Board Meeting Minutes – 2010 05

Elkhart Public Library

BOARD OF TRUSTEES’ MEETING

Wednesday, May 19, 2010

6:00 p.m. Executive Session

6:15 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 May19, 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, Renee’

Cocanower, and Mary E. Davis. J. Scott Troeger was 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 6:12 p.m.

WORK SESSION

The Board met in a work session prior to the scheduled Board of Trustees Meeting on May19, 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 May 19, 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,

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

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

attendance: Deb Ehret, Marsha Eilers, Diana Gill, Diann Stutzman, Patricia Wright. Guests in attendance:

Eric Leedy, Jim Pettit, Tom Dusthimer, John Sotebeer.

CONSENT AGENDA

Approval of Consent Agenda

Barbara G. Anderson moved

THAT – the Consent Agenda be approved as presented.

Second: Brian Byrn Motion: Carried

Minutes of the Elkhart Public Library Board of Trustees 05/19/2010 Page 2

DIRECTOR’S REPORT

An organizational meeting for the Friends of the Elkhart Public Library is scheduled for June 10, 2010, at 7:00 p.m.

WorkOne has extended an offer for the Library to participate in their WorkOne Youth Internship Program.

Several informational staff meetings were held, accompanied by Board members.

UNFINISHED BUSINESS

HVAC Project Update

Two resolutions were presented to address the chiller compressor problem;

Install larger propeller: estimated cost of $1,500.00, potential future problems, no guarantee

Install additional pump: estimated cost of $11,000.00, guaranteed by Griffen Plumbing & Heating

Mary E. Davis moved

THAT – the Board give Deborah Stewart, Acting Director, authority to enter into a contract with Griffen Plumbing & Heating for installation of an additional pump.

Second: Brian Byrn Motion: Carried

Main Idea/Leedy Cripe Project

DRTY presented the idea of leasing their building for library expansion. A written proposal will be forthcoming.

Long Range Plan Options

The Board expressed a desire to focus on short term goals before developing a new long range plan. The long range plan is expected to be facilitated in house.

Selection Policy

Renee’ Cocanower moved

THAT – the Selection Policy be approved as presented.

Second: Brian Byrn Motion: Carried

Nepotism Policy

A rough draft of the Nepotism Policy was presented. Management Advisory Council will review and present a formal request for approval.

Board By-Laws Revisions

The Board President appointed a committee composed of J. Scott Troeger, Barbara G. Anderson, and Brian Byrn with a charge of updating the Board By-Laws.

NEW BUSINESS

2010 Budget Reductions

Due to reductions in budget and revenue, a revised 2010 budget was accepted by the Board.

Short Term Goals

A listing of short term goals was presented to the Board.

Minutes of the Elkhart Public Library Board of Trustees 05/19/2010 Page 3

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 Krystal Anderson and seconded by Renee’ Cocanower to adjourn the meeting at 8:35. The next regularly scheduled meeting of the Board of Trustees will be held June 23, 2010, 7:00 p.m., in meeting room #406 in the Elkhart Public Library Annex.

__________________________

Renee’ Cocanower, Secretary

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ELKHART PUBLIC LIBRARY
300 SOUTH SECOND STREET
ELKHART, IN 46516
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