Board Meeting Minutes – 2010 08

Elkhart Public Library

BOARD OF TRUSTEES’ MEETING

Wednesday, August 18, 2010

6:00 p.m. Executive Session

6:05 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 August 18, 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 6:05 p.m.

WORK SESSION

The Board met in a work session prior to the scheduled Board of Trustees Meeting on August 18, 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, and Mary E. Davis. J. Scott Troeger was unable to attend. Also present

were Deborah Stewart, Interim Director; and Sandra Bevins, Business/HR Manager. Employees in

attendance: Deb Ehret, Tina Emerick, Jeanne Hobik. No guests were attendance.

CONSENT AGENDA

Approval of Consent Agenda

Mary E. Davis moved

THAT – the Consent Agenda be approved with the addition of two items:

NEW BUSINESS: Read Away the fines

NEW BUSINESS: 2010 Holiday Schedule

Second: Barbara Anderson Motion: Carried

Minutes of the Elkhart Public Library Board of Trustees 08/18/2010 Page 2

PRESIDENT’S BUSINESS

Janice E. Dean, President , thanked the board committee for their continued efforts at updating the Board By Laws. The Board will be scheduling a Saturday work session in the near future.

DIRECTOR’S REPORT

Informational Items

The “Eye2theWorld” multicultural fair, in which the Library agreed to participate, has been cancelled.

New Director’s Workshop

Deborah Stewart, Interim Director, attended the New Director’s Workshop on August, 4, 2010, at the Indiana State Library.

UNFINISHED BUSINESS

HVAC Project Update

The compressors have been installed and are functioning properly. This project is complete.

Main Idea/Leedy Cripe Project

Eric Leedy presented suggested layouts of the Main Library. The Board gave guidance for moving forward: The Main Library will remain at the current location; a single public entrance will be at Second and High Street; the parking lot will be retained as Library property; the project will be completed in phases as funds are available.

Short Term Goals

The Friends of the Library will be holding a book sale at the Bookmobile Garage on October 9, 2010. Web page and Intranet redesign are in process. Stack signage is the testing phase. A committee has been formed to complete a policy manual. PAC is being made more user-friendly.

Nepotism Policy

A revised version of a nepotism policy was presented to the Board. No action was taken.

Board By-Laws Revisions

A draft of the new Board By-Laws was presented. No action was taken.

2011 Budget

The Board indicated its desires for the 2011 Operating Fund Budget: A maximum of $500.00 to be applied toward employee’s medical insurance premiums; a 2% cost of living increase with no step advancements. The cost of living increase is contingent upon the Library’s budget being approved as presented. As a result of the Library Capital Projects Fund (LCPF) being merged into the Operating Fund for the 2011 budget and the budget reductions experienced in 2010, the Department of Local Government Finance recommended a motion to reduce the LCPF 2010 budget.

Krystal Anderson moved

THAT – the Library Board pass a resolution to reduce the 2010 Library Capital Projects Fund (LCPF) budget by $32,411.00.

Second: Mary Davis Motion: Carried

Minutes of the Elkhart Public Library Board of Trustees 08/18/2010 Page 3

Health Insurance Quotes

Insurance quotes have been received from several companies. As indicated above, the Library will pay a maximum of $500.00 toward the employee’s health insurance premium. The Library’s health insurance contract will be renewed with Anthem. The Library’s dental insurance contract with Health Resources, Inc. will be renewed with no increase to the premium rates. The Library’s vision insurance contract with Vision Service Plan will be renewed with no increase to premium rates. Each of these plans has an effective date of September 1, 2010.

NEW BUSINESS

Code of Conduct Policy

A revised version of the Code of Conduct Policy was presented to the Board.

Mary Davis moved

THAT – the Library approve the revisions to the Code of Conduct Policy as presented.

Second: Renee’ Cocanower Motion: Carried

Read Away the Fines

Barbara Anderson moved

THAT – the Library extend the Read Away the Fines until December 31, 2010.

Second: Krystal Anderson Motion: Carried

2010 Holiday Schedule

Brian Byrn moved

THAT – the Library revise the 2010 Holiday Schedule to close the Library on January 2, 2011. Staff will not be paid for this closed day.

Second: Renee’ Cocanower Motion: Carried

Questions and Information from Board, Staff, and Guests

Tina Emerick informed the Board of a $2,000.00 grant received from Target for the “1000 Books Before Kindergarten” program. Staff in attendance expressed their appreciation for the Library’s contribution to insurance premiums.

ADJOURNMENT

The meeting was adjourned by consensus at 8:30. The next regularly scheduled meeting of the Board of Trustees will be held September 22, 2010, 7:00 p.m., in meeting room #406 in the Elkhart Public Library Annex.

__________________________

Renee’ Cocanower, Secretary

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