Board Meeting Minutes

Board Meeting Minutes 2016 03

Administrator : April 25, 2016 12:26 pm : Board Minutes

The regular meeting of the Elkhart Public Library Board of Trustees was held March 15, 2016, at the Main Library and called to order at 5:32 p.m. by Janice E. Dean, President.

ROLL CALL & INTRODUCTION OF GUESTS

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

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

Staff present: Diana Gill, Department Head, Kevin Kilmer, Branch Operations Manager, and Erin Wagner, Human Resource Generalist.

CONSENT AGENDA

The consent agenda was presented. There being no objections, Renee Cocanower moved

THAT the Consent Agenda be adopted as presented.

Brian Byrn seconded Motion: Carried.

PRESIDENT’S BUSINESS

President Janice E. Dean reported that a brief memorial was being planned in April to honor Krystal Anderson, deceased Board Member.

DIRECTOR’S REPORT

Lisa Guedea Carreño, Director gave a brief synopsis of two bills under consideration by the Indiana State legislature that could have an effect on libraries, and will pass the update from the Indiana State Library when it is received.

She shared a recent inquiry from a Baugo township resident regarding library services and discussed the challenges of explaining the intricacies of tax rates and budgets versus non-resident fees.

She presented updated graphic designs for the Outreach and deliver van wraps.

Diana Gill, Department Head, Computer Services presented a department report.

UNFINISHED BUSINESS

Branch Supervisory Structure

New Job Descriptions: Branch Supervisor/Branch Supervisor YPS Associate

Lisa Guedea Carreño, Director, presented job descriptions for the new positions of Branch Supervisor and Branch Supervisor and YPS Associate. Carlos Esteves moved

THAT the job descriptions be approved as presented.

Mary E. Davis seconded. Motion: Carried

NEW BUSINESS

Resolution to Establish Electronic Funds Transfers

Jane A. Garoutte presented a resolution authorizing the library staff to use electronic funds transfers for payment purposes. There being no further questions, Renee Cocanower moved

THAT resolution to establish electronic funds transfers be approved as proposed.

Brian Byrn seconded Motion: Carried

PTO Policy Review Committee

Janice E. Dean asked for volunteers to serve on a PTO Policy review committee, who will work with staff and management to review the PTO policy established in 2013, and recommend changes, if necessary. Mary E. Davis and Renee’ Cocanower, Vice President volunteered.

Questions and Information from Board, Staff, and Guests

ADJOURNMENT

The meeting was adjourned by consensus at 7:15 p.m.

The next regularly scheduled meeting of the Board of Trustees is April 19, 2016, at 5:30 p.m. at the Main Library, 300 S. 2nd Street, Elkhart, IN.

____________________________
Mary E. Davis, Secretary

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Board Meeting Minutes 2016 02

Administrator : March 28, 2016 12:22 pm : Board Minutes

The regular meeting of the Elkhart Public Library Board of Trustees was held February 16, 2016, at the Osolo Branch and called to order at 5:33 p.m. by Janice E. Dean, President.

ROLL CALL & INTRODUCTION OF GUESTS

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

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

Staff present: Kevin Kilmer, Branch Operations Manager, and Erin Wagner, Human Resource Generalist.

CONSENT AGENDA

The consent agenda was presented. Jane Garoutte presented her Investment Cash and investment recommendations. There being no objections, Mary E. Davis moved

THAT the Consent Agenda be adopted as presented.

Clarence Thomas seconded Motion: Carried.

PRESIDENT’S BUSINESS

President Janice E. Dean presented a resolution recognizing the Board’s appreciation of the 37 years of service and leadership provided by Marsha Eilers, who officially retired on January 29, 2016. The Board approved and signed the resolution.

DIRECTOR’S REPORT: No department report was presented.

UNFINISHED BUSINESS

Phase II Renovations

Lisa Guedea Carreño, Director, reported that construction continues with some last minute changes and adjustments required.

Pest Policy

Lisa Guedea Carreño, Director, presented the revised Pest Policy. There being no further questions, Brian Byrn moved

THAT the Pest Policy be approved as presented.

Jennifer Nielsen seconded Motion: Carried

Movie and Television Show Screening Policy

Lisa Guedea Carreño, Director, presented a proposed policy documenting present practice with regard to selection and showing of movies and television programs at EPL. Language and structure changes requested by the Board were incorporated. There being no further questions, Clarence Thomas moved

THAT the Movie and Television Show Screening Policy be approved as revised.

Mary E. Davis seconded Motion: Carried

Branch Supervisory Structure

New Job Descriptions: Branch Supervisor/Branch Supervisor YPS Associate

Lisa Guedea Carreño, Director, presented job descriptions for the new positions of Branch Supervisor and Branch Supervisor and YPS Associate. Jennifer Nielsen moved

THAT the job descriptions be approved as presented.

