Board Meeting Minutes 2016 01


The meeting of the Board of Finance of Elkhart Public Library was held January 19, 2016, on the 4th floor of the Main Library Annex and called to order at 5:34 p.m. by Janice E. Dean, President. The Board of Finance generally elected the president and secretary of the Board of Trustees as president and secretary of the Board of Finance. The Board of Finance reviewed the Investment Policy and the Report of Investments. There being no further questions, Brian Byrn moved

THAT the Board of Finance elect Janice E. Dean as president and Mary E. Davis as secretary for fiscal year 2016.officers as recommended, approve the Investment Policy and Report of Investments as presented

AND THAT the meeting be adjourned.

Jennifer Nielsen seconded Motion: Carried


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

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

Staff present: Marsha Eilers, Assistant Director, Public Services; Sue Eller, Cleveland Branch Coordinator; Jeanne Glanders, Department Head, Popular Materials; Chris Hunsberger, Graphic Artist; Kevin Kilmer, Branch Operations Manager; Tony Martinez, Pierre Moran Branch Coordinator; Donna Mitschelen, Osolo Branch Coordinator; Jim Reynolds, Facilities Supervisor; and Rachel Rice, Outreach Department Head.

The regular meeting of the Board of Trustees of Elkhart Public Library was called to order by Janice E. Dean, President, at 5:40 p.m.


The consent agenda, including 2015 Annual Financial Report and resolution to pay bills between Board meetings, was reviewed. There being no objections Brian Byrn moved

THAT the Consent Agenda be adopted as presented.

Carlos Esteves seconded Motion: Carried.


President Janice E. Dean thanked the Director and staff for inviting the Board to the holiday gathering in December. Also, she encouraged Board members to attend the upcoming Vibrant Communities meeting sponsored by the Chamber of Commerce.


Additional Items to Director’s Notes

Jeanne Glanders, Department Head, Popular Materials reported that adult programming is limited at the Main Library until the construction project is complete in late summer or early fall. Plans have begun for a collaborative program in celebration of the completion of the renovations, at which the Library will host a screening of “Love Between the Covers,” a full-length documentary on the romance fiction industry. Several national romance novelists will be invited to come meet and greet fans. EPL recently received the 2016 Romance Writers of America Library Grant from the Public Library Association. The grant is designed to provide a public library the opportunity to build or expand its romance fiction collection and/or host romance fiction programming. The grant consists of $4,500 to be used toward the purchase of romance fiction, author honorariums and travel expenses, and other applicable program expenses.


Phase II Renovations

Lisa Guedea Carreño, Director reported that the asbestos remediation is complete and that post-abatement air tests are clear. Although some phasing is still required on the construction project, it has been possible for the contractors to work on certain phases simultaneously after relocating Technical Services out of the basement and into the annex. The elevator has yet to be ordered, but construction of the new circulation desk area is underway.

Job Description Revision – Clerk Outreach

Erin Wagner, Human Resource Generalist presented a revised job description for the position of Clerk, Outreach. This being the second reading, and there being no objections, Mary E. Davis moved

THAT the job description for Clerk – Outreach be approved as presented.

Clarence Thomas seconded Motion: Carried


Outreach and Delivery Vehicles

The Director explained the need to replace the delivery 2002 GMC Box Truck used for deliveries, and the need for an Outreach vehicle. Jim Reynolds, Head of Facilities and Rachel Rice, Head of Outreach, were instrumental in researching available vehicles and features, and assessing and identifying the Library transportation needs. They recommended similar Ford 250 Transit vans, outfitted with heavy duty lifts and shelving. The facilities delivery van will have an extended bed and high roof, while the van for Outreach will be standard length with a medium roof, still allowing staff to stand inside. The Outreach van will have a removable jump seat to provide seating for multiple staff members. Chris Hunsberger, Graphic Artist, presented preliminary vehicle wrap designs for the Board’s feedback. There being no further questions, the Board affirmed the pending purchase of both vans.

Branch Supervisory Structure

The Director presented background information regarding the supervisory structure at the branches. She explained that the current arrangement of a Branch Operations Manager and four Branch Coordinators with no supervisory responsibilities or management authority, created as part of the 2012 reorganization, has proven to be problematic. She recommended that the position Branch Coordinator be changed to Branch Supervisor, adding direct supervisory duties and requirements. She recommended also moving the new position from salary grade 8 to grade 7, effectively providing an increase in salary to reflect the addition of these responsibilities.

Additional supervisory and management training will be provided, and each branch will be authorized up to ten additional clerical (desk) hours per week, to allow supervisors time for these new duties. She explained that the additional personnel and benefits cost related to this change was budgeted as part of strategic plan initiatives in Personal Services. There being no further questions, the Board approved the change in structure. A new job description will be presented for approval before these changes are finalized, sometime in the first half of 2016.

Movie Screening Policy

Lisa Guedea Carreño, Director presented a proposed policy documenting present practice with regard to selection and showing of movies at EPL. The Board requested some language and structure changes and requested that a revision be brought back to the next meeting.

Statistical & Board Reports for 2016

The Director reported the need to update how statistics are collected and reported to the Board. She discussed the types of stats that are required by various agencies for annual report purposes and asked the Board for their thoughts on what parts of the existing monthly statistics they found most helpful, or least useful. The Board agreed that reports showing trends in the number of patrons served, circulation, reference, and program statistics were important, but perhaps not in the same detail as has been reported in the past, and that quarterly reports would be sufficient.

TCU Bank Account Corporate Resolution – New Checking for Bond Funds

Jane A. Garoutte presented bank signature card and bank resolution authorized signers for new commercial, interest bearing checking account at Teachers Credit Union. As per statute, the Treasurer is the only authorized check signer. The Board further authorized the President, Director, and Business Manager to open or close this account.

There being no further questions, the resolution was approved by the Board. The resolution authorizes the establishment of the new checking account, to be referred to as “Bond Fund Checking,” and authorizes the Treasurer, President, Director and Business Manager to open or close said account; in addition, it authorizes the Business Manager and Bookkeeper to make online transfers from this account to the Regular Commercial Checking account at TCU.

PLAC Report

The Public Library Access Card (PLAC) report for the 4th quarter of 2015 was presented. No PLAC cards were sold during the period. The President signed the report for submission.

Questions and Information from Board, Staff, and Guests


The meeting was adjourned by consensus at 8:05 p.m.

The next regularly scheduled meeting of the Board of Trustees is February 16, 2016, at 5:30 p.m. at the Osolo Branch Library, 3429 East Bristol Street, Elkhart, IN.

Mary E. Davis, Secretary

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