Board Meeting Minutes – 2010 07

Elkhart Public Library

BOARD OF TRUSTEES’ MEETING

Wednesday, July 21, 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

The Board of Trustees of the Elkhart Public Library met in an executive session, as provided for by IC 5-

14-1.5-6.1(b), Item 6, to discuss job performance evaluations of individual employees. The executive

session, which took place prior to the scheduled Board of Trustees Meeting on July 21, 2010, was held 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, and Mary E. Davis. Brian

Byrn, Renee’ Cocanower, and J. Scott Troeger were unable to attend. Also present were Deborah Stewart,

Acting Director; and Sandra Bevins, Business/HR Manager. The Board discussed the job performance

evaluations of individual employees. 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 July 21, 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 July 21, 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,

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

Anderson was named acting Secretary. Also present were Deborah Stewart, Interim Director; and Sandra

Bevins, Business/HR Manager. Employees in attendance: Deb Ehret. Guests in attendance: Marsha

Eilers.

CONSENT AGENDA

Approval of Consent Agenda

Mary E. Davis moved

THAT – the Consent Agenda be approved as presented

Second: Krystal Anderson Motion: Carried

Minutes of the Elkhart Public Library Board of Trustees 07/21/2010 Page 2

PRESIDENT’S BUSINESS

No items were presented.

DIRECTOR’S REPORT

Informational Items

Management Reports have a new look. The Ruthmere Museum collection project is expected to be completed during the first week of August. The Museum’s materials will appear in EPL’s PAC as a non-circulating branch collection.

New Director’s Workshop

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

UNFINISHED BUSINESS

HVAC Project Update

Delivery of the compressors is still being delayed by Customs at the US/Canada border.

Main Idea/Leedy Cripe Project

A meeting with Eric Leedy is planned for July 30, 2010 where a layout of the Main Library will be reviewed. Staff will be included in the discussions about the logistics of moving the departments and installing carpeting.

Short Term Goals

The steering committee for the friends group has prepared their by-laws, mission statement, and memorandum of understanding. Web page and Intranet redesign are in process. Stack signage is completed. Collection shifting has begun.

Nepotism Policy

Management Advisory Council presented a revised version of a Nepotism Policy for approval. Additional revisions were requested by the Board and the policy will be presented again at the next regularly scheduled meeting.

Board By-Laws Revisions

Item continues to be under review and was tabled.

NEW BUSINESS

2011 Budget

The average growth quotient for 2011 is 2.9%. Budget workshop is scheduled for August 5, 2010.

Health Insurance Quotes

Employees eligible for insurance have completed on-line applications that have been submitted to insurance companies for quotes.

Friends of the Library Organization

The new Friends of the Elkhart Public Library organization submitted a Memorandum of Understanding outlining the relationship between the Library and the Friends group.

Minutes of the Elkhart Public Library Board of Trustees 07/21/2010 Page 3

Barbara G. Anderson moved

THAT – the Memorandum of Understanding be accepted as presented by the Friends of the Elkhart Public Library.

Second: Krystal Anderson Motion: Carried

Questions and Information from Board, Staff, and Guests

No additional questions or information was forthcoming from the board, staff, or guests.

ADJOURNMENT

The meeting was adjourned by consensus at 7:46. The next regularly scheduled meeting of the Board of Trustees will be held August 18, 2010, 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
300 SOUTH SECOND STREET
ELKHART, IN 46516
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