Wednesday, January 21, 2009
Meeting Room 1B &1C
Tom Bunger, Rita Lichtenberg, Antonia Matthew, Melissa Pogue, and Mercy Rodriguez.
President John Walsh called the meeting to order at 5:45 p.m.
The consent agenda (minutes of Dec. 17, 2008 Board Meeting; minutes of Dec. 29, 2008 Board Meeting; minutes of Jan. 14, 2009 Work Session; monthly bills for payment; monthly financial report; personnel report; and Board calendar) was presented for approval.
Randy Paul asked about the Special Revenue Budget and the $1,000 Legal Services budget line. Bonnie Estell explained that the Special Revenue Fund is revenue such as CATS funding and the legal services budget line is for CATS-related matters.
Randy Paul noted that $11,588 was spent for legal representation in 2008.
Randy Paul apologized for his role in the heated discussion regarding attorney fees at the December board meeting. He stated that his main objective is transparency and accountability of the Board.
Sara Laughlin stated that the amount of money spent on the negotiations is public information, but progress on negotiations is confidential.
Steve Moberly pointed out that of the $80,000 budgeted for legal services in 2008, $11,588.76 was spent, leaving a balance of $68,411.24.
Penny Austin stated that she hopes the library is looking at practices to cut back costs in utility bills. Sara Laughlin assured the board that staff tries to be mindful of costs, but noted that because library usage is soaring the doors are open more frequently, etc.
Fred Risinger commented that the increase in library patronage is a national trend with some of the increase attributed to people searching for employment information. Sara Laughlin stated that, since the library moved all jobs-related materials to one area, usage has increased. Also, all computers were in use at a recent Work One Night session.
Dave Ferguson asked about the CATS budget and whether AT&T’s entry into cable television has been a loss or gain to CATS.
Michael White explained that since March 2007 ATT has been paying franchise fees to the City of Bloomington and these fees are included in the total revenue when negotiating the contracts with the City and County. Michael reported that none of the six local access channels are cablecast on the AT&T system even though it is required by law.
Dave Ferguson felt that a complaint should be made to the Indiana Utilities Regulatory Commission and suggested additional discussion later in the meeting.
Steve Moberly moved; Fred Risinger seconded approval of the consent agenda as presented. Motion carried unanimously.
Sara Laughlin called attention to the quarterly circulation report noting that the library has broken its own circulation record for the 11th consecutive year. 2008 circulation showed a 9.6% increase over 2007. This increase has been achieved without increased budget, hours, or staff, but rather through a series of process improvements. She commended the staff for these accomplishments.
Randy Paul asked what happens to discarded books. Sara Laughlin explained that unless the item is totally worn out, it is sent to the Friends bookstore first and then on to the quarterly clearance sale. If not sold at the clearance sale, the item may go to the jail collection, be sold to used book dealers, or given away. Randy Paul thought perhaps school media centers could benefit from the discards. Sara felt that if the items are withdrawn because they are not current or are worn out we would not want to pass them on to the schools. She will investigate the matter.
Sara Laughlin presented three resolutions for Annual Transfers of Appropriations: Operating Fund transfer in the amount of $167,810; Library Capital Projects Fund transfer in the amount of $19,770; and Library Improvements Reserve Fund transfer in the amount of $26,950. Sara explained that the Operating Fund transfer is less than the amount discussed at the January work session due to an internal posting error (the salary of one employee was posted to the supervisory line rather than the employee line in which it was budgeted; that correction has been made).
Steve Moberly asked if the $62,200 overspent in line 35200-Electricity was due to a rate increase and whether the library is doing everything possible to cut costs. Bonnie Estell confirmed that the excess was due to a rate increase and stated that the library and the Lean and Green committee are seeking ways to control costs. Sara Laughlin felt that the replacement of the HVAC controllers should help to alleviate some of the costs. The Lean and Green committee will investigate the effects of lowering the thermostats a couple of degrees in the winter and raising them a couple of degrees in the summer.
Steve Moberly asked about the $43,400 overspent in line 12400-Employer Contributions/Insurance. Bonnie Estell explained that the amount includes an increase in premiums plus pre-payment of January 2009 insurance (13 months paid in 2008 instead of 12).
Steve Moberly thanked Bonnie Estell for explanations provided in the Board packet.
John Walsh read into the record the Operating Fund Transfer Resolution in the amount of $167,810.00. Penny Austin moved; Dave Ferguson seconded the resolution. Motion carried unanimously.
John Walsh read into the record the Library Capital Projects Fund Transfer Resolution in the amount of $19,770.00. Penny Austin moved; Dave Ferguson seconded approval of the resolution. Motion carried unanimously.
