HARRIET M. SCHLESINGER BOARD ROOM BOARD MEMBERS … · Warren Ellis BOARD MEMBERS ABSENT: Anne Herbert Louis Karubas OTHER PERSONS PRESENT: René L. Greenleaf, Executive Director

HAMMOND PUBLIC LIBRARY

MINUTES OF THE MEETING HELD ON JANUARY 30, 2018

HARRIET M. SCHLESINGER BOARD ROOM

PRESIDING: Paul Taylor - President

BOARD MEMBERS PRESENT:

Allan Zlatarich

Albertine Dent

Caryn Janiga

Warren Ellis

BOARD MEMBERS ABSENT:

Anne Herbert

Louis Karubas

OTHER PERSONS PRESENT:

René L. Greenleaf, Executive Director

Carol Williams, Assistant Director

Whitney Chapman, Administrative Services Manager

Jenny Bean, Head of Technical Services

Cornell White, Administrative Services

The meeting was called to order at 5:30 p.m.

NOTICE OF THE MEETING

The Secretary, Albertine Dent, certified:

THAT notice of the meeting was given by mailing on January 24, 2018 and posting of

the agenda in the Circulation Department and outside the Harriet M. Schlesinger Board Room

from January 24 – 30, 2018.

BOARD OF FINANCE

Mr. Taylor called the Board of Finance to order.

Ms. Janiga then made the motion:

THAT Paul Taylor serve as President of the Hammond Public Library Board of Finance

for 2018.

Seconded by: Mr. Zlatarich Action: Unanimously carried


THAT Albertine Dent serve as Secretary of the Hammond Public Library Board of

Finance.


Mr. Taylor presided over the Board of Finance Meeting.

Mrs. Greenleaf reviewed the investment policy with the Board. There were no 2018

investments for the Operating Fund at this time.

Mrs. Greenleaf recommended the board designate The Times and Post-Tribune

newspapers for publication of notices.


THAT the Board designate The Times and Post-Tribune newspapers for publication of

notices.

Seconded by: Ms. Dent Action: Unanimously carried

The Board of Finance will meet March 27, 2018 and October 30, 2018 at 5:00 p.m. to

discuss internal controls and pertinent financial matters.

Ms. Dent then made the motion:

THAT the Board of Finance adjourn and reconvene as the Hammond Public Library

Board of Trustees.

Seconded by: Mr. Zlatarich Acton: Unanimously carried

PUBLIC EXPRESSION


THAT the floor open for public expression.


There was no one present who wished to speak.


THAT public expression be closed.


APPROVAL OF MINUTES

The Minutes of the December 19, 2017 Regular Board Meeting were considered.

There were no corrections or additions.


THAT the Minutes of the December 19, 2017 Regular Board Meeting be approved as

circulated.


FINANCIAL REPORT

Ms. Janiga recommended claims #920 through #985 for the year 2017 and #1 through

#48 for the 2018 year be approved for payment.


THAT claims #920 through #985 and #1 through #48 be approved for payment.


Mrs. Greenleaf recommended the Library seek an advance on taxes payable December

2018.


THAT the Library request a Tax Advance.


OTHER FINANCIAL MATTERS

Mrs. Greenleaf presented a Resolution to Cancel Outstanding Checks that are at least 2

years old.


THAT the Board approve the Resolution to Cancel Outstanding Checks.


Mrs. Greenleaf recommended approval of the Resolution to Transfer Remaining

Operating Funds of $300,000 to the Rainy Day Fund.

Ms. Janiga then made motion:

THAT the board approve the Resolution to Transfer Remaining Operating Funds of

$300,000 to the Rainy Day Fund.


Mrs. Greenleaf recommended approval of the Resolution to Transfer 2017 Funds

Between Major Budget Classifications in the Operating Fund.


THAT the Board approve the Resolution to Transfer 2017 Funds Between Major Budget

Classifications in the Operating Fund.


EVANCED SOFTWARE

Ms. Bean gave a brief demonstration of Evanced. Beginning March 1st patrons can

reserve meeting rooms and study rooms through Evanced.

NEW BUSINESS/PERSONNEL UPDATES

Mrs. Greenleaf announced the retirement of Dan Deering, Maintenance Services

Manager, 8-7, effective 2/28/18 and the resignation of Mary Schons, 9-7, effective 1/31/18.

PUBLIC EXPRESSION








CALENDAR

February 27, 2017, Regular Board Meeting, Harriet M. Schlesinger Board Room, 5:30

p.m.

ADJOURNMENT


THAT the meeting adjourn.


The meeting adjourned at 6:35 p.m.

______________________________

President

______________________________

Secretary


MINUTES OF THE MEETING HELD ON FEBRUARY 27, 2018




Allan Zlatarich

Albertine Dent

Caryn Janiga


Warren Ellis

Anne Herbert

Louis Karubas





Jenny Bean, Head of Technical Services


Arturo Miramontes, Maintenance Services




THAT notice of the meeting was given by mailing on February 21, 2018 and posting of


from February 21 – 27, 2018.

PUBLIC EXPRESSION








APPROVAL OF MINUTES

The Minutes of the January 30, 2018 Regular Board Meeting and January 30, 2018

Executive Session were considered.

A correction was needed to the regular board minutes to include all members present at the

January meeting.


THAT the corrected Minutes of the January 30, 2018 Regular Board Meeting and the

minutes from the January 30, 2018 Executive Session be approved as circulated.


FINANCIAL REPORT

Ms. Janiga recommended claims #49 through #121 be approved for payment.


