Board Meeting Minutes 2016 12

The regular meeting of the Board of Trustees of the Elkhart Public Library was held December 20, 2016, at the Pierre Moran Branch Library and called to order at 5:36 p.m. by Janice E. Dean, President.

ROLL CALL & INTRODUCTION OF GUESTS

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

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

Staff present: Kevin J. Kilmer, Branch Operation Manager; Maureen Meagher, Pierre Moran Branch Supervisor; Mary Beth Schlabach, Reference Services Department Head; and Sheila Urwiler, Assistant Director, Public Services.

CONSENT AGENDA

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

THAT the Consent Agenda be adopted as presented.

Jennifer Nielsen seconded Motion: Carried.

PRESIDENT’S BUSINESS

Janice E. Dean, President, named Jennifer Nielsen as acting secretary for the next several months, during which time Mary E. Davis will be out of State. She also asked for volunteers to deliver the Christmas fruit baskets to the staff. Jennifer Nielsen also agreed to serve on the PTO task force going forward.

DIRECTOR’S REPORT

Lisa Guedea Carreño, Director, presented her report for the month of December. She thanked trustee Brian Byrn for his hand in steering the organizers of the as yet unannounced outdoor art display project toward the Library as one of the sites in Elkhart County chosen for an installation. Photos of some of the artwork were shared, and the Director described the place we hope to have the piece installed. Brian Byrn explained that the logistics of this undertaking were immense, and the public announcement should be made in the near future.

The Director reviewed the increases to employee medical insurance premiums for 2017 and changes to the employee and employer shares. The Library will continue to cover $500 per month for single coverage and will contribute between $550 and $725 per month for spouse/children/family coverage, depending on the level selected. This moves EPL’s contribution percentages closer to those of similar employers in the area.

Department Report

Maureen Meagher, Pierre Moran Branch Supervisor, reported on the recent programs and activities at Pierre Moran Branch.

UNFINISHED BUSINESS

Revision to Organization-Wide Expectations contained in all job descriptions (second reading)

The Director recommended a revision to the organization-wide expectations contained in all job descriptions. Item #2 was changed to read: “Exhibits welcoming, helpful, positive and friendly behavior to all patrons, staff and guests at all times in all communications formats (verbal and non-verbal).” There being no objections, Mary E. Davis moved

THAT the revision to Organization-wide expectations contained in all job descriptions be approved.

Carlos Esteves seconded Motion: carried

Meeting Room Policy revision (second reading)

The Director presented the Meeting Room Policy revision approved by MAC. She reviewed the recommended changes to availability and acceptable use, section C. 1., noting that the main change was under item b. which defines the types of organizations eligible to use EPL meeting rooms. There being no objections Brian Byrn moved

THAT the Meeting Room Policy be revised as presented.

Jennifer Nielsen seconded Motion: carried

NEW BUSINESS

PTO Policy

Renee’ Cocanower and Mary E. Davis reported on the progress made by the Paid Time Off (PTO) Review Task Force. She reported that the policy revision had been divided into two phases:
1) Usage rules including specific definitions of what constitutes acceptable use of PTO and
2) PTO earnings and maximum accumulation.

The task force presented the Management Advisory Council with a policy revision to cover the usage rules, which MAC approved. This was the policy recommendation sent to the Board in the ePacket. Renee Cocanower asked the Board to move on the usage rules at tonight’s meeting so that these revisions to the policy could become effective on January 1, 2017. There being no objections Mary E. Davis moved

THAT the PTO Policy be approved as revised.

Brian Byrn seconded Motion: carried

The task force is hopeful that the second phase of the policy revisions will be ready for Board consideration during the first quarter of 2017.

Questions and Information from Board, Staff, and Guests

ADJOURNMENT

The meeting was adjourned by consensus at 7:12 p.m.

The next regularly scheduled meeting of the Board of Trustees is January 17, 2017, at 5:30 p.m. at the Main Library, 300 S. 2nd Street, Elkhart, IN.

____________________________
Mary E. Davis, Secretary

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