Board Meeting Minutes – 2011 02

BOARD OF TRUSTEES’ MEETING

Wednesday, February 23, 2011

6:00 p.m. Executive Session

7:00 p.m. Board Meeting

Library Annex Meeting Room #406

Elkhart Public Library

MINUTES

EXECUTIVE SESSION

An executive session of the Board of Trustees of the Elkhart Public Library was held on February 23, 2011, 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, Krystal Anderson, and Renee’ Cocanower. Mary E. Davis,

Brian Byrn, and J. Scott Troeger were unable to attend. Also present were Deborah Stewart, Director; and Sandra

Bevins, Business/HR Manager. The purpose of the meeting was to discuss the job performance evaluations of

individual employees as allowed under IC 5-14-1.5-6.1(b). No other subject matter was discussed. The Executive

Session was adjourned at 6:05 p.m.

WORK SESSION

The Board met in a work session prior to the scheduled Board of Trustees Meeting on February 23, 2011, to discuss

goal setting and planning.

BOARD OF TRUSTEES MEETING

The meeting of the Board of Trustees of Elkhart Public Library was held on February 23, 2011, 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, and Renee’

Cocanower. Mary E. Davis, Brian Byrn, and J. Scott Troeger were unable to attend. Also present were Deborah

Stewart, Director; and Sandra Bevins, Business/HR Manager. Guests in attendance: Kevin Kilmer; Charles E.

Smith.

CONSENT AGENDA

Adoption of Consent Agenda

Renee’ Cocanower moved

THAT – the Consent Agenda be adopted as presented.

Second: Krystal Anderson Motion: Carried

PRESIDENT’S BUSINESS

Janice E. Dean, President, presented a 2011 Monthly Board Calendar, with suggestions to schedule occasional

meetings at branch locations.

DIRECTOR’S REPORT

The official dates for the One Book, One Michiana program is April 1, 2011, to May 7, 2011. The first electronic

version of the Montage replacement is expected to go live in April 2011. The Library’s Facebook is available to the

public. READ posters for National Library Week will be produced in-house using local “celebrities”. A new copier

contract has been signed with Advanced Imaging.

UNFINISHED BUSINESS

Main Idea/Leedy Cripe Project

A proposed phasing process for Phase 1 of the Main Library renovation project was presented by Eric Leedy, Leedy

Architects, during the work session.

Harassment Policy / Grievance Procedures

Revisions were requested by the Board. No action was taken on this item.

Minutes of the Elkhart Public Library Board of Trustees 02/23/2011 Page 2

Long Range Plan

A Long Range Plan discussion outline was presented to the Board. A work session, scheduled for March 8, 2011, will include Board Members and managers.

OverDrive

Procedures for selecting materials from Overdrive have been drafted and training on selecting and usage has begun. OverDrive is expected to go live in April 2011.

NEW BUSINESS

MAC Policy – 1st Reading

The Board reviewed the revised MAC Policy and requested changes. No action was taken on this item.

Resolution to Establish Capital Assets Threshold

The Board approved a resolution to increase the threshold for the Capital Assets Ledger.

Barbara G. Anderson moved

THAT – the threshold for the Capital Assets Ledger be set at $5,000.00.

Second: Krystal Anderson Motion: Carried

Questions and Information from Board, Staff, and Guests

There were no comments or information presented.

ADJOURNMENT

The meeting was adjourned by consensus at 8:20. The next regularly scheduled meeting of the Board of Trustees will be held March 23, 2011, 7:00 p.m., in meeting room #406 in the Elkhart Public Library Annex.

__________________________

Renee’ Cocanower, Secretary

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