Board Meeting Minutes

Board Meeting Minutes 2017 04

Administrator : June 4, 2017 4:03 pm : Board Minutes

The regular meeting of the Board of Trustees of the Elkhart Public Library was held April 18, 2017, at the Main Library and called to order at 5:30 p.m. by Janice E. Dean, President.

ROLL CALL & INTRODUCTION OF GUESTS

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

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

Staff present: Erin Brousseau, Human Resource Generalist; Diana Gill, Computer Services Department Head; Kevin Kilmer, Branch Operations Manager; Marianne Kruppa, Circulation Department Head; Gwen Robison, Assistant Director, Support Services; Trevor Wendzonka, Marketing and Public Relations Manager.

CONSENT AGENDA

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

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

Clarence Thomas seconded Motion: Carried.

PRESIDENT’S BUSINESS

Janice E. Dean reported that she, Renee’ Cocanower, Vice President and Lisa Guedea Carreño, Director would be meeting to review the list of names of individuals who had been suggested or had shown an interest in serving on the Library board. A recommendation will be made to the Elkhart County Council to appoint a replacement for Brian Byrn. Brian’s second term expires on June 30, 2017. The President asked the Board to share their thoughts regarding important characteristics and experience they felt to be important when looking for a new Board member.

DIRECTOR’S REPORT

Lisa Guedea Carreño, Director, presented her report for the month of April. She displayed a graph depicting patron use of equipment and connectivity. Use of WiFi has increased each year, both in average number of people logging on each day and the amount of data transferred. Due to changes made to usage rules, public internet stations have changed in that there are now fewer log-ons but longer sessions.
The Director reported that the use of printing, photocopying and faxing remains steady. She also noted that scanning to email increased dramatically when the fee for scanning was removed.

The Director briefly discussed the possible elimination of the Institute for Library and Museum Services. She reported on upcoming programs. On Tuesday, April 25, Indiana’s Poet Laureate, Shari Wagner will speak and conduct a writers’ workshop; on May 6 at the Main Library there will be a Summer Happenings Resource Fair, Free Comic Book Day and the Friends Book Sale.

The Director thanked the Board of Trustees, Friends and all other volunteers for the invaluable assistance and support, in keeping with National Volunteer Week (April 23-29),

The Director updated the Board on the status of Sheila Mahalko, Public Services, Assistant Director who is out on FMLA.

Department Report

Diana Gill, Computer Services Department Head reported on the changes in the department. Some Computer Services staff were recently reassigned to the new Marketing Department, and remaining staff will be covering additional desk hours.

Diana reported the following projects planned for 2017:
• Replacement of staff computers in Reference, Facilities, Osolo and Graphics;
• Recycling old computers and peripherals with ADEC;
• Acquisition of ergonomic computer furniture and equipment;
• Preparation of a Request for Proposal (RFP) for Radio-frequency identification (RFID). Diana explained that RFID uses electromagnetic fields to automatically identify and track tags attached to objects. The tags contain electronically stored information. This technology is the standard in libraries across the country, and is being budgeted for in 2018 or 2019.
• Replacement of rental copiers: Currently Advanced Imaging provides both copiers and printers, along with supplies and maintenance contracts in the form of per copy fees. The lease agreement for copier and printer services expires in July and staff will begin investigating a replacement rental program.

UNFINISHED BUSINESS

Hiring Policy

Erin Brousseau presented the Hiring Policy for consideration. The purpose of this policy is to clarify expectations, to document guiding principles, and to remove procedural details from policy. (There is now a separate procedure document containing step-by-step instructions for anyone involved in the hiring process.) Renee’ Cocanower moved

THAT the Hiring Policy be approved as presented.

Mary Davis seconded Motion: carried

Vacation Policy Revision

Erin Brousseau presented a second revision of the Vacation Policy with additional restriction on payout of earned vacation when an employee resigns within the first six months of employment. The language of the policy was reviewed and approved by an attorney familiar with labor and employment law. Carlos Esteves moved

THAT the Vacation Policy be revised as presented.

Renee’ Cocanower seconded Motion: carried

Job description – Page Coordinator

Erin Brousseau, HR Generalist, presented a revised job description for Page Coordinator. Renee’ Cocanower moved

THAT the Job Description – Page Coordinator revision be approved as presented.

Mary E. Davis seconded Motion: carried

NEW BUSINESS

Job Description Revision recommendation – Organization Wide Expectations

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

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

Clarence Thomas seconded Motion Did not pass

The Job Description revision was tabled for language in #6.

Questions and Information from Board, Staff, and Guests

ADJOURNMENT

The meeting was adjourned by consensus at 6:55 p.m.

The next regularly scheduled meeting of the Board of Trustees is May 16, 2017, at 5:30 p.m. at the Cleveland Branch, 53715 County Road 1, Elkhart, IN.

