Board Meeting Minutes

Board Meeting Minutes 2014 11

Administrator : January 14, 2015 11:35 am : Board Minutes

Board of Trustees Meeting

November 18, 2014

 

Minutes

Board Meeting 5:30 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 5:30 p.m.

Members present: Krystal Anderson, Mary E. Davis, Janice E. Dean and Jennifer Nielsen.  Brian Byrn, Renee’ Cocanower and Scott Troeger were unable to attend.

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

Staff or Guests present:  Gwen Robison, Assistant Director, Support Services; Marjorie Schaphorst, HR Generalist; Kevin Kilmer, Branch Operations Manager; and Mary Beth Schlabach, Head of Reference Department.

CONSENT AGENDA

Krystal Anderson moved THAT the Board adopt the Consent Agenda as presented.

Mary Davis seconded.                                                        Motion: Carried.

DIRECTOR’S REPORT

Additional Items to Director’s Notes

Lisa Guedea Carreño shared recent publicity received in the form of an eTruth article and an entry on Steve Gruber’s blog.  Steve is responsible for the Art Walk in downtown Elkhart, and in his blog he shared his enthusiasm for the Library and the resurrected art print and sculpture collections available for loan.

Lisa also discussed the Friends of the Elkhart Public Library fund raiser, “Trees, trees, trees.”  Individuals and small groups were invited to sponsor and decorate miniature Christmas trees now on display along the north wall of the Atrium at the Main Library.  The Friends will hold a silent auction for the trees to raise money for the Friends.  Patrons and library guests may also vote for their favorite tree.  In the meantime, the library enjoys the trees as decoration for the holiday season.

The Director further discussed the City Council meeting she attended on November 17, where the Tax Increment Financing (TIF) district expansion and future TIF bond issue were discussed.  She also reported that she attended a pre-conference workshop on libraries and the bond issue process.  The workshop was presented by Belvia Gray of H. J. Umbaugh and Associates, in Indianapolis on November 17.


 

UNFINISHED BUSINESS

City of Elkhart expansion of Tax Increment Financing (TIF) area and redevelopment plans

Crystal Welsh, Director of Community Development for the City of Elkhart, presented information regarding plans for downtown TIF area expansion and redevelopment.  She reviewed the history of the existing TIF area established in 1985, the current plans to expand the TIF district, and how that might affect the future funding of the Library and other governmental units depending on taxes raised on property within the district boundaries.

She reported that the effect on the Library’s plan to seek a General Obligation Bond Issue early next year, should not be affected by the TIF Bond Issue being sought by the city, as the repayment of the TIF Bonds would be funded solely from the taxes raised on the increased value of property within the TIF district as a result of the redevelopment.

No action required.

Phase II Renovations

Lisa Guedea Carreño reported that internal meetings to gather input on meeting room space and renovations related to the replacement of the west elevator were postponed due to time constraints, but that she hoped these would take place before year end. Once a more fully-developed plan and updated cost estimates are in place, a General Obligation Bond issue will be revisited early in 2015.

Strategic Planning / Long Range Planning

The Director reported that following the Board’s approval of the Elkhart Public Library Strategic Plan (January 1, 2015 – December 31, 2017), implementation teams were assigned to set specific goals and deadlines for those items marked for completion in 2015.  Progress updates will be given regularly throughout 2015.

 Job Description: Facilities Coordinator

Job Description for Facilities Coordinator was presented for second reading.  Krystal Anderson moved

THAT the job description of Facilities Coordinator by approved as presented.

Mary Davis seconded                                                  Motion: Carried

Emergency Closing Policy revision

Lisa Guedea Carreño, Director, presented the Emergency Closing Policy, revised to include a  statement that if possible, staff will be reassigned to another location to work their regularly scheduled hours for the duration of the closing event, and that the Director (or designee) will make the decision to relocate affected workers based on Library needs. There being no further questions or concerns, Jennifer Nielsen moved

THAT the Emergency Closing Policy be approved as presented.

