Wednesday, July 9, 2008
Program Room 2B
Tom Bunger, Mercy Rodriguez, Scott Hunt and Debra Sparks (Odle-McGuire-Shook).
Vice President Fred Risinger called the meeting to order at 5:46 p.m.
Roof replacement bid – to be discussed following Capital Projects Fund Update.
Sara Laughlin reported that the County Council passed the Library Capital Projects Fund Proposal with a 4% decrease. Randy Paul observed that there was a big (positive) difference in Council perception from last year and thanked Sara Laughlin and staff for their efforts. Fred Risinger also commended Sara Laughlin and staff. Sara Laughlin thanked the community for their backing. Sara noted that decreases will be made in the main library remodeling and computer-related purchases portions of the project while the Ellettsville Branch addition portion will remain the same. Fewer computers/servers will be purchased and as much main library remodeling will be done as the budget allows.
Steve Moberly queried whether the 2010 and 2011 projects funds will be adjusted. Bonnie Estell clarified that the numbers were adjusted using a projected .0066 tax rate.
Fred Risinger noted that the idea of building a new branch library seemed to resonate negatively with the County Council. Sara Laughlin stated that because MCPL was once a city library (before it was county) bonds and leases must be approved by the City, but it would add to the County debt load, causing some apprehension on the part of the County Council.
Sara Laughlin stated that the library roof on the 6th Street side of the building has been leaking since March. A core sample has shown two layers of rubber with gravel on top at an approximate age of 20 years. Three preliminary quotes were received and all were over $100,000. A Request for Proposal for an initial survey and bid letting has been sent out with only one response from STR Building Resources. Their fee would be $8,400 for the specific leak area and an additional $1,900 to survey the entire roof and forecast needs. STR proposes to provide a list of qualified contractors, handle pre-bids and bids, and prepare a contract for selected company. STR has worked with the Monroe County Community School System as well as Hoosier Energy. This item will be on the July 16 Board agenda.
Sara Laughlin explained that there are 27 pay periods in 2009 as compared with the usual 26. This occurs every 10 years. The library has not previously faced this issue since the change to bi-weekly pay periods from semi-monthly has been relatively recent. Sara noted that she has checked with the State Board of Accounts which has no opinion on the matter. She has checked with other local governmental units and learned that the City of Bloomington has a workable plan wherein the annual salary is divided by 26.1 rather than 26, and the “.1” amount is set aside each year for nine years to pay for the 27th pay period in Year 10. This plan results in a very small decrease in individual pay amounts throughout the year while allowing monies to accumulate to cover the 27th pay. For the year 2009, the 27th pay period must be covered in full with funding likely to come from the Rainy Day Fund. Some concern regarding setting a precedent for using money from the Rainy Day Fund had been discussed previously. Randy Paul noted that since this is an accounting adjustment only he would not consider it to be precedent-building. Discussion ensued regarding the importance of documenting any such action to ensure that future boards and library personnel will be aware of the intent. Steve Moberly felt it is important to note such on each year’s budget. Sara is recommending that the Board adopt the 26.1 option. Other options were presented on Page 2A of the packet. If adopted, Sara will make notation on the budget when presented for approval. Discussion ensued regarding where the money will be housed. It can be transferred to the rainy day fund with Resolution.
The costs and impact of various 2009 salary increase options was discussed. The options are: Option 1) 2% COL and 1% increment for all employees; Option 2) 3% COL only for all employees; and Option 3) 2% COL + 1% increment using current salary schedule with ceilings. Under the third option, 11 employees would be ineligible for the 1% increment because they have reached the maximum in their salary ranges. This option would save $3,975. Options 1 and 2 would cost $109,500 each. Discussion ensued regarding the three options and COL vs. increment. All Board members present favored 3% for all employees and all also favored Option 1 with 2% COL and 1% increment. Fred Risinger felt that long-term service should not be penalized. Randy Paul felt that it is not fair to pay no increment year after year as it hurts morale and longevity. He suggested that the administration speak with the 11 individuals who would be directly impacted by Option 3.
Comparing the 2009 budget to the 2008 budget, Sara Laughlin noted that 2009 shows one FTE position (full time equivalent) less. Ellettsville had an excess of paging hours so will lose some paging hours but will gain a part-time professional (reflected in Professional Assistants line item on Page 2D of packet). Randy Paul queried whether an Associate Director will be hired soon. Sara confirmed that it is the intention to do so.
Randy Paul queried the budget timeline. Sara noted that the public hearing will be September 3; Board work session will be September 10; Board meeting will be September 17. That leaves two meetings (July Board meeting and August work session) before the budget is finalized at the August 20th Board meeting.
