Home > About the Library > Board of Trustees Minutes > July 2007 Public Budget Work Session
Wednesday, July 11, 2007
Shawn Henline, Bobby Overman, Margaret Harter, Jenny Allen, Dory Lynch, Dana Burton, Kathy Starks-Dyer, Bara Swinson, Steve Backs, Phil Eskew, Mark Mobley, Bonnie Estell, Michael White, Jackie Lovings, Chris Jackson, Mickey Needham, Jane Ruddick, Joshua Wolf, Paula Gray-Overtoom, Ginger Thomas, Pam Wasmer, and Joe Langfitt.
Janet Patterson, Jim Swinson, Doretta Swinson, A.W. Hite, Antonia Matthew, Deborah Force, Cathy Myer, Jody Davis, Liz Henderson (Bloomington Alternative), Noriko Hara, Frank Lovings, Valerie Merriam, Nita Levenson, Rita Lichtenberg, Shirley Fitzgibbon. M. Shaban, Vic Kelson, John Anderson, Rebecca Sinders, Thom Gillespie, and at least three others who arrived late and did not sign in; MCPL Lawyer, Tom Bunger
President Stephen Moberly called the work session to order at 5:46 p.m.
Stephen Moberly stated that this was a work session for the 2008 MCPL budget. Another work session is set for August 1. The deadline for the Board budget approval is Aug. 15. The budget must be advertised in Herald Times at times specified by statute, so the process must stay on schedule. He pointed to MCPL director Cindy Gray and MCPL financial officer Bonnie Estell as the primary resource persons for the session.
Board member Randy Paul asked that the second-floor remodeling project (agenda item #4) be moved to first in the agenda and this was agreed to.
Moberly asked Gray to go over the background and documents for this discussion. She pointed to two documents: "Reorganization of 2nd Floor—Goals" and "Rationale: Second Floor Renovation/Reorganization—Main Library." Although most of the changes are to the second floor (carpet replacement, move of the AV collection from the first floor to second floor, deployment of computers from the Public Computing Center onto the floor, relocation of the Indiana Room service desk, changes in Checkout area and VITAL, and interior signage), there are some exterior maintenance issues and enhancements (bike racks, Kirkwood entrance, painting of trim on building, and exterior signage). The "Rationale" lists the gains in efficiencies for staff and patrons with the service/desk changes and self-service options. Gray said that this has been an 18-month process with staff input. She said that the library is not losing shelving or reducing the number of computers. MCPL did what the County Council asked when the library presented its initial Library Capital Projects Fund proposal in 2006: spend down the Library Improvement Reserve Fund (LIRF) and use remaining MCPL Building Corporation funds for capital projects. She noted that the construction bids were high for the renovation, and presented funding options to the Board, including deducts of aspects of the projects and re-bidding. She said that Council member Marty Hawk had asked how the library is preparing for future funding trends. This project will provide efficiencies.
Adult Services manager Steve Backs provided historical background on the planned move of the AV collection from the first floor to the second. AV became part of Adult Services in a reconfiguration after the manager of the AV Department retired. Adult Services (AS) lost two positions to other areas and added the AV service desk to the Indiana Room and Information Desk on the second floor that it staffs. The Indiana Room Desk is often staffed by only one person—not good customer service when things get busy. Consolidating the AV and Fiction/Reference service desks will mean more flexible staffing patterns, better service to customers, and easier scheduling of staff The Indiana Room service desk will become more visible and will have public computers nearby. Moving computers from the Public Computing Center (PCC) and clustering them near reference desks will mean that Adult Services can provide more help to patrons. MCPL is the only place in town that provides computers with free Internet access. If you add in use of our wireless network, MCPL sometimes is providing 100 people at a time with Internet access. Additionally the renovation puts non-English materials, AV collection, and VITAL resources in close proximity, making it easier for low literacy and ESL patrons. The security of AV materials will be easier on the second floor. Also, we are out of space for music CDs downstairs.
