Board Meeting Minutes 2014 09

A public budget hearing of the Board of Trustees of the Elkhart Public Library was called to order by Janice E. Dean, President, at 5:36 p.m. Jane Garoutte, Business Manager reported that the budget presented at the August meeting was duly advertised in the Elkhart Truth and the Goshen News as required by the State Board of Accounts and Department of Local Government Finance (DLGF). With no questions or comments from guests, the public hearing was adjourned by consensus at 5:40 p.m.

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. This meeting was postponed from September 16, 2014.
Members present: Krystal Anderson, Brian Byrn, Janice E. Dean, and Jennifer Nielsen. Renee’ Cocanower, Mary E. Davis 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, Kevin Kilmer, Antonio Martinez, Susan Eller, Donna Mitschelen, Chuck Pieri, Gwen Robison, and Marjorie Schaphorst.
Jennifer Nielsen moved THAT the Board adopt the Consent Agenda as presented.
Krystal Anderson seconded. Motion: Carried.
Friends of the Elkhart Public Library
Janice Dean expressed the Board’s appreciation for the Friends of the Elkhart Public Library, thanking them for their support of the Summer Reading Program prizes, a butterfly garden at Dunlap Branch and sponsoring a portion of the reception for the new Director.
Recent Retirement of Long-term Employees
Janice Dean recognized the following long-time employees who have recently retired from the Library: July Ferrell, Head of Reference, retired August 23, after 44 years; and Grace Gregory, Osolo Branch Library Clerk, retired August 22, after 33 years.

Additional Items to Director’s Notes
Lisa Guedea Carreño, Director, reported that the Friends of the Elkhart Public Library will be holding a book sale October 9-11, 2014. She also reported that she is now officially certified by the State of Indiana as a Public Library Director. She reported that an article about “Banned Books Week,” appeared this week in the Elkhart Truth online. Further discussion regarding recent challenges ensued. Lisa further reported that Jeanne Glanders, Head of Popular Materials, had visited the St. Joseph County Public Library “Studio 304 – Maker-Space” and had suggested a tour of the facilities this winter for interested EPL employees.
Department Report
Kevin Kilmer, Branch Operations Manager, introduced the branch coordinators, who presented slide shows and talked about the uniqueness of each branch. Charles Pieri, Children’s Librarian, also spoke to the Board about his recent school visits and community involvement.
Collection Development Policy (formerly Selection Policy)
The Selection Policy was revised and presented as the Collection Development Policy. Brian Byrn moved
THAT the Collection Development Policy be approved as presented.
Second: Krystal Anderson Motion: Carried
Phase II Renovations
Lisa Guedea Carreño reported that new estimates will be sought for the elevator project. Additional input is needed on meeting room spaces and related renovations. Once a more fully-developed plan and updated cost estimates are in place, a General Obligation Bond issue will be revisited.
Strategic Planning / Long Range Planning
Lisa Guedea Carreño presented the Strategic Plan (January 1, 2015 – December 31, 2017) approved by the Management Advisory Council, including the Technology Plan and a revised mission statement. The Strategic Plan will be presented for a second reading by the Board in October.
Board Meeting Participation Policy
Lisa Guedea Carreño presented a proposed Board Meeting Participation policy for the Board’s approval. This policy will be the underlying foundation for the welcome brochure for public attending Board meetings. First reading; no action taken.
New Overdue Notice Timetable
Lisa Guedea Carreño described the existing timetable for overdue notices and reviewed the changes to this timetable approved by the Management Advisory Council. The new timetable for overdue notices is:
First notice: When an item is seven days overdue.
Second Notice: When the item is 14 days overdue,
Third notice: when the item is 21 days overdue.
An unreturned item will be declared “lost” at 30 days, and the borrower’s account will be charged for replacing the item.
This was an information agenda item only. No action was required.
Unpaid Fines & Fees Policy
Lisa Guedea Carreño presented a proposed policy concerning unpaid fines and fees by patrons, when accounts are sent to a material recovery service, and what limits are placed on cardholders with balances due on their accounts. First reading; no action taken.
Excess Levy Appeal – Data Correction
Lisa Guedea Carreño presented a review of Excess Levy Appeal process received from the Department of Local Government Finance (DLGF). She described the recent correction to the Elkhart Public Library taxing district related to Concord Township areas previously annexed by the City of Goshen, for which the assessed valuation of said properties had erroneously been assigned to the Goshen Public Library since the 1970s.
When the error came to light, Umbaugh and Associates, CPAs was engaged to assess the financial impact on the assessed valuations, property tax levies, and corresponding circuit breakers for each of the multiple taxing units involved, including both libraries, Elkhart County, Elkhart Township, Elkhart Civil City, Goshen Civil City, Concord Community Schools and Goshen Community Schools.
The Director recommended that the Board file for an Excess Levy Appeal for the amount estimated by Umbaugh to be the increased amount of levy to be raised on the additional assessed valuation which should have been in the Elkhart Public Library district all along. This additional levy would enable Elkhart Public Library to serve the additional 1121 patrons in the annexed areas of Concord Township.
The deadline to file this Excess Levy appeal is October 20. Brian Byrn moved
THAT the Director be authorized to move forward with the Excess Levy Appeal based on the resolution of the library district boundaries issue between Goshen Public Library and Elkhart Public Library.
Second: Jennifer Nielsen Motion: Carried
1782 Notice Response Resolution
The Director presented the 1782 Notice Response Resolution. Krystal Anderson moved
THAT the 1782 Notice Response Resolution be approved as presented.
Second: Brian Byrn Motion: Carried
TCU Corporate VISA
Jane A. Garoutte reported that the persons authorized to make changes or make balance and transaction inquiries made at the September meeting were still pending due to incorrect forms being received from TCU. No further action was taken on this agenda item.
Questions and Information from Board, Staff, and Guests
The meeting was adjourned by consensus at 7:50 p.m. The next regularly scheduled meeting of the Board of Trustees will be on October 21, 2014, at 5:30 p.m. in Meeting Room #1 of the Main Library.

Krystal Anderson, Secretary

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