Board Meeting Minutes 2017 03

The regular meeting of the Board of Trustees of the Elkhart Public Library was held March 21, 2017, at the Osolo Branch Library and called to order at 5:40 p.m. by Janice E. Dean, President.

ROLL CALL & INTRODUCTION OF GUESTS

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

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

Staff present: Erin Brousseau, Human Resource Generalist; Kevin Kilmer, Branch Operations Manager; Donna Mitschelen, Osolo Branch Manager; Gwen Robison, Assistant Director, Support Services; Trevor Wendzonka, Marketing and Public Relations Manager and Mark VanLummel, Technical Services Department Head.

Guest: Kate Wendzonka

CONSENT AGENDA

The consent agenda was presented. A claim by Brichard industries totaling $19,990.00 was added to the claims list. There being no objections, Jennifer Nielsen moved

THAT the Consent Agenda be adopted as presented, including the Brichard claim.

Clarence Thomas seconded Motion: Carried.

PRESIDENT’S BUSINESS

Janice E. Dean announced that Brian Byrn’s second term expires on June 30, 2017. Board members should send names of potential Board candidates to Lisa Guedea Carreño, Director. Lisa will vet candidates and submit list of recommendations to the Board President, prior to next meeting in preparation for forwarding to the Elkhart County Council.

DIRECTOR’S REPORT

Lisa Guedea Carreño, Director, presented her report for the month of March. She displayed a graph depicting a downward trend in circulation of physical items from 2012 through February 2017. She added that this trend coincides with a significant increase in usage of the Library’s electronic materials and collections.

Department Report

Donna Mitschelen, Osolo Branch Manager, presented a short video she had produced to introduce Osolo Branch staff and highlight programming that has been happening over the past year.

UNFINISHED BUSINESS

NEW BUSINESS

Lemonade Day Collaboration

Lisa Guedea Carreño, Director reported that she had been contacted recently by Menessah Nelson, Executive Director of Junior Achievement/Lemonade Day for Elkhart County, about collaborating on educational displays at Main and branches during April and May. These will highlight Lemonade Day’s key principles of “save, spend, share.” She requested the Board’s approval to offer space outside each library location for lemonade stands on the May 20, with priority to children or grandchildren of library employees. Renee’ Cocanower, Vice President moved

THAT the Library collaborate with Junior Achievement/Lemonade Day by allowing space inside libraries for displays, and sites outside each library location for a lemonade stand on May 20, details to be decided by staff.

Clarence Thomas seconded Motion Carried

Hiring Policy

Erin Brousseau presented Hiring Policy for consideration. The purpose of this policy is to clarify expectations and 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.) No action was taken since this was a first reading.

Vacation Policy Revision

Erin Brousseau presented a revision of the Vacation Policy with additional restriction on payout of earned vacation when an employee resigns within the first six months of employment. It was agreed that the attorney would be consulted about the language of the policy. No action was taken since this was a first reading.

Job description – Page Coordinator

Erin Brousseau, HR Generalist, presented a revised job description for Page Coordinator. No action was taken since this was a first reading.

Questions and Information from Board, Staff, and Guests

ADJOURNMENT

The meeting was adjourned by consensus at 7:10 p.m.

The next regularly scheduled meeting of the Board of Trustees is April 18, 2017, at 5:30 p.m. at the Main Library, 300 S. 2nd Street, Elkhart, IN.

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Jennifer Nielsen, Acting Secretary

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ELKHART PUBLIC LIBRARY
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