Board Meeting Minutes – 2010 09

Elkhart Public Library

BOARD OF TRUSTEES’ MEETING

Wednesday, September 22, 2010

6:00 p.m. Executive Session

6:10 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 September 22,

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,

Renee’ Cocanower, and Mary E. Davis. J. Scott Troeger was 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 6:10 p.m.

WORK SESSION

The Board met in a work session prior to the scheduled Board of Trustees Meeting on September 22, 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 August 18, 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, Renee’ Cocanower, Mary E. Davis, and J. Scott Troeger. Also present were Deborah Stewart,

Interim Director; and Sandra Bevins, Business/HR Manager. Employees in attendance: Deb Ehret. No

guests were in attendance.

PUBLIC HEARING ON 2011 BUDGET

The public hearing for the 2011 budget was declared open to the public at 7:10 p.m. by Janice E. Dean,

President. The 2011 Operating budget of $6,919,586.00 was presented to the public. There being no

objections from taxpayers, upon motion by Barbara G. Anderson and seconded by Mary E. Davis, the

public hearing on the 2011 budget was declared closed at 7:20.

CONSENT AGENDA

Approval of Consent Agenda

Mary E. Davis moved

THAT – the Consent Agenda be approved as presented.

Second: Renee’ Cocanower Motion: Carried

PRESIDENT’S BUSINESS

Janice E. Dean, President, requested the updated Board By Laws be presented at the next Board Meeting.

Minutes of the Elkhart Public Library Board of Trustees 09/22/2010 Page 2

DIRECTOR’S REPORT

Informational Items

A Cumulative Recovery Report from Unique Management Services was presented. The County Council budget meeting for civil taxing units is scheduled for September 23, 2010. Meetings are scheduled for September 29th and 30th for eligible employees to learn about other insurance options.

Indiana Library Federation Annual Conference

The Indiana Library Federation Annual Conference will be held November 15, 16 and 17, 2010, in Indianapolis.

UNFINISHED BUSINESS

Main Idea/Leedy Cripe Project

With completion of the current contract, Eric Leedy, Leedy Cripe Architects, presented cost estimates of $1,436,284.00 for the renovation of the Main Library.

Short Term Goals

The Friends of the Library has been established. The Policy Committee is reformatting current policies. The Social Media Committee is establishing policy and guidelines. With the short term goals met, the Library will move forward to establish its long term plan.

Nepotism Policy

A nepotism policy was approved with the removal of the following statement from the Policy section:

“and are shown preference only when their qualifications warrant.”

Mary E. Davis moved

THAT – the Library Board accept the Nepotism Policy as edited.

Second: Renee’ Cocanower Motion: Carried

2011 Budget

A public hearing on the budget took place at this Board Meeting (see above). Formal adoption will take place at the regularly scheduled October Board Meeting.

NEW BUSINESS

Annex HVAC Project

Quotes were presented for the replacement of two mechanical units in the Library Annex. Griffen Plumbing and Heating presented the lowest quote for the desired inside units at $109,652.00.

Brian Byrn moved

THAT – the Library authorize Deborah Stewart, Interim Director, to enter into a contract of $109,652.00 with Griffen Plumbing and Heating for replacement of the mechanical units in the Annex. This approval is contingent upon Griffen P&H presenting proof of warranty and liability insurance coverage.

Second: J. Scott Troeger Motion: Carried

Work Away the Fines

Krystal Anderson moved

THAT – the Library rescind its approval of the Work Away the Fines program due to possible Department of Labor conflicts.

Second: Barbara Anderson Motion: Carried

Fraternization Policy

Management Advisory Council presented a Fraternization Policy for review. Revisions were requested by the Board and the policy will be presented again at the next regularly scheduled meeting.

Minutes of the Elkhart Public Library Board of Trustees 09/22/2010 Page 3

Social Media Policy

Management Advisory Council presented a Social Media Policy for review. Revisions were requested by the Board and the policy will be presented again at the next regularly scheduled meeting.

Meeting Room Policy

Management Advisory Council presented a Meeting Room Policy for review. Revisions were requested by the Board and the policy will be presented again at the next regularly scheduled meeting.

Questions and Information from Board, Staff, and Guests

Nothing was presented.

ADJOURNMENT

The meeting was adjourned by consensus at 8:40. The next regularly scheduled meeting of the Board of Trustees will be held October 20, 2010, 7:00 p.m., in meeting room #406 in the Elkhart Public Library Annex.

__________________________

Renee’ Cocanower, Secretary

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