Board Meeting Minutes

Board Meeting Minutes 2015 05

Administrator : June 17, 2015 2:51 pm : Board Minutes

 
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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. in meeting room #1 at the Main Library at 300 S. Second Street, Elkhart, IN.
Members present: Renee’ Cocanower, Mary E. Davis, Janice E. Dean and Shannon Link. 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, Assistant Director, Public Services; and Allison McLean, Department Head, Young People’s Services.
Change in Order of Business
The order of business was changed to allow the swearing in of a new Board member. Janice E. Dean welcomed Shannon Link, appointed as Library Trustee by the Elkhart Community School Board on May 12, 2015. Ms. Link will fulfill the balance of the four-year term ending June 30, 2016, vacated at the death of Krystal N. Anderson on April 10, 2015.
President Janice E. Dean also appointed Shannon Link to serve as Secretary pro-tem.

CONSENT AGENDA
There being no objections, Mary E. Davis moved
THAT the Board adopt the Consent Agenda as amended to allow for voting on the 2015 Non-Resident Fee policy change in view of Mary E. Davis’s need to leave the meeting early.
Renee’ Cocanower seconded. Motion: Carried.

PRESIDENT’S BUSINESS
Janice E. Dean appointed Brian Byrn and Jennifer Nielsen as Nominating Committee for upcoming election of officers. Officers are elected to serve annually from July 1 through June 30, the following year. The committee will present a slate of officers for election at the June meeting.

DIRECTOR’S REPORT
Additional Items to Director’s Notes
Lisa Guedea Carreño, Director, announced that the Elkhart County Council had appointed Carlos Esteves as Library Trustee for a four-year term beginning July 1, 2015, and ending June 30, 2019.
The Director reported that the DLGF had released the circuit breaker amounts for 2015, showing a reduction in anticipated property tax income in the amount of $831,225, and stated that this is a smaller decrease in funding than anticipated.
The Director said she will be developing job descriptions for the marketing and fundraising professionals called for in the strategic plan under organizational initiatives.
She reported that the ILF District I Conference in Michigan City was attended by eight staff. Chuck Pieri served on the Conference Planning Committee, and Mary Beth Schlabach and James Facer presented a session on the “Roving Reference” project.
The Director reported that EPL was an official ArtWalk location on May 12, 2015, for the first time ever. She expressed her hope that EPL would remain an integral part of this community event in the future.
The Director also reported that Tina Ervin and Erin Wagner had attended a presentation hosted by Beacon Health where they learned about “The Blue Zones Project,” “a systems approach in which citizens, schools, employers, restaurants, grocery stores and community leaders collaborate on policies and programs that move the community towards better health and well-being.”
She also reported on plans to install automatic sliding entrance doors and already installed fax equipment at Pierre Moran Branch.
Department Report
Allison McLean, Department Head, Young People’s Services, highlighted activities and programs held over the past year, including such offerings as story time, movies and teen programs. She reported that changing the name of “Baby & Me” (previously “Lap-sit”) programs and increasing the frequency from monthly to weekly resulted in increased awareness of and attendance at these programs. New programs this year include Baby Circle Time; Paws to Read; Character Days with book series tie-ins; Lego and Duplo Kits; and Minecraft. During the coming year Young People’s Services will focus on the achievement of goals set in the 2015-2017 Strategic Plan:
1) Help the public view and use the Library as a resource for school readiness,
2) Reach the Hispanic Community, and
3) Make the children’s and young adult areas more inviting as family destinations.

