Board Meeting Minutes

Board Meeting Minutes 2015 01

Administrator : February 23, 2015 4:34 pm : Board Minutes

Board of Trustees Meeting

January 20, 2015
Board Meeting 5:30 p.m.
Board of Finance Meeting 7:30 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, Brian Byrn, Renee’ Cocanower, Janice E. Dean and Jennifer Nielsen. 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, Assistant Director, Public Services; and Kevin Kilmer, Branch Operations Manager.
CONSENT AGENDA
Jane Garoutte presented an overview of the Annual Financial Reports for 2014. She also reported that the 1782 Statement has not been received from the State, so no budget transfers for 2015 were necessary at this time. Krystal Anderson moved THAT the Board adopt the Consent Agenda as presented.
Jennifer Nielson seconded. Motion: Carried.
DIRECTOR’S REPORT
Additional Items to Director’s Notes
Lisa Guedea Carreño, Director, reported meeting with Liz Fisher, President, Friends of the Elkhart Public Library and her plans to attend their monthly meeting later this week.
The Director also reported that a press release is going out this week to announce the Resource Sharing Consortium between the Elkhart and Goshen public libraries and to invite the press and public to a demonstration at Dunlap Branch on January 27.
The Director discussed Governor Pence’s proposed State budget, reviewing several items that will affect funding of Indiana libraries, including the defunding of INSPIRE and limitations on the funding for the Connectivity Grant. She also reported on additional legislation being put forward that could affect the fiscal autonomy of public libraries.
The Director announced collaboration with the Greater Elkhart Chamber of Commerce to provide space for 3rd House Town Hall meetings, where lawmakers will be on hand to update the public on the legislative session and to answer questions. The Chamber will host these meetings on Fridays and Saturdays. For the Friday sessions (February 6 and March 6) at the Elkhart Public Library (EPL), bring your own lunch. For the Saturday sessions (January 24, February 21, March 21, and April 18) at the Chamber, doughnuts and coffee will be provided. She encouraged the Board and staff to attend any or all of these town hall meetings.
The Director explained the discrepancy between her notes and the Circulation statistical report regarding the percentage increase in circulation, stating that regardless of which percentage was correct, December circulation was up, most likely as a result of the consortium having gone live in mid-November.
Department Report
Department report by Popular Materials was postponed due to illness.
UNFINISHED BUSINESS
Phase II Renovations
Lisa Guedea Carreño presented preliminary drawings for Main Library Phase II renovations which are focused on the replacement of the west elevator and expansion of basement meeting room spaces.
She described changes in the basement, first and second floors necessary to accommodate the new, larger ADA compliant elevator. Included in this proposal are the provision of additional and updated meeting room space, adding or updating restrooms on multiple floors to be ADA compliant, relocating and reconfiguring Circulation Department work spaces, and installing coiling grilles (pull-down chain-link type barriers) on the first and second floor entrances to allow for basement meeting room use after hours,
The Director reported that a walk-thru with architect Eric Leedy, as well as the builder who is preparing a budget estimate and the plumbing and electrical engineers, is planned for Thursday, January 22. The goal is to have revised floor plans and cost estimates for review at the February Board meeting, and for the Board to determine the amount of Bond Issue to be sought. She presented the Bond Financials Planning Calendar as prepared by reported that Phil Faccenda, Bond Counsel. She indicated that the next step was for Phil Faccenda to communicate with the City Attorney to pre-introduce the library’s intentions before advertising the Bond Issue.
Strategic Plan
Lisa Guedea Carreño reported that implementation teams are planning specific activities with measureable outcomes and establishing timelines to meet approved targets.
NEW BUSINESS
Human Resource Generalist Job Description & Reclassification
Lisa Guedea Carreño presented a revised job description for HR Generalist and explained the rationale regarding the reclassification of the position from grade six to five. Brian Byrn moved
THAT the Human Resource Generalist Job Description be approved as presented.
Jennifer Nielsen seconded Motion: Carried
Krystal Anderson moved
THAT the Salary Schedule be revised to reflect the change in grade for Human Resource Generalist from grade six to grade five.
Brian Byrn seconded Motion: Carried
Meeting Room Policy Revision
Lisa Guedea Carreño presented a revised Meeting Room Policy for reconsideration. This revision contains clarification of the types of organization permitted to use library meeting rooms. The wording in C. 1. b. was revised to include civic organizations, and specifically allow Government units located within the Library servicing district engaged in non-partisan activities to use the library meeting rooms. There being no objections Krystal Anderson moved
THAT the Meeting Rooms policy be approved as presented.
Brian Byrn seconded Motion: Carried
Branch Signage Logo
Lisa Guedea Carreño presented an estimate and mock-ups for replacing the logo on the existing signs at the branches. After much discussion this item was tabled. Kevin Kilmer, Branch Operations Manager, was asked to obtain additional design options with cost estimates for the Board consideration.
Questions and Information from Board, Staff, and Guests
ADJOURNMENT
The meeting was adjourned by consensus at 7:28 p.m.
BOARD OF FINANCE MEETING
The Board of Finance meeting was called to order at 7:29 p.m.
Janice E. Dean reviewed the purpose of this meeting is to elect a president and secretary, to receive and review the investment officer’s report on Investments, and to review the overall Investment policy. She further recommended that the current President and Secretary of the Board of Trustees be elected as President and Secretary of the Board of Finance.
Jane Garoutte presented the Report on Investments, noting that there were no investments during 2014. She also presented the existing Investment policy and recommended no changes at this time. Jennifer Nielsen moved
THAT the election for the Board of Finance Offices be approved as recommended;
THAT the Investment Policy be approved as recommended, and
THAT the Report of Investments be approved as presented, and
THAT the meeting be adjourned.
Krystal Anderson seconded Motion: Carried
The meeting of the Board of Finance was adjourned at 7:32 p.m.
The next regularly scheduled meeting of the Board of Trustees will be on January 20, 2015, at 5:30 p.m. in Meeting Room #1 of the Main Library.

