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
