Board Meeting Minutes 2016 07

 

The regular meeting of the Elkhart Public Library Board of Trustees was held July 19, 2016, at the Main Library and called to order at 5:34 p.m. by Janice E. Dean, President.

 

ROLL CALL & INTRODUCTION OF GUESTS

 

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

 

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

 

Staff present:  Diana Gill, Department Head, Computer Services; Jeanne Glanders, Department Head, Popular Services; Marianne Kruppa, Department Head, Circulation; Donna Mitschelen, Branch Supervisor, Osolo Branch; Chuck Pieri, Young People’s Librarian; Rachel Rice, Department Head, Outreach Services; Sheila Urwiler, Assistant Director, Public Services and Erin Wagner, Human Resource Generalist..

 

 

CONSENT AGENDA

 

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

 

THAT the Consent Agenda be adopted as presented.

 

Jennifer Nielson seconded                                                                                             Motion: Carried.

 

 

PRESIDENT’S BUSINESS

 

Review of Board Bylaws

 

President Janice E. Dean presented the bylaws for annual review.  There being no questions or concerns, the bylaws were approved in their present form.

 

 

DIRECTOR’S REPORT

 

Lisa Guedea Carreño, Director, presented a change to the 2016 Board Meeting schedule:

August 16, 2016, Board meeting will be held at the Main Library.

December 20, 2016,Board meeting will be held at Pierre Moran Branch.

Lisa Guedea Carreño, Director, reported that a committee will be formed to plan a “Grand Re-Opening” to celebrate the completion of the Phase II Renovations at the Main Library, to be held in late October.  Board members interesting in helping with the planning may contact Lisa by email.

Department Report

 

Marianne Kruppa, Department Head, Circulation, reported on a number of internal and outreach activities and projects recently completed by Circulation staff.  Among these were Chess on the Plaza, participation in the July Art Walk in downtown Elkhart, and an internal staff summer reading program.  Staff completed the initial alphabetization of the DVD collection which will assist staff and patrons in locating items more easily.  This change has been well received by patrons and staff.

 

 

UNFINISHED BUSINESS

 

Marketing Plan

 

Lisa Guedea Carreño reported that she, Janice E. Dean, Clarence Thomas and Sheila Urwiler met to review the marketing plan proposed by Shane Frost of Taigmarks, Inc.  The committee recommends that:

 

  1. The Library move forward with the Marketing Plan as written.
  2. Concurrent with implementation of the Marketing Plan, staff and management evaluate and adjust programming based on careful analysis of cost, benefit and need/value to the community.
  3. Pursuant to the programming adjustments above: Revisit the Library’s open hours.

 

Discussion of possible changes to the Library open hours followed, including budget considerations, State requirements, and data needed to determine how open hours might be reconfigured to meet changing needs of the community.  There being no further questions, Mary E. Davis moved

 

THAT the Marketing Plan be approved as recommended.

 

Carlos Esteves seconded                                                                                                Motion: Carried.

 

 

NEW BUSINESS

 

2017 Preliminary Budget

 

Jane A. Garoutte presented preliminary 2017 budget for the Board’s review.

Operating:                                                    $7,071,118

Rainy Day:                                                         $60,000

Bond & Interest Redemption Fund:              $301,225

 

Total 2017 budget to be advertised:         $7,432,343

 

Tax revenue estimates will be provided by the Department of Local Government Finance field representative at the budget workshop scheduled for August 2, at 11 a.m.  Necessary adjustments to the preliminary budget will be made and the budgets will be entered into Gateway and submitted accordingly. A draft budget will be presented at the August Board meeting, followed by the budget hearing at the September Board meeting.

 

Questions and Information from Board, Staff, and Guests

 

 

ADJOURNMENT

 

The meeting was adjourned by consensus at 6:30 p.m.

 

The next regularly scheduled meeting of the Board of Trustees is August 16, 2016, at 5:30 p.m. at the Main Library at 300 S. 2nd Street, , Elkhart, IN.

 

 

 

 

 

 

____________________________

Mary E. Davis, Secretary

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