THAT claims #49 through #121 be approved for payment.



2018.




SALARY INCREASE

Mrs. Greenleaf recommended a 3% increase to her salary, bringing her salary to $99,621

with a retroactive date of February 1, 2018. The salary will remain capped at this amount.


THAT the board approve a salary increase of 3% for the Executive Director position.


CHANGE IN JOB TITLE

Mrs. Greenleaf requested a change in job title for the Head of Technical Services

position. The position’s new title will be Head of Resource Services with an effective date of

March 5, 2018. Ms. Bean will supervise Information Services and Technical Services.


THAT the board approve the change in job title.

Seconded by: Ms. Janiga Action: Unanimously carried

STEP INCREASE

Mrs. Greenleaf recommended a step increase for the Head of Resource Services to a

grade 9, step 4 effective March 5th.

Mrs. Dent then made the motion:

THAT the board approve a step increase for the Head of Resource Services position.


MATERNITY LEAVE

Mrs. Greenleaf recommended the board grant Lawonda Favors a maternity leave from

April 30th through August 31st.


THAT the board approve Ms. Favors’ maternity leave.


Mr. Taylor would like all personnel matters handled by the Executive Director.

BP 3100 BUDGET

The board reviewed BP 3100 Budget. All BP’s will have a “see also” section, which

references other related policies.

BP 3160 APPROVAL OF CLAIMS

The board reviewed BP 3160 Approval of Claims.

BP 1000A – BP 1013 BY-LAWS FOR THE BOARD OF TRUSTEES OF THE HAMMOND

PUBLIC LIBRARY

The board discussed the harassment policy and would like the policy to be more robust

and comprehensive. The board requested an attorney review the policy before the policy is

approved.

FEBRUARY 21st INCIDENT

Library officials contacted local police after receiving a safety threat via email. The Hammond

Police Department responded quickly to investigate the threat. Patrons and employees were

safely evacuated, as a precautionary measure, while police searched the building. Nothing

suspicious was found and police gave the all clear to resume business.


Arturo Miramontes, Maintenance Services, 5-6, transfers to the position of Maintenance

Services Manager, 8-1, effective 3/1/18.

PUBLIC EXPRESSION








CALENDAR

March 27, 2017, Board of Finance Meeting, Harriet M. Schlesinger Board Room, 5:00

p.m.

March 27, 2017, Regular Board Meeting, Harriet M. Schlesinger Board Room, 5:30 p.m.

ADJOURNMENT





______________________________

President

______________________________

Secretary


MINUTES OF THE MEETING HELD ON MARCH 27, 2018




Allan Zlatarich

Albertine Dent

Caryn Janiga

Anne Herbert

Warren Ellis


Louis Karubas






Yvonne Tucker, A Sure Foundation




THAT notice of the meeting was given by mailing on February 21, 2018 and posting of


from February 21 – 27, 2018.

PUBLIC EXPRESSION



Seconded by: Mr. Ellis Action: Unanimously carried

Mrs. Williams briefly spoke on some upcoming Librarians Around Town events. The

Library is collaborating with the Hammond Port Authority and will have a table at the Marina’s

Venetian Night on July 7th from 10 am – 2 pm and the Festival of the Lakes Senior Day, which

is also at the Marina this year, on July 20th from 9 am – 2 pm. The Library is also collaborating

with the City of Hammond Parks and Recreation Department and will have a table set up every

Friday at one of the parks. The library will be signing new patrons up for library cards and

promoting the library’s information resources, services, and technologies.

Ms. Herbert then made the motion:



APPROVAL OF MINUTES

The Minutes of the February 27, 2018 Regular Board Meeting were considered.


THAT the minutes of the February 27, 2018 Regular Board Meeting be approved as

circulated.


FINANCIAL REPORT






2018.

Mr. Ellis then made the motion:



BP 3100 BUDGET

Mrs. Greenleaf recommended approval of BP 3100 Budget. This was the second reading.


THAT the board approve BP 3100 Budget as presented.


BP 3160 APPROVAL OF CLAIMS

Mrs. Greenleaf recommended approval of BP 3160 Approval of Claims. This was the

second reading.


THAT the board approve BP 3160 Approval of Claims as presented.


A SURE FOUNDATION

Mrs. Greenleaf recommended approval to donate 26 monitors to the A Sure Foundation

to be used for the foundation’s in-house computer lab.


THAT the board donate 26 monitors to the A Sure Foundation.


BP 1000A – BP 1013 BY-LAWS FOR THE BOARD OF TRUSTEES OF THE HPL

The attorney is reviewing and revising the draft harassment policy. The policy will be

presented at the April meeting for the first reading.

COMMITTEE REPORT

The Board of Finance met to discuss an Internal Controls issue. A full report on this

matter will be presented in April.

PUBLIC EXPRESSION




Ms. Tucker, A Sure Foundation, thanked the board for their generosity and while she no

longer works for the library, she plans to continue to serve and help people through the A Sure

Foundation.




CALENDAR

April 24, 2018, Regular Board Meeting, Harriet M. Schlesinger Board Room, 5:30 p.m.

April 24, 2018, Executive Session, immediately following regular meeting

ADJOURNMENT





______________________________

President

______________________________

Secretary


MINUTES OF THE MEETING HELD ON APRIL 24, 2018




Allan Zlatarich

Caryn Janiga


Louis Karubas

Albertine Dent

Anne Herbert

Warren Ellis






QUORUM

Mr. Taylor reported there was no quorum present and the meeting would reconvene on

April 26, 2018 at 5:30 p.m. in the Harriet M. Schlesinger Board Room.

