Board Meeting Minutes 2017 08


A work session was held from 4:45 p.m. to 5:30 p.m. in meeting room #1 of the Main Library.

Members in attendance at the work session were Renee’ Cocanower, Janice E. Dean, Carlos Esteves, Jennifer Nielsen and James W. Rieckhoff.  Mary E. Davis was unable to attend.  Staff in attendance were Erin Brousseau, Human Resources Generalist; Jane A. Garoutte, Business Manager; Kevin J. Kilmer, Branch Operation Manager; and Maureen Meagher, Pierre Moran Branch Supervisor.


A special meeting of the Board of Finance for the Elkhart Public Library was held August 15, 2017, Main Library and called to order at 5:30 p.m. by Janice E. Dean, President.

Jane A. Garoutte, Business Manager/Treasurer recommended changes to  the Investment Policy to align with recent change to the by-laws allowing the Treasurer of the Board to be a paid employee, and align the maximum investment term to those allowed by the State.  Grammatical errors were noted and corrections made.

Renee’ Cocanower moved

THAT the Investment Policy be approved as amended.

James W. Rieckhoff seconded                                                                        Motion: Carried



Members present:  Renee’ Cocanower, Mary E. Davis, Janice E. Dean, Carlos Esteves, Jennifer Nielsen, James W. Rieckhoff and Clarence Thomas.

Others present: Jane A. Garoutte, Business Manager/Treasurer.  Lisa Guedea Carreño, Director was unable to attend.

Staff present:  Erin Brousseau, Human Resource Generalist; Diana Gill, Computer Services Department Head; Kevin Kilmer, Branch Operations Manager; Marianne Kruppa, Circulation Department Head; Maureen Meagher, Pierre Moran Branch Supervisor; Allison McLean, Young People’s Services Department Head; Donna Mitschelen, Osolo Branch Supervisor; Gwen Robison, Support Services Assistant Director; Mary Beth Schlabach, Reference Services Department Head; Trevor Wendzonka, Marketing and Public Relations Manager; and Lori Wolgamood, Clerk, Dunlap Branch.


The consent agenda was presented.  There being no objections, James Rieckhoff moved

THAT the Consent Agenda, including investment recommendation, be adopted.

Jennifer Nielsen seconded                                                                  Motion: Carried


Department Report

Lori Wolgamood, Dunlap Branch conducted a brief trivia game played by the Board as an example of popular programming at the Branch.


Paid Time Off (PTO) Policy Revision

Paid Time Off (PTO) Policy which will replace the Paid Time Off (PTO) Policy dated January 1, 2017, was reintroduced.  Renee’ Cocanower, a member of the PTO Policy Task Force, reviewed the sequence of events that began in April of 2016, and have culminated with the Paid Time Off (PTO) Policy revision currently under consideration.

At the June 2017 meeting, four substantive changes were recommended by a Board committee. At the July 2017 meeting, one change was voted and passed; and the Paid Time Off (PTO) Policy was tabled.  A work session was scheduled to review the details of the PTO policy and answer Board member questions.  On August 15, 2017, the work session was held prior to the Board of Finance and Regular Board meeting.

At the Regular Board meeting, Renee’ Cocanower moved

THAT under Item C. 1. Category A (Full-time staff) the allowances for medical reasons be limited to 24 hours per quarter or 12 days annually; and

THAT the allowances for personal reasons be limited to 4 hours per quarter or 2 days annually.

James W. Rieckhoff seconded                                                            Motion: Did not carry

Clarence Thomas moved

THAT under Item C. 1. Category A (Full-time staff) the allowances for medical reasons be limited to 22 hours per quarter or 11 days annually; and

THAT the allowances for personal reasons be limited to 6 hours per quarter or 3 days annually.

James W. Rieckhoff seconded                                                            Motion: carried

Renee’ Cocanower moved

THAT under C. 1. Category B (part-time 20-hour staff) the allowances for medical reasons be limited to 11 hours per quarter or 44 hours annually; and

THAT there be no allowance for personal reasons.

Jennifer Nielsen seconded                                                      Motion: carried

Renee’ Cocanower moved

THAT under C. 4. A. That the maximum hours that may be carried forward to the following year be limited to forty hours.

Jennifer Nielsen seconded                                                      Motion: carried

Mary Davis moved

THAT the Paid Time Off (PTO) Policy be approved as amended.

