Wednesday, December 10, 2008
Tom Bunger and Antonia Matthew.
President John Walsh called the meeting to order at 5:45 p.m.
Sara Laughlin explained that the 2009 salary schedule is the same as discussed at budget time. The schedule includes a 2.3% cost of living increase as well as a .7% increment for employees on the payroll as of January 1, 2009.
Penny Austin asked how this salary schedule relates to the Singer Group Compensation Study. Sara Laughlin explained that the Singer recommendations are expected by mid-year 2009 for implementation in 2010.
Sara Laughlin announced that two local contractors were the lowest bidders for the Ellettsville project; however, both bids were higher than the budgeted amount. Odle McGuire Shook is working with the lowest bidder to make adjustments and bring the cost within the budget. Sara said she expects a recommendation soon and requested deferring an administration recommendation until the December 17 board meeting.
Sara Laughlin reported that the bids for the HVAC repair were opened on Tuesday, December 9. A local company, Harrell-Fish, Inc., had the lowest bid at a cost of $139,900. This is lower than the budgeted amount of $160,000. Penny Austin asked whether this is for a new system or for repair. Sara Laughlin and Mark Mobley explained that the bid is for the replacement of the controllers in the system. Many controllers are not working in the current system; they are obsolete and cannot be replaced. All controllers will be replaced and the computer software upgraded. Harrell-Fish, Inc. is a Honeywell authorized maintenance company. Randy Paul asked whether this is an upgrade in technology and whether there is a secondary market for our old controllers. Sara confirmed that it is an upgrade in technology and promised to explore secondary markets. She added that upon acceptance of the bid, repair work would start on January 4 and be completed by March 15. Penny Austin asked whether any library closings will be necessary. Mark Mobley stated that the work will be done during library hours with minimal disruption and closings should not be necessary.
Sara Laughlin reported on the search for an architect for the Main Library Renovation project. Thirteen Requests for Proposals were sent out to local firms and other Indiana firms with experience in designing and renovating libraries. Seven proposals were received, three from local firms and four from firms based elsewhere in Indiana. The renovation team (Steve Backs, Ned Baugh, Mark Mobley, Bara Swinson, Josh Wolf, Jim Gossman) along with Board members Penny Austin, Randy Paul, and Fred Risinger and Director Sara Laughlin reviewed the proposals and selected three to interview. The firms were interviewed on December 8 and 9. All three firms cautioned that the projects included in the list of priorities would likely exceed the $760,000 in available funds. It was suggested that the Library create a master plan with phased implementation, put preliminary estimates on all pieces, then decide which it could afford immediately and which could be delayed for future funding.
Following the interviews, the team met to make a final recommendation. It was their unanimous decision to recommend Woollen Molzan and Partners. Woollen Molzan has significant experience in designing and renovating public and academic libraries. Their designs have won national awards and have been widely recognized. They have good ideas for increasing flexibility and defining areas for different audiences. They presented a good example of a timeline for facilitating input from the public and from staff. Their fee was also among the lowest (7.5% of the $760,000 project costs or $57,000).
Steve Moberly asked whether Woollen Molzan was the firm used by the Indianapolis Central Library. Sara confirmed. Randy Paul noted that he had been hoping the job would go to a local firm, but he felt it was a very open process and that local firms were given the opportunity to bid, with one local firm making it to the final three. He concurred with the team recommendation to hire Woollen Molzan.
Discussion ensued regarding whether Woollen Molzan would make a presentation to the Board. The consensus was to wait until the project was underway.
Sara Laughlin noted that it is necessary to update two sections in the personnel manual to provide correction of an omitted grandfathered clause for 30-hour employees who retain classification as regular full-time employees. The library has one employee in this category.
Steve Moberly asked whether this was a closed group. Sara confirmed and noted that it applies only to employees hired prior to January 1, 2005. Anyone hired for or moving to a 30-hour/week position now would not be eligible for full-time benefits. John Walsh suggested a legal review by Tom Bunger.
On a related matter, Randy Paul asked if the Library was on track with health insurance enrollment. Kyle Wickemeyer-Hardy stated that enrollment has been completed with 36 employees selecting the high deductible plan with Health Savings Account (HSA) option. Part-time employee enrollment has increased somewhat and there will likely be a few more after employees reach the required months of employment for coverage.
Randy Paul presented a resolution honoring Cathy Rogers, recently deceased, who had coordinated the Volunteers in Tutoring Adult Learners (VITAL) program at Monroe County Public Library for 20 years as well as working at the state and national level to promote literacy efforts. He felt her contributions were invaluable. He also commended Sue Murphy, current VITAL coordinator, for doing such an excellent job.
Sara Laughlin reported that Randy Paul had originally suggested the need for a Long-term Financial Planning Task Force. Steve Moberly had suggested some viable names. Both Mr. Moberly and Mr. Paul had responded to Sara’s timeline by suggesting a September 30 deadline rather than April 30. Sara noted that several names have been suggested but she invited Board members to suggest additional recommendations.
Steve Moberly noted that the April deadline was not realistic since the state legislature adjourns in April and there may be new laws, changes, and revisions to consider. Mr. Moberly also noted that there are many important items to consider, including what will happen when the bond issue is paid off, the effects of the downturn in economy, and imposition of local property tax caps.
Randy Paul noted that this may be an occasion to seriously consider hiring a consultant to work with the task force, depending on the expertise of the group.
Randy Paul requested an update on where the library is with regard to union negotiations, how much has been spent on lawyer fees, and whether there has been any attempt to cut costs on lawyer fees.
Randy Paul commented that he was pleased that the roof repair seemed to go smoothly without too much disruption. Sara Laughlin commented that it had gone well considering how many bad weather days we experienced. She noted that the final inspection had been completed.
Sara Laughlin noted that she will submit the 2009 holiday closing schedule for approval at the December 17 meeting. There are no changes to the schedule.
None.
Meeting adjourned at 6:25 p.m.
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December 19, 2008
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