Board Meeting Minutes

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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Board Meeting Minutes 2014 12

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

Board of Trustees Meeting

Minutes

Board Meeting 3:00 p.m.

 

ROLL CALL & INTRODUCTION OF GUESTS

The regular meeting of the Board of Trustees of Elkhart Public Library was called to order by Janice E. Dean, President, at 3:00 p.m.  This meeting was postponed from December 18, 2014, due to lack of quorum.

Members present: Krystal Anderson, Renee’ Cocanower, Mary E. Davis, Janice E. Dean and Jennifer Nielsen.  Brian Byrn and Scott Troeger were unable to attend.

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

Staff or Guests present:  Marsha Eilers, Assistant Director, Public Services; Gwen Robison, Assistant Director, Support Services; and Chuck Pieri, Branch Children’s Librarian.

CONSENT AGENDA

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

Mary E. Davis seconded.                                                    Motion: Carried.

DIRECTOR’S REPORT

Additional Items to Director’s Notes

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

Department Report

Department report by Popular Materials was postponed to January 2015.

UNFINISHED BUSINESS

Unpaid Fines & Fees Policy

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

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

Jennifer Nielsen seconded                              Motion: Carried

 

Grievance Resolution Policy

Lisa Guedea Carreño presented a Grievance Resolution Policy designed to accompany a procedure that is already in place. The policy acknowledges staff grievances and outlines the internal process for reporting and seeking resolution for such grievances.  Mary E. Davis moved

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

Renee’ Cocanower seconded                          Motion: Carried

NEW BUSINESS

2015 Board Meeting Schedule

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

THAT the 2015 Board Meeting Schedule be approved as presented.

Jennifer Nielsen seconded                              Motion: Carried

2015 Holiday Closing Schedule

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

THAT the Holiday Closing Schedule be approved as presented.

Krystal Anderson seconded                             Motion: Carried

2014 Budget & Fund Transfers

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

THAT the Operating Budget Transfers be approved as presented.

Jennifer Nielsen seconded                              Motion: Carried

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

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

Krystal Anderson seconded                             Motion: Carried

2014 Year End Encumbrances

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

Questions and Information from Board, Staff, and Guests

ADJOURNMENT

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

 

 

____________________________

Krystal Anderson, Secretary

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Board Meeting Minutes 2014 11

Administrator : January 14, 2015 11:35 am : Board Minutes

Board of Trustees Meeting

November 18, 2014

 

Minutes

Board Meeting 5:30 p.m.

ROLL CALL & INTRODUCTION OF GUESTS

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

Members present: Krystal Anderson, Mary E. Davis, Janice E. Dean and Jennifer Nielsen.  Brian Byrn, Renee’ Cocanower and Scott Troeger were unable to attend.

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

Staff or Guests present:  Gwen Robison, Assistant Director, Support Services; Marjorie Schaphorst, HR Generalist; Kevin Kilmer, Branch Operations Manager; and Mary Beth Schlabach, Head of Reference Department.

CONSENT AGENDA

Krystal Anderson moved THAT the Board adopt the Consent Agenda as presented.

Mary Davis seconded.                                                        Motion: Carried.

DIRECTOR’S REPORT

Additional Items to Director’s Notes

Lisa Guedea Carreño shared recent publicity received in the form of an eTruth article and an entry on Steve Gruber’s blog.  Steve is responsible for the Art Walk in downtown Elkhart, and in his blog he shared his enthusiasm for the Library and the resurrected art print and sculpture collections available for loan.

Lisa also discussed the Friends of the Elkhart Public Library fund raiser, “Trees, trees, trees.”  Individuals and small groups were invited to sponsor and decorate miniature Christmas trees now on display along the north wall of the Atrium at the Main Library.  The Friends will hold a silent auction for the trees to raise money for the Friends.  Patrons and library guests may also vote for their favorite tree.  In the meantime, the library enjoys the trees as decoration for the holiday season.

The Director further discussed the City Council meeting she attended on November 17, where the Tax Increment Financing (TIF) district expansion and future TIF bond issue were discussed.  She also reported that she attended a pre-conference workshop on libraries and the bond issue process.  The workshop was presented by Belvia Gray of H. J. Umbaugh and Associates, in Indianapolis on November 17.


 

UNFINISHED BUSINESS

City of Elkhart expansion of Tax Increment Financing (TIF) area and redevelopment plans

Crystal Welsh, Director of Community Development for the City of Elkhart, presented information regarding plans for downtown TIF area expansion and redevelopment.  She reviewed the history of the existing TIF area established in 1985, the current plans to expand the TIF district, and how that might affect the future funding of the Library and other governmental units depending on taxes raised on property within the district boundaries.

She reported that the effect on the Library’s plan to seek a General Obligation Bond Issue early next year, should not be affected by the TIF Bond Issue being sought by the city, as the repayment of the TIF Bonds would be funded solely from the taxes raised on the increased value of property within the TIF district as a result of the redevelopment.

No action required.

