Board Meeting Minutes

Board Meeting Minutes 2018 8

Administrator : September 20, 2018 12:24 pm : Board Minutes

ROLL CALL & INTRODUCTION OF GUESTS

Members present: Janice E. Dean, Carlos A. Esteves, Jennifer Nielsen, James W. Rieckhoff, Laura Steffen, Clarence W. Thomas and Michael Wagner.

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

Staff present: Deb Bloom, Circulation Department Head; Sue 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; Mary Beth Schlabach, Assistant Director of Public Services; Paula Watson, Administrative Clerk; Trevor Wendzonka, Marketing and Public Relations Manager.

Guests: Ganesh DeSilva

REGULAR BOARD OF TRUSTEES MEETING

Regular Board of Trustees Meeting was called to order at 5:33 p.m. by Janice E. Dean.

CONSENT AGENDA

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

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

Carlos A. Esteves seconded Motion: carried

PRESIDENT’S BUSINESS

Janice E. Dean, President, commented that she was pleased the RFID tagging has been completed and that the Summer Reading program was awesome.

DIRECTOR’S REPORT

Lisa Guedea Carreño, Director, presented her report. Lisa reported that we are in the final weeks of the strategic planning process. Lisa stated that in addition to measurable objectives in response to community needs and goals, state standards require us to include or address additional items, such as Assessment of facilities, services, technology and operations. Lisa shared several graphs of data that comprised this requirement in part. She said she hopes to have a draft of the entire Strategic Plan to present to the board at the September meeting.

Department Report

Jarret Mitchell, Pierre Moran Branch Supervisor, talked about being new to his position as Pierre Moran Branch Supervisor. He stated that he is getting to know his staff and the patrons. Jarret told us how he hit the ground running when he started at Pierre Moran by making slime with over 100 children on his first day. To demonstrate how slime is made, Jarret provided the ingredients for Board members to make their own slime product.

NEW BUSINESS

Draft 2019 Budget

Jane A. Garoutte, Business Manager/Treasurer, presented the 2019 draft budget. She reported that this budget estimate includes:
• Allowance for 2% salary increases
• Allowance for 10% increase in the employer’s share of insurance benefits
• Input from Department Heads and Assistant Directors

The Business Manager reported that at the Budget Workshop on Tuesday, August 7, the DLGF (Department of Local Government Finance) representative provided tax revenue estimates to be used in the 2019 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 as of June 30, 2018. She also provided DLGF with expenditure estimates for the last 6 months of 2018 and all of 2019 (budget estimate). She reported that the 2019 growth quotient of 3.4%, limits the total advertised budget for both funds to no more than ,989,966: Debt Service Fund 4,595 and Operating Fund, ,689,274. The advertised Operating Fund budget, including circuit breaker credits of ,186,844, will be ,876,118.

The next step in the process will be entering the budget to the Indiana Government Online Gateway and submitting Budget Form 3 – Notice to Taxpayers by September 8, 2018, which will include the following dates, times and place:

• 2019 Budget public hearing will be held on September 18th at 5:30 p.m. at Main Library, prior to the regularly scheduled Board meeting.
• 2019 Budget adoption meeting will be held during the regularly-scheduled Board meeting on October 16th at 5:30 p.m. at the Main Library

Policy: Visitors Policy

Lisa Guedea Carreño, Director, presented a new Visitors Policy which documents the Library’s Policy on both personal and work-related visitors. James W. Rieckhoff moved

THAT the Visitors Policy be approved as presented.

Laura Steffen seconded Motion: carried

Questions and Information from Board, Staff, and Guests

Ganesh DeSilva spoke about the benefits of solar panels to help offset rising utility costs. He wanted permission to explore the opportunities this would provide for the library. After questions from two board members the board requested that he submit a written proposal to the Library Director.

ADJOURNMENT

The regular Board meeting was adjourned by Janice E. Dean at 7:13 pm.

The next regularly scheduled meeting of the Board of Trustees will be September 18, 2018 at Main Library, Elkhart, IN. The regular Board of Trustees meeting would be preceded by a Budget Hearing.

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Board Meeting Minutes 2018 08

Administrator : August 23, 2018 11:15 am : Board Minutes

ROLL CALL & INTRODUCTION OF GUESTS

Members present: Janice E. Dean, Carlos A. Esteves, Jennifer Nielsen, Laura Steffen, Clarence W. Thomas and Michael Wagner. James W. Rieckhoff was unable to attend.

