Board Meeting Minutes

Board Meeting Minutes 2015 12

Administrator : January 25, 2016 1:56 pm : Board Minutes

ROLL CALL & INTRODUCTION OF GUESTS

Members present: Renee’ Cocanower, Mary E. Davis, Janice E. Dean, Carlos Esteves, Jennifer Nielsen and Clarence Thomas. Brian Byrn was unable to attend.

The regular meeting of the Board of Trustees of Elkhart Public Library was called to order by Janice E. Dean, President, at 5:30 p.m.

Others present: Lisa Guedea Carreño, Director; and Jane A. Garoutte, Business Manager.

Staff present: Linda Cary, Cataloger, Technical Services; Marsha Eilers, Assistant Director, Public Services; Mark Van Lummel, Department Head, Technical Services; Gwen Robison, Assistant Director, Support Services and Erin Wagner, Human Resource Generalist

CONSENT AGENDA

There being no objections Renee’ Cocanower moved

THAT the Consent Agenda be adopted as presented.

Mary E. Davis seconded Motion: Carried.

PRESIDENT’S BUSINESS

Swearing in of New Board Member

Janice E. Dean, President, welcomed Clarence Thomas to the Elkhart Public Library Board of Trustees. Mr. Thomas was appointed by the Elkhart Community Schools on November 10, 2015, for a term of eight months ending June 30, 2016. Mr. Thomas fills the position vacated by Shannon Link. Mr. Thomas was sworn in, and his certificate was duly signed and notarized.

DIRECTOR’S REPORT

Additional Items to Director’s Notes

Lisa Guedea Carreño, Director invited the Board to the staff holiday gathering on Friday, December 18, 2015 from 4 p.m. to 6 p.m. at the Cleveland Branch Library.

Mark Van Lummell, Department Head, Technical Services reported on department activities during 2015, noting that year-end orders were up dramatically, resulting in similar increases in receiving and processing. He reported changes planned for each phase of materials handling from acquisition to processing during the upcoming construction, during which all Technical Services staff, furniture and equipment will be physically relocated to allow for asbestos abatement, demolition and construction in the basement.

UNFINISHED BUSINESS

Phase II Renovations

Lisa Guedea Carreño, Director reported that the contract with Brown & Brown Contractors, Inc. of Wakarusa, Indiana, was under review by Library counsel Joel Duthie of Barnes & Thornburg, LLP. The Director requested that the Board authorize her to sign this and other contracts on behalf of the Board of Trustees. There being no objections Mary E. Davis moved

THAT the Director be authorized to sign the contracts

Clarence Thomas seconded Motion: Carried

Job Descriptions

Erin Wagner, Human Resource Generalist presented a revised job description for the position of Assistant Director of Public Services. The job description has been revised to include supervision and oversight of the Circulation Department, which previously has been the purview of Support Services. This being the second reading, and there being no objections, Carlos Esteves moved

THAT the job description for Assistant Director of Public Services be approved as presented.

Renee Cocanower seconded Motion: Carried

Indiana Bond Bank Resolution

Jane Garoutte, Business Manager, presented the official Indiana Bond Bank Resolution for the 2016 Advance Funding. There being no objections, Mary E. Davis moved

THAT the Board approved the Indiana Bond Bank Resolution for 2016.

Carlos Esteves seconded Motion: Carried

NEW BUSINESS

TCU Bank Account Corporate Resolution – New Checking for Bond Funds

The resolution was not received in time for this meeting and will be brought to the January meeting.

Job Description

Erin Wagner, Human Resource Generalist presented a revised job description for the position of Clerk, Outreach. This being a first reading, the Board requested that the summary section be rephrased, and no action was taken.

Pest Policy

The Director presented a Pest Policy for the Board’s consideration. She reported that a staff committee had been formed to recommend procedures for handling materials returned with evidence of infestation of certain pests and policy regarding action to be taken with patrons returning those items.

Although the presence of pests in items returned is not new, the frequency of these occurrences has increased in recent years, which necessitates more deliberate inspection and treatment. The Library has already invested in a supply of special containers and a sub-zero freezer to treat certain items. This problem is not unique to Elkhart and has been a topic of discussion on library list serves for some time now, as well as a recent program at the Indiana Library Federation Conference. The policy presented tonight includes inspection and treatment of materials; notification of patrons who are returning items containing evidence of pests; and suspension and restoration of borrowing privileges for patrons who return infested Library items.

Janice E. Dean, President, asked that the phrasing and sequencing of the policy be revised and returned for a second reading at the January meeting.

