Board Meeting Minutes

Board Meeting Minutes 2016 11

Administrator : May 18, 2017 4:10 pm : Board Minutes

The regular meeting of the Board of Trustees of the Elkhart Public Library was held November 15, 2016, at the Dunlap Branch Library and called to order at 5:48 p.m. by Renee Cocanower, Vice President.

ROLL CALL & INTRODUCTION OF GUESTS

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

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

Staff present: Erin Brousseau, Human Resource Generalist; Sue Eller, Cleveland Branch Supervisor; Diana M. Gill, Computer Services Department Head; Sue Lantz, Dunlap Branch Supervisor; Allison McLean, Young People’s Services Department Head; Maureen Meagher, Pierre Moran Branch Supervisor; Mary Beth Schlabach, Reference Services Department Head; Sheila Urwiler, Assistant Director, Public Services and Mark Van Lummel, Technical Services, Department Head.

CONSENT AGENDA

The consent agenda was presented. There being no objections, Mary E. Davis moved

THAT the Consent Agenda be adopted as presented.

Jennifer Nielsen seconded Motion: Carried.

PRESIDENT’S BUSINESS

Renee Cocanower, Vice President, reminded the Board that each year in December the Board purchases a thank-you gift for library staff. A Board member will be asked to organize this project.

DIRECTOR’S REPORT

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

Erin Brousseau, Human Resource Generalist, reported on the progress made by the Paid Time Off (PTO) review task force. She explained the intention to divide the policy revision into two phases: 1) Usage rules including specific definitions of what constitutes acceptable use of PTO and 2) PTO earnings and maximum accumulation.

The task force will present MAC with a policy revision to cover the usage rules. MAC will send their recommendation to the Board in advance in the hopes that the Board will be prepared to act upon this revision at the December Board meeting. The task force is hopeful that the second phase of the policy revisions will be ready for Board consideration in early 2017.

Sheila Urwiler, Assistant Director Public Services, reported that tasked to evaluate the EPL programming initiatives, she has instituted the use of Public Library Association’s Project Outcome, a free toolkit designed to help public libraries understand and share the true impact of essential library services and programs. The Project provides simple surveys and an easy-to-use process for measuring and analyzing outcomes. Project Outcome also provides libraries with the resources and training support needed to apply their results and confidently advocate for their library’s future. Not sure what PLA stands for… shortened the sentence, too

Shelia shared the results of several surveys given to attendees of EPL programs over the past couple of months, reporting that the goal is for more deliberate planning for programming system-wide. Development of planning and evaluation tools for staff is in the works, including improved tools for reporting attendance more consistently, tracking and reporting direct and indirect costs, as well as calculating return on investment for each program.

Department Report

Sue Lantz, Dunlap Branch Supervisor, reported on the recent programs and activities at Dunlap Branch.

UNFINISHED BUSINESS

There was no unfinished business.

NEW BUSINESS

Revision to Organization-Wide Expectations contained in all job descriptions (first reading)

The Director recommended a revision to the organization-wide expectations contained in all job descriptions. Item #2 was changed to read: “Exhibits welcoming, helpful, positive and friendly behavior to all patrons, staff and guests at all times in all communications formats (verbal and non-verbal).” This being the first reading, no action was taken.

Library Card Policy revision (first reading)

The Director presented the Library Card Policy revision recommended by the Management Advisory Council. Current policy prohibits patrons from checking out items or using services otherwise limited to registered library users without showing their library card or digital record of same. Currently, patrons are given the option to purchase a new library card at a cost of $1.00. She noted that exceptions are made inconsistently, and this revision is an attempt to establish standard practices across locations and staff.

The recommended revision will allow patrons to use alternative identification in lieu of a library card once in a 30 day period. She noted that this already a part of the Goshen Public Library policy. Mary E. Davis moved

THAT the Library Card Policy be approved as presented.

Carlos Esteves seconded Motion: carried

Meeting Room Policy revision (first reading)

The Director presented the Meeting Room Policy revision approved by MAC. She reviewed the recommended changes to availability and acceptable use, section C. 1., noting that the main change was under item b. which defines the types of organizations eligible to use EPL meeting rooms. This being a first reading, no action was taken.