Krystal Anderson seconded                                         Motion: Carried

Request for Reconsideration Policy

The Request for Reconsideration Policy and accompanying form for Request of Reconsideration of Library Material were presented for a second reading.  It was suggested that Item B. 4. Be rewritten to read, “An item will be reconsidered only once in a twelve month period”.  Krystal Anderson moved

THAT the Request for Reconsideration Policy be approved with B.4. corrected.

Jennifer Nielsen seconded                                          Motion: Carried

Unpaid Fines & Fees Policy

Lisa Guedea Carreño presented a proposed Unpaid Fines & Fees policy for Board consideration.  The revised policy was inadvertently omitted from the electronic Board packet distributed to the Board in advance of the meeting.  For this reason, the decision for approval was postponed until December.

NEW BUSINESS

Indiana Bond Bank Resolution

Jane A. Garoutte presented Indiana Bond Bank Advanced Funding resolution authorizing a borrowing for the Operating Fund, with the maximum permitted borrowing amount having been set using the Elkhart Public Library estimated 2015 levy and cash flow information.  Mary Davis moved

THAT the Resolution to borrow $1,315,823.00, from the Indiana Bond Bank in 2015 be approved.

Krystal Anderson seconded                                         Motion: Carried

Salary & Wage Increases for 2015

Lisa Guedea Carreño presented a multifaceted salary and wage increase scenario comparison and supporting budget detail using various possible outcomes relating to the effect that circuit breakers are likely to have on funding in 2105.  She recommended Scenario B – a 2% salary/wage increase and same level of employee insurance benefits to be paid by the Library, noting that this scenario would be safely funded even if circuit breakers were as high as $1,200,000.  She explained that greater increases would potentially require cuts in other areas of the budget.  Jennifer Nielsen moved

THAT salaries and wages of all eligible staff be increased by 2% over 2014 and that the library’s contribution toward employee medical, vision and dental insurance remain the same for 2015.

Krystal Anderson seconded                                         Motion: Carried

Salary Schedule 2015

Lisa Guedea Carreño presented a revised salary schedule for 2015, highlighting grade changes for Bookkeeper and Clerk-Outreach positions, and the addition of Facilities Coordinator and Marketing & Development professional positions.  Krystal Anderson moved

THAT the Salary Schedule for 2015 be approved as presented.

Mary Davis seconded                                                  Motion: Carried

Job Description: Bookkeeper

Lisa Guedea Carreño presented a revised Job Description for Bookkeeper, updated to reflect changes to education and experience requirements and grade.  Jennifer Nielsen moved

THAT the Job Description for Bookkeeper be approved as presented.

Krystal Anderson seconded                                         Motion: Carried

Grievance Resolution Policy

Lisa Guedea Carreño presented a Grievance Resolution Policy designed to accompany a procedure that is already in place. The policy acknowledges potential staff grievances and outlines the internal process for reporting and seeking resolutions for such grievances.  This being a first reading, no action was taken.

Posting and Display of Community Materials Policy

Lisa Guedea Carreño presented a new policy to provide guidelines and promote consistency regarding the posting, display and placement of materials from non-library sources within Library facilities.  Mary Davis moved

THAT the Posting and Display of Community Materials Policy be approved as presented.

Jennifer Nielsen seconded                                          Motion: Carried

Questions and Information from Board, Staff, and Guests

Department Report

Mary Beth Schlabach presented the Reference Department report, highlighting and demonstrating electronic sources such as the Zinio magazine collection and the A-Z reference database.

ADJOURNMENT

The meeting was adjourned by consensus at 7:35 p.m. The next regularly scheduled meeting of the Board of Trustees will be on December 16, 2014, at 5:30 p.m. in Meeting Room #1 of the Main Library.

 

 

____________________________

 

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Board Meeting Minutes 2014 10

Administrator : November 28, 2014 10:25 am : Board Minutes

 

Board of Trustees Meeting

 

Minutes

October 21, 2014

Budget Adoption Meeting 5:30 p.m.

