Board Meeting Minutes – 2010 01

Elkhart Public Library

BOARD OF TRUSTEES’ MEETING

Wednesday, January 20, 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 January 20, 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 Staff Climate Survey report.

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

BOARD OF FINANCE MEETING

The meeting of the Board of Finance of Elkhart Public Library was held on January 20, 2010, in meeting

room #406 of the Library Annex. Janice E. Dean, President, called the meeting to order at 7:00 p.m.

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

Outreach Services; Diann Stutzman, Administration; Deb Ehret, Outreach Services; Gwen Robison, Young

People’s Services. No guests were in attendance.

The Board of Finance reviewed the procedure for electing a President and Secretary of the Board of

Finance.

Mary E. Davis moved

THAT – Janice E. Dean fill the office of President and Renee’ Cocanower fill the office of Secretary of

the Elkhart Public Library Board of Finance for 2010.

Second: J. Scott Troeger Motion: Carried

The Board of Finance reviewed the Investment Policy and the Report of Investments.

Mary E. Davis moved

THAT – the Investment Policy and the Report of Investments be approved as presented.

Second: J. Scott Troeger Motion: Carried

Renee’ Cocanower moved

THAT – the meeting be adjourned at 7:07 p.m.

Second: Krystal Anderson Motion: Carried

Minutes of the Elkhart Public Library Board of Trustees 01/20/2010 Page 2

BOARD OF TRUSTEES MEETING

The meeting of the Board of Trustees of Elkhart Public Library was held on January 20, 2010, in meeting room #406 of the Library Annex. Janice E. Dean, President, called the meeting to order at 7:10 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: Patricia House, Outreach Services; Jim Reynolds, Custodial Department; Rachel Rice, Outreach Services; Diann Stutzman, Administration; Deb Ehret, Outreach Services; Gwen Robinson, Young People’s Services. No guests were in attendance.

CONSENT AGENDA

Approval of Consent Agenda

J. Scott Troeger moved

THAT – the Consent Agenda be approved as presented.

Second: Barbara G. Anderson Motion: Carried

DIRECTOR’S REPORT

Circulation totals for 2009 resulted in a 2% increase.

UNFINISHED BUSINESS

HVAC Project Update

The last fixes to the HVAC system have been completed and the final punch list should be reviewed before next Board Meeting.

Facilities Priority List

Security cameras have been installed at Osolo Branch Library. The handicapped lift in the Periodicals Department is awaiting replacement parts. Digital message boards have been purchased and are being installed at all locations.

Climate Audit

Renee’ Cocanower, Board Member, presented a memo to EPL employees expressing the Board’s gratitude for their participation in the Climate Audit. A 92% response rate was experienced. The Board has received the report and will continue to discuss the results in executive sessions.

George Brich Memorial

Four sculpture bookends have been received. Memorial plaques will be attached and they will be displayed in the Library as a memorial to George Brich, former EPL director.

Minutes of the Elkhart Public Library Board of Trustees 01/20/2010 Page 3

NEW BUSINESS

Non-Resident Fee 2010

The Business Manger presented a proposal for the 2010 Library Registration Fee for Non-Resident Patrons. The proposal recommends a decrease to the family annual fee from $164.00 to $152.00.

Mary E. Davis moved

THAT – the 2010 Non-Resident Fee be set at $152.00.

Second: Krystal Anderson Motion: Carried

Appoint Director Evaluation Committee

In preparation for the director evaluation due in March 2010, the Board of Trustees established a committee to develop evaluation guidelines. Committee members will consist of Renee’ Cocanower, Chairperson, J. Scott Troeger, and Krystal Anderson.

Questions and Information from Board, Staff, and Guests

Deb Ehret spoke of a meeting she and Deb Stewart attended with Krystal Walsh, Community Development Coordinator. The hope is this meeting will be the catalyst for establishing a task force to address the community’s need for additional web access for unemployment filers. Gwen Robison expressed gratitude for the purchase of several Wii systems for use in young adult programming.

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 February 24, 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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