Board Meeting Minutes

Board Meeting Minutes 2015 09

Administrator : October 21, 2015 1:43 pm : Board Minutes

BUDGET HEARING

A public hearing of the Board of Trustees of the Elkhart Public Library was called to order by Janice E. Dean, President, at 5:00 p.m.

Jane A. Garoutte, Business Manager reported that the 2016 Budget was submitted to the County Council for non-binding review, and posted on the Gateway website as required by the State Board of Accounts (SBOA) and Department of Local Government Finance (DLGF). With no questions or comments from the public or guests, the public hearing was adjourned by consensus at 5:50 p.m.
ROLL CALL & INTRODUCTION OF GUESTS

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

The regular meeting of the Board of Trustees of Elkhart Public Library was called to order by Janice E. Dean, President, at 5:51 p.m. following the close of the Budget Hearing.

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

Staff or Guests present: Rachel Rice, Department Head Outreach Services; Erin Wagner, Human Resource Generalist.

CONSENT AGENDA

There being no objections Renee’ Cocanower moved

THAT the Board adopt the Consent Agenda as presented.

Carlos Esteves seconded. Motion: Carried.
PRESIDENT’S BUSINESS

Director Annual Performance Evaluation

Janice E. Dean, President reported that the Director’s Annual Performance Evaluation was conducted in September. The Evaluation Committee, made up of Brian Byrn and Jennifer Nielsen, found Lisa Guedea Carreño’s performance over the past year was highly effective. The Committee recommended a salary increase for the Director of approximately 5%, effective with the January 14, 2016. Mary E. Davis moved

THAT the Director’s Performance Evaluation be accepted as presented by the committee, and

THAT the Director’s annual salary be increased to $79,500, effective December 27, 2015 payable bi-weekly beginning January 14, 2016.

Jennifer Nielsen seconded Motion: Carried

Lisa Guedea Carreño thanked the Board for the vote of confidence, and expressed her appreciation for the Administrative Team support.

Memorial for Krystal Anderson

Janice E. Dean reported that a tree will be planted at Pierre Moran Branch on Monday, September 28, in honor of Krystal Anderson, deceased member of the Board of Trustees. Krystal’s mother and son have been invited to be there. An 8“ x 8” stone plaque will be installed in an inconspicuous place beneath the tree. A more official memorial service is being planned for a later time.

Board Member Resignation

Janice E. Dean reported that Shannon Link resigned her position as Trustee for the Elkhart Public Library due to parental responsibilities. Shannon was appointed by the Elkhart Community School Board to fulfill the term ending 6/30/2016, previously held by Krystal Anderson, deceased. The School Board has been notified and is in the progress of seeking a replacement appointee.

DIRECTOR’S REPORT

Additional Items to Director’s Notes

Lisa Guedea Carreño, Director, reported that the Elkhart Public Library picnic held the evening of August 29, at Willowdale Park Pavilion, was a success in spite of the soggy weather. Departments assigned to the planning committee were Circulation, Outreach and Dunlap Branch with two Administration team members. Special thanks go to Rachel Rice, Rachelle Haney, Erin Wagner, Jane Garoutte, Sue Lantz, Deb Harris, Tina Ervin, and Jill Yoder for their part in planning and organizing a fun event where Staff, Board and Friends were able to meet co-worker’s families and build teamwork in a non-work setting. Jane Garoutte also expressed her thanks to Lisa Guedea Carreño, Kevin Kilmer and Chuck Pieri for their help on the clean-up crew!

The Director pointed out an error in the Circulation Department Report approved earlier in the consent agenda: volunteer hours reported as 2705, should have been reported as 27.05 hours.

Rachel Rice spoke about Outreach Services work with the seniors. She explained how programming at the senior and retirement centers were planned, describing how arts and craft programming tied to life-long learning goals for senior citizens. Some of the Board members accepted the offer to participate in a craft project. Discussion regarding programming followed.

UNFINISHED BUSINESS

Phase II Renovations

The Director reported that ACM of South Bend is scheduled to begin testing for asbestos in areas where demolition/construction is planned. Forty samples will be taken and the results are expected back within a week. The cost of the testing is $2,700.

Eric Leedy, Architect, has developed a phased plan to avoid needing to close the Library to the public, and to have at least one meeting room available at all times. The bid packet will be ready by Monday, September 28, 2015. Legal Notices for Bidders will be run in two newspapers twice, one week apart, and no later than October 6 and October 13, 2015. Bids will be opened October 20, 2015, at the regularly scheduled Board meeting.

