Board Meeting Minutes 2014 04

Minutes

WORK SESSION

A work session for the Board of Trustees of the Elkhart Public Library was called to order by Janice E. Dean, President, at 5:00 p.m., on April 15, 2014, in Meeting Room #1 of the Main Library. Todd Samuelson of H.J. Umbaugh & Associates reviewed the legal procedural requirements for bond issue.

EXECUTIVE SESSION

The Board of Trustees of the Elkhart Public Library met in executive session as provided for by IC 5-14-1.5-6.1(b), Item 6 to receive information about an interviewed prospective employee. The executive session was called to order by Janice E. Dean at 5:30 p.m. and ended about 5:53 p.m.

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 5:54 p.m.

 

Members present:, Krystal Anderson, Brian Byrn, Renee’ Cocanower, Mary E. Davis, Janice E. Dean; and Jennifer Nielsen;

Members absent: Scott Troeger

Others present: Deborah L. Stewart, Director; Jane A. Garoutte, Business Manager.

Staff or Guests present: Linda Cary, Marsha Eilers, Gwen Robison, Marjorie Schaphorst, Mark Van Lummel and Cesar Pincheira.

CONSENT AGENDA

Adoption of Consent Agenda.

 

Mary Davis moved THAT the Board adopt the Consent Agenda as presented.

Krystal Anderson seconded.                Motion: Carried.

PRESIDENT’S BUSINESS

Director Search is ongoing. There is another interview scheduled Friday, April 18, 2014.

 

Director Review Schedule: The Board decided by consensus to forgo the Director’s annual review in light of her pending retirement.

 

Expiration of Library Trustee Terms: Janice Dean, Board President reminded the Board that two trustees would be completing their final terms in 2015 and asked the Board to be thinking of people to recommend for appointment.

 

Elkhart Community Schools Referenda: Janice Dean, Board President, encouraged individual support of the ECS referenda in the May 6 primary election.

DIRECTOR’S REPORT

 

Additional items to Director’s Notes:

  • Paperwork for reappointment of board members Renee Cocanower and Mary Davis has been mailed to the appropriate appointing agencies.
  • Plans to establish a consortium with Goshen Public Library are moving forward, following news received last week that Polaris has merged with Innovative.
  • The decision was made to take advantage of significant discount offered by Polaris for early sign-up for the LEAP module, technology which will allow true mobile access to the database, including mobile check out.

 

Department Report: Mark VanLummell, Head of Technical Services, delivered a presentation on cataloging, as one of the steps taken to process materials for use by patrons. He reviewed the change in standard cataloging rules from AACR2 (Anglo-American Cataloging Rules, 2nd ed.) to RDA (Resource, Description and Access).

 

National Library Week: Deborah Stewart announced that National Library Week is underway. In keeping with the theme “Lives Change @ Your Library,” the library is giving away life-changing books.

UNFINISHED BUSINESS

Phase II Renovations

 

Jennifer Neilsen moved THAT the Board consult and hire H.J. Umbaugh and Associates and Bond Counsel to move forward with bond issue process.

Krystal Anderson seconded.                Motion: Carried.

Strategic Planning / Long Range Planning

Deborah Stewart, Director, reported that a preliminary report was received from Donna Fletcher, consultant, summarizing results of the public surveys. She invited the board members to attend one of the staff brainstorming sessions with the consultant on Tuesday, April 22, 2014 2:00-5:00 p.m., or Wednesday, April 23, 2014 9 a.m. to noon. Board members were invited to attend either session. No official action was taken on this agenda item.

Hazardous Materials Program Policy

 

Mary Davis moved THAT the Hazardous Materials Program Policy be approved as presented.

Krystal Anderson seconded.                Motion: Carried.

Job Description Packet

 

Bryan Byrn moved THAT the Job Description Packet be approved as presented.

Jennifer Neilsen seconded.                   Motion: Carried

NEW BUSINESS

There was no new business.

Questions and Information from Board, Staff, and Guests

 

Cesar Pincheira, patron and member of the Friends of the Elkhart Public Library, shared his thoughts and concerns regarding the effect the school referendum could have on the finances of the library, and iterated his appreciation for the importance of choosing the right person as library director.

ADJOURNMENT

The meeting was adjourned by consensus at 6:44 p.m. The next regularly scheduled meeting of the Board of Trustees will be on May 20, 2014, at 5:30 p.m. in Meeting Room #1 of the Main Library.

 

 

 

 

 

____________________________

Krystal Anderson, Secretary

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