Employee Assistance Program

Erin Wagner recommended the Library participate in the basic plan offered by New Avenues, an Employer Assistance Program based in South Bend and providing access to a large network of providers in the region. Under the basic plan, all regular staff will be eligible, regardless of the number of hours worked per week, but temporary employees and substitutes will not. Details of services offered are listed in the Director’s Report. There being no further discussion Renee’ Cocanower moved

THAT participation in the basic plan provided by New Avenues be approved as recommended.

Jennifer Nielsen seconded Motion: Carried

2016 Board Meeting Schedule

The Director presented a schedule of regular meetings for 2016, including locations where meetings will be held. There being no objections Mary E. Davis moved

THAT the Schedule of Board Meetings in 2016 be approved as presented.

Carols Esteves seconded Motion: Carried

2016 Holiday Closing Schedule

The Director presented a schedule of 2016 Holidays. There being no objections Renee’ Cocanower moved

THAT the 2016 Holiday Schedule be approved as presented.

Jennifer Nielsen seconded Motion: Carried

2015 Budget Transfers

Jane A. Garoutte, Business Manager presented her recommendation for 2015 budget transfers. There being no objections Renee’ Cocanower moved

THAT the Budget Transfers be approved as recommended.

Carlos Esteves seconded Motion: Carried

Questions and Information from Board, Staff, and Guests

ADJOURNMENT

The meeting was adjourned by consensus at 7:25 p.m.

The next regularly scheduled meeting of the Board of Trustees is January 19, 2015, at 5:30 p.m. at the Main Library, 300 S. Second Street, Elkhart, IN.

____________________________
Mary E. Davis, Secretary

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Board Meeting Minutes 2015 11

Administrator : December 16, 2015 1:42 pm : Board Minutes

ROLL CALL & INTRODUCTION OF GUESTS

Members present: Brian Byrn, Mary E. Davis, Janice E. Dean, Carlos Esteves, and Jennifer Nielsen. Renee’ Cocanower and Clarence Thomas were unable to attend.

The regular meeting of the Board of Trustees of Elkhart Public Library was called to order by Janice E. Dean, President, at 5:35 p.m.

Others present: Lisa Guedea Carreño, Director; and Jane A. Garoutte, Business Manager.

Staff present: Marsha Eilers, Assistant Director, Public Services; Mary Ann Schlabach, Department Head, Reference Services; and Erin Wagner, Human Resource Generalist
CONSENT AGENDA

There being no objections, Mary E. Davis moved

THAT the Board adopt the Consent Agenda as presented.

Brian Byrn seconded. Motion: Carried.
PRESIDENT’S BUSINESS

Swearing in of New Board Member

Janice E. Dean, President announced the appointment of Clarence Thomas by the Elkhart Community Schools on November 10, 2015, for a term of eight months ending June 30, 2016. Mr. Thomas fills the position vacated by Shannon Link. Mr. Thomas was unable to attend and will be sworn in at the next meeting.

Board Gift to Staff

Janice E. Dean asked the Board to contribute toward the purchase of fruit baskets for staff this holiday season.

DIRECTOR’S REPORT

Additional Items to Director’s Notes

Lisa Guedea Carreño, Director, pointed out an article appearing in the Elkhart Truth featuring Sue Eller and the Fiber & Yarn Club which meets regularly at the Cleveland Branch Library. She also reported that library directional signs were received and are now in the hands of the City and County street departments for installation. The Director thanked Sue Eller for her efforts in making the necessary arrangements for this to happen.

The Director reported that in response to a recent request from the Elkhart Community Schools Deputy Superintendent’s Office for student access to online resources offered to EPL patrons, discussions had begun over logistics of such an endeavor. Mary Beth Schlabach and Allison McLean are fast-tracking a viable solution, while considering registrations, usage limitations and tracking requirements. At ILF this week, there was a session on this topic by Lake County Public Library, which recently issued 42,000 cards to students in the public school system. Several EPL staff were able to attend this session and will be reporting back what they learned.

The Director reported that she and Erin Wagner, Human Resources, are discussing branch staff supervision. At reorganization, the Branch Operations Manager was assigned 30+ direct reports at four different locations, including part-time pages, both full- and part-time clerks, and the four Branch Coordinators (clerks with some additional responsibility but no management authority). This arrangement has led to confusion and frustration due to lack of clarity in job duties and supervisory roles. Further, the Branch Operations Manager is not able to interact with all direct reports often enough to “supervise” them in terms of coaching, development, and evaluation. The Director, Human Resources and the Branch Operations Manager will be discussing possible changes to improve the situation and consulting with the four Branch Coordinators for their input and ideas as well. The Director said this might include increasing clerk hours at each branch, to allow Coordinators time off the desk for managerial / supervisory duties.
UNFINISHED BUSINESS

Phase II Renovations – Bond Issue Sale

The Director reported that Ross, Sinclaire & Associates, LLC of Nashville, Tennessee, was the successful bidder for the Bond Issue. Their bid offered a net interest rate of 1.722%, at an estimated cost over the life of the bonds of $70,005.72. Closing on the bond sale is scheduled for December 3, 2015.

