Board Meeting Minutes

Board Meeting Minutes 2017 04

Administrator : April 25, 2017 12:10 pm : Board Minutes

 

The regular meeting of the Board of Trustees of the Elkhart Public Library was held April 18, 2017, 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:  Renee’ Cocanower, Mary E. Davis, Janice E. Dean, Carlos Esteves, and Clarence Thomas.  Brian Byrn and Jennifer Nielsen were unable to attend.

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

Staff present:  Erin Brousseau, Human Resource Generalist; Diana Gill, Computer Services Department Head; Kevin Kilmer, Branch Operations Manager; Marianne Kruppa, Circulation Department Head; Gwen Robison, Assistant Director, Support Services; Trevor Wendzonka, Marketing and Public Relations Manager.

CONSENT AGENDA

The consent agenda was presented.  There being no objections, Mary E. Davis moved THAT the Consent Agenda be adopted as presented including approval of investments as recommended.

Clarence Thomas seconded  Motion: Carried.

PRESIDENT’S BUSINESS

Janice E. Dean reported that she, Renee’ Cocanower, Vice President and Lisa Guedea Carreño, Director would be meeting to review the list of names of individuals who had been suggested or had shown an interest in serving on the Library board.  A recommendation will be made to the Elkhart County Council, which will be appointing a replacement for Brian Byrn, whose second term expires on June 30, 2017.  In response to the President’s inquiry, the Board indicated that the new board member should have strong connections in the community and be a library user.

DIRECTOR’S REPORT

Lisa Guedea Carreño, Director, presented her report for the month of April.  She displayed a graph depicting patron use of equipment and connectivity.  Use of Wi-fi was up from last year and use of public PCs was down slightly.  She also noted that scanning to email increased dramatically when the

March  2017. She added that this trend coincides with a significant increase in usage of the Library’s electronic materials and collections.

 

Department Report

Donna Mitschelen, Osolo Branch Manager, presented a short video she had produced to introduce Osolo Branch staff and highlight programming that has been happening over the past year.

UNFINISHED BUSINESS

 

NEW BUSINESS

Lemonade Day Collaboration

Lisa Guedea Carreño, Director reported that she had been contacted recently by Menessah Nelson, Executive Director of Junior Achievement/Lemonade Day for Elkhart County, about collaborating on educational displays at Main and branches during April and May.  These will highlight Lemonade Day’s key principles of “save, spend, share.”  She requested the Board’s approval to offer space outside each library location for lemonade stands on the May 20, with priority to children or grandchildren of library employees.  Renee’ Cocanower, Vice President moved THAT the Library collaborate with Junior Achievement/Lemonade Day by allowing space inside libraries for displays, and sites outside each library location for a lemonade stand on May 20, details to be decided by staff.

Clarence Thomas seconded    Motion Carried

Hiring Policy

Erin Brousseau presented Hiring Policy for consideration.  The purpose of this policy is to clarify expectations and document guiding principles  and to remove procedural details from policy . (There is now a separate procedure document containing step-by-step instructions for anyone involved in the hiring process.) No action was taken since this was a first reading.

Vacation Policy Revision

Erin Brousseau presented a revision of the Vacation Policy with additional restriction on payout of earned vacation when an employee resigns within the first six months of employment.  It was agreed that the attorney would be consulted about the language of the policy. No action was taken since this was a first reading.

Job description – Page Coordinator

Erin Brousseau, HR Generalist, presented a revised job description for Page Coordinator.  No action was taken since this was a first reading. 

Questions and Information from Board, Staff, and Guests

 

ADJOURNMENT

The meeting was adjourned by consensus at 7:10 p.m.

The next regularly scheduled meeting of the Board of Trustees is April 18, 2017, at 5:30 p.m. at the Main Library, 300 S. 2nd Street, Elkhart, IN.