2017 Wage Increase

The Director presented charts showing cost-of-living wage increases awarded EPL staff compared to Consumer Price Index (Inflation Rate) provided by the US Bureau of Labor Statistics for the years 2004-2015. She noted that for years 2004-2012, eligible EPL employees received a 3% step increase in addition to a cost-of-living increase. A wage and salary study was conducted in 2012. As part of the 2013 reorganization, the salary schedule was revised to eliminate automatic step increases, and the wages paid to some positions were adjusted. Since that time, budget constraints and cost-of-living changes have been the primary considerations for awarding increases.

At this time, the Director recommended a 2% wage and salary increase for eligible staff effective December 25, 2016, payable on the first pay date in 2017 ( January 12). She indicated that the wages for several positions are currently under review, and she anticipates that adjustments to the salary schedule will be recommended soon. Jennifer Nielsen moved

THAT wages and salaries be increased by 2% for eligible staff for 2017, and

THAT this increase be effective December 25, 2016, payable January 12, 2017.

Mary E. Davis seconded Motion: carried

December holiday gathering for Staff, Board and Friends of the EPL

The Director reported that Administration would like to host a holiday gathering for all staff, Board and Friends of the Library in December or January, probably at the Main Library. She asked the Board’s approval to close at 4 p.m. one day for this purpose. Once the date is set, she will ensure that the public is notified at least one week in advance. Mary E. Davis moved

THAT the Director be authorized to close all library locations at 4 p.m. for the purpose of holding an all-staff gathering, provided the public is notified at least a week in advance.

Jennifer Nielsen seconded Motion: carried

Questions and Information from Board, Staff, and Guests

ADJOURNMENT

The meeting was adjourned by consensus at 7:06 p.m.

The next regularly scheduled meeting of the Board of Trustees is December 20, 2016, at 5:30 p.m. at the Pierre Moran Branch, 2400 Benham Avenue, Elkhart, IN.

____________________________
Mary E. Davis, Secretary

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Board Meeting Minutes 2016 01

Administrator : May 18, 2017 4:08 pm : Board Minutes

BOARD OF FINANCE MEETING

The meeting of the Board of Finance of Elkhart Public Library was held January 19, 2016, on the 4th floor of the Main Library Annex and called to order at 5:34 p.m. by Janice E. Dean, President. The Board of Finance generally elected the president and secretary of the Board of Trustees as president and secretary of the Board of Finance. The Board of Finance reviewed the Investment Policy and the Report of Investments. There being no further questions, Brian Byrn moved

THAT the Board of Finance elect Janice E. Dean as president and Mary E. Davis as secretary for fiscal year 2016.officers as recommended, approve the Investment Policy and Report of Investments as presented

AND THAT the meeting be adjourned.

Jennifer Nielsen seconded Motion: Carried

ROLL CALL & INTRODUCTION OF GUESTS

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

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

Staff present: Marsha Eilers, Assistant Director, Public Services; Sue Eller, Cleveland Branch Coordinator; Jeanne Glanders, Department Head, Popular Materials; Chris Hunsberger, Graphic Artist; Kevin Kilmer, Branch Operations Manager; Tony Martinez, Pierre Moran Branch Coordinator; Donna Mitschelen, Osolo Branch Coordinator; Jim Reynolds, Facilities Supervisor; and Rachel Rice, Outreach Department Head.

The regular meeting of the Board of Trustees of Elkhart Public Library was called to order by Janice E. Dean, President, at 5:40 p.m.

CONSENT AGENDA

The consent agenda, including 2015 Annual Financial Report and resolution to pay bills between Board meetings, was reviewed. There being no objections Brian Byrn moved

THAT the Consent Agenda be adopted as presented.

Carlos Esteves seconded Motion: Carried.

PRESIDENT’S BUSINESS

President Janice E. Dean thanked the Director and staff for inviting the Board to the holiday gathering in December. Also, she encouraged Board members to attend the upcoming Vibrant Communities meeting sponsored by the Chamber of Commerce.

