Board Meeting Minutes

Board Meeting Minutes 2015 07

Administrator : August 21, 2015 12:40 pm : Board Minutes

ROLL CALL & INTRODUCTION OF GUESTS
The regular meeting of the Board of Trustees of Elkhart Public Library was called to order by Renee’ Cocanower, Vice President, at 5:30 p.m. at the Main Library, 300 S. Second St, Elkhart, IN.
Members present: Brian Byrn, Renee’ Cocanower, Mary E. Davis, Carlos Esteves and Jennifer Nielsen. Janice E. Dean and Shannon Link 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; Tina Ervin, Department Head, Circulation; Gwen Robison, Assistant Director, Support Services; Erin Wagner, Human Resource Generalist; and J. C. Lee, Elkhart Truth reporter.
Vice President Renee’ Cocanower appointed Jennifer Nielsen to serve as Secretary pro-tem in the absence of Mary E. Davis, who was delayed.
CONSENT AGENDA
There being no objections Brian Byrn moved
THAT the Board adopt the Consent Agenda as presented.
Jennifer Nielsen seconded. Motion: Carried.
PRESIDENT’S BUSINESS
Director Annual Performance Evaluation

Vice President, Renee’ Cocanower announced that she would chair the Director Annual Performance Evaluation committee, and called for two more volunteers. The Committee will bring a recommendation to the August Board meeting. Brian Byrn and Jennifer Nielsen volunteered.

New Board Member: Carlos Esteves
Renee’ Cocanower welcomed new Board member, Carlos Esteves, who was appointed by the Elkhart County Council for a four year term to replace Scott Troeger. Mr. Esteves took the oath of office and was duly sworn in. Jennifer Nieslen moved
THAT Carlos Esteves to accept as Elkhart Public Library Trustee for the four year term from July 1, 2015 to June 30, 2019.
Brian Byrn seconded. Motion: Carried
Committee to Review By-Laws
Renee Cocanower appointed Carlos Esteves and Mary E. Davis to review the By-Laws and bring recommendations for revision to the August Board meeting.
DIRECTOR’S REPORT
Additional Items to Director’s Notes
Lisa Guedea Carreño, Director, reviewed GPL/EPL Consortium Statistics and graphs included in her Director’s Report. She informed the Board that she would be meeting to discuss future collaborative efforts with organizations such as Horizon Education Alliance and CAPS.
Marsha Eilers, Assistant Director, Public Services reported that as of 2014, the Elkhart Truth is no longer being microfilmed. Marsha, Lisa Guedea Carreño, Director, and Mary Beth Schlabach will be meeting with Marshall King of the Elkhart Truth this week to discuss alternatives for the Library to obtain indexed and searchable digital copies of the paper for 2014 on.
Department Report
Tina Ervin discussed adult programing at the Main Library, a joint effort between the Circulation and Popular Materials departments. The Strategic Plan includes the goal of holding at least ten adult programs for 2015 designed around the strategic initiative of lifelong learning. Programs held this year already exceed this number. Tina presented photos and highlights of programs held during the first seven months of the year, and described several more being planned for the near future. She described the challenge of promoting library programming to reach more than regular patrons, noting that the lack of time and expertise as the greatest obstacles to improved promotion to citizens not currently regular library users.
UNFINISHED BUSINESS
Phase II Renovations
Lisa Guedea Carreño, Director, reviewed the Bond & Renovation schedule. Engineers and architect required more time to finalize plans to be used by bidders. Barring further delays, bids will be opened at the October 20 Board meeting and awarded at the November 17 Board meeting. Lisa, the Assistant Directors and other staff in areas affected by the renovations will meet with Eric Leedy, Architect, to discuss details. Leedy will be asked to develop a phased approach to the renovations, with the goal of keeping at least one or two meeting rooms available at all times. Main Library programming in the affected areas will continue through November, then will cease until the project is completed late in the Spring of 2016.
Sale of the Bonds is scheduled to close on December 3, and expenses currently appearing in the Operating Fund will be reclassified to the Bond Construction fund.
Strategic Plan Implementation Update
The Director reported that a four-hour Implementation Work Session is planned for August 20, at which managers and key staff will evaluate library programming. They will assess attendance compared to cost in money and time, and identify exactly what in the Strategic Plan the current and planned programming supports.