Board Meeting 5:40 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 5:40 p.m.

Members present: Krystal Anderson, Renee’ Cocanower, Mary E. Davis, and Janice E. Dean.  Brian Byrn, Jennifer Nielsen and Scott Troeger were unable to attend.

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

Staff or Guests present:  Marsha Eilers, Associate Director, Public Services; Marjorie Schaphorst, HR Generalist and Nicole Sheler, Administrative Bookkeeper.

CONSENT AGENDA

Renee’ Cocanower moved THAT the Board adopt the Consent Agenda as presented.

Krystal Anderson seconded.                                              Motion: Carried.

DIRECTOR’S REPORT

Additional Items to Director’s Notes

Lisa Guedea Carreño reported that staffing and budget shortages at the State Board of Accounts has led to the suspension of financial auditing of Indiana public libraries. According to the Herald Bulletin, SBOA will postpone audits for libraries, conservancy districts, some public school accounts, and small towns and townships.

The SBOA is exploring alternatives which include increasing the cost of audits from $45/day to $45/hour. The current cost of a similar service by a private firm is $100 to $125 per hour. The State Board of Accounts State Examiner, Paul Joyce, in conjunction with lawmakers, and local government associations, is formulating plans to resolve the current issues, which will be presented to the Indiana General Assembly in January.

UNFINISHED BUSINESS

Phase II Renovations

Lisa Guedea Carreño reported that internal meetings to gather input on meeting room space and renovations related to the installation of an elevator to replace the outdated one that leads to public meeting areas are planned for November, followed by requests for updated estimates. Once a more fully-developed plan and updated cost estimates are in place, a General Obligation Bond issue will be revisited early in 2015..

Strategic Planning / Long Range Planning

The Elkhart Public Library Strategic Plan (January 1, 2015 – December 31, 2017) was presented for a second reading.  The Director discussed her desire for the Strategic Plan to contain a statement of core values, but that should not delay approval of the plan as written.  She indicated that the staff would begin the implementation planning after the Board approved the plan.  Mary E. Davis moved

THAT the Elkhart Public Library Strategic Plan (January 1, 2015 – December 31, 2017) be approved as presented, that implementation planning begin.

Krystal Anderson seconded.                                        Motion: carried.

Board Meeting Participation Policy

Lisa Guedea Carreño presented a proposed Board Meeting Participation policy for Board consideration. This policy is the underlying foundation for the welcome brochure for public attending Board meetings, also presented, along with the Board Meeting Participation Request form.  Renee’ Cocanower moved

THAT the Board Meeting Participation Policy be approved as presented.

Krystal Anderson seconded.                                        Motion: Carried

Unpaid Fines & Fees Policy

Lisa Guedea Carreño presented a proposed Unpaid Fines & Fees policy for Board consideration.  The policy addresses patron account balances, material recovery service, and what limits are placed on cardholders with balances due on their accounts. Krystal Anderson moved

THAT the Unpaid Fines & Fees Policy be approved as presented.

Renee Cocanower seconded.  Discussion followed regarding clarification of other limitations placed on cardholders.  It was determined that other specifics need to be included in this policy.

Motion: withdrawn

NEW BUSINESS

City of Elkhart expansion of TIF area and redevelopment plans

Lisa Guedea Carreño reviewed recent news regarding the City of Elkhart expansion of the TIF area, redevelopment.  She reported that Crystal Welsh, Director of Community Development for the City, has offered to come and talk with the Board about the plan and its potential impact on the Library.  The Director has invited Crystal Welsh to attend the November EPL Board of Trustees meeting and plans to attend at least one of the upcoming public meetings and the Common Council meeting in November.

The Director also reported that she will keep the Board abreast of new information received regarding the City’s plans for a TIF-related Bond Issue and how that could impact the Library’s plans for a General Obligation Bond Issue early next year.

 

No action taken.

Emergency Closing Policy revision

Lisa Guedea Carreño, Director, presented the Emergency Closing Policy, revised to include a  statement that if possible, staff will be reassigned to another location to work their regularly scheduled hours for the duration of the closing event, and that the Director (or designee) will make the decision to relocate affected workers based on Library need.

