Board Meeting Minutes

Board Meeting Minutes 2017 09

Administrator : October 18, 2017 12:15 pm : Board Minutes

 

PUBLIC BUDGET HEARING

A Public Budget Hearing was held September 19, 2017, 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.  James W. Rieckhoff was unable to attend.

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

Staff present:  Erin Brousseau, Human Resource Generalist;  Kevin Kilmer, Branch Operations Manager; Marianne Kruppa, Circulation Department Head; Charles Pieri, Branch YPS Librarian; Rachel Rice, Outreach Services Department Head; Mark van Lummel, Technical Services Department Head; Trevor Wendzonka, Marketing and Public Relations Manager; and Paula Watson, Administrative Clerk.

 

Janice E. Dean, President asked if there were any questions regarding the proposed 2018 Budget for Elkhart Public Library.  There were no questions.  Public Hearing meeting was adjourned by Janice E. Dean, President at 5:32 pm.

CONSENT AGENDA

The consent agenda was presented.  There being no objections, Renee’ Cocanower moved

THAT the Consent Agenda, including investment recommendation, be adopted.

Jennifer Nielsen seconded                                                                  Motion: Carried

 

DIRECTOR’S REPORT

Lisa Guedea Carreño, Director, presented her report for the month of September.  She reviewed graphs showing a ten-year history of EPL Card Registrations & Renewals and Number of active EPL cardholders.  Lisa also reported on the distribution of E-cards to students in the Library taxing district.

Department Report

Rachel Rice, Outreach Services Department Head, talked about a project to crochet mats for the homeless, a collaborative project with Michiana Five for the Homeless, a local non-profit agency.  There will be a series of 3 programs to train and teach patrons to crochet.  Materials and crochet hooks will be provided.

 

UNFINISHED BUSINESS

Paid Time Off (PTO) Policy Technical Amendment

It was presented to the board that a technical change in Item C. 3. Category C (long term sick bank: change from four (4) hour increments to one (1) hour increments in order to be consistent with FMLA.

Mary Davis moved

THAT under Item C. 3. Category C Long Term sick bank may be requested and used in

One (1) hour increments.

Renee’ Cocanower seconded                                                              Motion:  Carried

 

NEW BUSINESS

Hiring Policy Revision (First Reading)

Presented to the board was a change in Item C. 7. Category C regarding the age of employment applicants that would be subjected to background screening. This will save the Library money, as background checks do not give information on minors. Thus, there is no reason to spend the money on screening anyone under the age of 18.

Mary Davis moved

THAT under Item C. 7. Category C the age of a employment candidate for background screening be changed from sixteen (16) to eighteen (18).

Clarence Thomas seconded                                                    Motion:  carried

 

Questions and Information from Board, Staff, and Guests

There were no questions or Information from the Board, Staff or Guests.

ADJOURNMENT

The regular Board meeting was adjourned by Janice E. Dean at 6:15 pm.

The next regularly scheduled meeting of the Board of Trustees will follow Budget Adoption Meeting, October 17, 2017, at 5:30 p.m. at the Main Library, 300 S. 2nd Street, Elkhart, IN.

 

EXECUTIVE SESSION

The Board will meet in executive session as provided for by IC 5-14-1.5-6.1(b) Items (6), and (9), respectively: With respect to any Individual over whom the governing body has jurisdiction; to discuss job performance evaluations of individual employees.

Executive Session was held 6:20 p.m. to  7:15 p.m..

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Board Meeting Minutes 2017 08

Administrator : September 20, 2017 3:37 pm : Board Minutes

 

A work session was held from 4:45 p.m. to 5:30 p.m. in meeting room #1 of the Main Library.

Members in attendance at the work session were Renee’ Cocanower, Janice E. Dean, Carlos Esteves, Jennifer Nielsen and James W. Rieckhoff.  Mary E. Davis was unable to attend.  Staff in attendance were Erin Brousseau, Human Resources Generalist; Jane A. Garoutte, Business Manager; Kevin J. Kilmer, Branch Operation Manager; and Maureen Meagher, Pierre Moran Branch Supervisor.

BOARD OF FINANCE MEETING

A special meeting of the Board of Finance for the Elkhart Public Library was held August 15, 2017, Main Library and called to order at 5:30 p.m. by Janice E. Dean, President.

