Board Meeting Minutes

Board Meeting Minutes 2016 07

Administrator : August 18, 2016 4:47 pm : Board Minutes

 

The regular meeting of the Elkhart Public Library Board of Trustees was held July 19, 2016, at the Main Library and called to order at 5:34 p.m. by Janice E. Dean, President.

 

ROLL CALL & INTRODUCTION OF GUESTS

 

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

 

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

 

Staff present:  Diana Gill, Department Head, Computer Services; Jeanne Glanders, Department Head, Popular Services; Marianne Kruppa, Department Head, Circulation; Donna Mitschelen, Branch Supervisor, Osolo Branch; Chuck Pieri, Young People’s Librarian; Rachel Rice, Department Head, Outreach Services; Sheila Urwiler, Assistant Director, Public Services and Erin Wagner, Human Resource Generalist..

 

 

CONSENT AGENDA

 

The consent agenda was presented.  There being no objections Carlos Esteves moved

 

THAT the Consent Agenda be adopted as presented.

 

Jennifer Nielson seconded                                                                                             Motion: Carried.

 

 

PRESIDENT’S BUSINESS

 

Review of Board Bylaws

 

President Janice E. Dean presented the bylaws for annual review.  There being no questions or concerns, the bylaws were approved in their present form.

 

 

DIRECTOR’S REPORT

 

Lisa Guedea Carreño, Director, presented a change to the 2016 Board Meeting schedule:

August 16, 2016, Board meeting will be held at the Main Library.

December 20, 2016,Board meeting will be held at Pierre Moran Branch.

Lisa Guedea Carreño, Director, reported that a committee will be formed to plan a “Grand Re-Opening” to celebrate the completion of the Phase II Renovations at the Main Library, to be held in late October.  Board members interesting in helping with the planning may contact Lisa by email.

Department Report

 

Marianne Kruppa, Department Head, Circulation, reported on a number of internal and outreach activities and projects recently completed by Circulation staff.  Among these were Chess on the Plaza, participation in the July Art Walk in downtown Elkhart, and an internal staff summer reading program.  Staff completed the initial alphabetization of the DVD collection which will assist staff and patrons in locating items more easily.  This change has been well received by patrons and staff.

 

 

UNFINISHED BUSINESS

 

Marketing Plan

 

Lisa Guedea Carreño reported that she, Janice E. Dean, Clarence Thomas and Sheila Urwiler met to review the marketing plan proposed by Shane Frost of Taigmarks, Inc.  The committee recommends that:

 

  1. The Library move forward with the Marketing Plan as written.
  2. Concurrent with implementation of the Marketing Plan, staff and management evaluate and adjust programming based on careful analysis of cost, benefit and need/value to the community.
  3. Pursuant to the programming adjustments above: Revisit the Library’s open hours.

 

Discussion of possible changes to the Library open hours followed, including budget considerations, State requirements, and data needed to determine how open hours might be reconfigured to meet changing needs of the community.  There being no further questions, Mary E. Davis moved

 

THAT the Marketing Plan be approved as recommended.

 

Carlos Esteves seconded                                                                                                Motion: Carried.

 

 

NEW BUSINESS

 

2017 Preliminary Budget

 

Jane A. Garoutte presented preliminary 2017 budget for the Board’s review.

Operating:                                                    $7,071,118

Rainy Day:                                                         $60,000

Bond & Interest Redemption Fund:              $301,225

 

Total 2017 budget to be advertised:         $7,432,343

 

Tax revenue estimates will be provided by the Department of Local Government Finance field representative at the budget workshop scheduled for August 2, at 11 a.m.  Necessary adjustments to the preliminary budget will be made and the budgets will be entered into Gateway and submitted accordingly. A draft budget will be presented at the August Board meeting, followed by the budget hearing at the September Board meeting.

 

Questions and Information from Board, Staff, and Guests

 

 

ADJOURNMENT

 

The meeting was adjourned by consensus at 6:30 p.m.

 

The next regularly scheduled meeting of the Board of Trustees is August 16, 2016, at 5:30 p.m. at the Main Library at 300 S. 2nd Street, , Elkhart, IN.

 

 

 

 

 

 

____________________________

Mary E. Davis, Secretary

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Board Meeting Minutes 2016 06

Administrator : July 20, 2016 12:34 pm : Board Minutes

 

The regular meeting of the Elkhart Public Library Board of Trustees was held June 21, 2016, at the Cleveland Branch Library and called to order at 5:40 p.m. by Janice E. Dean, President.

