Wednesday, March 19, 2008
Tom Bunger, Rita Lichtenberg, Geoff McKim, Kathy Myer, Mercy Rodriguez, and Helena Walsh.
President John Walsh called the meeting to order at 5:47pm.
President John Walsh presented the consent agenda items. John asked if there were any corrections to the minutes presented.
Penny requested a correction to the February 20 minutes on 2f, last paragraph, 4th sentence. The word reads “pask”. This should be changed to “past”.
Steve requested a correction to the Quarterly Performance Report agenda item in the February 20 minutes on 2b, last paragraph. It reads 1.3 visitors to the library. This should be changed to 1.3 million visitors. Steve also said in the first paragraph, the first word of the third line should be “access”. He also requested a correction in the February 20 regular meeting minutes; Community Outreach update, 2E, 8th paragraph. It reads “Audience member Rita”. This needs to be changed to “Audience member Rita Lichtenberg”.
Randy requested a correction in the February 20 work session minutes; Board member ethics agenda item on 1A, 2nd paragraph. The sentence “Randy received an anonymous letter from school board members”, needs to be changed to “Randy received an anonymous letter that was sent to the MCCSC school board.”
Steve moved to approve all sets of minutes presented with the corrections as indicated. Fred seconded. The vote was unanimous.
John asked if there were any questions or concerns about the bills for payment or the personnel report. There were none, so John indicated he would entertain a motion to accept the Consent Agenda.
Randy moved to accept the Consent Agenda. David seconded the motion. The motion passed unanimously.
Sara presented the Director’s Report, and asked if the Board members had any questions to ask relating to the report.
Sara introduced MCPL’s new HR manager, Kyle Wickemeyer-Hardy. Sara said the Library is very pleased to have Kyle and welcomed her to the staff. Sara thanked Bonnie and her staff Suzanne, Mildred, and Marla for their extra efforts during the time without an HR manager.
John asked if anyone had any questions for Sara about her report.
There were no questions.
The renewals of CATS contracts were presented. John stated that this is something that happens every year.
Sara gave a brief overview of the three contracts. The first contract continues an agreement with the City for the Library’s use of the “Bloomington Digital Underground.” There is no cost. The second contract with the City covers their share of the annual operational support for CATS. There are no changes from earlier contracts, except for the higher amount $306,638. The third contract is for a $20,000 community access grant to support a pilot project to digitize the archive of city meetings and make them available online. This contract uses 2007 City funding; the Library anticipates another one in 2008.
Penny asked how much the Library can digitize with only $20,000.
Sara responded that this was a pilot project and an opportunity to get started.
John asked Michael if he had anything to add to Sara’s comments. Michael spoke briefly about the contracts.
Randy asked Michael what is different about the CATS operating contract. Michael replied that the amount is bigger. He explained the pilot project would result in a searchable database.
Sara reported that Tom Bunger had reviewed all three contracts and had approved them.
Randy asked Michael if the only difference was the amount.
Brief discussion followed.
Penny moved to approve all three contracts. Fred seconded. The vote was unanimous.
John stated the photography policy has been discussed in several work sessions.
Sara stated that this document includes the same ideas the Board discussed last month, with some changes based on what was learned from listening to the comments from Steve Higgs and others at the last Board meeting. The policy states that photographers, regardless of whether they are press or not, have the responsibility to get permission from their subjects before taking photos. The Library reserves the right to take photographs of its services and programs.
Penny moved to accept the policy as presented. Steve seconded the motion. The vote was unanimous.
Sara presented the resolution and explained PERF, which is the Library’s retirement plan, required the Library to name an agent to accept pension liability on behalf of Monroe County Public Library. The library proposes to name HR manager, Kyle. It is a standard format.
Steve said he doesn’t remember doing this in the past. Penny replied that she does remember.
Bonnie approached the podium and explained that it has been done annually for any new person (HR manager). She said it is actually their requirement.
Steve said it was odd language, and he requested this agenda item be deferred until Tom Bunger could join the meeting, as he would like Tom to explain this resolution.
Brief discussion followed.
John stated the Board will return to this agenda item upon Tom’s arrival.
Sara presented the resolution to appoint a treasurer, assistant treasurer and director to conduct banking activities. Sara stated that this resolution is really just appointing Penny since she is now treasurer and adding Sara as a signatory to checks. She, Bonnie, and Penny will be bonded, as they all three will be able to sign checks for the library.
Steve moved to accept the resolution to appoint Penny as treasurer, Bonnie as assistant treasurer, and Sara as director to conduct banking activities. Janice seconded the motion. The motion passed unanimously.
John asked Bonnie to explain the resolution.
Bonnie replied that the resolution approved in January contained an error. She needs a resolution from the Board in order to formally record the correction.
Randy moved the Board approve the resolution to correct error in the Monroe County Public Library’s transfer resolution. Fred seconded the motion. The motion passed unanimously.
John explained this agenda item came about as a result of the health insurance increase recently.
