Board Meeting Minutes – 2012 02

BOARD OF TRUSTEES’ MEETING

February 21, 2012

Library Annex Administrative Conference Room

Elkhart Public Library

MINUTES

EXECUTIVE SESSION

An executive session of the Board of Trustees of the Elkhart Public Library was held on February 21,

2012, in the Administrative Conference Room of the Library Annex and called to order at 5:00 p.m. by

Janice E. Dean, president.

Members present: Janice E. Dean, Barbara G. Anderson, Mary E. Davis, and J. Scott Troeger.

Members absent: Krystal Anderson, Brian Byrn, and Renee’ Cocanower.

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

The purpose of the meeting was to discuss the job performance evaluations of individual employees as

allowed under IC 5-14-1.5-6.1(b). No other subject matter was discussed. The Executive Session was

adjourned at 5:25 p.m.

BOARD MEETING

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 February 21, 2012, in the Administrative Conference Room of the

Library Annex.

Members present: Janice E. Dean, Barbara G. Anderson, Mary E. Davis, and J. Scott Troeger

Members absent: Krystal Anderson, Brian Byrn, and Renee’ Cocanower

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

Guests present: Marsha Eilers, Elizabeth Layman, Chuck Pieri, Gwen Robison, Sam Galloway

CONSENT AGENDA

Adoption of Consent Agenda

Mary E. Davis moved

THAT – the Board adopt the Consent Agenda as presented.

Second: Barbara G. Anderson Motion: Carried

PRESIDENT’S BUSINESS

 Policy Review: The Board reviewed the policy update list, requesting that policies be updated using a

three-year cycle.

DIRECTOR’S REPORT

 The Library is continuing to work with the curator at the Elkhart County Historical Museum about

adding their library holdings to our database, making them viewable in our public access catalog.

Polaris has been contacted regarding licensing needs.

 A new layout has been chosen for the webpage.

UNFINISHED BUSINESS

Phase 1 Main Branch Project

Carpet has been installed on the second floor. Carpet remediation has begun on the first floor. New

ceiling tiles and lighting has been installed on both floors. Shifting of the collection is in process. The

main branch, which has been closed to the public since February 15th, is expected to reopen February

22nd.

Sale of Property – Bookmobile and Garages

The Notice of Request for Bids will be finalized soon which will allow for publication of the sale of the two

Minutes of the Elkhart Public Library Board of Trustees 02/21/2012 Page 2

bookmobile garages.

Organizational Study

The organization and compensation study received from Rahmberg Stover was reviewed by the Board.

J. Scott Troeger moved

THAT – the Board accept the organization and compensation study received from Rahmberg Stover, subject to adjustments deemed necessary by the Director.

Second: Mary E. Davis Motion: Carried

Library Open House

Brian Byrn, Krystal Anderson, and Diann Stutzman will make up the planning team for the renovation open house.

NEW BUSINESS

Children’s Librarian Job Description

The Director presented the current Children’s Librarian and Young Adult Librarian job descriptions. These two will be combined into one job description and presented at the March board meeting.

QUESTION AND INFORMATION

Sam Galloway asked for a clarification of the reciprocal agreement between EPL and Goshen Public Library concerning video materials. It was explained that each library system establishes its own policies for reciprocal agreements. Deb Stewart will speak with the Goshen Library director and contact Mr. Galloway with an answer to his specific concern.

ADJOURNMENT

The meeting was adjourned by consensus at 6:11 PM. The next regularly scheduled meeting of the Board of Trustees will be on March 20, 2012, 5:30 p.m., in the Administrative Conference Room of the Library Annex

__________________________

Mary E. Davis, Secretary

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