Board Meeting Minutes – 2010 12

Elkhart Public Library

BOARD OF TRUSTEES’ MEETING

Wednesday, December 15, 2010

6:30 p.m. Executive Session

7:00 p.m. Board Meeting

Library Annex Meeting Room #406

MINUTES

EXECUTIVE SESSION

An executive session of the Board of Trustees of the Elkhart Public Library was held on December 15,

2010, in meeting room #406 and called to order at 6:30 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 J. Scott Troeger. Brian Byrn and Renee’ Cocanower 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 6:40 p.m.

WORK SESSION

The Board met in a work session prior to the scheduled Board of Trustees Meeting on November 15,

2010, to discuss goal setting and planning.

BOARD OF TRUSTEES MEETING

The meeting of the Board of Trustees of Elkhart Public Library was held on December 15, 2010, 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 ,

Mary E. Davis, and J. Scott Troeger. Brian Byrn and Renee’ Cocanower were unable to attend. Krystal

Anderson was appointed Acting Secretary. Also present were Deborah Stewart, Director; and Sandra

Bevins, Business/HR Manager. Employees in attendance: Kevin J. Kilmer; Tina Emerick; Enrique

Reyes. No guests were in attendance.

CONSENT AGENDA

Adoption of Consent Agenda

J. Scott Troeger moved

THAT – the Consent Agenda be adopted as presented.

Second: Mary E. Davis Motion: Carried

PRESIDENT’S BUSINESS

Updated Board By-Laws were presented. Additional revisions were discussed.

Mary E. Davis moved

THAT – the Board By-Laws be adopted as amended.

Second: Krystal Anderson Motion: Carried

Janice E. Dean informed the Board of a county library meeting with Indiana State Representatives.

Minutes of the Elkhart Public Library Board of Trustees 12/15/2010 Page 2

DIRECTOR’S REPORT

Informational Items

The Library participated in the Winterfest Parade on December 4, 2010. Elkhart City’s mayor, Dick Moore, visited the Library on November 30, 2010. The Library’s security monitoring company, Digital, has been sold to PerMar. The Library hosted the first northern Indiana YA Roundtable. The county library directors met on December 3, 2010.

UNFINISHED BUSINESS

Main Idea/Leedy Cripe Project

Eric Leedy, Leedy Cripe Architects, is beginning to work on bids so as to obtain cost estimates. Staff will begin working on projects that can be done with a minimum of cost.

Annex HVAC Project

Griffin will begin on the HVAC Project December 16, 2010. Demolition is expected to be during the week of December 27, 2010 with a completion date of January 17, 2011.

Meeting Room Policy

This agenda item was tabled.

Long Range Plan

A Board work session is planned prior to the January Board Meeting to establish a timeline for the Long Range Plan.

Read Away the Fines

The Board was asked to consider extending the Read Away the Fines program indefinitely with periodical reviews.

Krystal Anderson moved

THAT – the Read Away the Fines program be extended indefinitely with periodical reviews.

Second: Barbara G. Anderson Motion: Carried

NEW BUSINESS

2011 Board Meeting Dates

The Board approved the 2011 Board Meeting dates, scheduling work sessions prior to the meetings.

2011 Holiday Closing Dates

The Holiday Schedule for 2011 was considered.

J. Scott Troeger moved

THAT – the Holiday Schedule for 2011 be approved as presented.

Second: Mary E. Davis Motion: Carried

Harassment Policy/Grievance Procedures

The current Harassment Policy and Grievance Procedures were presented to the Board for review. No action was taken.

Questions and Information from Board, Staff, and Guests

Kevin J. Kilmer presented the Management Advisory Council’s position concerning closing the Library early on the Wednesday evening before Thanksgiving. An official request for approval will be presented at a future meeting.

Minutes of the Elkhart Public Library Board of Trustees 12/15/2010 Page 3

ADJOURNMENT

The meeting was adjourned by consensus at 8:05. The next regularly scheduled meeting of the Board of Trustees will be held January 19, 2011, 7:00 p.m., in meeting room #406 in the Elkhart Public Library Annex.

__________________________

Krystal Anderson, Acting Secretary

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ELKHART PUBLIC LIBRARY
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