Sara said the Library decided to offer an FSA for staff in December when the health insurance was renewed. It took longer than anticipated to find a carrier. The Library has selected ADP, the same company which handles payroll.
Steve asked Sara to explain what the FSA is.
Sara explained it is a flexible spending account that allows employees to set aside money from their income before taxes to pay for health-related expenses and dependent care expenses. Bonnie has talked with other libraries that have FSA plans. She estimates there is a small risk for the Library because an employee can spend the full annual amount they have agreed to contribute at any time during the year. If an individual quits, the Library is still liable for the expenses. On the other hand, any funds unspent at the end of the year revert to the Library’s FSA account.
Penny asked where the savings will be.
Sara explained that both the employee and the Library will save on Social Security taxes because the individual’s net income will be lower.
Randy asked Sara what cost was involved.
Sara asked Bonnie to respond.
Bonnie said there is a monthly fee for each individual included and an additional fee to use the debit card. The monthly fee is $150 for the library. Bonnie stated we have chosen to use the debit card; it is hard to estimate how many people will use it this first year. She thinks she will have enough participants to offset the Library’s costs.
Randy asked whether information would be given to the employees.
Sara said information would be presented at the next all-staff meeting at the end of this month. Bonnie has encouraged staff to look at the flier she distributed as well as the ADP FSA website.
Randy stated he thought it was a great idea as long as the staff members understood the points, Fred added he is familiar with FSA, because IU staff benefited from dependent care, and Penny expressed her approval through her experiences of an FSA plan through MCCSC, as it is a savings for staff.
Randy asked how fast the reimbursement would be. Sara explained there wouldn’t be a need for reimbursement, as the employee would pay for the expense with a debit card.
Randy moved to approve the proposal. Penny seconded the motion.
The motion passed unanimously.
John explained this plan is extremely important to the library. The Library received a Capital Projects Fund last year for the first time. He hoped it would be a little easier this year. He stated this is a new three-year plan covering 2009-2011.
Sara presented the updated plan and stated she would like the Board to approve it for advertising, in preparation for the public hearing to be held on April 16 before the next Board meeting. After that, the plan will be presented to the County Council for approval.
David suggested adding sidewalk repair to the budget for landscaping on the east side of the Main Library.
Penny suggested adding the job-and-career initiative to the Library programs listed on page 14d. Sara responded that it is just in the start-up stages. The first meeting with the Council will be in April. Sara stated that the library should have something more definitive to say by then.
Sara announced that the Library has received a lot of positive feedback from other organizations. As staff members begin to inventory the Library’s resources to support job and career services, it appears many of the pieces are already in place.
Steve moved approval of the plan as presented. Fred seconded.
John asked if there were any other comments or questions.
Penny asked Sara if this is the final plan. Sara responded that the Board would have an opportunity to change it following the public hearing at the Board meeting on April 16, after which it will be submitted to the County Council.
John asked for a vote by the Board. The motion passed unanimously.
John explained this agenda item had been discussed at the Board’s last work session.
Sara presented the revision, and explained that in the past, the library director really had authority to make changes in positions. The new language adds more detailed job classification procedures that outline what happens when a job is reclassified, when there is an involuntary change in hours, when a new position is created, and when a position is eliminated. A job classification committee would be formed to make a recommendation to the Board. Any change in job classification or pay rates must be approved by the library director, but the committee could make recommendations. The director and the HR manager would be ex officio members of the committee without voting rights. The Board would still have the ultimate authority.
John asked Sara to remind the Board which committee had worked on this revision.
Sara replied that the Employee Forum Action Committee (previously called Solutions Plus), co-chaired by Chris Jackson and Ginger Thomas had worked for at least six months on the language. Board members Penny Austin and Randy Paul attended some meetings as observers. She indicated the committee tried to create a process that was fair and transparent, while leaving enough flexibility to allow for unanticipated situations. Managers and the Library attorney reviewed and approved the language.
Steve asked if the committee is advisory only.
Sara said yes.
Steve asked if the Board still has the ultimate authority. Sara confirmed.
David moved the Board approve the revision of Section 3.10 of the Personnel Manual. Penny Austin seconded. The motion was approved unanimously.
John thanked everyone who worked on this revised section of the personnel manual.
Sara gave an update regarding Collective Bargaining. She said an agreement was just finalized this afternoon on procedures for the election on April 22. Sara said John will sign it. Voting will take place from 7:30 a.m. to 5:30 p.m. at the Main Library in Room 1A and from 2:30-5:30 in Ellettsville in the storage room. Each side will have an observer in the room at each site, along with a Department of Labor representative. There will be an overall list of eligible voters and lists for each site. If an eligible employee votes at a site other than the one for which his/her name is listed, the ballot will be provisional until the Department of Labor determines the individual has voted only once. The Library must provide a list of eligible employees by noon, April 2. Both sides are prohibited from electioneering. The library agreed that management and AFSCME representatives will not be within 10 feet (Ellettsville) or 20 feet
(Bloomington) of the voting site.
John said this calls for his signature but he believes there should be approval by the Board. John asked if the Board had any questions.
