Wednesday, October 8, 2008
Tom Bunger, Antonia Matthew.
President John Walsh called the meeting to order at 5:47 p.m.
Sara Laughlin reported that seven bids were received for the roof repair with the bid from Quality Roofing Services, Inc. (Indianapolis) being the lowest ($107,000 plus an alternative upgrade in insulation for $4,000 and a possible $2,000 deduction if the ballast protection mat can be eliminated). Randy Paul asked whether any local bids were received. Sara noted that two local bids were received (B&L Roofing and Steve’s Roofing). Randy Paul asked if cost was the only factor considered and the proposed time frame. Sara noted that the library is required to accept the lowest and best bid. The work should begin on November 8, 2008, and should be substantially completed in 30 days.
Randy Paul noted that the need had previously been discussed for long-term financial planning in light of impending loss of approximately $500,000 in operating funding when the bond is paid off. He felt that if the library handles short-falls only by cutting expenses it would lead to staffing cuts and that it would be preferable to offset tax cuts with new revenue. He suggested a task force comprised of board members, community members, and staff and hoped that it could be assembled in the next 30-90 days. John Walsh concurred and noted that Steve Moberly is interested and will have good input, but will not be at the October Board meeting. Fred Risinger felt that that Randy Paul had expressed the need well.
Sara Laughlin added that an early draft of the Strategic Plan had been distributed at this meeting and that increasing funding from non-tax sources is included. She also reported that she had seen a draft of the valuation study report including interviews with community leaders. Most felt that the library could raise $100,000-$150,000 a year, while some expressed some concern about competing with non-tax funded agencies for funding.
Kyle Wickemeyer-Hardy reported that the Health Care Task Force convened in May. The task force realized that there are both short-term and long-term needs with regards to health care coverage. Regarding short-term needs, existing coverage has been reviewed; employees have been surveyed; and eight requests for bids for health insurance coverage have been sent out by the R. E. Sutton. The task force is working with a tight timeline in that enrollment should be completed by early December in order to not delay coverage, especially if a new carrier is selected. The task force will meet on October 9 for a final prioritization of needs; on October 22 potential carriers will be interviewed; and on November 6 benefit offerings will be finalized. Education of the staff on any new alternatives must also be accomplished before the enrollment period. Recommendations will be presented to the Board at the November work session. Kyle noted that Richard Sutton, the library’s insurance broker, is predicting about a 20% increase in premiums.
Kyle reported that among long-term issues to be examined in coming months are: defining a benefit philosophy for the library; assessing the impact of different plans; evaluating coverage for part-time employees and whether we are providing a service or a disservice for them (e.g., many part-time employees cannot afford the library plan yet the fact that it is offered to them precludes them from qualifying for the state plan); evaluating other possible brokers and agents; evaluating whether acquiring coverage as part of a larger group is really a cost benefit to us; evaluating long-term and short-term disability coverage; and evaluating including an Employee Assistance Program (providing access to mental health counseling as well as financial and legal advice).
John Walsh noted that the Board must be careful to limit the agenda items for the November work session in order to devote ample time to the health care issue. Sara Laughlin noted that she had intended to discuss the Strategic Plan at the November work session but that it could be rolled over to December if necessary. Fred Risinger queried whether staff will be able to make recommendations on the health care issue. Kyle responded that the employee survey provided input from staff.
Sara Laughlin stated that currently the library belongs to two groups with whom the Library can seek group coverage (Chamber of Commerce and Indiana Library Federation). Currently we are covered with the Chamber. 50% of the rate is based on the individual group and 50% on the collective group. Dave Ferguson felt that generally larger groups can level out the pricing. Randy Paul noted that Anthem has made money on the library’s group in four out of seven years. He felt that we have increased leverage with Anthem this year due to the number of bid requests sent out. Dave Ferguson recalled that MCPL insurance claims had remained rather flat until 2006 which was a high-claims year. Anthem kept the rate the same even after that year to retain the MCPL account. The library was not hit with a large increase until the current year.
