Board Meeting Minutes 2015 04

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A work session was held between 5 p.m. and 5:30 p.m. for the Board to receive information and discuss options relating to the pending bond issue request.
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: Renee’ Cocanower, Mary E. Davis, Janice E. Dean and Jennifer Nielsen. Brian Byrn 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; Jeanne Glanders, Popular Materials Department Head; Gwen Robison, Assistant Director, Support Services. Erin Wagner, Human Resource Generalist. Guests were: Phil Faccenda, Barnes & Thornburg; Pooja Shrestha, Staff Consultant and Belvia Gray, Principal, with Umbaugh & Associates, Certified Public Accountants.
Change in Order of Business
A change in order of business was made to allow presentation and explanation of the bond issue to follow immediately after the consent agenda, and to move all other items requiring Board action to follow immediately. Due to the untimely death of Krystal Anderson, Janice Dean, President appointed Jennifer Nielsen to serve as Secretary until elections are held in June.
There being no objections, Renee’ Cocanower moved
THAT the Board adopt the Consent Agenda as presented.
Mary E. Davis seconded. Motion: Carried.
Phase II Renovations
Phil Faccenda, Bond Counsel, outlined the steps required in the process of issuing bonds, including the necessary advertisements and public hearing at this meeting. Belvia Gray, CPA with Umbaugh & Associates, presented cost estimates for five and seven year repayment terms and reviewed the potential increase in property tax to individual taxpayers in the Library district. Phil then presented a resolution to authorize issuance of bonds and the appropriation of the proceeds thereof.
Public Hearing
Janice E. Dean, President, presided over the hearing, welcoming everyone and introducing members of the Board, staff and guests. She explained the purpose of the hearing is to provide the opportunity for interested persons to give testimony and/or ask questions concerning this building project, bond issue and additional appropriation. Notice of the public hearing was published as required in The Elkhart Truth and Goshen News, on April 9, 2015. Proofs of publication were presented at the meeting. The President announced that the Board would now hear testimony and questions from the public. No questions or testimony were given.
The Elkhart County Council will consider the Elkhart Public Library Board’s request to issue bonds at their May 9 meeting, and request will be taken before the Elkhart Common (City) Council on May 18th. A second reading by the Elkhart County Council is anticipated for June 13, 2015.
Bond Issue Resolution & Additional Appropriation
There being no objection Mary E. David moved
THAT the “Resolution of the Elkhart Public Library authorizing the issuance of bonds for the purpose of provide funds to be applied to pay for the construction and equipping of certain library capital projects and incidental expense in connection therewith and on account of the issuance of the bonds, and the appropriation of the proceeds thereof” be approved;
THAT the request be made for issuance of bonds in the amount $1,400,000, for the purpose of Main Library renovations, including replacement of one elevator and restrooms on each floor designed to meet with code requirements of the Americans with Disabilities Act (ADA), and the expansion and improvement of meeting room space; and
THAT the bonds be issued for a five-year term, and shall have a final maturity no later than January 15, 2021.
Jennifer Neilson seconded. Motion: Carried.
Janice E. Dean, President took her Oath of Office to serve on the Library Board of Trustees for another four-year term.
The President reported with deep respect and sadness, that the Elkhart Public Library pays tribute to Krystal N. Anderson, who served on the Board of Trustees from July 2012, until her unexpected passing on April 10, 2015. Janice E. Dean said the Board and Library staff will miss Krystal’s warmth and compassion, the positive energy and cheerful outlook she brought to every Board meeting, and her unwavering support of the Library. She expressed the Board’s deepest sympathies to Krystal’s family, friends and colleagues.
She reported that flowers were sent on behalf of the Library Board and Staff, and that the family suggested donations to Child and Protective Services (CAPS) and National Autism Association as a memorial. The Board suggested that something commemorating Krystal’s service, and reflecting her love and dedication to children, be purchased and installed at the Pierre Moran Branch, her home branch library.
Additional Items to Director’s Notes
Lisa Guedea Carreño, Director, presented comparative statistics for the Elkhart-Goshen Consortium showing an increase in usage between libraries in March over February. She updated the Board on Library District Boundary follow-up, HR Generalist search, and state legislative matters. She reported also that she had notified the Elkhart Community Schools of the trustee vacancy and requested they appoint a replacement for the balance of Krystal Anderson’s unexpired term, through June 30, 2016.
The Director shared her recent experience during Kindergarten Round Up at Hawthorne Elementary, where she was available to children and their families to answer questions and supply registration forms for new library patrons. She invited the Board to review the offerings at the upcoming Indiana Library Federation (ILF) annual conference in Michigan City. Any Board member interested in attending would be registered by Administration and costs for travel and a meal would be reimbursed.
Department Report
Jeanne Glanders conducted a tour of the Popular Materials area on the first floor of the Main Library.
Strategic Plan
The Director reported that some project managers have done more than others with regard to strategic activities. A series of communications are planned in June and July to request status reports from project managers and to being drafting implementation plans for 2016. Further, in the coming months all staff involved in programming will be asked to assess and report all planned activities by asking “How does this program or activity support the Strategic Plan?” The Board agreed that they would like to receive quarterly updates from the project managers on progress toward strategic planning goals and tasks.
Employee Category Change
The Director presented the Employee Category Policy containing a correction to Item C. 2. b. and C. 2. b. striking language stating that these two categories of employee were eligible to participate in the Public Employees Retirement fund, which is contrary to PERF eligibility rules. Only full-time staff qualifies to participate in the fund.
There being no objection Renee Cocanower moved
THAT the Employee Category Policy be approved as presented.
Jennifer Nielsen seconded. Motion: Carried.
American Express Corporate Purchasing Program Resolution
Jane A. Garoutte, Business Manager presented a proposal for the Library to participate in the American Express Purchasing Program. She reviewed the potential benefits of the program, including streamlining the purchasing process and improving internal controls. There being no objection, Mary E. Davis moved
THAT the resolution to participate in the American Express Purchasing program be approved, as presented.
Renee Cocanower seconded. Motion: Carried.
Estate of Kenneth W. Brady
The Director reported that the Elkhart Public Library was named as beneficiary in the last will and testament of Kenneth W. Brady. Mr. Brady was employed by the Elkhart Public Library from 1978-1994. A memorial event is being considered for this summer.
In his will, Mr. Brady gave his personal representatives the opportunity to select certain items for themselves and others from his collections of music, videos, instruments, and books, and gave the residue of his estate to the Library, including the house he had lived in on Morton Avenue. The Director reported that after personal representatives have selected and distributed various items from the collections, several EPL staff will assess the remainder of Mr. Brady’s audio and video recordings and books to determine what would be a good fit for addition to the Library collections.
Jennifer Nielsen expressed the Board’s appreciation for Mr. Brady’s thoughtfulness and generosity, and moved
THAT the executor of the Kenneth W. Brady Estate be directed to sell the house and all items in the estate not otherwise specified above and donate the proceeds to the Library.
Renee Cocanower seconded. Motion: Carried
Board member interest form
The Director presented a list of qualifications for Library trustees and an interest form designed to gather information from potential Board members. The Board President and the Director will review the forms before making a recommendation to the Elkhart County Council.
The Board approved the use of said forms by consensus.
Questions and Information from Board, Staff, and Guests
The meeting was adjourned by consensus at 7:00 p.m.
The next regularly scheduled meeting of the Board of Trustees is May 19, 2015, at 5:30 p.m. in Meeting Room #1 of the Main Library.
Jennifer Nielsen, Secretary Pro-tem

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