Phase II Renovations – Awarding Contract

The Director reported that Eric Leedy, Architect, and she had reviewed all of the bids and found the lowest responsive bidder to be Brown & Brown Contractors, Inc. of Wakarusa, Indiana. Positive reviews were received from two municipal corporations familiar with their work. One was a $1.5 million renovation project in Knox, Indiana, and the other was a public library in New Buffalo, Michigan. Both were satisfied, but one of them noted delays primarily due to subcontractor conflicts with other jobs.

Lisa Guedea Carreño, Director and Eric Leedy, Architect, recommended that the renovations contract be awarded to Brown and Brown, with the replacement of one subcontractor, bringing the base bid to $844,532 . By comparison, other base bids and totals including alternates are listed below:

Bid # Contractor Base Bid TOTAL
1 Brown & Brown $ 823,500 + $ 21,032 for subcontractor change $ 933,532
2 Gibson-Lewis $ 989,300 $1,075,300
3 Larson Danielson $ 884,282 $ 973,899
4 Majority Builders $ 873,000 $ 953,978
5 Robert Henry Corp $ 898,900 $ 967,495
6 Ziolkowski $ 971,400 $1,048,000

Timing of the financing and the risks involved in providing the chosen contractor with a letter of intent to proceed were discussed. The closing date of the bond sale is December 3, 2015. Until then, there is some small risk to entering into a contract or authorizing the contractor to purchase materials, hire sub-contractors or begin with the preparation of shop drawings. She recommended that the letter of intent to proceed be sent with the clear message “contingent on financing expected by December 3, 2015.” The contract will not be signed by either party until the financing has been received, probably on December 4, 2015.

There being no objections, Carlos Esteves moved
THAT Brown & Brown Contractors, Inc., of Wakarusa, Indiana be awarded the contract pending receipt of financing following the successful closing on the sale of bond issue.

Jennifer Neilsen seconded Motion: Carried

Job Descriptions

Erin Wagner, Human Resource Generalist presented revised job descriptions for the positions of Branch Young People’s Assistant, Department Head, MLS, and Graphic Artist. This being the second reading, and there being no objections, Mary E. Davis moved

THAT the job descriptions be approved as presented.

Brian Byrn seconded Motion: Carried
NEW BUSINESS

Job Description

Erin Wagner, Human Resource Generalist presented a revised job description for the position of Assistant Director of Public Services. The job description has been revised to include supervision and oversight of the Circulation Department, which previously has been the purview of Support Services. This being a first reading, no action was taken. Permission to use the revised job description for purposes of posting and hiring was approved by consensus.
December 18th Holiday Gathering – Library Closing

The Director requested the Board consider closing all locations for two hours on the afternoon of Friday, December 18, in order for the staff, board and friends to hold a holiday gathering. The tentative plans include carry-in hors devours and games at Cleveland Branch. There being no objections, Brian Byrn moved

THAT the Elkhart Public Library close at 4 p.m. at all locations on December 18, 2015.

Mary E. Davis seconded Motion: Carried

The Board advised the Director to begin posting signs and notices about the closure in late November in order to give the public sufficient advance notice.

Indiana Bond Bank Resolution

Jane Garoutte, Business Manager, reviewed the Library’s history of participation in the Indiana Bond Bank 2016 Advance Funding Program and discussed her estimates for the coming year. There being no objections, Brian Byrn moved

THAT the Board approved participation in the Indiana Bond Bank Advance Funding Program for cash flow purposes.

Carlos Esteves seconded Motion: Carried

2016 Wage increase scenarios and recommendation

The Director presented three scenarios for salary and insurance benefit increases for 2016. The Business Manager explained that the 2016 budget included a 2% salary increase and a 5% increase to insurance premium contributions. The Director reviewed the history of salary and insurance increases, and the actual effect of even 4% premium increases on employees’ take home pay, depending on which insurance plan each had chosen. Some discussion took place regarding the amount paid toward insurance for each employee, and how the percentages differed depending on the insurance coverage carried. Those employees who elected to carry dependent care coverage are paying for the additional premium costs out of pocket, but the Board agreed that paying an increased portion of the single subscriber premium was as much as the Library could afford. Mary E. Davis moved

THAT the Board approve Scenario A – 2% salary increase across the Board, with a 4% maximum increase to medical premium, from $500 to $520 per month, be paid by the library, and any additional increase in premium cost to be borne by the employee.