This being a first reading, no action was taken.

Request for Reconsideration Policy

Lisa Guedea Carreño, Director, presented the Request for Reconsideration Policy and accompanying form for Request of Reconsideration of Library Material.

This being a first reading, no action was taken.

Facilities Coordinator Job Description

Lisa Guedea Carreño, Director, presented the Job Description for Facilities Coordinator explaining that this position is deemed necessary for the Custodial Department.  The facilities coordinator will serve as backup to the Facilities Department Head in all efforts to keep the Elkhart Public Library premises, buildings and equipment in clean and orderly condition.

This being a first reading, no action was taken.

Questions and Information from Board, Staff, and Guests

Department Report

Lisa Guedea Carreño presented a PowerPoint slideshow introducing the Administrative team, highlighting for each team member: three major areas of responsibility; three recent projects; items each member prepares for the monthly board packets; “words to live and work by”; and a hidden or unusual talent found to be helpful at work.

ADJOURNMENT

The meeting was adjourned by consensus at 7:04 p.m. The next regularly scheduled meeting of the Board of Trustees will be on November 18, 2014, at 5:30 p.m. in Meeting Room #1 of the Main Library.

 

 

____________________________

 

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Board Meeting Minutes 2014 09

Administrator : October 27, 2014 4:28 pm : Board Minutes

PUBLIC HEARING
A public budget hearing of the Board of Trustees of the Elkhart Public Library was called to order by Janice E. Dean, President, at 5:36 p.m. Jane Garoutte, Business Manager reported that the budget presented at the August meeting was duly advertised in the Elkhart Truth and the Goshen News as required by the State Board of Accounts and Department of Local Government Finance (DLGF). With no questions or comments from guests, the public hearing was adjourned by consensus at 5:40 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 5:45 p.m. This meeting was postponed from September 16, 2014.
Members present: Krystal Anderson, Brian Byrn, Janice E. Dean, and Jennifer Nielsen. Renee’ Cocanower, Mary E. Davis and Scott Troeger were unable to attend.
Others present: Lisa Guedea Carreño, Director; and Jane A. Garoutte, Business Manager.
Staff or Guests present: Marsha Eilers, Kevin Kilmer, Antonio Martinez, Susan Eller, Donna Mitschelen, Chuck Pieri, Gwen Robison, and Marjorie Schaphorst.
CONSENT AGENDA
Jennifer Nielsen moved THAT the Board adopt the Consent Agenda as presented.
Krystal Anderson seconded. Motion: Carried.
PRESIDENT’S BUSINESS
Friends of the Elkhart Public Library
Janice Dean expressed the Board’s appreciation for the Friends of the Elkhart Public Library, thanking them for their support of the Summer Reading Program prizes, a butterfly garden at Dunlap Branch and sponsoring a portion of the reception for the new Director.
Recent Retirement of Long-term Employees
Janice Dean recognized the following long-time employees who have recently retired from the Library: July Ferrell, Head of Reference, retired August 23, after 44 years; and Grace Gregory, Osolo Branch Library Clerk, retired August 22, after 33 years.