 

 

 

 

 

 

____________________________

Jennifer Nielsen, Acting Secretary

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Board Meeting Minutes 2016 10

Administrator : November 18, 2016 3:34 pm : Board Minutes

 

BUDGET ADOPTION MEETING

 

A special budget adoption meeting of the Board of Trustees of the Elkhart Public Library was held October 18, 2016, at the Main Library and called to order at 5:33 p.m. by Janice E. Dean, President.

 

ROLL CALL & INTRODUCTION OF GUESTS

 

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

 

Others present: Lisa Guedea Carreño, Director, Jane A. Garoutte, Business Manager; Gayle Windsor, Friends of the Elkhart Public Library Secretary-Treasurer; Franklin Stoll, Friends of the Elkhart Public Library.

 

Staff present:  Erin Brousseau, Human Resource Generalist; Kevin K. Kilmer, Branch Operations Manager; Marianne Kruppa, Circulation Department Head; Charles Pieri, Branch YPS Librarian; Rachel Rice, Outreach Department Head; Gwen Robison, Assistant Director, Support Services; and Sheila Urwiler, Assistant Director, Public Services.

 

Mary Davis moved

 

THAT the 2017 Budget be adopted as advertised.

 

Jennifer Nielsen seconded.                                                   Motion: Carried

 

The budget adoption meeting was adjourned at 5:35 p.m.

 

 

REGULAR BOARD MEETING

 

The regular meeting of the Elkhart Public Library Board of Trustees was called to order at 5:35 p.m. by Janice E. Dean, President.

 

 

CONSENT AGENDA

 

The consent agenda was presented, including two lists of claims and a revised Projected Summary.  There being no objections, Carlos Esteves moved

 

THAT the Consent Agenda be adopted as presented.

 

Jennifer Nielsen seconded                                                                             Motion: Carried.

 

 

PRESIDENT’S BUSINESS

 

Janice E. Dean, President, presented a resolution proclaiming October 16-22, 2016, as Friends of the Elkhart Public Libraries week in Elkhart, IN.  The resolution was approved by consensus.

 

Gayle Windsor, Secretary/Treasurer and Fundraising Committee member of the Friends of the Elkhart Public Libraries, reported that since 2011 the Friends have approved $32,000 in grants in support of EPL collections, programs and outreach.  She announced upcoming programs in which the Friends will be involved:

  • 22 – “Love Between the Covers,” a film screening and author event featuring the romance writing industry. Tickets: $15/person. Romance paperbacks by featured authors will be available for purchase.
  • 27 – Main Library Ribbon-cutting and reception celebrating the completion of the renovations during which the Friends will hold a book sale (through Oct. 28).
  • 12 – Trivia Night fundraiser at Knights of Columbus. $10/person, 10 people/table.
  • Trees, Trees, Trees – Sign up began in September; trees will be distributed in October.

 

 

DIRECTOR’S REPORT

 

Lisa Guedea Carreño, Director, presented her report for the month of October.  She added the following items to the written summary of the Latino Outreach event at Pierre Moran Branch: The mayor attended and gave a special welcome; 18 new library card registrations and three renewals were received during the event.

 

She reported also that an environmental survey conducted on the 1047 Anderson Street property being considered for purchase as a van garage had found no issues, but the building inspection revealed that the garage was in need of a new roof.  Bill Kuhns, Real Estate Broker with FM Stone Realty, negotiated a lower offer offset by the estimated cost of roof replacement, which the Library will arrange post-closing.  The property meets EPL’s requirements for garage space near the Main Library.

 

The Director reported that the Main Library Open House to celebrate the completion of the Phase 2 renovations will be held from 3 p.m. to 5 p.m. on Thursday, October 27.  The event will be kicked off by a special welcome and ribbon cutting ceremony, followed by tours of the upgrades and renovations.  There will be refreshments and giveaways.  The Friends of the Elkhart Public Library will conduct a book sale, and there will be a chance to win a new Amazon Kindle Fire.  Board members are encouraged to attend.