DIRECTOR’S REPORT

Additional Items to Director’s Notes

Jeanne Glanders, Department Head, Popular Materials reported that adult programming is limited at the Main Library until the construction project is complete in late summer or early fall. Plans have begun for a collaborative program in celebration of the completion of the renovations, at which the Library will host a screening of “Love Between the Covers,” a full-length documentary on the romance fiction industry. Several national romance novelists will be invited to come meet and greet fans. EPL recently received the 2016 Romance Writers of America Library Grant from the Public Library Association. The grant is designed to provide a public library the opportunity to build or expand its romance fiction collection and/or host romance fiction programming. The grant consists of $4,500 to be used toward the purchase of romance fiction, author honorariums and travel expenses, and other applicable program expenses.

UNFINISHED BUSINESS

Phase II Renovations

Lisa Guedea Carreño, Director reported that the asbestos remediation is complete and that post-abatement air tests are clear. Although some phasing is still required on the construction project, it has been possible for the contractors to work on certain phases simultaneously after relocating Technical Services out of the basement and into the annex. The elevator has yet to be ordered, but construction of the new circulation desk area is underway.

Job Description Revision – Clerk Outreach

Erin Wagner, Human Resource Generalist presented a revised job description for the position of Clerk, Outreach. This being the second reading, and there being no objections, Mary E. Davis moved

THAT the job description for Clerk – Outreach be approved as presented.

Clarence Thomas seconded Motion: Carried

NEW BUSINESS

Outreach and Delivery Vehicles

The Director explained the need to replace the delivery 2002 GMC Box Truck used for deliveries, and the need for an Outreach vehicle. Jim Reynolds, Head of Facilities and Rachel Rice, Head of Outreach, were instrumental in researching available vehicles and features, and assessing and identifying the Library transportation needs. They recommended similar Ford 250 Transit vans, outfitted with heavy duty lifts and shelving. The facilities delivery van will have an extended bed and high roof, while the van for Outreach will be standard length with a medium roof, still allowing staff to stand inside. The Outreach van will have a removable jump seat to provide seating for multiple staff members. Chris Hunsberger, Graphic Artist, presented preliminary vehicle wrap designs for the Board’s feedback. There being no further questions, the Board affirmed the pending purchase of both vans.

Branch Supervisory Structure

The Director presented background information regarding the supervisory structure at the branches. She explained that the current arrangement of a Branch Operations Manager and four Branch Coordinators with no supervisory responsibilities or management authority, created as part of the 2012 reorganization, has proven to be problematic. She recommended that the position Branch Coordinator be changed to Branch Supervisor, adding direct supervisory duties and requirements. She recommended also moving the new position from salary grade 8 to grade 7, effectively providing an increase in salary to reflect the addition of these responsibilities.

Additional supervisory and management training will be provided, and each branch will be authorized up to ten additional clerical (desk) hours per week, to allow supervisors time for these new duties. She explained that the additional personnel and benefits cost related to this change was budgeted as part of strategic plan initiatives in Personal Services. There being no further questions, the Board approved the change in structure. A new job description will be presented for approval before these changes are finalized, sometime in the first half of 2016.

Movie Screening Policy

Lisa Guedea Carreño, Director presented a proposed policy documenting present practice with regard to selection and showing of movies at EPL. The Board requested some language and structure changes and requested that a revision be brought back to the next meeting.

Statistical & Board Reports for 2016

The Director reported the need to update how statistics are collected and reported to the Board. She discussed the types of stats that are required by various agencies for annual report purposes and asked the Board for their thoughts on what parts of the existing monthly statistics they found most helpful, or least useful. The Board agreed that reports showing trends in the number of patrons served, circulation, reference, and program statistics were important, but perhaps not in the same detail as has been reported in the past, and that quarterly reports would be sufficient.

TCU Bank Account Corporate Resolution – New Checking for Bond Funds

Jane A. Garoutte presented bank signature card and bank resolution authorized signers for new commercial, interest bearing checking account at Teachers Credit Union. As per statute, the Treasurer is the only authorized check signer. The Board further authorized the President, Director, and Business Manager to open or close this account.

There being no further questions, the resolution was approved by the Board. The resolution authorizes the establishment of the new checking account, to be referred to as “Bond Fund Checking,” and authorizes the Treasurer, President, Director and Business Manager to open or close said account; in addition, it authorizes the Business Manager and Bookkeeper to make online transfers from this account to the Regular Commercial Checking account at TCU.

