Board Meeting Minutes – 2012 09

MINUTES


ROLL CALL & INTRODUCTION OF GUESTS

The regular meeting of the Board of Trustees of Elkhart Public Library was called to order by Barbara G. Anderson, president, at 5:35 p.m., on September 18, 2012, in Meeting Room #1 of the Main Library.

Members present: Barbara G. Anderson, Krystal Anderson, Brian Byrn, Mary E. Davis, and Janice E. Dean

Members absent: Renee’ Cocanower and J. Scott Troeger

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

Staff or Guests present: Marsha Eilers, Diana Gill, Jeanne Hobik, Chuck Pieri, Gwen Robison, Marge Schaphorst, Patricia Wright

CONSENT AGENDA

Adoption of Consent Agenda

Janice E. Dean moved THAT the Board adopt the Consent Agenda as presented.

Krystal Anderson seconded.                                 Motion: Carried

PRESIDENT’S BUSINESS

  • Director Review Committee Update: The Director Review Committee presented the updated Library Director job description and work instructions. Additional revisions to the language will be presented at the next scheduled board meeting.
  • Logo Update Presentation: Three possible font selections for use with the new Library logo were presented.

Mary E. Davis moved THAT the Board select the Franklin Gothic font family for use with the new Library logo.

Brian Byrn seconded.                                 Motion: Carried

DIRECTOR’S REPORT

  • Approximately 100 people attended the author visit by Beverly Lewis on September 14, 2012, netting approximately $300 in book sales for the Friends of the Elkhart Public Library.
  • The Library’s new website has been launched.
  • A new sliding door for the Main Library entrance is operational.
  • Osolo Branch Library is planning an open house on Saturday, October 20, 2012, to celebrate their 25th anniversary.  The Friends of the Elkhart Public Library have donated a tree and two bushes to update the landscaping.
  • Elkhart Public Library will be participating in Elkhart City’s Winter Fest in December.
  • The cost for a new air handler at the Main Library is expected to be at least $100,000.00.
  • Jeanne Hobik, Circulation Department Head, presented an overview of Circulation Services.

UNFINISHED BUSINESS

Sale of Property – Bookmobile and Garages

The property listing with FM Stone Commercial has received interest but no purchase offers.  The bookmobile unit has not received any inquiries.

Organizational Study

The Board discussed the following policies:  Paid Time Off (PTO); Bereavement Leave; Holidays; Employee Category Policy.  Official action on these policies will take place at the December board meeting.  Further discussion of the Library’s benefit package and human resource policies was delayed to the work session following the board meeting.  No official action was taken.

Long Range Plan

Evaluation of the Collections Accessibility portion of the Long Range Plan has resulted in implementation where possible.  The Exterior Accessibility portion of the Long Range plan will now receive evaluation.  No official action was taken.

Branch Operations Manager Job Description

An updated Branch Operations Manager Job Description was approved with revisions:  Revise EDUCATION and/or EXPERIENCE to reflect public library experience preferred.  Revise last bullet point under LANGUAGE SKILLS to read “Ability to effectively present information and respond to questions from Library personnel and the general public in one-on-one and group situations.”  Revise first bullet point under PHYSICAL DEMANDS to read “Ability to speak, hear and see.”

Krystal Anderson moved THAT the Branch Operations Manager Job Description be adopted as revised.

Mary E. Davis seconded.                                        Motion: Carried

Branch Young People’s Services Librarian Job Description

An updated Branch Young People’s Services Job Description was approved with revisions:  Revise EDUCATION and/or EXPERIENCE to reflect public library experience preferred.  Revise last bullet point under LANGUAGE SKILLS to read “Ability to effectively present information and respond to questions from Library personnel and the general public in one-on-one and group situations.”  Revise first bullet point under PHYSICAL DEMANDS to read “Ability to speak, hear and see.”

Brian Byrn moved THAT the Branch Young People’s Services Job Description be adopted as revised.

Janice E. Dean seconded.                                     Motion: Carried

Branch Coordinator Job Description

An updated Branch Coordinator Job Description was approved with revisions:  Revise last bullet point under WORK CONDITIONS to read “Frequent local travel, occasional long distance travel.”  Revise EDUCATION and/or EXPERIENCE to reflect public library experience preferred.  Revise last bullet point under LANGUAGE SKILLS to read “Ability to effectively present information and respond to questions from Library personnel and the general public in one-on-one and group situations.”  Revise first bullet point under PHYSICAL DEMANDS to read “Ability to speak, hear and see.”

Mary E. Davis moved THAT the Branch Coordinator Job Description be adopted as revised.

Janice E. Dean seconded.                                     Motion: Carried

MAC Policy

An updated Management Advisory Council (MAC) Policy was approved with revisions:  Revise b. under  C. POLICY / 2. MEETINGS to read “Quorum – There must be a simple majority of Council members present in order to carry out a meeting, regularly scheduled, or special.  Revise b. under C. POLICY / 5. BOARD OF TRUSTEES/COUNCIL RELATIONSHIP to read “Should the Director veto a Council decision or the MAC members disagree with a Director’s decision, the council may request that the Board of Trustees arbitrate the disagreement.  This request could be made provided the MAC members resolve to do so by no less than three-quarters of the members.”

Brian Byrn moved THAT the Management Advisory Council (MAC) Policy be adopted as revised.

Krystal Anderson seconded.                                 Motion: Carried

NEW BUSINESS

Progressive Discipline Policy

The Director presented a new Progressive Discipline Policy.  Additional revisions to the language will be presented at the next scheduled board meeting.

Phase II Renovations

The Director presented a proposal from Eric Leedy, Leedy Architects, to provide professional services at a fixed fee of $2,200.00 for the replacement of Main Library elevator.

Krystal Anderson moved THAT the Board accept the professional services proposal from Eric Leedy, Leedy Architects, in the amount $2,200.00.

Brian Byrn seconded.                                                Motion: Carried.

Questions and Information from Board, Staff, and Guests

No additional questions or information was presented.

ADJOURNMENT

The meeting was adjourned by consensus at 7:00 p.m. The next regularly scheduled meeting of the Board of Trustees will be on October 16, 2012, 5:30 p.m. in Meeting Room #1 of the Main Library.

 

 

 

 

__________________________

Krystal Anderson, Secretary

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