Board Meeting Minutes

Board Meeting Minutes – 2007 07

Administrator : August 25, 2007 3:21 pm : Board Minutes

Elkhart Public Library

300 S. Second Street

Elkhart, IN 46516

BOARD OF TRUSTEES’ MEETING

MINUTES

July 18, 2007

The meeting of the Elkhart Public Library Board of Trustees was held on July 18, 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,

and Renee’ Cocanower. Janice E. Dean, Levar L. Johnson, 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. Guests in attendance: Todd Samuelson, HJ Umbaugh;

James Brotherson, Baker & Daniels.

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

The Director informed the Board that Governor Daniels has formed The Commission on Local

Government Reform. The commission will examine the state’s current system of local government and

make recommendations on reforming it. How this will effect the Library is unknown at this time.

UNFINISHED BUSINESS

Bond Process

Preliminary Determination Hearing

Stuart B. Basquin, President, presided over the hearing welcoming everyone and introducing members of

the Board and guests. He explained the purpose of the meeting was that under Indiana Code 6-1.1-20-3.1

whenever a library proposes to issue bonds for the construction or renovation of library buildings the

Library needs to hold a public hearing on its preliminary determination to issue such bonds. Notice of this

public hearing was published in The Elkhart Truth and the Goshen News on July 6, 2007. The proofs of

Minutes of the Elkhart Public Library Board of Trustees 7/18/2007 Page 2

publication of the notice of the hearing were presented to the meeting. It was explained that at this hearing all interested people may give testimony and/or ask questions concerning this building project. The Board President announced they would now hear testimony and questions from the public. No questions or testimony were given. Adopt Preliminary Determination Resolution Adopt Preliminary Bond Resolution At the conclusion of the public testimony and question, the Board considered the Preliminary Determination Resolution to issue bonds in order for the construction of new Osolo and Pierre Moran branch libraries including the purchase of equipment and technology and the purchase of real estate.

Mary E. Davis moved THAT – the Preliminary Determination Resolution attached hereto as Exhibit A be adopted as presented. Second: Barbara G. Anderson Motion: Carried

Mary E. Davis moved THAT – the Preliminary Bond Resolution attached hereto as Exhibit B be adopted as presented. Second: Renee’ Cocanower Motion: Carried Appoint Representatives to Common Wage Committee The President then stated the need for the Board of Trustees to appoint its two representatives to the Common Construction Wage Committee. After discussion of the appointment, John Powells (with Dave Gunn as alternate) was appointed as the representative to the Common Construction Wage Committee who represents industry and Andy Carter (with Kevin Beveridge as alternate) was appointed as the representative to the Common Construction Wage Committee who is a taxpayer who pays property taxes in the library district and resides in the County. Rosemary Bond will be suggested as an appointee by the County Commissioners.

Renee’ Cocanower moved THAT – the above representatives to the Common Wage Committee be appointed. Second: Barbara G. Anderson Motion: Carried Upon motion made and seconded the hearing adjourned. Main Library Site Consideration The Director presented to the Board several site possibilities for a new main library branch. After discussion, the Board decided to actively pursue properties owned by and adjacent to the YMCA.

Barbara G. Anderson moved THAT – the Board proceed with a purchase agreement with the YMCA. THAT – the Board authorize James Brotherson, Attorney, to recommend a purchasing company to represent the Library. THAT – the Board authorize James Brotherson, Attorney, to negotiate with current owners for purchase of designated properties. Second: Renee’ Cocanower Motion: Carried (Mary E. Davis abstained)

Minutes of the Elkhart Public Library Board of Trustees 7/18/2007 Page 3

Pierre Moran Branch Library Property The appraised value of the property owned by Southern Management and Development is $245,000.00.

Renee’ Cocanower moved THAT – the Board authorize James Brotherson, attorney, to initiate an offer of $190,000.00 to Southern Management and Development for the property adjacent to Pierre Moran Branch Library and to negotiate up to a maximum of the appraised value of $245,000.00. Second: Barbara G. Anderson Motion: Carried 2008 Budget The Director presented a draft of the 2008 budget to the Board of Trustees with a budget figure of $6,101,477.00.

