Board Meeting Minutes 2015 03

 
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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. in meeting room #1 at the Main Library at 300 S. Second Street, Elkhart, IN.
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; Kevin Kilmer, Branch Operations Manager; and Gwen Robison, Assistant Director, Support Services.
CONSENT AGENDA
There being no objections, Renee’ Cocanower moved
THAT the Board adopt the Consent Agenda as presented.
Krystal Anderson seconded. Motion: Carried.
PRESIDENT’S BUSINESS
Janice E. Dean, President reported that she will serve on the Library Board of Trustees for another four-year term. Library Trustees may serve four four-year terms. If appointed to fulfill an unexpired term of two years or less, that period of time is not considered part of the four-term maximum and thus the trustee and may fulfill up to two additional years in total. She reported that that Scott Troeger’s fourth and final term on the Library Board will expire June 30, 2015. She requested the Board supply names to the Director of anyone who they would recommend or who have expressed an interest in serving as a Library Trustee.
The Director distributed samples of a brochure and application used by Middlebury Public Library designed to inform and gather information on individuals interested in an appointment to a Library Board. The Board discussed the process and how it varies between appointing bodies.
DIRECTOR’S REPORT
Additional Items to Director’s Notes
Lisa Guedea Carreño, Director, reported that circulation statistics were down slightly from January’s higher-than-usual numbers.

Department Report
Diana Gill and Chris Hunsberger lead the Board on a tour of the Graphics Department.
UNFINISHED BUSINESS
Phase II Renovations
The Director presented the materials she had given to the Mayor and Deputy Mayor during her visit. These included the Main Library Phase II Renovations Summary in which she identifies elements critical in accommodating an ADA-compliant elevator, expansion of and improvements to meeting room spaces, and provision for ADA-compliant restrooms on all floors; and a table prepared by Umbaugh showing estimated annual increases to the average taxpayers in the city of Elkhart and each township.
The Director explained the two sets of statutes with vying requirements regarding from which elected body the Library must seek approval for a bond issue. One statute addresses the issuance of bonds, and stipulates that a library must seek approval from the elected body that established the library, and in which at least 50% of the library taxpayers reside. The City of Elkhart would be the approving body under this statute.
However, the statute governing additional appropriations for libraries states that a library must seek approval to spend funds over and above the approved Operating budget from the elected body that has approval authority for the library’s budget. In this case, the Elkhart County Council will need to approve the spending of funds raised by issuance of bonds. To be prudent, our bond counsel recommends that the Elkhart Public Library Board of Trustees seek approval from both government bodies.
She reviewed the revised financial planning calendar, which provides for an additional appropriation public hearing to be held by the Library Board on April 21, 2015, filing with Elkhart County Council April 30, 2015 for inclusion in the May 9 meeting agenda, and filing with the Elkhart Common Council on May 13, 2015 for inclusion in the May 18 meeting agenda. A second reading and public hearing with the County Council may be necessary in June.
The Board discussed holding a public work session at before the April meeting (5:00 p.m.) and the public hearing at 5:30 p.m. with regular meeting to follow, though this timeline could be changed if necessary.
There being no objection Jennifer Nielsen moved
THAT the Director be authorized to move forward with the bond issue process, including architectural plans required in advance of receiving bids, and setting a date and advertising for a public hearing, preferably at the beginning of a forthcoming regular EPL Board meeting.
Krystal Anderson seconded. Motion: Carried.

Strategic Plan
The Director reported that project managers will be tasked to assess all programming plans through the filter of the Strategic Plan, asking the question, “Does this support the Strategic Plan, and how?”
NEW BUSINESS
Internet Access Policy
The Director presented the Internet Access Policy containing some clarifying language and definitions. State standards require this policy to be reviewed annually.
There being no objection Krystal Anderson moved
THAT the Internet Access Policy be approved as presented.
Jennifer Nielsen seconded. Motion: Carried.
Obituary request fee increase/Fee Schedule revision
The Director presented a proposal from Reference Services and full support of MAC to increase fees charged for obituary requests from $0.15 per copy and a self-addressed stamped envelope, to $5.00 for up to three obituaries, with an additional $5.00 for additional increments of one to three obituaries. She presented a comparison of charges by other Indiana libraries which Reference had compiled in 2010. There being no objection, Brian Byrn moved
THAT the Obituary fees be increased and the Fee Schedule be updated, as recommended.
Krystal Anderson seconded. Motion: Carried.
Questions and Information from Board, Staff, and Guests
ADJOURNMENT
The meeting was adjourned by consensus at 6:41 p.m.
The next regularly scheduled meeting of the Board of Trustees is April 21, 2015, at 5:30 p.m. in Meeting Room #1 of the Main Library.
____________________________
Secretary

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ELKHART PUBLIC LIBRARY
300 SOUTH SECOND STREET
ELKHART, IN 46516
(574) 522-5669
ADDITIONAL RESOURCES
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EPL/GPL CONSORTIUM
FINANCIAL REPORT
FRIENDS OF EPL
GIFT PROGRAM
LIBRARY CARDS
LIBRARY FEES & POLICIES
STRATEGIC PLAN