The regular meeting of the Elkhart Public Library Board of Trustees was held August 16, 2016, at the Main Library and called to order at 5:38 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: Linda Cary, Cataloger, Technical Services; Jeanne Glanders, Department Head, Popular Services; Gwen Robison, Assistant Director, Support Services; Sheila Urwiler, Assistant Director, Public Services; Mark Van Lummel, Department Head, Technical Services and Erin Wagner, Human Resource Generalist.
A tour of the newly renovated Technical Services office and work spaces was conducted by Mark Van Lummel and Linda Cary in lieu of a Department Report.
The consent agenda was presented. There being no objections Jennifer Nielsen moved
THAT the Consent Agenda be adopted as presented.
Clarence Thomas seconded Motion: Carried.
Director Performance Evaluation
Janice E. Dean reported that Lisa Guedea Carreño, Director, would set goals for the next year, discuss those goals with the evaluation committee, and submit a summary report to the Board at the end of August.
Lisa Guedea Carreño, Director, gave an update on recent marketing and public relations activity: Sheila Urwiler was interviewed about HOOPLA, Storytime at the Wellfield Gardens was mentioned in a news report, and ABC57 aired an interview with Lisa about Latino outreach efforts.
Lisa presented a list of EPL activity Statistics she will continue to review and present throughout 2016,
Lisa Guedea Carreño, Director, reported that October 27 has been chosen for the “Grand Re-Opening and Ribbon-Cutting” to celebrate the completion of the Phase II Renovations at the Main Library. Board and staff will be asked to participate.
2017 Proposed Budget
Lisa Guedea Carreño reviewed recent legislative changes requiring the Department of Local Government Finance (DLGF) to provide, by August 1 of each year, circuit breaker/tax cap impact estimates for the coming fiscal year to each local government unit in the State. The DLGF circuit breaker estimates were by based on conservative estimates and resulted in a potential loss of more than $1.4 million in funding for the Library’s 2017 budget. This would represent nearly 20% of the Library’s budget, the largest unfunded percentage of any year since tax caps first took effect in 2010. There does not seem to be sufficient economic data to support such an estimate. The director reported that she has been in contact with other public library directors as well as our financial advisor at Umbaugh and has learned that the DLGF’s estimates for many other local taxing units across the state are alarmingly high as well.
Jane A. Garoutte recommended 2017 draft budget for advertising:
Bond & Interest Redemption Fund: $288,400
Total 2017 budget to be advertised: $7,430,634
Tax revenue estimates provided by the Department of Local Government Finance field representative at the budget workshop on August 2, included Property Tax Maximum Levy of $5,349,707, Local Income Tax of $1,441,826 and $208,711 in other miscellaneous taxes. The County Auditor announced at the August 13th County Council meeting that the County had contracted with Umbaugh & Associates to prepare more realistic estimates for circuit breaker losses for all units in the county. Necessary adjustments to the draft budget will be made based on these estimates.
The 2017 Budget Hearing will be held September 20, 2016, and the Budget Adoption meeting will be held October 18, 2016.
Job Description: Marketing and Public Relations Manager
Lisa presented a draft job description for the Board’s consideration. This being a first reading, no action was taken.
Management Advisory Council Policy
Lisa presented a draft policy to reconfigure the Management Advisory Council. The full Management and Leadership teams will become voting members. The being a first reading, no action was taken.
Employee Safety Policy
Lisa presented a new Employee Safety Policy to replace the previous employee safety directive. This policy is necessary to comply with a new OSHA statement. There being no questions or comments, Jennifer Nielsen moved
THAT the Employee Safety Policy be approved as presented.
Mary Davis seconded Motion: carried
Petty Cash and Change Funds Resolution: Revised
Jane Garoutte, Business Manager, presented a resolution to establish petty cash and change funds, making some new assignments necessary to align with recent staffing changes. Clarence Thomas moved
THAT the resolution be approved as presented.
Jennifer Nielsen seconded Motion: carried
Questions and Information from Board, Staff, and Guests
The meeting was adjourned by consensus at 7:00 p.m.
The next regularly scheduled meeting of the Board of Trustees is September 20, 2016, at 5:30 p.m. at the Main Library at 300 S. 2nd Street, Elkhart, IN.
Mary E. Davis, Secretary