Marketing and Public Relations Update

Lisa Guedea Carreño, Director, reported that a task force of Management and seven staff reviewed the marketing proposals distributed at the last Board meeting. Meetings have been scheduled with three of the firms or individuals, at which the task force to ask clarifying questions, some specific to them and three general questions that will be asked of all. The Board requested that these meetings be recorded.

She discussed the Pew Research Center Executive Summary included in the Board packet:
Horrigan, John. “Libraries at the Crossroads: Pew Research Center, September 2015,
Available at: http://www.pewinternet.org/2015/09/15/2015/Libraries-at-crossroads/
NUMBERS, FACTS AND TRENDS SHAPING THE WORLD

NEW BUSINESS

ADA/ADAAG Policy

Erin Wagner presented the Americans with Disabilities Act/ ADAAG Policy for a second reading. The policy states that the Library recognizes that qualified job applicants and/or employees may need a reasonable accommodation due to an existing disability. The policy also serves to protect job applicants and employees from discrimination. There being no objections Renee’ Cocanower moved

THAT the ADA/ADAAG Policy be approved as presented.

Carlos Esteves seconded Motion: Carried

1782 Notice Response Resolution

Jane A. Garoutte, Business Manager presented the 1782 Notice Reponse resolution which allows the Director and Business Manager permission and authority to make current year budget reductions as necessary in response to the 1782 Notice. There being no objection the Jennifer Nielsen moved

THAT the 1782 Notice Response Resolution be approved as presented.

Mary E. Davis seconded Motion: Carried

EEO Statement

Erin Wagner presented an EEO Statement summarizing the Elkhart Public Library stand and procedures dealing with all aspects of the employment cycle. This statement is not intended to be exhaustive, but does include mention of currently known areas of potential discrimination where equal opportunity might come into play. Most recently, gender identity and expression have been added. Renee’ Cocanower, Vice President moved

THAT the EEO Statement be approved as presented.

Carlos Esteves seconded Motion: Carried

Questions and Information from Board, Staff, and Guests

ADJOURNMENT
The meeting was adjourned by consensus at 7:45 p.m.

The next regularly scheduled meeting of the Board of Trustees is October 20, 2015, at 5:30 p.m. at the Dunlap Branch Library, 58485 County Road 13, Elkhart, IN.

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Board Meeting Minutes 2015 08

Administrator : September 28, 2015 1:29 pm : Board Minutes

 
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ROLL CALL & INTRODUCTION OF GUESTS
The regular meeting of the Board of Trustees of Elkhart Public Library was called to order by Janice E. Dean, President, at 5:30 p.m. at the Pierre Moran Branch Library, 2400 Benham Ave., Elkhart, IN.
Members present: Renee’ Cocanower, Mary E. Davis, Janice E. Dean, Carlos Esteves and Jennifer Nielsen. Brian Byrn and Shannon Link were unable to attend.
Others present: Lisa Guedea Carreño, Director; and Jane A. Garoutte, Business Manager.
Staff or Guests present: Kevin Kilmer, Branch Operations Manager, Erin Wagner, Human Resource Generalist; and Eric Leedy, Architect.
CONSENT AGENDA
There being no objections Carlos Esteves moved
THAT the Board adopt the Consent Agenda as presented.
Renee’ Cocanower seconded. Motion: Carried.
PRESIDENT’S BUSINESS
Director Annual Performance Evaluation

Janice E. Dean, President reported that the committee will be conducting the Director’s Annual Performance Evaluation on September 11, following receipt of the Director’s self-evaluation. The Committee will bring a recommendation to the September Board meeting. Brian Byrn and Jennifer Nielsen volunteered.

Memorial for Krystal Anderson

Janice E. Dean reported that a tree will be planted at Pierre Moran Branch in honor of Krystal Anderson, deceased member of the Board of Trustees. A plaque will be installed beneath the tree. Plans are being made to hold a memorial ceremony in September or October, to which Krystal’s family will be invited. Janice agreed to plan the event.

Review of By-Laws
Mary E. Davis and Carlos Estevez reported that the committee had reviewed the By-Laws and were recommended no changes at this time.

