Board Meeting Minutes 2016 10

 

BUDGET ADOPTION MEETING

 

A special budget adoption meeting of the Board of Trustees of the Elkhart Public Library was held October 18, 2016, at the Main Library and called to order at 5:33 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, Jane A. Garoutte, Business Manager; Gayle Windsor, Friends of the Elkhart Public Library Secretary-Treasurer; Franklin Stoll, Friends of the Elkhart Public Library.

 

Staff present:  Erin Brousseau, Human Resource Generalist; Kevin K. Kilmer, Branch Operations Manager; Marianne Kruppa, Circulation Department Head; Charles Pieri, Branch YPS Librarian; Rachel Rice, Outreach Department Head; Gwen Robison, Assistant Director, Support Services; and Sheila Urwiler, Assistant Director, Public Services.

 

Mary Davis moved

 

THAT the 2017 Budget be adopted as advertised.

 

Jennifer Nielsen seconded.                                                   Motion: Carried

 

The budget adoption meeting was adjourned at 5:35 p.m.

 

 

REGULAR BOARD MEETING

 

The regular meeting of the Elkhart Public Library Board of Trustees was called to order at 5:35 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.

 

Jennifer Nielsen seconded                                                                             Motion: Carried.

 

 

PRESIDENT’S BUSINESS

 

Janice E. Dean, President, presented a resolution proclaiming October 16-22, 2016, as Friends of the Elkhart Public Libraries week in Elkhart, IN.  The resolution was approved by consensus.

 

Gayle Windsor, Secretary/Treasurer and Fundraising Committee member of the Friends of the Elkhart Public Libraries, reported that since 2011 the Friends have approved $32,000 in grants in support of EPL collections, programs and outreach.  She announced upcoming programs in which the Friends will be involved:

  • 22 – “Love Between the Covers,” a film screening and author event featuring the romance writing industry. Tickets: $15/person. Romance paperbacks by featured authors will be available for purchase.
  • 27 – Main Library Ribbon-cutting and reception celebrating the completion of the renovations during which the Friends will hold a book sale (through Oct. 28).
  • 12 – Trivia Night fundraiser at Knights of Columbus. $10/person, 10 people/table.
  • Trees, Trees, Trees – Sign up began in September; trees will be distributed in October.

 

 

DIRECTOR’S REPORT

 

Lisa Guedea Carreño, Director, presented her report for the month of October.  She added the following items to the written summary of the Latino Outreach event at Pierre Moran Branch: The mayor attended and gave a special welcome; 18 new library card registrations and three renewals were received during the event.

 

She reported also that an environmental survey conducted on the 1047 Anderson Street property being considered for purchase as a van garage had found no issues, but the building inspection revealed that the garage was in need of a new roof.  Bill Kuhns, Real Estate Broker with FM Stone Realty, negotiated a lower offer offset by the estimated cost of roof replacement, which the Library will arrange post-closing.  The property meets EPL’s requirements for garage space near the Main Library.

 

The Director reported that the Main Library Open House to celebrate the completion of the Phase 2 renovations will be held from 3 p.m. to 5 p.m. on Thursday, October 27.  The event will be kicked off by a special welcome and ribbon cutting ceremony, followed by tours of the upgrades and renovations.  There will be refreshments and giveaways.  The Friends of the Elkhart Public Library will conduct a book sale, and there will be a chance to win a new Amazon Kindle Fire.  Board members are encouraged to attend.

 

Department Report

 

Due to staff illness, no department report was given at this meeting.

 


 

UNFINISHED BUSINESS

 

Job Description: Marketing and Public Relations Manager (salary grade change)

 

Lisa Guedea Carreño, Director, presented the job description for Marketing and Public Relations Manager (approved at the September meeting), noting that the salary grade should have been set at grade 5, rather than grade 6.  There being no further questions, Renee’ Cocanower, Vice President, moved

 

THAT the salary be set at grade 5 for the Marketing and Public Relations Manager be approved as presented.

 

Mary Davis seconded                                                Motion: Carried

 

 

NEW BUSINESS

 

Internet Access Policy (first reading)

 

Lisa Guedea Carreño, Director, presented the Internet Access policy for review as required by the State Library.  The only change is in Item. C. 3.

“Where users are encouraged to protect their personal computers and mobile devices with appropriate security software.”

 

The Policy was approved as presented.

 

Internal Controls Training

 

Jane Garoutte reviewed the Internal Controls training information sent to the Board of Trustees in advance of the meeting.  This email included a link to the State Board of Accounts Internal Controls webinar.  Technical audio issues prevented this webinar from being shown at this meeting as planned.  The Board agreed they would listen to the webinar on their own and return the certification form to the Business Manager by December 25.

 

Questions and Information from Board, Staff, and Guests

 

 

ADJOURNMENT

 

The meeting was adjourned by consensus at 6:33 p.m.

 

The next regularly scheduled meeting of the Board of Trustees is November 15, 2016, at 5:30 p.m. at the Dunlap Branch, 58485 County Road 13, Elkhart, IN.

 

 

 

 

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