Board Meeting Minutes 2016 04

The regular meeting of the Elkhart Public Library Board of Trustees was held April 19, 2016, at the Main Library and called to order at 5:30 p.m. by Janice E. Dean, President.

 

ROLL CALL & INTRODUCTION OF GUESTS

 

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

 

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

 

Staff present:  Gwen Robison, Assistant Director, Support Services and Erin Wagner, Human Resource Generalist.

 

Sheila Urwiler, Assistant Director, Public Services, was introduced by Lisa Guedea Carreño, Director.  Sheila was welcomed by Janice E. Dean, and expressed her thanks for the opportunity to join the Elkhart Public Library staff.

 

 

CONSENT AGENDA

 

The consent agenda was presented.  There being no objections, Carlos Esteves moved

 

THAT the Consent Agenda be adopted as presented.

 

Jennifer Nielsen seconded                                                                       Motion: Carried.

 

 

PRESIDENT’S BUSINESS

 

President Janice E. Dean called for volunteers to serve on a committee to review the Annual Performance Review process for the Director, or conduct the review as planned.  Jennifer Nielsen and Carlos Esteves agreed to serve, and the President will request that Renee’ Cocanower serve as chair.

 

Janice E. Dean reported that Clarence Thomas was appointed to fill the board seat vacated upon the death of Krystal Anderson last year.   Clarence expressed his willingness to be reappointed when this term expires June 30, 2016.  The Director will send a letter requesting the school board consider his reappointment for a new four-year term ending June 30, 2020.

 

 


 

NEW BUSINESS

 

Job Description: Branch Operations Manager

 

Lisa Guedea Carreño, Director, presented a revised job description for the Branch Operations Manager. As part of the review process, Kevin Kilmer and Lisa Guedea Carreño, Director, have evaluated and revised the existing job description.  Primary changes include moving detailed operational items to the work instructions and making changes necessary to reflect the recent change in supervisory structure at the branches.  This structural change reduced the number of direct reports to the Branch Operations Manager from 32 down to five, while retaining oversight of all branch locations. Carlos Esteves moved

 

THAT the job description for Branch Operations Manager be approved as presented.

 

Mary E. Davis seconded.                                                       Motion: Carried

 

Resolution to Establish Cash Accounts

 

Jane A. Garoutte presented a resolution to establish cash accounts, including cash drawers, petty cash accounts and copier change, super-ceding a resolution approved March 2013.  This resolution reflects the change in responsibility for Circulation from Support Services to Public Services, and assigns Sheila Urwiler as the custodian of the Public Services cash accounts (replacing Marsha Eilers, retired). There being no further questions, Mary E. Davis moved

 

THAT resolution to establish cash accounts be approved as proposed.

 

Jennifer Nielsen seconded                                                    Motion: Carried

 

 

DIRECTOR’S REPORT

 

Lisa Guedea Carreño, Director reported that Circuit Breaker impact for 2016 was released today, and that the Elkhart Public Library would experience a decrease in tax funding of $790,959.71 for the Operating fund and $256.18 for the Bond and Interest Redemption fund.   The amount of Circuit Breaker cuts for the Operating fund is $134,404.29 less than the $925,000 anticipated.  It is yet to be determined where the $134,000 might be restored.

 

The Director elaborated on her report of recent legislation affecting libraries.  She further discussed the recent revelation of the release of Local Option Income Tax held back by the state for road funding and due to local government agencies across the state.  She discussed her conversation with Belvia Gray, of Umbaugh & Associates whose understanding is that the library will receive the $908,000, probably in June, and will be required to receipt these funds into the Rainy Day Fund.  Possible use of these funds and effect on future budgets were discussed.

 

The Director presented several graphs showing statistics including: circulation, visitors, online resources, and programs covering the past three months.  Other useful statistics were discussed.

 

Questions and Information from Board, Staff, and Guests

 

 

ADJOURNMENT

 

The meeting was adjourned by consensus at 6:55 p.m.  A tour of the circulation area and the main library basement was conducted by Gwen Robison, Assistant Director, Support Services.

 

The next regularly scheduled meeting of the Board of Trustees is May 17, 2016, at 5:30 p.m. at the Main Library, 300 S. 2nd Street, Elkhart, IN.

 

 

 

 

 

 

____________________________

Mary E. Davis, Secretary

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