DIRECTOR’S REPORT
Additional Items to Director’s Notes
Lisa Guedea Carreño, Director, reported that the Friends of the Elkhart Public Library will be holding a book sale October 9-11, 2014. She also reported that she is now officially certified by the State of Indiana as a Public Library Director. She reported that an article about “Banned Books Week,” appeared this week in the Elkhart Truth online. Further discussion regarding recent challenges ensued. Lisa further reported that Jeanne Glanders, Head of Popular Materials, had visited the St. Joseph County Public Library “Studio 304 – Maker-Space” and had suggested a tour of the facilities this winter for interested EPL employees.
Department Report
Kevin Kilmer, Branch Operations Manager, introduced the branch coordinators, who presented slide shows and talked about the uniqueness of each branch. Charles Pieri, Children’s Librarian, also spoke to the Board about his recent school visits and community involvement.
UNFINISHED BUSINESS
Collection Development Policy (formerly Selection Policy)
The Selection Policy was revised and presented as the Collection Development Policy. Brian Byrn moved
THAT the Collection Development Policy be approved as presented.
Second: Krystal Anderson Motion: Carried
Phase II Renovations
Lisa Guedea Carreño reported that new estimates will be sought for the elevator project. Additional input is needed on meeting room spaces and related renovations. Once a more fully-developed plan and updated cost estimates are in place, a General Obligation Bond issue will be revisited.
Strategic Planning / Long Range Planning
Lisa Guedea Carreño presented the Strategic Plan (January 1, 2015 – December 31, 2017) approved by the Management Advisory Council, including the Technology Plan and a revised mission statement. The Strategic Plan will be presented for a second reading by the Board in October.
Board Meeting Participation Policy
Lisa Guedea Carreño presented a proposed Board Meeting Participation policy for the Board’s approval. This policy will be the underlying foundation for the welcome brochure for public attending Board meetings. First reading; no action taken.
NEW BUSINESS
New Overdue Notice Timetable
Lisa Guedea Carreño described the existing timetable for overdue notices and reviewed the changes to this timetable approved by the Management Advisory Council. The new timetable for overdue notices is:
First notice: When an item is seven days overdue.
Second Notice: When the item is 14 days overdue,
Third notice: when the item is 21 days overdue.
An unreturned item will be declared “lost” at 30 days, and the borrower’s account will be charged for replacing the item.
This was an information agenda item only. No action was required.
Unpaid Fines & Fees Policy
Lisa Guedea Carreño presented a proposed policy concerning unpaid fines and fees by patrons, when accounts are sent to a material recovery service, and what limits are placed on cardholders with balances due on their accounts. First reading; no action taken.
Excess Levy Appeal – Data Correction
Lisa Guedea Carreño presented a review of Excess Levy Appeal process received from the Department of Local Government Finance (DLGF). She described the recent correction to the Elkhart Public Library taxing district related to Concord Township areas previously annexed by the City of Goshen, for which the assessed valuation of said properties had erroneously been assigned to the Goshen Public Library since the 1970s.
When the error came to light, Umbaugh and Associates, CPAs was engaged to assess the financial impact on the assessed valuations, property tax levies, and corresponding circuit breakers for each of the multiple taxing units involved, including both libraries, Elkhart County, Elkhart Township, Elkhart Civil City, Goshen Civil City, Concord Community Schools and Goshen Community Schools.
The Director recommended that the Board file for an Excess Levy Appeal for the amount estimated by Umbaugh to be the increased amount of levy to be raised on the additional assessed valuation which should have been in the Elkhart Public Library district all along. This additional levy would enable Elkhart Public Library to serve the additional 1121 patrons in the annexed areas of Concord Township.
The deadline to file this Excess Levy appeal is October 20. Brian Byrn moved
THAT the Director be authorized to move forward with the Excess Levy Appeal based on the resolution of the library district boundaries issue between Goshen Public Library and Elkhart Public Library.
Second: Jennifer Nielsen Motion: Carried
1782 Notice Response Resolution
The Director presented the 1782 Notice Response Resolution. Krystal Anderson moved
THAT the 1782 Notice Response Resolution be approved as presented.
Second: Brian Byrn Motion: Carried
TCU Corporate VISA
Jane A. Garoutte reported that the persons authorized to make changes or make balance and transaction inquiries made at the September meeting were still pending due to incorrect forms being received from TCU. No further action was taken on this agenda item.
Questions and Information from Board, Staff, and Guests
ADJOURNMENT
The meeting was adjourned by consensus at 7:50 p.m. The next regularly scheduled meeting of the Board of Trustees will be on October 21, 2014, at 5:30 p.m. in Meeting Room #1 of the Main Library.