ADJOURNMENT





______________________________

President

______________________________

Secretary


MINUTES OF THE RECONVENED MEETING HELD ON APRIL 26, 2018




Allan Zlatarich

Caryn Janiga

Anne Herbert

Warren Ellis


Albertine Dent

Louis Karubas







Mr. Taylor recommended the Board appoint a Secretary Pro Tem. There was a brief

discussion on nominations.


THAT Anne Herbert serve as Secretary Pro Tem.



The Secretary Pro Tem, Anne Herbert, certified:

THAT notice of the meeting was given by mailing on April 24, 2018 and posting of the

agenda in the Circulation Department and outside the Harriet M. Schlesinger Board Room from

April 24 - 26, 2018.

PUBLIC EXPRESSION








APPROVAL OF MINUTES

The Minutes of the March 27, 2018 Regular Board Meeting were considered.


THAT the minutes of the March 27, 2018 Regular Board Meeting be approved as

circulated.

Seconded by: Ms. Herbert Action: Unanimously carried

FINANCIAL REPORT






2018.




BP 1000A – BP 1014 BY-LAWS FOR THE BOARD OF TRUSTEES OF THE HPL

Mrs. Greenleaf presented the Harassment Policy drafted by the library’s attorney. The

complete Board By-laws will be presented for a 1st reading at the May meeting.

BP 1101 ADOPTION AND APPROVAL OF POLICY

Mrs. Greenleaf presented BP 1101 Adoption and Approval of Policy for its first reading.

The revised policy now includes a “see also” section.

BP 1102 REVIEW OF POLICIES

Mrs. Greenleaf presented BP 1102 Review of Polices for its first reading. The revised

policy now includes a “see also” section.

BP 1103 ADMINISTRATIVE REGULATIONS

Mrs. Greenleaf presented BP 1103 Administrative Regulations for its first reading. The

revised policy now includes a “see also” section.

BP 1300 CODE OF ETHICS

Mrs. Greenleaf presented BP 1300 Code of Ethics for its first reading. The revised policy

now includes a “see also” section.

BP 1300.1 ETHICS COMPLIANCE CONDUCT STATEMENT

Mrs. Greenleaf presented BP 1300.1 Ethics Compliance Conduct Statement. Mr. Taylor

requested a revision of BP 1300.1 with focus on library related fiduciary responsibilities. The

policy holds everyone to a standard that’s subject to scrutiny of personal finances. A revised

draft will be presented in May.

COMMITTEE REPORTS – BOARD OF FINANCE TRANSACTION REPORT

Mrs. Greenleaf gave an overview of an Internal Controls matter discussed at the March

Board of Finance meeting. A Finance Transaction Report was presented to the Board that

included a detailed timeline of steps towards a resolve.

PUBLIC EXPRESSION







Seconded by: Mr. Zlatrich Action: Unanimously carried

CALENDAR

May 29, 2018, Regular Board Meeting, Harriet M. Schlesinger Board Room, 5:30 p.m.

ADJOURNMENT





______________________________

President

______________________________

Secretary


MINUTES OF THE MEETING HELD ON MAY 29, 2018




Allan Zlatarich

Caryn Janiga


Louis Karubas

Albertine Dent

Anne Herbert

Warren Ellis





Jenny Bean, Head of Resource Services


NO QUORUM

Mr. Taylor reported there was no quorum present and the meeting would reconvene on

May 31, 2018 at 5:30 p.m. in the Harriet M. Schlesinger Board Room.

ADJOURNMENT





______________________________

President

______________________________

Secretary


MINUTES OF THE RECONVENED MEETING HELD ON MAY 31, 2018




Allan Zlatarich

Albertine Dent

Caryn Janiga

Warren Ellis


Anne Herbert

Louis Karubas









THAT notice of the meeting was given by mailing on May 29, 2018 and posting of the


May 29 - 31, 2018.

PUBLIC EXPRESSION








APPROVAL OF MINUTES

The following minutes were presented for approval:

April 24, 2018 Regular Board Meeting

April 26, 2018 Reconvened Board Meeting

April 26, 2018 Executive Session


THAT the minutes of the April 24, 2018 Regular Board Meeting, April 26th Reconvened

Meeting, and April 26th Executive Session be approved as circulated.


FINANCIAL REPORT

Ms. Janiga recommended approval of claims #268 through #384 for payment.





2018.




APPROVAL OF BOARD POLICIES

Mrs. Greenleaf recommended the following policies be approved as presented:

BP 1101 Adoption and Approval of Policies

BP 1102 Review of Policies

BP 1103 Administrative Regulations

BP 1300 Code of Ethics

BP 1300.1 Ethics Compliance Conduct Statement


THAT the Board approve the aforementioned polices as presented.


DELETION OF BP 4114 EARNED TIME

Mrs. Greenleaf recommended the deletion of BP 4114 Earned Time. BP 4114 is a

duplicate of AR 1200 and relates to staff’s benefit time.


THAT the Board delete BP 4114 Earned Time.


MEDICAL LEAVE

Mrs. Greenleaf recommended a medical leave for Lanedria Sain, Secretary/Procurement,

Administrative Services, from 05/21/18 – 08/13/18.


THAT the Board approve Lanedria Sain’s medical leave from 05/21/18 – 08/13/18.


LION’S CLUB TREE REQUEST

Mrs. Greenleaf presented a letter from the Lions Club requesting to have a tree planted

on library grounds to honor Lion Ethel Crouch.