Brian Byrn seconded Motion: Carried

Credit Card/ Purchasing Program Usage Policy

Jane A. Garoutte, Business Manager presented a revision of the 2002 policy governing the use of credit cards at the library. She explained that this policy has been revised and expanded to include the internal controls necessary to establish best practices for handling credit accounts and credit cards. There being no objections, Carlos Esteves moved

THAT the Credit Card/ Purchasing Program Usage Policy be approved as presented.

Mary E. Davis seconded Motion: Carried
Department Report – Reference Services

Mary Beth Schlabach, Department Head, Reference Services presented a PowerPoint slideshow highlighting recent changes in the materials and services provided by her department.
Questions and Information from Board, Staff, and Guests
ADJOURNMENT

The meeting was adjourned by consensus at 7:00 p.m.

The next regularly scheduled meeting of the Board of Trustees is December 15, 2015, at 5:30 p.m. at the Main Library, 300 S. Second Street, Elkhart, IN.

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Board Meeting Minutes 2015 10

Administrator : November 30, 2015 4:15 pm : Board Minutes

BUDGET ADOPTION MEETING

A special meeting of the Board of Trustees of the Elkhart Public Library was called to order by Janice E. Dean, President, at 5:30 p.m.

Jane A. Garoutte, Business Manager, presented Form 4, Resolution for Appropriation and Tax Rates for year ending December 31, 2016. Janice Dean read the resolution and Renee’ Cocanower moved

THAT the resolution to adopt the 2016 budget and approve the necessary appropriation for the Operation and Debt Service (Bond & Interest Redemption) funds be approved as follows:

DLGF Fund Code Fund Name Adopted Budget Adopted Tax Levy Adopted Tax Rate
0101 General (Operating) $ 6,809,684 $ 4,917,083 0.1731
0180 Debt Service (Bond & Interest Redemption) $ 351,000 $ 402,393 0.0142
$ 7,160,684 $ 5,319,476 0.1873

Jennifer Nielsen seconded Motion: Carried

The meeting was adjourned by consensus at 5:33 p.m.
REGULAR BOARD MEETING

ROLL CALL & INTRODUCTION OF GUESTS

Members present: Renee’ Cocanower, Janice E. Dean, Carlos Esteves and Jennifer Nielsen. Brian Byrn and Mary E. Davis, were unable to attend.

The regular meeting of the Board of Trustees of Elkhart Public Library was called to order by Janice E. Dean, President, at 5:34 p.m. following the close of the Budget Hearing.

Others present: Lisa Guedea Carreño, Director; and Jane A. Garoutte, Business Manager.

Staff present: Marsha Eilers, Assistant Director, Public Services; Diana Gill, Department Head, Computer Services; Deb Harris, Dunlap Branch Clerk; Kevin Kilmer, Branch Operations Manager; and Sue Lantz, Dunlap Branch Coordinator.

Guests present: Ron Perry, The Robert Henry Corporation; Gary Paston, Ziolkowski Construction, Inc.; Marita Kreps, Brown & Brown General Contractors; Shane Frost, TaigMarks, Inc.; Blake Unger, Majority Builders, Inc.; Dave Folck, Gibson-Lewis, LLC; Pat Folck, Gibson-Lewis, LLC; Samantha Danielson, Larson Danielson Construction Company.

Janice E. Dean, President announced the reordering of agenda items. Item E. 2. Phase II Renovations: Opening of Bids would be considered immediately following the Consent Agenda.

CONSENT AGENDA

There being no objections Renee’ Cocanower moved

THAT the Board adopt the Consent Agenda as presented.

Carlos Esteves seconded. Motion: Carried.

UNFINISHED BUSINESS

Phase II Renovations

Eric Leedy, Architect, opened and read the bids submitted for the Main Library Phase II Renovations. Bids were taken under advisement, with the contract to be awarded at the November 17th Board of Trustees meeting. Base bids and totals including alternates are listed below:

Bid # Contractor Base Bid TOTAL
1 Brown & Brown 823,500 $ 912,500
2 Gibson-Lewis 989,300 $1,075,300
3 Larson Danielson 884,282 $ 973,899
4 Majority Builders 873,000 $ 953,978
5 Robert Henry Corp 898,900 $ 967,495
6 Ziolkowski 971,400 $1,048,000

PRESIDENT’S BUSINESS

Friends of the Elkhart Public Library – Appreciation

Janice E. Dean, President presented a ‘Statement of Appreciation’ for all the support provided by the Friends of the Elkhart Public Library. The Director will present the signed document at the next Friends group meeting on October 21, 2015.
DIRECTOR’S REPORT

Additional Items to Director’s Notes

Lisa Guedea Carreño, Director, reported that a Memorial Service was held for Kenneth Brady on Saturday, October 17, 2015, at the Unitarian Universalist Fellowship of Elkhart. Mr. Brady was an employee of the Elkhart Public Library for many years in Audiovisual Services, and he named the Elkhart Public Library as beneficiary in his will. Marsha Eilers, along with the executors of the will, helped plan the service in honor of Mr. Brady’s generous gift and long employment at EPL.

