September 19, 2018

East Chicago Public Library
Board Meeting
September 19, 2018




CALL TO ORDER:

Mrs. Colon: The September meeting of the East Chicago Public Library Board of Trustees will now come to order. We will begin with the Pledge of Allegiance and a prayer. 4:52 p.m.

(The Pledge of Allegiance and a prayer was said.)
ROLL CALL:

Board Members:
Diana Lopez-Colon, Anthony Serna, Byron Florence, and Damon Carpenter.
Absent: Ted Zagar, Rev. Kelly, and Stephanie Ramos

A notice of the Regular Board meeting was faxed to the Times and the Post-Tribune on September 14, 2018. The notice was also posted with the agenda in the main lobby at the main library located on 2401 E. Columbus Drive.

Public Hearing:

The meeting was called to order at 4:52pm by Mrs. Colon.

2019 Budget Hearing:

President:

Ask if there are any questions from the audience with respect to the 2019 budget.
Ask if there are any questions from the audience with respect to the 2019 budget.
Ask if there are any questions from the audience with respect to the 2019 budget.

No questions were asked.

Adjournment:

Moved by
Mr. Serna, seconded by Mr. Florence, to adjourn. Motion carried.

Meeting adjourned at 5:06 p.m.

APPROVAL OF THE MINUTES:

August 2018:

Moved by
Mr. Florence, seconded by Mr. Serna, to accept the minutes as circulated. Motion carried.

DIRECTOR’S REPORT:

Moved by
Mr. Carpenter, seconded by Mr. Serna, to accept the director’s report. Motion carried.

TREASURER’S REPORT:

Mrs. Colon asked for a motion to approve the treasurer’s report for the month of August 2018 and file for audit.

Moved by Mr. Carpenter, seconded by Mr. Serna, to accept the treasurer’s report. Motion carried.

APPROVAL OF THE BILLS:

Mrs. Colon asked for a motion to approve the payment of the bills for September 2018.

Moved by Mr. Carpenter, seconded by Mr. Serna, to approve the bills for September 2018.

FINANCE COMMITTEE REPORT:

  1. Call to Order
  2. Financial Report for August 2018
  1. Fund Report
  2. Revenue Report (List of Receipts & Income)
  3. Appropriation Report
  1. Variance Analysis
  1. Accounts Payable Register (Check Register)
  1. Out of Ordinary Transactions
  1. 2019 Budget
  1. Public Hearing – Wednesday, 09/19/2018, 4:45 p.m.
  2. Adopt Budget – Wednesday, 10/17/2018, 4:45 p.m.
  1. Internal Control Policy & Procedures Manual
  1. Indiana Code 5-11-1-27(g)(2) – Internal Control Training
  1. Ted Zagar
  1. Security quotes: - TABLED
  1. ISM
  2. Securitas
  3. Davis
  1. Repairs and renovations
  2. Adjournment
Moved by Mr. Serna, seconded by Mr. Florence, to accept the finance committee report. Motion carried.

PERSONNEL COMMITTEE REPORT:

Personnel Committee recommendations:
  1. Approval full-time new position - TABLED
  1. Administrative Department Assistant. Grade 7
  1. Open Reading Room at Roxana Community Center (closing Pennsylvania and Clemente)
  2. Reclassify Substitutes to Regular Part-time - APPEROVED
  1. Employee # 64. Hourly rate: $10.00 to $11:00 per hour - APPROVED
  2. Employee # 65. Hourly rate: $10:00 to $11.00 per hour – APPROVED

Moved by Mr. Serna, seconded by Mr. Carpenter, to accept the personnel committee report. Motion carried.

UNFINISHED BUSINESS:

None

NEW BUSINESS:

None

PUBLIC COMMENTS:

None

ADJOURNMENT:

Mrs. Colon entertained for a motion to adjourn. Mr. Carpenter made the motion. It was seconded by Mr. Serna. Motion carried.

Meeting adjourned at 5:16 p.m.