Randy Paul queried how much detail the Board would like to see in the Task Force’s recommendation. John Walsh felt that a summary of what the task force is recommending with any changes from last year’s coverage highlighted and any budgeting changes highlighted.
John Walsh thanked the Health Care Task Force and staff for their fine work.
Randy Paul requested that the Board consider revising its structure for public comments at board meetings. He suggested a format similar to Bloomington City and Monroe County that would allow 15 minutes at the beginning of each meeting for public comment, limiting each speaker to three minutes. In addition, public comment would be permitted after each agenda item before the vote and no public comment would be taken at the end of the meeting.
Dave Ferguson recalled that a consultant had recommended moving public comment to the end of the meeting so as to avoid any “derailing” of the board and agenda.
Randy Paul noted that he, Penny Austin, and Janice Stockton represent the school boards and he would rather give parents an opportunity to speak earlier in the meeting and then go home to their families. He felt that public input at the beginning of the meeting and with each agenda item shows respect for the people who are involved.
Dave Ferguson noted that the consultant also recommended that people go through the proper channels before coming to the Board.
John Walsh noted that the Board manual states that the Board will listen to but not respond to public comments and felt that if public comments are moved to the beginning of the meeting the Board should follow that policy to avoid derailment. Fred Risinger had no objection to hearing comments at the beginning but not with each agenda item. He felt that if the comment concerns the agenda it should be considered, and, if not, it should be heard and taken into consideration at a later time.
Fred Risinger asked Antonia Matthew, an interested member of the public, for her opinion. Ms. Matthew noted that at City of Bloomington meetings, the first 15 minutes of each meeting is set aside for public comment on matters not on the agenda and comments on agenda items are considered at the time of each agenda item. She felt that this system worked well.
Dave Ferguson noted that the City has different issues such as remonstrances and petitioners and that for the library it seems to be an ineffective way of dealing with issues, preferring, instead, that concerns be taken through the proper channels first.
Sara Laughlin felt that most of the public comments have been agenda related.
Janice Stockton noted that the RBB school board takes public comment at the beginning of the meeting and but not with each agenda item.
Fred Risinger felt that the work sessions are public and allow plenty of time for public comment. He felt that the public has ample opportunities for contacting the board either through meetings, emails, or phone calls. He stated that he is willing to discuss alternatives but does feel that the Board provides ample opportunity for input.
Randy Paul agreed that there is ample time for input but felt that moving comments to the beginning of the meetings would save time for the public.
Janice Stockton agreed that the Board has allowed ample time for public input and that the Board has always been transparent.
Sara Laughlin noted that of 3,000 local units of government in Indiana only about 15 have television coverage and most of those are in Monroe County.
John Walsh stated that there is no perfect way to handle public input, but he is willing to try different approaches.
Sara Laughlin reported that the strategic plan is close to final draft form. There has been much community input in the form of focus groups and the community survey. The survey was statistically sound and overwhelmingly positive. The key roles and goals have not changed. The next step for Administration is to share the plan with staff on Staff Day, October 13. Sara felt that the mission statement would be used every day by the library. Randy Paul asked about the time line. Sara stated that she hopes it will be adopted before submission of the MCPL annual report to the State Library at the end of January. She would like the Board to review the draft copy and comment by October 18. The Plan will be formally submitted in November, but the Board could delay until December. Randy Paul suggested that if necessary the Board could have a special work session for the health care issue or the strategic plan.
Kyle Wickemeyer-Hardy announced that a special Board work session is planned for Monday, October 27, at 5:45 p.m. in the Board Room. Representatives from The Singer Group will be here to discuss the process and receive input.
Sara Laughlin announced that the October 15 Board meeting will not be held at the Ellettsville Branch as previously planned. The meeting will be held at the main library in Meeting Room 1B. There will be a presentation on the Ellettsville addition. The November meeting will be in Ellettsville.
Antonia Matthew stated that she believes public comment at the beginning of the meeting as well as with each agenda item is a good idea.
The meeting adjourned at 7:15 p.m.
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November 26, 2008
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