Board Meeting Minutes – 2010 03

Elkhart Public Library

BOARD OF TRUSTEES’ MEETING

Wednesday, March 24, 2010

6:00 p.m. Executive 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 March 24, 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, Mary E. Davis, and J. Scott Troeger. The Board discussed the job performance evaluations of

individual employees. The Executive Session was adjourned at 6:55 p.m.

BOARD OF TRUSTEES MEETING

The meeting of the Board of Trustees of Elkhart Public Library was held on March 24, 2010, in meeting

room #406 of the Library Annex. Janice E. Dean, President, called the meeting to order at 7:07 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 Connie Jo Ozinga,

Director; Deborah Stewart, Assistant Director; and Sandra Bevins, Business/HR Manager. Library staff in

attendance: James Reynolds, Custodial Department; Rachel Rice, Outreach Services; Patricia House,

Outreach Services; Diann Stutzman, Administration Services. Guests in attendance: Jody Magallanes, The

Truth; Adel Weltz, patron.

CONSENT AGENDA

Approval of Consent Agenda

With correction of date in Item B3(a) to February

Renee’ Cocanower moved

THAT – the Consent Agenda be approved with corrections.

Second: Mary E. Davis Motion: Carried

DIRECTOR’S REPORT

The Director spoke with Kathy Weaver, Baugo Township Trustee, regarding library service. A new

program, 1000 Books Before Kindergaten, may be implemented. The Library has been invited by the

Elkhart Parks Department to coordinate summer programs. The Director and Assistant Director attended

the New Rules for Library Projects Workshop regarding the current referendum guidelines for issuing

municipal bonds. The current Book Selection Policy is being updated to reflect the new state standards.

The current meeting room use policy will be updated. The Cleveland Branch Library Associate Director

position will remain open until the position is discussed at an executive meeting. Deb Ehret, Outreach

Minutes of the Elkhart Public Library Board of Trustees 03/24/2010 Page 2

Coordinator, has been discussing the establishment of a Friends Group with community members.

UNFINISHED BUSINESS

HVAC Project Update

The final testing of the HVAC system will be happen when the chillers are activated.

Main Idea/Leedy Cripe Project

Eric Leedy, Leedy/Cripe Architects, has received input from the Main Idea coordinators, along with a structural engineer and a code consultant. Later this month, he will meet with the Main Idea participants in an attempt to exchange ideas before presenting his recommendations to the Board.

Library Capital Projects Fund 2011

The Director recommended that the Library Capital Projects Fund (LCPF) budget be merged into the Operating Fund budget, giving assurance that, as long as the remaining balance is not declared dormant, the two funds can be separated in the future if the Board so desires.

Mary E. Davis moved

THAT – the Library Capital Projects Fund (LCPF) budget be merged into the Operating Fund.

THAT – the Library Capital Projects Fund (LCPF) not be declared dormant at this time and any remaining cash balance be retained in the LCPF account.

Second: Brian Byrn Opposed: Renee’ Cocanower Motion: Carried

Board Bylaws Proposed Revision

The Board requested that the Director offer alternatives to the present out-of-date version of the Board of Trustees By-Laws.

NEW BUSINESS

Long Range Plan Options

The Director presented a $19,000.00 proposal from Hertzell-Mika Consulting, LLC to facilitate a strategic planning process. Additional proposals will be presented. J. Scott Troeger expressed a desire to see this process facilitated in-house.

2010 Budget

The Library has received the 1782 Notice from the Department of Local Government Finance (DLGF) which shows reductions in revenue. This resulted in a $216,111.00 and a $68,833.00 reduction to the advertised 2010 Operating budget and Library Capital Projects Budget, respectively. The Director will present revisions to the 2010 budget reflecting these reductions.

Library Director Contract

Renee’ Cocanower, Chairperson of the Director Evaluation Committee, presented the following recommendation:

It is the recommendation of the Director Evaluation Committee that the Executive Director not be offered a salary increase, and therefore not be offered a new contract to replace her current contract. We further recommend that the library board meet with the Executive Director in a special executive session on Tuesday, April 13, 2010, at 6:00 p.m. for further discussion of personnel matters.

Minutes of the Elkhart Public Library Board of Trustees 03/24/2010 Page 3

Questions and Information from Board, Staff, and Guests

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

ADJOURNMENT

There being no further business to transact, the meeting was adjourned at 8:30 p.m. The next regularly scheduled meeting of the Board of Trustees will be held April 21, 2010, 7:00 p.m., in meeting room #406 in the Elkhart Public Library Annex. This meeting will be preceded by a 6:00 p.m. Executive Session.

__________________________

Renee’ Cocanower, Secretary

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ELKHART PUBLIC LIBRARY
300 SOUTH SECOND STREET
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