Jane A. Garoutte, Business Manager/Treasurer recommended changes to  the Investment Policy to align with recent change to the by-laws allowing the Treasurer of the Board to be a paid employee, and align the maximum investment term to those allowed by the State.  Grammatical errors were noted and corrections made.

Renee’ Cocanower moved

THAT the Investment Policy be approved as amended.

James W. Rieckhoff seconded                                                                        Motion: Carried

 

ROLL CALL & INTRODUCTION OF GUESTS

Members present:  Renee’ Cocanower, Mary E. Davis, Janice E. Dean, Carlos Esteves, Jennifer Nielsen, James W. Rieckhoff and Clarence Thomas.

Others present: Jane A. Garoutte, Business Manager/Treasurer.  Lisa Guedea Carreño, Director was unable to attend.

Staff present:  Erin Brousseau, Human Resource Generalist; Diana Gill, Computer Services Department Head; Kevin Kilmer, Branch Operations Manager; Marianne Kruppa, Circulation Department Head; Maureen Meagher, Pierre Moran Branch Supervisor; Allison McLean, Young People’s Services Department Head; Donna Mitschelen, Osolo Branch Supervisor; Gwen Robison, Support Services Assistant Director; Mary Beth Schlabach, Reference Services Department Head; Trevor Wendzonka, Marketing and Public Relations Manager; and Lori Wolgamood, Clerk, Dunlap Branch.

CONSENT AGENDA

The consent agenda was presented.  There being no objections, James Rieckhoff moved

THAT the Consent Agenda, including investment recommendation, be adopted.

Jennifer Nielsen seconded                                                                  Motion: Carried

DIRECTOR’S REPORT

Department Report

Lori Wolgamood, Dunlap Branch conducted a brief trivia game played by the Board as an example of popular programming at the Branch.

UNFINISHED BUSINESS

Paid Time Off (PTO) Policy Revision

Paid Time Off (PTO) Policy which will replace the Paid Time Off (PTO) Policy dated January 1, 2017, was reintroduced.  Renee’ Cocanower, a member of the PTO Policy Task Force, reviewed the sequence of events that began in April of 2016, and have culminated with the Paid Time Off (PTO) Policy revision currently under consideration.

At the June 2017 meeting, four substantive changes were recommended by a Board committee. At the July 2017 meeting, one change was voted and passed; and the Paid Time Off (PTO) Policy was tabled.  A work session was scheduled to review the details of the PTO policy and answer Board member questions.  On August 15, 2017, the work session was held prior to the Board of Finance and Regular Board meeting.

At the Regular Board meeting, Renee’ Cocanower moved

THAT under Item C. 1. Category A (Full-time staff) the allowances for medical reasons be limited to 24 hours per quarter or 12 days annually; and

THAT the allowances for personal reasons be limited to 4 hours per quarter or 2 days annually.

James W. Rieckhoff seconded                                                            Motion: Did not carry

Clarence Thomas moved

THAT under Item C. 1. Category A (Full-time staff) the allowances for medical reasons be limited to 22 hours per quarter or 11 days annually; and

THAT the allowances for personal reasons be limited to 6 hours per quarter or 3 days annually.

James W. Rieckhoff seconded                                                            Motion: carried

Renee’ Cocanower moved

THAT under C. 1. Category B (part-time 20-hour staff) the allowances for medical reasons be limited to 11 hours per quarter or 44 hours annually; and

THAT there be no allowance for personal reasons.

Jennifer Nielsen seconded                                                      Motion: carried

Renee’ Cocanower moved

THAT under C. 4. A. That the maximum hours that may be carried forward to the following year be limited to forty hours.

Jennifer Nielsen seconded                                                      Motion: carried

Mary Davis moved

THAT the Paid Time Off (PTO) Policy be approved as amended.

Clarence Thomas seconded                                                    Motion: carried

Clarence Thomas moved

THAT the Paid Time Off (PTO) Policy become effective October 1, 2017, to allow Administration sufficient time to convert service records and set up new accrual rules in Paylocity.

