Board Meeting Minutes – 2011 01

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

MINUTES

EXECUTIVE SESSION

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.

WORK SESSION

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.

CONSENT AGENDA

Adoption of Consent Agenda

Mary E. Davis moved

THAT – the Consent Agenda be adopted as presented.

Second: Barbara G. Anderson Motion: Carried

PRESIDENT’S BUSINESS

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

DIRECTOR’S REPORT

Informational Items

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.

UNFINISHED BUSINESS

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.

NEW BUSINESS

Overdrive

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

ALA Registration

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.

ADJOURNMENT

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

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