Nominating Committee

The Board of Trustees Nominating Committee presented, by motion from Barbara G. Anderson, the slate of officers for July 18, 2007 to June 30, 2008: Stuart Basquin, President; Barbara Anderson, Vice President; Renee Cocanower, Secretary; and Scott Troeger, Treasurer. This presentation was approved by unanimous consent. NEW BUSINESS Question and Information from the Board, Staff and Guests ADJOURNMENT There being no further business to transact, upon motion duly made and seconded, the meeting was adjourned at 8:40 p.m. The next regularly scheduled meeting of the Board of Trustees will be held August 22, 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 06

Administrator : July 25, 2007 3:28 pm : Board Minutes

Elkhart Public Library

300 S. Second Street

Elkhart, IN 46516

BOARD OF TRUSTEES’ MEETING

MINUTES

June 20, 2007

BOARD OF TRUSTEES MEETING

The meeting of the Elkhart Public Library Board of Trustees was held on June 20, 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,

and Janice E. Dean. Levar L. Johnson, Renee’ Cocanower, 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. Guests in attendance: Todd Samuelson, HJ Umbaugh;

Melissa Batka, The Truth.

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 that a draft of the 2008 Operating Fund budget will be presented at the

July Board Meeting. Janice E. Dean has been reappointed to a four-year term by the Elkhart Community

School Board and J. Scott Troeger has been reappointed to a four-year term by the Elkhart County

Council.

Minutes of the Elkhart Public Library Board of Trustees 06/20/2007 Page 2

UNFINISHED BUSINESS Main Library Project The Director informed the Board that the search continues for downtown property for a main library branch. Pierre Moran Branch Library Property An appraisal of the property owned by Southern Management and Development has been ordered. When received, the Library will make an offer based on the appraisal. Bond Information Presentation, HJ Umbaugh Todd Samuelson, HJ Umbaugh, presented bond issue options, with their resultant tax impact, for funding the Branch Library projects.

Mary Davis moved THAT – the Board proceed with the library branch building projects, estimated at $13,855,000, using a financial plan which includes a 5-year General Obligation Bond divided in two series. This motion includes a selection of Ice Miller LLP as bond counsel. Second: Janice E. Dean 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 Barbara G. Anderson and Mary E. Davis. The committee will present nominees at the next regularly scheduled 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 July 18, 2007, 7:00 p.m., in meeting room #406 in the Elkhart Public Library Annex. __________________________ Barbara G. Anderson, Acting Secretary

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Board Meeting Minutes – 2007 05

Administrator : June 25, 2007 3:29 pm : Board Minutes

Elkhart Public Library

300 S. Second Street

Elkhart, IN 46516

BOARD OF TRUSTEES’ MEETING

MINUTES

May 23, 2007

BOARD OF TRUSTEES MEETING

The meeting of the Elkhart Public Library Board of Trustees was held on May 23, 2007, in meeting room

#406 of the Library Annex. Stuart B. Basquin, President, called the meeting to order at 7:05 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, and Levar L. Johnson. Renee’ Cocanower and J. Scott Troeger were not able to attend.

Also present were Connie Jo Ozinga, Director, and Sandra Bevins, Business/HR Manager. Library staff in

attendance: Deborah Stewart, Assistant Director. Guests in attendance: Jeff Kauffman.

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 Cash Drawer/Petty Cash Changes

g. Approval of Circulation and Activity Reports

Barbara G. Anderson moved

THAT – the Consent Agenda be approved as presented.

Second: Janice E. Dean Motion: Carried

MY LIBRARY DV DEMONSTRATION

Deborah Stewart, Assistant Director, demonstrated the new MyLibrarydv program which is available to

the public.

DIRECTOR’S REPORT

The Director informed the Board of staff changes due to the vacancy in Technical Services. An

opportunity will be given to staff to donate as a group to the Primary Pulmonary Hypertension Association

in memory of Anne Gottbrath.

Minutes of the Elkhart Public Library Board of Trustees 5/23/2007 Page 2

UNFINISHED BUSINESS Main Library Project The Director informed the Board of the failed attempt in the eminent domain process to obtain the foundry property.

Mary E. Davis moved THAT – the Board no longer focus on the foundry property and move ahead with the development of the Pierre Moran Branch Library and the Osolo Branch Library. Second: Janice E. Dean Motion: Carried Pierre Moran Branch Library An appraisal of the property owned by Southern Management and Development will be ordered by the Director. Consideration will also be give to other properties. 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. The proposal was approved by consent. Question and Information from Board, Staff, and Guests The director was asked to reiterate 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 8:05 p.m. The next regularly scheduled meeting of the Board of Trustees will be held June 20, 2007, 7:00 p.m., in meeting room #406 in the Elkhart Public Library Annex. __________________________ Barbara G. Anderson, Acting Secretary

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Board Meeting Minutes – 2007 04

Administrator : May 25, 2007 3:30 pm : Board Minutes

Elkhart Public Library

300 S. Second Street

Elkhart, IN 46516

BOARD OF TRUSTEES’ MEETING

MINUTES

April 18, 2007

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 2, for discussion of strategy with respect to the purchase or lease of real property. The

executive session, which took place prior to the scheduled Board of Trustees Meeting on April 18, 2007,

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, J. Scott

Troeger, Mary E. Davis, Janice E. Dean, and Levar L. Johnson. The Board discussed the strategy for

purchase of the foundry property. 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 April 18, 2007, in meeting room

#406 of the Library Annex. Stuart B. Basquin, President, called the meeting to order at 7:20 p.m.