Renee’ Cocanower seconded                                                  Motion: carried

 

NEW BUSINESS

2018 Preliminary Budget

Jane A. Garoutte, Business Manager/Treasurer, presented the 2018 Preliminary Budget.  She reported that this budget estimate includes:

  • Allowance for 2% salary increases
  • Allowance for strategic planning initiatives
  • Allowance for 2% increase in the employers share of insurance benefits
  • $200,000 for the purchase of RFID equipment (capital outlays)
  • $50,000 for outsourcing RFID tagging of materials (services)
  • $10,000 for RFID tags (supplies).
  • Marketing and advertising budget as proposed by Trevor Wendzonka, some of which is new in 2018 budget.
  • Input from Department Heads, Assistant Director and Branch Operations Manager.

The Business Manager reported that at the Budget Workshop on Tuesday, August 8, the DLGF (Department of Local Government Finance) representative provided tax revenue estimates to be used in the 2018 budget.  At the same time, the Business Manager provided the DLGF with actual year-to-date expenditures and cash balances for all tax supported funds at June 30, 2017.  She also provided the DLGF with expenditure estimates for the last six months of 2017, and all of 2018 (budget estimate).  She reported that the 2018 growth quotient of 4.0%, limits the total advertised budget for both funds to no more than $7,433,863.  The advertised budget, including circuit breaker credits of $1,175,424, will be $8,609,287.

The next step in the process will be submission of the budget to the Indiana Government Online Gateway by September 8, 2017:

2018 Budget hearing will be held on September 19th at 5:30 p.m. at the Main Library

2018 Budget adoption meeting will be held on October 17th at 5:30 p.m. at the Main Library

The Business Manager reported that she had attended the August 12, 2017, meeting of the Elkhart County Council at which the maximum levies and circuit breaker impact for all local government units in Elkhart County were reviewed.  The Council was offered the opportunity, but declined to make comment on those budgets.  Todd Samuelson from Umbaugh, public finance consultants, told Council that the DLGF circuit breaker estimates were very conservative, and that Umbaugh will prepare independent circuit breaker estimates for Elkhart County.  Elkhart County Auditor Pauline Graff said she would share the results with all local government units.

Questions and Information from Board, Staff, and Guests

James W. Rieckhoff spoke about the program series, “Learn the Law: Landlord/Tenant Relations.”  The first in the series was held Tuesday, August 15, 11:00 a.m. – 1:00 p.m. at the Main Library, and was well attended.  He was encouraged that the tenants felt comfortable asking questions in the group comprised mostly of landlords.  Upcoming sessions will be held August 16 from 5:30 p.m. to 7:00 p.m. at the Main Library; and on August 23 from 6:00 p.m. to 8:00 p.m. at the Pierre Moran Branch. This final session will be presented in Spanish by Jose Elizalde of LaCasa.

Trevor Wendzonka spoke about the upcoming Solar Eclipse Viewing Party on Monday, August 21 in downtown’s Central Park.  The Monster Message board, the 21-foot big screen, will be showing science programs and have the NASA livestream of the eclipse.  Food trucks will be available.  There will be a digital photo booth provided by TapSnap.  People can stand at the green screen, choose their eclipse-related background (with EPL branding, of course), and get a 4×6 print to take as a souvenir. We’ll also be posting those photos on our Facebook page.  The first 250 people to show up at the Library tent will receive eclipse viewing glasses.  Another 750 pair were distributed previously to attendees at earlier eclipse related programs, and visits to the Library.  The Library has partnered with ABC 57 with this event, to provide on-air promotion.  The program has served to kick off the events for the American Library Association grant called NASA@MyLibrary.

Janice E. Dean gave an update on Lisa Guedea Carreño, Director, who is on medical leave.

Gwen Robison announced EPL is collaborating with Workforce Development and several local business leaders to identify training needs within the community.

ADJOURNMENT

The meeting was adjourned by Janice E. Dean at 6:54 p.m.

The next regularly scheduled meeting of the Board of Trustees is September 19, 2017, at 5:30 p.m. at the Main Library, 300 S. 2nd Street, Elkhart, IN.

 

 

 

 

 

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Board Meeting Minutes 2017 07

Administrator : August 18, 2017 10:24 am : Board Minutes

The regular meeting of the Board of Trustees of the Elkhart Public Library was held July 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, James W. Rieckhoff and Clarence Thomas.   Jennifer Nielsen was unable to attend.