Randy Paul expressed fervent concern regarding the $80,000 budgeted for lawyers for union negotiations. He felt that the dollar amount is too high in that it is staff with whom we are negotiating and that it is unnecessary to have a lawyer present at every negotiating session. He noted that he has checked with other unions and believes that lawyers should be hired only as needed and to look at final documents. Sara Laughlin noted that we have no idea how much money will be needed and that the money should be budgeted as is even though it may not necessarily all be spent. She also noted that the union organizers will likely have legal representation at all meetings. Fred Risinger concurred as did Steve Moberly. Randy Paul felt that the amount should be lowered, we should budget the amount we are willing to spend, and then cut it off. He believes there are two options only: the budget amount should be lowered; or an agreement made as to how many times the lawyers will be called in or an agreement that the lawyers will be called in only as needed. Steve Moberly stated that he could not support such an agreement. Fred Risinger noted that at consideration now is the budget amount only and that it can be decided in the future how to spend it. Randy Paul remained opposed to the $80,000 budgeted.
Sara Laughlin recommended the re-appointment of Pam Wasmer to the INCOLSA Board. This item will be on the July 16 agenda.
The Ellettsville Town Council has approved and signed the agreement between the Monroe County Public Library and Ellettsville whereby Ellettsville will pay 50% of its franchise fee for year 2007, amounting to $11,166. Fred Risinger noted that this money is not always guaranteed and that he is pleased that Ellettsville is paying its 50% portion.
Sara Laughlin reported on public library certification requirements. Library certification has been a state requirement for years. Recently, after conducting a study, the Indiana Library and Historical Board adopted the administrative rule to comply with Indiana Code. At MCPL, approximately 58 positions must be certified. Everyone, not previously certified, who needs to be certified has sent in the paperwork to be “grandfathered” into certification for a cost of $1. Certification is for five years and will cost $50 at 5-year intervals and will require continuing education on the part of employees. Sara is currently certified and believes that certification is important for MCPL to meet library standards. In the future, certification requirements will be imbedded into job requirements.
The library is beginning the process of reviewing job classifications and compensation. The goals are to assure that every employee is classified and paid fairly and to keep salaries and benefits comparable to those of similar jobs. It is important to clarify to staff that the study will not lower any existing salaries. A Request for Proposal for this study has been sent to several consultants. The last study was done in 2000 with some staff and management believing that recommendations were only partly followed through on, i.e., a one-time salary adjustment may have made with promise of additional adjustments which were not made. Kyle Wickemeyer-Hardy explained that the study will be two-fold: a) Classification of positions will be studied, examining such areas as knowledge, skill, and aptitude requirements; B) Compensation based on classification will consider such items as comparison among internal employees, local positions with comparable requirements, and in the case of professional positions, comparison on a national level. Administration is committed to having a highly participatory process involving managers and staff. Sara Laughlin and managers will review proposals when received and present recommendations to the Board. Steve Moberly asked if any in-state companies were sent the RFP. Kyle and Sara noted that they had found no local and very few Midwestern companies that had worked with libraries. Kyle stated her hopes that the study will bring clarity about library positions and clarity about career paths and that the compensation side is not the over-riding interest. The study will focus on the job, not the individual. The RFP is very broad with essential parts as well as a “wish list” in that we want it to be a “living effort” that can be applied in the future. Randy Paul queried whether part of the goal is to correct short-comings from the 2000 study. Sara confirmed that it is one of the goals. Randy requested a copy of the 2000 study.
Scott Hunt presented revised plans for the Ellettsville Addition. One specific change was to the windows on the west side, making them relate better to the rest of the building and to the whimsical theme of kite shapes and the roofline. Steve Moberly asked how well the addition will blend with the original building. Scott Hunt said the same materials will be used (stone, glass color, roofing) and will blend very well while the different roof lines will add interest. Sara Laughlin noted there has been some question as to whether the addition is the legal limit (250 ft.) from Kenny’s Tavern. Mickey Needham said the Town Planner believes it is okay. Sara requested confirmation before the town meeting is held. Sara also requested information on meeting LEED (Leadership in Energy and Environmental Design) standards in addition to building a “green” building. Scott Hunt felt that LEED standards can lead to increased costs, perhaps by as much as 10%. Sara requested that the LEED issue be explored as we may be close to meeting the standards anyway and staff is very interested in the issue. Debra Sparks discussed the building interior stating that it will have increased shelving, more light, and soft seating. She will present two or three color selections to staff and then work with them on selection. A display board was provided for display at the Ellettsville branch. Sara Laughlin stated that she recently visited the Cerritos Library in California and has photos that may present good ideas. The open house is scheduled for August 19 and it was decided to hold one at the main library on the same day.
Steve Moberly asked if the Board will have a meeting at Ellettsville this year. It was confirmed that the meeting will be in October.
Steve Moberly queried whether the 2007 library annual report has been completed. Sara Laughlin responded that we will be working on it very soon.
Pam Wasmer, Collection Services Manager, commented that she firmly supports pay increments and that it presents a definite problem when long-term employees make the same as new hires.
The meeting adjourned at 7:39 p.m.
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Updated:
August 22, 2008
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