UNFINISHED BUSINESS
Phase II Renovations
Lisa Guedea Carreño, Director, reported that the Elkhart County Council was supportive of the Elkhart Public Library’s Bond Issue request at their May 9th meeting and gave preliminary approval of the request, scheduling a second reading on June 13, 2015.
The Director also reported that the Elkhart Common (City) Council considered and approved the Library Bond Issue request at their May 18th meeting.
The Director updated the Board on the Bond Issue process and then reviewed highlights of the proposed renovations and estimated timeline should the County Council approval be given in June. Meetings will be held with architect Eric Leedy through mid-June to revisit preliminary plans and to discuss details of the project. If the bond issue is approved by the County Council, Leedy will then complete 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 several large in-house projects will need to be completed after approval, but in advance of construction, which is slated to begin in November 2015. Those projects are asbestos remediation, removal of items from current storage areas to be converted to other uses, planning for staging and temporary work areas for staff during construction.

NEW BUSINESS
Non-Resident Fee Policy
The Director presented the Non-Resident Fee Policy revised for 2015, following the release of the 2014 Operating expenditures per capita figures based on the 2014 annual public library report. The new non-resident fee is established at $58.00 effective May 20, 2015. Student and teacher non-resident fees remain at $25.00 per year.
There being no objection Renee Cocanower moved
THAT the Non-Resident Fee be approved as presented.
Shannon Link seconded. Motion: Carried.
Questions and Information from Board, Staff, and Guests

ADJOURNMENT
The meeting was adjourned by consensus at 6:25 p.m.
The next regularly scheduled meeting of the Board of Trustees is June 16, 2015, at 5:30 p.m. at the Cleveland Branch Library.

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Board Meeting Minutes 2015 04