Phase II Renovations

Lisa Guedea Carreño reported that internal meetings to gather input on meeting room space and renovations related to the replacement of the west elevator were postponed due to time constraints, but that she hoped these would take place before year end. Once a more fully-developed plan and updated cost estimates are in place, a General Obligation Bond issue will be revisited early in 2015.

Strategic Planning / Long Range Planning

The Director reported that following the Board’s approval of the Elkhart Public Library Strategic Plan (January 1, 2015 – December 31, 2017), implementation teams were assigned to set specific goals and deadlines for those items marked for completion in 2015.  Progress updates will be given regularly throughout 2015.

 Job Description: Facilities Coordinator

Job Description for Facilities Coordinator was presented for second reading.  Krystal Anderson moved

THAT the job description of Facilities Coordinator by approved as presented.

Mary Davis seconded                                                  Motion: Carried

Emergency Closing Policy revision

Lisa Guedea Carreño, Director, presented the Emergency Closing Policy, revised to include a  statement that if possible, staff will be reassigned to another location to work their regularly scheduled hours for the duration of the closing event, and that the Director (or designee) will make the decision to relocate affected workers based on Library needs. There being no further questions or concerns, Jennifer Nielsen moved

THAT the Emergency Closing Policy be approved as presented.

Krystal Anderson seconded                                         Motion: Carried

Request for Reconsideration Policy

The Request for Reconsideration Policy and accompanying form for Request of Reconsideration of Library Material were presented for a second reading.  It was suggested that Item B. 4. Be rewritten to read, “An item will be reconsidered only once in a twelve month period”.  Krystal Anderson moved

THAT the Request for Reconsideration Policy be approved with B.4. corrected.

Jennifer Nielsen seconded                                          Motion: Carried

Unpaid Fines & Fees Policy

Lisa Guedea Carreño presented a proposed Unpaid Fines & Fees policy for Board consideration.  The revised policy was inadvertently omitted from the electronic Board packet distributed to the Board in advance of the meeting.  For this reason, the decision for approval was postponed until December.

NEW BUSINESS

Indiana Bond Bank Resolution

Jane A. Garoutte presented Indiana Bond Bank Advanced Funding resolution authorizing a borrowing for the Operating Fund, with the maximum permitted borrowing amount having been set using the Elkhart Public Library estimated 2015 levy and cash flow information.  Mary Davis moved

THAT the Resolution to borrow $1,315,823.00, from the Indiana Bond Bank in 2015 be approved.

Krystal Anderson seconded                                         Motion: Carried

Salary & Wage Increases for 2015

Lisa Guedea Carreño presented a multifaceted salary and wage increase scenario comparison and supporting budget detail using various possible outcomes relating to the effect that circuit breakers are likely to have on funding in 2105.  She recommended Scenario B – a 2% salary/wage increase and same level of employee insurance benefits to be paid by the Library, noting that this scenario would be safely funded even if circuit breakers were as high as $1,200,000.  She explained that greater increases would potentially require cuts in other areas of the budget.  Jennifer Nielsen moved

THAT salaries and wages of all eligible staff be increased by 2% over 2014 and that the library’s contribution toward employee medical, vision and dental insurance remain the same for 2015.

Krystal Anderson seconded                                         Motion: Carried

Salary Schedule 2015

Lisa Guedea Carreño presented a revised salary schedule for 2015, highlighting grade changes for Bookkeeper and Clerk-Outreach positions, and the addition of Facilities Coordinator and Marketing & Development professional positions.  Krystal Anderson moved

THAT the Salary Schedule for 2015 be approved as presented.

Mary Davis seconded                                                  Motion: Carried

Job Description: Bookkeeper

Lisa Guedea Carreño presented a revised Job Description for Bookkeeper, updated to reflect changes to education and experience requirements and grade.  Jennifer Nielsen moved

THAT the Job Description for Bookkeeper be approved as presented.

Krystal Anderson seconded                                         Motion: Carried

Grievance Resolution Policy

Lisa Guedea Carreño presented a Grievance Resolution Policy designed to accompany a procedure that is already in place. The policy acknowledges potential staff grievances and outlines the internal process for reporting and seeking resolutions for such grievances.  This being a first reading, no action was taken.

Posting and Display of Community Materials Policy

Lisa Guedea Carreño presented a new policy to provide guidelines and promote consistency regarding the posting, display and placement of materials from non-library sources within Library facilities.  Mary Davis moved

THAT the Posting and Display of Community Materials Policy be approved as presented.

Jennifer Nielsen seconded                                          Motion: Carried

Questions and Information from Board, Staff, and Guests

Department Report

Mary Beth Schlabach presented the Reference Department report, highlighting and demonstrating electronic sources such as the Zinio magazine collection and the A-Z reference database.

ADJOURNMENT

The meeting was adjourned by consensus at 7:35 p.m. The next regularly scheduled meeting of the Board of Trustees will be on December 16, 2014, at 5:30 p.m. in Meeting Room #1 of the Main Library.

 

 

____________________________

 

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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