PLAC Report

The Public Library Access Card (PLAC) report for the 4th quarter of 2015 was presented. No PLAC cards were sold during the period. The President signed the report for submission.

Questions and Information from Board, Staff, and Guests

ADJOURNMENT

The meeting was adjourned by consensus at 8:05 p.m.

The next regularly scheduled meeting of the Board of Trustees is February 16, 2016, at 5:30 p.m. at the Osolo Branch Library, 3429 East Bristol Street, Elkhart, IN.

____________________________
Mary E. Davis, Secretary

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Board Meeting Minutes 2016 10

Administrator : November 18, 2016 3:34 pm : Board Minutes

 

BUDGET ADOPTION MEETING

 

A special budget adoption meeting of the Board of Trustees of the Elkhart Public Library was held October 18, 2016, at the Main Library and called to order at 5:33 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. Brian Byrn was unable to attend.

 

Others present: Lisa Guedea Carreño, Director, Jane A. Garoutte, Business Manager; Gayle Windsor, Friends of the Elkhart Public Library Secretary-Treasurer; Franklin Stoll, Friends of the Elkhart Public Library.

 

Staff present:  Erin Brousseau, Human Resource Generalist; Kevin K. Kilmer, Branch Operations Manager; Marianne Kruppa, Circulation Department Head; Charles Pieri, Branch YPS Librarian; Rachel Rice, Outreach Department Head; Gwen Robison, Assistant Director, Support Services; and Sheila Urwiler, Assistant Director, Public Services.

 

Mary Davis moved

 

THAT the 2017 Budget be adopted as advertised.

 

Jennifer Nielsen seconded.                                                   Motion: Carried

 

The budget adoption meeting was adjourned at 5:35 p.m.

 

 

REGULAR BOARD MEETING

 

The regular meeting of the Elkhart Public Library Board of Trustees was called to order at 5:35 p.m. by Janice E. Dean, President.

 

 

CONSENT AGENDA

 

The consent agenda was presented, including two lists of claims and a revised Projected Summary.  There being no objections, Carlos Esteves moved

 

THAT the Consent Agenda be adopted as presented.

 

Jennifer Nielsen seconded                                                                             Motion: Carried.

 

 

PRESIDENT’S BUSINESS

 

Janice E. Dean, President, presented a resolution proclaiming October 16-22, 2016, as Friends of the Elkhart Public Libraries week in Elkhart, IN.  The resolution was approved by consensus.

 

Gayle Windsor, Secretary/Treasurer and Fundraising Committee member of the Friends of the Elkhart Public Libraries, reported that since 2011 the Friends have approved $32,000 in grants in support of EPL collections, programs and outreach.  She announced upcoming programs in which the Friends will be involved:

  • 22 – “Love Between the Covers,” a film screening and author event featuring the romance writing industry. Tickets: $15/person. Romance paperbacks by featured authors will be available for purchase.
  • 27 – Main Library Ribbon-cutting and reception celebrating the completion of the renovations during which the Friends will hold a book sale (through Oct. 28).
  • 12 – Trivia Night fundraiser at Knights of Columbus. $10/person, 10 people/table.
  • Trees, Trees, Trees – Sign up began in September; trees will be distributed in October.

 

 

DIRECTOR’S REPORT

 

Lisa Guedea Carreño, Director, presented her report for the month of October.  She added the following items to the written summary of the Latino Outreach event at Pierre Moran Branch: The mayor attended and gave a special welcome; 18 new library card registrations and three renewals were received during the event.

 

She reported also that an environmental survey conducted on the 1047 Anderson Street property being considered for purchase as a van garage had found no issues, but the building inspection revealed that the garage was in need of a new roof.  Bill Kuhns, Real Estate Broker with FM Stone Realty, negotiated a lower offer offset by the estimated cost of roof replacement, which the Library will arrange post-closing.  The property meets EPL’s requirements for garage space near the Main Library.

 

The Director reported that the Main Library Open House to celebrate the completion of the Phase 2 renovations will be held from 3 p.m. to 5 p.m. on Thursday, October 27.  The event will be kicked off by a special welcome and ribbon cutting ceremony, followed by tours of the upgrades and renovations.  There will be refreshments and giveaways.  The Friends of the Elkhart Public Library will conduct a book sale, and there will be a chance to win a new Amazon Kindle Fire.  Board members are encouraged to attend.

