Board Meeting Minutes 2012 12

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 5:30 p.m., on December 18, 2012, in Meeting Room #1 of the Main Library.

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

Members absent: Renee’ Cocanower

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

Staff or Guests present: Marsha Eilers, Judy Ferrell, Elizabeth Layman, Gwen Robison, Marjorie Schaphorst

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

  • Review of 2012 Accomplishments: Electronic newsletter; Redesigned web page and intranet;  Long Range Plan updates; Participated in various community functions; Renovation open house; Sold garage property; Finalized re-organization and compensation study resulting in a new benefit package.

DIRECTOR’S REPORT

  • No additional Items to Director’s Notes were presented.

UNFINISHED BUSINESS

Sale of Property – Bookmobile and Garages

The property containing the garages listed with FM Stone Commercial has received a purchase offer of $110,000.00.  Closing is scheduled for December 19, 2012.  The purchaser has agreed to lease one garage back to the Library on a month to month basis.  The bookmobile unit has not received any inquiries.

Organizational/Compensation Study – Benefit Package Policy Review

The Board reviewed the policies to be rescinded:  Family Illness Leave, Funeral Leave, Leave-of-Absence without Pay, Personal Leave, Sick Leave.

J. Scott Troeger moved THAT the above listed policies be rescinded effective January 1, 2013.

Mary E. Davis seconded.                     Motion: Carried

The Board reviewed the policies to be adopted:  Bereavement, Educational Leave, Employee Category, FMLA, Holiday, PTO, and Vacation Policy.

J. Scott Troeger moved THAT the above listed policies be adopted as presented.

Brian Byrn seconded.                            Motion: Carried

The Board reviewed the Vacation Policy Transitional Addendum.

Janice E. Dean moved THAT the Vacation Policy Transitional Addendum be adopted as presented.

J. Scott Troeger seconded.                  Motion: Carried


 

Long Range Plan

The Main Building Accessibility study for the Long Range Plan resulted in the installation of keyboards and monitors that are user friendly for handicapped patrons.  Also, additional lighting was installed at the branches.

Phase II Renovations

The Director presented renovation plans and cost estimates for a new elevator in the Main building.  The plan estimate for an interior elevator was $586,951.00 and for an exterior elevator was $757,278.00.  Both are cost prohibitive.  Eric Leedy, Leedy Architects, will consider other options and present revised plans and cost estimates.  No action was taken.

Department Head – Non MLS Job Description

An updated Department Head – Non MLS Job Description was presented.

Mary E. Davis moved THAT the Department Head – Non MLS Job Description be adopted as presented.

Brian Byrn seconded.                            Motion: Carried

NEW BUSINESS

Salary Increases – 2013

The Director presented a recommendation for a 3.0% cost-of-living increase at an estimated cost of $105,000.00.  Facts discussed:  Salary increases have not been awarded for two years; Cost of living has increased by 3.4%; The Library will discontinue paying the employee’s 3% contribution to individual PERF accounts reducing expenses by approximately $90,000.00; Increased employee expenses for health insurance due to the Library’s cap on health insurance contribution.

Brian Byrn moved THAT the Board approve a 3.0% cost-of-living increase effective on the first payroll in January 2013.

Krystal Anderson seconded.                Motion: Carried

2013 Board Meeting Dates

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

2013 Holiday Closing Schedule

The Holiday Schedule for 2013 was considered.

Krystal Anderson moved THAT the Holiday Schedule for 2013 be approved as presented.

Brian Byrn seconded.                            Motion: Carried

2013 Monthly Board Calendar

The Board accepted the 2013 Monthly Board Calendar as presented.

Questions and Information from Board, Staff, and Guests

No additional questions or information was presented.

ADJOURNMENT

The meeting was adjourned by consensus at 6:15 p.m. The next regularly scheduled meeting of the Board of Trustees will be on January 15, 2013, 5:30 p.m. in Meeting Room #1 of the Main Library.

 

 

 

 

__________________________

Krystal Anderson, Secretary

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ELKHART PUBLIC LIBRARY
300 SOUTH SECOND STREET
ELKHART, IN 46516
(574) 522-5669
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