Administrator : May 20, 2015 1:04 pm : Board Minutes

 
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WORK SESSION
A work session was held between 5 p.m. and 5:30 p.m. for the Board to receive information and discuss options relating to the pending bond issue request.
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. in meeting room #1 at the Main Library at 300 S. Second Street, Elkhart, IN.
Members present: 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; Jeanne Glanders, Popular Materials Department Head; Gwen Robison, Assistant Director, Support Services. Erin Wagner, Human Resource Generalist. Guests were: Phil Faccenda, Barnes & Thornburg; Pooja Shrestha, Staff Consultant and Belvia Gray, Principal, with Umbaugh & Associates, Certified Public Accountants.
Change in Order of Business
A change in order of business was made to allow presentation and explanation of the bond issue to follow immediately after the consent agenda, and to move all other items requiring Board action to follow immediately. Due to the untimely death of Krystal Anderson, Janice Dean, President appointed Jennifer Nielsen to serve as Secretary until elections are held in June.
CONSENT AGENDA
There being no objections, Renee’ Cocanower moved
THAT the Board adopt the Consent Agenda as presented.
Mary E. Davis seconded. Motion: Carried.
UNFINISHED BUSINESS
Phase II Renovations
Phil Faccenda, Bond Counsel, outlined the steps required in the process of issuing bonds, including the necessary advertisements and public hearing at this meeting. Belvia Gray, CPA with Umbaugh & Associates, presented cost estimates for five and seven year repayment terms and reviewed the potential increase in property tax to individual taxpayers in the Library district. Phil then presented a resolution to authorize issuance of bonds and the appropriation of the proceeds thereof.
Public Hearing
Janice E. Dean, President, presided over the hearing, welcoming everyone and introducing members of the Board, staff and guests. She explained the purpose of the hearing is to provide the opportunity for interested persons to give testimony and/or ask questions concerning this building project, bond issue and additional appropriation. Notice of the public hearing was published as required in The Elkhart Truth and Goshen News, on April 9, 2015. Proofs of publication were presented at the meeting. The President announced that the Board would now hear testimony and questions from the public. No questions or testimony were given.
The Elkhart County Council will consider the Elkhart Public Library Board’s request to issue bonds at their May 9 meeting, and request will be taken before the Elkhart Common (City) Council on May 18th. A second reading by the Elkhart County Council is anticipated for June 13, 2015.
Bond Issue Resolution & Additional Appropriation
There being no objection Mary E. David moved
THAT the “Resolution of the Elkhart Public Library authorizing the issuance of bonds for the purpose of provide funds to be applied to pay for the construction and equipping of certain library capital projects and incidental expense in connection therewith and on account of the issuance of the bonds, and the appropriation of the proceeds thereof” be approved;
THAT the request be made for issuance of bonds in the amount $1,400,000, for the purpose of Main Library renovations, including replacement of one elevator and restrooms on each floor designed to meet with code requirements of the Americans with Disabilities Act (ADA), and the expansion and improvement of meeting room space; and
THAT the bonds be issued for a five-year term, and shall have a final maturity no later than January 15, 2021.
Jennifer Neilson seconded. Motion: Carried.
PRESIDENT’S BUSINESS
Janice E. Dean, President took her Oath of Office to serve on the Library Board of Trustees for another four-year term.
The President reported with deep respect and sadness, that the Elkhart Public Library pays tribute to Krystal N. Anderson, who served on the Board of Trustees from July 2012, until her unexpected passing on April 10, 2015. Janice E. Dean said the Board and Library staff will miss Krystal’s warmth and compassion, the positive energy and cheerful outlook she brought to every Board meeting, and her unwavering support of the Library. She expressed the Board’s deepest sympathies to Krystal’s family, friends and colleagues.
She reported that flowers were sent on behalf of the Library Board and Staff, and that the family suggested donations to Child and Protective Services (CAPS) and National Autism Association as a memorial. The Board suggested that something commemorating Krystal’s service, and reflecting her love and dedication to children, be purchased and installed at the Pierre Moran Branch, her home branch library.
DIRECTOR’S REPORT
Additional Items to Director’s Notes
Lisa Guedea Carreño, Director, presented comparative statistics for the Elkhart-Goshen Consortium showing an increase in usage between libraries in March over February. She updated the Board on Library District Boundary follow-up, HR Generalist search, and state legislative matters. She reported also that she had notified the Elkhart Community Schools of the trustee vacancy and requested they appoint a replacement for the balance of Krystal Anderson’s unexpired term, through June 30, 2016.
The Director shared her recent experience during Kindergarten Round Up at Hawthorne Elementary, where she was available to children and their families to answer questions and supply registration forms for new library patrons. She invited the Board to review the offerings at the upcoming Indiana Library Federation (ILF) annual conference in Michigan City. Any Board member interested in attending would be registered by Administration and costs for travel and a meal would be reimbursed.
Department Report
Jeanne Glanders conducted a tour of the Popular Materials area on the first floor of the Main Library.
Strategic Plan
The Director reported that some project managers have done more than others with regard to strategic activities. A series of communications are planned in June and July to request status reports from project managers and to being drafting implementation plans for 2016. Further, in the coming months all staff involved in programming will be asked to assess and report all planned activities by asking “How does this program or activity support the Strategic Plan?” The Board agreed that they would like to receive quarterly updates from the project managers on progress toward strategic planning goals and tasks.
NEW BUSINESS
Employee Category Change
The Director presented the Employee Category Policy containing a correction to Item C. 2. b. and C. 2. b. striking language stating that these two categories of employee were eligible to participate in the Public Employees Retirement fund, which is contrary to PERF eligibility rules. Only full-time staff qualifies to participate in the fund.
There being no objection Renee Cocanower moved
THAT the Employee Category Policy be approved as presented.
Jennifer Nielsen seconded. Motion: Carried.
American Express Corporate Purchasing Program Resolution
Jane A. Garoutte, Business Manager presented a proposal for the Library to participate in the American Express Purchasing Program. She reviewed the potential benefits of the program, including streamlining the purchasing process and improving internal controls. There being no objection, Mary E. Davis moved
THAT the resolution to participate in the American Express Purchasing program be approved, as presented.
Renee Cocanower seconded. Motion: Carried.
Estate of Kenneth W. Brady
The Director reported that the Elkhart Public Library was named as beneficiary in the last will and testament of Kenneth W. Brady. Mr. Brady was employed by the Elkhart Public Library from 1978-1994. A memorial event is being considered for this summer.
In his will, Mr. Brady gave his personal representatives the opportunity to select certain items for themselves and others from his collections of music, videos, instruments, and books, and gave the residue of his estate to the Library, including the house he had lived in on Morton Avenue. The Director reported that after personal representatives have selected and distributed various items from the collections, several EPL staff will assess the remainder of Mr. Brady’s audio and video recordings and books to determine what would be a good fit for addition to the Library collections.
Jennifer Nielsen expressed the Board’s appreciation for Mr. Brady’s thoughtfulness and generosity, and moved
THAT the executor of the Kenneth W. Brady Estate be directed to sell the house and all items in the estate not otherwise specified above and donate the proceeds to the Library.
Renee Cocanower seconded. Motion: Carried
Board member interest form
The Director presented a list of qualifications for Library trustees and an interest form designed to gather information from potential Board members. The Board President and the Director will review the forms before making a recommendation to the Elkhart County Council.
The Board approved the use of said forms by consensus.
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 May 19, 2015, at 5:30 p.m. in Meeting Room #1 of the Main Library.
____________________________
Jennifer Nielsen, Secretary Pro-tem