After a brief discussion, the Board requested this matter be tabled so a representative

from the Lions Club could attend and answer any additional questions.


THAT the Board table the Lion’s Club Tree Request.


BP 1000A – BP 1014 BY-LAWS FOR BOARD OF TRUSTEES OF THE HAMMOND

PUBLIC LIBRARY

Mrs. Greenleaf presented the Board By-laws for its first reading. The policy now includes

a sterner policy on sexual harassment and will include a change in board meeting dates from the

last Tuesday to the 3rd Tuesday of the month.

BP 4118 ABSENCE FOR MILITARY SERVICE LEAVE

Mrs. Greenleaf presented BP 4118 Absence for Military Service Leave which now

includes a “see also” section for its first reading

BP 4119 LEAVE OF ABSENCE WITHOUT PAY

Mrs. Greenleaf presented BP 4119 Leave of Absence Without Pay for its first reading.

The revised policy now includes a “see also” section.

BP 4119.1 UNAUTHORIZED LEAVE OF ABSENCE

Mrs. Greenleaf presented BP 4119.1 Unauthorized Leave of Absence. The revised policy

includes new language pertaining to unauthorized leaves and a “see also” section.


Promotion

Billy Paz, Lead Janitor, 5-2, Maintenance Services, effective 5/7/18.

New Hire

Andrew Heckroth, Info Services Librarian (ILL), 6-1, effective 6/4/18.

PUBLIC EXPRESSION








CALENDAR

June 26, 2018, Regular Board Meeting, Harriet M. Schlesinger Board Room, 5:30 p.m.

ADJOURNMENT





______________________________

President

______________________________

Secretary

HAMMOND PUBLIC LIBRARY MINUTES OF THE MEETING HELD ON JUNE 26, 2018

HARRIET M. SCHLESINGER BOARD ROOM PRESIDING: Paul Taylor - President BOARD MEMBERS PRESENT:

Allan Zlatarich Albertine Dent Caryn Janiga Anne Herbert Warren Ellis

BOARD MEMBERS ABSENT: Louis Karubas OTHER PERSONS PRESENT: René L. Greenleaf, Executive Director Carol Williams, Assistant Director Whitney Chapman, Administrative Services Manager

Cornell White, Administrative Services Sylvia Pratt, Lions Club

The meeting was called to order at 5:30 p.m. NOTICE OF THE MEETING The Secretary, Albertine Dent, certified: THAT notice of the meeting was given by mailing on June 20, 2018 and posting of the agenda in the Circulation Department and outside the Harriet M. Schlesinger Board Room from June 20 – 26, 2018. PUBLIC EXPRESSION Mr. Ellis then made the motion: THAT the floor open for public expression. Seconded by: Ms. Dent Action: Unanimously carried There was no one present who wished to speak.



Seconded by: Mr. Ellis Action: Unanimously carried APPROVAL OF MINUTES

The Minutes from the May 29, 2018 Regular Board Meeting and May 31, 2018 Reconvened Meeting were considered. Ms. Janiga then made the motion:

THAT the minutes of the May 29, 2018 Regular Board Meeting and May 31, 2018 Reconvened Meeting be approved as circulated.


FINANCIAL REPORT Ms. Janiga recommended claims #385 through #466 be approved for payment. Ms. Janiga then made the motion: THAT claims #385 through #466 be approved for payment. Seconded by: Ms. Herbert Action: Unanimously carried

Mrs. Greenleaf recommended the Library seek an advance on taxes payable December 2018. Mr. Ellis then made the motion: THAT the Library request a Tax Advance. Seconded by: Ms. Janiga Action: Unanimously carried BP 1000A – BP 1014 BOARD BY-LAWS Mrs. Greenleaf recommended approval of the Board By-laws. Ms. Janiga then made the motion: THAT the Board approve BP 1000A – BP 1014 Board By-laws as presented. Seconded by: Ms. Dent Action: Unanimously carried

BP 4118 ABSENCE FOR MILITARY SERVICE LEAVE Mrs. Greenleaf recommended approval of BP 4118 Absence for Military Service Leave. Mr. Ellis then made the motion: THAT the board approve BP 4118 Absence for Military Service Leave as presented. Seconded by: Ms. Herbert Action: Unanimously carried BP 4119 LEAVE OF ABSENCE WITHOUT PAY Mrs. Greenleaf recommended approval of BP 4119 Leave of Absence Without Pay. Mr. Ellis then made the motion: THAT the board approve BP 4119 Leave of Absence Without Pay as presented. Seconded by: Ms. Janiga Action: Unanimously carried BP 4119.1 UNAUTHORIZED LEAVE OF ABSENCE Mrs. Greenleaf recommended approval of BP 4119.1 Unauthorized Leave of Absence. Mr. Ellis then made the motion: THAT the board approve BP 4119.1 Unauthorized Leave of Absence as presented. Seconded by: Ms. Janiga Action: Unanimously carried UNION CONTRACT Mrs. Greenleaf recommended the Board approve the Agreement between the Hammond Public Library and the Hammond Public Library Employees’ Union, Local 1448, IN-KY Organizing Committee 962, American Federation of State, County, and Municipal Employees, AFL-CIO. Mr. Ellis then made the motion:

THAT the Board approve the Agreement between the Hammond Public Library and the Hammond Public Library Employees’ Union, Local 1448, IN-KY Organizing Committee 962, American Federation of State, County, and Municipal Employees, AFL-CIO. Seconded by: Ms. Herbert Action: Unanimously carried SALARY ADJUSTMENT Mrs. Greenleaf recommended staff not represented by the Union receive the same salary adjustment of 2.5%. Ms. Dent then made the motion: THAT staff not represented by the Union receive the same salary adjustment of 2.5%. Seconded by: Mr. Ellis Action: Unanimously carried STEP INCREASE

Mrs. Greenleaf recommended staff who have been at the same grade and step for twelve consecutive months between July 1, 2018 and June 30, 2019 and have not stepped out be advanced to the next step on the Salary Schedule. Mr. Ellis then made the motion:

THAT staff who have been at the same grade and step for twelve consecutive months between July 1, 2018 and June 30, 2019 and have not stepped out be advanced to the next step on the Salary Schedule. Seconded by: Ms. Janiga Action: Unanimously carried BP 4101 SALARY SCHEDULE

Mrs. Greenleaf presented BP 4101 Salary Schedule which includes a 2.5% increase. Mrs. Greenleaf recommended waiving the first reading and accepting the policy as presented. Ms. Janiga then made the motion:

THAT the Board waive the first reading and approve revised BP 4101 Salary Schedule as presented. Seconded by: Ms. Ellis Action: Unanimously carried DISCUSSION ITEMS

Mrs. Greenleaf introduced the following policies for their first reading:

1. BP 4116 Absence for Bereavement 2. BP 4116.1 Absence for Funeral Home Visitation and Services 3. BP 4117 Absence for Jury Duty 4. BP 4117.1 Absence for Voting

The Board briefly discussed the draft policies. There were no suggestions or revisions. LIONS CLUB TREE REQUEST Sylvia Pratt, Lions Club, was present on behalf of the Lions Club. The Board addressed their concerns and questions regarding the memorial. Ms. Pratt will meet with the members of the Lions Club and report back to the Board at a later date. PUBLIC EXPRESSION Ms. Janiga then made the motion: THAT the floor open for public expression. Seconded by: Mr. Ellis Action: Unanimously carried Mrs. Greenleaf announced she will be co-hosting the upcoming NILBA meeting. Mrs. Greenleaf will bring forth more details at the July meeting. Mr. Ellis then made the motion: THAT public expression be closed. Seconded by: Ms. Janiga Action: Unanimously carried

Mr. Taylor requested the rules be suspended to revisit action item BP 1003. Mr. Ellis then made the motion: THAT the Board suspend the rules to revisit action item BP 1003. Seconded by: Mr. Zlatarich Action: Unanimously carried After a brief discussion the Board agreed the best day to have their regular meetings should be the 3rd Wednesday of the month at 4:00 p.m.

Mr. Ellis then made the motion: THAT the Board revise BP 1003 and change their monthly meeting date to the 3rd Wednesday of each month at 4:00 p.m. beginning with the July meeting. Seconded by: Ms. Janiga Action: Unanimously carried CALENDAR

July 18, 2018, Regular Board Meeting, Harriet M. Schlesinger Board Room, 4:00 p.m.

ADJOURNMENT Ms. Dent then made the motion: THAT the meeting adjourn. Seconded by: Mr. Zlatarich Action: Unanimously carried The meeting adjourned at 6:10 p.m.

______________________________ President ______________________________

Secretary


MINUTES OF THE MEETING HELD ON JULY 18, 2018


PRESIDING: Allan Zlatarich - Vice -President


Caryn Janiga

Anne Herbert

Warren Ellis


Paul Taylor

Albertine Dent

Louis Karubas







The Board discussed nominations for a Secretary Pro Tem.


The Secretary Pro Tem, Warren Ellis, certified:

THAT notice of the meeting was given by mailing on July 11, 2018 and posting of the


July 11 – 18, 2018.

PUBLIC EXPRESSION




Mrs. Williams reported the LSTA grant ended in June. The library went on 50 visits and

interacted with over 2000 people through various Librarians Around Town (LAT) events.




APPROVAL OF MINUTES

The Minutes from the June 26, 2018 Regular Board Meeting and June 26, 2018

Executive Session were considered.


THAT the minutes of the June 26, 2018 Regular Board Meeting and June 26, 2018

Executive Session be approved as circulated.


FINANCIAL REPORT






2018.




BP 4116 ABSENCE FOR BEREAVEMENT

Mrs. Greenleaf recommended approval of BP 4116 Absence for Bereavement.


THAT the Board approve BP 4116 Absence for Bereavement as presented.


BP 4116.1 ABSENCE FOR FUNERAL HOME VISITATION AND SERVICES

Mrs. Greenleaf recommended approval of BP 4116.1 Absence for Funeral Home

Visitation and Services.


THAT the Board approve BP 4116.1 Absence for Funeral Home Visitation and Services.


BP 4117 ABSENCE FOR JURY DUTY

Mrs. Greenleaf recommended approval of BP 4117 Absence for Jury Duty.


THAT the board approve BP 4117 Absence for Jury Duty as presented.


BP 4117.1 ABSENCE FOR VOTING

Mrs. Greenleaf recommended approval of BP 4117.1 Absence for Voting


THAT the board approve BP 4117.1 Absence for Voting as presented.


2019 DRAFT OPERATING BUDGET

Mrs. Greenleaf presented the Draft 2019 Operating Budget. Funds were appropriated for

Youth and Adult Programming and the library was able to increase the budget by 3.4%. The

entire 2019 budget will be presented at the August meeting.