 

Department Report

 

Due to staff illness, no department report was given at this meeting.

 


 

UNFINISHED BUSINESS

 

Job Description: Marketing and Public Relations Manager (salary grade change)

 

Lisa Guedea Carreño, Director, presented the job description for Marketing and Public Relations Manager (approved at the September meeting), noting that the salary grade should have been set at grade 5, rather than grade 6.  There being no further questions, Renee’ Cocanower, Vice President, moved

 

THAT the salary be set at grade 5 for the Marketing and Public Relations Manager be approved as presented.

 

Mary Davis seconded                                                Motion: Carried

 

 

NEW BUSINESS

 

Internet Access Policy (first reading)

 

Lisa Guedea Carreño, Director, presented the Internet Access policy for review as required by the State Library.  The only change is in Item. C. 3.

“Where users are encouraged to protect their personal computers and mobile devices with appropriate security software.”

 

The Policy was approved as presented.

 

Internal Controls Training

 

Jane Garoutte reviewed the Internal Controls training information sent to the Board of Trustees in advance of the meeting.  This email included a link to the State Board of Accounts Internal Controls webinar.  Technical audio issues prevented this webinar from being shown at this meeting as planned.  The Board agreed they would listen to the webinar on their own and return the certification form to the Business Manager by December 25.

 

Questions and Information from Board, Staff, and Guests

 

 

ADJOURNMENT

 

The meeting was adjourned by consensus at 6:33 p.m.

 

The next regularly scheduled meeting of the Board of Trustees is November 15, 2016, at 5:30 p.m. at the Dunlap Branch, 58485 County Road 13, Elkhart, IN.

 

 

 

 

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Board Meeting Minutes 2016 09

Administrator : October 26, 2016 4:34 pm : Board Minutes

BUDGET HEARING

 

A public hearing was held September 20, 2016, 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, Jennifer Nielsen and Clarence Thomas. Brian Byrn was unable to attend.

 

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

 

Staff present:  Craig Cheney, Outreach Clerk; Susan Eller, Cleveland Branch Manager; Kevin K. Kilmer, Branch Operations Manager; Annette Long, Outreach Clerk; Allison McLean, Young People’s Services Department Head; Charles Pieri, Branch YPS Librarian; Rachel Rice, Outreach Department Head; Gwen Robison, Assistant Director, Support Services; Mary Beth Schlabach, Reference Department Head; Sheila Urwiler, Assistant Director, Public Services; and Erin Wagner, Human Resource Generalist.

 

Lisa Guedea Carreño, Director explained that the 2017 advertised budget is substantially the same as the 2017 preliminary budget presented in August, with the exception that circuit breaker estimates have been reduced from $925,000.00 to $900,000.00 based on Umbaugh estimates subsequently received.

 

There being no questions or objections from the general public Mary Davis moved

 

THAT the public hearing be adjourned.

 

Jennifer Nielsen seconded.                                                   Motion: Carried

 

The budget hearing was closed at 5:37 p.m.

 

 

REGULAR BOARD MEETING

 

The regular meeting of the Elkhart Public Library Board of Trustees was called to order at 5:38 p.m. by Janice E. Dean, President.

 

 

CONSENT AGENDA

 

The consent agenda was presented including two lists of claims and a revised Projected Summary.  There being no objections, Carlos Esteves moved

 

THAT the Consent Agenda be adopted as presented.

 

Clarence Thomas seconded                                                                                          Motion: Carried.

 

 

PRESIDENT’S BUSINESS

 

Director Performance Evaluation

 

Jennifer Nielsen reported that the Director’s Performance Evaluation Committee met with the Director and reviewed her goals for the coming year.  She recommended the same percentage salary increase approved for all staff in December 2016, to become effective January of 2017.

