Board Meeting Minutes 2017 10

EXECUTIVE SESSION

The Board met in executive session as provided for by IC 5-14-1.5-6.1(b) Items (6), and (9) respectively: With respect to any Individual over whom the governing body has jurisdiction; to discuss job performance evaluations of individual employees

Executive Session was held 5:00 p.m. to 5:30 p.m.

 

BUDGET ADOPTION MEETING

 

ROLL CALL & INTRODUCTION OF GUESTS

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

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

Staff present:  Erin Brousseau, Human Resource Generalist; Kevin Kilmer, Branch Operations Manager; Marianne Kruppa, Circulation Department Head;  Rachel Rice, Outreach Services Department Head; Mary Beth Schlabach, Reference Services Department Head; Trevor Wendzonka, Marketing and Public Relations Manager; Paula Watson, Administrative Clerk: and Jill Yoder, Circulation Clerk.

 

The Budget Adoption Meeting was called to order at 5:30 p.m. by Janice Dean. There were no questions or comments

 

James Rieckhoff moved

THAT the Budget be adopted as presented.

Clarence Thomas seconded                                                                Motion:  Carried

 

REGULAR BOARD OF TRUSTEES MEETING

ROLL CALL & INTRODUCTION OF GUESTS

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

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

Staff present:  Erin Brousseau, Human Resource Generalist; Kevin Kilmer, Branch Operations Manager; Marianne Kruppa, Circulation Department Head;  Rachel Rice, Outreach Services Department Head; Mary Beth Schlabach, Reference Services Department Head; Trevor Wendzonka, Marketing and Public Relations Manager; Paula Watson, Administrative Clerk; and Jill Yoder, Circulation Clerk.

Regular Board of Trustees Meeting was called to order at 5:35 p.m. by Janice Dean.

 

CONSENT AGENDA

 

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

 

PRESIDENT’S BUSINESS

Janice Dean announced that Oct. 15-21 was National Friends of Libraries Week.  She presented a resolution recognizing the Friends of the Elkhart Public Library for their hard work and dedication, which was signed by the Board members present and will be given to the Friends for the meeting the following evening.

 

DIRECTOR’S REPORT

Lisa Guedea Carreño, Director, presented her report for the month of October. She presented and reviewed Reference Department statistics. Services reviewed were general reference assistance, obituaries, local history requests and interlibrary loans.

 

Department Report

Erin Brousseau, Human Resource Generalist demonstrated how Paylocity has improved our payroll and time keeping system.  Besides being a significant savings over the previous payroll provider, ADP, Paylocity’s additional functionality has been invaluable.  Paylocity has automated the time-keeping process from paper, handwritten timecards to online punches allowed on kiosks, computers and smart phones.  Managers and HR approve recorded punches and no longer are required to manually add timecards, thereby saving hours of work time on many levels.

 

UNFINISHED BUSINESS

 

NEW BUSINESS

 

Blanket Resolution – 1782 Notice Response 

 

Lisa Guedea Carreño, Director, presented to the board a resolution giving the Director and Business Manager the authority to make current year reductions as necessary, when appropriations have un-obligated balances at year end.

James Rieckhoff moved

THAT Blanket Resolution – 1782 Notice be adopted.

Jennifer Nielsen seconded                                                                  Motion:  carried

 

Public Telephone Use Policy (first reading)

Lisa Guedea Carreño, Director, presented the Public Telephone Use Policy.  This policy defines acceptable use of departmental telephones by patrons, made necessary by the absence of public pay telephones, and documents current practice.

Jennifer Nielsen moved

THAT the Public Telephone Use policy be approved as presented.

James Rieckhoff seconded                                                                             Motion:  carried

 

Service Animals and Pets Policy (first reading)

Lisa Guedea Carreño, Director, presented the Service Animals and Pets Policy which provides guidance to staff regarding accommodating individuals with service animals in compliance with applicable law.

James Rieckhoff moved

THAT the service animal and pets policy be tabled for further discussion.

Jennifer Nielsen seconded                                                                  Motion: was tabled

 

Proposed Staffing changes

Lisa Guedea Carreño, Director, proposed the following changes:

  1. Change the salary grade of Facilities Coordinator from 10 to 9.

James Rieckhoff moved approval.

Jennifer Nielsen seconded                                                      Motion:  carried

 

  1. Create new position of Community Engagement Coordinator in Marketing & Public Relations department with 10 Circulation Desk hours per week. The new position would be filled internally and would be responsible for coordinating the library’s representation at community events; overseeing displays on the first floor of library; managing the use of Library’s meeting rooms; keeping community calendars up to date; and functioning as a liaison with external groups.

Clarence Thomas moved approval,

James Rieckhoff seconded                                                     Motion:  carried

 

  1. Change the Branch Operations Manager to Assistant Director for Branch and Extension Services. This position will continue to oversee the Branches, and will also take on the oversight of the Outreach Department, which will be renamed Extension Services.

Jennifer Nielsen moved approval.

James Rieckhoff seconded                                                     Motion:  carried

 

  1. Change the salary grade of Human Resource Generalist from 5 to 4

Clarence Thomas moved approval.

Jennifer Nielsen seconded                                                      Motion:  carried

 

  1. Change the salary grade of the Business Manager/Treasurer from 4 to 3.

James Rieckhoff moved approval.

Clarence Thomas seconded                                                    Motion:  carried

 

Closing Hours Wednesday before Thanksgiving at Main Library

Lisa Guedea Carreño, Director, proposed that the Main Library close at 6:00 p.m. instead of 8:00 p.m.

James Rieckhoff moved

THAT Main Library close at 6:00 p.m. instead of 8:00 p.m. on the Wednesday before Thanksgiving.

Clarence Thomas seconded                                                                Motion:  carried

 

Questions and Information from Board, Staff, and Guests

James Rieckhoff spoke about his thorough tour of the Library provided by Lisa Guedea Carreño, Director.  Two staff members thanked the board for the earlier closing hours on the Wednesday before Thanksgiving.

 

ADJOURNMENT

The regular Board meeting was adjourned by Janice E. Dean at 7:05 p.m.

The next regularly scheduled meeting of the Board of Trustees will be November 21, 2017 at Pierre Moran Branch, 2400 Benham Avenue, Elkhart, IN.

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