Randy Paul said that this is "fairy tale land." It is not what we promised the County Council in terms of MCPL capital projects priorities. The Board came up with new priorities before the Council voted for LCPF: CATS equipment, Ellettsville addition, new Bookmobile, and land for a branch. The completion of the renovation of the 2nd floor was moved to secondary priority. Paul said that the Board must stick to the priorities it stated to the County Council in its 2007 request for a LCPF, or we lose credibility with the public and risk getting no further capital funding approved. He said the public he has talked to is not in favor of the move of AV. With residents facing higher property taxes, it is not the time to go forward with the project. He disagreed with the director's figures about no loss of shelving and books.
Board member Fred Risinger asked about security for AV on the second floor. If this area has its own checkout to improve security and prevent loss of AV, would that not require extra staff—adding a service point for Circulation, another stressed department? It depends on whether self-checkout is used.
Risinger said that the Board needed to discuss Randy's issue of spending priorities and whether County Council and public want the second floor renovation. It is a different pot of money for different projects than the LCPF, but it is all tax money. It might be better to use for a top priority—the Ellettsville renovation, which we know the Council approves.
Gray said that she disagreed with Paul. MCPL has never misrepresented what was planned. The County Council asked MCPL to first spend down Building Corporation money, and MCPL did. MCPL has been planning the renovation of the second floor for 18 months. It is not one of the LCPF priorities because it was already in the works.
Moberly asked for public comment.
Thom Gillespie said that the Board will be using a lot of money just to move existing media upstairs; the project does not spend money on new opportunities and new stuff. He asked what would happen to the AV space on the first floor. He said Bloomington doesn't need another bookstore. He fears a bigger store will encourage MCPL to aggressively weed the collection, and it is important for the library to provide access to older materials.
Gray said that the first floor space will be the Friends of the Library Bookstore, a training room, and a consolidated Information Systems Department, which is now spread out.
Nita Levenson (not sure of name) uses AV collection. She said that she loves it where it is. It is convenient. She asked whether the Public Computing Center (PCC) would provide enough space for AV. She added that MCPL is a terrific library. Rita Lichtenberg lamented the loss of a library service point.
Circulation manager Bara Swinson said that MCPL faces choices. Patron use is going up and funding is the same or going down. Choices must be made: one is to combine staffing points and to offer more self-service options to patrons. There is the expense up front to move collections, but it will save us money down the line. The need to replace the library's worn, stained carpeting and to combine service points are valuable uses of taxpayer money.
School Board member Valerie Merriam questioned having children go up to the second floor for AV. She asked about square footage of the old and new AV areas. Gray said that AV will lose no space. It is not being squeezed into the present PCC. The PCC wall will be removed, and AV will come out onto the floor. The new AV space will provide better lighting, a more attractive layout for patrons and easier access to staff assistance. There will be roving staff much of the time in AV, and patrons are more likely to ask for help from roving staff.
Paul said that the issue is that money is going toward this move and not for Ellettsville Branch addition. By going forward with the renovation, the Board is saying that the AV move is more important than our LCPF priorities: the Ellettsville addition and purchase of a new Bookmobile. We told the public that we would concentrate on priorities.
Moberly asked if there were any other public comments.
Antonia Matthew said that she was having trouble sorting out her feelings about plan. She is not for increasing the bookstore space, or for putting AV right in front of the second floor entrance, making it harder to see new materials. She asked the Board to slow down, hold off and rethink.
Backs clarified the changes to the second floor: The Information desk will move to the center with new books close by. AV will be to the side of the entrance. The growing Large Print Collection will move closer to the elevator and more out front. He reiterated the need to consolidate his staff into two service points.
Vic Kelson said that the Ellettsville addition to better serve children is a very high priority. Taxpayer money should go first to providing more materials, more spaces, and more service. It's a lot of money to spend, and tax dollars are hard to come by. The public is used to where AV is. He spoke about his own usage pattern. He comes with his kids to the first floor and then goes across to AV. Being together on one floor makes it easy and convenient for families—no noisy kids upstairs in the adult areas.