____________________________
Mary E. Davis, Secretary

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Board Meeting Minutes 2017 03

Administrator : May 18, 2017 4:14 pm : Board Minutes

The regular meeting of the Board of Trustees of the Elkhart Public Library was held March 21, 2017, at the Osolo Branch Library and called to order at 5:40 p.m. by Janice E. Dean, President.

ROLL CALL & INTRODUCTION OF GUESTS

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

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

Staff present: Erin Brousseau, Human Resource Generalist; Kevin Kilmer, Branch Operations Manager; Donna Mitschelen, Osolo Branch Manager; Gwen Robison, Assistant Director, Support Services; Trevor Wendzonka, Marketing and Public Relations Manager and Mark VanLummel, Technical Services Department Head.

Guest: Kate Wendzonka

CONSENT AGENDA

The consent agenda was presented. A claim by Brichard industries totaling $19,990.00 was added to the claims list. There being no objections, Jennifer Nielsen moved

THAT the Consent Agenda be adopted as presented, including the Brichard claim.

Clarence Thomas seconded Motion: Carried.

PRESIDENT’S BUSINESS

Janice E. Dean announced that Brian Byrn’s second term expires on June 30, 2017. Board members should send names of potential Board candidates to Lisa Guedea Carreño, Director. Lisa will vet candidates and submit list of recommendations to the Board President, prior to next meeting in preparation for forwarding to the Elkhart County Council.

DIRECTOR’S REPORT

Lisa Guedea Carreño, Director, presented her report for the month of March. She displayed a graph depicting a downward trend in circulation of physical items from 2012 through February 2017. She added that this trend coincides with a significant increase in usage of the Library’s electronic materials and collections.

Department Report

Donna Mitschelen, Osolo Branch Manager, presented a short video she had produced to introduce Osolo Branch staff and highlight programming that has been happening over the past year.

UNFINISHED BUSINESS

NEW BUSINESS

Lemonade Day Collaboration

Lisa Guedea Carreño, Director reported that she had been contacted recently by Menessah Nelson, Executive Director of Junior Achievement/Lemonade Day for Elkhart County, about collaborating on educational displays at Main and branches during April and May. These will highlight Lemonade Day’s key principles of “save, spend, share.” She requested the Board’s approval to offer space outside each library location for lemonade stands on the May 20, with priority to children or grandchildren of library employees. Renee’ Cocanower, Vice President moved

THAT the Library collaborate with Junior Achievement/Lemonade Day by allowing space inside libraries for displays, and sites outside each library location for a lemonade stand on May 20, details to be decided by staff.

Clarence Thomas seconded Motion Carried

Hiring Policy

Erin Brousseau presented Hiring Policy for consideration. The purpose of this policy is to clarify expectations and document guiding principles and to remove procedural details from policy . (There is now a separate procedure document containing step-by-step instructions for anyone involved in the hiring process.) No action was taken since this was a first reading.

Vacation Policy Revision

Erin Brousseau presented a revision of the Vacation Policy with additional restriction on payout of earned vacation when an employee resigns within the first six months of employment. It was agreed that the attorney would be consulted about the language of the policy. No action was taken since this was a first reading.

Job description – Page Coordinator

Erin Brousseau, HR Generalist, presented a revised job description for Page Coordinator. No action was taken since this was a first reading.

Questions and Information from Board, Staff, and Guests

ADJOURNMENT

The meeting was adjourned by consensus at 7:10 p.m.

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

____________________________
Jennifer Nielsen, Acting Secretary

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Board Meeting Minutes 2017 02

Administrator : May 18, 2017 4:13 pm : Board Minutes

The regular meeting of the Board of Trustees of the Elkhart Public Library was held February 21, 2017, 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: Brian Byrn, Renee’ Cocanower, Janice E. Dean, Carlos Esteves, and Jennifer Nielsen. Mary E. Davis and Clarence Thomas were unable to attend.

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

Staff present: Erin Brousseau, Human Resource Generalist; Diana Gill, Computer Services, Department Head; Jeanne Glanders, Popular Materials Department Head; Allison McLean, Young People’s Services Department Head; and Chuck Pieri, Branch Young People’s Librarian.

CONSENT AGENDA

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

THAT the Consent Agenda be adopted as presented.

Brian Byrn seconded Motion: Carried.

PRESIDENT’S BUSINESS

Janice E. Dean announced that Brian Byrn’s second term expires on June 30, 2017, and that he respectfully declines reappointment for another term. Janice thanked Brian for his work on the Board. Brian thanked the Board for the opportunity to serve, and said he would remain a library advocate and supporter and looked forward to more collaboration between the museum and library in the future.