 

Department Report

 

Due to staff illness, no department report was given at this meeting.

 


 

UNFINISHED BUSINESS

 

Job Description: Marketing and Public Relations Manager (salary grade change)

 

Lisa Guedea Carreño, Director, presented the job description for Marketing and Public Relations Manager (approved at the September meeting), noting that the salary grade should have been set at grade 5, rather than grade 6.  There being no further questions, Renee’ Cocanower, Vice President, moved

 

THAT the salary be set at grade 5 for the Marketing and Public Relations Manager be approved as presented.

 

Mary Davis seconded                                                Motion: Carried

 

 

NEW BUSINESS

 

Internet Access Policy (first reading)

 

Lisa Guedea Carreño, Director, presented the Internet Access policy for review as required by the State Library.  The only change is in Item. C. 3.

“Where users are encouraged to protect their personal computers and mobile devices with appropriate security software.”

 

The Policy was approved as presented.

 

Internal Controls Training

 

Jane Garoutte reviewed the Internal Controls training information sent to the Board of Trustees in advance of the meeting.  This email included a link to the State Board of Accounts Internal Controls webinar.  Technical audio issues prevented this webinar from being shown at this meeting as planned.  The Board agreed they would listen to the webinar on their own and return the certification form to the Business Manager by December 25.

 

Questions and Information from Board, Staff, and Guests

 

 

ADJOURNMENT

 

The meeting was adjourned by consensus at 6:33 p.m.

 

The next regularly scheduled meeting of the Board of Trustees is November 15, 2016, at 5:30 p.m. at the Dunlap Branch, 58485 County Road 13, Elkhart, IN.

 

 

 

 

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Board Meeting Minutes 2016 09

Administrator : October 26, 2016 4:34 pm : Board Minutes

BUDGET HEARING

 

A public hearing was held September 20, 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:  Renee’ Cocanower, Mary E. Davis, Janice E. Dean, Carlos Esteves, Jennifer Nielsen and Clarence Thomas. Brian Byrn was unable to attend.

 

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

 

Staff present:  Craig Cheney, Outreach Clerk; Susan Eller, Cleveland Branch Manager; Kevin K. Kilmer, Branch Operations Manager; Annette Long, Outreach Clerk; Allison McLean, Young People’s Services Department Head; Charles Pieri, Branch YPS Librarian; Rachel Rice, Outreach Department Head; Gwen Robison, Assistant Director, Support Services; Mary Beth Schlabach, Reference Department Head; Sheila Urwiler, Assistant Director, Public Services; and Erin Wagner, Human Resource Generalist.

 

Lisa Guedea Carreño, Director explained that the 2017 advertised budget is substantially the same as the 2017 preliminary budget presented in August, with the exception that circuit breaker estimates have been reduced from $925,000.00 to $900,000.00 based on Umbaugh estimates subsequently received.

 

There being no questions or objections from the general public Mary Davis moved

 

THAT the public hearing be adjourned.

 

Jennifer Nielsen seconded.                                                   Motion: Carried

 

The budget hearing was closed at 5:37 p.m.

 

 

REGULAR BOARD MEETING

 

The regular meeting of the Elkhart Public Library Board of Trustees was called to order at 5:38 p.m. by Janice E. Dean, President.

 

 

CONSENT AGENDA

 

The consent agenda was presented including two lists of claims and a revised Projected Summary.  There being no objections, Carlos Esteves moved

 

THAT the Consent Agenda be adopted as presented.

 

Clarence Thomas seconded                                                                                          Motion: Carried.

 

 

PRESIDENT’S BUSINESS

 

Director Performance Evaluation

 

Jennifer Nielsen reported that the Director’s Performance Evaluation Committee met with the Director and reviewed her goals for the coming year.  She recommended the same percentage salary increase approved for all staff in December 2016, to become effective January of 2017.