August 15, 2018

East Chicago Public Library
Board Meeting
August 15, 2018

CALL TO ORDER:
East Chicago Public Library Board Meeting August 15, 2018
Mr. Anthony Serna The August meeting of the East Chicago Public Library Board of Trustees will now come to order. 5:45 p.m.
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ROLL CALL:
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Board Members: Diana Lopez-Colon (5:50p.m.), Damon Carpenter, Anthony Serna, Byron Florence, and Stephanie Ramos. Absent: Stephanie Ramos, and Ted Zagar.
A notice of the Regular Board meeting was faxed to the Times and the Post-Tribune on August 10, 2018. The notice was also posted with the agenda in the main lobby at the main library located on 2401 E. Columbus Drive.
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APPROVAL OF THE MINUTES: July 2018:
Moved by Mr. Carpenter, seconded by Mr. Byron Florence, to accept the minutes. unanimously.
DIRECTOR’S REPORT:
None
TREASURER'S REPORT:
Motion carried
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Mr. Anthony Serna asked for a motion to approve the treasurer’s report for the month of July 2018 and file for audit.
Moved by Rev. Kelly Williams, seconded by Mr. Carpenter, to accept the treasurer’s report. Motion carried unanimously.
APPROVAL OF THE BILLS:
Mr. Serna asked for a motion to approve the payment of the bills for August 2018. Moved by Mr. Carpenter, seconded by Mr. Serna, to accept the bills. Motion carried unanimously. FINANCE COMMITTEE REPORT:
  1. Call to Order
  2. Financial Report for July 2018
a. Fund Report
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  • Revenue Report (List of Receipts & Income)
  • Appropriation Report (Financial Report)
c.i. Variance Analysis 3. Accounts Payable Register (Check Register)
a. Out of Ordinary Transactions
4. 2019 Budget Review a. Assessed Value Growth Quotient 3.4% b. Timeline
  • b.i.  Public Hearing – 09/19/2018
  • b.ii.  Adopt Budget – 10/17/2018
  1. Internal Control Policy & Procedures Manual
    • Indiana Code 5-11-1-27(g)(2) – Internal Control Training
      a.i. Rev. Kelly Williams a.ii. Ted Zagar
    • Code of Ethics
      • b.i.  Rev. Kelly Williams
      • b.ii.  Ted Zagar
  1. Purchasing Policy – Approved
  2. Library Card Sign Up Month - Approved
Moved by Mr. Florence, seconded by Mr. Carpenter, to accept the finance report. Motion carried
unanimously.
PERSONNEL COMMITTEE REPORT:
Personnel Committee Recommendations:
1. ECPL iPad Acceptable Use Policy - Approved Moved by Mr. Carpenter, seconded by Mr. Serna to accept the personnel report. Motion carried unanimously.
Unfinished Business:
None
Special Personnel Report – August 8, 2018
Personnel Committee Recommendations:
1. Approval for three full time new positions
  • East Chicago Historical Room Librarian, Grade 4 – Tabled
  • Electronic Resources Librarian, Grade 4 - Approved
  • Administrative Department Assistant, Grade 7 – Tabled
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(Discussion) Request that a time study and qualifications be included.
  1. Attorneys RFP – Tabled
  2. New Business – None
Moved by Mr. Carpenter, seconded by Rev Kelly Williams, to approve the Special Personnel report.
Motion carried unanimously.
NEW BUSINESS:
None
PUBLIC COMMENTS:
None
ADJOURNMENT:
Mr. Serna entertained for a motion to adjourn. Moved by Mr. Serna, seconded by Mr. Florence, to adjourn. Motion carried unanimously.
Meeting adjourned at 4:55 p.m.
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July 26, 2018

East Chicago Public Library
Board Meeting
July 26, 2018



The July meeting of the East Chicago Public Library Board of Trustees was called to order at 4:50 p.m.

The meeting began with a prayer, renewal of the allegiance to the flag of our county.

ROLL CALL: Anthony Serna, Damon Carpenter, Kelly Williams, Diana Lopez-Colon (5:02 p.m.), and Stephanie Ramos.
Absent: Ted Zagar.

A notice of the Regular Board meeting was faxed to the
Times and the Post-Tribune on July 20, 2018. The notice was also posted with the agenda in the main lobby at the main library located on 2401 E. Columbus Drive.

APPROVAL OF THE MINUTES:

Moved
by Mr. Florence, seconded by Mr. Serna, to approve the June minutes as circulated. Motion carried unanimously.

DIRECTOR’S REPORT:

Moved
by Mr. Serna, seconded by Mr. Carpenter, to approve the director’s report for the month of June 2018. Motion carried.