____________________________
Krystal Anderson, Secretary

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Board Minutes 08 2014

Administrator : September 26, 2014 10:12 am : Board Minutes

EXECUTIVE SESSION

An executive session of the Board of Trustees of the Elkhart Public Library was called to order by Janice E. Dean, President, at 5:00 p.m. The executive session was duly called as provided for by IC 5-14-1.5-6.1(b)(5), Item l: to receive information about Contract Negotiations. The executive session was adjourned by consensus at 5:45 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 5:45 p.m.

Members present: Krystal Anderson, Brian Byrn, Renee’ Cocanower, Janice E. Dean, Jennifer Nielsen, and Scott Troeger. Mary E. Davis was unable to attend.

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

Staff or Guests present: Marsha Eilers, Tina Erwin, Diana Gill, Kevin Kilmer, Rachel Rice, Gwen Robison, Marjorie Schaphorst, and Mary Beth Schlabach.

CONSENT AGENDA

Renee’ Cocanower moved THAT the Board adopt the Consent Agenda as presented.
Jennifer Nielsen seconded. Motion: Carried.

PRESIDENT’S BUSINESS

2015 Budget Presentation

Jane A. Garoutte, Business Manager presented the budget for 2015 which will be submitted for non-binding review to County Auditor by September 2, 2014.

Conflict of Interest Statement

Renee’ Cocanower moved THAT the Board accept the conflict of interest statement for Scott Troeger.
Krystal Anderson seconded. Motion: Carried

Director Retirement

Janice Dean presented a resolution recognizing the Board’s appreciation of the years of service as director of Deborah Stewart and extended its best wishes on her retirement. The Board approved by consensus.

DIRECTOR’S REPORT

Additional Items to Director’s Notes

Deborah Stewart thanked the Board for their continued support during her time at the Elkhart Public Library. She formally introduced Lisa Guedea Carreño as the new director since August 11, 2014.

Department Report

Rachel Rice, Head of Outreach Services, reviewed projects Outreach has been involved in over the past year, highlighting the types of regular outreach stops: child daycare centers, senior centers and apartment complexes. She also reviewed recent changes in staff and new stops and explained how Outreach Services obtains supplies for doing the crafts so popular at many regular stops.

UNFINISHED BUSINESS

Phase II Renovations

Lisa Guedea Carreño indicated that the Elevator project and related General Obligation Bond issue was temporarily on hold. No action was taken.

Strategic Planning / Long Range Planning

Marsha Eilers reported that she, Deborah Stewart and Lisa Guedea Carreño held a conference call with Donna Fletcher, Strategic Planning consultant, who will incorporate several additional pieces of information into the plan and present a draft by the end of August. The draft will be presented to the Management Advisory Council in September.

Collection Development Policy ( formerly Selection Policy)

The Selection Policy was rewritten and presented as the Collection Development Policy. Janice E. Dean made additional comments regarding terminology and made some suggestions for further revision. No action was taken on this agenda item.

NEW BUSINESS

Welcome brochure for public attending Board meetings

Lisa Guedea Carreño presented a draft brochure explaining what the Elkhart Public Library Board of Trustees does at public meetings, how those meetings are conducted, and when guests may be invited to speak. Discussion followed the presentation, with the Board suggesting some changes. It was suggested that the brochure include “reasonable time limit,” and refer to the existing policy.

The Board asked to review the policy and brochure together at the next meeting. No action was taken on this agenda item.

TCU Bank Resolution & Signature Card

Jane A. Garoutte presented the bank resolution authorizing specific Board members and staff to access bank information, sign checks, or make account changes, according to the standard bank resolution for corporations. Signatures for authorized signers were also obtained.

Krystal Anderson moved THAT the resolution be approved as presented.
Renee’ Cocanower seconded. Motion: Carried

TCU VISA Resolution & Signature Card

Jane A. Garoutte presented the corporate resolution authorizing specific Board members and staff authority to access credit card information, authorize charges, or make changes to account limits, etc. Signatures for authorized signers were also obtained.