Laura Bentley also commented about having to bring kids up to the second floor. She asked that AV be left where it is.
Shirley Fitzgibbons expressed concern that having fewer service points would lead to fewer staff having special expertise about AV. Good service involves expertise of staff. The public has already lost the Fiction Desk.
Noriko Hara teaches at SLIS. She said MCPL could handle security and checkout at AV downstairs like bookstores do.
Nita Levenson said that if the library should use the money to hire more staff for service desks. It was explained that Building Corporation funds can only be used for capital projects. Same for LIRF funds. Gray said that much of the money is to replace carpeting. Some is also for renovation of Circulation to make it more ergonomic for staff (as was done at Ellettsville in the 2005 renovation there) and to incorporate self-checkout into the space for improved checkout flow.
Board member Janice Stockton commented that the Board started talking about this project 18 months ago when she joined the Board. Now there are new members. It is hard when the Board changes frequently. It takes time to understand the workings of the library. She commended Backs for his concern for his staff members' needs. She wants MCPL to be a good workplace for employees. She said that the money in question is Building Corporation money. Using it on this project appeared to be a good thing to do at the time. It is important to communicate openly and honestly on issues and to do so with integrity and diplomacy. We need to have everyone's interest at heart. Perhaps it is time to step back and do some rethinking. At some point, even if there are disagreements, you just have to move on. She said the Board and staff are trying to do the right thing. The Board has not forgotten the priority list for LCPF monies that it gave the County Council. The renovation was already in place before that. She said she does not know the answer.
Paul said that boards are always changing. Just because the previous board approved this project does not mean that this board does not have a responsibility to consider it again. There must be accountability and flexibility as things change. He suggested that the Board table the project. He said that some things in the project are legitimate, but that he feels some are not.
Risinger said that if we need to replace worn carpet--31.6% of the project cost ($136,000) is for this purpose--and do other needed maintenance, we should. But maybe we should not move AV now.
Moberly asked for any additional public comments.
MCPL financial officer Bonnie Estell said that in her tax bill the library is getting less. The library portion of the tax bill is not the problem.
Moberly asked for any additional Board comment.
Stockton said that what's new in the discussion of the project is the property tax issue. She said that RBBCSC had plans for renovation and a new school in Ellettsville, but that has been changed by the property tax increases that residents there are facing. No one could foresee that.
Board member Linda Hunt said that there were plenty of opportunities for public comment last year when the Board went through the approval process for this project. She is a proponent of the new second-floor pathways/thoroughfares to open up areas, and of making the Indiana Room service point more accessible. The library has major maintenance issues that should not be postponed. Maintenance deferred is much more expensive. She was stunned by high bids for the project. She recommends looking at the components for the project and their cost and re-bidding. She urged the Board not to put off maintenance. Part of reason for library's success as a community hub is that is looks good. She does not want to see it decline.
Stockton said that improving line of sight on the second floor was important for staff and patrons. Changes in layout would help that. She said that others' perceptions may differ, but she thinks the Board has been forthright about this project.
Moberly said the Board will have to decide whether it will accept or reject bids at their next regular meeting.
Gray presented budget documents. Estell explained the trends of revenues and expenses. The sheet compares receipts to what is budgeted. She said that you want to be conservative in estimating the revenue coming in, in case you don't get it all. MCPL budgets less than we actually get.
A 3.7% increase is expected for property tax, but the advertised budget will be based on the highest number MCPL can submit (4.99%) as recommended in Department of Local Government Finance (DLGF) budget information sessions. The COIT increase is based on prior years.
MCPL always submits a budget request greater than we expect to spend. If we don't budget, advertise and get approval, then we can't spend it. It doesn't mean we will spend it. MCPL will come out in the black.
