Board Meeting Minutes – 2010 06

Elkhart Public Library

BOARD OF TRUSTEES’ MEETING

Wednesday, June 23, 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 June 23, 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, Brian Byrn, and Mary E.

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

Acting Director. 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 June 23, 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 June 23, 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, and Mary E. Davis. Renee’ Cocanower and J. Scott Troeger were unable to attend. Also

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

attendance: Deb Ehret, Cheryl Mann, Gwen Robison. No guests were in attendance.

CONSENT AGENDA

Approval of Consent Agenda

Mary E. Davis moved

THAT – the Consent Agenda be approved with an additional item:

New Business: Director’s Status

Second: Barbara G. Anderson Motion: Carried

Minutes of the Elkhart Public Library Board of Trustees 6/23/2009 Page 2

PRESIDENT’S BUSINESS

Renee’ Cocanower has been reappointed to a four-year term by the Concord Community School Board and Mary E. Davis has been reappointed to a four-year term by the Elkhart County Commissioners.

The Board of Trustees created a nominating committee for filling the offices of President, Vice President, Treasurer, and Secretary. The committee presented the slate of officers for July 1, 2010 to June 30, 2011: Janice E. Dean, President; Barbara G. Anderson, Vice President; Renee’ Cocanower, Secretary; and Brian Byrn, Treasurer.

Mary E. Davis moved

THAT – the above slate of officers be approved as presented.

Second: Krystal Anderson Motion: Carried

DIRECTOR’S REPORT

Informational Items

An organizational meeting for the Friends of the Elkhart Public Library took place on June 10, 2010. A steering committee will be formed from the interested attendees.

Read A-Way the Fines has cleared off $234.00 in charges from children’s accounts. This program will continue throughout the summer.

Medical insurance surveys have been completed by staff and quotes will be requested from several carriers.

State Board of Accounts Budget Workshop

Attendance at the workshop did not provide the average growth quotient. This information is expected by June 25, 2010.

UNFINISHED BUSINESS

HVAC Project Update

Griffen Plumbing & Heating has installed the pump. Delivery of the compressors has being delayed by Customs at the US/Canada border.

Main Idea/Leedy Cripe Project

Eric Leedy is revising the floor plan for the Main Library building.

Long Range Plan

Krystal Anderson moved

THAT – the Long Range Plan be removed from the agenda and presented as New Business in the future.

Second: Barbara G. Anderson Motion: Carried

Short Term Goals

An update to the short term goals was presented, with category divisions of: Administration, Public Relations, Technology, and Collections.

Nepotism Policy

Management Advisory Council presented a Nepotism Policy for approval. 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 6/23/2009 Page 3

Board By-Laws Revisions

Item continues to be under review and was tabled.

NEW BUSINESS

Updated Facility Maintenance Priority List

Replacement of the HVAC equipment for the Annex has been moved to high priority status.

2011 Preliminary Budget

This item was tabled.

Director’s Status

Mary E. Davis moved

THAT – Deborah Stewart’s title be changed to Interim Director.

Second: Barbara G. 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

A motion was made by Mary E. Davis and seconded by Krystal Anderson to adjourn the meeting at 8:25. The next regularly scheduled meeting of the Board of Trustees will be held July 21, 2010, 7:00 p.m., in meeting room #406 in the Elkhart Public Library Annex.

__________________________

Brian Byrn, Acting Secretary

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