Hamilton East Public Library

October 2011 Board Meeting Minutes

Hamilton East Public Library

Board Meeting Minutes

October 27, 2011

Members       Melissa Brisco, Bill Crandall, Bob James, Marianne Jacobi, Brian Meyer,
Present          John Partlow

Members       Steve Sharp
Absent

Others            Church, Church, Hittle & Antrim representative, Jennifer Williams; Library Interim Director, Linda Shaw; Marketing Manager, Cheryl Jurgens; staff members, Mary Bardonner, Tim Myers, Mary Kay Patterson, Kathy Sasseman,  Melissa Stewart, and Trudy Timkovich; and student Kevin Miller

Convene       Board President, Bill Crandall, called the meeting to order at 4:00 p.m. in the East Meeting Room of the Fishers Library.

Consent        Bob James moved and Marianne Jacobi seconded to approve the
Agenda         consent  agenda.  Motion passed unanimously with 5 aye votes. (John Partlow was not present for the vote.)  Consent  agenda was comprised of the minutes of the meeting of September 22, 2011 and October claims and warrants.

Committee    President Bill Crandall distributed an updated list of Board members
Assign-          and committee assignments.  No action was required.
ments           

Hiring             Bob James moved to hire Edra Waterman as Library Director
Of New          effective January 1, 2012.  Marianne Jacobi seconded the motion.
Director        Motion passed unanimously with all five members present voting
                      affirmative.  (John Partlow was not present for the vote.)

Adoption of  John Partlow moved and Brian Meyer seconded the adoption of the
Budget          2012 Operating and Lease Rental budgets.  Motion passed   
                       unanimously.

Friends          Marianne Jacobi gave an update on the Friends of HEPL.  The Friends
Update          have $22,000 in their treasury.  The summer sale was not as successful as in the past when held at Fishers.  The Noblesville book store is averaging over $1000 per month, and Fishers is averaging $6-700 per month.  The Friends recently purchased a genealogy database for the Library and book shelving for the jail library.  The Friends have been asked to purchase Automated External Defibrillators (AEDs) for each building.  Bob James and Jennifer Williams will investigate the legalities of having and using such devices.

Meeting         Melissa Brisco made the motion to table the meeting room policy
Room             revision pending a legal review of the proposed changes.
Policy  

Referral         Bob James made the motion to lower the referral fee to $15 when
Fee                 patrons are sent to Unique Management (collection agency).  John Partlow seconded the motion, and it was passed unanimously.

Processing  Bob James made the motion to lower the processing or
Fee               administrative fee for lost or damaged materials to $5.00.  John Partlow seconded the motion.  This motion passed unanimously.

Interim            a.         The Friends of HEPL will be hosting their annual mystery in the
Director’s                  library program on November 12^th at 6:30 at Noblesville.  This
Report                       year’s title is Snared: A Hot Rock Mystery. 
                        b.         On October 3^rd, over 3000 patrons were sent fine notices.  Collection of fines has been greatly increased.       

                        c.         A new lease was signed with Jim Harger for the 10 acres owned by HEPL which Mr. Harger farms on Olio Road.  Bill Crandall had investigated the going rate for farm rental, and the $160 per acre was within the average range. 

                        d.         There has been considerable positive and negative reaction to recent notice that the $1 fine will be enacted in January 2012 on holds not picked up .

Other Old      a.         Tim Myers explained the RFP and bids for exterior work at Fishers.
or New                       Brian Meyers made the motion to proceed with Broady     
Business                  Campbell’s firm.  Melissa Brisco seconded the motion, and it was passed unanimously.         

                       b.         Tim updated the Board on the status of the 2011 landscaping   contract and RFPs for 2012 contracts.

Adjourn         Bob James moved that the meeting be adjourned at 4:50 p.m.

                                                            Respectfully submitted,

                                                            Brian Meyer

                                                            Secretary