DIRECTOR’S REPORT
Additional Items to Director’s Notes
Lisa Guedea Carreño, Director, reported that she had been in contact with Trevor Wendzonka of SoMa regarding the inclusion of the Library on directional kiosks, maps, signage, website and promotional materials for the Gateway Mile. A list of events being held at the Main Library through the end of the year was provided. Additionally, Lisa asked how the Library might be included in the Gateway Mile brochure. Trevor suggested the Library might consider offering an incentive. Lisa indicated that she intends to broach the idea of a giveaway or discount with the Friends group. Renee’ Cocanower, Vice President suggested that the Library might purchase string back-packs or canvas book bags to use as a giveaway to new and/or renewing patrons who show their Gateway Mile card.
Sue Eller is working with the County to have Library directional signs installed showing locations of the branch libraries. The Library will be required to pay for the signs, but the County will provide the sign posts and install them.
The next Elkhart ArtWalk will be held Wednesday, September 16, 2015. The Library is in charge of the Big Art Project on the Plaza. Tina Ervin will be supervising Library personnel with a community participation project to create a Chihuly-inspired sculpture using recycled plastic bottles.
The Director reported that the welcome brochure and rules of conduct bookmark have been translated into Spanish for distribution at upcoming community events.
Lisa also reported that two individuals have expressed an interest in the process necessary for Baugo Township to become part of the Elkhart Public Library taxing district. She provided a link to the Indiana State Library website, where procedures are outlined. The Board affirmed that the Library would consider a proposal from Baugo Township if there is sufficient support from the residents and the township trustees.
UNFINISHED BUSINESS
Phase II Renovations
Eric Leedy, Architect, presented updated Phase II Renovation drawings, which he explained were over 50% complete. He reviewed the planned changes to each floor, identifying design features which would be requested as alternate bids.
Strategic Plan Implementation Update
The Director reported that a six-hour Work Session is planned for August 20, at which managers and key staff will assess progress thus far in implementing the goals of the Strategic Plan and discuss necessary adjustments to the original implementation plans based on new information, unexpected obstacles, or other factors. She will also introduce a tool for evaluating library programming in the near future. The process will include a cost-benefit analysis of each program and also ask staff to identify how programs align with the initiatives, goals, and targets of the Strategic Plan.
Marketing and Public Relations Update
Lisa Guedea Carreño, Director, presented proposals from four consulting companies to work with the Library to create a marketing plan and develop a systematic and cohesive approach to promoting Library programs and services. Having received the proposals the prior Friday, she asked the Board how much input they felt they might like to have on the decision. Mary E. Davis asked the Director to review the proposals and present a recommendation in advance of the September Board meeting, including justification for her choice.
NEW BUSINESS
2016 Budgets
Jane A. Garoutte, Business Manager presented proposed 2016 budgets for both the Operating Fund and Bond and Interest Redemption (BIRF or Debt Service) Funds. She presented revised income and budget expenditure comparisons, and reviewed the proposed budget changes in the four major budget categories. The growth quotient, 2.6%, when applied to the 2015 Operating Budget of $6,979,348, allows for an increase in appropriation of $181,463, for Operating and BIRF funds combined. A greater increase would cause the Library to be subject to binding review, by the County and the City.
To remain beneath the growth quotient, the Operating fund would be decreased by $169,537, the difference between the increase allowed by the growth quotient, $181,463, and the amount of the new BIRF Budget, $351,000. This will allow for a maximum Operating budget of $6,809,811 for 2016.
Operating Budget 2015 $6,979,348
Growth Quotient 2015 0.026
181,463