 

ROLL CALL & INTRODUCTION OF GUESTS

 

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

 

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

 

Staff present:  Sue Eller, Branch Supervisor, Cleveland Branch; Kevin Kilmer, Branch Operations Manager; Marianne Kruppa, Department Head, Circulation; and Sheila Urwiler, Assistant Director, Public Services.

 

 

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 Clarence Thomas was reappointed by the Elkhart Community Schools to serve a four-year term from July 1, 2016 through June 30, 2020.  Clarence was sworn in and his certificate of appointment will be filed with the county clerk.

 

Election of Board Officers

 

The nominating committee presented a slate of officers for period July 1, 2016 – June 30, 2017:

Janice E. Dean, President                                Renee’ Cocanower, Vice President

Brian Byrn, Treasurer                                       Mary E. Davis, Secretary

 

Janice E. Dean called for additional nominations from the floor.  There being no further nominations Jennifer Nielsen moved

 

THAT the slate of officers be elected as presented.

 

Renee’ Cocanower seconded                                                Motion: Carried

DIRECTOR’S REPORT

Lisa Guedea Carreño, Director reviewed her written report.  She spoke about the Vibrant Communities initiative and ways the Library might find ways to fulfill some of the needs identified by the participants both on a city and county-wide basis.

The Director reviewed computer services statistics included in the Board packet.  Trends of note: computer station usage is on the decline, and WiFi usage is increasing.  EPL website visits (average per month) have also increased from last year to this year, while catalog searches have decreased slightly from last year.

Department Report

 

Sue Eller, Cleveland Branch Supervisor reported that new trees were planted and a memorial plaque installed. She also reviewed a number of activities and projects recently completed by Cleveland Branch staff.

 

 

UNFINISHED BUSINESS

 

Marketing Plan

 

Shane Frost of Taigmarks, Inc. reviewed the marketing plan prepared for the Elkhart Public Library, included in the Board packet.  Key recommendations include using mail and online avenues for a primary campaign; engaging Library users to share their Library experiences on social media and elsewhere; gathering input from the community on a frequent and regular basis; and hiring a part- to full-time marketing and communications coordinator who will focus on external communication, including marketing partnerships opportunities. Messaging, delivery, and additional initiatives were included in the plan.

 

Clarence Thomas and Janice Dean will work with the Director to review the proposed Marketing Plan and bring a recommendation to the Board.

 

Job Description: Branch Clerk Key-holder

 

Lisa Guedea Carreño, Director, presented a revised job description for the Branch Clerk Key-holder. There being no further questions, Renee’ Cocanower moved

 

THAT the job description for Branch Clerk Key-holder be approved as presented.

 

Jennifer Nielsen seconded                                                    Motion: Carried

 

 

NEW BUSINESS

 

Staff In-service – Veteran’s Day 2016

 

Lisa Guedea Carreño, Director reported that an In-Service training day is being planned for Veteran’s Day 2016.  She requested the Board officially approve closure of all Library locations for the day.   Mary E. Davis moved

 

THAT all Elkhart Public Library locations be closed Friday, November 11, 2016.

 

Renee’ Cocanower seconded                                                Motion: Carried

 

Treasurer’s Bond

 

Jane A. Garoutte presented the annual Treasurer’s Bond for approval.  Recent changes to state statute repealed the requirement of a new bond every year.  Instead, a continuation form must be approved by the Board and filed with the county clerk.  A new bond is required when a new treasurer is elected.  Jennifer Nielsen moved

 

THAT the Treasurer’s Bond continuation be approved for the period July 1, 2016 through June 30, 2017.

 

Brian Byrn seconded                                                             Motion: Carried

 

Questions and Information from Board, Staff, and Guests

 

 

ADJOURNMENT

 

The meeting was adjourned by consensus at 7:30 p.m.

 

The next regularly scheduled meeting of the Board of Trustees is July 19, 2016, at 5:30 p.m. at the main Library, 300 S. Second St., Elkhart, IN.

 

 

 

 

 

 

____________________________

Mary E. Davis, Secretary

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Board Meeting Minutes 2016 05

Administrator : June 23, 2016 5:01 pm : Board Minutes

The regular meeting of the Elkhart Public Library Board of Trustees was held May 17, 2016, at the Main Library and called to order at 5:30 p.m. by Janice E. Dean, President.

ROLL CALL & INTRODUCTION OF GUESTS

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

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

Staff present: Gwen Robison, Assistant Director, Support Services; Sheila Urwiler, Assistant Director, Public Services; and Allison McLean, Department Head, Young People’s Services.

CONSENT AGENDA

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

THAT the Consent Agenda be adopted as presented.

Carlos Esteves seconded Motion: Carried.

