Board Meeting Minutes – 2012 03

BOARD OF TRUSTEES’ MEETING

March 20, 2012

Library Annex Administrative Conference Room

Elkhart Public Library

MINUTES

ROLL CALL & INTRODUCTION OF GUESTS

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., on March 20, 2012, in the Administrative Conference Room of the Library

Annex.

Members present: Janice E. Dean, Barbara G. Anderson, Krystal Anderson, Brian Byrn, Mary E. Davis,

and J. Scott Troeger

Members absent: Renee’ Cocanower

Others present: Deborah L. Stewart, director; Sandra Bevins, business/HR manager

Guests present: Diana Gill, Gwen Robison, Diann Stutzman, Patricia Wright

CONSENT AGENDA

Adoption of Consent Agenda

Krystal Anderson moved

THAT – the Board adopt the Consent Agenda as presented.

Second: Mary E. Davis Motion: Carried

PRESIDENT’S BUSINESS

 Technology Review: The Board reviewed the technology report. Accomplishments in 2011: copier

replacements, VOIP system, print stations for public forms, Polaris upgrade and Overdrive, Facebook

page, credit card system, installation of fiber. Expected advances for 2012: updated web page,

security gates, and security camera system.

 Annual Report Review: The Board reviewed the 2011 State Annual Report. Specific notes were:

reduction in public services hours, reduction in resident registered borrowers, increase in population,

compliance with state laws.

DIRECTOR’S REPORT

 Temporary shelf signage has been installed

 PLA virtual conference was attended by 17 staff members

 Review of the Long Range Plan will begin at the April board meeting.

 Elkhart Public Library received a Project Compass Grant through the U.S. Institute of Museum and

Library Services.

 ILF District 1 Conference is scheduled for May 1, 2012 at Valparaiso University.

UNFINISHED BUSINESS

Phase 1 Main Branch Project

The completion of the carpet and shelving installation allowed for the full opening of the Library on March

12th. A punch list walk-through with the contractor is yet to be done.

Sale of Property – Bookmobile and Garages

The Notice of Request for Bids has been developed and will be advertised which will allow the Library to

receive bids on the two bookmobile garages.

Minutes of the Elkhart Public Library Board of Trustees 03/20/2012 Page 2

Organizational Study

A new compensation package is being assembled. This will necessitate updated job descriptions for all positions.

Library Open House

An open house is being planned to showcase the Main Library’s renovations. There will be a VIP reception on May 10th, a business reception on May 11th, and a community reception on May 12th.

Children’s Librarian Job Description

The Director presented an updated Young People’s Librarian job descriptions. Additional revisions to the language and formatting will be presented at the next regularly scheduled board meeting.

NEW BUSINESS

No new business was presented.

QUESTION AND INFORMATION

No questions or information was presented.

ADJOURNMENT

The meeting was adjourned by consensus at 6:35 PM. The next regularly scheduled meeting of the Board of Trustees will be on April 17, 2012, 5:30 p.m., in the Administrative Conference Room of the Library Annex.

__________________________

Mary E. Davis, Secretary

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