Board Meeting Minutes 2015 06

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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. at the Cleveland Branch Library, 53715 County Road 1, Elkhart, IN.
Members present: Brian Byrn, Renee’ Cocanower, Janice E. Dean, and Jennifer Nielsen. Mary E. Davis, Shannon Link 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; Sue Eller, Cleveland Branch Coordinator; Kevin Kilmer, Branch Operations Manager; and Gwen Robison, Assistant Director, Support Services;
President Janice E. Dean appointed Jennifer Nielsen to serve as Secretary pro-tem.
There being no objections Jennifer Nielsen moved
THAT the Board adopt the Consent Agenda as presented.
Renee Cocanower seconded. Motion: Carried.

Election of Officers
The nominating committee, Brian Byrn and Jennifer Nielsen presented a slate of officers to serve July 1, 2015 – June 30, 2015.
President: Janice E. Dean
Vice President: Renee’ Cocanower
Treasurer: Brian Byrn
Secretary: Mary E. Davis
There being no objection Renee’ Cocanower moved
THAT the slate of officers be elected as presented.
Brian Byrn seconded Motion: Carried
Additional Items to Director’s Notes
Lisa Guedea Carreño, Director, announced that barring the Board’s objection, she would be formally inducted into the Elkhart Rotary Club on Monday. June 22, 2015. Stuart Basquin had actively and energetically encouraged and campaigned for her joining, and she told the Board that she feels that the connections she has and will make as a Rotarian would be invaluable to her in her position as Director of the Elkhart Public Library.
The Director reported that the quest for purchasers of the two retired bookmobiles has been renewed. The Board shared a variety of ideas for repurposing, and provided leads for non-profits in the area which might have a need or use for the vehicles. Recommendations were made to contact the company that converted the vehicles built by Blue Bird Bus Company for use as a bookmobile. Other suggestions were to reach out to small rural public libraries and school systems in the state, museums, Ethos Science Center and Fernwood Botanical Gardens. The State required steps for disposal of property were also discussed.
Department Report
Kevin Kilmer conducted a tour of the Cleveland Branch.

Phase II Renovations
Lisa Guedea Carreño, Director, reported that the Elkhart County Council gave final approval of the Library’s request to issue bonds at their meeting on June 13, 2015.
The Director reviewed the Bond Issue and Budget timetables. Now that the bond issue is approved, work on the 2016 budget begins. It is unclear at this time as to whether EPL will be required to have a binding or non-binding review. She and the Business Manager, Jane A. Garoutte, will work toward non-binding review, which would require that the total increase in appropriations in the Operating and Bond & Interest Redemption together, not exceed the growth-quotient. If that is not possible, binding review be required, which adds some new steps to the budget process. In order to meet these deadlines, the Director recommends that the September regular Board meeting be postponed from September 15 to September 22. The Board agreed to the change.
The Director reported that she has issued a parking directive to staff working or visiting the main Library. The purpose of the directive is to alleviate the shortage of parking spaces for patrons visiting Main. This directive was developed with input from staff and management, and most understand the need and agree to the spirit of the rules imposed. She further reported the continuing challenges faced, and solutions considered, where insufficient patron parking was concerned.
Meetings with Eric Leedy, Architect, will continue through mid-June to revisit preliminary plans and to discuss details of the project. Leedy will create detailed renovation plans in June and July, and bids will be let by August 17, to be received and opened at the September Board meeting. She reported that several large in-house projects will need to be completed after approval, but in advance of construction, which is slated to begin late fall/ early winter. Those projects are asbestos remediation; weeding; removal of items currently stored in areas slated for new uses; staging of the project; and arranging temporary work areas for staff during construction.

Treasurer’s Bond
Jane A. Garoutte, Business Manager reported that a new Treasurer’s Bond is required for the officer elected for the July 1, 2015 to June 30, 2016 year. There being no objection Jennifer Nielsen moved
THAT the Treasurer’s Bond be approved as presented.
Brian Byrn seconded. Motion: Carried.
Bank Signature Cards & Corporate Resolution
The Business Manager presented the standard Banking resolution, noting the change in Secretary to Mary E. Davis. There being no objection, Renee’ Cocanower moved
THAT The Corporate Resolution for Teachers Credit Union be approved as recommended.
Jennifer Nielsen seconded. Motion: Carried.
Job Description Format Change
The Director reviewed a format change she intends to make to the job descriptions, which are essentially a rearrangement of bullet points and addition of two standard subheadings. She said that any job descriptions with substantive changes would be brought to the Board for approval. She sought the Board’s agreement that the format changes not require official Board approval. Brian Byrn moved
THAT the Director and HR Generalist be authorized to make the format changes as a whole, and that job descriptions with substantive changes be brought back to the Board for approval.
Jennifer Nielsen seconded. Motion: Carried
2016 Budget process
Jane A. Garoutte, Business Manager reported that 2016 budget work had begun. The first phase of the project is a review of the Personnel portion of the budget. Anticipated staffing needs must be considered at this time. Though some departments are finding “needs staffing” a challenge, most are coping and have been able to remain within the existing number of budgeted hours. Decisions as to what can and should be included in the 2016 budget will be discussed. Lisa Guedea Carreño reported she hopes to incorporate funds for more support staff hours to allow managers more time for planning and collaboration. Programming costs and the Strategic Plan were discussed, as was the need for more advertising and promotion for library programs, and a fund-raising professional with the knowledge and expertise to find additional funding sources to make up for circuit breaker losses.

Questions and Information from Board, Staff, and Guests

The meeting was adjourned by consensus at 6:53 p.m.
The next regularly scheduled meeting of the Board of Trustees is July 21, 2015, at 5:30 p.m. at the Main Library at 300 S. Second Street, Elkhart, IN.

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