Randy asked if information meetings had been held. Sara responded we will be having them soon. There will be two meetings so that as many staff as possible can attend.
Randy asked if Jim Whitlatch had approved this.
John and Sara confirmed that it had been approved.
Randy moved to proceed. Fred seconded. The vote was unanimous.
Randy asked Kathy Myers in the audience (a union representative) if she was okay with this. Kathy responded yes.
Michael White presented a report on CATS, including staff information, a video presentation about a tour of the library in 1976, and a report on current CATS programs.
Michael mentioned in closing that the VITAL Quiz Bowl is coming up in April. There are 20 years of VITAL Quiz Bowl archives available to the public.
John thanked Michael for his report. John said he mentioned to Chris Jackson when he gave his update that Community Outreach is one of the most visible departments of the Library; John said he should add CATS to that list.
Janice and Penny also expressed their appreciation for the video presentation.
Helena Walsh, president, and Geoffrey McKim, treasurer, presented an update on the Friends of the Library.
Helena thanked the Board for inviting her and Geoff to be here. She distributed a book bag to each Board member and encouraged them to become members of the Friends of the Library, if they weren’t already.
Helena reported on the “Name the Bears” contest to promote the Library in the community, and stated the Friends Board is always trying to think of new ideas to promote the Friends and the Library.
The Friends Board is currently trying to help the staff learn more about the Friends. They have begun to invite staff to their meetings for brief presentations.
Geoff gave a handout and apologized for technical difficulties that didn’t allow for a visual presentation. He read the mission statement for the Friends of the library. He explained they have one staff member right now but are really volunteer-driven. He explained their three main fundraising methods: 1) bookstore is open three days a week and raises about 75% of annual total, 2) yearly membership dues, with the philosophy of keeping dues affordable, raises 25%, and 3) author event presented for the first time in 2007.
Current membership is 183; benefactors total 56.
Geoff shared Friends goals for the next year: 1) identify a special project and raise money for it, 2) fully involve Friends Board, and 3) increase visible evidence of Friends support.
Friends’ 2008 donation of $102,600 to the Library supports public programs for children and adults, public awareness efforts, staff recognition, and professional development.
The Friends are currently advertising for a secretary; they also pay the bookstore coordinator.
Geoff stated the Friends manages endowments and provides the Library with the proceedings.
Geoff reported on some of the programs the Friends have sponsored.
Randy stated Faye is doing a remarkable job as the Bookstore coordinator. He asked about the author event and asked if they plan to have more.
Helena said the Friends Board will be looking into that again.
Randy, Steve, and John thanked the Friends for the wonderful job they are doing.
Sara asked the Board members to become Friends of the Library members if they aren’t already.
Tom Bunger entered the meeting at 6:40 p.m. and approached the podium to speak to the Board about the resolution authorizing an agent to accept pension liability on behalf of MCPL. Tom said he understood the question that the Board asked earlier and it appeared to him that the HR manager would be acting on behalf of the library and would not be personally liable.”
Tom said the resolution designates someone to sign on the Library’s behalf. The language is exactly what PERF provided.
Brief discussion followed.
John asked if there was any reason not approve. Tom responded no.
Randy moved to approve the resolution as presented. Janice seconded. The vote was unanimous.
Randy provided an update on the Health Insurance Task Force.
Randy said he believed everyone got an email from Sara that gave an overall report on this task force. This came about as a result of health insurance costs increasing.
Randy reported the staff had spent a lot of time trying to help staff who would face the increase. His concern was that they could face this year after year. Then Sara reported that the Staff Association was interested in a wellness initiative and shared an article describing Allen County Public Library’s experience.
Randy suggested changing the task force name to MCPL Health Task Force, since it will be looking at more than just health insurance costs. Randy stated that he is currently inviting people to sit on that task force.
John thanked Randy for this important work.
Steve asked if Randy would be submitting a report in April, 2009. Randy replied yes. Randy stated he did not feel it would benefit to try to pull something together for this budget cycle, so the report will be in place by 2009.
Sara gave a brief update on legislative actions that have implications for 2008-2009 budgets and beyond.
Sara noted that the projected losses from the circuit breaker caps on property taxes are not catastrophic for the Library. There will be a local tax control board. Bond issues will require the approval of the County Council.
Sara pointed out that GE is the largest assessed value in the county, and that certainly will have an impact when GE closes.
On the positive side, Sara got a sneak preview of the survey results, which show huge community usage, satisfaction, and support.
Randy asked when the Board can expect the results.
Sara issued an invitation to attend the consultant’s presentation to staff on April 2, 9:30-11; the strategic planning committee will meet from 2:30-5 to hear the presentation. Sara reminded the Board that no more than three of them could be present at one of the meetings.
Randy said he would like to be present at the meeting.
Rita Lichtenberg applauded the revision of the personnel manual. She felt the creation and elimination of jobs was instrumental in causing earlier problems and believes the revision of Section 3.10 in the personnel manual will be very valuable.
The meeting adjourned at 7:30 pm.
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Updated:
June 3, 2008
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