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Board Meeting Minutes 2015 03

Administrator : April 22, 2015 12:55 pm : Board Minutes

 
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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. in meeting room #1 at the Main Library at 300 S. Second Street, Elkhart, IN.
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; Kevin Kilmer, Branch Operations Manager; and Gwen Robison, Assistant Director, Support Services.
CONSENT AGENDA
There being no objections, Renee’ Cocanower moved
THAT the Board adopt the Consent Agenda as presented.
Krystal Anderson seconded. Motion: Carried.
PRESIDENT’S BUSINESS
Janice E. Dean, President reported that she will serve on the Library Board of Trustees for another four-year term. Library Trustees may serve four four-year terms. If appointed to fulfill an unexpired term of two years or less, that period of time is not considered part of the four-term maximum and thus the trustee and may fulfill up to two additional years in total. She reported that that Scott Troeger’s fourth and final term on the Library Board will expire June 30, 2015. She requested the Board supply names to the Director of anyone who they would recommend or who have expressed an interest in serving as a Library Trustee.
The Director distributed samples of a brochure and application used by Middlebury Public Library designed to inform and gather information on individuals interested in an appointment to a Library Board. The Board discussed the process and how it varies between appointing bodies.
DIRECTOR’S REPORT
Additional Items to Director’s Notes
Lisa Guedea Carreño, Director, reported that circulation statistics were down slightly from January’s higher-than-usual numbers.

Department Report
Diana Gill and Chris Hunsberger lead the Board on a tour of the Graphics Department.
UNFINISHED BUSINESS
Phase II Renovations
The Director presented the materials she had given to the Mayor and Deputy Mayor during her visit. These included the Main Library Phase II Renovations Summary in which she identifies elements critical in accommodating an ADA-compliant elevator, expansion of and improvements to meeting room spaces, and provision for ADA-compliant restrooms on all floors; and a table prepared by Umbaugh showing estimated annual increases to the average taxpayers in the city of Elkhart and each township.
The Director explained the two sets of statutes with vying requirements regarding from which elected body the Library must seek approval for a bond issue. One statute addresses the issuance of bonds, and stipulates that a library must seek approval from the elected body that established the library, and in which at least 50% of the library taxpayers reside. The City of Elkhart would be the approving body under this statute.
However, the statute governing additional appropriations for libraries states that a library must seek approval to spend funds over and above the approved Operating budget from the elected body that has approval authority for the library’s budget. In this case, the Elkhart County Council will need to approve the spending of funds raised by issuance of bonds. To be prudent, our bond counsel recommends that the Elkhart Public Library Board of Trustees seek approval from both government bodies.
She reviewed the revised financial planning calendar, which provides for an additional appropriation public hearing to be held by the Library Board on April 21, 2015, filing with Elkhart County Council April 30, 2015 for inclusion in the May 9 meeting agenda, and filing with the Elkhart Common Council on May 13, 2015 for inclusion in the May 18 meeting agenda. A second reading and public hearing with the County Council may be necessary in June.
The Board discussed holding a public work session at before the April meeting (5:00 p.m.) and the public hearing at 5:30 p.m. with regular meeting to follow, though this timeline could be changed if necessary.
There being no objection Jennifer Nielsen moved
THAT the Director be authorized to move forward with the bond issue process, including architectural plans required in advance of receiving bids, and setting a date and advertising for a public hearing, preferably at the beginning of a forthcoming regular EPL Board meeting.
Krystal Anderson seconded. Motion: Carried.