Clarence Thomas seconded                                                    Motion: carried

Clarence Thomas moved

THAT the Paid Time Off (PTO) Policy become effective October 1, 2017, to allow Administration sufficient time to convert service records and set up new accrual rules in Paylocity.

Renee’ Cocanower seconded                                                  Motion: carried



2018 Preliminary Budget

Jane A. Garoutte, Business Manager/Treasurer, presented the 2018 Preliminary Budget.  She reported that this budget estimate includes:

  • Allowance for 2% salary increases
  • Allowance for strategic planning initiatives
  • Allowance for 2% increase in the employers share of insurance benefits
  • $200,000 for the purchase of RFID equipment (capital outlays)
  • $50,000 for outsourcing RFID tagging of materials (services)
  • $10,000 for RFID tags (supplies).
  • Marketing and advertising budget as proposed by Trevor Wendzonka, some of which is new in 2018 budget.
  • Input from Department Heads, Assistant Director and Branch Operations Manager.

The Business Manager reported that at the Budget Workshop on Tuesday, August 8, the DLGF (Department of Local Government Finance) representative provided tax revenue estimates to be used in the 2018 budget.  At the same time, the Business Manager provided the DLGF with actual year-to-date expenditures and cash balances for all tax supported funds at June 30, 2017.  She also provided the DLGF with expenditure estimates for the last six months of 2017, and all of 2018 (budget estimate).  She reported that the 2018 growth quotient of 4.0%, limits the total advertised budget for both funds to no more than $7,433,863.  The advertised budget, including circuit breaker credits of $1,175,424, will be $8,609,287.

The next step in the process will be submission of the budget to the Indiana Government Online Gateway by September 8, 2017:

2018 Budget hearing will be held on September 19th at 5:30 p.m. at the Main Library

2018 Budget adoption meeting will be held on October 17th at 5:30 p.m. at the Main Library

The Business Manager reported that she had attended the August 12, 2017, meeting of the Elkhart County Council at which the maximum levies and circuit breaker impact for all local government units in Elkhart County were reviewed.  The Council was offered the opportunity, but declined to make comment on those budgets.  Todd Samuelson from Umbaugh, public finance consultants, told Council that the DLGF circuit breaker estimates were very conservative, and that Umbaugh will prepare independent circuit breaker estimates for Elkhart County.  Elkhart County Auditor Pauline Graff said she would share the results with all local government units.

Questions and Information from Board, Staff, and Guests

James W. Rieckhoff spoke about the program series, “Learn the Law: Landlord/Tenant Relations.”  The first in the series was held Tuesday, August 15, 11:00 a.m. – 1:00 p.m. at the Main Library, and was well attended.  He was encouraged that the tenants felt comfortable asking questions in the group comprised mostly of landlords.  Upcoming sessions will be held August 16 from 5:30 p.m. to 7:00 p.m. at the Main Library; and on August 23 from 6:00 p.m. to 8:00 p.m. at the Pierre Moran Branch. This final session will be presented in Spanish by Jose Elizalde of LaCasa.

Trevor Wendzonka spoke about the upcoming Solar Eclipse Viewing Party on Monday, August 21 in downtown’s Central Park.  The Monster Message board, the 21-foot big screen, will be showing science programs and have the NASA livestream of the eclipse.  Food trucks will be available.  There will be a digital photo booth provided by TapSnap.  People can stand at the green screen, choose their eclipse-related background (with EPL branding, of course), and get a 4×6 print to take as a souvenir. We’ll also be posting those photos on our Facebook page.  The first 250 people to show up at the Library tent will receive eclipse viewing glasses.  Another 750 pair were distributed previously to attendees at earlier eclipse related programs, and visits to the Library.  The Library has partnered with ABC 57 with this event, to provide on-air promotion.  The program has served to kick off the events for the American Library Association grant called NASA@MyLibrary.

Janice E. Dean gave an update on Lisa Guedea Carreño, Director, who is on medical leave.

Gwen Robison announced EPL is collaborating with Workforce Development and several local business leaders to identify training needs within the community.


The meeting was adjourned by Janice E. Dean at 6:54 p.m.

The next regularly scheduled meeting of the Board of Trustees is September 19, 2017, at 5:30 p.m. at the Main Library, 300 S. 2nd Street, Elkhart, IN.






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