Board Meeting Minutes 2016 05

The regular meeting of the Elkhart Public Library Board of Trustees was held May 17, 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: Brian Byrn, Renee’ Cocanower, Janice E. Dean, and Carlos Esteves. Mary E. Davis, Jennifer Nielsen and Clarence Thomas were unable to attend.

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

Staff present: Gwen Robison, Assistant Director, Support Services; Sheila Urwiler, Assistant Director, Public Services; and Allison McLean, Department Head, Young People’s Services.

CONSENT AGENDA

The consent agenda was presented. There being no objections, Renee’ Cocanower moved

THAT the Consent Agenda be adopted as presented.

Carlos Esteves seconded Motion: Carried.

PRESIDENT’S BUSINESS

President Janice E. Dean announced that Jennifer Nielsen, Carlos Esteves and Clarence Thomas will serve as the committee to conduct the Annual Performance Review for the Director. The Director will provide the committee with goals for the coming year.

UNFINISHED BUSINESS

Job Description: Branch Operations Manager – technical correction

Lisa Guedea Carreño, Director, presented the job description approved at the last meeting for the Branch Operations Manager. This version contains a technical correction under the section labeled physical demands. Renee’ Cocanower moved

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

Carlos Esteves seconded. Motion: Carried

NEW BUSINESS

Job Description: Branch Clerk Key-holder

Lisa Guedea Carreño, Director, presented a revised job description for the Branch Clerk Key-holder. The recent branch structure change requires reporting to be updated (from Branch Operations Manager to Branch Supervisor) for most of the branch-specific positions. The only other substantive revision is the addition of one item under job-specific accountability:

1. Reports emergency staffing needs to appropriate personnel.

This being a first reading, no action was taken at this time.

Movie and Television Show Screening Policy – revision

Sheila Urwiler, Assistant Director, Public Services recommended revisions to the Movie and Television Show Screening Policy approved in February in order to clarify EPL’s legal obligations regarding copyright compliance, public performance rights, and licensing.

There being no further questions the Brian Byrn moved

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

Renee Cocanower seconded Motion: Carried

Salary Schedule

Lisa Guedea Carreño, Director presented the 2016 salary schedule, which reflects the following updates:
1. Position of Branch Coordinator (Grade 8) was removed
2. Position of Branch Supervisor (Grade 7) was added
3. Position of Department Head – Circulation was removed from Grade 7, when MLS requirement was restored for this position.

Discussion regarding the usage of the salary schedule followed. Brian Byrn moved

Carlos Esteves seconded Motion: Carried

Resolution to Adopt Uniform Internal Control Standards for Indiana Political Subdivisions

Lisa Guedea Carreño, Director and Jane A. Garoutte, Business Manager presented a resolution recommending the Board adopt the Uniform Internal Control Standards for Indiana Political Subdivisions in accordance with Indiana Code Sec. 5-11-1-27(j).

As a political subdivision subject to audit by the Indiana State Board of Accounts, the Library is expected to adhere to these standards and will be evaluated accordingly in any audits that are performed by or on behalf of the State Board of Accounts. Carlos Esteves moved

THAT the Uniform Internal Control Standards for Indiana Political Subdivisions be adopted as required.

Renee’ Cocanower seconded Motion: Carried

Resolution to Establish Materiality Thresholds

Lisa Guedea Carreño, Director and Jane A. Garoutte, Business Manager presented a resolution recommending the establishment of materiality thresholds of $1000 for cash items and $5000 for non-cash items. Per State examiner Directive 2015-6, all political subdivisions are required to adopt such thresholds. Renee Cocanower moved

THAT the resolution to Establish Materiality Thresholds be approved.

Brian Byrn seconded Motion: Carried

Materiality and Variance Reporting Policy

Lisa Guedea Carreño, Director and Jane A. Garoutte, Business Manager presented a policy for reporting all erroneous or irregular variances, losses, shortages, or thefts of Library funds or property, or funds or property the Library holds in trust. Carlos Esteves moved

THAT the Materiality and Variance Reporting Policy by approved as presented.

Brian Byrn seconded Motion: Carried

Non-resident Fee Resolution

Lisa Guedea Carreño, Director presented a resolution to establish the Non-Resident Card fee of $58 for 2016. This remains unchanged from the 2015 fee, and it is equal to the Library’s operating fund expenditure per capita, per IC 36-12-7-3(c).

THAT the Non-Resident Card Fee resolution be approved as presented.

Carlos Esteves seconded Motion: Carried

DIRECTOR’S REPORT
Lisa Guedea Carreño, Director reported that the Indianapolis Public Library (IndyPL) has been selected to receive the 2016 Library of the Future Award, sponsored by the American Library Association (ALA) and Information Today Inc. publishing company.
Lisa Guedea Carreño, Director reported that Shane Frost of Taigmarks will be facilitating a management brainstorming session for planning an open house and/or other celebratory activities to announce the completion of the Main Library Phase 2 renovation project.
The Director reviewed consortium statistics included in the Board packet.
Department Report
Allison McLean presented a report of activities and programming in Young Peoples Services as they relate to the strategic plan. She discussed changes made in an attempt in increase circulation, to encourage early childhood literacy and kindergarten readiness, and to make the Young Peoples department space a more welcoming, inviting, and fun place for kids to visit.
Questions and Information from Board, Staff, and Guests

ADJOURNMENT

The meeting was adjourned by consensus at 7:00 p.m.

The next regularly scheduled meeting of the Board of Trustees is June 21, 2016, at 5:30 p.m. at the Cleveland Branch Library, 53715 County Road 1, Elkhart, IN.

____________________________
Carlos Esteves, Acting Secretary

Speak Your Mind

*

ELKHART PUBLIC LIBRARY
300 SOUTH SECOND STREET
ELKHART, IN 46516
(574) 522-5669
ADDITIONAL RESOURCES
ADMINISTRATION
EPL/GPL CONSORTIUM
FINANCIAL REPORT
FRIENDS OF EPL
GIFT PROGRAM
LIBRARY CARDS
LIBRARY FEES & POLICIES
STRATEGIC PLAN