MINUTES
BOARD OF FINANCE MEETING
The meeting of the Board of Finance of Elkhart Public Library was held January 15, 2013, Meeting Room #1 of the Main Library and called to order at 5:30 p.m. by Barbara G. Anderson, president. Renee’ Cocanower was named Acting Secretary for this meeting. The Board of Finance elected Barbara G. Anderson as President and Krystal Anderson as Secretary for fiscal year 2013. The Board of Finance reviewed the Investment Policy and the Report of Investments. The Elkhart Truth and The Goshen News were designated as qualified publications in which the Library shall publish notices.
Mary E. Davis moved THAT the election of the Board of Finance Officers, the Investment Policy, and the Report of Investments, and the designated publications be approved and that the meeting be adjourned.
Renee’ Cocanower seconded. Motion: Carried
BOARD MEETING
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 January 15, 2013, in Meeting Room #1 of the Main Library. Renee’ Cocanower was named Acting Secretary for this meeting.
Members present: Barbara G. Anderson, Brian Byrn, Renee’ Cocanower, and Mary E. Davis.
Members absent: Krystal Anderson, Janice E. Dean, and J. Scott Troeger,
Others present: Deborah L. Stewart, director; Sandra Bevins, business/HR manager
Staff or Guests present: Marsha Eilers, Judy Ferrell, Elizabeth Layman, Marjorie Schaphorst
CONSENT AGENDA
Adoption of Consent Agenda
Renee’ Cocanower moved THAT the Board adopt the Consent Agenda as presented.
Brian Byrn seconded. Motion: Carried
PRESIDENT’S BUSINESS
- Resolution Recognizing the Friends of the Elkhart Public Library:
Mary E. Davis moved THAT the Board recognize its appreciation of the work of the Friends of the Library in promoting and carrying out successful fund-raising for the benefit of the Library.
Renee’ Cocanower Seconded. Motion: Carried
- Proposed 2013 Department Report Calendar: A schedule for 2013 Department presentations was approved.
DIRECTOR’S REPORT
- No additional Items to Director’s Notes were presented.
- Judy Ferrell, Reference Services Department Head, presented an overview of Reference Services.
- The annual review of the Library’s five-year Maintenance Plan was presented.
UNFINISHED BUSINESS
Long Range Plan
A staff committee is working on training needs for staff and public. An online testing database, ed2go, will be used for staff competency testing.
Phase II Renovations
Renovation plans and cost estimates for a new elevator in the Main building have not been received from Eric Leedy, Leedy Architects. No action was taken.
PERF Resolution
A resolution was presented authorizing the Library to discontinue paying the employees’ mandatory 3% contribution effective January 20, 2013.
Mary E. Davis moved THAT the Elkhart Public Library discontinue paying the employees’ mandatory 3% contribution effective January 20, 2013.
Renee’ Cocanower seconded. Motion: Carried
NEW BUSINESS
Bookkeeper / Accounting Assistant Job Description
The Director presented the Bookkeeper/Accounting Assistant job description. Additional revisions to the language will be presented at the next scheduled board meeting.
Alternative Patron Account Reconciliation Programs Policy
The Director presented the Alternative Patron Account Reconciliation Programs Policy. Additional revisions to the title and language will be presented at the next scheduled board meeting.
Insurance Program Policy
The Director presented the Insurance Program Policy. Additional revisions to the language will be presented at the next scheduled board meeting.
Non-Resident Fee Resolution
The Director presented the Non-Resident Fee Policy. Additional revisions to the language will be presented at the next scheduled board meeting.
Questions and Information from Board, Staff, and Guests
No additional questions or information was presented.
ADJOURNMENT
The meeting was adjourned by consensus at 7:10 p.m. The next regularly scheduled meeting of the Board of Trustees will be on February 19, 2013, at 5:30 p.m. in Meeting Room #1 of the Main Library.
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Renee’ Cocanower, Acting Secretary