DIRECTOR’S REPORT

Lisa Guedea Carreño, Director, presented her report for the month of February. She displayed three graphs depicting use of electronic resources (prepared by Reference Librarians Katrina Maust and Celine Maciejewski) and answered Board members’ questions about the data. She reported that Trevor Wendzonka would be starting as Marketing and Public Relations Manager on Monday, February 27, 2017.

Board input was requested and offered regarding potential programming and possible revision to the holiday schedule.

Department Report

Jeanne Glanders, Popular Materials Department Head, led a tour and reported on recent changes in the department, including new shelving units, displays and information desk, the relocated public bulletin board.

UNFINISHED BUSINESS

Job description – Clerk Administration

Erin Brousseau, HR Generalist, presented a revised job description for Clerk – Administration. There being no questions Renee’ Cocanower, Vice President moved

THAT the job description be approved as presented.

Carlos Esteves seconded Motion: Carried

NEW BUSINESS

2017 Fee Schedule

Lisa Guedea Carreño presented a revised Fee Schedule for 2017. There being no questions, the fee schedule was approved by consensus.

Questions and Information from Board, Staff, and Guests

ADJOURNMENT

The meeting was adjourned by consensus at 7:03 p.m.

The next regularly scheduled meeting of the Board of Trustees is March 21, 2017, at 5:30 p.m. at the Osolo Branch Library, 3429 E. Bristol St., Elkhart, IN.

____________________________
Jennifer Nielsen, Acting Secretary

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Board Meeting Minutes 2017 01

Administrator : May 18, 2017 4:12 pm : Board Minutes

The regular meeting of the Board of Trustees of the Elkhart Public Library was held January 24, 2017, at the Main Library and called to order at 5:36 p.m. by Brian Byrn, Treasurer.

ROLL CALL & INTRODUCTION OF GUESTS

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

Others present: Lisa Guedea Carreño, Director and Jane A. Garoutte, Business Manager. Susie Wade of the Democratic Women of Elkhart, and Dwight Fish, Elkhart City Council member.

Staff present: Jeanne Glanders, Popular Materials Department Head; Rachel Rice, Outreach Services Department Head, Gwen Robison, Assistant Director Support Services; Mary Beth Schlabach, Reference Services Department Head; and Sheila Urwiler, Assistant Director Public Services.

BOARD OF FINANCE COMMITTEE MEETING

The Board of Finance of Elkhart Public Library annual meeting was called to order by Brian Byrn at 6:10 p.m. when a quorum was reached.

The Business Manager presented the Investment Report for 2016 and recommended no changes to the Investment Policy. The first order of business was election of officers for 2017. Brian Byrn moved

THAT The Board of Finance elect Janice E. Dean as president and Jennifer Nielsen as secretary for the 2017 calendar year.

THAT the investment policy be approved unchanged from previous year; and

THAT the report of investments for 2016 be approved, and

THAT the meeting of the Board of Finance be adjourned.

Second: Carlos Esteves Motion: Carried

The meeting was adjourned at 6:12 p.m. The Board of Finance will meet each January as required by law.

CONSENT AGENDA

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

THAT the Consent Agenda be adopted as presented.

Carlos Esteves seconded Motion: Carried.

DIRECTOR’S REPORT

Lisa Guedea Carreño, Director, presented her report for the month of January. She presented a schedule for presentation of statistics during 2017.

Guests Susie Wade and Dwight Fish of the Democratic Women of Elkhart County were introduced. They proposed the use of public space on the main floor of the Main Library for a display designed to celebrate Women’s History Month, March 2017. The display will focus on Women’s History, primarily suffrage and women’s voting rights, and will highlight materials and resources available at the Elkhart Public Library. The display will showcase local, state and national historical female figures. The Board was assured that the display would be non-partisan in nature, and therefore agreed to allow the space necessary for the month-long display at the Main Library.

Sheila Urwiler, Assistant Director Public Services, presented an overview of her recent work on Project Outcome. She presented a summary of all data collected during our first evaluation period in the fall of 2016. She plans to continue implementing Project Outcome for Library programs in 2017.

Department Report

Mary Beth Schlabach, Reference Services Department Head, reported on recent changes in Reference Services, including the new meeting room space, the addition of several comfortable seating areas for patrons, and book displays.

NEW BUSINESS

Job description – Clerk Administration

Jane A. Garoutte, Business Manager, presented a revised job description for Clerk –
Administration. This being a first reading, this item was tabled until February.

Salary Schedules 2017

Lisa Guedea Carreño, Director, presented the salary schedule with changes previously approved by the Board during 2016. Clarence Thomas moved

THAT the Salary Schedule be approved as presented.
Second: Jennifer Nielsen Motion: carried

2016 Transfer to LIRF

Jane A. Garoutte, Business Manager, reported that in the 2016 budget, $106,500 was set aside in the Transfer to LIRF line. She and the Director recommended that $50,000 be transferred to LIRF in 2016. Carlos Esteves moved

THAT $50,000 be transferred to LIRF in 2016 as recommended.