Others present: Jane A. Garoutte, Business Manager/Treasurer.

Staff present:  Erin Brousseau, Human Resource Generalist; Diana Gill, Computer Services Department Head; Jeanne Glanders, Popular Materials Department Head; Kevin Kilmer, Branch Operations Manager; Marianne Kruppa, Circulation Department Head; ; Donna Mitschelen, Osolo Branch Supervisor; Chuck Pieri, Branch YPS Librarian; ; Rachel Rice, Outreach Services Department Head; Gwen Robison, Support Services Assistant Director; Mary Beth Schlabach, Reference Services Department Head;;Paula Watson, Administrative Clerk; Trevor Wendzonka, Marketing and Public Relations Manager.

Janice E. Dean named Mary E. Davis as acting secretary for this meeting.

CONSENT AGENDA

The consent agenda was presented.  There being no objections, James W. Rieckhoff moved

THAT the Consent Agenda be adopted; that recommended investments be approved.

Carlos Esteves seconded                                                                    Motion: Carried.

PRESIDENT’S BUSINESS

Review of Board Bylaws

Janice E. Dean started discussion about the time which board meetings are held.  Discussion was held regarding meeting date and time.  No change was recommended at this time.  The by-laws were approved by consent to include revisions made at the June 2017 Board meeting.

DIRECTOR’S REPORT

Department Report

Marianne Kruppa, discussed her first year as Department Head of Circulation.  She reported the Circulation Department was actively working to respond to patron requests  more positively.   An example is the change made November 2016 to the Library Card Policy to allow  patrons to use alternative identification in lieu of a library card once in a 30 day period.

UNFINISHED BUSINESS

PTO Policy Revision

PTO [Paid Time Off] Policy which will replace the PTO [Paid Time Off] Policy dated January 1, 2017, was taken up again.  Under the leadership of Erin Brousseau, a task force proposed the second set of revisions to EPL’s PTO Policy.  (The first set of revisions was adopted in December 2016 and effective January 2017.)  Task force members are Diana Gill, Lorene Harneck Erica Moore, Laura Holland, Debbie Lynn and Board members Renee’ Cocanower, Mary E. Davis (2016), and Jennifer Nielsen (2017).

The Management Advisory Council made six recommendations to the Task Force.  These were incorporated in the policy as presented to the Board at the June 21 meeting.

A Board committee consisting of Mary E. Davis, Janice E. Dean, and Renee’ Cocanower met July 12 to discuss the policy as presented along with the re-wording and technical suggestions made by an attorney consulted by management.  The committee agreed with those changes and the technical revision was approved by the Board as moved by Mary E. Davis and seconded by Brian Byrn.

Four substantive changes were recommended by the committee at the June meeting.

Mary Davis moved

THAT Item B. 1. Be defined “family” for the purpose of using sick time: Omit “siblings” and “grandparents” from the list.

Seconded by Renee’Cocanower                                                          Motion: Carried

James Reickhoff moved

THAT further consideration of the PTO Policy be tabled for further discussion.

Seconded: Clarence Thomas                                                   Motion:  Carried

NEW BUSINESS

Revised Job Description: Bookkeeper

Erin Brousseau, Human Resource Specialist, presented a revised job description for Bookkeeper.  James Reickhoff moved

THAT the revised Bookkeeper job description be approved as recommended.

Carlos Esteves seconded                                                        Motion carried

 

Questions and Information from Board, Staff, and Guests

ADJOURNMENT

The meeting was adjourned by Janice E. Dean at 7:00 p.m.

The next regularly scheduled meeting of the Board of Trustees is August 15, 2017, at 5:30 p.m. at the Dunlap Branch Library, 58485 County Road 13, Elkhart, IN.

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Board Meeting Minutes 2017 06

Administrator : July 21, 2017 11:29 am : Board Minutes

 

The regular meeting of the Board of Trustees of the Elkhart Public Library was held June 20, 2017, at the Main Library and called to order at 5:32 p.m. by Janice E. Dean, President.