____________________________
Krystal Anderson, Secretary

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Board Meeting Minutes 2014 12

Administrator : February 4, 2015 5:45 pm : Board Minutes

Board of Trustees Meeting

Minutes

Board Meeting 3:00 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 3:00 p.m.  This meeting was postponed from December 18, 2014, due to lack of quorum.

Members present: Krystal Anderson, Renee’ Cocanower, Mary E. Davis, Janice E. Dean and Jennifer Nielsen.  Brian Byrn 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, Assistant Director, Public Services; Gwen Robison, Assistant Director, Support Services; and Chuck Pieri, Branch Children’s Librarian.

CONSENT AGENDA

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

Mary E. Davis seconded.                                                    Motion: Carried.

DIRECTOR’S REPORT

Additional Items to Director’s Notes

Lisa Guedea Carreño reported that the Excess Levy Appeal had been approved.  She also reported that she and other Elkhart County Public Library Directors met with State Legislators representing Elkhart County at an annual meeting before the 2014 Legislature meets.  The parties shared information, concerns, and ideas.

Department Report

Department report by Popular Materials was postponed to January 2015.

UNFINISHED BUSINESS

Unpaid Fines & Fees Policy

Lisa Guedea Carreño presented a proposed Unpaid Fines & Fees policy for Board consideration.  Krystal Anderson moved

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

Jennifer Nielsen 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 staff grievances and outlines the internal process for reporting and seeking resolution for such grievances.  Mary E. Davis moved

THAT the Grievance Resolution Policy be approved with the exception of striking the word “potential” from item “A. Purpose.”

Renee’ Cocanower seconded                          Motion: Carried

NEW BUSINESS

2015 Board Meeting Schedule

Lisa Guedea Carreño presented the proposed Board of Trustees meeting dates for 2015 based on Trustee by-laws requiring regular meetings on the 3rd Tuesday of each month at 5:30 p.m.  There being no objections, Krystal Anderson moved

THAT the 2015 Board Meeting Schedule be approved as presented.

Jennifer Nielsen seconded                              Motion: Carried

2015 Holiday Closing Schedule

Lisa Guedea Carreño presented a proposed Holiday Closing Schedule for 2105.  There being no objections, Jennifer Nielsen moved

THAT the Holiday Closing Schedule be approved as presented.

Krystal Anderson seconded                             Motion: Carried

2014 Budget & Fund Transfers

Jane A. Garoutte recommended Operating Fund budget transfers for 2014.  There being no objections, Renee’ Cocanower moved

THAT the Operating Budget Transfers be approved as presented.

Jennifer Nielsen seconded                              Motion: Carried

Jane A. Garoutte also recommended a transfer from the Operating Fund to the Library Improvement Reserve Fund in the amount of $30,000.00, increasing the LIRF balance to $180,172.03.  She reviewed the purpose of LIRF as a place to set aside funds for Library Improvement and the additional appropriation requirements to use these funds.  She explained that no transfers have been made to this fund in several years due to funding cuts resulting from circuit breakers.   Jennifer Nielsen moved

THAT the transfer from Operating Fund to LIRF be approved as recommended.

Krystal Anderson seconded                             Motion: Carried

2014 Year End Encumbrances

Jane A. Garoutte reported there are no encumbrances for 2014.

Questions and Information from Board, Staff, and Guests

ADJOURNMENT

The meeting was adjourned by consensus at 4:45 p.m. The next regularly scheduled meeting of the Board of Trustees will be on January 20, 2015, at 5:30 p.m. in Meeting Room #1 of the Main Library.

 

 

____________________________

Krystal Anderson, Secretary

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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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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