Board Meeting Minutes 2015 12


Members present: Renee’ Cocanower, Mary E. Davis, Janice E. Dean, Carlos Esteves, Jennifer Nielsen and Clarence Thomas. Brian Byrn was 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 5:30 p.m.

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

Staff present: Linda Cary, Cataloger, Technical Services; Marsha Eilers, Assistant Director, Public Services; Mark Van Lummel, Department Head, Technical Services; Gwen Robison, Assistant Director, Support Services and Erin Wagner, Human Resource Generalist


There being no objections Renee’ Cocanower moved

THAT the Consent Agenda be adopted as presented.

Mary E. Davis seconded Motion: Carried.


Swearing in of New Board Member

Janice E. Dean, President, welcomed Clarence Thomas to the Elkhart Public Library Board of Trustees. Mr. Thomas was appointed 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 sworn in, and his certificate was duly signed and notarized.


Additional Items to Director’s Notes

Lisa Guedea Carreño, Director invited the Board to the staff holiday gathering on Friday, December 18, 2015 from 4 p.m. to 6 p.m. at the Cleveland Branch Library.

Mark Van Lummell, Department Head, Technical Services reported on department activities during 2015, noting that year-end orders were up dramatically, resulting in similar increases in receiving and processing. He reported changes planned for each phase of materials handling from acquisition to processing during the upcoming construction, during which all Technical Services staff, furniture and equipment will be physically relocated to allow for asbestos abatement, demolition and construction in the basement.


Phase II Renovations

Lisa Guedea Carreño, Director reported that the contract with Brown & Brown Contractors, Inc. of Wakarusa, Indiana, was under review by Library counsel Joel Duthie of Barnes & Thornburg, LLP. The Director requested that the Board authorize her to sign this and other contracts on behalf of the Board of Trustees. There being no objections Mary E. Davis moved

THAT the Director be authorized to sign the contracts

Clarence Thomas seconded Motion: Carried

Job Descriptions

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 the second reading, and there being no objections, Carlos Esteves moved

THAT the job description for Assistant Director of Public Services be approved as presented.

Renee Cocanower seconded Motion: Carried

Indiana Bond Bank Resolution

Jane Garoutte, Business Manager, presented the official Indiana Bond Bank Resolution for the 2016 Advance Funding. There being no objections, Mary E. Davis moved

THAT the Board approved the Indiana Bond Bank Resolution for 2016.

Carlos Esteves seconded Motion: Carried


TCU Bank Account Corporate Resolution – New Checking for Bond Funds

The resolution was not received in time for this meeting and will be brought to the January meeting.

Job Description

Erin Wagner, Human Resource Generalist presented a revised job description for the position of Clerk, Outreach. This being a first reading, the Board requested that the summary section be rephrased, and no action was taken.

Pest Policy

The Director presented a Pest Policy for the Board’s consideration. She reported that a staff committee had been formed to recommend procedures for handling materials returned with evidence of infestation of certain pests and policy regarding action to be taken with patrons returning those items.

Although the presence of pests in items returned is not new, the frequency of these occurrences has increased in recent years, which necessitates more deliberate inspection and treatment. The Library has already invested in a supply of special containers and a sub-zero freezer to treat certain items. This problem is not unique to Elkhart and has been a topic of discussion on library list serves for some time now, as well as a recent program at the Indiana Library Federation Conference. The policy presented tonight includes inspection and treatment of materials; notification of patrons who are returning items containing evidence of pests; and suspension and restoration of borrowing privileges for patrons who return infested Library items.

Janice E. Dean, President, asked that the phrasing and sequencing of the policy be revised and returned for a second reading at the January meeting.

Employee Assistance Program

Erin Wagner recommended the Library participate in the basic plan offered by New Avenues, an Employer Assistance Program based in South Bend and providing access to a large network of providers in the region. Under the basic plan, all regular staff will be eligible, regardless of the number of hours worked per week, but temporary employees and substitutes will not. Details of services offered are listed in the Director’s Report. There being no further discussion Renee’ Cocanower moved

THAT participation in the basic plan provided by New Avenues be approved as recommended.

Jennifer Nielsen seconded Motion: Carried

2016 Board Meeting Schedule

The Director presented a schedule of regular meetings for 2016, including locations where meetings will be held. There being no objections Mary E. Davis moved

THAT the Schedule of Board Meetings in 2016 be approved as presented.

Carols Esteves seconded Motion: Carried

2016 Holiday Closing Schedule

The Director presented a schedule of 2016 Holidays. There being no objections Renee’ Cocanower moved

THAT the 2016 Holiday Schedule be approved as presented.

Jennifer Nielsen seconded Motion: Carried

2015 Budget Transfers

Jane A. Garoutte, Business Manager presented her recommendation for 2015 budget transfers. There being no objections Renee’ Cocanower moved

THAT the Budget Transfers be approved as recommended.

Carlos Esteves seconded Motion: Carried

Questions and Information from Board, Staff, and Guests


The meeting was adjourned by consensus at 7:25 p.m.

The next regularly scheduled meeting of the Board of Trustees is January 19, 2015, at 5:30 p.m. at the Main Library, 300 S. Second Street, Elkhart, IN.

Mary E. Davis, Secretary

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