Board Meeting Minutes 2015 10


A special meeting of the Board of Trustees of the Elkhart Public Library was called to order by Janice E. Dean, President, at 5:30 p.m.

Jane A. Garoutte, Business Manager, presented Form 4, Resolution for Appropriation and Tax Rates for year ending December 31, 2016. Janice Dean read the resolution and Renee’ Cocanower moved

THAT the resolution to adopt the 2016 budget and approve the necessary appropriation for the Operation and Debt Service (Bond & Interest Redemption) funds be approved as follows:

DLGF Fund Code Fund Name Adopted Budget Adopted Tax Levy Adopted Tax Rate
0101 General (Operating) $ 6,809,684 $ 4,917,083 0.1731
0180 Debt Service (Bond & Interest Redemption) $ 351,000 $ 402,393 0.0142
$ 7,160,684 $ 5,319,476 0.1873

Jennifer Nielsen seconded Motion: Carried

The meeting was adjourned by consensus at 5:33 p.m.


Members present: Renee’ Cocanower, Janice E. Dean, Carlos Esteves and Jennifer Nielsen. Brian Byrn and Mary E. Davis, were unable to attend.

The regular meeting of the Board of Trustees of Elkhart Public Library was called to order by Janice E. Dean, President, at 5:34 p.m. following the close of the Budget Hearing.

Others present: Lisa Guedea Carreño, Director; and Jane A. Garoutte, Business Manager.

Staff present: Marsha Eilers, Assistant Director, Public Services; Diana Gill, Department Head, Computer Services; Deb Harris, Dunlap Branch Clerk; Kevin Kilmer, Branch Operations Manager; and Sue Lantz, Dunlap Branch Coordinator.

Guests present: Ron Perry, The Robert Henry Corporation; Gary Paston, Ziolkowski Construction, Inc.; Marita Kreps, Brown & Brown General Contractors; Shane Frost, TaigMarks, Inc.; Blake Unger, Majority Builders, Inc.; Dave Folck, Gibson-Lewis, LLC; Pat Folck, Gibson-Lewis, LLC; Samantha Danielson, Larson Danielson Construction Company.

Janice E. Dean, President announced the reordering of agenda items. Item E. 2. Phase II Renovations: Opening of Bids would be considered immediately following the Consent Agenda.


There being no objections Renee’ Cocanower moved

THAT the Board adopt the Consent Agenda as presented.

Carlos Esteves seconded. Motion: Carried.


Phase II Renovations

Eric Leedy, Architect, opened and read the bids submitted for the Main Library Phase II Renovations. Bids were taken under advisement, with the contract to be awarded at the November 17th Board of Trustees meeting. Base bids and totals including alternates are listed below:

Bid # Contractor Base Bid TOTAL
1 Brown & Brown 823,500 $ 912,500
2 Gibson-Lewis 989,300 $1,075,300
3 Larson Danielson 884,282 $ 973,899
4 Majority Builders 873,000 $ 953,978
5 Robert Henry Corp 898,900 $ 967,495
6 Ziolkowski 971,400 $1,048,000


Friends of the Elkhart Public Library – Appreciation

Janice E. Dean, President presented a ‘Statement of Appreciation’ for all the support provided by the Friends of the Elkhart Public Library. The Director will present the signed document at the next Friends group meeting on October 21, 2015.

Additional Items to Director’s Notes

Lisa Guedea Carreño, Director, reported that a Memorial Service was held for Kenneth Brady on Saturday, October 17, 2015, at the Unitarian Universalist Fellowship of Elkhart. Mr. Brady was an employee of the Elkhart Public Library for many years in Audiovisual Services, and he named the Elkhart Public Library as beneficiary in his will. Marsha Eilers, along with the executors of the will, helped plan the service in honor of Mr. Brady’s generous gift and long employment at EPL.

The Director reported that the first of two Blue Bird Bookmobiles sold in September on, an auction site for public agencies to sell surplus equipment and materials. The winning bidder of the first unit subsequently donated the vehicle to Better World Books of Mishawaka. Better World Books intends to repurpose the unit to take their book donation program on the road. She also reported that the second bookmobile unit was listed for the third time. Although the first two auctions failed to meet the reserves set, she was hopeful that a there would be a successful bidder in the near future.

The Director reported that she would be attending the inaugural “Ignite Elkhart” dinner on October 22, 2015. More than a dozen community leaders will be speaking Thursday evening about how they’ve helped “ignite the flame” of Elkhart County. With just five minutes each, speakers ranging from elementary principals to company presidents will attempt to inspire the audience to work together to make Elkhart County a better place to live, work and play.

She presented the ISL Annual Report of Indiana Libraries offering copies to trustees. Also, she announced a correction to her written Director’s report for October. Marsha Eilers has announced her retirement at the end of January, 2106, after 37 years of service, rather than 27 years as previously stated.

The Director presented and discussed statistics showing a 47% cumulative decrease in the number of visits to the Library per year between 2009 and 2014. Based on visits so far this year, the number of 2015 may show a slight increase over 2014. Additionally, she reported a 29% cumulative decrease in the total number of registered card holders for the same six-year period, and a 40% cumulative decrease in circulation of all material types for the same period. One positive change is an increase of 13% in Circulation of children’s materials over the same period.

Marketing and Public Relations Update

Lisa Guedea Carreño, Director, introduced Shane Frost, of TaigMarks, Inc., the marketing company selected by the task force. Mr. Frost spoke to the Board about recent projects in which he had been involved and described the services he would provide, including necessary research and a sustainable marketing plan aimed at reaching community members unfamiliar with what the Library offers. There being no objections, the Board agreed that the Director should contract with TaigMarks, Inc. for the marketing consulting project.

TCU Bank Signature card: Payroll Account

Jane A. Garoutte, Business Manager reported that she was converting the current payroll checking to an interest bearing checking account. This will allow the Library to maintain a reasonable balance without sacrificing earning power. The Board agreed and a signature card was presented for signing. No corporate bank resolution was required.

Job Descriptions

Erin Wagner, Human Resource Generalist presented revised job descriptions for the positions of Branch Young People’s Assistant, Department Head, MLS, and Graphic Artist. This being the first reading, no action was taken at this time.

Department Report – Dunlap Branch

Kevin Kilmer, Branch Operations Manager took the Board on a tour of the facilities.

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 November 17, 2015, at 5:30 p.m. at the Main Library, 300 S. Second Street, Elkhart, IN.

Jennifer Nielsen, Acting Secretary

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