Bryan Byrn moved THAT the resolution be approved as presented.
Krystal Anderson seconded. Motion: Carried

Questions and Information from Board, Staff, and Guests

The Board presented gifts of service appreciation to retiring Director Deb Stewart.

ADJOURNMENT

The meeting was adjourned by consensus at 6:50 p.m. The next regularly scheduled meeting of the Board of Trustees will be on September 16, 2014, at 5:30 p.m. in Meeting Room #1 of the Main Library.

____________________________
Krystal Anderson, Secretary

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Board Meeting Minutes 2014 07

Administrator : September 3, 2014 12:50 pm : Board Minutes, Elkhart Public Library

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.

Members present: Krystal Anderson, Brian Byrn, Renee’ Cocanower, Mary E. Davis, Janice E. Dean, Jennifer Nielsen, and Scott Troeger.
Others present: Deborah L. Stewart, Director; Jane A. Garoutte, Business Manager.
Staff or Guests present: Marsha Eilers, Tina Erwin, Diana Gill, Elizabeth Layman, Gwen Robison, and Marjorie Schaphorst.

CONSENT AGENDA

Adoption of Consent Agenda.

Renee’ Cocanower moved THAT the Board adopt the Consent Agenda as presented.
Mary E. Davis seconded. Motion: Carried.

PRESIDENT’S BUSINESS

Review Elkhart Public Library By-Laws

The By-Laws of the Elkhart Public Library were reviewed by the Board of Trustees, and, hearing no objection or concerns, the By-Laws remain unchanged.

Director Introduction Committee

Janice E. Dean, President, suggested that the Board plan a formal event to welcome Lisa Guedea Carreño to the Library and to introduce her as director to the community. She suggested an open house be held in September, with similar guest list to the one held after the Main renovations. Mary E. Davis agreed to head up the Board planning committee, along with Jennifer Nielsen. Deb Stewart will assign a staff planning committee to assist and invite the Friends of the Elkhart Public Library to participate.

DIRECTOR’S REPORT

Additional Items to Director’s Notes

Deb Stewart reminded the Board of the Staff picnic Saturday, July 19, at Bonneyville Mill Park in Bristol and invited Board members and their families. She also reported several open time slots for coverage of the Library booth at the Elkhart County Fair next week. Board members interested in either should speak with Marge Schaphorst.

Department Report

Tina Ervin, Head of Circulation, reviewed the process of collecting overdue fines and fees. The Library engages Unique Management Services, Inc., a collection agency working solely with libraries and using a patented “gentle nudge system,” which is a series of letters and phone calls designed to help libraries recover overdue materials and retain patrons. Tina reviewed outstanding fine and fees being reported in Polaris, the balances currently with Unique Management, and presented multiple changes the library might make to encourage patrons to return materials and pay off outstanding fines in a timelier manner.

Tina shared policy changes being discussed by Staff and the likely effect these changes could have on the receivable balance, retaining patrons in good standing, and material recovery. These changes include

  • Lower the maximum patron overdue balance from $10 to $5 or less,
  • Reduce internal timeline for overdue notices before sending accounts to Unique Management,
  • Lower threshold for accounts sent to Collections from $50.

Tina reported that the current Polaris receivable balance contained balances carried forward from pre-Polaris patron records and that Diana Gill with the Director is working on removing these records. Those which had been sent to the collection agency will be removed from Unique as they are removed from the Polaris database. A formal recommendation for changing the fines and fees policy will be forthcoming.

UNFINISHED BUSINESS

Phase II Renovations

Deborah Stewart indicated that the Elevator project and related General Obligation Bond issue was temporarily on hold. No action was taken.

Strategic Planning / Long Range Planning

Marsha Eilers reported that the Long Range Planning committee have identified four preliminary goals, which were submitted to Donna Fletcher, Strategic Planning consultant.