PUBLIC EXPRESSION








CALENDAR

August 15, 2018, Regular Board Meeting, Harriet M. Schlesinger Board Room, 4:00 p.m.

ADJOURNMENT





______________________________

President

______________________________

Secretary


MINUTES OF THE MEETING HELD ON AUGUST 15, 2018


PRESIDING: Paul Taylor


Allan Zlatarich

Caryn Janiga

Warren Ellis


Albertine Dent

Anne Herbert

Louis Karubas







The Board briefly discussed nominations for a Secretary Pro Tem.


THAT Warren Ellis serve as Secretary Pro Tem.

Seconded by: Allan Zlatarich Action: Unanimously carried



THAT notice of the meeting was given by mailing on August 8, 2018 and posting of the


August 8 – 15, 2018.

PUBLIC EXPRESSION






THAT the floor close for public expression.


APPROVAL OF MINUTES

The minutes from the July 18, 2018 Regular Board Meeting were considered.


THAT the minutes of the July 18, 2018 Regular Board Meeting be approved as

circulated.


FINANCIAL REPORT

Ms. Janiga recommended the approval of claims #529 through #604 for payment.

Mr. Zlatarich then made the motion:




2018.




APPROVAL OF FORM 3 – NOTICE TO TAXPAYERS

Mrs. Greenleaf recommended the approval of Form 3 – Notice to Taxpayers for

advertisement on Gateway, with a proposed 2019 Operating Budget of $3,784,367; proposed

2019 Lease Rental Budget of $956,000; and a proposed 2019 Rainy Day Budget of $100,000.

Mr. Janiga then made the motion:

THAT the Board approve the advertisement of Form 3 – Notice to Taxpayers.


MEETINGS AND CONFERENCES

Mrs. Greenleaf recommended the attendance of Aysha Haq, Albertine Dent, and the

Executive Director to the Joint Conference of Librarians of Color in New Mexico from

September 26th – September 30th.


THAT the Board approve the attendance at the 2018 JCLC in New Mexico from

September 26th – September 30th.


BP 2010 THE EXECUTIVE DIRECTOR

Mrs. Greenleaf presented BP 2010 The Executive Director for its first reading.

BOARD VACANCY

As of July 18, 2018, Mr. Karubas has missed 9 consecutive board meetings. Mr. Taylor

will contact the appointing body for Mr. Karubas to discuss a replacement.

LOWER LEVEL CONCERNS

Mrs. Greenleaf reported that water was found in the staff break room. Maintenance is

monitoring the situation and will provide an update as more information becomes available.

INTERNAL CONTROLS & MID-YEAR REPORT

Mr. White presented a mid-year report of the library’s financial and statistical data.

Mr.White also provided an update on an internal controls matter.

PUBLIC EXPRESSION








CALENDAR

Wednesday, September 19, 2018, Regular Board Meeting, Harriet M. Schlesinger Board

Room, 4:00 p.m.

ADJOURNMENT





______________________________

President

______________________________

Secretary


MINUTES OF THE MEETING HELD ON SEPTEMBER 19, 2018




Allan Zlatarich

Caryn Janiga

Anne Herbert


Albertine Dent

Warren Ellis

Louis Karubas








THAT Anne Herbert serve as Secretary Pro Tem.



The Secretary Pro Tem, Anne Herbert, certified:

THAT notice of the meeting was given by mailing on September 12, 2018 and posting of


from September 12 – 19, 2018.

PUBLIC EXPRESSION








APPROVAL OF MINUTES

The minutes from the August 15, 2018 Regular Board Meeting were considered.


THAT the minutes of the August 15, 2018 Regular Board Meeting be approved as

circulated.


FINANCIAL REPORT





Mrs. Williams recommended the Library seek an advance on taxes payable December

2018.


THAT the Library request a tax advance.


BP 2010 THE EXECUTIVE DIRECTOR

Mrs. Williams recommended the approval of BP 2010 The Executive Director.


THAT the Board approve BP 2010 as presented.


PUBLIC HEARING ON PROPOSED 2019 BUDGET

Mrs. Williams presented the following 2019 budgets for public hearing:

Operating Fund Budget $ 3,784,367

Lease Rental Fund $ 956,000

Rainy Day Budget $ 100,000


THAT the floor open for a public hearing on the proposed 2019 budgets.


There was no one who wished to speak on the 2019 budgets.


THAT the floor close for public hearing.


Mr. White, Financial Analyst, reported that six claims were not included in the original

Voucher List and approval was needed for payment. Mr. White presented an amended Voucher

List which included claims #639 - #641, #651, #664 and #665.

Mr. Taylor requested a motion to suspend the rules to allow the reopening of Action

Item, Financial Report and the amended Voucher List.


TO suspend the rules to approve the Action Item: Financial Report and the amended

Voucher List.


Mr. Taylor requested a motion amending the original Voucher List to include claims

#639 - #641, #651, #664, and #665 to approve for payment.


THAT the amended Voucher List be approved for payment.



TO suspend the rules and resume the regular meeting agenda.


BP 7000 Strategic Plan 2019 - 2023

Mrs. Williams presented a draft of the 2019 – 2023 Strategic Plan for its first reading.

The State is now requiring the technology plan and strategic plan be combined by 2020. Our

current technology plan is expires at the end of the year so instead of waiting until 2020, the

library decided to combine the plans this year. The revised plan is a lot more precise and easier

to understand.

