September 2011 Board Meeting Minutes


September 2011 Board Meeting Minutes

Hamilton East Public Library

Board Meeting Minutes

September 22, 2011



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


                               Members       Steve Sharp


Others            Church, Church, Hittle, & Antrim attorney, Alexander Pinegar



Convene       Board President, Bill Crandall, called the meeting to order at 3:30 p.m. in the North Conference Room of the Noblesville Library.


Discussion was held as allowed in I.C. 5-14-1.5-6.1(b)(2)(B) to discuss strategy with respect to pending litigation.  No decisions were made or actions taken.


                                 The Executive Session was adjourned at 4:00 p.m.






Members       Melissa Brisco, Bill Crandall, Bob James, Marianne Jacobi, and Brian Meyer,


Members       John Partlow and Steve Sharp    


                                Visitors           none


Others            Church, Church, Hittle & Antrim attorney, Jennifer Williams; Library Interim Director, Paris Head; Business Manager, Robyn Neal; Staff Association representative, Lori Holewinski; and staff members, Mary Kay Patterson, Kathy Sasseman, and Linda Shaw.


Convene       Board President, Bill Crandall, called the meeting to order at 4:10 p.m. in the North Conference Room of the Noblesville Library.


Consent        Bob James moved for approval of the consent agenda and Melissa Brisco
Agenda         seconded the motion, which passed unanimously with 5 aye votes.  Consent agenda items included minutes of the August 25, 2011 board                        meeting; August claims and warrants; 2012 Library Calendar and Hours of Operation; 2012 Salary/Wage Range; holiday gift cards for staff in the amount of $50 each; and appointment of Linda Shaw as Interim Director effective September 25, 2011. 


Election of    In the absence of Nominating Committee Chair, Steve Sharp, Bill Crandall
Board            presented the recommended slate of officers for 2011-2012.  The current officers
Officers for   have agreed to retain their positions: President – Bill Crandall; Vice-President –
2011-2012     Bob James; Secretary – Brian Meyer; Assistant Secretary/Treasurer – Melissa Brisco; and Library Treasurer – Robyn Neal.  These terms are from October 1, 2011 – September 30, 2012.  No nominations were made from the floor.  Marianne Jacobi moved to accept the slate of officers, Bob James seconded the motion, and it passed unanimously with 5 aye votes.


Interim            Library Interim Director, Paris Head, reported on the Indiana Library Federation’s
Director’s       upcoming Annual Conference in Fort Wayne, November 14-16.  Head distributed
Report            copies of the Trustee Strand sessions being offered on Tuesday, November 15, and encouraged board members to attend.  Head also shared that the Library will pay for the registration and handle any necessary arrangements for the members to attend.  Hamilton East Public Library also pays the trustee membership to the Indiana Library Federation allowing board members to attend conferences and workshops at the member rates.


Other old        Old business – Facilities Manager, Tim Myers, has completed the Request for
Or new           Proposal (RFP) to secure estimates on the cost of repair of the mortar on the
Business       exterior of the west wing of the Fishers Library.  Concern was expressed in regards to the time frame of conducting the repairs resulting in the same problem that created the necessity for repair if it wasn’t done until cold weather set in.  Brian Meyer, Chair of the Building and Grounds committee, assured others that there was provision built into the RFP for that and that repair could be started now and completed in the spring, or postponed completely until warmer weather.  Tim plans to attend the October meeting to present additional information.


                        Head presented information in regards to the E-Rate discount offered by the federal government through the State Library to offset the cost of providing Internet access.  The Library currently budgets $70,500 for that expense, and the applicable  rate of discount would provide approximately $20,000 savings. 


                        Melissa Brisco shared her experience at the Noblesville Schools with both ENA (Internet provider) and AdTec, an Indiana based consulting firm engaged in the business of Universal Service Fund/E-Rate Consultation and Capital Assets Inventory.  Brisco felt that ENA blocks too much material unnecessarily, and that requests to unblock have to go through ENA which takes too much time.  She also stated that AdTec is very supportive and responsive.  HEPL Systems staff is looking into the cost of AdTec and ENA services, and that information will be reported at a future meeting.


Adjourn         Melissa Brisco moved that the meeting be adjourned at 4:30 p.m.


                                                                                                Respectfully submitted,


                                                                                                Brian Meyer


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