The 2008 Operating Budget takes the franchise fees that CATS receives out and puts them into a special revenue fund to provide more transparency. This is something the City of Bloomington has requested and something that CATS manager Michael White has requested. Most of CATS revenue comes from the City, County, and town of Ellettsville, and this will show them exactly where their money goes. Without these CATS funds, the 2008 MCPL Operating Budget is reduced. Funds that the library contributes to CATS are accounted for in the Operating Budget, but MCPL provides very little in cash to CATS. MCPL contributions are in kind.
2007
Gray went over the budget report. We are on target—right about 50%. Some lines are over. Insurance is all paid in Jan./Feb. Also we tend to stock up on supplies early in the year. Rental, which is primarily parking spaces, is paid twice during the year.
If the Board wants to pursue the City's Living Wage Initiative, it will cost $20,211 and impact 26 staff who make less than $10/hr. These tend to be pages and work/study students.
The budget adds six temporary intern positions back into the budget for the Main Library, Ellettsville Branch, and possibly Outreach.
The Master Controller position in CATS is part of the budget (20 hrs./wk.) to free production assistant time for programming for the new Library Channel.
Parking costs MCPL a lot. MCPL is releasing its spaces at the garage at Scotty's. Rental costs are going up to $1,300 a year. There are approximately 60 staff with reserved spaces. All fulltime employees have their parking paid by the library 100% now. No staff have requested bus passes.
The budget does not include any raises. Gray discussed sheet on pay increases, 200-2007: COLA, Increment, and Stipend. One place to fund salary increases is the LIRF transfer. In 2007, $200,000 is budgeted for the LIRF transfer. The 2008 LIRF transfer would have to be reduced to get money for salary increases. There were questions about extra COIT money. The state instructs MCPL to deposit extra checks into the Rainy Day Fund, which is separate from the Operating Budget. Paul asked for the balance in that fund. It is at least $390,000. The question was asked if there is a recommended figure that the Rainy Day fund should be maintained at.
Estell said that if the Board decides on raises, MCPL can get the money from a combination of funds. Moberly went over the sheets that Estell provided with different COLA/increment breakdowns. Moberly asked about whether MCPL will have the same number of employees in 2008. Gray said the number fluctuates somewhat. We have about 170 employees. As staff leave, part-time positions have been collapsed into full-time positions.
There is no budget for stipends in 2008. Stipends were used for projects that a few staff took on that went over and above normal work hours. $1,786 spent this year for 4 people. Stipends for rest of the year could total about $600 more. Depends on what positions remain unfilled.
Discussion on the Personnel Services section of the budget followed. Moberly asked if having School of Library and Information Science (SLIS) interns addresses the issue Steve Backs raised about staffing. Backs said that it would help. MCPL has not had paid interns for some time. Having them will allow MCPL to potentially have interns over a longer period. Gray said that staff are working on a proposal on interns at MCPL. She assured the Board that interns do not work service desks alone. Board member John Walsh said that it is a good idea to go through HR with interns, so there is a record of employment for student resumes, etc. MCPL may recruit interns from Ivy Tech and other IU departments.
Hunt said that she is a proponent of the Living Wage. Paul said that he is a proponent of the Living Wage, but feels it is more important to address the cost of health coverage for employees who retire between ages 60 and 65.
Paul asked about domestic partner inclusion for health insurance.
Some of the money from Rainy Day Fund will be used for Strategic Planning process. When we allocate funds for Rainy Day, we must plug them in somewhere. You can't spend Rainy Day Fund without allocating and advertising.
Banks and credit unions will meet with staff about their options this fall. The library will have to send out RFPs to companies for 403(b) options. They charge the library for offering these to staff. There is both a responsibility to staff to offer the best combination of benefits and a fiduciary responsibility. Paul said that he thinks MCPL should have another 403(b) option for staff to invest in. Estell said that right now there are only three participants in the 403 program.
Gray noted that all building renovation will be allocated through LIRF.
Moberly went through the remainder of the budget sheet.