Strategic Plan
The Director reported that project managers will be tasked to assess all programming plans through the filter of the Strategic Plan, asking the question, “Does this support the Strategic Plan, and how?”
NEW BUSINESS
Internet Access Policy
The Director presented the Internet Access Policy containing some clarifying language and definitions. State standards require this policy to be reviewed annually.
There being no objection Krystal Anderson moved
THAT the Internet Access Policy be approved as presented.
Jennifer Nielsen seconded. Motion: Carried.
Obituary request fee increase/Fee Schedule revision
The Director presented a proposal from Reference Services and full support of MAC to increase fees charged for obituary requests from $0.15 per copy and a self-addressed stamped envelope, to $5.00 for up to three obituaries, with an additional $5.00 for additional increments of one to three obituaries. She presented a comparison of charges by other Indiana libraries which Reference had compiled in 2010. There being no objection, Brian Byrn moved
THAT the Obituary fees be increased and the Fee Schedule be updated, as recommended.
Krystal Anderson seconded. Motion: Carried.
Questions and Information from Board, Staff, and Guests
ADJOURNMENT
The meeting was adjourned by consensus at 6:41 p.m.
The next regularly scheduled meeting of the Board of Trustees is April 21, 2015, at 5:30 p.m. in Meeting Room #1 of the Main Library.
____________________________
Secretary

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Board Meeting Minutes 2015 02

