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.