John Walsh read into the record the Library Improvements Reserve Fund Transfer Resolution in the amount of $26,950.00. Penny Austin moved; Dave Ferguson seconded approval of the resolution. Motion carried unanimously.
Sara Laughlin distributed a Revenue/Expense Statement with Fund Balance (Modified Accrual Basis) for 2008. The statement shows the beginning balance of each of the library’s funds at beginning of 2008, actual revenue received, actual expenditures, revenue over/under expenses, and ending fund balance. $109,433 was added to the fund balance at year-end bringing the total ending fund balance to $1,104,641. These funds are used to offset operating expenses until the first tax draw in July. The State Board of Accounts recommends a six-month cushion.
Sara Laughlin presented for approval a letter to the Monroe County Treasurer requesting advance tax draws as funds become available. Steve Moberly moved; Janice Stockton seconded approval of the request for advance tax draws. Motion carried unanimously. The letter was signed by President John Walsh.
Contract has not yet been received. Item deferred to later date.
Sara Laughlin discussed “The Value of Library Services” consultants’ report that had been presented at the January 14 work session. Sara clarified that the “return on investment” figure for every tax dollar spent was $1.68 in services (based on 2006 data).
Penny Austin noted that it is a very conservative estimate considering the increased circulation and the services that are not included in the report, such as CATS and VITAL. Sara Laughlin added that there are many intangibles not included and discussed the various methods used in studies to determine values of services.
Randy Paul, referring to a handout prepared a few years ago, suggested that a similar handout be prepared using current figures. He felt the library should promote and market itself throughout the year and not just at budget time. Sara Laughlin will work on a handout using 2008 numbers.
Sara Laughlin explained that, in order to hold over 2008 budget funds and have them available in 2009, the funds must be encumbered. She presented a resolution to encumber 2008 funds in the amount of $229,845. The funds to be encumbered are:
Randy Paul noted that in the future it would be easier if items were separated into individual resolutions rather than combined. He said that he supports three of the items but has problems with the HVAC encumbrance because he felt it was moved up on the schedule solely to “get around” the Monroe County Council review.
Randy Paul moved that the Harrell-Fish, Inc. encumbrance in the amount of $139,900 be considered as a separate resolution.
Steve Moberly stated that without additional resolutions the items could not be separated and suggested proceeding as written.
Having received no second, Randy Paul’s motion to separate the encumbrances failed.
Steve Moberly moved; Fred Risinger seconded approval of encumbrances in the amount of $229,845 as presented. Roll call vote: Risinger, yes; Moberly, yes; Walsh, yes; Austin, yes; Ferguson, yes; Paul, no. Motion carried 5-1.
Penny Austin presented the proposed slate of officers for 2009: John Walsh, president, Fred Risinger, vice-president, Steve Moberly, secretary, and Dave Ferguson, treasurer. Penny Austin moved; Janice Stockton seconded approval of the 2009 slate of officers. Motion carried unanimously.
Josh Wolf and Becky Daniel presented a Children’s Department update focusing on the Children’s Reading and Math Team. In 2009 the department hopes to strengthen its relationship with schools and other agencies and to develop a tutor training program.
None.
Dave Ferguson proposed a resolution to the Indiana Utilities Regulatory Commission regarding AT&T’s treatment of library access channels.
Michael White stated that AT&T is not currently carrying public access channels, even though required by law, and from all accounts wants to put public access channels in a secondary menu and with approximately half the resolution of other channels. Michael suggested that the resolution request 1) that AT&T carry the access channels as required by law; 2) that they be transmitted at equivalent resolution to other programming; and 3) that they be given equivalent placement. Michael will help draft the resolution and/or letter. Michael reported that State Representative Matt Pierce is working on this case.
Dave Ferguson moved; Steve Moberly seconded authorizing the staff to draft a letter and/or resolution on behalf of the library to be sent to the Indiana Utilities Regulatory Commission with copies to Matt Pierce and the City of Bloomington Telecommunications Committee. Motion carried unanimously.
John Walsh noted that this was the last board meeting for Janice Stockton whose term has expired. He thanked Janice for her excellent service and presented her with a plaque in honor of that service.
Janice Stockton stated that her four years on the Board have been very rewarding and life-enriching and stated that she would have enjoyed a second term on the Board had her life circumstances been different.
Janice Stockton introduced Melissa Pogue as the newly appointed Board member from Richland-Bean Blossom School Corporation.
None.
The meeting adjourned at 7:05 p.m.
Contact
Us Monroe County Public Library, Monroe County, Indiana ° (812)349-3050
Updated:
February 27, 2009
° http://www.monroe.lib.in.us/board/200901min.html