The Director reported that the first of two Blue Bird Bookmobiles sold in September on PublicSurplus.com, an auction site for public agencies to sell surplus equipment and materials. The winning bidder of the first unit subsequently donated the vehicle to Better World Books of Mishawaka. Better World Books intends to repurpose the unit to take their book donation program on the road. She also reported that the second bookmobile unit was listed for the third time. Although the first two auctions failed to meet the reserves set, she was hopeful that a there would be a successful bidder in the near future.

The Director reported that she would be attending the inaugural “Ignite Elkhart” dinner on October 22, 2015. More than a dozen community leaders will be speaking Thursday evening about how they’ve helped “ignite the flame” of Elkhart County. With just five minutes each, speakers ranging from elementary principals to company presidents will attempt to inspire the audience to work together to make Elkhart County a better place to live, work and play.

She presented the ISL Annual Report of Indiana Libraries offering copies to trustees. Also, she announced a correction to her written Director’s report for October. Marsha Eilers has announced her retirement at the end of January, 2106, after 37 years of service, rather than 27 years as previously stated.

The Director presented and discussed statistics showing a 47% cumulative decrease in the number of visits to the Library per year between 2009 and 2014. Based on visits so far this year, the number of 2015 may show a slight increase over 2014. Additionally, she reported a 29% cumulative decrease in the total number of registered card holders for the same six-year period, and a 40% cumulative decrease in circulation of all material types for the same period. One positive change is an increase of 13% in Circulation of children’s materials over the same period.
UNFINISHED BUSINESS – CONTINUED

Marketing and Public Relations Update

Lisa Guedea Carreño, Director, introduced Shane Frost, of TaigMarks, Inc., the marketing company selected by the task force. Mr. Frost spoke to the Board about recent projects in which he had been involved and described the services he would provide, including necessary research and a sustainable marketing plan aimed at reaching community members unfamiliar with what the Library offers. There being no objections, the Board agreed that the Director should contract with TaigMarks, Inc. for the marketing consulting project.
NEW BUSINESS

TCU Bank Signature card: Payroll Account

Jane A. Garoutte, Business Manager reported that she was converting the current payroll checking to an interest bearing checking account. This will allow the Library to maintain a reasonable balance without sacrificing earning power. The Board agreed and a signature card was presented for signing. No corporate bank resolution was required.

Job Descriptions

Erin Wagner, Human Resource Generalist presented revised job descriptions for the positions of Branch Young People’s Assistant, Department Head, MLS, and Graphic Artist. This being the first reading, no action was taken at this time.

Department Report – Dunlap Branch

Kevin Kilmer, Branch Operations Manager took the Board on a tour of the facilities.

Questions and Information from Board, Staff, and Guests
ADJOURNMENT

The meeting was adjourned by consensus at 7:00 p.m.

The next regularly scheduled meeting of the Board of Trustees is November 17, 2015, at 5:30 p.m. at the Main Library, 300 S. Second Street, Elkhart, IN.

____________________________
Jennifer Nielsen, Acting Secretary

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Board Meeting Minutes 2015 09

Administrator : October 21, 2015 1:43 pm : Board Minutes

BUDGET HEARING

A public hearing of the Board of Trustees of the Elkhart Public Library was called to order by Janice E. Dean, President, at 5:00 p.m.

Jane A. Garoutte, Business Manager reported that the 2016 Budget was submitted to the County Council for non-binding review, and posted on the Gateway website as required by the State Board of Accounts (SBOA) and Department of Local Government Finance (DLGF). With no questions or comments from the public or guests, the public hearing was adjourned by consensus at 5:50 p.m.
ROLL CALL & INTRODUCTION OF GUESTS

Members present: Brian Byrn, Renee’ Cocanower, Mary E. Davis, Janice E. Dean, Carlos Esteves and Jennifer Nielsen. Shannon Link was unable to attend.

The regular meeting of the Board of Trustees of Elkhart Public Library was called to order by Janice E. Dean, President, at 5:51 p.m. following the close of the Budget Hearing.

Others present: Lisa Guedea Carreño, Director; and Jane A. Garoutte, Business Manager.

Staff or Guests present: Rachel Rice, Department Head Outreach Services; Erin Wagner, Human Resource Generalist.

