Board Meeting Minutes

Board Meeting Minutes 2018 03

Administrator : April 18, 2018 11:19 am : Board Minutes, Elkhart Public Library

ROLL CALL & INTRODUCTION OF GUESTS

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

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

Staff present: Erin Brousseau, Human Resources Generalist; Susan Eller, Dunlap Branch Supervisor; Mary Ann Kempa, Cleveland Branch Supervisor; Kevin J. Kilmer, Assistant Director of Branch and Extension Services; Allison McLean, Young People’s Services Department Head; Donna Mitschelen, Osolo Branch Supervisor; Charles Pieri, Branch Young People’s Librarian; Jim Reynolds, Facilities Department Head; Gwen Robison, Assistant Director of Support Services; and Paula Watson, Administrative Clerk.

Guest present: Michael Jozwiak

REGULAR BOARD OF TRUSTEES MEETING

Regular Board of Trustees Meeting was called to order at 5:32 p.m. by Janice E. Dean

CONSENT AGENDA

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

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

James W. Rieckhoff seconded Motion: carried

PRESIDENT’S BUSINESS

Janice E. Dean, President, reported that Director’s Evaluation would be starting in April and would be done by Renee’ Cocanower and James W. Rieckhoff.

DIRECTOR’S REPORT

Lisa Guedea Carreño, Director, reported that she was pleased with the 14.4% increase in attendance at Library Programs in 2017.

Department Report

Donna Mitschelen, Osolo Branch Supervisor, reported on the success of Osolo’s Book Club. She explained the three steps they take in choosing books for the Club. She also reported on several other successful adult programs offered over the past year.

NEW BUSINESS

Job Description: Branch YPS Librarian

Lisa Guedea Carreño, Director, presented proposed revised Job Description for Branch YPS Librarian. Carlos A. Esteves moved

THAT the Job Description for Branch YPS Librarian be approved as presented.

Jennifer Nielsen seconded Motion: carried

Organization-Wide Expectations for Job Descriptions: Addition

Lisa Guedea Carreño, Director, presented a proposed addition to the Organization-Wide Expectations for Job Descriptions

Renee’ Cocanower moved

THAT the proposed addition to the Organization-Wide Expectations for Job Descriptions be approved as presented.

James W. Rieckhoff seconded Motion: carried

Questions and Information from Board, Staff, and Guests

Clarence Thomas thanked staff at all branches for always being so helpful. There was discussion about a book challenge by a patron. Renee shared that she had called Mary Beth Schlabach about the policy for handling challenged books. Lisa described the procedures and policy that are being followed with the current book challenge, for which staff is recommending the questioned book remain in the Library collection.

ADJOURNMENT

The regular Board meeting was adjourned by Janice E. Dean at 6:06 p.m.

The next regularly scheduled meeting of the Board of Trustees will be April 17, 2018, at Main Library, 300 S. 2nd Street, Elkhart, IN.

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Board Meeting Minutes 2017 12

Administrator : January 17, 2018 2:08 pm : Board Minutes

REGULAR BOARD OF TRUSTEES MEETING

ROLL CALL & INTRODUCTION OF GUESTS

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

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

Staff present: Linda Cary, Technical Services Clerk; Jeanne Glanders, Popular Materials Department Head; Marianne Kruppa, Circulation Department Head; Mark van Lummel, Technical Services Department Head; and Paula Watson, Administrative Clerk.

Regular Board of Trustees Meeting was called to order at 5:34 p.m. by Janice Dean.

CONSENT AGENDA

The consent agenda was presented.

There being no objections, James Rieckhoff moved

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

Carlos Esteves seconded Motion: carried

PRESIDENT’S BUSINESS

Janice Dean thanked everyone for a good year. The food baskets will be delivered to the branches on Wednesday, December 20, by Board Members.

DIRECTOR’S REPORT

Lisa Guedea Carreño, Director, presented her report for the month of December. Topics Lisa covered were Employee Insurance Benefits and Annual Compensation Increases.