2016 Budget process
Jane A. Garoutte, Business Manager presented revenue and budget expenditure comparison reports. She reviewed the various revenue estimates and explained that the growth quotient of 2.6% limits the amount of taxes raised in the Operating and Debt Service (BIRF) funds combined. 2015 Operating Budget is $6,979,348. The growth quotient limits 2016 total appropriations for both funds to 7,160,811. Umbaugh estimates that the first principal and interest payment due in 2016 to be $185,000. This leaves $6,975.811, for 2016 Operating budget.
She reviewed the four major budget categories: personnel, supplies, services and capital outlays. She reported that much discussion was needed regarding budget priorities in all four categories, and she will be planning for estimated circuit breaker cuts in the amount of $925,000.
NEW BUSINESS
Marketing and Public Relations Update
Lisa Guedea Carreño, Director, presented a primer on marketing, public relations and more, and a summary of EPL’s marketing activities and needs. She will meet with 3-4 consulting companies to pursue proposals and cost estimates for working with us the areas of creating a marketing plan and developing a systematic and cohesive approach to promoting Library programs and services. She will recommend a consultant to the Board at the August meeting and begin working with the chosen consultant soon thereafter.
Staff In-Service 2015/2016
Lisa Guedea Carreño, Director, reported that the Library has for many years closed on Veteran’s Day for Staff In-Service so that those working a regular schedule of 20 hours or more per week could attend for training and team building exercises held on that day. She would like to bring in “The Black Belt Librarian”, to speak to staff about dealing with difficult, even dangerous people. Unfortunately, he is unavailable on Veterans’ Day 2015, but is available on Presidents’ Day 2016. She requested the Board consider remaining open on Veteran’s Day (November 11) this year, postponing In-service, and closing instead on Presidents’ Day in February 2016. She is planning for this In-Service to be held off-site so that all staff can participate without distraction of other duties, including facilities and administrative staff who often find themselves working through-out the day and not able to avail themselves of the training opportunities offered. There being no objections Carlos Esteves moved
THAT the Library remain open on November 11, 2015 and close on Presidents’ Day, Monday, Febrary 15, 2016, for In-Service.
Mary Davis seconded. Motion: Carried
Commitment to Join Indiana State Library Consortium for Public Internet Access for Funding year July 1, 2016 through June 30, 2017
Jane Garoutte presented the annual resolution required to commit to joining the Indiana State Library Consortium for Public Internet access. This allows the Library to qualify for e-rate funding of intranet services. There being no objections, Brian Byrn moved
THAT the resolution be approved as presented.
Mary Davis seconded. Motion: Carried
Revised Job Descriptions
Erin Wagner, HR Generalist, presented three revised job descriptions for review:
• Computer Network Administrator
• Computer Network Assistant
• Department Head Facilities

She briefly described the minor changes. There being no further questions or objections, Brian Byrn moved
THAT the job descriptions be approved as presented.
Jennifer Nielsen seconded. Motion: Carried
Questions and Information from Board, Staff, and Guests
Brian Byrn requested copies of job descriptions for the top ten or so positions in the organizational chart. Erin Wagner will follow up with him.
Renee’ Cocanower extended condolences of the Board to President, Janice Dean, at the loss of her husband.
ADJOURNMENT
The meeting was adjourned by consensus at 7:10 p.m.
The next regularly scheduled meeting of the Board of Trustees is August 18, 2015, at 5:30 p.m. at the Main Library at 300 S. Second Street, Elkhart, IN.
____________________________
Mary E. Davis, Secretary

Leave a response »


Board Meeting Minutes 2015 06

Administrator : August 5, 2015 12:26 pm : Board Minutes

ROLL CALL & INTRODUCTION OF GUESTS
The regular meeting of the Board of Trustees of Elkhart Public Library was called to order by Janice E. Dean, President, at 5:30 p.m. at the Cleveland Branch Library, 53715 County Road 1, Elkhart, IN.
Members present: Brian Byrn, Renee’ Cocanower, Janice E. Dean, and Jennifer Nielsen. Mary E. Davis, Shannon Link 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; Sue Eller, Cleveland Branch Coordinator; Kevin Kilmer, Branch Operations Manager; and Gwen Robison, Assistant Director, Support Services;
President Janice E. Dean appointed Jennifer Nielsen to serve as Secretary pro-tem.
CONSENT AGENDA
There being no objections Jennifer Nielsen moved
THAT the Board adopt the Consent Agenda as presented.
Renee Cocanower seconded. Motion: Carried.