Maximum appropriation 2016 $7,160,811

Less BIRF budget 2016
Principal $303,000
Interest 48,000
BIRF Budget 351,000

Maximum Operating Budget 2016 $6,809,811
She reported that the proposed budget offers purposeful increases to areas such as repair and maintenance, machinery, equipment and fixtures, promotional and programming supplies, professional meeting expenses, travel and digital subscriptions and materials, while there were decreases in the personnel related budget lines, as well as some materials and other capital line items.
There being no objections, Mary E. Davis moved
THAT the Operating and Debt Service fund budgets be submitted for County Council non-binding review by September 1, 2015, and
THAT a Public Hearing to Review the 2016 Budgets be held at 5:30 p.m. on September 22, at the Main Library, and
THAT a Budget Adoption meeting be held on 5:30 p.m. on October 20, 2016, at the regularly scheduled meeting at Dunlap Branch Library.
Renee’ Cocanower seconded Motion: Carried
ADA/ADAAG Policy
Erin Wagner presented a new Americans with Disabilities Act/ ADAAA Policy. The policy states that the Library recognizes that qualified job applicants and/or employees may need a reasonable accommodation due to an existing disability. The policy also serves to protect job applicants and employees from discrimination. The policy drafted by Erin, has been reviewed by the Director, Business Manager, MAC and the Library attorney. As this was a first reading, no action was taken.
Revised Job Descriptions
Erin Wagner, HR Generalist, explained that each job description is being reviewed by the person or persons in the position, along with their supervisor, as part of the annual performance evaluation process. As the evaluations are completed, job descriptions will be revised and presented to the Board for approval. At this time she presented three revised job descriptions for review:
• Assistant Director – Public Services
• Cataloging Librarian
• Business Manager

Eight other job descriptions presented for review were recently revised to include specific requirements for those employees who regularly drive on Library business, either driving a Library owned or personal vehicle. There being no objections, Jennifer Nielsen moved
THAT the revisions to the job descriptions for those positions with regular driving duties for the Library be approved as presented, and
THAT the revisions to the job descriptions for Assistant Director Public Services, Cataloging Librarian and Business Manager be approved.
Renee’ Cocanower seconded. Motion: Carried
Questions and Information from Board, Staff, and Guests
ADJOURNMENT
The meeting was adjourned by consensus at 7:50 p.m. Kevin Kilmer conducted a tour of the Pierre Moran Branch following adjournment.
The next regularly scheduled meeting of the Board of Trustees is September 22, 2015, at 5:30 p.m. at the Main Library at 300 S. Second Street, Elkhart, IN.

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Board Meeting Minutes 2015 07

Administrator : August 21, 2015 12:40 pm : Board Minutes

 
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ROLL CALL & INTRODUCTION OF GUESTS
The regular meeting of the Board of Trustees of Elkhart Public Library was called to order by Renee’ Cocanower, Vice President, at 5:30 p.m. at the Main Library, 300 S. Second St, Elkhart, IN.
Members present: Brian Byrn, Renee’ Cocanower, Mary E. Davis, Carlos Esteves and Jennifer Nielsen. Janice E. Dean and Shannon Link were unable to attend.
Others present: Lisa Guedea Carreño, Director; and Jane A. Garoutte, Business Manager.
Staff or Guests present: Marsha Eilers, Assistant Director, Public Services; Tina Ervin, Department Head, Circulation; Gwen Robison, Assistant Director, Support Services; Erin Wagner, Human Resource Generalist; and J. C. Lee, Elkhart Truth reporter.
Vice President Renee’ Cocanower appointed Jennifer Nielsen to serve as Secretary pro-tem in the absence of Mary E. Davis, who was delayed.
CONSENT AGENDA
There being no objections Brian Byrn moved
THAT the Board adopt the Consent Agenda as presented.
Jennifer Nielsen seconded. Motion: Carried.
PRESIDENT’S BUSINESS
Director Annual Performance Evaluation

Vice President, Renee’ Cocanower announced that she would chair the Director Annual Performance Evaluation committee, and called for two more volunteers. The Committee will bring a recommendation to the August Board meeting. Brian Byrn and Jennifer Nielsen volunteered.

