Wednesday, January 14, 2009
Tom Bunger and Antonia Matthew.
President John Walsh called the meeting to order at 5:50 p.m.
Sara Laughlin explained that the request is for a routine transfer at year-end in order to balance all line items within each fund. Funds are transferred from underspent line items to overspent line items. The Operating Fund transfers total $198,910; the Library Capital Projects Fund (LCPF) transfers total $19,770; and the Library Improvement Reserve Fund (LIRF) transfers total $26,950.
Randy Paul asked if there is still money left in some of the underspent funds. Sara Laughlin said that approximately $100,000 was left in the Operating Fund and has been carried forward as a lump sum.
Steve Moberly requested information about the overspent line items. This information will be provided at the regular Board meeting on January 21.
John Walsh asked whether we were aware of the over- and under-budgeted items when the 2009 budget was prepared. Sara Laughlin stated that administration worked with the best numbers available at the time.
Randy Paul asked about the status of the Associate Director position. Sara Laughlin reported that she has thought about the position and discussed it with managers to determine what is needed in the position. Once a clear understanding is reached and the job description updated, Administration will post the position.
Sara Laughlin explained that this resolution is no longer necessary since a tax settlement in the amount of approximately $3 million has been received.
Steve Moberly asked if this amount was the expected amount. Sara Laughlin explained that it was about $100,000 less than budgeted, but within the usual range. Bonnie Estell explained that about $50,000 of the underpayment was due to unpaid property taxes and $50,000 was due to the Department of Local Government Finance (DLGF) reduction.
Sara Laughlin explained that this is a routine procedure which will allow access to tax draws from the County as funds are available prior to the regular tax settlements.
Sara Laughlin explained the calendar for the capital projects fund. Although the County Council has until July 31 to approve or reject the Library Capital Projects Fund request, the Library Board must approve it for submittal by May 15, which is before the May 20 Board meeting date. It is necessary for the library to advertise it at least 10 days prior to the April board meeting, so the Board will have February and March work sessions in which to discuss the plan. Sara has asked managers if any are interested in working on the project. She plans to have a draft plan for discussion at the February work session.
Sara Laughlin reported that neither the City nor the County contract has been received yet. Both will have the same terms with perhaps slightly higher amounts.
Sara Laughlin presented a report prepared by consultants Denise Shockley and Charr Skirvin. The study was originally part of an RFP for a Strategic Plan. The contract was awarded to Sara Laughlin’s consulting firm. She began work, but discovered at about the same time that the State Library was funding a similar study and, after discussion with Director Cindy Gray, decided to await that report before proceeding with the valuation portion of the study. Subsequently, Sara was appointed interim director of the library and Shockey and Skirvin took over the project. Sara Laughlin’s firm received no money for the project.
Sara Laughlin called attention to page 9, Cost-Benefit Analysis 2006, noting that cost/benefit analyses have been attempted in the past by various groups. A recent article noted that comparisons have shown the Indiana study to have the most conservative values attached to services. The Shockley study shows that taxpayers received $1.68 in value for every $1 invested in the library. When considering only property tax dollars, for every $1 invested, $2.71 in value is received. Sara reported that the consultants also produced a spreadsheet where numbers can be plugged in to compute return-on-investment for 2007 and 2008.
Randy Paul asked which number the library would use for the County Council. Sara thought the $1.68 number was best, noting that she would not want to mislead people. Sara also stated that the criteria used was the same as that used at the state level with the exception of adding a value for the grant money and volunteer hours.
Sara also noted that many valuable services were not included in the report, such as VITAL, CATS, in-house uses of all kinds (books/ magazines/newspapers read on site, restrooms, pay phones, copiers), and customized services such as holds, requests to purchase, interlibrary loan, and homebound and jail services.
Steve Moberly asked if the reason these items were not included is that information was unavailable. Sara stated that it is difficult to assign a value to these services.
Steve Moberly commented that the Children’s Summer Reading program was also not included. Sara stated that currently this program is included in the library statistics for programming.
Randy Paul asked about how best to use the report since it has two different sets of numbers and many exclusions. Sara felt that the report is still a valid report.
Fred Risinger noted that he was somewhat surprised and somewhat disappointed by the report and mentioned, in particular, the “repair public image” item. Discussion ensued regarding the timing of the report. Sara felt that the interviews were held following a very rocky period in library history and that we have come a long way in repairing the library image. Fred Risinger felt the report was not a statistically valid study. Fred Risinger also commended Sara on a recent radio interview.
Steve Moberly suggested sharing the report with the Friends of the Library since a recommendation was made regarding hiring a development person.
Randy Paul suggested that the report be forwarded to the Long-range Financial Planning Task Force and asked if there has been any movement on forming the Task Force. Sara explained that year-end business has been time consuming but she plans to move forward with the Task Force soon.
John Walsh stated that he and Fred Risinger are willing to continue as president and vice-present respectively. He proposed David Ferguson as Treasurer and Steve Moberly as Secretary. Election will be held at the regular January board meeting.
Sara Laughlin announced that a new board member has been appointed by the Richland-Bean Blossom School Corporation. The appointee is Melissa Pogue, director of The Edge Alternative School in Ellettsville.
Antonia Matthew commented that she had watched recent meetings on tape and thanked CATS for their help in locating and setting up the tapes for her. She also expressed thanks to the Facilities Department for their excellent job of keeping the sidewalks clear. Ms. Matthew also commented on the meeting where Randy Paul asked about union negotiations. Ms. Mathew stated that as a member of the public she has confidence in the negotiators and staff; that she doesn’t believe they are meeting more or less often than necessary; and that she trusts that they will be responsible in terms of expenses. She felt that it is standard procedure for progress announcements to be kept to a minimum. Ms. Matthew also expressed the hope that the board will work together to allow members to express their thoughts without interruption. Lastly, she hoped that the public will be kept informed when the Main Library renovations begin.
John Walsh thanked Ms. Matthew for her comments.
The meeting adjourned at 6:40 p.m.
Contact
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Updated:
January 30, 2009
° http://www.monroe.lib.in.us/board/200901wrk.html