Department Report

Mark van Lummel, Technical Services Department Head, reported on the many aspects of the Technical Services Department and how each phase affects the function of the Library.

UNFINISHED BUSINESS

Social Media Policy revision (second reading)

Lisa Guedea Carreño, Director presented the changes to this policy. James Rieckhoff moved

THAT the Social Media Policy be adopted as presented.

Mary Davis seconded Motion: carried

NEW BUSINESS

Child Abuse or Neglect Reporting Policy (first reading)

Lisa Guedea Carreño, Director, presented to the board a policy to provide guidance to employees and volunteers of the Library regarding their mandatory obligation to report suspected child abuse or neglect according to the law.

Clarence Thomas moved

THAT Child Abuse or Neglect Reporting Policy be approved as presented

Carlos Esteves seconded Motion: carried

2018 Board Meeting Schedule

Lisa Guedea Carreño, Director, presented the proposed Board Meeting Schedule for 2018.

Clarence Thomas moved

THAT there be an amendment to change the November meeting from November 20, 2018 to November 27, 2018.

James Rieckhoff seconded Motion: carried

2018 Holiday Closing Schedule

Lisa Guedea Carreño, Director, presented the 2018 Holiday Closing Schedule.

Jennifer Nielsen moved

THAT the 2018 Holiday Closing Schedule be approved as presented.

Mary Davis seconded Motion: carried

Annual Compensation Increases

Lisa Guedea Carreño, Director reviewed her recommendation for annual compensation increases included in her Director’s report.

Mary Davis moved

THAT annual compensation increase of 2% be awarded to eligible staff.

Jennifer Nielsen seconded Motion: carried

Questions and Information from Board, Staff, and Guests

James Rieckhoff spoke about Grants that are earmarked for children and available through Rotary.

ADJOURNMENT

The regular Board meeting was adjourned by Janice E. Dean at 7:17 p.m.

The next regularly scheduled meeting of the Board of Trustees will be January 16, 2018 at Main Library, 300 S. Second St., Elkhart, IN

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Board Meeting Minutes 2017 11

Administrator : December 20, 2017 11:42 am : Board Minutes

REGULAR BOARD OF TRUSTEES MEETING

ROLL CALL & INTRODUCTION OF GUESTS

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

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

Staff present: Erin Brousseau, Human Resource Generalist; Sue Eller, Dunlap Branch Supervisor; Kevin Kilmer, Branch Operations Manager; Marianne Kruppa, Circulation Department Head; Maureen Meagher, Pierre Moran Branch Supervisor, Trevor Wendzonka, Marketing and Public Relations Manager and Paula Watson, Administrative Clerk.

Guest present: Libby Eisele

Regular Board of Trustees Meeting was called to order at 5:58 p.m. by Janice Dean.

CONSENT AGENDA

The consent agenda was presented.

There being no objections, Mary Davis moved

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

Renee’ Cocanower seconded Motion: carried

PRESIDENT’S BUSINESS

Janice Dean had a public input request from Libby Eisele member of Friends of the EPL organization. Libby explained the Friends of EPL and how they help the library. Libby distributed membership forms to the board and encouraged them to become members.

Janice Dean announced that the board would be providing food baskets for the staff as holiday gifts.

DIRECTOR’S REPORT

Lisa Guedea Carreño, Director, presented her report for the month of November.

Department Report

Maureen Meagher, Pierre Moran Branch Supervisor, gave a photo presentation of activities occurring at Pierre Moran Branch demonstrating how they were accomplishing one of their Strategic Goals: Reaching Out. She shared ways in which the Pierre Moran Branch was being inclusive to their diverse community.

UNFINISHED BUSINESS

Service Animals and Pets Policy (second reading)

Policy was presented with two wording changes under C. Policy, items 5 & 6.

Mary Davis moved

THAT under C. Policy, item 5 would remain as “shall” and item 6 will be changed to “shall”

Clarence Thomas seconded Motion: carried

NEW BUSINESS

Proposal – Health Reimbursement Arrangement (HRA)

Lisa Guedea Carreño, Director, presented to the board a proposal that would recompense employees for unused PTO time due to the recent PTP Policy revision.