New Board Member: Carlos Esteves
Renee’ Cocanower welcomed new Board member, Carlos Esteves, who was appointed by the Elkhart County Council for a four year term to replace Scott Troeger. Mr. Esteves took the oath of office and was duly sworn in. Jennifer Nieslen moved
THAT Carlos Esteves to accept as Elkhart Public Library Trustee for the four year term from July 1, 2015 to June 30, 2019.
Brian Byrn seconded. Motion: Carried
Committee to Review By-Laws
Renee Cocanower appointed Carlos Esteves and Mary E. Davis to review the By-Laws and bring recommendations for revision to the August Board meeting.
DIRECTOR’S REPORT
Additional Items to Director’s Notes
Lisa Guedea Carreño, Director, reviewed GPL/EPL Consortium Statistics and graphs included in her Director’s Report. She informed the Board that she would be meeting to discuss future collaborative efforts with organizations such as Horizon Education Alliance and CAPS.
Marsha Eilers, Assistant Director, Public Services reported that as of 2014, the Elkhart Truth is no longer being microfilmed. Marsha, Lisa Guedea Carreño, Director, and Mary Beth Schlabach will be meeting with Marshall King of the Elkhart Truth this week to discuss alternatives for the Library to obtain indexed and searchable digital copies of the paper for 2014 on.
Department Report
Tina Ervin discussed adult programing at the Main Library, a joint effort between the Circulation and Popular Materials departments. The Strategic Plan includes the goal of holding at least ten adult programs for 2015 designed around the strategic initiative of lifelong learning. Programs held this year already exceed this number. Tina presented photos and highlights of programs held during the first seven months of the year, and described several more being planned for the near future. She described the challenge of promoting library programming to reach more than regular patrons, noting that the lack of time and expertise as the greatest obstacles to improved promotion to citizens not currently regular library users.
UNFINISHED BUSINESS
Phase II Renovations
Lisa Guedea Carreño, Director, reviewed the Bond & Renovation schedule. Engineers and architect required more time to finalize plans to be used by bidders. Barring further delays, bids will be opened at the October 20 Board meeting and awarded at the November 17 Board meeting. Lisa, the Assistant Directors and other staff in areas affected by the renovations will meet with Eric Leedy, Architect, to discuss details. Leedy will be asked to develop a phased approach to the renovations, with the goal of keeping at least one or two meeting rooms available at all times. Main Library programming in the affected areas will continue through November, then will cease until the project is completed late in the Spring of 2016.
Sale of the Bonds is scheduled to close on December 3, and expenses currently appearing in the Operating Fund will be reclassified to the Bond Construction fund.
Strategic Plan Implementation Update
The Director reported that a four-hour Implementation Work Session is planned for August 20, at which managers and key staff will evaluate library programming. They will assess attendance compared to cost in money and time, and identify exactly what in the Strategic Plan the current and planned programming supports.

2016 Budget process
Jane A. Garoutte, Business Manager presented revenue and budget expenditure comparison reports. She reviewed the various revenue estimates and explained that the growth quotient of 2.6% limits the amount of taxes raised in the Operating and Debt Service (BIRF) funds combined. 2015 Operating Budget is $6,979,348. The growth quotient limits 2016 total appropriations for both funds to 7,160,811. Umbaugh estimates that the first principal and interest payment due in 2016 to be $185,000. This leaves $6,975.811, for 2016 Operating budget.
She reviewed the four major budget categories: personnel, supplies, services and capital outlays. She reported that much discussion was needed regarding budget priorities in all four categories, and she will be planning for estimated circuit breaker cuts in the amount of $925,000.
NEW BUSINESS
Marketing and Public Relations Update
Lisa Guedea Carreño, Director, presented a primer on marketing, public relations and more, and a summary of EPL’s marketing activities and needs. She will meet with 3-4 consulting companies to pursue proposals and cost estimates for working with us the areas of creating a marketing plan and developing a systematic and cohesive approach to promoting Library programs and services. She will recommend a consultant to the Board at the August meeting and begin working with the chosen consultant soon thereafter.
Staff In-Service 2015/2016
Lisa Guedea Carreño, Director, reported that the Library has for many years closed on Veteran’s Day for Staff In-Service so that those working a regular schedule of 20 hours or more per week could attend for training and team building exercises held on that day. She would like to bring in “The Black Belt Librarian”, to speak to staff about dealing with difficult, even dangerous people. Unfortunately, he is unavailable on Veterans’ Day 2015, but is available on Presidents’ Day 2016. She requested the Board consider remaining open on Veteran’s Day (November 11) this year, postponing In-service, and closing instead on Presidents’ Day in February 2016. She is planning for this In-Service to be held off-site so that all staff can participate without distraction of other duties, including facilities and administrative staff who often find themselves working through-out the day and not able to avail themselves of the training opportunities offered. There being no objections Carlos Esteves moved
THAT the Library remain open on November 11, 2015 and close on Presidents’ Day, Monday, Febrary 15, 2016, for In-Service.
Mary Davis seconded. Motion: Carried
Commitment to Join Indiana State Library Consortium for Public Internet Access for Funding year July 1, 2016 through June 30, 2017
Jane Garoutte presented the annual resolution required to commit to joining the Indiana State Library Consortium for Public Internet access. This allows the Library to qualify for e-rate funding of intranet services. There being no objections, Brian Byrn moved
THAT the resolution be approved as presented.
Mary Davis seconded. Motion: Carried
Revised Job Descriptions
Erin Wagner, HR Generalist, presented three revised job descriptions for review:
• Computer Network Administrator
• Computer Network Assistant
• Department Head Facilities