 

ROLL CALL & INTRODUCTION OF GUESTS

Members present:   Brian Byrn, Mary E. Davis, Janice E. Dean, Jennifer Nielsen and Clarence Thomas.  Renee’ Cocanower and Carlos Esteves 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; Jeanne Glanders, Popular Materials Department Head; Marianne Kruppa, Circulation Department Head; Allison McLean, Young People’s Services Department Head; Donna Mitschelen, Osolo Branch Supervisor; Chuck Pieri, Branch YPS Librarian; Jim Reynolds, Facilities Department Head; Rachel Rice, Outreach Services Department Head; Gwen Robison, Support Services Assistant Director; Mary Beth Schlabach, Reference Services Department Head; Mark Van Lummel, Technical Services Department Head; Trevor Wendzonka, Marketing and Public Relations Manager.

 

Guests: Judge James W. Rieckhoff (retired, Elkhart Superior Court) and former Elkhart Public Library trustee.  Melissa Burkhead, Elkhart resident.

CONSENT AGENDA

The consent agenda was presented.  There being no objections, Brian Byrn moved

THAT the Consent Agenda be adopted; and that recommended investments and corporate resolution authorizing new signers for bank accounts be approved.

Jennifer Nielsen seconded                                                      Motion: Carried.

PRESIDENT’S BUSINESS

EPL Board Member Appointments

Janice E. Dean announced the appointment of Judge James W. Rieckhoff (retired) by the Elkhart County Council as replacement for Brian Byrn.   Judge Rieckhoff’s first term begins July 1, 2017 and will run through June 30, 2021.

She also announced that the Elkhart County Board of Commissioners reappointed Jennifer Nielsen to a second term effective July 1, 2017 through June 20, 2021.

Both James Rieckhoff and Jennifer Nielsen took the oath of office.

Board Officer Nominations and Elections

Nominating committee chair, Jennifer Nielsen nominated the following for Board officers for the period July 1, 2017 through June 30, 2018:

President                     Janice E. Dean

Vice President              Renee’ Cocanower

Secretary                     Jennifer Nielsen

Treasurer                     Jane A. Garoutte (EPL Business Manager/non-Board member)

Janice E. Dean, President, called for a vote to elect the slate as presented.  The vote was unanimous.

Board packet distribution timing

Janice E. Dean reported that Carlos Esteves had suggested additional time to read materials under consideration for Board action.  The Board agreed that would be beneficial.  It was therefore decided that Administration would send the packet in stages.  The Director’s report and those items requiring action would be sent by the Wednesday before each Board meeting, two days earlier than current practice.   It is understood that certain financial reports will be sent separately, no later than the Friday before the Board meeting.

Retiree Recognition

Janice E. Dean expressed the Board’s thanks and appreciation of the long years of service for two staff retiring at the end of May.  Sue Lantz, Dunlap Branch Supervisor was with the library for 17  years and five months.  Marta (Moxie) Robinson, Marketing Department Clerk retires with 23 years and five months of service.

 

DIRECTOR’S REPORT

Department Report

Allison McLean, Young People’s Services Department Head reported that EPL was one of 75 U.S. public libraries selected to receive resources, training and support through NASA@My Library, a STEAM education initiative that will increase and enhance STEAM learning opportunities for library patrons throughout the nation, including geographic areas and populations currently underserved in STEAM education.  She described STEAM as an educational approach to learning that uses Science, Technology, Engineering, the Arts and Mathematics as access points for guiding student inquiry, dialogue, and critical thinking. The end results are students who take thoughtful risks, engage in experiential learning, persist in problem-solving, embrace collaboration, and work through the creative process. These are the innovators, educators, leaders, and learners of the 21st century.

In addition, two Tinkerlab kits were purchased by the Friends of EPL and have been well received.  The ‘Hour of Code’ program held last December was attended by 14 children.  An eight-week coding course for kids ages 8 – 12 years is being planned for this fall.

UNFINISHED BUSINESS

PTO Policy Revision

PTO [Paid Time Off] Policy which will replace the PTO [Paid Time Off] Policy dated January 1, 2017, was taken up again.  Under the leadership of Erin Brousseau, a task force proposed the second set of revisions to EPL’s PTO Policy.  (The first set of revisions was adopted in December 2016 and effective January 2017.)  Task force members are Diana Gill, Lorene Harneck Erica Moore, Laura Holland, Debbie Lynn and Board members Renee’ Cocanower, Mary E. Davis (2016), and Jennifer Nielsen (2017).