CONSENT AGENDA

There being no objections Renee’ Cocanower moved

THAT the Board adopt the Consent Agenda as presented.

Carlos Esteves seconded. Motion: Carried.
PRESIDENT’S BUSINESS

Director Annual Performance Evaluation

Janice E. Dean, President reported that the Director’s Annual Performance Evaluation was conducted in September. The Evaluation Committee, made up of Brian Byrn and Jennifer Nielsen, found Lisa Guedea Carreño’s performance over the past year was highly effective. The Committee recommended a salary increase for the Director of approximately 5%, effective with the January 14, 2016. Mary E. Davis moved

THAT the Director’s Performance Evaluation be accepted as presented by the committee, and

THAT the Director’s annual salary be increased to $79,500, effective December 27, 2015 payable bi-weekly beginning January 14, 2016.

Jennifer Nielsen seconded Motion: Carried

Lisa Guedea Carreño thanked the Board for the vote of confidence, and expressed her appreciation for the Administrative Team support.

Memorial for Krystal Anderson

Janice E. Dean reported that a tree will be planted at Pierre Moran Branch on Monday, September 28, in honor of Krystal Anderson, deceased member of the Board of Trustees. Krystal’s mother and son have been invited to be there. An 8“ x 8” stone plaque will be installed in an inconspicuous place beneath the tree. A more official memorial service is being planned for a later time.

Board Member Resignation

Janice E. Dean reported that Shannon Link resigned her position as Trustee for the Elkhart Public Library due to parental responsibilities. Shannon was appointed by the Elkhart Community School Board to fulfill the term ending 6/30/2016, previously held by Krystal Anderson, deceased. The School Board has been notified and is in the progress of seeking a replacement appointee.

DIRECTOR’S REPORT

Additional Items to Director’s Notes

Lisa Guedea Carreño, Director, reported that the Elkhart Public Library picnic held the evening of August 29, at Willowdale Park Pavilion, was a success in spite of the soggy weather. Departments assigned to the planning committee were Circulation, Outreach and Dunlap Branch with two Administration team members. Special thanks go to Rachel Rice, Rachelle Haney, Erin Wagner, Jane Garoutte, Sue Lantz, Deb Harris, Tina Ervin, and Jill Yoder for their part in planning and organizing a fun event where Staff, Board and Friends were able to meet co-worker’s families and build teamwork in a non-work setting. Jane Garoutte also expressed her thanks to Lisa Guedea Carreño, Kevin Kilmer and Chuck Pieri for their help on the clean-up crew!

The Director pointed out an error in the Circulation Department Report approved earlier in the consent agenda: volunteer hours reported as 2705, should have been reported as 27.05 hours.

Rachel Rice spoke about Outreach Services work with the seniors. She explained how programming at the senior and retirement centers were planned, describing how arts and craft programming tied to life-long learning goals for senior citizens. Some of the Board members accepted the offer to participate in a craft project. Discussion regarding programming followed.

UNFINISHED BUSINESS

Phase II Renovations

The Director reported that ACM of South Bend is scheduled to begin testing for asbestos in areas where demolition/construction is planned. Forty samples will be taken and the results are expected back within a week. The cost of the testing is $2,700.

Eric Leedy, Architect, has developed a phased plan to avoid needing to close the Library to the public, and to have at least one meeting room available at all times. The bid packet will be ready by Monday, September 28, 2015. Legal Notices for Bidders will be run in two newspapers twice, one week apart, and no later than October 6 and October 13, 2015. Bids will be opened October 20, 2015, at the regularly scheduled Board meeting.

Marketing and Public Relations Update

Lisa Guedea Carreño, Director, reported that a task force of Management and seven staff reviewed the marketing proposals distributed at the last Board meeting. Meetings have been scheduled with three of the firms or individuals, at which the task force to ask clarifying questions, some specific to them and three general questions that will be asked of all. The Board requested that these meetings be recorded.

She discussed the Pew Research Center Executive Summary included in the Board packet:
Horrigan, John. “Libraries at the Crossroads: Pew Research Center, September 2015,
Available at: http://www.pewinternet.org/2015/09/15/2015/Libraries-at-crossroads/
NUMBERS, FACTS AND TRENDS SHAPING THE WORLD

NEW BUSINESS

ADA/ADAAG Policy

Erin Wagner presented the Americans with Disabilities Act/ ADAAG Policy for a second reading. The policy states that the Library recognizes that qualified job applicants and/or employees may need a reasonable accommodation due to an existing disability. The policy also serves to protect job applicants and employees from discrimination. There being no objections Renee’ Cocanower moved

THAT the ADA/ADAAG Policy be approved as presented.

