Board Meeting Minutes – 2011 06

BOARD OF TRUSTEES’ MEETING

Monday, June 27, 2011

6:00 p.m. Executive Session

6:15 p.m. Board Meeting

Library Annex Meeting Room #406

Elkhart Public Library

MINUTES

EXECUTIVE SESSION

An executive session of the Board of Trustees of the Elkhart Public Library was held on June 27, 2011, in

meeting room #406 of the Library Annex and called to order at 6:00 p.m. by Janice E. Dean, President.

Members of the Board of Trustees present were Janice E. Dean, Barbara G. Anderson, Brian Byrn,

Renee’ Cocanower, Mary E. Davis, and J. Scott Troeger. Krystal Anderson was unable to attend. 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 6:10 p.m.

BOARD OF TRUSTEES MEETING

The meeting of the Board of Trustees of Elkhart Public Library was held on June 27, 2011, in meeting

room #406 of the Library Annex. Janice E. Dean, President, called the meeting to order at 6:15 p.m.

ROLL & INTRODUCTION OF GUESTS

Members of the Board of Trustees present were Janice E. Dean, Barbara G. Anderson, Brian Byrn,

Renee’ Cocanower, Mary E. Davis, and J. Scott Troeger. Krystal Anderson was unable to attend. Also

present were Deborah Stewart, Director; and Sandra Bevins, Business/HR Manager. Guests in

attendance: Linda Jones, Cheryl Mann, Enrique Reyes, Rachel Rice, and Gwen Robison.

CONSENT AGENDA

Adoption of Consent Agenda

J. Scott Troeger moved

THAT – the Consent Agenda be adopted as presented.

Second: Barbara G. Anderson Motion: Carried

PRESIDENT’S BUSINESS

The Library Director Job Description continues to be under advisement. The Library Director Review

Committee reported it met and reviewed goals with Deborah Stewart and recommends retaining her as

Director at the current salary. The Board accepted the committee’s recommendation. Janice E. Dean has

been reappointed to a four-year term by the Elkhart Community School Board and J. Scott Troeger has

been reappointed to a four-year term by the Elkhart County Council. The Nominating Committee

presented the slate of officers for July 1, 2011 to June 30, 2012: Janice E. Dean, President; Barbara G.

Anderson, Vice President; Mary E. Davis, Secretary; and Brian Byrn, Treasurer.

Renee’ Cocanower moved

THAT – the above slate of officers be approved as presented.

Second: Mary E. Davis Motion: Carried

DIRECTOR’S REPORT

Attendance at Library movies is increasing. The Montage has been renamed the EPL Insider. New

circulation guidelines will be implemented July 25, 2011. Web design will include a new Library logo.

Budget cuts are expected for fiscal year 2012.

Minutes of the Elkhart Public Library Board of Trustees 6/27/2011 Page 2

UNFINISHED BUSINESS

Main Idea/Leedy Cripe Project

The Common Wage Scale hearing is scheduled for July 18, 2011. Project bids will be awarded at the August Board Meeting with a potential remodeling date of September 2011.

Long Range Plan

A collection of ideas from the May 21, 2011, Long Range Plan work session were presented to the Board. These ideas will be compiled into a single document for discussion at the July Board Meeting.

Meeting Room Policy

An updated Meeting Room Policy was presented to the Board. The following revisions were requested: Remove B2 in its entirety; Reword C1c to read “Meeting rooms may be available to groups whose intended audience members are 17 years or younger with adult supervision, maintained at a ratio of one adult per five persons under 18 years of age.”; Reword C2b to read “The individual who signs the meeting room application must be at least 18 years of age and have an Elkhart Public Library Resident Card in good standing. Special Use and Temporary card holders are ineligible to reserve meeting rooms.”

Mary E. Davis moved

THAT – the Meeting Room Policy be adopted as amended.

Second: Mary E. Davis Motion: Carried

Business Manager Job Description

An updated Business Manager Job Description was presented to the Board. No revisions were requested.

Barbara G. Anderson moved

THAT – the Business Manager Job Description be adopted as presented.

Second: Renee’ Cocanower Motion: Carried

Receivables Policy

An updated Receivables Policy was presented to the Board. The following revisions were requested: Reword B2 to read “For the purposes of this policy, a check is defined as a legal draft that is drawn on a bank, including a cashier and/or traveler’s check; Reword B3 to read “For the purposes of this policy, a credit card is defined as a plastic card having a negative strip issued by a bank or business, authorizing the holder to borrow or purchase goods or services on credit. A debit card is defined as a credit card if it can be processed as a credit card.”

Brian Byrn moved

THAT – the Receivables Policy be adopted as amended.

Second: J. Scott Troeger Motion: Carried

NEW BUSINES

Appoint Representatives to the Common Wage Committee

The Board received an indication from Dorisanne Nielson and Ellen Moore of their willingness to serve as the Library’s representatives for the Common Wage Scale Committee. Stuart Basquin is serving as the Elkhart County Commissioners’ representative.

Barbara G. Anderson moved

THAT – the Board appoint Dorisanne Nielson and Ellen Moore to serve on the Common Wage Scale Committee.

Second: Renee’ Cocanower Motion: Carried

2012 Salary Schedule Proposal

In preparation of the 2012 budget, the Board indicated there will be no salary increases.

Compensation Study

The Board asked for proposals from consultants to study the Library’s compensation structure.

Minutes of the Elkhart Public Library Board of Trustees 06/27/2011 Page 3

Sale of Property – Bookmobile and Garages

The Board gave formal approval to divest the Library of a bookmobile unit and both bookmobile garages.

Brian Byrn moved

THAT – the Board sell a bookmobile unit and two garages.

Second: Barbara G. Anderson Motion: Carried

Questions and Information from Board, Staff, and Guests

ADJOURNMENT

The meeting was adjourned by consensus at 7:25 PM. The next regularly scheduled meeting of the Board of Trustees will be held July 20, 2011, 7:00 p.m., at the Pierre Moran Branch of the Elkhart Public Library.

__________________________

Renee’ Cocanower, Secretary

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