She briefly described the minor changes. There being no further questions or objections, Brian Byrn moved
THAT the job descriptions be approved as presented.
Jennifer Nielsen seconded. Motion: Carried
Questions and Information from Board, Staff, and Guests
Brian Byrn requested copies of job descriptions for the top ten or so positions in the organizational chart. Erin Wagner will follow up with him.
Renee’ Cocanower extended condolences of the Board to President, Janice Dean, at the loss of her husband.
ADJOURNMENT
The meeting was adjourned by consensus at 7:10 p.m.
The next regularly scheduled meeting of the Board of Trustees is August 18, 2015, at 5:30 p.m. at the Main Library at 300 S. Second Street, Elkhart, IN.
____________________________
Mary E. Davis, Secretary

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Board Meeting Minutes 2015 06

Administrator : August 5, 2015 12:26 pm : Board Minutes

 
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ROLL CALL & INTRODUCTION OF GUESTS
The regular meeting of the Board of Trustees of Elkhart Public Library was called to order by Janice E. Dean, President, at 5:30 p.m. at the Cleveland Branch Library, 53715 County Road 1, Elkhart, IN.
Members present: Brian Byrn, Renee’ Cocanower, Janice E. Dean, and Jennifer Nielsen. Mary E. Davis, Shannon Link and Scott Troeger were unable to attend.
Others present: Lisa Guedea Carreño, Director, and Jane A. Garoutte, Business Manager.
Staff or Guests present: Marsha Eilers, Assistant Director, Public Services; Sue Eller, Cleveland Branch Coordinator; Kevin Kilmer, Branch Operations Manager; and Gwen Robison, Assistant Director, Support Services;
President Janice E. Dean appointed Jennifer Nielsen to serve as Secretary pro-tem.
CONSENT AGENDA
There being no objections Jennifer Nielsen moved
THAT the Board adopt the Consent Agenda as presented.
Renee Cocanower seconded. Motion: Carried.

PRESIDENT’S BUSINESS
Election of Officers
The nominating committee, Brian Byrn and Jennifer Nielsen presented a slate of officers to serve July 1, 2015 – June 30, 2015.
President: Janice E. Dean
Vice President: Renee’ Cocanower
Treasurer: Brian Byrn
Secretary: Mary E. Davis
There being no objection Renee’ Cocanower moved
THAT the slate of officers be elected as presented.
Brian Byrn seconded Motion: Carried
DIRECTOR’S REPORT
Additional Items to Director’s Notes
Lisa Guedea Carreño, Director, announced that barring the Board’s objection, she would be formally inducted into the Elkhart Rotary Club on Monday. June 22, 2015. Stuart Basquin had actively and energetically encouraged and campaigned for her joining, and she told the Board that she feels that the connections she has and will make as a Rotarian would be invaluable to her in her position as Director of the Elkhart Public Library.
The Director reported that the quest for purchasers of the two retired bookmobiles has been renewed. The Board shared a variety of ideas for repurposing, and provided leads for non-profits in the area which might have a need or use for the vehicles. Recommendations were made to contact the company that converted the vehicles built by Blue Bird Bus Company for use as a bookmobile. Other suggestions were to reach out to small rural public libraries and school systems in the state, museums, Ethos Science Center and Fernwood Botanical Gardens. The State required steps for disposal of property were also discussed.
Department Report
Kevin Kilmer conducted a tour of the Cleveland Branch.