 

 

DIRECTOR’S REPORT

 

Lisa Guedea Carreño, Director, presented her report for the month of September.  She reported that the Latino Outreach Series, which culminated with a celebration of Hispanic/Latino Heritage Month at Pierre Moran Branch on Saturday, September 17, from 3 to 6 p.m. was a success.  About 250 people attended the series finale event including Elkhart Mayor Tim Neese and representatives from LaCasa, Triple P Parenting, Mennonite Central Committee, Goshen College and Elkhart General Hospital.  At least eighteen new library users were registered.  An anonymous donor agreed to help underwrite expenses.

 

She also mentioned the “This Card” campaign flyer included in Red Plum mailings and reported that the Library was mentioned in two news articles recently in the Elkhart Truth.

 

She also reported that a property meeting EPL’s requirements for garage space near the Main Library has been put on the market.  She explained that the rental property on Westwood Drive has been sold and our tenancy is not guaranteed.  The property in question is closer to the Main Library and more centrally located than the property at Dunlap branch, where it has been discussed that a new pole building might be built.  The Library has placed an offer, contingent on building and environmental inspection results.

 

Department Report

 

Craig Cheney and Annette Long described how each type of Outreach visit aligns with the Library’s mission and fulfills goals of the EPL Strategic Plan.

 

 

UNFINISHED BUSINESS

 

Job Description: Marketing and Public Relations Manager (second reading)

 

Lisa Guedea Carreño, Director, presented a job description for the new position of Marketing and Public Relations Manager, noting one addition suggested by the Board at the last meeting.  She indicated her hope to post the job opening in the next 30 days.  There being no further questions, Renee’ Cocanower, Vice President, moved

 

THAT the job description for Marketing and Public Relations Manager be approved as presented.

 

Jennifer Nielsen seconded                                                    Motion: Carried

 

Management Advisory Council Policy (second reading)

 

Lisa Guedea Carreño, Director, presented a policy broadening the composition of the Management Advisory Council (MAC).  There being no further questions, Jennifer Nielsen moved

 

THAT the Management Advisory Council Policy be approved as presented.

 

Mary E. Davis seconded                                                        Motion: Carried

 

 

 

NEW BUSINESS

 

Overtime Policy (first reading)

 

Erin Wagner, Human Resource Generalist, presented the Overtime policy.  She discussed the recent Department of Labor changes regarding overtime and the need for a policy to state clearly the Board’s intent.  There being no further questions or comments, Carlos Esteves moved

 

THAT the Overtime Policy be approved as presented.

 

Jennifer Nielsen seconded                                                    Motion: Carried

 

1783 Notice Response Resolution

 

Jane Garoutte presented a resolution officially authorizing the Director and herself to respond to the 1782 Notice upon receipt from the Department of Local Government Finance (DLGF) for 2017.  She explained that said Notice is generally received after the first of the year, and that the DLGF allows ten days for response from each government unit.  Generally, this is a matter of determining where reductions can be made based on the final income and assessed valuation numbers presented by DLGF.

 

The resolution was approved by consensus.

 

Petty Cash Control Policy

 

Jane Garoutte, Business Manager, presented a petty cash control policy which establishes control measures necessary for handling petty cash funds by previously-named petty cash custodians.  Carlos Esteves moved

 

THAT the petty cash control policy be approved with one typographical correction.

 

Renee’ Cocanower seconded                                                Motion: Carried

 

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 October 18, 2016, following the 2017 Budget Adoption meeting, which is scheduled 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 08

Administrator : September 27, 2016 12:45 pm : Board Minutes

The regular meeting of the Elkhart Public Library Board of Trustees was held August 16, 2016, at the Main Library and called to order at 5:38 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: Linda Cary, Cataloger, Technical Services; Jeanne Glanders, Department Head, Popular Services; Gwen Robison, Assistant Director, Support Services; Sheila Urwiler, Assistant Director, Public Services; Mark Van Lummel, Department Head, Technical Services and Erin Wagner, Human Resource Generalist.

