Board Meeting Minutes 2014 11

Board of Trustees Meeting

November 18, 2014

 

Minutes

Board Meeting 5:30 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 5:30 p.m.

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

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

Staff or Guests present:  Gwen Robison, Assistant Director, Support Services; Marjorie Schaphorst, HR Generalist; Kevin Kilmer, Branch Operations Manager; and Mary Beth Schlabach, Head of Reference Department.

CONSENT AGENDA

Krystal Anderson moved THAT the Board adopt the Consent Agenda as presented.

Mary Davis seconded.                                                        Motion: Carried.

DIRECTOR’S REPORT

Additional Items to Director’s Notes

Lisa Guedea Carreño shared recent publicity received in the form of an eTruth article and an entry on Steve Gruber’s blog.  Steve is responsible for the Art Walk in downtown Elkhart, and in his blog he shared his enthusiasm for the Library and the resurrected art print and sculpture collections available for loan.

Lisa also discussed the Friends of the Elkhart Public Library fund raiser, “Trees, trees, trees.”  Individuals and small groups were invited to sponsor and decorate miniature Christmas trees now on display along the north wall of the Atrium at the Main Library.  The Friends will hold a silent auction for the trees to raise money for the Friends.  Patrons and library guests may also vote for their favorite tree.  In the meantime, the library enjoys the trees as decoration for the holiday season.

The Director further discussed the City Council meeting she attended on November 17, where the Tax Increment Financing (TIF) district expansion and future TIF bond issue were discussed.  She also reported that she attended a pre-conference workshop on libraries and the bond issue process.  The workshop was presented by Belvia Gray of H. J. Umbaugh and Associates, in Indianapolis on November 17.


 

UNFINISHED BUSINESS

City of Elkhart expansion of Tax Increment Financing (TIF) area and redevelopment plans

Crystal Welsh, Director of Community Development for the City of Elkhart, presented information regarding plans for downtown TIF area expansion and redevelopment.  She reviewed the history of the existing TIF area established in 1985, the current plans to expand the TIF district, and how that might affect the future funding of the Library and other governmental units depending on taxes raised on property within the district boundaries.

She reported that the effect on the Library’s plan to seek a General Obligation Bond Issue early next year, should not be affected by the TIF Bond Issue being sought by the city, as the repayment of the TIF Bonds would be funded solely from the taxes raised on the increased value of property within the TIF district as a result of the redevelopment.

No action required.

Phase II Renovations

Lisa Guedea Carreño reported that internal meetings to gather input on meeting room space and renovations related to the replacement of the west elevator were postponed due to time constraints, but that she hoped these would take place before year end. 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 Director reported that following the Board’s approval of the Elkhart Public Library Strategic Plan (January 1, 2015 – December 31, 2017), implementation teams were assigned to set specific goals and deadlines for those items marked for completion in 2015.  Progress updates will be given regularly throughout 2015.

 Job Description: Facilities Coordinator

Job Description for Facilities Coordinator was presented for second reading.  Krystal Anderson moved

THAT the job description of Facilities Coordinator by approved as presented.

Mary Davis seconded                                                  Motion: Carried

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 needs. There being no further questions or concerns, Jennifer Nielsen moved

THAT the Emergency Closing Policy be approved as presented.

Krystal Anderson seconded                                         Motion: Carried

Request for Reconsideration Policy

The Request for Reconsideration Policy and accompanying form for Request of Reconsideration of Library Material were presented for a second reading.  It was suggested that Item B. 4. Be rewritten to read, “An item will be reconsidered only once in a twelve month period”.  Krystal Anderson moved

THAT the Request for Reconsideration Policy be approved with B.4. corrected.

Jennifer Nielsen seconded                                          Motion: Carried

Unpaid Fines & Fees Policy

Lisa Guedea Carreño presented a proposed Unpaid Fines & Fees policy for Board consideration.  The revised policy was inadvertently omitted from the electronic Board packet distributed to the Board in advance of the meeting.  For this reason, the decision for approval was postponed until December.

NEW BUSINESS

Indiana Bond Bank Resolution

Jane A. Garoutte presented Indiana Bond Bank Advanced Funding resolution authorizing a borrowing for the Operating Fund, with the maximum permitted borrowing amount having been set using the Elkhart Public Library estimated 2015 levy and cash flow information.  Mary Davis moved

THAT the Resolution to borrow $1,315,823.00, from the Indiana Bond Bank in 2015 be approved.

Krystal Anderson seconded                                         Motion: Carried

Salary & Wage Increases for 2015

Lisa Guedea Carreño presented a multifaceted salary and wage increase scenario comparison and supporting budget detail using various possible outcomes relating to the effect that circuit breakers are likely to have on funding in 2105.  She recommended Scenario B – a 2% salary/wage increase and same level of employee insurance benefits to be paid by the Library, noting that this scenario would be safely funded even if circuit breakers were as high as $1,200,000.  She explained that greater increases would potentially require cuts in other areas of the budget.  Jennifer Nielsen moved

THAT salaries and wages of all eligible staff be increased by 2% over 2014 and that the library’s contribution toward employee medical, vision and dental insurance remain the same for 2015.

Krystal Anderson seconded                                         Motion: Carried

Salary Schedule 2015

Lisa Guedea Carreño presented a revised salary schedule for 2015, highlighting grade changes for Bookkeeper and Clerk-Outreach positions, and the addition of Facilities Coordinator and Marketing & Development professional positions.  Krystal Anderson moved

THAT the Salary Schedule for 2015 be approved as presented.

Mary Davis seconded                                                  Motion: Carried

Job Description: Bookkeeper

Lisa Guedea Carreño presented a revised Job Description for Bookkeeper, updated to reflect changes to education and experience requirements and grade.  Jennifer Nielsen moved

THAT the Job Description for Bookkeeper be approved as presented.

Krystal Anderson seconded                                         Motion: Carried

Grievance Resolution Policy

Lisa Guedea Carreño presented a Grievance Resolution Policy designed to accompany a procedure that is already in place. The policy acknowledges potential staff grievances and outlines the internal process for reporting and seeking resolutions for such grievances.  This being a first reading, no action was taken.

Posting and Display of Community Materials Policy

Lisa Guedea Carreño presented a new policy to provide guidelines and promote consistency regarding the posting, display and placement of materials from non-library sources within Library facilities.  Mary Davis moved

THAT the Posting and Display of Community Materials Policy be approved as presented.

Jennifer Nielsen seconded                                          Motion: Carried

Questions and Information from Board, Staff, and Guests

Department Report

Mary Beth Schlabach presented the Reference Department report, highlighting and demonstrating electronic sources such as the Zinio magazine collection and the A-Z reference database.

ADJOURNMENT

The meeting was adjourned by consensus at 7:35 p.m. The next regularly scheduled meeting of the Board of Trustees will be on December 16, 2014, at 5:30 p.m. in Meeting Room #1 of the Main Library.

 

 

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