Mary E. Davis seconded. Discussion followed and this being a first reading, no action was taken at this time.

NEW BUSINESS

Branch External Signage

Kevin Kilmer, Branch Operation Manager and Scott Franko of Franko Designs, presented three options for exterior signage at the branches, with various alternatives. The Board indicated their preference for design concept A.2Mr. Franko showed a design for a Main Library parking sign using this same concept.

Research Fees

The Director presented a proposal from Mary Beth Schlabach, Reference Services Department Head, to establish research fees for local history and genealogy research requests received via mail, email or telephone. Current fees for genealogy requests are limited to reimbursement of photocopy fees, and requesters are required to provide a self-addressed, stamped envelope.

The proposed fee structure and instructions to requesters are as follows:

Elkhart Public Library staff will answer written and telephone requests as time permits and on a first come, first serviced, basis. Fees are $5.00 for 30 minutes of staff time to research one event, name, record, photo, etc. Minimum fee will be $5.00 up to a maximum of $15.00 for up to 1.5 hours of research. Fees apply whether or not an answer is found. Fees include staff time and cost of copies or scanning. We are unable to issue refunds.

Due to staffing constraints, we are unable to provide more than 1.5 hours of research per requester per month. Responses will be sent via email or, if requested, via the U.S. Postal Service.

Individuals requesting assistance on-site will not incur a research charge (other than photocopy fees). There being no further questions, Mary E. Davis moved

THAT the local history and genealogy research fees be approved as proposed.

Clarence Thomas seconded Motion: Carried

Printing Fees

The Director presented print/copy price comparison showing fees charged by other Indiana libraries and several local for-profit companies selling similar services. She recommended the EPL price per color copy be reduced from $0.75 to $0.50. There being no objections, Brian Byrn moved

THAT the per color copy/print page fee be set at $0.50.

Jennifer Nielsen seconded Motion: Carried

2016 Fee Schedule

The Director presented a revised schedule of fees for 2016, including the two new fees approved above. There being no objections, Brian Byrn moved

THAT the 2016 Fee Schedule be approved as presented.

Clarence Thomas seconded Motion: Carried

Questions and Information from Board, Staff, and Guests

ADJOURNMENT

The meeting was adjourned by consensus at 7:15 p.m.

The next regularly scheduled meeting of the Board of Trustees is March 15, 2016, at 5:30 p.m. at the Main Library, 300 S. 2nd Street, Elkhart, IN.

____________________________
Mary E. Davis, Secretary

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Board Minutes 2016 01

Administrator : February 22, 2016 3:47 pm : Board Minutes

BOARD OF FINANCE MEETING

The meeting of the Board of Finance of Elkhart Public Library was held January 19, 2016, on the 4th floor of the Main Library Annex and called to order at 5:34 p.m. by Janice E. Dean, President. The Board of Finance generally elected the president and secretary of the Board of Trustees as president and secretary of the Board of Finance. The Board of Finance reviewed the Investment Policy and the Report of Investments. There being no further questions, Brian Byrn moved

THAT the Board of Finance elect Janice E. Dean as president and Mary E. Davis as secretary for fiscal year 2016.officers as recommended, approve the Investment Policy and Report of Investments as presented

AND THAT the meeting be adjourned.

Jennifer Nielsen seconded Motion: Carried

ROLL CALL & INTRODUCTION OF GUESTS

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

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

Staff present: Marsha Eilers, Assistant Director, Public Services; Sue Eller, Cleveland Branch Coordinator; Jeanne Glanders, Department Head, Popular Materials; Chris Hunsberger, Graphic Artist; Kevin Kilmer, Branch Operations Manager; Tony Martinez, Pierre Moran Branch Coordinator; Donna Mitschelen, Osolo Branch Coordinator; Jim Reynolds, Facilities Supervisor; and Rachel Rice, Outreach Department Head.

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.

CONSENT AGENDA

The consent agenda, including 2015 Annual Financial Report and resolution to pay bills between Board meetings, was reviewed. There being no objections Brian Byrn moved

THAT the Consent Agenda be adopted as presented.

Carlos Esteves seconded Motion: Carried.

PRESIDENT’S BUSINESS

President Janice E. Dean thanked the Director and staff for inviting the Board to the holiday gathering in December. Also, she encouraged Board members to attend the upcoming Vibrant Communities meeting sponsored by the Chamber of Commerce.

