presented “The Economic

Impact of Libraries in Indiana” report. A partnership with Ruthmere is being considered using “The Big

Read” grant provided by the National Endowment for the Arts.

UNFINISHED BUSINESS

Bond Process

The Department of Local Government Finance extended to March 22, 2008, the deadline for rendering a

decision on the bond hearing.

Minutes of the Elkhart Public Library Board of Trustees 12/19/2007 Page 2

Main Library Site Consideration

This item was not considered.Pierre Moran Branch Library Property This item was not considered. NEW BUSINESS Indiana Bond Bank The Business/HR Manager recommended that the Library participate in the Indiana Bond Bank program for the year 2008. This program allows the Library to fund its budget during the portions of the year before advanced draws of tax money are received.

Janice E. Dean moved THAT – the Elkhart Public Library participate in the 2008 Indiana Bond Bank program. Second: Mary E. Davis Motion: Carried Patron Notice Code of Conduct Policy Revisions were presented by the Board. This item will be considered at the next regularly scheduled Board meeting. Long Range Planning Stuart B. Basquin, President, presented the need to update the Long Range Plan. This item will be considered at the next regularly scheduled Board meeting with an anticipated completion date of April 2008. Question and Information from Board, Staff, and Guests Janice E. Dean was interested in the Director’s progress in establishing a relationship with IUSB Elkhart. The Director has asked Marsha Eilers, Associate Director, Reference Services, to speak with the college. Janice E. Dean asked for a report on the Director’s meeting with the Downtown Business Association. The discussion centered on downtown security. Stuart B. Basquin, in presenting the need for greater publicity, asked members to be thinking about the use of a public relations firm. ADJOURNMENT There being no further business to transact, upon motion duly made and seconded, the meeting was adjourned at 8:15 p.m. The next regularly scheduled meeting of the Board of Trustees will be held January 23, 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 – 2007 11

Administrator : December 23, 2007 3:18 pm : Board Minutes

Elkhart Public Library

300 S. Second Street

Elkhart, IN 46516

BOARD OF TRUSTEES’ MEETING

MINUTES

November 19, 2007

BOARD OF TRUSTEES MEETING

The meeting of the Elkhart Public Library Board of Trustees was held on November 19, 2007, 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, Mary E. Davis, Janice E. Dean,

Levar L. Johnson, and J. Scott Troeger. Renee’ Cocanower and Stuart B. Basquin were unable to attend.

Janice E. Dean 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,

and Diann Stutzman, Administrative Bookkeeper. Guests in attendance: Ben Russo, Osolo Township

Trustee.

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, after withdrawal of Umbaugh claim for $24,500.00

(Umbaugh claim will be presented upon bond closing)

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 revised.

Second: Janice E. Dean Motion: Carried

DIRECTOR’S REPORT

The Director will be attending the Downtown Business Association meeting on Tuesday.

UNFINISHED BUSINESS

Bond Process

The Bond hearing, held on October 25, 2007, resulted in a favorable ruling.

Minutes of the Elkhart Public Library Board of Trustees 11/19/2007 Page 2

Main Library Site Consideration

This item was not considered.Pierre Moran Branch Library Property The Library is still in negotiations for the purchase of property adjacent to the Pierre Moran Branch Library.

Compensation Committee

The Compensation Committee was presented with a sample classification system for consideration during the process to seek improvements to the current methodology used to assign categories for compensation purposes. NEW BUSINESS Construction Project Fund Additional Appropriation Public Hearing Barbara G. Anderson, Vice President, presided over the hearing. The Secretary presented to the Board proofs of publication and posting of the notice to taxpayers of the hearing to be held at this meeting on the matter of the additional appropriation proposed to be made on account of said building project, which proofs of publication and posting show that such notice was published in The Elkhart Truth and the Goshen News on November 7, 2007. On motion duly made, seconded and unanimously carried, said proofs of publication and posting were ordered approved and made a part of the records of this Board. The President of the Board then stated that the Board was now ready to hear all taxpayers desiring to be heard in respect to the matter of the additional appropriation in the amount of $14,407,052 proposed to be made on account of the construction of new Osolo and Pierre Moran branch libraries including the purchase of equipment and technology and the purchase of real estate in said library. After hearing all taxpayers present who desired to be heard relative to said additional appropriation, on motion duly made, seconded and unanimously carried, the resolution attached hereto as Exhibit A was adopted. On motion duly made, seconded and unanimously carried, the Secretary of the Board was directed to advertise the sale of the bonds heretofore authorized.