PRESIDENT’S BUSINESS

President Janice E. Dean announced that Jennifer Nielsen, Carlos Esteves and Clarence Thomas will serve as the committee to conduct the Annual Performance Review for the Director. The Director will provide the committee with goals for the coming year.

UNFINISHED BUSINESS

Job Description: Branch Operations Manager – technical correction

Lisa Guedea Carreño, Director, presented the job description approved at the last meeting for the Branch Operations Manager. This version contains a technical correction under the section labeled physical demands. Renee’ Cocanower moved

THAT the job description for Branch Operations Manager be approved as presented.

Carlos Esteves seconded. Motion: Carried

NEW BUSINESS

Job Description: Branch Clerk Key-holder

Lisa Guedea Carreño, Director, presented a revised job description for the Branch Clerk Key-holder. The recent branch structure change requires reporting to be updated (from Branch Operations Manager to Branch Supervisor) for most of the branch-specific positions. The only other substantive revision is the addition of one item under job-specific accountability:

1. Reports emergency staffing needs to appropriate personnel.

This being a first reading, no action was taken at this time.

Movie and Television Show Screening Policy – revision

Sheila Urwiler, Assistant Director, Public Services recommended revisions to the Movie and Television Show Screening Policy approved in February in order to clarify EPL’s legal obligations regarding copyright compliance, public performance rights, and licensing.

There being no further questions the Brian Byrn moved

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

Renee Cocanower seconded Motion: Carried

Salary Schedule

Lisa Guedea Carreño, Director presented the 2016 salary schedule, which reflects the following updates:
1. Position of Branch Coordinator (Grade 8) was removed
2. Position of Branch Supervisor (Grade 7) was added
3. Position of Department Head – Circulation was removed from Grade 7, when MLS requirement was restored for this position.

Discussion regarding the usage of the salary schedule followed. Brian Byrn moved

Carlos Esteves seconded Motion: Carried

Resolution to Adopt Uniform Internal Control Standards for Indiana Political Subdivisions

Lisa Guedea Carreño, Director and Jane A. Garoutte, Business Manager presented a resolution recommending the Board adopt the Uniform Internal Control Standards for Indiana Political Subdivisions in accordance with Indiana Code Sec. 5-11-1-27(j).

As a political subdivision subject to audit by the Indiana State Board of Accounts, the Library is expected to adhere to these standards and will be evaluated accordingly in any audits that are performed by or on behalf of the State Board of Accounts. Carlos Esteves moved

THAT the Uniform Internal Control Standards for Indiana Political Subdivisions be adopted as required.

Renee’ Cocanower seconded Motion: Carried

Resolution to Establish Materiality Thresholds

Lisa Guedea Carreño, Director and Jane A. Garoutte, Business Manager presented a resolution recommending the establishment of materiality thresholds of $1000 for cash items and $5000 for non-cash items. Per State examiner Directive 2015-6, all political subdivisions are required to adopt such thresholds. Renee Cocanower moved

THAT the resolution to Establish Materiality Thresholds be approved.

Brian Byrn seconded Motion: Carried

Materiality and Variance Reporting Policy

Lisa Guedea Carreño, Director and Jane A. Garoutte, Business Manager presented a policy for reporting all erroneous or irregular variances, losses, shortages, or thefts of Library funds or property, or funds or property the Library holds in trust. Carlos Esteves moved

THAT the Materiality and Variance Reporting Policy by approved as presented.

Brian Byrn seconded Motion: Carried

Non-resident Fee Resolution

Lisa Guedea Carreño, Director presented a resolution to establish the Non-Resident Card fee of $58 for 2016. This remains unchanged from the 2015 fee, and it is equal to the Library’s operating fund expenditure per capita, per IC 36-12-7-3(c).

THAT the Non-Resident Card Fee resolution be approved as presented.

Carlos Esteves seconded Motion: Carried

DIRECTOR’S REPORT
Lisa Guedea Carreño, Director reported that the Indianapolis Public Library (IndyPL) has been selected to receive the 2016 Library of the Future Award, sponsored by the American Library Association (ALA) and Information Today Inc. publishing company.
Lisa Guedea Carreño, Director reported that Shane Frost of Taigmarks will be facilitating a management brainstorming session for planning an open house and/or other celebratory activities to announce the completion of the Main Library Phase 2 renovation project.
The Director reviewed consortium statistics included in the Board packet.
Department Report
Allison McLean presented a report of activities and programming in Young Peoples Services as they relate to the strategic plan. She discussed changes made in an attempt in increase circulation, to encourage early childhood literacy and kindergarten readiness, and to make the Young Peoples department space a more welcoming, inviting, and fun place for kids to visit.
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 June 21, 2016, at 5:30 p.m. at the Cleveland Branch Library, 53715 County Road 1, Elkhart, IN.

