Board Meeting Minutes 2016 09

BUDGET HEARING

 

A public hearing was held September 20, 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:  Renee’ Cocanower, Mary E. Davis, Janice E. Dean, Carlos Esteves, Jennifer Nielsen and Clarence Thomas. Brian Byrn was unable to attend.

 

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

 

Staff present:  Craig Cheney, Outreach Clerk; Susan Eller, Cleveland Branch Manager; Kevin K. Kilmer, Branch Operations Manager; Annette Long, Outreach Clerk; Allison McLean, Young People’s Services Department Head; Charles Pieri, Branch YPS Librarian; Rachel Rice, Outreach Department Head; Gwen Robison, Assistant Director, Support Services; Mary Beth Schlabach, Reference Department Head; Sheila Urwiler, Assistant Director, Public Services; and Erin Wagner, Human Resource Generalist.

 

Lisa Guedea Carreño, Director explained that the 2017 advertised budget is substantially the same as the 2017 preliminary budget presented in August, with the exception that circuit breaker estimates have been reduced from $925,000.00 to $900,000.00 based on Umbaugh estimates subsequently received.

 

There being no questions or objections from the general public Mary Davis moved

 

THAT the public hearing be adjourned.

 

Jennifer Nielsen seconded.                                                   Motion: Carried

 

The budget hearing was closed at 5:37 p.m.

 

 

REGULAR BOARD MEETING

 

The regular meeting of the Elkhart Public Library Board of Trustees was called to order at 5:38 p.m. by Janice E. Dean, President.

 

 

CONSENT AGENDA

 

The consent agenda was presented including two lists of claims and a revised Projected Summary.  There being no objections, Carlos Esteves moved

 

THAT the Consent Agenda be adopted as presented.

 

Clarence Thomas seconded                                                                                          Motion: Carried.

 

 

PRESIDENT’S BUSINESS

 

Director Performance Evaluation

 

Jennifer Nielsen reported that the Director’s Performance Evaluation Committee met with the Director and reviewed her goals for the coming year.  She recommended the same percentage salary increase approved for all staff in December 2016, to become effective January of 2017.

 

 

DIRECTOR’S REPORT

 

Lisa Guedea Carreño, Director, presented her report for the month of September.  She reported that the Latino Outreach Series, which culminated with a celebration of Hispanic/Latino Heritage Month at Pierre Moran Branch on Saturday, September 17, from 3 to 6 p.m. was a success.  About 250 people attended the series finale event including Elkhart Mayor Tim Neese and representatives from LaCasa, Triple P Parenting, Mennonite Central Committee, Goshen College and Elkhart General Hospital.  At least eighteen new library users were registered.  An anonymous donor agreed to help underwrite expenses.

 

She also mentioned the “This Card” campaign flyer included in Red Plum mailings and reported that the Library was mentioned in two news articles recently in the Elkhart Truth.

 

She also reported that a property meeting EPL’s requirements for garage space near the Main Library has been put on the market.  She explained that the rental property on Westwood Drive has been sold and our tenancy is not guaranteed.  The property in question is closer to the Main Library and more centrally located than the property at Dunlap branch, where it has been discussed that a new pole building might be built.  The Library has placed an offer, contingent on building and environmental inspection results.

 

Department Report

 

Craig Cheney and Annette Long described how each type of Outreach visit aligns with the Library’s mission and fulfills goals of the EPL Strategic Plan.

 

 

UNFINISHED BUSINESS

 

Job Description: Marketing and Public Relations Manager (second reading)

 

Lisa Guedea Carreño, Director, presented a job description for the new position of Marketing and Public Relations Manager, noting one addition suggested by the Board at the last meeting.  She indicated her hope to post the job opening in the next 30 days.  There being no further questions, Renee’ Cocanower, Vice President, moved

 

THAT the job description for Marketing and Public Relations Manager be approved as presented.

 

Jennifer Nielsen seconded                                                    Motion: Carried

 

Management Advisory Council Policy (second reading)

 

Lisa Guedea Carreño, Director, presented a policy broadening the composition of the Management Advisory Council (MAC).  There being no further questions, Jennifer Nielsen moved

 

THAT the Management Advisory Council Policy be approved as presented.

 

Mary E. Davis seconded                                                        Motion: Carried

 

 

 

NEW BUSINESS

 

Overtime Policy (first reading)

 

Erin Wagner, Human Resource Generalist, presented the Overtime policy.  She discussed the recent Department of Labor changes regarding overtime and the need for a policy to state clearly the Board’s intent.  There being no further questions or comments, Carlos Esteves moved

 

THAT the Overtime Policy be approved as presented.

 

Jennifer Nielsen seconded                                                    Motion: Carried

 

1783 Notice Response Resolution

 

Jane Garoutte presented a resolution officially authorizing the Director and herself to respond to the 1782 Notice upon receipt from the Department of Local Government Finance (DLGF) for 2017.  She explained that said Notice is generally received after the first of the year, and that the DLGF allows ten days for response from each government unit.  Generally, this is a matter of determining where reductions can be made based on the final income and assessed valuation numbers presented by DLGF.

 

The resolution was approved by consensus.

 

Petty Cash Control Policy

 

Jane Garoutte, Business Manager, presented a petty cash control policy which establishes control measures necessary for handling petty cash funds by previously-named petty cash custodians.  Carlos Esteves moved

 

THAT the petty cash control policy be approved with one typographical correction.

 

Renee’ Cocanower seconded                                                Motion: Carried

 

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 October 18, 2016, following the 2017 Budget Adoption meeting, which is scheduled at 5:30 p.m. at the Main Library at 300 S. 2nd Street, Elkhart, IN.

 

 

 

 

 

 

____________________________

Mary E. Davis, Secretary

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