Administrator : March 18, 2015 12:42 pm : Board Minutes

 
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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 Osolo Branch, 3429 East Bristol Street, Elkhart, IN 46514.
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; Kevin Kilmer, Branch Operations Manager; Donna Mitschelen, Osolo Branch Coordinator; and Gwen Robison, Assistant Director, Support Services. Also in attendance were Eric Leedy, Architect; and J. C. Lee, Elkhart Truth reporter.
CONSENT AGENDA
Additional information: Jane Garoutte reported that the 1782 Statement was received from the Department of Local Government Finance, directing a reduction of 2015 Library Operating Fund budget due to insufficient revenues, and the Library tax rate was reduced to .1548 from the advertised rate of .2001, to remain within statutory levy limitation.
Our response, (required within ten days) was to request instead a reduction of expenditures for the second half of 2014 from estimate to actual, and provide proof that Operating Fund cash balance at December 31, 2014, was sufficient to support the original adopted budget appropriation of $6,979,348, which was submitted and approved by the DLGF. Therefore we requested our budget be restored to the originally advertised amount.
The DLGF Budget Order, reflecting these changes, was received and reported.
There being no objections, Krystal Anderson moved THAT the Board adopt the Consent Agenda as presented.
Brian Byrn seconded. Motion: Carried.
DIRECTOR’S REPORT
Additional Items to Director’s Notes
Lisa Guedea Carreño, Director, reported that circulation statistics were up in January, attributable at least in part to the Resource Sharing Consortium between the Elkhart and Goshen public libraries. She reviewed usage statistics for the December 2014 and January 2015, the first two full months since the catalog sharing began.
The Director announced that she had been asked to speak at the annual meeting of the Friends of the Elkhart Public Library on March 18. She will be talking about her first six months as Director at EPL.
Department Report
Kevin Kilmer and Donna Mitschelen conducted a tour of Osolo Branch. Built in 1987, Osolo is the oldest branch in the Elkhart Public Library system. Osolo is also the smallest branch, at a mere 4,000 square feet, The Osolo branch was designed by Eric Leedy as a prototype to be a small but functional branch library. Subsequent branches were built expanding and improving on the design. Kevin highlighted recent changes and additions in the organization of particular collections within the branch.
UNFINISHED BUSINESS
Phase II Renovations
The Director reviewed floor plans and cost estimates for Main Library Phase II renovations, identifying elements critical in accommodating an ADA-compliant elevator and expansion of and improvements to meeting room spaces and provision for ADA-compliant restrooms on all floors. Cost estimates include engineering, architectural and legal fees, and miscellaneous consulting services involved in the bond issue process to finance the renovation. The Director indicated that many of these costs will be rolled into the bond issue, and told the Board that the Operating Fund budget included limited funding for some of these preliminary costs, should the bond issue not be approved in 2015. She reviewed the financial planning calendar, which includes a possible public hearing date of March 17, 2015. The Board discussed holding the public hearing at 5:30 p.m. with regular meeting to follow, though this timeline could be changed if necessary.
There being no objection Jennifer Nielsen moved
THAT the Director be authorized to move forward with the bond issue process, including architectural plans required in advance of receiving bids, and setting a date and advertising for a public hearing, preferably at the beginning of a forthcoming regular EPL Board meeting.
Krystal Anderson seconded. Motion: Carried.
Strategic Plan
The Director presented a list of implementation activities and project managers for 2015, highlighting the corresponding initiatives, goals and targets in the Strategic Plan. She informed the Board that details of any of these activities were available upon request.
NEW BUSINESS
Fee schedule revision
The Director presented a revised fee schedule reflecting changes to the EPL non-resident fee and the Public Library Access Card fee set by the State. This revision is simply a formality to collate and ratify previously set fees.
There being no objection Renee Cocanower moved
THAT the Fee Schedule be approved as presented.
Brian Byrn seconded. Motion: Carried.
Facilities Needs and Priorities
The Director presented a list of high-priority facilities needs and recommendations for funding these projects. Some may require additional appropriations from non-operating funds, either Rainy Day or Library Improvement Reserve (LIRF). The recent replacement of two boilers at Main was discussed, as well as a recommended water treatment solution to gain a longer lifetime for the boilers, the last of which was installed only five years ago. Brian Byrn shared a similar experience with the boilers at the Midwest Museum of American Art. He recommended considering alternatives to the Library’s water treatment system, as the current system introduce corrosive chemicals into the pipes that likely increase leaks and other damage, especially in older pipes.
Board Member terms expiring June 30, 2015
The Director reported that two members’ terms will be expiring this year: Janice E. Dean, appointed by the Elkhart Community School Board; and Scott Troeger, appointed by the Elkhart County Council. She asked the Board to provide her with names of anyone who had expressed an interest in serving on the Library Board, as well as names of individuals they would recommend to be approached or invited to seek appointment. She will be sending letters to the appointing boards this month, reminding them of the expiring terms and making suggestions for appointments should they be open to them.
Digital Surveillance Policy
The Director presented a new policy documenting Elkhart Public Library’s current practices with regard to security cameras, still images and video footage. This policy articulates and ratifies the surveillance policy which has been in effect over the past several years. Jennifer Nielsen recommended that the language in item C. 2. c. be revised to read: “Cameras may not be installed in locations where staff and patrons would have an expectation of privacy.”
There being no other comment, Krystal Anderson moved
THAT the Digital Surveillance Policy be approved as amended.
Brian Byrn seconded. Motion: Carried.
Questions and Information from Board, Staff, and Guests
ADJOURNMENT
The meeting was adjourned by consensus at 7:45 p.m.
The next regularly scheduled meeting of the Board of Trustees is March 17, 2015, at 5:30 p.m. in Meeting Room #1 of the Main Library.
____________________________
Krystal Anderson, Secretary

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Board Meeting Minutes 2015 01

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

 
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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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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