Board Meeting Minutes 2017 04

The regular meeting of the Board of Trustees of the Elkhart Public Library was held April 18, 2017, at the Main Library and called to order at 5:30 p.m. by Janice E. Dean, President.


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

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

Staff present: Erin Brousseau, Human Resource Generalist; Diana Gill, Computer Services Department Head; Kevin Kilmer, Branch Operations Manager; Marianne Kruppa, Circulation Department Head; Gwen Robison, Assistant Director, Support Services; Trevor Wendzonka, Marketing and Public Relations Manager.


The consent agenda was presented. There being no objections, Mary E. Davis moved

THAT the Consent Agenda be adopted as presented including approval of investments as recommended.

Clarence Thomas seconded Motion: Carried.


Janice E. Dean reported that she, Renee’ Cocanower, Vice President and Lisa Guedea Carreño, Director would be meeting to review the list of names of individuals who had been suggested or had shown an interest in serving on the Library board. A recommendation will be made to the Elkhart County Council to appoint a replacement for Brian Byrn. Brian’s second term expires on June 30, 2017. The President asked the Board to share their thoughts regarding important characteristics and experience they felt to be important when looking for a new Board member.


Lisa Guedea Carreño, Director, presented her report for the month of April. She displayed a graph depicting patron use of equipment and connectivity. Use of WiFi has increased each year, both in average number of people logging on each day and the amount of data transferred. Due to changes made to usage rules, public internet stations have changed in that there are now fewer log-ons but longer sessions.
The Director reported that the use of printing, photocopying and faxing remains steady. She also noted that scanning to email increased dramatically when the fee for scanning was removed.

The Director briefly discussed the possible elimination of the Institute for Library and Museum Services. She reported on upcoming programs. On Tuesday, April 25, Indiana’s Poet Laureate, Shari Wagner will speak and conduct a writers’ workshop; on May 6 at the Main Library there will be a Summer Happenings Resource Fair, Free Comic Book Day and the Friends Book Sale.

The Director thanked the Board of Trustees, Friends and all other volunteers for the invaluable assistance and support, in keeping with National Volunteer Week (April 23-29),

The Director updated the Board on the status of Sheila Mahalko, Public Services, Assistant Director who is out on FMLA.

Department Report

Diana Gill, Computer Services Department Head reported on the changes in the department. Some Computer Services staff were recently reassigned to the new Marketing Department, and remaining staff will be covering additional desk hours.

Diana reported the following projects planned for 2017:
• Replacement of staff computers in Reference, Facilities, Osolo and Graphics;
• Recycling old computers and peripherals with ADEC;
• Acquisition of ergonomic computer furniture and equipment;
• Preparation of a Request for Proposal (RFP) for Radio-frequency identification (RFID). Diana explained that RFID uses electromagnetic fields to automatically identify and track tags attached to objects. The tags contain electronically stored information. This technology is the standard in libraries across the country, and is being budgeted for in 2018 or 2019.
• Replacement of rental copiers: Currently Advanced Imaging provides both copiers and printers, along with supplies and maintenance contracts in the form of per copy fees. The lease agreement for copier and printer services expires in July and staff will begin investigating a replacement rental program.


Hiring Policy

Erin Brousseau presented the Hiring Policy for consideration. The purpose of this policy is to clarify expectations, to document guiding principles, and to remove procedural details from policy. (There is now a separate procedure document containing step-by-step instructions for anyone involved in the hiring process.) Renee’ Cocanower moved

THAT the Hiring Policy be approved as presented.

Mary Davis seconded Motion: carried

Vacation Policy Revision

Erin Brousseau presented a second revision of the Vacation Policy with additional restriction on payout of earned vacation when an employee resigns within the first six months of employment. The language of the policy was reviewed and approved by an attorney familiar with labor and employment law. Carlos Esteves moved

THAT the Vacation Policy be revised as presented.

Renee’ Cocanower seconded Motion: carried

Job description – Page Coordinator

Erin Brousseau, HR Generalist, presented a revised job description for Page Coordinator. Renee’ Cocanower moved

THAT the Job Description – Page Coordinator revision be approved as presented.

Mary E. Davis seconded Motion: carried


Job Description Revision recommendation – Organization Wide Expectations

Lisa Guedea Carreño, Director, recommended that the language in EPL job descriptions be revised to include the expectation that all staff address or assist in addressing disruptive patron behavior or situations. Renee’ Cocanower moved

THAT the changes to the organization-wide expectations in all job descriptions be approved.

Clarence Thomas seconded Motion Did not pass

The Job Description revision was tabled for language in #6.

Questions and Information from Board, Staff, and Guests


The meeting was adjourned by consensus at 6:55 p.m.

The next regularly scheduled meeting of the Board of Trustees is May 16, 2017, at 5:30 p.m. at the Cleveland Branch, 53715 County Road 1, Elkhart, IN.

Mary E. Davis, Secretary

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