____________________________
Carlos Esteves, Acting Secretary

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Board Meeting Minutes 2016 04

Administrator : May 31, 2016 12:10 pm : Board Minutes

The regular meeting of the Elkhart Public Library Board of Trustees was held April 19, 2016, at the Main Library and called to order at 5:30 p.m. by Janice E. Dean, President.

 

ROLL CALL & INTRODUCTION OF GUESTS

 

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

 

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

 

Staff present:  Gwen Robison, Assistant Director, Support Services and Erin Wagner, Human Resource Generalist.

 

Sheila Urwiler, Assistant Director, Public Services, was introduced by Lisa Guedea Carreño, Director.  Sheila was welcomed by Janice E. Dean, and expressed her thanks for the opportunity to join the Elkhart Public Library staff.

 

 

CONSENT AGENDA

 

The consent agenda was presented.  There being no objections, Carlos Esteves moved

 

THAT the Consent Agenda be adopted as presented.

 

Jennifer Nielsen seconded                                                                       Motion: Carried.

 

 

PRESIDENT’S BUSINESS

 

President Janice E. Dean called for volunteers to serve on a committee to review the Annual Performance Review process for the Director, or conduct the review as planned.  Jennifer Nielsen and Carlos Esteves agreed to serve, and the President will request that Renee’ Cocanower serve as chair.

 

Janice E. Dean reported that Clarence Thomas was appointed to fill the board seat vacated upon the death of Krystal Anderson last year.   Clarence expressed his willingness to be reappointed when this term expires June 30, 2016.  The Director will send a letter requesting the school board consider his reappointment for a new four-year term ending June 30, 2020.

 

 


 

NEW BUSINESS

 

Job Description: Branch Operations Manager

 

Lisa Guedea Carreño, Director, presented a revised job description for the Branch Operations Manager. As part of the review process, Kevin Kilmer and Lisa Guedea Carreño, Director, have evaluated and revised the existing job description.  Primary changes include moving detailed operational items to the work instructions and making changes necessary to reflect the recent change in supervisory structure at the branches.  This structural change reduced the number of direct reports to the Branch Operations Manager from 32 down to five, while retaining oversight of all branch locations. Carlos Esteves moved

 

THAT the job description for Branch Operations Manager be approved as presented.

 

Mary E. Davis seconded.                                                       Motion: Carried

 

Resolution to Establish Cash Accounts

 

Jane A. Garoutte presented a resolution to establish cash accounts, including cash drawers, petty cash accounts and copier change, super-ceding a resolution approved March 2013.  This resolution reflects the change in responsibility for Circulation from Support Services to Public Services, and assigns Sheila Urwiler as the custodian of the Public Services cash accounts (replacing Marsha Eilers, retired). There being no further questions, Mary E. Davis moved

 

THAT resolution to establish cash accounts be approved as proposed.

 

Jennifer Nielsen seconded                                                    Motion: Carried

 

 

DIRECTOR’S REPORT

 

Lisa Guedea Carreño, Director reported that Circuit Breaker impact for 2016 was released today, and that the Elkhart Public Library would experience a decrease in tax funding of $790,959.71 for the Operating fund and $256.18 for the Bond and Interest Redemption fund.   The amount of Circuit Breaker cuts for the Operating fund is $134,404.29 less than the $925,000 anticipated.  It is yet to be determined where the $134,000 might be restored.

 

The Director elaborated on her report of recent legislation affecting libraries.  She further discussed the recent revelation of the release of Local Option Income Tax held back by the state for road funding and due to local government agencies across the state.  She discussed her conversation with Belvia Gray, of Umbaugh & Associates whose understanding is that the library will receive the $908,000, probably in June, and will be required to receipt these funds into the Rainy Day Fund.  Possible use of these funds and effect on future budgets were discussed.

 

The Director presented several graphs showing statistics including: circulation, visitors, online resources, and programs covering the past three months.  Other useful statistics were discussed.

 

Questions and Information from Board, Staff, and Guests

 

 

ADJOURNMENT

 

The meeting was adjourned by consensus at 6:55 p.m.  A tour of the circulation area and the main library basement was conducted by Gwen Robison, Assistant Director, Support Services.

 

The next regularly scheduled meeting of the Board of Trustees is May 17, 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 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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ELKHART PUBLIC LIBRARY
300 SOUTH SECOND STREET
ELKHART, IN 46516
(574) 522-5669
ADDITIONAL RESOURCES
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