BOARD OF TRUSTEES’ MEETING
Wednesday, January 19, 2011
6:00 p.m. Executive Session
7:00 p.m. Board Meeting
Library Annex Meeting Room #406
Elkhart Public Library
An executive session of the Board of Trustees of the Elkhart Public Library was held on January 19, 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, Mary E. Davis, and Brian Byrn. Renee’
Cocanower and J. Scott Troeger were unable to attend. Krystal Anderson was appointed Acting Secretary. 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 6:20 p.m.
The Board met in a work session prior to the scheduled Board of Trustees Meeting on January 19, 2011, to discuss
goal setting and planning.
BOARD OF FINANCE MEETING
The meeting of the Board of Finance of Elkhart Public Library was held Wednesday, January 19, 2011, in meeting
room #406. Janice Dean, President, called the meeting to order at 7:00 p.m. The Board of Finance elected the
current President and Secretary of the Elkhart Public Library Board of Trustees to serve as officers for 2011. The
Board of Finance reviewed the Investment Policy and the Report of Investments. The Elkhart Truth and The
Goshen News were designated as qualified publications in which the Library shall publish notices.
Mary E. Davis moved
THAT – the election of the Board of Finance Officers, the Investment Policy, and the Report of Investments,
and the designated publications be approved and that the meeting be adjourned.
Second: Brian Byrn Motion: Carried
BOARD OF TRUSTEES MEETING
The meeting of the Board of Trustees of Elkhart Public Library was held on January 19, 2011, 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, Krystal Anderson, Mary E.
Davis, and Brian Byrn. Renee’ Cocanower and J. Scott Troeger were unable to attend. Krystal Anderson was
appointed Acting Secretary. Also present were Deborah Stewart, Director; and Sandra Bevins, Business/HR
Manager. Guests in attendance: Rachel Rice, Gwen Robison, Stuart Basquin, Penny Price.
Adoption of Consent Agenda
Mary E. Davis moved
THAT – the Consent Agenda be adopted as presented.
Second: Barbara G. Anderson Motion: Carried
The county libraries met with Indiana State Representatives. Stuart Basquin updated the Board on the current
status of the Friends of the Library. A special recognition was given to TCU for their continued support.
Minutes of the Elkhart Public Library Board of Trustees 01/19/2011 Page 2
The expected dates for this year’s One Book, One Michiana program is April 2, 2011, to May 7, 2011. The Library’s Facebook went live to staff members on January 11, 2011. The theme for the 2011 County Fair will be One World, Many Stories. A request for increasing the travel reimbursement rate will not be submitted.
Main Idea/Leedy Cripe Project
A revised estimate of $425,000.00 for Phase 1 has been received from Eric Leedy, Leedy Architects. A presentation is expected at the next regularly scheduled Board meeting.
Annex HVAC Project
The new HVAC equipment is installed and functioning. Building repairs are expected to be completed by January 21, 2011.
Meeting Room Policy
This agenda item was tabled.
Harassment Policy / Grievance Procedures
Revisions were requested by the Board. No action was taken on this item.
Long Range Plan
A Long Range Plan work session scheduled for February 8, 2011, will include Board Members and managers.
A contract for Overdrive has been signed and criteria for implementation have been submitted. The expected availability date is April 10, 2011.
Non-Resident Fee 2011
The Business Manger presented a proposal for the 2011 Library Registration Fee for Non-Resident Patrons. The proposal recommends an increase to the family annual fee from $152.00 to $ 156.00.
Barbara G. Anderson moved
THAT – the 2011 Non-Resident Fee be set at $156.00.
Second: Mary E. Davis Motion: Carried
Virtual Conferences will be available for the 2011 ALA Conference. The Board expressed a desire for staff to attend in this manner.
Questions and Information from Board, Staff, and Guests
There were no comments or information presented.
The meeting was adjourned by consensus at 8:05. The next regularly scheduled meeting of the Board of Trustees will be held February 23, 2011, 7:00 p.m., in meeting room #406 in the Elkhart Public Library Annex.
Krystal Anderson, Acting Secretary