The Management Advisory Council made six recommendations to the Task Force.  These were incorporated in the policy as presented to the Board at the May 17 meeting.

A Board committee consisting of Mary E. Davis, Janice E. Dean, and Renee’ Cocanower met June 12 to discuss the policy as presented along with the re-wording and technical suggestions made by an attorney consulted by management.  The committee agreed with those changes and the technical revision was approved by the Board as moved by Mary E. Davis and seconded by Brian Byrn.

The committee had four additional substantive changes it recommended to the Board as presented by Mary E. Davis, who verbally outlined and explained them as follows:

  1. Item B. 1. Defining “family” for the purpose of using sick time: Omit “siblings” and “grandparents” from the list.
  2. Item C. 1. Category A. Number of personal days per year (for full-time staff): Change to 2 or 3 days.
  3. Item C. 1. Category B. Personal time for part-time employees: Eliminate personal time for employees working less than 30 hours per week. (Retain pro-rated PTO for medical reasons for part-time employees working 20 hours or more per week.).
  4. Item C. 4. a. Carryover of medical hours from one benefit year to the next: Change from 80 hours to 40 hours, with the remainder going into the employee’s Long Term Sick Bank.

The Board consentsually agreed to consider these changes at the July Board meeting.  No further action was taken.

NEW BUSINESS

New Job Description: New Media Marketing Specialist

Erin Brousseau, Human Resource Specialist, presented a job description for a new position in the Marketing Department that will replace the Clerk position held by Moxie Robinson (retired).  Clarence Thomas moved

THAT the job description for New Media Marketing Specialist be approved as recommended.

Jennifer Nielsen seconded                                                                  Motion carried

Questions and Information from Board, Staff, and Guests

ADJOURNMENT

The meeting was adjourned by Janice E. Dean at 7:00 p.m.

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

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Board Meeting Minutes 2017 05

Administrator : June 16, 2017 11:50 am : Board Minutes

The regular meeting of the Board of Trustees of the Elkhart Public Library was held May 16, 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 Jennifer Nielsen.  Brian Byrn and Clarence Thomas were unable to attend.

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

Staff present:  Erin Brousseau, Human Resource Generalist; Sue Eller, Cleveland Branch Supervisor; Kevin Kilmer, Branch Operations Manager; Marianne Kruppa, Circulation Department Head; Maureen Meagher, Pierre Moran Branch Supervisor; Donna Mitschelen, Osolo Branch Manager; Chuck Pieri, Branch YPS Librarian; Trevor Wendzonka, Marketing and Public Relations Manager.

Guest: Judge James W. Rieckhoff (retired, Elkhart Superior Court) and former Elkhart Public Library trustee.

 

CONSENT AGENDA

The consent agenda was presented.  There being no objections, Carlos Esteves move

THAT the Consent Agenda be adopted as presented including approval of investments as recommended.

Mary E. Davis seconded                                              Motion: Carried.

 

PRESIDENT’S BUSINESS

EPL Board candidates for recommendation to the County Council

Janice E. Dean reported that she, Renee’ Cocanower, Vice President and Lisa Guedea Carreño, Director reviewed the list of names of individuals who had been suggested or had shown an interest in serving on the Library board.  Interest forms for two individuals were included in board packet.  The Board agreed that both names should be submitted to the Elkhart County Council as recommendation to appoint a replacement for Brian Byrn.   Brian’s second term expires on June 30, 2017.

 

Board Treasurer Recommendation

Lisa Guedea Carreño, Director recommended that the Board or Trustees’ amend its bylaws to align with Ind. Code § 36-12-2-22.  This would allow the Treasurer position to be filled by an Elkhart Public Library staff member.  She further recommended that the Board elect the Business Manager to this position as of July 1, 2017.  She explained that this will assist EPL in complying with internal controls standards without duplicating efforts, and it is allowed by Indiana law.  Jennifer Nielsen moved

THAT the Board of Trustees of Elkhart Public Library bylaws, Article II. Members of the Library Board Section 6. Compensation be amended to read: “The Treasurer of the Board may be a member of the Board or a paid employee of the Library, per Ind. Code § 36-12-2-22.”