Renee’ Cocanower moved

THAT Elkhart Public Library establish Health Reimbursement Arrangement (HRA)

Mary Davis seconded Motion: carried

Internet Access Policy review/revision(first reading)

Lisa Guedea Carreño, Director, presented the Internet Access Policy. The state requires public libraries to review, and if necessary revise, their Internet Policy every year. The Technology Resources and Services committee has reviewed and recommended several minor changes.

Mary Davis moved

THAT the Internet Access policy be approved as presented.

Renee’ Cocanower seconded Motion: carried

Social Media Policy revision (first reading)

Lisa Guedea Carreño, Director, presented the Social Media Policy revision to bring it up to date with current social media practices. After discussion about terminology this will be brought back for a second reading.

Job Descriptions

Lisa Guedea Carreño, Director, presented the following job descriptions:

Assistant Director of Branch and Extension Services Job Description

Clarence Thomas moved approval.

Renee’ Cocanower seconded Motion: carried

Community Engagement Coordinator Job Description

Renee’Cocanower moved approval,

Mary Davis seconded Motion: carried

Facilities Coordinator Job Description

Mary Davis moved approval.

Clarence Thomas seconded Motion: carried

Page Job Description

Clarence Thomas moved approval.

Renee’ Cocanower seconded Motion: carried

Questions and Information from Board, Staff, and Guests

ADJOURNMENT

The regular Board meeting was adjourned by Janice E. Dean at 6:50 p.m.

The next regularly scheduled meeting of the Board of Trustees will be December 19, 2017 at Main Library, 300 S. Second St., Elkhart, IN

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Board Meeting Minutes 2017 10

Administrator : November 24, 2017 12:31 pm : Board Minutes

EXECUTIVE SESSION

The Board met 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 5:00 p.m. to 5:30 p.m.

 

BUDGET ADOPTION MEETING

 

ROLL CALL & INTRODUCTION OF GUESTS

Members present: Janice E. Dean, Carlos Esteves, Jennifer Nielsen, James W. Rieckhoff and Clarence Thomas.  Renee’ Cocanower and Mary Davis were 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;  Rachel Rice, Outreach Services Department Head; Mary Beth Schlabach, Reference Services Department Head; Trevor Wendzonka, Marketing and Public Relations Manager; Paula Watson, Administrative Clerk: and Jill Yoder, Circulation Clerk.

 

The Budget Adoption Meeting was called to order at 5:30 p.m. by Janice Dean. There were no questions or comments

 

James Rieckhoff moved

THAT the Budget be adopted as presented.

Clarence Thomas seconded                                                                Motion:  Carried

 

REGULAR BOARD OF TRUSTEES MEETING

ROLL CALL & INTRODUCTION OF GUESTS

Members present: Janice E. Dean, Carlos Esteves, Jennifer Nielsen, James W. Rieckhoff and Clarence Thomas.  Renee’ Cocanower and Mary Davis were 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;  Rachel Rice, Outreach Services Department Head; Mary Beth Schlabach, Reference Services Department Head; Trevor Wendzonka, Marketing and Public Relations Manager; Paula Watson, Administrative Clerk; and Jill Yoder, Circulation Clerk.

Regular Board of Trustees Meeting was called to order at 5:35 p.m. by Janice Dean.

 

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

 

PRESIDENT’S BUSINESS

Janice Dean announced that Oct. 15-21 was National Friends of Libraries Week.  She presented a resolution recognizing the Friends of the Elkhart Public Library for their hard work and dedication, which was signed by the Board members present and will be given to the Friends for the meeting the following evening.

 

DIRECTOR’S REPORT

Lisa Guedea Carreño, Director, presented her report for the month of October. She presented and reviewed Reference Department statistics. Services reviewed were general reference assistance, obituaries, local history requests and interlibrary loans.

