Board Meeting Minutes – Awarding of Renovation Bid – 2011 08

BOARD OF TRUSTEES’ MEETING

Wednesday, August 24, 2011

Library Annex Meeting Room #406

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 August 24, 2011, in meeting room #406 of the Library Annex.

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

Cocanower, and Mary E. Davis.

Members absent: J. Scott Troeger.

Others present: Deborah L Stewart, Director; Sandra Bevins, Business/HR Manager; staff and guests.

BID AWARD FOR PHASE I RENOVATION PROJECT

A review of the bids for the Phase I Renovation Project, which were accepted and opened at a special

Board Meeting held on August 15, 2011, was presented by Eric Leedy, Leedy Architects LLC. The lowest

bid of $297,868.00 was offered by Robert Henry Corporation, with alternates increasing the total bid to

$393,187.00. September 12, 2011 is the anticipated start date for construction.

Mary E. Davis moved

THAT – the Board award a renovation contract to Robert Henry Corporation in the amount of

$393,187.00.

Second: Krystal Anderson Motion: Carried

Barbara G. Anderson moved

THAT – the Board authorize Deborah L Stewart, Director, to sign the above awarded contract with

Robert Henry Corporation.

Second: Mary E. Davis Motion: Carried

CONSENT AGENDA

Adoption of Consent Agenda

Renee’ Cocanower moved

THAT – the Board adopt the Consent Agenda as presented.

Second: Krystal Anderson Motion: Carried

PRESIDENT’S BUSINESS

A draft version of the Library Director Job Description was presented. Revisions were requested. No

action was taken. The President of the Board presented revisions to the Board By-Laws, which included

a change to the Board Meeting schedule to the third Tuesday of each month.

Krystal Anderson moved

THAT – the Board adopt the revised By-Laws as presented.

THAT – the Board resolve to change the date of the next regularly scheduled Board Meeting to

Wednesday, September 21, 2011.

Second: Barbara G. Anderson Motion: Carried

DIRECTOR’S REPORT

Planning has begun for the staff In-Service scheduled for November 11, 2011. Trustees were invited to

attend a webinar training session in September that is to be presented by Indiana Library Federation, in

partnership with People Connect Institute. The ever increasing movie attendance warrants renewing the

Library’s movie license for 2012.

Minutes of the Elkhart Public Library Board of Trustees 08/24/2011 Page 2

UNFINISHED BUSINESS

Main Idea/Leedy Architects Project

Demolition has begun in-house in anticipation of the Phase 1 remodeling project.

Long Range Plan

The next step in the Long Range Plan will be to determine the method and process of collecting public input. A survey will start this process with continued discussion at the next Board meeting.

Sale of Property – Bookmobile and Garages

Discussion is continuing with a local library which has indicated an interest in one of the bookmobile units. Upon receiving an appraisal of the two garage buildings from two licensed appraisers, a request for bids will be published.

Mary E. Davis moved

THAT – the Board authorize Deborah L Stewart, Director, to proceed with the sale of the bookmobile and garage process.

Second: Barbara G. Anderson Motion: Carried

Compensation Study

A staff organization and compensation study proposal has been received, another is expected. Both will be presented at the next Board Meeting.

NEW BUSINES

Resolution to Join Indiana State Library Consortium

The Board considered a resolution to join the Public Library Internet Consortium. By joining the consortium the Library will participate in E-Rate contracts for Internet and Internet-related services negotiated by the Indiana State Library along with any other available funds.

Renee’ Cocanower moved

THAT – the Board approve the Resolution to Join Indiana Public Library Internet Consortium as presented.

Second: Brian Byrn Motion: Carried

Spending Reduction Proposal – Fiscal Year 2011

As a result of property tax caps, the Library will experience a decrease in revenue for fiscal year 2011 of $600,000.00. The Director presented a proposal, effective October 2, 2011, that included the following: General spending. Freeze spending in the Building Improvements, Other Improvements, and Furniture accounts System wide. Reduce open hours; Reduce staffing Main Branch. Decrease circulation points from four to two; Limit public entrances from two to one.

Renee’ Cocanower moved

THAT – the Board approve the Director’s spending reduction proposal as presented.

Second: Krystal Anderson Motion: Carried

Library Hours Policy

A revised Library Hours Policy was presented.

Mary E. Davis moved

THAT – the Board adopt the Library Hours Policy as presented.

Second: Renee’ Cocanower Motion: Carried

Budget – Fiscal Year 2012

The Director presented the 2012 budget to the Board of Trustees. A public hearing for the budget is scheduled to take place on September 21, 2011, with adoption on October 19, 2011.

Question and Information from Board, Staff, and Guests

Board Member Mary E. Davis suggested that, after the renovation is finalized, the Library conduct a utility audit to determine cost or efficiency savings.

Minutes of the Elkhart Public Library Board of Trustees 08/24/2011 Page 3

ADJOURNMENT

The meeting was adjourned by consensus at 6:55 a.m. The next regularly scheduled meeting of the Board of Trustees will be held on September 21, 2011, 5:30 p.m., in meeting room #406 of the Elkhart Public Library Annex.

__________________________

Mary E. Davis, Secretary

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