Board Meeting Minutes 2015 11


Members present: Brian Byrn, Mary E. Davis, Janice E. Dean, Carlos Esteves, and Jennifer Nielsen. Renee’ Cocanower and Clarence Thomas 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 5:35 p.m.

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

Staff present: Marsha Eilers, Assistant Director, Public Services; Mary Ann Schlabach, Department Head, Reference Services; and Erin Wagner, Human Resource Generalist

There being no objections, Mary E. Davis moved

THAT the Board adopt the Consent Agenda as presented.

Brian Byrn seconded. Motion: Carried.

Swearing in of New Board Member

Janice E. Dean, President announced the appointment of Clarence Thomas by the Elkhart Community Schools on November 10, 2015, for a term of eight months ending June 30, 2016. Mr. Thomas fills the position vacated by Shannon Link. Mr. Thomas was unable to attend and will be sworn in at the next meeting.

Board Gift to Staff

Janice E. Dean asked the Board to contribute toward the purchase of fruit baskets for staff this holiday season.


Additional Items to Director’s Notes

Lisa Guedea Carreño, Director, pointed out an article appearing in the Elkhart Truth featuring Sue Eller and the Fiber & Yarn Club which meets regularly at the Cleveland Branch Library. She also reported that library directional signs were received and are now in the hands of the City and County street departments for installation. The Director thanked Sue Eller for her efforts in making the necessary arrangements for this to happen.

The Director reported that in response to a recent request from the Elkhart Community Schools Deputy Superintendent’s Office for student access to online resources offered to EPL patrons, discussions had begun over logistics of such an endeavor. Mary Beth Schlabach and Allison McLean are fast-tracking a viable solution, while considering registrations, usage limitations and tracking requirements. At ILF this week, there was a session on this topic by Lake County Public Library, which recently issued 42,000 cards to students in the public school system. Several EPL staff were able to attend this session and will be reporting back what they learned.

The Director reported that she and Erin Wagner, Human Resources, are discussing branch staff supervision. At reorganization, the Branch Operations Manager was assigned 30+ direct reports at four different locations, including part-time pages, both full- and part-time clerks, and the four Branch Coordinators (clerks with some additional responsibility but no management authority). This arrangement has led to confusion and frustration due to lack of clarity in job duties and supervisory roles. Further, the Branch Operations Manager is not able to interact with all direct reports often enough to “supervise” them in terms of coaching, development, and evaluation. The Director, Human Resources and the Branch Operations Manager will be discussing possible changes to improve the situation and consulting with the four Branch Coordinators for their input and ideas as well. The Director said this might include increasing clerk hours at each branch, to allow Coordinators time off the desk for managerial / supervisory duties.

Phase II Renovations – Bond Issue Sale

The Director reported that Ross, Sinclaire & Associates, LLC of Nashville, Tennessee, was the successful bidder for the Bond Issue. Their bid offered a net interest rate of 1.722%, at an estimated cost over the life of the bonds of $70,005.72. Closing on the bond sale is scheduled for December 3, 2015.

Phase II Renovations – Awarding Contract

The Director reported that Eric Leedy, Architect, and she had reviewed all of the bids and found the lowest responsive bidder to be Brown & Brown Contractors, Inc. of Wakarusa, Indiana. Positive reviews were received from two municipal corporations familiar with their work. One was a $1.5 million renovation project in Knox, Indiana, and the other was a public library in New Buffalo, Michigan. Both were satisfied, but one of them noted delays primarily due to subcontractor conflicts with other jobs.

Lisa Guedea Carreño, Director and Eric Leedy, Architect, recommended that the renovations contract be awarded to Brown and Brown, with the replacement of one subcontractor, bringing the base bid to $844,532 . By comparison, other base bids and totals including alternates are listed below:

Bid # Contractor Base Bid TOTAL
1 Brown & Brown $ 823,500 + $ 21,032 for subcontractor change $ 933,532
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

Timing of the financing and the risks involved in providing the chosen contractor with a letter of intent to proceed were discussed. The closing date of the bond sale is December 3, 2015. Until then, there is some small risk to entering into a contract or authorizing the contractor to purchase materials, hire sub-contractors or begin with the preparation of shop drawings. She recommended that the letter of intent to proceed be sent with the clear message “contingent on financing expected by December 3, 2015.” The contract will not be signed by either party until the financing has been received, probably on December 4, 2015.

There being no objections, Carlos Esteves moved
THAT Brown & Brown Contractors, Inc., of Wakarusa, Indiana be awarded the contract pending receipt of financing following the successful closing on the sale of bond issue.

Jennifer Neilsen seconded Motion: Carried

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 second reading, and there being no objections, Mary E. Davis moved

THAT the job descriptions be approved as presented.

Brian Byrn seconded Motion: Carried

Job Description

Erin Wagner, Human Resource Generalist presented a revised job description for the position of Assistant Director of Public Services. The job description has been revised to include supervision and oversight of the Circulation Department, which previously has been the purview of Support Services. This being a first reading, no action was taken. Permission to use the revised job description for purposes of posting and hiring was approved by consensus.
December 18th Holiday Gathering – Library Closing

The Director requested the Board consider closing all locations for two hours on the afternoon of Friday, December 18, in order for the staff, board and friends to hold a holiday gathering. The tentative plans include carry-in hors devours and games at Cleveland Branch. There being no objections, Brian Byrn moved

THAT the Elkhart Public Library close at 4 p.m. at all locations on December 18, 2015.

Mary E. Davis seconded Motion: Carried

The Board advised the Director to begin posting signs and notices about the closure in late November in order to give the public sufficient advance notice.

Indiana Bond Bank Resolution

Jane Garoutte, Business Manager, reviewed the Library’s history of participation in the Indiana Bond Bank 2016 Advance Funding Program and discussed her estimates for the coming year. There being no objections, Brian Byrn moved

THAT the Board approved participation in the Indiana Bond Bank Advance Funding Program for cash flow purposes.

Carlos Esteves seconded Motion: Carried

2016 Wage increase scenarios and recommendation

The Director presented three scenarios for salary and insurance benefit increases for 2016. The Business Manager explained that the 2016 budget included a 2% salary increase and a 5% increase to insurance premium contributions. The Director reviewed the history of salary and insurance increases, and the actual effect of even 4% premium increases on employees’ take home pay, depending on which insurance plan each had chosen. Some discussion took place regarding the amount paid toward insurance for each employee, and how the percentages differed depending on the insurance coverage carried. Those employees who elected to carry dependent care coverage are paying for the additional premium costs out of pocket, but the Board agreed that paying an increased portion of the single subscriber premium was as much as the Library could afford. Mary E. Davis moved

THAT the Board approve Scenario A – 2% salary increase across the Board, with a 4% maximum increase to medical premium, from $500 to $520 per month, be paid by the library, and any additional increase in premium cost to be borne by the employee.

Brian Byrn seconded Motion: Carried

Credit Card/ Purchasing Program Usage Policy

Jane A. Garoutte, Business Manager presented a revision of the 2002 policy governing the use of credit cards at the library. She explained that this policy has been revised and expanded to include the internal controls necessary to establish best practices for handling credit accounts and credit cards. There being no objections, Carlos Esteves moved

THAT the Credit Card/ Purchasing Program Usage Policy be approved as presented.

Mary E. Davis seconded Motion: Carried
Department Report – Reference Services

Mary Beth Schlabach, Department Head, Reference Services presented a PowerPoint slideshow highlighting recent changes in the materials and services provided by her department.
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 December 15, 2015, at 5:30 p.m. at the Main Library, 300 S. Second Street, Elkhart, IN.

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