UNFINISHED BUSINESS
Phase II Renovations
Lisa Guedea Carreño, Director, reported that the Elkhart County Council gave final approval of the Library’s request to issue bonds at their meeting on June 13, 2015.
The Director reviewed the Bond Issue and Budget timetables. Now that the bond issue is approved, work on the 2016 budget begins. It is unclear at this time as to whether EPL will be required to have a binding or non-binding review. She and the Business Manager, Jane A. Garoutte, will work toward non-binding review, which would require that the total increase in appropriations in the Operating and Bond & Interest Redemption together, not exceed the growth-quotient. If that is not possible, binding review be required, which adds some new steps to the budget process. In order to meet these deadlines, the Director recommends that the September regular Board meeting be postponed from September 15 to September 22. The Board agreed to the change.
The Director reported that she has issued a parking directive to staff working or visiting the main Library. The purpose of the directive is to alleviate the shortage of parking spaces for patrons visiting Main. This directive was developed with input from staff and management, and most understand the need and agree to the spirit of the rules imposed. She further reported the continuing challenges faced, and solutions considered, where insufficient patron parking was concerned.
Meetings with Eric Leedy, Architect, will continue through mid-June to revisit preliminary plans and to discuss details of the project. Leedy will create detailed renovation plans in June and July, and bids will be let by August 17, to be received and opened at the September Board meeting. She reported that several large in-house projects will need to be completed after approval, but in advance of construction, which is slated to begin late fall/ early winter. Those projects are asbestos remediation; weeding; removal of items currently stored in areas slated for new uses; staging of the project; and arranging temporary work areas for staff during construction.

NEW BUSINESS
Treasurer’s Bond
Jane A. Garoutte, Business Manager reported that a new Treasurer’s Bond is required for the officer elected for the July 1, 2015 to June 30, 2016 year. There being no objection Jennifer Nielsen moved
THAT the Treasurer’s Bond be approved as presented.
Brian Byrn seconded. Motion: Carried.
Bank Signature Cards & Corporate Resolution
The Business Manager presented the standard Banking resolution, noting the change in Secretary to Mary E. Davis. There being no objection, Renee’ Cocanower moved
THAT The Corporate Resolution for Teachers Credit Union be approved as recommended.
Jennifer Nielsen seconded. Motion: Carried.
Job Description Format Change
The Director reviewed a format change she intends to make to the job descriptions, which are essentially a rearrangement of bullet points and addition of two standard subheadings. She said that any job descriptions with substantive changes would be brought to the Board for approval. She sought the Board’s agreement that the format changes not require official Board approval. Brian Byrn moved
THAT the Director and HR Generalist be authorized to make the format changes as a whole, and that job descriptions with substantive changes be brought back to the Board for approval.
Jennifer Nielsen seconded. Motion: Carried
2016 Budget process
Jane A. Garoutte, Business Manager reported that 2016 budget work had begun. The first phase of the project is a review of the Personnel portion of the budget. Anticipated staffing needs must be considered at this time. Though some departments are finding “needs staffing” a challenge, most are coping and have been able to remain within the existing number of budgeted hours. Decisions as to what can and should be included in the 2016 budget will be discussed. Lisa Guedea Carreño reported she hopes to incorporate funds for more support staff hours to allow managers more time for planning and collaboration. Programming costs and the Strategic Plan were discussed, as was the need for more advertising and promotion for library programs, and a fund-raising professional with the knowledge and expertise to find additional funding sources to make up for circuit breaker losses.

Questions and Information from Board, Staff, and Guests

ADJOURNMENT
The meeting was adjourned by consensus at 6:53 p.m.
The next regularly scheduled meeting of the Board of Trustees is July 21, 2015, at 5:30 p.m. at the Main Library at 300 S. Second Street, Elkhart, IN.

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Board Meeting Minutes 2015 05

Administrator : June 17, 2015 2:51 pm : Board Minutes

 
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ROLL CALL & INTRODUCTION OF GUESTS
The regular meeting of the Board of Trustees of Elkhart Public Library was called to order by Janice E. Dean, President, at 5:30 p.m. in meeting room #1 at the Main Library at 300 S. Second Street, Elkhart, IN.
Members present: Renee’ Cocanower, Mary E. Davis, Janice E. Dean and Shannon Link. Brian Byrn, Jennifer Nielsen and Scott Troeger were unable to attend.
Others present: Lisa Guedea Carreño, Director, and Jane A. Garoutte, Business Manager.
Staff or Guests present: Marsha Eilers, Assistant Director, Public Services; and Allison McLean, Department Head, Young People’s Services.
Change in Order of Business
The order of business was changed to allow the swearing in of a new Board member. Janice E. Dean welcomed Shannon Link, appointed as Library Trustee by the Elkhart Community School Board on May 12, 2015. Ms. Link will fulfill the balance of the four-year term ending June 30, 2016, vacated at the death of Krystal N. Anderson on April 10, 2015.
President Janice E. Dean also appointed Shannon Link to serve as Secretary pro-tem.