TRESURER’S REPORT:

Mrs. Ramos asked for a motion to approve the treasurer’s report for the month of June 2018 and file for audit.

Moved
by Mr. Serna, seconded by Mr. Carpenter, to approve the treasurer’s report for the month of June 2018 and file for audit. Motion carried.

APPROVAL OF THE BILLS:

Mrs. Ramos asked for the approval of the bills for the month of July 2018.

Moved
by Mr. Carpenter, seconded by Mr. Serna, to approval the bills as submitted for the month of July 2018. Motion carried.

FINANCE REPORT:

  • Call to Order -
  • Financial Report for June 2018
  1. Fund Report
  2. Revenue Report (List of Receipts & Income)
  3. Appropriation Report
  1. Variance Analysis
  • Accounts Payable Register (Check Register)
  1. Out of Ordinary Transactions
  • 2019 Budget
  1. Assessed Value Growth Quotient 3.4 %
  2. Timeline
  1. Budget Review – 08/15/2018
  2. Public Hearing – 09/19/2018
  3. Adopt Budget – 10/17/2018
  • Internal Control Policy & Procedures Manual
  1. Indiana Code 5-11-1-27(g)(2) – Internal Control Training
  1. Rev. Kelly Williams
  2. Ted Zagar
  3. Stephanie Ramos
  1. Code of Ethics
  1. Stephanie Ramos
  2. Rev. Kelly Williams
  3. Ted Zagar
  • Purchasing Policy
  • NILBA Meeting – Wednesday, August 29, 2018 Dinner at 6:00 p.m.
  • Resolution #4-18, Commitment to Join Indiana State Library Consortium for Public Library Internet Access for Funding Year July 1, 2019- June 30, 2020.
  • Letter of Agency for E-rate Funding Year 2019
  • Adtec Agreement for Service – FY2019

Moved by Mr. Florence, seconded by Mrs. Lopez-Colon, to accept the finance report as presented. Motion carried unanimously.

PERSONNEL REPORT:
Personnel Committee Recommendations:

  1. Approval for three full-time new positions
  1. East Chicago Historical Room Librarian, Grade 4 – TABLED
  1. Organizational Chart - TABLED
  2. ECPL iPad Acceptable Use Policy - TABLED

Moved
by Mrs. Lopez- Colon, seconded by Mr. Serna, to accept the personnel report. Motion carried unanimously.

UNFINISHED BUSINESS:

None

NEW BUSINESS:

  1. Director’s Evaluation – Due August 3, 2018
  2. RFP for Library Attorney – TABLED
  3. Kelly Williams called a Special Personnel Committee meeting August 8, 2018

Moved by Mr. Carpenter, seconded by Mr. Serna, to accept new business. Motion carried.

ADJOURNMENT:

Moved
by Mrs. Lopez-Colon, seconded by Mr. Serna, to adjourn. Motion carried.

Meeting adjourned at 5:43 p.m.

June 28, 2018


East Chicago Public Library
Board Meeting
June 28, 2018


CALL TO ORDER:

Mrs. Stephanie Ramos: The June meeting of the East Chicago Public Library Board of Trustees will now come to order. 5:09p.m.

ROLL CALL:

Board Members:
Damon Carpenter, Anthony Serna, Byron Florence, and Stephanie Ramos.
Absent: Diana Lopez-Colon, Kelly Williams and Ted Zagar.


A notice of the Regular Board meeting was faxed to the
Times and the Post-Tribune on June 22, 2018. The notice was also posted with the agenda in the main lobby at the main library located on 2401 E. Columbus Drive.

APPROVAL OF THE MINUTES:

May 2018:

Moved by Mr. Serna, seconded by Mr. Carpenter, to accept the minutes. Motion carried unanimously.

DIRECTOR’S REPORT:

Moved by
Mr. Serna, seconded by Mr. Carpenter, to accept the director’s report. Motion carried unanimously.

TREASURER'S REPORT:

Mrs. Stephanie Ramos asked for a motion to approve the treasurer’s report for the month of May 2018 and file for audit.

Moved by Mr. Serna, seconded by Mr. Carpenter, to accept the treasurer’s report. Motion carried unanimously.