PRESIDENT’S BUSINESS
Election of Officers
The nominating committee, Brian Byrn and Jennifer Nielsen presented a slate of officers to serve July 1, 2015 – June 30, 2015.
President: Janice E. Dean
Vice President: Renee’ Cocanower
Treasurer: Brian Byrn
Secretary: Mary E. Davis
There being no objection Renee’ Cocanower moved
THAT the slate of officers be elected as presented.
Brian Byrn seconded Motion: Carried
DIRECTOR’S REPORT
Additional Items to Director’s Notes
Lisa Guedea Carreño, Director, announced that barring the Board’s objection, she would be formally inducted into the Elkhart Rotary Club on Monday. June 22, 2015. Stuart Basquin had actively and energetically encouraged and campaigned for her joining, and she told the Board that she feels that the connections she has and will make as a Rotarian would be invaluable to her in her position as Director of the Elkhart Public Library.
The Director reported that the quest for purchasers of the two retired bookmobiles has been renewed. The Board shared a variety of ideas for repurposing, and provided leads for non-profits in the area which might have a need or use for the vehicles. Recommendations were made to contact the company that converted the vehicles built by Blue Bird Bus Company for use as a bookmobile. Other suggestions were to reach out to small rural public libraries and school systems in the state, museums, Ethos Science Center and Fernwood Botanical Gardens. The State required steps for disposal of property were also discussed.
Department Report
Kevin Kilmer conducted a tour of the Cleveland Branch.

UNFINISHED BUSINESS
Phase II Renovations
Lisa Guedea Carreño, Director, reported that the Elkhart County Council gave final approval of the Library’s request to issue bonds at their meeting on June 13, 2015.
The Director reviewed the Bond Issue and Budget timetables. Now that the bond issue is approved, work on the 2016 budget begins. It is unclear at this time as to whether EPL will be required to have a binding or non-binding review. She and the Business Manager, Jane A. Garoutte, will work toward non-binding review, which would require that the total increase in appropriations in the Operating and Bond & Interest Redemption together, not exceed the growth-quotient. If that is not possible, binding review be required, which adds some new steps to the budget process. In order to meet these deadlines, the Director recommends that the September regular Board meeting be postponed from September 15 to September 22. The Board agreed to the change.
The Director reported that she has issued a parking directive to staff working or visiting the main Library. The purpose of the directive is to alleviate the shortage of parking spaces for patrons visiting Main. This directive was developed with input from staff and management, and most understand the need and agree to the spirit of the rules imposed. She further reported the continuing challenges faced, and solutions considered, where insufficient patron parking was concerned.
Meetings with Eric Leedy, Architect, will continue through mid-June to revisit preliminary plans and to discuss details of the project. Leedy will create detailed renovation plans in June and July, and bids will be let by August 17, to be received and opened at the September Board meeting. She reported that several large in-house projects will need to be completed after approval, but in advance of construction, which is slated to begin late fall/ early winter. Those projects are asbestos remediation; weeding; removal of items currently stored in areas slated for new uses; staging of the project; and arranging temporary work areas for staff during construction.

NEW BUSINESS
Treasurer’s Bond
Jane A. Garoutte, Business Manager reported that a new Treasurer’s Bond is required for the officer elected for the July 1, 2015 to June 30, 2016 year. There being no objection Jennifer Nielsen moved
THAT the Treasurer’s Bond be approved as presented.
Brian Byrn seconded. Motion: Carried.
Bank Signature Cards & Corporate Resolution
The Business Manager presented the standard Banking resolution, noting the change in Secretary to Mary E. Davis. There being no objection, Renee’ Cocanower moved
THAT The Corporate Resolution for Teachers Credit Union be approved as recommended.
Jennifer Nielsen seconded. Motion: Carried.
Job Description Format Change
The Director reviewed a format change she intends to make to the job descriptions, which are essentially a rearrangement of bullet points and addition of two standard subheadings. She said that any job descriptions with substantive changes would be brought to the Board for approval. She sought the Board’s agreement that the format changes not require official Board approval. Brian Byrn moved
THAT the Director and HR Generalist be authorized to make the format changes as a whole, and that job descriptions with substantive changes be brought back to the Board for approval.
Jennifer Nielsen seconded. Motion: Carried
2016 Budget process
Jane A. Garoutte, Business Manager reported that 2016 budget work had begun. The first phase of the project is a review of the Personnel portion of the budget. Anticipated staffing needs must be considered at this time. Though some departments are finding “needs staffing” a challenge, most are coping and have been able to remain within the existing number of budgeted hours. Decisions as to what can and should be included in the 2016 budget will be discussed. Lisa Guedea Carreño reported she hopes to incorporate funds for more support staff hours to allow managers more time for planning and collaboration. Programming costs and the Strategic Plan were discussed, as was the need for more advertising and promotion for library programs, and a fund-raising professional with the knowledge and expertise to find additional funding sources to make up for circuit breaker losses.

Questions and Information from Board, Staff, and Guests

ADJOURNMENT
The meeting was adjourned by consensus at 6:53 p.m.
The next regularly scheduled meeting of the Board of Trustees is July 21, 2015, at 5:30 p.m. at the Main Library at 300 S. Second Street, Elkhart, IN.

Leave a response »


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

Leave a response »


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

Leave a response »


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.

 

 

____________________________

 

Leave a response »


« Page 1, 2, 3 ... 21, »
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