AND THAT Article IV. Officers by amended to read: “The President, Vic-President, and Secretary shall be members of the Library Board.  The Treasurer may be a member of the Library Board or a paid employee of the Library, pursuant to Ind. Code § 36-12-2-22.  The Library Board may fix the compensation of the non-Board (employee) Treasurer.  The Director of the Library is not eligible to be designated as Treasurer.

Carlos Esteves seconded                                                                    Motion: Carried

Appointment of Board Officer Nominating Committee

Janice E. Dean appointed Jennifer Nielsen and Carlos Esteves to nominate a slate of officers for the coming year: July 1, 2017 through June 30, 2018.

DIRECTOR’S REPORT

Lisa Guedea Carreño, Director, presented her report for the month of May.  She reviewed selected statistics for Goshen Public Library and Elkhart Public Library Resource Sharing Consortium.  She explained that items are delivered between Goshen and Elkhart three times per week, and presented graphs depicting the total number of items delivered between Goshen and Elkhart, along with checkouts by location and patron home library.

Banning Criteria

Lisa Guedea Carreño, Director reviewed the Code of Conduct policy and notice, along with criteria used by staff when determining the severity of the offense and the duration of a ban.

Department Report

Sue Eller, Cleveland Branch Supervisor read a poem written by Dunlap staff to honor volunteers.

UNFINISHED BUSINESS

Job Description Revision recommendation – Organization Wide Expectations

Lisa Guedea Carreño, Director, recommended that the language in EPL job descriptions be revised to include the expectation that all staff address or assist in addressing disruptive patron behavior or situations.     Renee Cocanower moved

 

THAT the changes to the organization-wide expectations in all job descriptions approved.

Clarence Thomas seconded                                                                Motion carried

NEW BUSINESS

Non-Resident Fee Resolution

 Lisa Guedea Carreño, Director proposed that pursuant to IC 36-12-2-25 the individual non-resident card fee be increased from $58.00 to $65.00, and the reduced fee for students and teachers from $25 to $30.00.  Renee’ Cocanower moved

THAT the non-resident fee is hereby set at $65.00 for individual non-resident card;

and $30.00 for a reduced-fee non-resident card for Indiana teachers and students,

effective May 17, 2017,

and that these fees will remain in effect until such time that the Library Board passes a new non-resident fee resolution.

Jennifer Nielsen seconded                                                                  Motion: carried

Fee Schedule Revision

Lisa Guedea Carreño, Director presented a revised fee schedule to reflect the new non-resident fee and addition of a note clarifying processing fees.  Mary E. Davis moved

THAT Fee Schedule be approved as revised.

Carlos Esteves seconded                                                                                Motion: carried

PTO Policy Revision (Paid Medical and Personal Leave Policy

Lisa Guedea Carreño, Director presented the Medical and Personal Leave Policy which will replace the previously named PTO [Paid Time Off] Policy dated January 1, 2017.  Under the leadership of Erin Brousseau, a task force has proposed the second set of revisions to EPL’s PTO Policy.  (The first set of revisions was adopted in December 2016 and effective January 2017.) Task force members are Diana Gill, Lorene Harneck Erica Moore, Laura Holland, Debbie Lynn and Board members Renee’ Cocanower, Mary E. Davis (2016), and Jennifer Nielsen (2017). The Management Advisory Council made six amendments to recommendations of the Task Force.  Those amendments have been incorporated into the proposed revision presented to the Board for consideration.

The policy changes are substantial, as they are aimed at reducing absenteeism at EPL. No action was taken as this was a first reading.

Questions and Information from Board, Staff, and Guests

ADJOURNMENT

The meeting was adjourned by Janice E. Dean at 6:35 p.m.

 

The next regularly scheduled meeting of the Board of Trustees is June 20, 2017, at 5:30 p.m. at the Main Library, 300 S. 2nd Street, Elkhart, IN.

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ELKHART PUBLIC LIBRARY
300 SOUTH SECOND STREET
ELKHART, IN 46516
(574) 522-5669
ADDITIONAL RESOURCES
ADMINISTRATION
EPL/GPL CONSORTIUM
FINANCIAL REPORT
FRIENDS OF EPL
GIFT PROGRAM
LIBRARY CARDS
LIBRARY FEES & POLICIES
STRATEGIC PLAN