ROLL & INTRODUCTION OF GUESTS

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

Cocanower, J. Scott Troeger, Mary E. Davis, Janice E. Dean, and Levar L. Johnson. 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. Guests in attendance:

Karen Carter; Andy Carter; Booker Bevins; Rhonda Bevins.

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 Cash Drawer/Petty Cash Changes

g. Approval of Circulation and Activity Reports

J. Scott Troeger moved

THAT – the Consent Agenda be approved as presented.

Second: Mary E. Davis Motion: Carried

Minutes of the Elkhart Public Library Board of Trustees 4/18/2007 Page 2

PUBLIC HEARING Library Captial Projects Fund Plan 2008-2010 The President of the Board opened a public hearing for the Library Capital Projects Fund (LCPF) at 7:25 p.m. No comments or contentions were presented. The LCPF hearing was adjourned at 7:28 p.m. The Director reviewed the Library Capital Projects Fund (LCPF) expenditure plan as advertised. After adoption, the LCPF Plan will be submitted to the Elkhart County Council for review and approval. J. Scott Troeger moved THAT – the resolution to adopt the 2008 Library Capital Projects Fund be approved as presented. Second: Barbara G. Anderson Motion: Carried DIRECTOR’S REPORT The Director updated the Board on the current transition of INCOLSA and other legistative issues affecting libraries. The My Library DV (downloadable video) demonstration planned for this meeting was postponed until the regularly scheduled May Board Meeting. UNFINISHED BUSINESS Main Library Project The Director asked the Board to pass a motion allowing Jim Brotherson, Attorney, to proceed to the next step in the eminent domain process to obtain the foundry property.

Mary E. Davis moved THAT – the Board give authority to Jim Brotherson, Attorney, to proceed to the next step in the eminent domain process to obtain the foundry property. Second: Janice E. Dean Motion: Carried NEW BUSINESS No new business was presented at this meeting. ADJOURNMENT There being no further business to transact, the meeting was adjourned at 7:45 p.m. The next regularly scheduled meeting of the Board of Trustees will be held May 23, 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 03

Administrator : April 25, 2007 3:32 pm : Board Minutes

Elkhart Public Library

300 S. Second Street

Elkhart, IN 46516

BOARD OF TRUSTEES’ MEETING

MINUTES

March 21, 2007

BOARD OF TRUSTEES MEETING

The meeting of the Elkhart Public Library Board of Trustees was held on March 21, 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,

Renee’ Cocanower, 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; Geoff Trowbridge, Computer Network Manager. No

guests were in attendance.

CONSENT AGENDA

A. Adoption of Agenda

B. Approval of Consent Agenda

a. Approval of Last Meeting Minutes, with corrections to Roll & Introduction of Guests

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

My Library DV (downloadable video) is expected to be unveiled by April 15th. A demonstration is

planned for the April Board Meeting. The Library Capital Profect Fund plan for 2008 will be presented at

the April Board meeting.

Minutes of the Elkhart Public Library Board of Trustees 3/21/2007 Page 2

UNFINISHED BUSINESS Main Library Project Judge Bower set a deadline of April 1, 2007, for a settlement meeting, which has been scheduled for March 27, 2007.

Levar L. Johnson moved THAT – the Board give the Director authority to agree to a purchase price for the foundry property that does not exceed $900,000.00. The agreement will be presented to the Board for final approval. Second: Mary E. Davis Motion: Carried Director Evaluation The Chairperson of the Director Evaluation Committee, Janice E. Dean, presented the Director’s evaluation and contract renewal, recommending an annual salary of $92,000.00. Contract date is March 6, 2007. Board received report with voice vote. NEW BUSINESS There was no new business at this meeting. ADJOURNMENT There being no further business to transact, the meeting was adjourned at 7:50 p.m. The next regularly scheduled meeting of the Board of Trustees will be held April 18, 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
(574) 522-5669
ADDITIONAL RESOURCES
ADMINISTRATION
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FINANCIAL REPORT
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GIFT PROGRAM
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STRATEGIC PLAN