Department Report

A tour of the newly renovated Technical Services office and work spaces was conducted by Mark Van Lummel and Linda Cary in lieu of a Department Report.

CONSENT AGENDA

The consent agenda was presented. There being no objections Jennifer Nielsen moved

THAT the Consent Agenda be adopted as presented.

Clarence Thomas seconded Motion: Carried.

PRESIDENT’S BUSINESS

Director Performance Evaluation

Janice E. Dean reported that Lisa Guedea Carreño, Director, would set goals for the next year, discuss those goals with the evaluation committee, and submit a summary report to the Board at the end of August.

DIRECTOR’S REPORT

Lisa Guedea Carreño, Director, gave an update on recent marketing and public relations activity: Sheila Urwiler was interviewed about HOOPLA, Storytime at the Wellfield Gardens was mentioned in a news report, and ABC57 aired an interview with Lisa about Latino outreach efforts.

Lisa presented a list of EPL activity Statistics she will continue to review and present throughout 2016,

Lisa Guedea Carreño, Director, reported that October 27 has been chosen for the “Grand Re-Opening and Ribbon-Cutting” to celebrate the completion of the Phase II Renovations at the Main Library. Board and staff will be asked to participate.

UNFINISHED BUSINESS

2017 Proposed Budget

Lisa Guedea Carreño reviewed recent legislative changes requiring the Department of Local Government Finance (DLGF) to provide, by August 1 of each year, circuit breaker/tax cap impact estimates for the coming fiscal year to each local government unit in the State. The DLGF circuit breaker estimates were by based on conservative estimates and resulted in a potential loss of more than $1.4 million in funding for the Library’s 2017 budget. This would represent nearly 20% of the Library’s budget, the largest unfunded percentage of any year since tax caps first took effect in 2010. There does not seem to be sufficient economic data to support such an estimate. The director reported that she has been in contact with other public library directors as well as our financial advisor at Umbaugh and has learned that the DLGF’s estimates for many other local taxing units across the state are alarmingly high as well.

Jane A. Garoutte recommended 2017 draft budget for advertising:
Operating: $7,142,234
Bond & Interest Redemption Fund: $288,400

Total 2017 budget to be advertised: $7,430,634

Tax revenue estimates provided by the Department of Local Government Finance field representative at the budget workshop on August 2, included Property Tax Maximum Levy of $5,349,707, Local Income Tax of $1,441,826 and $208,711 in other miscellaneous taxes. The County Auditor announced at the August 13th County Council meeting that the County had contracted with Umbaugh & Associates to prepare more realistic estimates for circuit breaker losses for all units in the county. Necessary adjustments to the draft budget will be made based on these estimates.

The 2017 Budget Hearing will be held September 20, 2016, and the Budget Adoption meeting will be held October 18, 2016.

NEW BUSINESS

Job Description: Marketing and Public Relations Manager

Lisa presented a draft job description for the Board’s consideration. This being a first reading, no action was taken.

Management Advisory Council Policy

Lisa presented a draft policy to reconfigure the Management Advisory Council. The full Management and Leadership teams will become voting members. The being a first reading, no action was taken.

Employee Safety Policy

Lisa presented a new Employee Safety Policy to replace the previous employee safety directive. This policy is necessary to comply with a new OSHA statement. There being no questions or comments, Jennifer Nielsen moved

THAT the Employee Safety Policy be approved as presented.

Mary Davis seconded Motion: carried

Petty Cash and Change Funds Resolution: Revised

Jane Garoutte, Business Manager, presented a resolution to establish petty cash and change funds, making some new assignments necessary to align with recent staffing changes. Clarence Thomas moved

THAT the resolution be approved as presented.

Jennifer Nielsen seconded Motion: carried

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 September 20, 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 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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ELKHART PUBLIC LIBRARY
300 SOUTH SECOND STREET
ELKHART, IN 46516
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