Carlos Esteves seconded Motion: Carried

1782 Notice Response Resolution

Jane A. Garoutte, Business Manager presented the 1782 Notice Reponse resolution which allows the Director and Business Manager permission and authority to make current year budget reductions as necessary in response to the 1782 Notice. There being no objection the Jennifer Nielsen moved

THAT the 1782 Notice Response Resolution be approved as presented.

Mary E. Davis seconded Motion: Carried

EEO Statement

Erin Wagner presented an EEO Statement summarizing the Elkhart Public Library stand and procedures dealing with all aspects of the employment cycle. This statement is not intended to be exhaustive, but does include mention of currently known areas of potential discrimination where equal opportunity might come into play. Most recently, gender identity and expression have been added. Renee’ Cocanower, Vice President moved

THAT the EEO Statement be approved as presented.

Carlos Esteves seconded Motion: Carried

Questions and Information from Board, Staff, and Guests

ADJOURNMENT
The meeting was adjourned by consensus at 7:45 p.m.

The next regularly scheduled meeting of the Board of Trustees is October 20, 2015, at 5:30 p.m. at the Dunlap Branch Library, 58485 County Road 13, Elkhart, IN.

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Board Meeting Minutes 2015 08

Administrator : September 28, 2015 1:29 pm : Board Minutes

 
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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 5:30 p.m. at the Pierre Moran Branch Library, 2400 Benham Ave., Elkhart, IN.
Members present: Renee’ Cocanower, Mary E. Davis, Janice E. Dean, Carlos Esteves and Jennifer Nielsen. Brian Byrn and Shannon Link were unable to attend.
Others present: Lisa Guedea Carreño, Director; and Jane A. Garoutte, Business Manager.
Staff or Guests present: Kevin Kilmer, Branch Operations Manager, Erin Wagner, Human Resource Generalist; and Eric Leedy, Architect.
CONSENT AGENDA
There being no objections Carlos Esteves moved
THAT the Board adopt the Consent Agenda as presented.
Renee’ Cocanower seconded. Motion: Carried.
PRESIDENT’S BUSINESS
Director Annual Performance Evaluation

Janice E. Dean, President reported that the committee will be conducting the Director’s Annual Performance Evaluation on September 11, following receipt of the Director’s self-evaluation. The Committee will bring a recommendation to the September Board meeting. Brian Byrn and Jennifer Nielsen volunteered.

Memorial for Krystal Anderson

Janice E. Dean reported that a tree will be planted at Pierre Moran Branch in honor of Krystal Anderson, deceased member of the Board of Trustees. A plaque will be installed beneath the tree. Plans are being made to hold a memorial ceremony in September or October, to which Krystal’s family will be invited. Janice agreed to plan the event.

Review of By-Laws
Mary E. Davis and Carlos Estevez reported that the committee had reviewed the By-Laws and were recommended no changes at this time.

DIRECTOR’S REPORT
Additional Items to Director’s Notes
Lisa Guedea Carreño, Director, reported that she had been in contact with Trevor Wendzonka of SoMa regarding the inclusion of the Library on directional kiosks, maps, signage, website and promotional materials for the Gateway Mile. A list of events being held at the Main Library through the end of the year was provided. Additionally, Lisa asked how the Library might be included in the Gateway Mile brochure. Trevor suggested the Library might consider offering an incentive. Lisa indicated that she intends to broach the idea of a giveaway or discount with the Friends group. Renee’ Cocanower, Vice President suggested that the Library might purchase string back-packs or canvas book bags to use as a giveaway to new and/or renewing patrons who show their Gateway Mile card.
Sue Eller is working with the County to have Library directional signs installed showing locations of the branch libraries. The Library will be required to pay for the signs, but the County will provide the sign posts and install them.
The next Elkhart ArtWalk will be held Wednesday, September 16, 2015. The Library is in charge of the Big Art Project on the Plaza. Tina Ervin will be supervising Library personnel with a community participation project to create a Chihuly-inspired sculpture using recycled plastic bottles.
The Director reported that the welcome brochure and rules of conduct bookmark have been translated into Spanish for distribution at upcoming community events.
Lisa also reported that two individuals have expressed an interest in the process necessary for Baugo Township to become part of the Elkhart Public Library taxing district. She provided a link to the Indiana State Library website, where procedures are outlined. The Board affirmed that the Library would consider a proposal from Baugo Township if there is sufficient support from the residents and the township trustees.
UNFINISHED BUSINESS
Phase II Renovations
Eric Leedy, Architect, presented updated Phase II Renovation drawings, which he explained were over 50% complete. He reviewed the planned changes to each floor, identifying design features which would be requested as alternate bids.
Strategic Plan Implementation Update
The Director reported that a six-hour Work Session is planned for August 20, at which managers and key staff will assess progress thus far in implementing the goals of the Strategic Plan and discuss necessary adjustments to the original implementation plans based on new information, unexpected obstacles, or other factors. She will also introduce a tool for evaluating library programming in the near future. The process will include a cost-benefit analysis of each program and also ask staff to identify how programs align with the initiatives, goals, and targets of the Strategic Plan.
Marketing and Public Relations Update
Lisa Guedea Carreño, Director, presented proposals from four consulting companies to work with the Library to create a marketing plan and develop a systematic and cohesive approach to promoting Library programs and services. Having received the proposals the prior Friday, she asked the Board how much input they felt they might like to have on the decision. Mary E. Davis asked the Director to review the proposals and present a recommendation in advance of the September Board meeting, including justification for her choice.
NEW BUSINESS
2016 Budgets
Jane A. Garoutte, Business Manager presented proposed 2016 budgets for both the Operating Fund and Bond and Interest Redemption (BIRF or Debt Service) Funds. She presented revised income and budget expenditure comparisons, and reviewed the proposed budget changes in the four major budget categories. The growth quotient, 2.6%, when applied to the 2015 Operating Budget of $6,979,348, allows for an increase in appropriation of $181,463, for Operating and BIRF funds combined. A greater increase would cause the Library to be subject to binding review, by the County and the City.
To remain beneath the growth quotient, the Operating fund would be decreased by $169,537, the difference between the increase allowed by the growth quotient, $181,463, and the amount of the new BIRF Budget, $351,000. This will allow for a maximum Operating budget of $6,809,811 for 2016.
Operating Budget 2015 $6,979,348
Growth Quotient 2015 0.026
181,463