  • Seek additional funding sources and raise community awareness of the Library
  • Life-long learning
  • Quiet, comfortable seating arrangements
  • Enhanced collection

Marsha and Deb Stewart, Director, reviewed these with Ms. Fletcher, who indicated that some were considered core competencies, not major goals. She suggested splitting life-long learning into two specific goals: Early Literacy and Life-long Learning for post high school patrons. The Consultant will present a Strategic Plan for the Board’s review and adoption after the new Director is in place. No official action was taken on this agenda item.

Elkhart/Goshen Library Consortium

The Director explained that although the agreement to establish a Resource Sharing Consortium and integrated library system (ILS) between the Elkhart Public and Goshen Public Library was approved at the June 17, 2014, meeting, additional copies with original signature were required. Signatures were obtained.

Jury Duty Policy

The jury duty policy was presented. Procedural elements were removed from the original policy. The policy remains essentially unchanged, with the exception of a limit to the number of weeks the library agrees to pay for longer trials.

Jennifer Nielsen moved to accept the Jury Duty Policy as presented.
Bryan Byrn seconded. Discussion followed.

Scott Troeger raised concerns over item C.2., specifically the implications of establishing a limit to the number of weeks the Library would continue to employ with no loss of wages, and the Board agreed that the policy needed more revision. No action was taken.

Dunlap Land Sale

Deborah Stewart reviewed the information received regarding the process and cost involved in selling real estate, and property values in the area. Bill Kuhns at FM Stone had provided, in 2005, an appraisal of the same property, and he told Jane Garoutte that property values have not increased appreciatively. He also estimated the costs of required appraisals and title work could cost around $9,000. The cost to maintain the property is an annual mowing of $300-$350. Both recent inquiries were as to whether or not the Board was interested in selling the property, and neither made offers.

Based on the estimated property value and the costs to sell, Deb Stewart recommended the Board retain the property.

Scott Troeger moved THAT the Library retain the property at Dunlap Branch.
Krystal Anderson seconded Motion: Carried

NEW BUSINESS

2015 Budget Priorities

Jane Garoutte presented Income and Budget Comparisons showing preliminary budgets for 2015, based on actual receipts and expenditures from January 2010 through June 30, 2014. Preliminary budget considerations included a 3% salary increase for qualified employees, 11.2% employer contribution to PERF, 10% increase to employee insurance premiums, increases to books and other library materials to maintain percentage of budget necessary to meet Indiana State Library standing. Jane reported Certified Assessed Valuation numbers would likely be received August 1. She explained that the preliminary budget of $6,979,348, was based on 2014 budget increased by the growth quotient of 2.7%.

Deb Stewart asked the Board for feedback regarding areas they would like to see budgeted differently. She reported that she and Jane Garoutte would be attending the Budget Workshop with the DLGF Field representative on Thursday, July 24.

Selection Policy

The Selection Policy was presented. Janice E. Dean made comments regarding the tone and language of the policy and made some suggestions for revision. The policy will be reconsidered after revision by the Selection Committee.

Resolution for Indiana State Library Consortium for Public Library Internet Access and Connectivity Grant

Deb Stewart, Director reviewed our participation in the State Library consortium, the connectivity grant, and how this benefits the Library.

Krystal Anderson moved THAT the resolution to join the Indiana State Library Consortium for Public Library Internet Access for Funding Year July 1, 2015, through June 30, 2016, be approved.
Mary E. Davis seconded. Motion: Carried

Questions and Information from Board, Staff, and Guests

None.

ADJOURNMENT

The meeting was adjourned by consensus at 6:35 p.m. The next regularly scheduled meeting of the Board of Trustees will be on August 19, 2014, at 5:30 p.m. in Meeting Room #1 of the Main Library.

EXECUTIVE SESSION

The Board of Trustees met in executive session as provided for by IC 5-14-1.5-6.1(b)(5), Item 6: To receive information about contract negotiations. The executive session adjourned at 7:30 p.m. The Board of Trustees will meet again in executive session on July 29, 2014, at 5:30 p.m. in Meeting Room #1 of the Main Library.

____________________________
Krystal Anderson, Secretary

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ELKHART PUBLIC LIBRARY
300 SOUTH SECOND STREET
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