CONSENT AGENDA
There being no objections, Mary E. Davis moved
THAT the Board adopt the Consent Agenda as amended to allow for voting on the 2015 Non-Resident Fee policy change in view of Mary E. Davis’s need to leave the meeting early.
Renee’ Cocanower seconded. Motion: Carried.

PRESIDENT’S BUSINESS
Janice E. Dean appointed Brian Byrn and Jennifer Nielsen as Nominating Committee for upcoming election of officers. Officers are elected to serve annually from July 1 through June 30, the following year. The committee will present a slate of officers for election at the June meeting.

DIRECTOR’S REPORT
Additional Items to Director’s Notes
Lisa Guedea Carreño, Director, announced that the Elkhart County Council had appointed Carlos Esteves as Library Trustee for a four-year term beginning July 1, 2015, and ending June 30, 2019.
The Director reported that the DLGF had released the circuit breaker amounts for 2015, showing a reduction in anticipated property tax income in the amount of $831,225, and stated that this is a smaller decrease in funding than anticipated.
The Director said she will be developing job descriptions for the marketing and fundraising professionals called for in the strategic plan under organizational initiatives.
She reported that the ILF District I Conference in Michigan City was attended by eight staff. Chuck Pieri served on the Conference Planning Committee, and Mary Beth Schlabach and James Facer presented a session on the “Roving Reference” project.
The Director reported that EPL was an official ArtWalk location on May 12, 2015, for the first time ever. She expressed her hope that EPL would remain an integral part of this community event in the future.
The Director also reported that Tina Ervin and Erin Wagner had attended a presentation hosted by Beacon Health where they learned about “The Blue Zones Project,” “a systems approach in which citizens, schools, employers, restaurants, grocery stores and community leaders collaborate on policies and programs that move the community towards better health and well-being.”
She also reported on plans to install automatic sliding entrance doors and already installed fax equipment at Pierre Moran Branch.
Department Report
Allison McLean, Department Head, Young People’s Services, highlighted activities and programs held over the past year, including such offerings as story time, movies and teen programs. She reported that changing the name of “Baby & Me” (previously “Lap-sit”) programs and increasing the frequency from monthly to weekly resulted in increased awareness of and attendance at these programs. New programs this year include Baby Circle Time; Paws to Read; Character Days with book series tie-ins; Lego and Duplo Kits; and Minecraft. During the coming year Young People’s Services will focus on the achievement of goals set in the 2015-2017 Strategic Plan:
1) Help the public view and use the Library as a resource for school readiness,
2) Reach the Hispanic Community, and
3) Make the children’s and young adult areas more inviting as family destinations.

UNFINISHED BUSINESS
Phase II Renovations
Lisa Guedea Carreño, Director, reported that the Elkhart County Council was supportive of the Elkhart Public Library’s Bond Issue request at their May 9th meeting and gave preliminary approval of the request, scheduling a second reading on June 13, 2015.
The Director also reported that the Elkhart Common (City) Council considered and approved the Library Bond Issue request at their May 18th meeting.
The Director updated the Board on the Bond Issue process and then reviewed highlights of the proposed renovations and estimated timeline should the County Council approval be given in June. Meetings will be held with architect Eric Leedy through mid-June to revisit preliminary plans and to discuss details of the project. If the bond issue is approved by the County Council, Leedy will then complete detailed renovation plans in June and July, and bids will be let by August 17, to be received and opened at the September Board meeting. She reported several large in-house projects will need to be completed after approval, but in advance of construction, which is slated to begin in November 2015. Those projects are asbestos remediation, removal of items from current storage areas to be converted to other uses, planning for staging and temporary work areas for staff during construction.

NEW BUSINESS
Non-Resident Fee Policy
The Director presented the Non-Resident Fee Policy revised for 2015, following the release of the 2014 Operating expenditures per capita figures based on the 2014 annual public library report. The new non-resident fee is established at $58.00 effective May 20, 2015. Student and teacher non-resident fees remain at $25.00 per year.
There being no objection Renee Cocanower moved
THAT the Non-Resident Fee be approved as presented.
Shannon Link seconded. Motion: Carried.
Questions and Information from Board, Staff, and Guests

ADJOURNMENT
The meeting was adjourned by consensus at 6:25 p.m.
The next regularly scheduled meeting of the Board of Trustees is June 16, 2015, at 5:30 p.m. at the Cleveland Branch Library.

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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