Board Meeting Minutes 2015 08

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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 Pierre Moran Branch Library, 2400 Benham Ave., Elkhart, IN.
Members present: Renee’ Cocanower, Mary E. Davis, Janice E. Dean, Carlos Esteves and Jennifer Nielsen. Brian Byrn and Shannon Link were unable to attend.
Others present: Lisa Guedea Carreño, Director; and Jane A. Garoutte, Business Manager.
Staff or Guests present: Kevin Kilmer, Branch Operations Manager, Erin Wagner, Human Resource Generalist; and Eric Leedy, Architect.
There being no objections Carlos Esteves moved
THAT the Board adopt the Consent Agenda as presented.
Renee’ Cocanower seconded. Motion: Carried.
Director Annual Performance Evaluation

Janice E. Dean, President reported that the committee will be conducting the Director’s Annual Performance Evaluation on September 11, following receipt of the Director’s self-evaluation. The Committee will bring a recommendation to the September Board meeting. Brian Byrn and Jennifer Nielsen volunteered.

Memorial for Krystal Anderson

Janice E. Dean reported that a tree will be planted at Pierre Moran Branch in honor of Krystal Anderson, deceased member of the Board of Trustees. A plaque will be installed beneath the tree. Plans are being made to hold a memorial ceremony in September or October, to which Krystal’s family will be invited. Janice agreed to plan the event.

Review of By-Laws
Mary E. Davis and Carlos Estevez reported that the committee had reviewed the By-Laws and were recommended no changes at this time.

Additional Items to Director’s Notes
Lisa Guedea Carreño, Director, reported that she had been in contact with Trevor Wendzonka of SoMa regarding the inclusion of the Library on directional kiosks, maps, signage, website and promotional materials for the Gateway Mile. A list of events being held at the Main Library through the end of the year was provided. Additionally, Lisa asked how the Library might be included in the Gateway Mile brochure. Trevor suggested the Library might consider offering an incentive. Lisa indicated that she intends to broach the idea of a giveaway or discount with the Friends group. Renee’ Cocanower, Vice President suggested that the Library might purchase string back-packs or canvas book bags to use as a giveaway to new and/or renewing patrons who show their Gateway Mile card.
Sue Eller is working with the County to have Library directional signs installed showing locations of the branch libraries. The Library will be required to pay for the signs, but the County will provide the sign posts and install them.
The next Elkhart ArtWalk will be held Wednesday, September 16, 2015. The Library is in charge of the Big Art Project on the Plaza. Tina Ervin will be supervising Library personnel with a community participation project to create a Chihuly-inspired sculpture using recycled plastic bottles.
The Director reported that the welcome brochure and rules of conduct bookmark have been translated into Spanish for distribution at upcoming community events.
Lisa also reported that two individuals have expressed an interest in the process necessary for Baugo Township to become part of the Elkhart Public Library taxing district. She provided a link to the Indiana State Library website, where procedures are outlined. The Board affirmed that the Library would consider a proposal from Baugo Township if there is sufficient support from the residents and the township trustees.
Phase II Renovations
Eric Leedy, Architect, presented updated Phase II Renovation drawings, which he explained were over 50% complete. He reviewed the planned changes to each floor, identifying design features which would be requested as alternate bids.
Strategic Plan Implementation Update
The Director reported that a six-hour Work Session is planned for August 20, at which managers and key staff will assess progress thus far in implementing the goals of the Strategic Plan and discuss necessary adjustments to the original implementation plans based on new information, unexpected obstacles, or other factors. She will also introduce a tool for evaluating library programming in the near future. The process will include a cost-benefit analysis of each program and also ask staff to identify how programs align with the initiatives, goals, and targets of the Strategic Plan.
Marketing and Public Relations Update
Lisa Guedea Carreño, Director, presented proposals from four consulting companies to work with the Library to create a marketing plan and develop a systematic and cohesive approach to promoting Library programs and services. Having received the proposals the prior Friday, she asked the Board how much input they felt they might like to have on the decision. Mary E. Davis asked the Director to review the proposals and present a recommendation in advance of the September Board meeting, including justification for her choice.
2016 Budgets
Jane A. Garoutte, Business Manager presented proposed 2016 budgets for both the Operating Fund and Bond and Interest Redemption (BIRF or Debt Service) Funds. She presented revised income and budget expenditure comparisons, and reviewed the proposed budget changes in the four major budget categories. The growth quotient, 2.6%, when applied to the 2015 Operating Budget of $6,979,348, allows for an increase in appropriation of $181,463, for Operating and BIRF funds combined. A greater increase would cause the Library to be subject to binding review, by the County and the City.
To remain beneath the growth quotient, the Operating fund would be decreased by $169,537, the difference between the increase allowed by the growth quotient, $181,463, and the amount of the new BIRF Budget, $351,000. This will allow for a maximum Operating budget of $6,809,811 for 2016.
Operating Budget 2015 $6,979,348
Growth Quotient 2015 0.026

Maximum appropriation 2016 $7,160,811

Less BIRF budget 2016
Principal $303,000
Interest 48,000
BIRF Budget 351,000

Maximum Operating Budget 2016 $6,809,811
She reported that the proposed budget offers purposeful increases to areas such as repair and maintenance, machinery, equipment and fixtures, promotional and programming supplies, professional meeting expenses, travel and digital subscriptions and materials, while there were decreases in the personnel related budget lines, as well as some materials and other capital line items.
There being no objections, Mary E. Davis moved
THAT the Operating and Debt Service fund budgets be submitted for County Council non-binding review by September 1, 2015, and
THAT a Public Hearing to Review the 2016 Budgets be held at 5:30 p.m. on September 22, at the Main Library, and
THAT a Budget Adoption meeting be held on 5:30 p.m. on October 20, 2016, at the regularly scheduled meeting at Dunlap Branch Library.
Renee’ Cocanower seconded Motion: Carried
Erin Wagner presented a new Americans with Disabilities Act/ ADAAA Policy. The policy states that the Library recognizes that qualified job applicants and/or employees may need a reasonable accommodation due to an existing disability. The policy also serves to protect job applicants and employees from discrimination. The policy drafted by Erin, has been reviewed by the Director, Business Manager, MAC and the Library attorney. As this was a first reading, no action was taken.
Revised Job Descriptions
Erin Wagner, HR Generalist, explained that each job description is being reviewed by the person or persons in the position, along with their supervisor, as part of the annual performance evaluation process. As the evaluations are completed, job descriptions will be revised and presented to the Board for approval. At this time she presented three revised job descriptions for review:
• Assistant Director – Public Services
• Cataloging Librarian
• Business Manager

Eight other job descriptions presented for review were recently revised to include specific requirements for those employees who regularly drive on Library business, either driving a Library owned or personal vehicle. There being no objections, Jennifer Nielsen moved
THAT the revisions to the job descriptions for those positions with regular driving duties for the Library be approved as presented, and
THAT the revisions to the job descriptions for Assistant Director Public Services, Cataloging Librarian and Business Manager be approved.
Renee’ Cocanower seconded. Motion: Carried
Questions and Information from Board, Staff, and Guests
The meeting was adjourned by consensus at 7:50 p.m. Kevin Kilmer conducted a tour of the Pierre Moran Branch following adjournment.
The next regularly scheduled meeting of the Board of Trustees is September 22, 2015, at 5:30 p.m. at the Main Library at 300 S. Second Street, Elkhart, IN.

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