Maximum appropriation 2016 $7,160,811

Less BIRF budget 2016
Principal $303,000
Interest 48,000
BIRF Budget 351,000

Maximum Operating Budget 2016 $6,809,811
She reported that the proposed budget offers purposeful increases to areas such as repair and maintenance, machinery, equipment and fixtures, promotional and programming supplies, professional meeting expenses, travel and digital subscriptions and materials, while there were decreases in the personnel related budget lines, as well as some materials and other capital line items.
There being no objections, Mary E. Davis moved
THAT the Operating and Debt Service fund budgets be submitted for County Council non-binding review by September 1, 2015, and
THAT a Public Hearing to Review the 2016 Budgets be held at 5:30 p.m. on September 22, at the Main Library, and
THAT a Budget Adoption meeting be held on 5:30 p.m. on October 20, 2016, at the regularly scheduled meeting at Dunlap Branch Library.
Renee’ Cocanower seconded Motion: Carried
ADA/ADAAG Policy
Erin Wagner presented a new Americans with Disabilities Act/ ADAAA Policy. The policy states that the Library recognizes that qualified job applicants and/or employees may need a reasonable accommodation due to an existing disability. The policy also serves to protect job applicants and employees from discrimination. The policy drafted by Erin, has been reviewed by the Director, Business Manager, MAC and the Library attorney. As this was a first reading, no action was taken.
Revised Job Descriptions
Erin Wagner, HR Generalist, explained that each job description is being reviewed by the person or persons in the position, along with their supervisor, as part of the annual performance evaluation process. As the evaluations are completed, job descriptions will be revised and presented to the Board for approval. At this time she presented three revised job descriptions for review:
• Assistant Director – Public Services
• Cataloging Librarian
• Business Manager

Eight other job descriptions presented for review were recently revised to include specific requirements for those employees who regularly drive on Library business, either driving a Library owned or personal vehicle. There being no objections, Jennifer Nielsen moved
THAT the revisions to the job descriptions for those positions with regular driving duties for the Library be approved as presented, and
THAT the revisions to the job descriptions for Assistant Director Public Services, Cataloging Librarian and Business Manager be approved.
Renee’ Cocanower seconded. Motion: Carried
Questions and Information from Board, Staff, and Guests
ADJOURNMENT
The meeting was adjourned by consensus at 7:50 p.m. Kevin Kilmer conducted a tour of the Pierre Moran Branch following adjournment.
The next regularly scheduled meeting of the Board of Trustees is September 22, 2015, at 5:30 p.m. at the Main Library at 300 S. Second Street, Elkhart, IN.

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ELKHART PUBLIC LIBRARY
300 SOUTH SECOND STREET
ELKHART, IN 46516
(574) 522-5669
ADDITIONAL RESOURCES
ADMINISTRATION
EPL/GPL CONSORTIUM
FRIENDS OF EPL
GIFT PROGRAM
LIBRARY CARDS
LIBRARY FEES & POLICIES
LIBRARY FUNDING
STRATEGIC PLAN