Board Meeting Minutes 2014 10


Board of Trustees Meeting



October 21, 2014

Budget Adoption Meeting 5:30 p.m.

Board Meeting 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 5:40 p.m.

Members present: Krystal Anderson, Renee’ Cocanower, Mary E. Davis, and Janice E. Dean.  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, Associate Director, Public Services; Marjorie Schaphorst, HR Generalist and Nicole Sheler, Administrative Bookkeeper.


Renee’ Cocanower moved THAT the Board adopt the Consent Agenda as presented.

Krystal Anderson seconded.                                              Motion: Carried.


Additional Items to Director’s Notes

Lisa Guedea Carreño reported that staffing and budget shortages at the State Board of Accounts has led to the suspension of financial auditing of Indiana public libraries. According to the Herald Bulletin, SBOA will postpone audits for libraries, conservancy districts, some public school accounts, and small towns and townships.

The SBOA is exploring alternatives which include increasing the cost of audits from $45/day to $45/hour. The current cost of a similar service by a private firm is $100 to $125 per hour. The State Board of Accounts State Examiner, Paul Joyce, in conjunction with lawmakers, and local government associations, is formulating plans to resolve the current issues, which will be presented to the Indiana General Assembly in January.


Phase II Renovations

Lisa Guedea Carreño reported that internal meetings to gather input on meeting room space and renovations related to the installation of an elevator to replace the outdated one that leads to public meeting areas are planned for November, followed by requests for updated estimates. Once a more fully-developed plan and updated cost estimates are in place, a General Obligation Bond issue will be revisited early in 2015..

Strategic Planning / Long Range Planning

The Elkhart Public Library Strategic Plan (January 1, 2015 – December 31, 2017) was presented for a second reading.  The Director discussed her desire for the Strategic Plan to contain a statement of core values, but that should not delay approval of the plan as written.  She indicated that the staff would begin the implementation planning after the Board approved the plan.  Mary E. Davis moved

THAT the Elkhart Public Library Strategic Plan (January 1, 2015 – December 31, 2017) be approved as presented, that implementation planning begin.

Krystal Anderson seconded.                                        Motion: carried.

Board Meeting Participation Policy

Lisa Guedea Carreño presented a proposed Board Meeting Participation policy for Board consideration. This policy is the underlying foundation for the welcome brochure for public attending Board meetings, also presented, along with the Board Meeting Participation Request form.  Renee’ Cocanower moved

THAT the Board Meeting Participation Policy be approved as presented.

Krystal Anderson seconded.                                        Motion: Carried

Unpaid Fines & Fees Policy

Lisa Guedea Carreño presented a proposed Unpaid Fines & Fees policy for Board consideration.  The policy addresses patron account balances, material recovery service, and what limits are placed on cardholders with balances due on their accounts. Krystal Anderson moved

THAT the Unpaid Fines & Fees Policy be approved as presented.

Renee Cocanower seconded.  Discussion followed regarding clarification of other limitations placed on cardholders.  It was determined that other specifics need to be included in this policy.

Motion: withdrawn


City of Elkhart expansion of TIF area and redevelopment plans

Lisa Guedea Carreño reviewed recent news regarding the City of Elkhart expansion of the TIF area, redevelopment.  She reported that Crystal Welsh, Director of Community Development for the City, has offered to come and talk with the Board about the plan and its potential impact on the Library.  The Director has invited Crystal Welsh to attend the November EPL Board of Trustees meeting and plans to attend at least one of the upcoming public meetings and the Common Council meeting in November.

The Director also reported that she will keep the Board abreast of new information received regarding the City’s plans for a TIF-related Bond Issue and how that could impact the Library’s plans for a General Obligation Bond Issue early next year.


No action taken.

Emergency Closing Policy revision

Lisa Guedea Carreño, Director, presented the Emergency Closing Policy, revised to include a  statement that if possible, staff will be reassigned to another location to work their regularly scheduled hours for the duration of the closing event, and that the Director (or designee) will make the decision to relocate affected workers based on Library need.

This being a first reading, no action was taken.

Request for Reconsideration Policy

Lisa Guedea Carreño, Director, presented the Request for Reconsideration Policy and accompanying form for Request of Reconsideration of Library Material.

This being a first reading, no action was taken.

Facilities Coordinator Job Description

Lisa Guedea Carreño, Director, presented the Job Description for Facilities Coordinator explaining that this position is deemed necessary for the Custodial Department.  The facilities coordinator will serve as backup to the Facilities Department Head in all efforts to keep the Elkhart Public Library premises, buildings and equipment in clean and orderly condition.

This being a first reading, no action was taken.

Questions and Information from Board, Staff, and Guests

Department Report

Lisa Guedea Carreño presented a PowerPoint slideshow introducing the Administrative team, highlighting for each team member: three major areas of responsibility; three recent projects; items each member prepares for the monthly board packets; “words to live and work by”; and a hidden or unusual talent found to be helpful at work.


The meeting was adjourned by consensus at 7:04 p.m. The next regularly scheduled meeting of the Board of Trustees will be on November 18, 2014, at 5:30 p.m. in Meeting Room #1 of the Main Library.





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