Board Meeting Minutes 2014 06


The regular meeting of the Board of Trustees of Elkhart Public Library was called to order by Janice E. Dean, President, at 5:30 p.m.

Members present: Krystal Anderson, Brian Byrn, Renee’ Cocanower, Janice E. Dean; and Jennifer Nielsen;
Members absent: Mary E. Davis and Scott Troeger
Others present: Deborah L. Stewart, Director; Jane A. Garoutte, Business Manager.
Staff or Guests present: Marsha Eilers, Diana Gill, Gwen Robison, and Marjorie Schaphorst.


Adoption of Consent Agenda.

Renee’ Cocanower moved THAT the Board adopt the Consent Agenda as presented.
Krystal Anderson seconded. Motion: Carried.


Board Member reappointments

Renee’ Cocanower has been reappointed by the Concord Community Schools Board of Trustees of Concord Community Schools for a four-year term ending June 30, 2018. She signed the oath of office in May at the Concord Community School Board meeting. Mary E. Davis was unavailable, but will take her oath at a later time.

Board of Trustees – Election of Officers: Krystal Anderson, chair of the nominating committee presented the following slate of officers:
President – Janice Dean Vice President – Renee’ Cocanower
Treasurer – Bryan Byrn Secretary – Krystal Anderson

Jennifer Nielsen moved THAT the Board elect the slate of officers as nominated.
Brian Byrn seconded. Motion: Carried.


Additional Items to Director’s Notes:
Deb Stewart reported that Lisa Guedea Cerraño would be visiting briefly on Monday, June 23, at which time she planned to meet with Janice Dean, Renee’ Cocanower, and the Strategic Planning Committee. She will officially begin her employment as Director August 11, 2014.

Department Report:
Diana Gill, Head of Computer Services, presented the responsibilities of Computer Services. Made up of eight full-time and one part-time staff, Computer Services is responsible for IT, website, social media, Polaris system administration, monitoring and scheduling use of the Public Computer Center (PCC), and, most recently, Graphics, which was previously under Administrative Services. She highlighted recently completed and current projects, and computer training being offered. She reported that the new fax/scan equipment, especially the feature allowing patrons to scan documents to smart phones and tablets, has been well received. She updated the Board on the June 23-27 Polaris upgrade and the wi-fi upgrade installation coming soon.


Phase II Renovations

Deborah Stewart presented the General Obligation Bonds Financial Planning Calendar prepared by the financial advisor. She recommended moving the target dates back to allow time for the Board to make official request to issue bonds. The Board decided that the Common Council meeting on July 21st, would best fit their availability. In advance of that meeting, the Board Secretary will send a letter to the Common Council highlighting the Library’s needs and financial situation, and requesting approval of a bond issue. Additionally, the planning calendar does not include steps required to bid construction contracts.

Jennifer Nielsen moved THAT the first target date on the financial planning calendar be set at July 28th.
Second: Krystal Anderson Motion: Carried

Strategic Planning / Long Range Planning

Deborah Stewart reported that the Long Range Planning committee would be meeting to set three to five major goals for the Library based on the information gathered. Lisa Guedea Cerraño will be there to add her input. Donna Fletcher will write the official Strategic Plan for the Board’s review and adoption. No official action was taken on this agenda item.

Elkhart/Goshen Library Consortium

Deborah Stewart presented the agreement to establish a Resource Sharing Consortium and integrated library system (ILS) with the Goshen Public Library, which is intended to provide significant benefits for library users including better and easier access to both libraries’ rich and varied collections in a more efficient and economical manner. Attorneys for each library have reviewed the agreement and recommended approval.

Bryan Byrn moved THAT the resolution establishing the Elkhart Public Library / Goshen Public Library ILS – Resource Sharing Consortium be approved as presented.
Renee’ Cocanower seconded. Motion: Carried.

Unattended Children’s Policy.

Krystal Anderson moved to accept the policy presented at this second reading.
Bryan Byrn seconded Motion: Carried

Elkhart Public Library Cards Policy.

Bryan Byrn moved to accept the policy presented at this second reading.
Jennifer Nielsen seconded Motion: Carried

Volunteer Policy.

Renee’ Cocanower moved to accept the policy as presented at this second reading.
Krystal Anderson seconded Motion: Carried

Confidentiality of Patron Records Policy.

Krystal Anderson moved to accept the policy as presented at this second reading.
Bryan Byrn seconded Motion: Carried

Workplace Violence Policy.

Renee’ Cocanower moved to accept the policy as presented at this second reading.
Krystal Anderson seconded Motion: Carried


Jury Duty Policy

The jury duty policy was presented. Procedural elements were removed from the original policy. The policy remains essentially unchanged, with the exception of a limit to the number of weeks the library agrees to pay for longer trials. This was a first reading. No action was taken.

Dunlap Land Sale

Deborah Stewart reported that two individuals recently expressed interest in purchasing the land behind the Dunlap Branch. She explained the process necessary for an Indiana Library to sell property, and asked if the Board was interested in pursuing the matter.

Krystal Anderson moved THAT the sale of Dunlap Property be investigated, beginning with initial contact with Bill Kuhns at FM Stone regarding property values of similar properties in the area, and obtaining a cost estimate for the required appraisals.
Jennifer Nielsen seconded Motion: Carried

Questions and Information from Board, Staff, and Guests



The meeting was adjourned by consensus at 7:15 p.m. The next regularly scheduled meeting of the Board of Trustees will be on July 15, 2014, at 5:30 p.m. in Meeting Room #1 of the Main Library.



Krystal Anderson, Secretary

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