APPROVAL OF THE BILLS:

Mrs. Stephanie Ramos asked for a motion to approve the payment of the bills for June 2018.

Moved by Mr. Carpenter, seconded by Mr. Serna, to accept the bills. Motion carried unanimously.

FINANCE COMMITTEE REPORT:


  1. Call to Order
  2. Financial Report for May 2018
    1. Fund Report
    1. Revenue Report (List of Receipts & Income)
    1. Appropriation Report (Financial Report)
      1. Variance Analysis

  1. Accounts Payable Register (Check Register)
    1. Out of Ordinary Transactions

  1. Purchasing Policy – postpone review to July

Moved by Mr. Serna, seconded by Mr. Carpenter, to accept the finance report. Motion carried unanimously.

PERSONNEL COMMITTEE REPORT:

Personnel Committee Recommendations:

  1. Employee #61 Increase in hourly rate. Employee hired below starting rate with stipulation that when MLS completed hourly rate will increase.
    1. Employment date5/22/17 $16.56
    1. COLA increase 1/1/18 $17.06
    1. Has 14 years working as librarian (10% above starting rate $17.07) $18.78
  1. The acceptance of employee #29 resignation.
Moved by Mr. Serna, seconded by Mr. Carpenter to accept the personnel report. Motion carried unanimously.

Unfinished Business:

None

NEW BUSINESS:


None

PUBLIC COMMENTS:

None

ADJOURNMENT:

Mrs. Stephanie Ramos entertained for a motion to adjourn.
Moved by Mr. Serna, seconded by Mr. Florence, to adjourn. Motion carried unanimously.

Meeting adjourned at 5:25 p.m.

May 23, 2018


East Chicago Public Library
Board Meeting
May 23, 2018

CALL TO ORDER:

Mrs. Diana Lopez-Colon: The April meeting of the East Chicago Public Library Board of Trustees will now come to order. 4:56p.m.

ROLL CALL:

Board Members:
Damon Carpenter, Diana Lopez-Colon, Anthony Serna, and Stephanie Ramos
Absent: Byron Florence, Kelly Williams and Ted Zagar.


A notice of the Regular Board meeting was faxed to the
Times and the Post-Tribune on May 18, 2018. The notice was also posted with the agenda in the main lobby at the main library located on 2401 E. Columbus Drive.

APPROVAL OF THE MINUTES:

April 2018:

Moved by
Stephanie Ramos, seconded by Anthony Serna, to accept the minutes. Motion carried.

DIRECTOR’S REPORT:

Moved by
Damon Carpenter, seconded by Stephanie Ramos, to accept the director’s report. Motion carried.

TREASURER'S REPORT:

Mrs. Diana Lopez-Colon asked for a motion to approve the treasurer’s report for the month of April 2018 and file for audit.

Moved by Damon Carpenter, seconded by Stephanie Ramos, to accept the treasurer’s report. Motion carried.

APPROVAL OF THE BILLS:

Mrs. Diana Lopez-Colon asked for a motion to approve the payment of the bills for May 2018.

Moved by Damon Carpenter, seconded by Stephanie Ramos, to accept the bills. Motion carried.

FINANCE COMMITTEE REPORT:


  1. Call to Order
  2. Financial Report for April 2018
    1. Fund Report
    1. Revenue Report (List of Receipts & Income)
    1. Appropriation Report (Financial Report)
      1. Variance Analysis

  1. Accounts Payable Register (Check Register)
    1. Out of Ordinary Transactions
  1. Purchasing Policy – Review
  2. Mechanical Concepts
    1. Repair of cooling units at Main Library (east and west units)
  1. iPads
    1. Lost/Damaged/Locked

  1. Adjournment

Moved by Stephanie Ramos, seconded by Anthony Serna, to accept the finance report. Motion carried.

PERSONNEL COMMITTEE REPORT:

Staff Development Plan

Moved by Damon Carpenter, seconded by Stephanie Ramos, to accept the personnel report. Motion carried.

Unfinished Business:

None

NEW BUSINESS:

None

PUBLIC COMMENTS:

None

ADJOURNMENT:

Mrs. Diana Lopez-Colon entertained for a motion to adjourn.
Moved by Stephanie Ramos, seconded by Damon Carpenter, to adjourn. Motion carried.

Meeting adjourned at 5:12 p.m.