 

 

DIRECTOR’S REPORT

 

Lisa Guedea Carreño, Director, presented her report for the month of September.  She reported that the Latino Outreach Series, which culminated with a celebration of Hispanic/Latino Heritage Month at Pierre Moran Branch on Saturday, September 17, from 3 to 6 p.m. was a success.  About 250 people attended the series finale event including Elkhart Mayor Tim Neese and representatives from LaCasa, Triple P Parenting, Mennonite Central Committee, Goshen College and Elkhart General Hospital.  At least eighteen new library users were registered.  An anonymous donor agreed to help underwrite expenses.

 

She also mentioned the “This Card” campaign flyer included in Red Plum mailings and reported that the Library was mentioned in two news articles recently in the Elkhart Truth.

 

She also reported that a property meeting EPL’s requirements for garage space near the Main Library has been put on the market.  She explained that the rental property on Westwood Drive has been sold and our tenancy is not guaranteed.  The property in question is closer to the Main Library and more centrally located than the property at Dunlap branch, where it has been discussed that a new pole building might be built.  The Library has placed an offer, contingent on building and environmental inspection results.

 

Department Report

 

Craig Cheney and Annette Long described how each type of Outreach visit aligns with the Library’s mission and fulfills goals of the EPL Strategic Plan.

 

 

UNFINISHED BUSINESS

 

Job Description: Marketing and Public Relations Manager (second reading)

 

Lisa Guedea Carreño, Director, presented a job description for the new position of Marketing and Public Relations Manager, noting one addition suggested by the Board at the last meeting.  She indicated her hope to post the job opening in the next 30 days.  There being no further questions, Renee’ Cocanower, Vice President, moved

 

THAT the job description for Marketing and Public Relations Manager be approved as presented.

 

Jennifer Nielsen seconded                                                    Motion: Carried

 

Management Advisory Council Policy (second reading)

 

Lisa Guedea Carreño, Director, presented a policy broadening the composition of the Management Advisory Council (MAC).  There being no further questions, Jennifer Nielsen moved

 

THAT the Management Advisory Council Policy be approved as presented.

 

Mary E. Davis seconded                                                        Motion: Carried

 

 

 

NEW BUSINESS

 

Overtime Policy (first reading)

 

Erin Wagner, Human Resource Generalist, presented the Overtime policy.  She discussed the recent Department of Labor changes regarding overtime and the need for a policy to state clearly the Board’s intent.  There being no further questions or comments, Carlos Esteves moved

 

THAT the Overtime Policy be approved as presented.

 

Jennifer Nielsen seconded                                                    Motion: Carried

 

1783 Notice Response Resolution

 

Jane Garoutte presented a resolution officially authorizing the Director and herself to respond to the 1782 Notice upon receipt from the Department of Local Government Finance (DLGF) for 2017.  She explained that said Notice is generally received after the first of the year, and that the DLGF allows ten days for response from each government unit.  Generally, this is a matter of determining where reductions can be made based on the final income and assessed valuation numbers presented by DLGF.

 

The resolution was approved by consensus.

 

Petty Cash Control Policy

 

Jane Garoutte, Business Manager, presented a petty cash control policy which establishes control measures necessary for handling petty cash funds by previously-named petty cash custodians.  Carlos Esteves moved

 

THAT the petty cash control policy be approved with one typographical correction.

 

Renee’ Cocanower seconded                                                Motion: Carried

 

Questions and Information from Board, Staff, and Guests

 

 

ADJOURNMENT

 

The meeting was adjourned by consensus at 7:00 p.m.

 

The next regularly scheduled meeting of the Board of Trustees is October 18, 2016, following the 2017 Budget Adoption meeting, which is scheduled at 5:30 p.m. at the Main Library at 300 S. 2nd Street, Elkhart, IN.

 

 

 

 

 

 

____________________________

Mary E. Davis, Secretary

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Board Meeting Minutes 2016 08

Administrator : September 27, 2016 12:45 pm : Board Minutes

The regular meeting of the Elkhart Public Library Board of Trustees was held August 16, 2016, at the Main Library and called to order at 5:38 p.m. by Janice E. Dean, President.

ROLL CALL & INTRODUCTION OF GUESTS

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

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

Staff present: Linda Cary, Cataloger, Technical Services; Jeanne Glanders, Department Head, Popular Services; Gwen Robison, Assistant Director, Support Services; Sheila Urwiler, Assistant Director, Public Services; Mark Van Lummel, Department Head, Technical Services and Erin Wagner, Human Resource Generalist.