DIRECTOR’S REPORT

Additional Items to Director’s Notes

Jeanne Glanders, Department Head, Popular Materials reported that adult programming is limited at the Main Library until the construction project is complete in late summer or early fall. Plans have begun for a collaborative program in celebration of the completion of the renovations, at which the Library will host a screening of “Love Between the Covers,” a full-length documentary on the romance fiction industry. Several national romance novelists will be invited to come meet and greet fans. EPL recently received the 2016 Romance Writers of America Library Grant from the Public Library Association. The grant is designed to provide a public library the opportunity to build or expand its romance fiction collection and/or host romance fiction programming. The grant consists of $4,500 to be used toward the purchase of romance fiction, author honorariums and travel expenses, and other applicable program expenses.

UNFINISHED BUSINESS

Phase II Renovations

Lisa Guedea Carreño, Director reported that the asbestos remediation is complete and that post-abatement air tests are clear. Although some phasing is still required on the construction project, it has been possible for the contractors to work on certain phases simultaneously after relocating Technical Services out of the basement and into the annex. The elevator has yet to be ordered, but construction of the new circulation desk area is underway.

Job Description Revision – Clerk Outreach

Erin Wagner, Human Resource Generalist presented a revised job description for the position of Clerk, Outreach. This being the second reading, and there being no objections, Mary E. Davis moved

THAT the job description for Clerk – Outreach be approved as presented.

Clarence Thomas seconded Motion: Carried

NEW BUSINESS

Outreach and Delivery Vehicles

The Director explained the need to replace the delivery 2002 GMC Box Truck used for deliveries, and the need for an Outreach vehicle. Jim Reynolds, Head of Facilities and Rachel Rice, Head of Outreach, were instrumental in researching available vehicles and features, and assessing and identifying the Library transportation needs. They recommended similar Ford 250 Transit vans, outfitted with heavy duty lifts and shelving. The facilities delivery van will have an extended bed and high roof, while the van for Outreach will be standard length with a medium roof, still allowing staff to stand inside. The Outreach van will have a removable jump seat to provide seating for multiple staff members. Chris Hunsberger, Graphic Artist, presented preliminary vehicle wrap designs for the Board’s feedback. There being no further questions, the Board affirmed the pending purchase of both vans.

Branch Supervisory Structure

The Director presented background information regarding the supervisory structure at the branches. She explained that the current arrangement of a Branch Operations Manager and four Branch Coordinators with no supervisory responsibilities or management authority, created as part of the 2012 reorganization, has proven to be problematic. She recommended that the position Branch Coordinator be changed to Branch Supervisor, adding direct supervisory duties and requirements. She recommended also moving the new position from salary grade 8 to grade 7, effectively providing an increase in salary to reflect the addition of these responsibilities.

Additional supervisory and management training will be provided, and each branch will be authorized up to ten additional clerical (desk) hours per week, to allow supervisors time for these new duties. She explained that the additional personnel and benefits cost related to this change was budgeted as part of strategic plan initiatives in Personal Services. There being no further questions, the Board approved the change in structure. A new job description will be presented for approval before these changes are finalized, sometime in the first half of 2016.

Movie Screening Policy

Lisa Guedea Carreño, Director presented a proposed policy documenting present practice with regard to selection and showing of movies at EPL. The Board requested some language and structure changes and requested that a revision be brought back to the next meeting.

Statistical & Board Reports for 2016

The Director reported the need to update how statistics are collected and reported to the Board. She discussed the types of stats that are required by various agencies for annual report purposes and asked the Board for their thoughts on what parts of the existing monthly statistics they found most helpful, or least useful. The Board agreed that reports showing trends in the number of patrons served, circulation, reference, and program statistics were important, but perhaps not in the same detail as has been reported in the past, and that quarterly reports would be sufficient.

TCU Bank Account Corporate Resolution – New Checking for Bond Funds

Jane A. Garoutte presented bank signature card and bank resolution authorized signers for new commercial, interest bearing checking account at Teachers Credit Union. As per statute, the Treasurer is the only authorized check signer. The Board further authorized the President, Director, and Business Manager to open or close this account.

There being no further questions, the resolution was approved by the Board. The resolution authorizes the establishment of the new checking account, to be referred to as “Bond Fund Checking,” and authorizes the Treasurer, President, Director and Business Manager to open or close said account; in addition, it authorizes the Business Manager and Bookkeeper to make online transfers from this account to the Regular Commercial Checking account at TCU.

PLAC Report

The Public Library Access Card (PLAC) report for the 4th quarter of 2015 was presented. No PLAC cards were sold during the period. The President signed the report for submission.

Questions and Information from Board, Staff, and Guests

ADJOURNMENT

The meeting was adjourned by consensus at 8:05 p.m.

The next regularly scheduled meeting of the Board of Trustees is February 16, 2016, at 5:30 p.m. at the Osolo Branch Library, 3429 East Bristol Street, Elkhart, IN.

____________________________
Mary E. Davis, Secretary

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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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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