Mary E. Davis moved THAT – the proofs of publication and the Appropriation Resolution attached hereto as Exhibit A be approved as presented and that the Secretary of the Board be authorized to advertise the sale of the bonds. Second: J. Scott Troeger Motion: Carried Upon motion made and seconded the hearing adjourned. Resolution to Refund Umbaugh Payments from Bond Proceeds No resolution was needed due to the withdrawal of the Umbaugh claim. (See above Consent Agenda) The claim was approved to be presented at the time of the bond closing.

Minutes of the Elkhart Public Library Board of Trustees 11/19/2007 Page 3

2008 Salary Recommendations The Director presented a 2008 salary recommendation for a 3.0% cost-of-living increase to the Salary Schedules. These changes will be effective with the first payroll of 2008.

Janice E. Dean moved THAT – the proposed salary increases be approved with an effective date of the first payroll of 2008. Second: Levar L. Johnson Motion: Carried Question and Information from Board, Staff, and Guests Ben Russo, Osolo Township Trustee, inquired about the plan for the Osolo Branch Library building. The current plan calls for demolishing the building and rebuilding on the same site. Leasing temporary quarters will allow for continued service. ADJOURNMENT There being no further business to transact, upon motion duly made and seconded, the meeting was adjourned at 8:50 p.m. The next regularly scheduled meeting of the Board of Trustees will be held December 19, 2007, 7:00 p.m., in meeting room #406 in the Elkhart Public Library Annex. __________________________ Janice E. Dean, Acting Secretary

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Board Meeting Minutes – 2007 10

Administrator : November 25, 2007 3:18 pm : Board Minutes

Elkhart Public Library

300 S. Second Street

Elkhart, IN 46516

BOARD OF TRUSTEES’ MEETING

MINUTES

October 17, 2007

BOARD OF TRUSTEES MEETING

The meeting of the Elkhart Public Library Board of Trustees was held on October 17, 2007, 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, Renee’ Cocanower, Janice E. Dean,

Levar L. Johnson, Mary E. Davis, and J. Scott Troeger. Stuart B. Basquin 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

Renee’ Cocanower moved

THAT – the Consent Agenda be approved as presented with the addition of an agenda item: NEW

BUSINESS – Security.

Second: Levar L. Johnson Motion: Carried

DIRECTOR’S REPORT

The Director attended the Government Reform Commission meeting on October 11, 2007.

UNFINISHED BUSINESS

Bond Process

The Common Construction Wage Committee meeting is rescheduled for October 19, 2007. The Bond

hearing is scheduled for October 25, 2007, in Indianapolis. The Director is collecting letters of support

from community leaders.

Main Library Site Consideration

This item was tabled.

Minutes of the Elkhart Public Library Board of Trustees 10/17/2007 Page 2

Pierre Moran Branch Library Property The Library is waiting for a response to its counteroffer for the purchase of property.

Compensation Committee

The Compensation Committee is considering improvements to the current methodology used to assign categories for compensation purposes. NEW BUSINESS Security The Director informed the Board of a steady increase in security problems which have made it necessary to involve the local authorities on a regular basis. She recommended the Library hire a part-time security guard.

J. Scott Troeger moved THAT – the Board authorized the Director to hire appropriate security on a temporary basis until a permanent solution to the security issues can be determined. Second: Mary E. Davis Motion: Carried

Levar L. Johnson moved THAT – an amendment be added to the above motion to the effect that a duly appointed law enforcement officer be considered as the first choice. Second: Janice E. Dean Motion: Carried Question and Information from Board, Staff, and Guests Barbara G. Anderson was interested in the Director’s progress in establishing a relationship with IUSB Elkhart. Special recognition was given to Cheryl Mann, Children’s Librarian, and Brent Ferguson, Webmaster. ADJOURNMENT There being no further business to transact, upon motion duly made and seconded, the meeting was adjourned at 8:55 p.m. The next regularly scheduled meeting of the Board of Trustees will be held November 19, 2007, 7:00 p.m., in meeting room #406 in the Elkhart Public Library Annex. __________________________ Renee’ Cocanower, Secretary