Second: Jennifer Nielsen Motion: carried

2016 Encumbrances

Jane A. Garoutte, Business Manager, presented a list of encumbrances from the 2016 budget. Jennifer Nielsen moved

THAT the 2016 Encumbrance List be approved as presented.

Second: Carlos Esteves Motion: Carried

2016 Budget Revision Resolution

This item was tabled, as we have not yet received EPL’s 1782 budget notice from the State.

Resolution to Pay Bills Without Prior Approval

Jane A. Garoutte, Business Manager, presented the annual resolution giving accounting staff authority to pay certain bills between Board meetings. Brian Byrn moved

THAT the resolution to Pay Bills Without Prior Approval be approved as presented.
Second: Clarence Thomas Motion: Carried

Questions and Information from Board, Staff, and Guests

ADJOURNMENT

The meeting was adjourned by consensus at 7:05 p.m.

The next regularly scheduled meeting of the Board of Trustees is February 21, 2017, at 5:30 p.m. at the Main Library, 300 S. 2nd Street, Elkhart, IN.

____________________________
Jennifer Nielsen, Acting Secretary

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Board Meeting Minutes 2016 12

Administrator : May 18, 2017 4:11 pm : Board Minutes

The regular meeting of the Board of Trustees of the Elkhart Public Library was held December 20, 2016, at the Pierre Moran Branch Library and called to order at 5:36 p.m. by Janice E. Dean, President.

ROLL CALL & INTRODUCTION OF GUESTS

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

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

Staff present: Kevin J. Kilmer, Branch Operation Manager; Maureen Meagher, Pierre Moran Branch Supervisor; Mary Beth Schlabach, Reference Services Department Head; and Sheila Urwiler, Assistant Director, Public Services.

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

Janice E. Dean, President, named Jennifer Nielsen as acting secretary for the next several months, during which time Mary E. Davis will be out of State. She also asked for volunteers to deliver the Christmas fruit baskets to the staff. Jennifer Nielsen also agreed to serve on the PTO task force going forward.

DIRECTOR’S REPORT

Lisa Guedea Carreño, Director, presented her report for the month of December. She thanked trustee Brian Byrn for his hand in steering the organizers of the as yet unannounced outdoor art display project toward the Library as one of the sites in Elkhart County chosen for an installation. Photos of some of the artwork were shared, and the Director described the place we hope to have the piece installed. Brian Byrn explained that the logistics of this undertaking were immense, and the public announcement should be made in the near future.

The Director reviewed the increases to employee medical insurance premiums for 2017 and changes to the employee and employer shares. The Library will continue to cover $500 per month for single coverage and will contribute between $550 and $725 per month for spouse/children/family coverage, depending on the level selected. This moves EPL’s contribution percentages closer to those of similar employers in the area.

Department Report

Maureen Meagher, Pierre Moran Branch Supervisor, reported on the recent programs and activities at Pierre Moran Branch.

UNFINISHED BUSINESS

Revision to Organization-Wide Expectations contained in all job descriptions (second 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).” There being no objections, Mary E. Davis moved

THAT the revision to Organization-wide expectations contained in all job descriptions be approved.

Carlos Esteves seconded Motion: carried

Meeting Room Policy revision (second 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. There being no objections Brian Byrn moved

THAT the Meeting Room Policy be revised as presented.

Jennifer Nielsen seconded Motion: carried

NEW BUSINESS

PTO Policy

Renee’ Cocanower and Mary E. Davis reported on the progress made by the Paid Time Off (PTO) Review Task Force. She reported that the policy revision had been divided 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 presented the Management Advisory Council with a policy revision to cover the usage rules, which MAC approved. This was the policy recommendation sent to the Board in the ePacket. Renee Cocanower asked the Board to move on the usage rules at tonight’s meeting so that these revisions to the policy could become effective on January 1, 2017. There being no objections Mary E. Davis moved

THAT the PTO Policy be approved as revised.

Brian Byrn seconded Motion: carried

The task force is hopeful that the second phase of the policy revisions will be ready for Board consideration during the first quarter of 2017.

Questions and Information from Board, Staff, and Guests

ADJOURNMENT

The meeting was adjourned by consensus at 7:12 p.m.

The next regularly scheduled meeting of the Board of Trustees is January 17, 2017, at 5:30 p.m. at the Main Library, 300 S. 2nd Street, Elkhart, IN.

____________________________
Mary E. Davis, Secretary

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ELKHART PUBLIC LIBRARY
300 SOUTH SECOND STREET
ELKHART, IN 46516
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