Board Meeting Minutes – 2011 12

BOARD OF TRUSTEES’ MEETING

December 20, 2011

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 December 20, 2011 in the Administrative Conference Room of the

Library Annex.

Members present: Janice E. Dean, Barbara G. Anderson, Krystal Anderson, Brian Byrn, Renee’

Cocanower, Mary E. Davis, and J. Scott Troeger.

Members absent: None

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

Guests present: Larry Grauvogel, Grauvogel & Associates

Staff present: Marsha Eilers, Elizabeth Layman, Charles Pieri, Jeanine Rhodes, Gwen Robison, and

Patricia Wright

CONSENT AGENDA

Adoption of Consent Agenda

J. Scott Troeger moved

THAT – the Board adopt the Consent Agenda as presented.

Second: Barbara G. Anderson Motion: Carried

PRESIDENT’S BUSINESS

 The Board considered a variety of color combinations and possible format uses for a new Library logo.

Formal selection of the logo is expected at the January 2012 board meeting.

 Letters of appreciation for support during 2011 will be sent to the EPL Friends Group and Teachers

Credit Union.

 The Board reviewed the annual list of accomplishments.

DIRECTOR’S REPORT

 The Library is in the early stages of examining the possibility of adding Elkhart County Historical

Museum’s holdings to EPL’s database.

 The Library is beginning talks with the Saint Joseph County Literacy Council to provide training for

literacy teachers at the Library.

 EPL is collaborating with the Salvation Army in their new program targeted toward new mothers.

 An open house will be planned at the completion of the renovation project.

UNFINISHED BUSINESS

Phase 1 Main Branch Project – Carpet Removal Quote Acceptance

The Board invited carpet removal and remediation quotes. Larry Grauvogel, Grauvogel & Associates,

recorded the quotes as received.

Clean Air Environmental Systems, North Liberty, IN; $36,750.00 (Alternate I: $5,250.00)

Specialty Systems, South Bend, IN; $50,750.00 (Alternate I: No quote)

Environmental Management Specialists, Inc, Huntertown, IN; $29,832.00 (Alternate I: $53,527.00-

presumed total for base quote and alternate I)

The Board considered the quoted amount, the anticipated need for Alternate I, and references.

Minutes of the Elkhart Public Library Board of Trustees 12/20/2011 Page 2

Mary E. Davis moved

THAT – the Board authorize the Director to accept and sign the lowest and most responsive carpet removal quote that also includes the removal of tiles.

Second: Barbara G. Anderson Motion: Carried

Phase 1 Main Branch Project – Main Library Closing

It is anticipated that the Library may need to close up to four days during the carpet removal and installation process.

Sale of Property – Bookmobile and Garages

Appraisals for the two garages and property have been received: J. Carnine & Co $125,000.00; FM Stone Commercial $120,000.00. A request for bids will be presented to the public. No action was taken on this item.

Organizational Study

The director presented Rahmberg Stover’s recommendations for a new organization structure for the Library. The Board will proceed to the compensation study phase.

NEW BUSINESS

2012 Board Meeting Dates

These meeting dates are in compliance with the Board By-Laws. No action required.

2012 Holiday Closing Schedule

The Holiday Schedule for 2012 was considered.

J. Scott Troeger moved

THAT – the Holiday Schedule for 2012 be approved as presented.

Second: Krystal Anderson Motion: Carried

Encumbrances

The encumbrances for the Operating Fund, Library Improvement Reserve Fund, and the Rainy Day Fund were considered.

Mary E. Davis moved

THAT – the encumbrances for the Operating Fund, Library Improvement Reserve Fund, and the Rainy Day Fund be approved as presented.

Second: J. Scott Troeger Motion: Carried

ADJOURNMENT

The meeting was adjourned by consensus at 6:22 PM. The next regularly scheduled meeting of the Board of Trustees will be on January 17, 2012, 5:30 p.m., in the Administrative Conference Room of the Library Annex.

__________________________

Mary E. Davis, Secretary

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