Department Report

A tour of the newly renovated Technical Services office and work spaces was conducted by Mark Van Lummel and Linda Cary in lieu of a Department Report.

CONSENT AGENDA

The consent agenda was presented. There being no objections Jennifer Nielsen moved

THAT the Consent Agenda be adopted as presented.

Clarence Thomas seconded Motion: Carried.

PRESIDENT’S BUSINESS

Director Performance Evaluation

Janice E. Dean reported that Lisa Guedea Carreño, Director, would set goals for the next year, discuss those goals with the evaluation committee, and submit a summary report to the Board at the end of August.

DIRECTOR’S REPORT

Lisa Guedea Carreño, Director, gave an update on recent marketing and public relations activity: Sheila Urwiler was interviewed about HOOPLA, Storytime at the Wellfield Gardens was mentioned in a news report, and ABC57 aired an interview with Lisa about Latino outreach efforts.

Lisa presented a list of EPL activity Statistics she will continue to review and present throughout 2016,

Lisa Guedea Carreño, Director, reported that October 27 has been chosen for the “Grand Re-Opening and Ribbon-Cutting” to celebrate the completion of the Phase II Renovations at the Main Library. Board and staff will be asked to participate.

UNFINISHED BUSINESS

2017 Proposed Budget

Lisa Guedea Carreño reviewed recent legislative changes requiring the Department of Local Government Finance (DLGF) to provide, by August 1 of each year, circuit breaker/tax cap impact estimates for the coming fiscal year to each local government unit in the State. The DLGF circuit breaker estimates were by based on conservative estimates and resulted in a potential loss of more than $1.4 million in funding for the Library’s 2017 budget. This would represent nearly 20% of the Library’s budget, the largest unfunded percentage of any year since tax caps first took effect in 2010. There does not seem to be sufficient economic data to support such an estimate. The director reported that she has been in contact with other public library directors as well as our financial advisor at Umbaugh and has learned that the DLGF’s estimates for many other local taxing units across the state are alarmingly high as well.

Jane A. Garoutte recommended 2017 draft budget for advertising:
Operating: $7,142,234
Bond & Interest Redemption Fund: $288,400

Total 2017 budget to be advertised: $7,430,634

Tax revenue estimates provided by the Department of Local Government Finance field representative at the budget workshop on August 2, included Property Tax Maximum Levy of $5,349,707, Local Income Tax of $1,441,826 and $208,711 in other miscellaneous taxes. The County Auditor announced at the August 13th County Council meeting that the County had contracted with Umbaugh & Associates to prepare more realistic estimates for circuit breaker losses for all units in the county. Necessary adjustments to the draft budget will be made based on these estimates.

The 2017 Budget Hearing will be held September 20, 2016, and the Budget Adoption meeting will be held October 18, 2016.

NEW BUSINESS

Job Description: Marketing and Public Relations Manager

Lisa presented a draft job description for the Board’s consideration. This being a first reading, no action was taken.

Management Advisory Council Policy

Lisa presented a draft policy to reconfigure the Management Advisory Council. The full Management and Leadership teams will become voting members. The being a first reading, no action was taken.

Employee Safety Policy

Lisa presented a new Employee Safety Policy to replace the previous employee safety directive. This policy is necessary to comply with a new OSHA statement. There being no questions or comments, Jennifer Nielsen moved

THAT the Employee Safety Policy be approved as presented.

Mary Davis seconded Motion: carried

Petty Cash and Change Funds Resolution: Revised

Jane Garoutte, Business Manager, presented a resolution to establish petty cash and change funds, making some new assignments necessary to align with recent staffing changes. Clarence Thomas moved

THAT the resolution be approved as presented.

Jennifer Nielsen seconded Motion: carried

Questions and Information from Board, Staff, and Guests

ADJOURNMENT

The meeting was adjourned by consensus at 7:00 p.m.

The next regularly scheduled meeting of the Board of Trustees is September 20, 2016, at 5:30 p.m. at the Main Library at 300 S. 2nd Street, Elkhart, IN.

____________________________
Mary E. Davis, Secretary

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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
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