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Board Meeting Minutes – 2007 09 – Special

Administrator : October 25, 2007 3:20 pm : Board Minutes

Elkhart Public Library

300 S. Second Street

Elkhart, IN 46516

BOARD OF TRUSTEES’ MEETING

MINUTES

September 7, 2007

BOARD OF TRUSTEES MEETING

The meeting of the Elkhart Public Library Board of Trustees was held on September 7, 2007, in meeting

room #406 of the Library Annex. Stuart Basquin, President, called the meeting to order at 4:00 p.m.

ROLL & INTRODUCTION OF GUESTS

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

Cocanower, and Janice E. Dean. Mary E. Davis, Levar L. Johnson, and J. Scott Troeger were unable to

attend. Also present were Connie Jo Ozinga, Director, and Sandra Bevins, Business/HR Manager. No

guests were in attendance.

PUBLIC HEARING ON 2008 BUDGETS

The public hearing for the 2008 budgets was declared open to the public at 4:03 p.m. by Stuart B. Basquin,

President. The 2008 Operating budget of $6,123,047.00, the 2008 LCPF budget of $603,000.00, and the

2008 Bond and Interest Redemption Fund budget of $3,037,229.00 were presented to the public.

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

2008 budgets were declared closed at 4:15.

ADJOURNMENT

There being no further business to transact, the meeting was adjourned at 4:18 p.m. The next regularly

scheduled meeting of the Board of Trustees will be held September 19, 2007, 7:00 p.m., in meeting room

#406 in the Elkhart Public Library Annex.

__________________________

Renee’ Cocanower, Secretary

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Board Meeting Minutes – 2007 09

Administrator : October 25, 2007 3:19 pm : Board Minutes

Elkhart Public Library

300 S. Second Street

Elkhart, IN 46516

BOARD OF TRUSTEES’ MEETING

MINUTES

September 19, 2007

BOARD OF TRUSTEES MEETING

The meeting of the Elkhart Public Library Board of Trustees was held on September 19, 2007, 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, Renee’

Cocanower, Janice E. Dean, and Levar L. Johnson. Mary E. Davis 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. 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: Barbara G. Anderson Motion: Carried

DIRECTOR’S REPORT

The Director informed the Board of a possible withholding of final approval of the 2008 budget and

pending debt issue due to a delay by the Elkhart County Auditor and Assessor’s office to provide to the

DLGF requested datasets for past years.

UNFINISHED BUSINESS

Bond Process

The Common Construction Wage Committee meeting is scheduled for October 4, 2007. The Bond

hearing is scheduled for October 25, 2007, in Indianapolis. The Director received permission, by general

consent, to change the next Board Meeting from October 24, 2007, to October 17, 2007.

Main Library Site Consideration

This item was tabled.

Minutes of the Elkhart Public Library Board of Trustees 09/19/2007 Page 2

Pierre Moran Branch Library Property No response to the Library’s purchase offer has been received.

2008 Budget

The 2008 Operating budget of $6,123,047.00, the 2008 LCPF budget of $603,000.00, and the 2008 Bond and Interest Redemption Fund budget of $3,037,229.00 were presented to the Board. Janice E. Dean was designated pro tem Treasurer.

Levar L. Johnson moved THAT – the 2008 Operating budget of $6,123,047.00, the 2008 LCPF budget of $603,000.00, and the 2008 Bond and Interest Redemption Fund budget of $3,037,229.00 be adopted. Second: Barbara G. Anderson Motion: Carried NEW BUSINESS Outreach – Stuart B. Basquin The Director was asked to establish a relationship with IUSB Elkhart. The Director reported that she is continuing to consider ways to use the Bookmobile Services. ADJOURNMENT There being no further business to transact, upon motion duly made and seconded, the meeting was adjourned at 8:05 p.m. The next regularly scheduled meeting of the Board of Trustees will be held October 17, 2007, 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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