Board Meeting Minutes 2015 01

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Board of Trustees Meeting

January 20, 2015
Board Meeting 5:30 p.m.
Board of Finance Meeting 7:30 p.m.

The regular meeting of the Board of Trustees of Elkhart Public Library was called to order by Janice E. Dean, President, at 5:30 p.m.
Members present: Krystal Anderson, Brian Byrn, Renee’ Cocanower, Janice E. Dean and Jennifer Nielsen. 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, Assistant Director, Public Services; and Kevin Kilmer, Branch Operations Manager.
Jane Garoutte presented an overview of the Annual Financial Reports for 2014. She also reported that the 1782 Statement has not been received from the State, so no budget transfers for 2015 were necessary at this time. Krystal Anderson moved THAT the Board adopt the Consent Agenda as presented.
Jennifer Nielson seconded. Motion: Carried.
Additional Items to Director’s Notes
Lisa Guedea Carreño, Director, reported meeting with Liz Fisher, President, Friends of the Elkhart Public Library and her plans to attend their monthly meeting later this week.
The Director also reported that a press release is going out this week to announce the Resource Sharing Consortium between the Elkhart and Goshen public libraries and to invite the press and public to a demonstration at Dunlap Branch on January 27.
The Director discussed Governor Pence’s proposed State budget, reviewing several items that will affect funding of Indiana libraries, including the defunding of INSPIRE and limitations on the funding for the Connectivity Grant. She also reported on additional legislation being put forward that could affect the fiscal autonomy of public libraries.
The Director announced collaboration with the Greater Elkhart Chamber of Commerce to provide space for 3rd House Town Hall meetings, where lawmakers will be on hand to update the public on the legislative session and to answer questions. The Chamber will host these meetings on Fridays and Saturdays. For the Friday sessions (February 6 and March 6) at the Elkhart Public Library (EPL), bring your own lunch. For the Saturday sessions (January 24, February 21, March 21, and April 18) at the Chamber, doughnuts and coffee will be provided. She encouraged the Board and staff to attend any or all of these town hall meetings.
The Director explained the discrepancy between her notes and the Circulation statistical report regarding the percentage increase in circulation, stating that regardless of which percentage was correct, December circulation was up, most likely as a result of the consortium having gone live in mid-November.
Department Report
Department report by Popular Materials was postponed due to illness.
Phase II Renovations
Lisa Guedea Carreño presented preliminary drawings for Main Library Phase II renovations which are focused on the replacement of the west elevator and expansion of basement meeting room spaces.
She described changes in the basement, first and second floors necessary to accommodate the new, larger ADA compliant elevator. Included in this proposal are the provision of additional and updated meeting room space, adding or updating restrooms on multiple floors to be ADA compliant, relocating and reconfiguring Circulation Department work spaces, and installing coiling grilles (pull-down chain-link type barriers) on the first and second floor entrances to allow for basement meeting room use after hours,
The Director reported that a walk-thru with architect Eric Leedy, as well as the builder who is preparing a budget estimate and the plumbing and electrical engineers, is planned for Thursday, January 22. The goal is to have revised floor plans and cost estimates for review at the February Board meeting, and for the Board to determine the amount of Bond Issue to be sought. She presented the Bond Financials Planning Calendar as prepared by reported that Phil Faccenda, Bond Counsel. She indicated that the next step was for Phil Faccenda to communicate with the City Attorney to pre-introduce the library’s intentions before advertising the Bond Issue.
Strategic Plan
Lisa Guedea Carreño reported that implementation teams are planning specific activities with measureable outcomes and establishing timelines to meet approved targets.
Human Resource Generalist Job Description & Reclassification
Lisa Guedea Carreño presented a revised job description for HR Generalist and explained the rationale regarding the reclassification of the position from grade six to five. Brian Byrn moved
THAT the Human Resource Generalist Job Description be approved as presented.
Jennifer Nielsen seconded Motion: Carried
Krystal Anderson moved
THAT the Salary Schedule be revised to reflect the change in grade for Human Resource Generalist from grade six to grade five.
Brian Byrn seconded Motion: Carried
Meeting Room Policy Revision
Lisa Guedea Carreño presented a revised Meeting Room Policy for reconsideration. This revision contains clarification of the types of organization permitted to use library meeting rooms. The wording in C. 1. b. was revised to include civic organizations, and specifically allow Government units located within the Library servicing district engaged in non-partisan activities to use the library meeting rooms. There being no objections Krystal Anderson moved
THAT the Meeting Rooms policy be approved as presented.
Brian Byrn seconded Motion: Carried
Branch Signage Logo
Lisa Guedea Carreño presented an estimate and mock-ups for replacing the logo on the existing signs at the branches. After much discussion this item was tabled. Kevin Kilmer, Branch Operations Manager, was asked to obtain additional design options with cost estimates for the Board consideration.
Questions and Information from Board, Staff, and Guests
The meeting was adjourned by consensus at 7:28 p.m.
The Board of Finance meeting was called to order at 7:29 p.m.
Janice E. Dean reviewed the purpose of this meeting is to elect a president and secretary, to receive and review the investment officer’s report on Investments, and to review the overall Investment policy. She further recommended that the current President and Secretary of the Board of Trustees be elected as President and Secretary of the Board of Finance.
Jane Garoutte presented the Report on Investments, noting that there were no investments during 2014. She also presented the existing Investment policy and recommended no changes at this time. Jennifer Nielsen moved
THAT the election for the Board of Finance Offices be approved as recommended;
THAT the Investment Policy be approved as recommended, and
THAT the Report of Investments be approved as presented, and
THAT the meeting be adjourned.
Krystal Anderson seconded Motion: Carried
The meeting of the Board of Finance was adjourned at 7:32 p.m.
The next regularly scheduled meeting of the Board of Trustees will be on January 20, 2015, at 5:30 p.m. in Meeting Room #1 of the Main Library.

Krystal Anderson, Secretary

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