Board Meeting Minutes 2016 02

The regular meeting of the Elkhart Public Library Board of Trustees was held February 16, 2016, at the Osolo Branch and called to order at 5:33 p.m. by Janice E. Dean, President.

ROLL CALL & INTRODUCTION OF GUESTS

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

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

Staff present: Kevin Kilmer, Branch Operations Manager, and Erin Wagner, Human Resource Generalist.

CONSENT AGENDA

The consent agenda was presented. Jane Garoutte presented her Investment Cash and investment recommendations. There being no objections, Mary E. Davis moved

THAT the Consent Agenda be adopted as presented.

Clarence Thomas seconded Motion: Carried.

PRESIDENT’S BUSINESS

President Janice E. Dean presented a resolution recognizing the Board’s appreciation of the 37 years of service and leadership provided by Marsha Eilers, who officially retired on January 29, 2016. The Board approved and signed the resolution.

DIRECTOR’S REPORT: No department report was presented.

UNFINISHED BUSINESS

Phase II Renovations

Lisa Guedea Carreño, Director, reported that construction continues with some last minute changes and adjustments required.

Pest Policy

Lisa Guedea Carreño, Director, presented the revised Pest Policy. There being no further questions, Brian Byrn moved

THAT the Pest Policy be approved as presented.

Jennifer Nielsen seconded Motion: Carried

Movie and Television Show Screening Policy

Lisa Guedea Carreño, Director, presented a proposed policy documenting present practice with regard to selection and showing of movies and television programs at EPL. Language and structure changes requested by the Board were incorporated. There being no further questions, Clarence Thomas moved

THAT the Movie and Television Show Screening Policy be approved as revised.

Mary E. Davis seconded Motion: Carried

Branch Supervisory Structure

New Job Descriptions: Branch Supervisor/Branch Supervisor YPS Associate

Lisa Guedea Carreño, Director, presented job descriptions for the new positions of Branch Supervisor and Branch Supervisor and YPS Associate. Jennifer Nielsen moved

THAT the job descriptions be approved as presented.

Mary E. Davis seconded. Discussion followed and this being a first reading, no action was taken at this time.

NEW BUSINESS

Branch External Signage

Kevin Kilmer, Branch Operation Manager and Scott Franko of Franko Designs, presented three options for exterior signage at the branches, with various alternatives. The Board indicated their preference for design concept A.2Mr. Franko showed a design for a Main Library parking sign using this same concept.

Research Fees

The Director presented a proposal from Mary Beth Schlabach, Reference Services Department Head, to establish research fees for local history and genealogy research requests received via mail, email or telephone. Current fees for genealogy requests are limited to reimbursement of photocopy fees, and requesters are required to provide a self-addressed, stamped envelope.

The proposed fee structure and instructions to requesters are as follows:

Elkhart Public Library staff will answer written and telephone requests as time permits and on a first come, first serviced, basis. Fees are $5.00 for 30 minutes of staff time to research one event, name, record, photo, etc. Minimum fee will be $5.00 up to a maximum of $15.00 for up to 1.5 hours of research. Fees apply whether or not an answer is found. Fees include staff time and cost of copies or scanning. We are unable to issue refunds.

Due to staffing constraints, we are unable to provide more than 1.5 hours of research per requester per month. Responses will be sent via email or, if requested, via the U.S. Postal Service.

Individuals requesting assistance on-site will not incur a research charge (other than photocopy fees). There being no further questions, Mary E. Davis moved

THAT the local history and genealogy research fees be approved as proposed.

Clarence Thomas seconded Motion: Carried

Printing Fees

The Director presented print/copy price comparison showing fees charged by other Indiana libraries and several local for-profit companies selling similar services. She recommended the EPL price per color copy be reduced from $0.75 to $0.50. There being no objections, Brian Byrn moved

THAT the per color copy/print page fee be set at $0.50.

Jennifer Nielsen seconded Motion: Carried

2016 Fee Schedule

The Director presented a revised schedule of fees for 2016, including the two new fees approved above. There being no objections, Brian Byrn moved

THAT the 2016 Fee Schedule be approved as presented.

Clarence Thomas seconded Motion: Carried

Questions and Information from Board, Staff, and Guests

ADJOURNMENT

The meeting was adjourned by consensus at 7:15 p.m.

The next regularly scheduled meeting of the Board of Trustees is March 15, 2016, at 5:30 p.m. at the Main Library, 300 S. 2nd Street, Elkhart, IN.

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Mary E. Davis, Secretary

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ELKHART PUBLIC LIBRARY
300 SOUTH SECOND STREET
ELKHART, IN 46516
(574) 522-5669
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