Supplies: There is a decrease for 2008 because there will be no Strategic Plan expenses. Also this year there has been a major project in Circulation. CATS is not included next year.
Repairs and Maintenance Supplies: Reduction in the budget for the same reasons as above.
Other Services/Charges: Most of the reduction in Professional Services is consulting fees. Consulting costs were up in 2007 for Strategic Planning process, efficiency projects in Collection Services and Circulation, Internal Controls, and HVAC. Also legal services went up.
We added to Rainy Day budget to provide for thorough review of job classifications. This was last done in 1999.
Maintenance Contracts: The drop reflect CATS removal from Operating. MCPL has free maintenance in 2008 for its Polaris integrated online system. We will have to pay that again in 2009.
Paul said the Professional Services figures seem high, and would like to know if it is comparable to other libraries. Board member John Walsh said OCLC will be the same as everyone else. Maintenance for servers, computers and for building services such as HVAC, elevator inspections, pest control are pretty much set.
Paul asked that MCPL compare costs to other libraries for professional services. Moberly recommended that MCPL use its list of Index Libraries for this.
Postage: This has been outsourced to the same vendor that IU uses for lower cost. Also, Circulation is sending out more than 50% of notices by email. All patrons are asked to provide their email when they get a library card.
Printing and advertising: There is a new state law that says libraries can spend money for advertising. Before, the library had to rely solely on grants from the Friends.
Insurance is about the same. Utilities are less. Reductions are based on trends.
Repair and Maintenance: LIRF figure is just putting in something for the second floor project. If we don't need it, we won't use it. LIRF is also there if there for unexpected major repair, such as the AC going out at the Ellettsville Branch.
Rentals: This is mostly parking spaces for staff.
Other Services and Charges: About the same other than the transfer to LIRF. If there are staff raises, LIRF transfer will be less.
Capital Outlay: This is reduced on the assumption that LCPF and LIRF funds used for special projects. There is some money for new furniture to improve work areas for some Administration positions and money for a snowplow.
Materials budget left at $1 million. How it is distributed will come from committee in August.
Expenditures of $6.5 million reflect taking CATS out.
Estell said that the budget does not include salary increases. Moberly said the Board would ponder this issue.
On the Board agenda for Wednesday, July 18 is giving Administration direction on the budget. Wednesday, August 1, is the last scheduled budget work session. If another session is needed, Moberly needs to know before August 1. Paul wants more information on consulting services. Staff salaries are still an issue.
Moberly said that the rest of the budget looks good, and commended staff for a good job.
Risinger said that the budget as presented is a good one, and the discussions about it also good. He was impressed with the process.
Paul asked about the changes approved last year by the Board on health benefits for staff between ages 60-65 eligible to retire. Estell will get the information on costs to him.
Gray said that there is no rush on this. It can await decision on second floor project.
Gray said that Administration took the suggestion from the Employee Forums for a committee to review reclassification and to allow for employees to initiate reclassification requests.
Paul asked that the VITAL report not be considered and be on the agenda for the next meeting.
Gray is working with ETC Institute to get the schedule confirmed for focus groups and stakeholder interviews. She has confirmed sites for meetings and interviews. Invitations are going out to individuals identified by staff and Board and to local groups. Participants in MCPL's 2005 community survey of 47401 and 47403 who gave us their email for future contact about planning are being contacted. Department managers have schedules of meetings to give out to patrons. Gray asked the Board for additional stakeholder names for interviews. She has received some from Moberly.
Cindy said that she will send out material that ETC was to compile in the Board packet.
Swinson said that now is not the right time to fill the Associate Director position.
The first work session on the collective bargaining issue will be September 19 following the public meeting of the Board.
Moberly said that most important things on the Board's plate is the budget approval on August 15, the public hearing on August 29, and the budget adoption on September 12.
It was announced that the next regular Board meeting in public is being moved to Room 1B. CATS can still telecast live and there will be more space for the public.
The meeting adjourned at 8:10 p.m.
Contact
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Updated:
September 7, 2007
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