 

Department Report

Erin Brousseau, Human Resource Generalist demonstrated how Paylocity has improved our payroll and time keeping system.  Besides being a significant savings over the previous payroll provider, ADP, Paylocity’s additional functionality has been invaluable.  Paylocity has automated the time-keeping process from paper, handwritten timecards to online punches allowed on kiosks, computers and smart phones.  Managers and HR approve recorded punches and no longer are required to manually add timecards, thereby saving hours of work time on many levels.

 

UNFINISHED BUSINESS

 

NEW BUSINESS

 

Blanket Resolution – 1782 Notice Response 

 

Lisa Guedea Carreño, Director, presented to the board a resolution giving the Director and Business Manager the authority to make current year reductions as necessary, when appropriations have un-obligated balances at year end.

James Rieckhoff moved

THAT Blanket Resolution – 1782 Notice be adopted.

Jennifer Nielsen seconded                                                                  Motion:  carried

 

Public Telephone Use Policy (first reading)

Lisa Guedea Carreño, Director, presented the Public Telephone Use Policy.  This policy defines acceptable use of departmental telephones by patrons, made necessary by the absence of public pay telephones, and documents current practice.

Jennifer Nielsen moved

THAT the Public Telephone Use policy be approved as presented.

James Rieckhoff seconded                                                                             Motion:  carried

 

Service Animals and Pets Policy (first reading)

Lisa Guedea Carreño, Director, presented the Service Animals and Pets Policy which provides guidance to staff regarding accommodating individuals with service animals in compliance with applicable law.

James Rieckhoff moved

THAT the service animal and pets policy be tabled for further discussion.

Jennifer Nielsen seconded                                                                  Motion: was tabled

 

Proposed Staffing changes

Lisa Guedea Carreño, Director, proposed the following changes:

  1. Change the salary grade of Facilities Coordinator from 10 to 9.

James Rieckhoff moved approval.

Jennifer Nielsen seconded                                                      Motion:  carried

 

  1. Create new position of Community Engagement Coordinator in Marketing & Public Relations department with 10 Circulation Desk hours per week. The new position would be filled internally and would be responsible for coordinating the library’s representation at community events; overseeing displays on the first floor of library; managing the use of Library’s meeting rooms; keeping community calendars up to date; and functioning as a liaison with external groups.

Clarence Thomas moved approval,

James Rieckhoff seconded                                                     Motion:  carried

 

  1. Change the Branch Operations Manager to Assistant Director for Branch and Extension Services. This position will continue to oversee the Branches, and will also take on the oversight of the Outreach Department, which will be renamed Extension Services.

Jennifer Nielsen moved approval.

James Rieckhoff seconded                                                     Motion:  carried

 

  1. Change the salary grade of Human Resource Generalist from 5 to 4

Clarence Thomas moved approval.

Jennifer Nielsen seconded                                                      Motion:  carried

 

  1. Change the salary grade of the Business Manager/Treasurer from 4 to 3.

James Rieckhoff moved approval.

Clarence Thomas seconded                                                    Motion:  carried

 

Closing Hours Wednesday before Thanksgiving at Main Library

Lisa Guedea Carreño, Director, proposed that the Main Library close at 6:00 p.m. instead of 8:00 p.m.

James Rieckhoff moved

THAT Main Library close at 6:00 p.m. instead of 8:00 p.m. on the Wednesday before Thanksgiving.

Clarence Thomas seconded                                                                Motion:  carried

 

Questions and Information from Board, Staff, and Guests

James Rieckhoff spoke about his thorough tour of the Library provided by Lisa Guedea Carreño, Director.  Two staff members thanked the board for the earlier closing hours on the Wednesday before Thanksgiving.

 

ADJOURNMENT

The regular Board meeting was adjourned by Janice E. Dean at 7:05 p.m.

The next regularly scheduled meeting of the Board of Trustees will be November 21, 2017 at Pierre Moran Branch, 2400 Benham Avenue, Elkhart, IN.

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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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ELKHART PUBLIC LIBRARY
300 SOUTH SECOND STREET
ELKHART, IN 46516
(574) 522-5669
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