Board Meeting Minutes – 2009 01

Elkhart Public Library

300 S. Second Street

Elkhart, IN 46516

BOARD OF TRUSTEES’ MEETING

MINUTES

December 16, 2009

BOARD OF TRUSTEES MEETING

The meeting of the Elkhart Public Library Board of Trustees was held on December 16, 2009, in meeting

room #406 of the Library Annex. Janice E. Dean, President, called the meeting to order at 5:00 p.m.

ROLL & INTRODUCTION OF GUESTS

Members of the Board of Trustees present were Janice E. Dean, Barbara G. Anderson, Mary E. Davis, and

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

was appointed Acting Secretary. Also present were Deborah Stewart, Assistant Director, and Sandra

Bevins, Business/HR Manager. Library staff in attendance: Marsha Eilers, Reference Services; Patricia

House, Outreach Services; Jim Reynolds, Custodial Department; Rachel Rice, Outreach Services; Diann

Stutzman, Administration. No guests were in attendance.

CONSENT AGENDA

Adoption of Agenda

Approval of Consent Agenda

Approval of Last Meeting Minutes

Approval of Financial Reports

Approval of Claims

Approval of Investments

Approval of Employee Changes

Approval of Circulation and Activity Reports

Approval of Year-End Interim Payments Resolution

Approval of Year-End Appropriation Transfers

J. Scott Troeger moved

THAT – the Consent Agenda be approved.

Second: Mary E. Davis Motion: Carried

DIRECTOR’S REPORT

The online auction of surplus furniture is expected to generate $10,000.00.

The Holiday Schedule for 2010 was considered.

Mary E. Davis moved

THAT – the Holiday Schedule for 2010 be approved as presented.

Second: Barbara G. Anderson Motion: Carried

Minutes of the Elkhart Public Library Board of Trustees 12/16/2009 Page 2

The Board approved the 2010 Board Meeting dates, scheduling work sessions prior to the January, March, May, July, September, and November meetings. Sculpture bookends will be purchased and displayed in the Library as a memorial to George Brich, former EPL director. Approval was given to distribute clocks to staff as a thank you gift. Paul Boers was hired as Children’s Librarian at Pierre Moran Branch Library.

UNFINISHED BUSINESS

HVAC Project Update

The roof is completed, the safety railing installed and the electrician is performing the last fixes to the system. The final punch list should be reviewed before next Board Meeting.

Climate Audit

Deborah Stewart, Assistant Director, presented a demonstration of the climate audit survey that has been emailed to staff. Results should be available before the next Board Meeting.

Facilities Priority List

The lift gate on the delivery truck has been replaced. The handicapped lift in the Periodicals Department will be replaced. Digital message boards will be purchased and installed at all locations. The Osolo Branch Library’s roof and parking lot will need repaired.

NEW BUSINESS

Technology Plan 2010-2013

Deborah Stewart, Assistant Director, presented the three-year technology plan which must be on file with the Indiana State Library to insure eligibility for e-rate discounts.

J. Scott Troeger moved

THAT – the 2010-2013 Technology Plan be approved as presented.

Second: Mary E. Davis Motion: Carried

Bond Bank 2010

Sandra Bevins, Business/HR Manager, recommended that the Library participate in the Indiana Bond Bank program for the year 2010. This program allows the Library to fund its budget during the portions of the year before advanced draws of tax money are received

Mary E. Davis moved

THAT – the Elkhart Public Library participate in the 2010 Indiana Bond Bank program.

Second: Barbara G. Anderson Motion: Carried

Minutes of the Elkhart Public Library Board of Trustees 12/16/2009 Page 3

Ruthmere Catalog Project

The Director presented Ruthmere Museum’s desire to move their materials database into the Library’s Polaris online catalog, operating as a separate branch without circulation permissions. Initial costs, to be paid by Ruthmere, are estimated to be less than $4,000.00 and ongoing cost are expected to be negligible. The Board gave the Director authority to proceed in these discussions.

ADJOURNMENT

There being no further business to transact, the meeting was adjourned at 6:07 p.m. The next regularly scheduled meeting of the Board of Trustees will be held January 20, 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. Board worksession.

__________________________

Mary E. Davis, Acting Secretary

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ELKHART PUBLIC LIBRARY
300 SOUTH SECOND STREET
ELKHART, IN 46516
(574) 522-5669
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