Board Meeting Minutes 08 2014

EXECUTIVE SESSION

An executive session of the Board of Trustees of the Elkhart Public Library was called to order by Janice E. Dean, President, at 5:00 p.m. The executive session was duly called as provided for by IC 5-14-1.5-6.1(b)(5), Item l: to receive information about Contract Negotiations. The executive session was adjourned by consensus at 5:45 p.m.

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 5:45 p.m.

Members present: Krystal Anderson, Brian Byrn, Renee’ Cocanower, Janice E. Dean, Jennifer Nielsen, and Scott Troeger. Mary E. Davis was unable to attend.

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

Staff or Guests present: Marsha Eilers, Tina Erwin, Diana Gill, Kevin Kilmer, Rachel Rice, Gwen Robison, Marjorie Schaphorst, and Mary Beth Schlabach.

CONSENT AGENDA

Renee’ Cocanower moved THAT the Board adopt the Consent Agenda as presented.
Jennifer Nielsen seconded. Motion: Carried.

PRESIDENT’S BUSINESS

2015 Budget Presentation

Jane A. Garoutte, Business Manager presented the budget for 2015 which will be submitted for non-binding review to County Auditor by September 2, 2014.

Conflict of Interest Statement

Renee’ Cocanower moved THAT the Board accept the conflict of interest statement for Scott Troeger.
Krystal Anderson seconded. Motion: Carried

Director Retirement

Janice Dean presented a resolution recognizing the Board’s appreciation of the years of service as director of Deborah Stewart and extended its best wishes on her retirement. The Board approved by consensus.

DIRECTOR’S REPORT

Additional Items to Director’s Notes

Deborah Stewart thanked the Board for their continued support during her time at the Elkhart Public Library. She formally introduced Lisa Guedea Carreño as the new director since August 11, 2014.

Department Report

Rachel Rice, Head of Outreach Services, reviewed projects Outreach has been involved in over the past year, highlighting the types of regular outreach stops: child daycare centers, senior centers and apartment complexes. She also reviewed recent changes in staff and new stops and explained how Outreach Services obtains supplies for doing the crafts so popular at many regular stops.

UNFINISHED BUSINESS

Phase II Renovations

Lisa Guedea Carreño indicated that the Elevator project and related General Obligation Bond issue was temporarily on hold. No action was taken.

Strategic Planning / Long Range Planning

Marsha Eilers reported that she, Deborah Stewart and Lisa Guedea Carreño held a conference call with Donna Fletcher, Strategic Planning consultant, who will incorporate several additional pieces of information into the plan and present a draft by the end of August. The draft will be presented to the Management Advisory Council in September.

Collection Development Policy ( formerly Selection Policy)

The Selection Policy was rewritten and presented as the Collection Development Policy. Janice E. Dean made additional comments regarding terminology and made some suggestions for further revision. No action was taken on this agenda item.

NEW BUSINESS

Welcome brochure for public attending Board meetings

Lisa Guedea Carreño presented a draft brochure explaining what the Elkhart Public Library Board of Trustees does at public meetings, how those meetings are conducted, and when guests may be invited to speak. Discussion followed the presentation, with the Board suggesting some changes. It was suggested that the brochure include “reasonable time limit,” and refer to the existing policy.

The Board asked to review the policy and brochure together at the next meeting. No action was taken on this agenda item.

TCU Bank Resolution & Signature Card

Jane A. Garoutte presented the bank resolution authorizing specific Board members and staff to access bank information, sign checks, or make account changes, according to the standard bank resolution for corporations. Signatures for authorized signers were also obtained.

Krystal Anderson moved THAT the resolution be approved as presented.
Renee’ Cocanower seconded. Motion: Carried

TCU VISA Resolution & Signature Card

Jane A. Garoutte presented the corporate resolution authorizing specific Board members and staff authority to access credit card information, authorize charges, or make changes to account limits, etc. Signatures for authorized signers were also obtained.

Bryan Byrn moved THAT the resolution be approved as presented.
Krystal Anderson seconded. Motion: Carried

Questions and Information from Board, Staff, and Guests

The Board presented gifts of service appreciation to retiring Director Deb Stewart.

ADJOURNMENT

The meeting was adjourned by consensus at 6:50 p.m. The next regularly scheduled meeting of the Board of Trustees will be on September 16, 2014, at 5:30 p.m. in Meeting Room #1 of the Main Library.

____________________________
Krystal Anderson, Secretary

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