Board Meeting Minutes – 2010 10

Elkhart Public Library

BOARD OF TRUSTEES’ MEETING

Wednesday, October 20, 2010

6:00 p.m. Executive Session

6:20 p.m. Work 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 October 20, 2010,

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, Brian Byrn, and

Mary E. Davis. Renee’ Cocanower and J. Scott Troeger were unable to attend. Also present were Deborah

Stewart, Interim 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 October 20, 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 October 20, 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,

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

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

Sandra Bevins, Business/HR Manager. Employees in attendance: Rachel Rice. No guests were in

attendance.

CONSENT AGENDA

Adoption of Consent Agenda

Krystal Anderson moved

THAT – the Consent Agenda be adopted as presented.

Second: Barbara G. Anderson Motion: Carried

PRESIDENT’S BUSINESS

Updated Board By-Laws were presented. Additional revisions were requested and no action was taken.

The date for the November Board of Trustees meeting was rescheduled for November 22, 2010. A

resolution was presented that recognized the Board of Trustees’ appreciation for the work of the Friends of

the Library.

J. Scott Troeger moved

THAT – the resolution be adopted as presented.

Second: Krystal Anderson Motion: Carried

Minutes of the Elkhart Public Library Board of Trustees 10/20/2010 Page 2

DIRECTOR’S REPORT

Informational Items

A draft edition of a Director and the Assistant Director job description was presented. The Library will not pursue the “Sparks!” grant. The search continues for an Associate Director for the Cleveland Branch Library. A license has been purchased to allow the Library to show movies in-house. Another book sale by the Friends of the Library will be held on November 6, 2010. Indiana Library Federation (ILF) District One Conference will be held next year at the Stardust Event Center.

Mary E. Davis moved

THAT – the Board of Trustees withdraw the resolution passed on September 23, 2009, which established the position to avoid attending educational venues that are held at institutions that also promote gambling attractions and

THAT – the Board of Trustees support and encourage attendance at the ILF District One conference.

Second: Brian Byrn Motion: Carried

Staff In-Service

The annual staff In-Service will be held November 11, 2010. Training sessions include Customer Service, Diversity, Ergonomics, E-Books, Polaris, Basic Computer Repair, and Databases.

UNFINISHED BUSINESS

Main Idea/Leedy Cripe Project

The plan for renovations of the Main Library has been divided into several phases. Funding will be sought to enable the Library to act on the renovation plan.

Annex HVAC Project

A contract has been entered into with Griffen Plumbing and Heating to replace two mechanical units in the Library Annex. Project start date will depend on arrival of the units.

Fraternization Policy

The Fraternization Policy was adopted with the addition of the following statement to the Definition Section: “For the purposes of this policy, employees include volunteers.”

J. Scott Troeger moved

THAT – the Fraternization Policy be adopted as edited.

Second: Krystal Anderson Motion: Carried

Social Media Policy

Adoption of Social Media Policy

Brian Byrn moved

THAT – the Social Media Policy be adopted as presented.

Second: Krystal Anderson Motion: Carried

Meeting Room Policy

This agenda item was tabled.

2011 Budget

The 2011 Operating budget of $6,919,586.00 was presented to the Board.

Mary E. Davis moved

THAT – the 2011 Operating budget of $6,919,586.00 be adopted as presented.

Second: Brian Byrn Motion: Carried

Minutes of the Elkhart Public Library Board of Trustees 10/20/2010 Page 3

NEW BUSINESS

Patron Photo Policy

This item was tabled and will be removed from the Agenda.

Long Range Plan

The Long Range Plan process has begun with managers considering service areas that need attention. A draft edition of a Patron Survey was presented

Salary Schedules – 2011

The Director presented the 2011 Salary Schedules for review, reflecting a 2% salary increase and an effective date of January 2, 2011. The Schedules will be presented for adoption at the next regularly scheduled meeting.

Social Media Guidelines

The Social Media Staff Guidelines was presented to the Board. No revisions were requested. The Social Media Committee will present the public guidelines at the next regularly scheduled meeting.

Questions and Information from Board, Staff, and Guests

Mary E. Davis presented a concern about smokers standing outside the Library entrance. The Director reassured her that when the Circulation Department is notified, they will speak with those involved.

ADJOURNMENT

The meeting was adjourned by consensus at 8:00. The next regularly scheduled meeting of the Board of Trustees will be held November 22, 2010, 6:00 p.m., in meeting room #406 in the Elkhart Public Library Annex.

__________________________

Krystal Anderson, Acting Secretary

Speak Your Mind

*

ELKHART PUBLIC LIBRARY
300 SOUTH SECOND STREET
ELKHART, IN 46516
(574) 522-5669
ADDITIONAL RESOURCES
ADMINISTRATION
EPL/GPL CONSORTIUM
FINANCIAL REPORT
FRIENDS OF EPL
GIFT PROGRAM
LIBRARY CARDS
LIBRARY FEES & POLICIES
STRATEGIC PLAN