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

Staff present: Susan Eller, Dunlap Branch Supervisor; Laura Holland, Osolo Branch Clerk-Key Holder; Sam Householder, New Media Marketing Specialist; Kevin J. Kilmer, Assistant Director of Branch and Extension Services; Annette Long, Extension Services Clerk; Rachel Rice, Extension Services Department Head; Gwen Robison, Assistant Director of Support Services; Mary Beth Schlabach, Assistant Director of Public Services; Mark van Lummel, Technical Services Department Head; Paula Watson, Administrative Clerk; Trevor Wendzonka, Marketing and Public Relations Manager.

Guests: Jen Pendleton and Edwin Avilo

REGULAR BOARD OF TRUSTEES MEETING

Regular Board of Trustees Meeting was called to order at 5:30 p.m. by Janice E. Dean.

CONSENT AGENDA

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

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

Jennifer Nielsen seconded Motion: carried

PRESIDENT’S BUSINESS

EPL Board Member Appointments

Janice E. Dean announced the appointment of Michael Wagner by Concord Community Schools as replacement for Renee’ Cocanower. Michael Wagner’s first term began July 1, 2018 and will run through June 30, 2022.

Janice E. Dean announced the appointment of Laura Steffen by Elkhart County Commissioners as replacement for Mary E. Davis. Laura Steffen’s first term began July 1, 2018 and will run through June 30, 2022.

Both Michael Wagner and Laura Steffen took the oath of office.

STRATEGIC PLANNING UPDATE

Lisa Guedea Carreño, Director, introduced Jen Pendleton from Aly Sterling Philanthropy. Jen reported on the status of Strategic Planning. She went over five draft goals the committee is working on. It is anticipated that they will present a draft plan of the key components to the Board at the August meeting.

DIRECTOR’S REPORT

Lisa Guedea Carreño, Director, presented her report. Lisa reported the Budget planning has started. Lisa Guedea Carreño, Director and Jane A. Garoutte, Business Manager/Treasurer plan to have a draft budget for the Board to review at the August Board Meeting.

Department Report

Annette Long, Clerk Extension Services, presented a slide show of all the functions of the Extension Services Department. Annette highlighted the mobile library, daycare visits, nursing home visits and home visits for patrons unable to get to the library. Extension Services takes the Library to the community.

NEW BUSINESS

Job Description: Circulation Assistant

Lisa Guedea Carreño, Director, presented the proposed Job Description for new position of Circulation Assistant. Jennifer Nielsen moved

THAT the Job Description for Circulation Assistant be approved as presented.

Carlos A. Esteves seconded Motion: carried

Policy: Employment of Minors

Lisa Guedea Carreño, Director, presented a new Employment of Minors Policy, which documents the Library’s compliance with practice and state and federal law. Clarence W. Thomas moved

THAT the Employment of Minors Policy be approved as presented.

Michael Wagner seconded Motion: carried

Policy: I-9 Compliance

Lisa Guedea Carreño, Director, presented a new I-9 Compliance Policy, documenting current practice according to state and federal law. Laura Steffen moved

THAT the I-9 Compliance Policy be approved as presented.

Clarence W. Thomas seconded Motion: carried

Resolution: Commitment to join Indiana State Library Consortium

Lisa Guedea Carreño, Director, presented the commitment to join Indiana State Library Consortium Resolution for participation in e-rate funding. Carlos A. Esteves moved

THAT the Commitment to join Indiana State Library Consortium be approved as presented

Jennifer Nielsen seconded Motion: carried

2nd Quarter PLAC Report

Jane A. Garoutte, Business Manager/Treasurer, presented the 2nd Quarter PLAC report for informational purposes. Report will be signed and sent to the state as required.

Questions and Information from Board, Staff, and Guests

ADJOURNMENT

The regular Board meeting was adjourned by Janice E. Dean at 6:27 pm.

The next regularly scheduled meeting of the Board of Trustees will be August 21, 2018 at Pierre Moran Branch, Elkhart, IN.

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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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ELKHART PUBLIC LIBRARY
300 SOUTH SECOND STREET
ELKHART, IN 46516
(574) 522-5669
ADDITIONAL RESOURCES
ADMINISTRATION
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STRATEGIC PLAN