There was a lengthy discussion on the strategic plan. Mr. Taylor recommended the plan

be revised to include projected completion dates and available resources. Ms. Janiga did not

agree with revisions. She believes completion dates and resources should not be included in a

strategic plan because it binds the library to an exact completion date and there’s a lot of

uncertainty in the upcoming years such as budget cuts and emergency repairs.


New Hire

Ricky Lenoir, Janitor, Maintenance Services, 3-1, effective 8/13/18.

PUBLIC EXPRESSION








CALENDAR

Wednesday, September 26, 2018, Coffee with a Cop, Community Room,

5:00 pm – 7:00 pm

Tuesday, October 2, 2018, On the Table, Community Room, 11:30 am – 1:00 pm

Tuesday, October 9, 2018, In-Service Training, Community Room, 9:00 am – 5:30 pm

Wednesday, October 17, 2018, Regular Board Meeting, Harriet M. Schlesinger Board

Room, 4:00 p.m.

Wednesday, October 17, 2018, Board of Finance Meeting, Immediately following regular

meeting

ADJOURNMENT





______________________________

President

______________________________

Secretary


MINUTES OF THE MEETING HELD ON OCTOBER 17, 2018




Allan Zlatarich

Caryn Janiga

Warren Ellis


Albertine Dent

Anne Herbert

Louis Karubas













THAT notice of the meeting was given by mailing on October 10, 2018 and posting of


from October 10 – 17, 2018.

PUBLIC EXPRESSION








APPROVAL OF MINUTES

The minutes from the September 19, 2018 Regular Board Meeting were considered.


THAT the minutes of the September 19, 2018 Regular Board Meeting be approved as

circulated.


FINANCIAL REPORT






2018.




2019 BUDGET ADOPTION

Mrs. Greenleaf presented a resolution for the 2019 Operating Budget of $3,784,367; the

2019 Lease Rental Budget of $956,000; and the 2019 Rainy Day Budget of $100,000.


THAT the Board approve the resolution for the 2019 Operating Budget of $3,784,367;

the 2019 Lease Rental Budget of $956,000; and the 2019 Rainy Day Budget of $100,000.


MEETINGS AND CONFERENCES

Mrs. Greenleaf recommended the attendance of the Executive Director at the ADOLPLI

Meeting in Indianapolis on November 7th and 8th.


THAT the Board approve the Executive Director’s attendance at the ADOLPLI Meeting

in Indianapolis on November 7 and 8th.


BP 7000 STRATEGIC PLAN 2019 - 2023

Mrs. Greenleaf presented a revised draft of the 2019 – 2023 Strategic Plan. The State is

now requiring the technology plan and strategic plan be combined by 2020.

COUNTY COMMISION APPOINTMENT UPDATE

The County Commissioner’s office requested a letter stating how many meetings Mr.

Karubas missed and indicating that Mr. Karubas has not reached out to the library regarding his

absences.

REGULAR MEETINGS OF THE BOARD

Mrs. Greenleaf suggested the Board change their regular meeting date to accommodate

Board Secretary, Tina Dent. The current dates conflict with the Ophelia Steen Center’s board

meetings, which prevent Ms. Dent from attending. There was a brief discussion on meeting

dates.


TO suspend the rules to entertain a motion changing the regular meeting date.



THAT the regular board meeting date be changed to the third Thursday of the month at

10 a.m.





2019 E-RATE SERVICE BIDS

Mrs. Greenleaf reported to the Board that the library will begin soliciting bids for E-rate

Category Two services. If approved the grant will cover 85% of the project.


Resignation

Kaleb Dent, Page, Info Services, 1-2, effective 9/17/18.

PUBLIC EXPRESSION








CALENDAR

Thursday, November 15, 2018, Regular Board Meeting, Harriet M. Schlesinger Board

Room, 10:00 a.m.

ADJOURNMENT





______________________________

President

______________________________

Secretary


MINUTES OF THE MEETING HELD ON NOVEMBER 15, 2018




Allan Zlatarich

Caryn Janiga

Warren Ellis


Albertine Dent

Anne Herbert

Louis Karubas






The meeting was called to order at 10:00 a.m.

The Board briefly discussed nominations for Secretary Pro Tem.






THAT notice of the meeting was given by mailing on November 7, 2018 and posting of


from November 7 – 15, 2018.

PUBLIC EXPRESSION








APPROVAL OF MINUTES

The minutes from the October 17, 2018 Regular Board Meeting were considered.


THAT the minutes of the October 17, 2018 Regular Board Meeting be approved as

circulated.


FINANCIAL REPORT






2018.




2019 STAFF MEETING DATES

Mrs. Greenleaf recommended the Board approve in-service training for March 12, 2019

and October 8, 2019. The Library will be closed on these dates.


THAT the Library close on March 12, 2019 and October 8, 2019 for in-service training.


BP 7000 STRATEGIC PLAN

Mrs. Greenleaf presented the revised draft of BP 7000 Strategic Plan for approval.


THAT the Board approve the revised draft of BP 7000 Strategic Plan.


BP 1003 REGULAR MEETINGS OF THE BOARD

Mrs. Greenleaf presented an updated draft of BP 1003 Regular Meetings of the Board.

The policy reflected the new date and time of the Board’s regular board meeting. Mrs. Greenleaf

recommended the Board waive the first reading and accept BP 1003 as written.

Mr. Taylor would like a full Board present before approving BP 1003 and recommended

the policy go through two readings.

COLLECTIVE BARGAINING AGREEMENT AMENDMENT

Mrs. Greenleaf presented an amendment to the CBA reflecting the Supreme Court ruling

on fair share dues. The amendment also includes language stating Level 1 job announcements for

Pages are not required to circulate in-house. The amendment reflects these changes.


THAT the Board approve the CBA amendment.


2019 FURNITURE SALE

The Library is considering having a furniture sale. Mrs. Greenleaf will present more

details at a later date.


Mrs. Greenleaf reported on staff no longer employed at the Library.

Lanedria Sain, Secretary/Procurement, Admin. 5-7, from 1/23/01 through

9/17/18.

Ricky Lenoir, Janitor, Maintenance, 3-1, from 08/13/18 through 11/05/18.

The Board spoke briefly on a meeting date and time for their December meeting.


TO suspend the rules to entertain a motion changing their December meeting date.



THAT the December regular board meeting date be changed to December 13, 2018 at

10:00 a.m..





PUBLIC EXPRESSION








CALENDAR

Thursday, December 13, 2018, Executive Session, Harriet M. Schlesinger Board Room,

9:30 a.m.

Thursday, December 13, 2018, Regular Board Meeting, Harriet M. Schlesinger Board

Room, immediately following Executive Session

ADJOURNMENT




The meeting adjourned at 10:20 a.m.

______________________________

President

______________________________

Secretary


MINUTES OF THE MEETING HELD ON DECEMBER 13, 2018




Allan Zlatarich

Albertine Dent

Anne Herbert

Caryn Janiga


Warren Ellis

Louis Karubas



Linda Swisher, Public Information Coordinator

Cornell White, Financial Services Analyst

The meeting was called to order at 10:00 a.m.



THAT notice of the meeting was given by mailing on December 7, 2018 and posting of


from December 7 - 13, 2018.

PUBLIC EXPRESSION








APPROVAL OF MINUTES

The Minutes of the November 15, 2018 Regular Board Meeting were considered.


THAT the Minutes of the November 15, 2018 Regular Board Meeting be approved as

circulated.


FINANCIAL REPORT





Mrs. Greenleaf recommended approval of the 2019 Personal Services Budget.


THAT the 2019 Personal Services Budget be approved.


Mrs. Greenleaf recommended approval of a temporary loan from the Rainy Day Fund to

the Lease Rental Fund in the amount of $31,278.95.


THAT a temporary loan from the Rainy Day Fund to the Lease Rental Fund in the

amount of $31,278.95 be approved.


Mrs. Greenleaf recommended approval of Option 3 as discussed in Executive Session.


THAT Option 3, as discussed in Executive Session, be approved.



2018.




BP 1003 REGULAR MEETINGS OF THE BOARD

Mrs. Greenleaf recommended approval of BP 1003, Regular Meetings of the Board,

setting the meeting date for the Library Board of Trustees as the third Thursday of the month at

10:00 a.m. This is the second reading.


THAT BP 1003 Regular Meetings of the Board, be approved.

Seconded by: Ms. Dent

A brief discussion followed, at which the board members recognized that meeting times should

not be detrimental to either public attendance or to future board members. Mr. Taylor asked that

BP 1003 be revisited every three months in case the current situation has changed.

Action: Unanimously carried

CBA RATIFICATION AND APPROVAL OF CORRECTED SECTION 29.1

Mrs. Greenleaf recommended that the Collective Bargaining Agreement be ratified to

reflect the corrected Section 29.1, in which the Salary Schedule (Schedule B) reflect an increase

of 2.5% at each step for all grades within the bargaining unit.


THAT the written CBA be amended to read that Salary Schedule (Schedule B) reflect an

increase of 2.5% at each step for all grades within the bargaining unit.


ELECTION OF OFFICERS

Ms. Janiga made the motion:

THAT Paul Taylor remain President of the Board.


Mr. Taylor made the motion:

THAT Mr. Zlatarich remain Vice President of the Board.

Seconded by: Ms. Janiga. Action: Unanimously carried

Mr. Taylor made the motion:

THAT Ms. Dent remain Secretary of the Board, and that Ms. Janiga remain Treasurer.


BP7000 STRATEGIC PLAN

Mrs. Greenleaf presented BP 7000, the Strategic Plan, which was revised to include

recommendations from the State Library.

APPOINTMENT OF LIBRARY TRUSTEE

The status of the County Commissioners’ appointment to the Board was discussed. Mrs.

Greenleaf stated that there has been no communication with Mr. Karubas, and she has heard that

the matter of an appointment was on the County Commissioners’ agenda twice. She had been

contacted by the County Commissioners’ assistant, but has had no further communication. Mrs.

Greenleaf stated that a member of the Friends of the Library had spoken to Commissioner Repay

yesterday, and that the Friends member had replied favorably when Mr. Repay asked her about a

potential appointee. All parties are aware that a trustee vacancy causes an inconvenience for the

Library Board.

PUBLIC EXPRESSION




Mrs. Greenleaf thanked the Board for all their efforts, and wished them happy holidays.




CALENDAR

Thursday, January 17, 2019, Regular Board Meeting, Harriet M. Schlesinger Board

Room, 10:00 a.m.

Thursday, January 17, 2019, Executive Session (Executive Director’s Evaluation),

Harriet M. Schlesinger Board Room, immediately following the regular meeting.

ADJOURNMENT




The meeting adjourned at 10:27 a.m.

______________________________

President

______________________________

Secretary

Documents

HARRIET M. SCHLESINGER BOARD ROOM BOARD MEMBERS … · Warren Ellis BOARD MEMBERS ABSENT: Anne Herbert Louis Karubas OTHER PERSONS PRESENT: René L. Greenleaf, Executive Director