Wednesday, January 14, 2009
Tom Bunger.
President John Walsh called the meeting to order at 5:45 p.m.
Sara Laughlin presented preliminary information on the 2010-2012 Capital Projects Fund. Sara explained that the Capital Projects Fund budget is prepared as a three-year plan and presented to the Monroe County Council each year for approval of the following year’s funding only.
Proposed for year 2010 are: $185,154 for completion of the main library renovation; $200,000 for purchase of new bookmobile; and $125,000 for computer-related purchases. Sara explained that the bookmobile purchase was originally slated for 2009 but has been moved forward to 2010. The funds for computer-related purchases are for ongoing technology purchases with approximately $75,000 for the library and $50,000 for CATS.
Proposed for year 2011 are: $345,560 for materials handling system; $125,000 for computer-related purchases; and $60,000 for allocation for future projects (hold over for 2012).
Proposed for year 2012 are: $486,782 for new branch site and $125,000 for computer-related purchases.
The amounts available were estimated by adding 4% each year to the funds approved for this year. The County Council will be approving one year only (2010).
John Walsh noted that the bookmobile is a good thing in that it is one of the main ways to reach the entire county. He suggested highlighting it and having Chris Jackson speak at the Council hearing.
Melissa Pogue asked when the plan would go to the County Council. Sara Laughlin explained that it must be submitted by May 15. The library will advertise in April and hold the public hearing at the regular April meeting.
Steve Moberly commented that this is the fourth time the library has presented a Capital Projects Fund request to the County Council. The first request was not approved, but the other two have been approved. Sara Laughlin added that there is no limit to the number of year a library can receive Capital Projects Funds.Sara Laughlin presented a proposed change to Section 5.8 of the library personnel manual. This change updates the policy with regard to employee use of computers, computer files, e-mail system, and software. The proposed revision emerged from discussions at employee forums and updates policy that is several years old. The update clarifies that all library computers, email, etc. are for library use during work hours, but allows employees to use library computers for personal use on breaks or before/after work, as long as the use does not interfere with work uses.
Steve Moberly asked if this policy applies only to employees or to the public as well. Sara confirmed that it applies to employees only.
Legal counsel Tom Bunger will review the wording before action at the regular board meeting.
Sara Laughlin presented information on a requested policy update for the Fine Option Program for Children. The current policy allows patrons age 14 and over to do volunteer work in lieu of some fines and fees but has no provision for children. The proposed policy would allow patrons under the age of 18 to enroll in a reading/literacy program in lieu of payment. Credit would be earned though each use and return of designated library material and applied to reduce library fines and fees.
Josh Wolf (Children’s Department Manager) noted that this idea was originally initiated by Penny Gillie (Ellettsville branch librarian) in 2006 but had not moved forward. Josh noted that late fees are not charged on children’s materials and that fees are incurred only for lost items or adult items which the child checked out or when a child’s card was used by a parent to check out items. The goal is to encourage responsibility but not make late fees become a “life sentence” and deterrent to library usage.
Steve Moberly asked why the dollar amount ($5) had been removed from the adult portion. He worried that different staff members would offer different fee remissions. Bara Swinson, Circulation Department Manager, explained that the committee felt that it made sense to keep the policy more general so as to not require frequent updates as costs change.
Fred Risinger suggested including a sentence stating that the child will need to discuss the book with staff after reading. Josh Wolf clarified that the procedural manual is very detailed and contains such a sentence. Sara Laughlin will ask the staff team to look at the procedures to be sure everything is clear.
Randy Paul noted that VITAL has cases where adult learners have long-standing fines and cannot check out items. He felt that a program allowing VITAL learners to read off fines rather than volunteering would be a good plan. John Walsh concurred.
Steve Moberly stated that he would prefer to have the adult volunteer time linked to a specific monetary value. Sara Laughlin thought the monetary amount was stated in the procedures and will verify.
Fred Risinger felt that if the procedures were specific it would be acceptable to leave the actual policy more general. Sara Laughlin will check with the committee.
Bara Swinson felt that Randy Paul’s suggestion regarding VITAL was an excellent suggestion but would prefer to get the Children’s plan into operation before the summer reading visits to schools and then consider extending it to VITAL.
Sara Laughlin noted that a copy of the 2008 annual report to the Indiana State Library was included in the board packet for informational purposes. Sara’s goal is to streamline data collection efforts to cut down on the amount of time required for such compliance reporting, in order to find more time to study data and use it for making improvements. The staff will be looking at software she saw demonstrated at the American Library Association meeting.
Randy Paul asked about costs of such software and whether other libraries are using it. Sara estimated the cost to be about $5,600 and confirmed that it is in use by other libraries. She feels it would save much more than its cost in terms of staff hours currently required to compile the data. Randy Paul felt that if it could free up staff time for other work it would be worth investigating.
Sara Laughlin answered questions about the annual report. Discussion ensued regarding Public Library Access Cards (PLAC), interlibrary loan, and reciprocal borrowing. Sara briefly discussed a recent meeting with the director of the Bedford Public Library. Their Judah Branch is located about one mile south of the Monroe County line and they have requested a reciprocal borrowing arrangement. There may also be a good opportunity for an arrangement that would benefit both northern Lawrence County residents and southern Monroe County residents.
Sara Laughlin presented reports on Market Value of Core Services for 2006, 2007, and 2008. She noted that when she added the values for section 3 to the 2006 report, the market value for 2006 services was $1.77 instead of $1.68 as shown in the 2006 consultant report recently presented to the board. Including these values, the market value for 2007 was $1.84 and for 2008 it was $1.90.
Randy Paul asked whether we are promoting these numbers. Sara noted that Margaret Harter, Community Relations, was working on a promotional handout. Randy Paul noted that he has seen higher values for other libraries. but since we are just trying to give the public an idea of what we’re providing, he thinks it is reasonable to be conservative.
Penny Austin noted that she is in favor of “touting our stuff” and suggested that the “priceless” services not included in the valuation that Sara noted at the Board meeting in January be shown on the same informational sheet even if listed simply as “priceless services.”
Sara Laughlin presented a resolution urging the Indiana Utilities Regulatory Commission to take action regarding AT&T’s lack of compliance in telecasting public access channels. The resolution urges compliance in three areas: 1) that AT&T telecast the six local public access channels; 2) that the channels receive equivalent placement to local broadcast channels; and 3) that the channels receive full-bandwith transmission equivalent to other local broadcast channels.
Michael White thanked the board for their interest in this matter and applauded Sara Laughlin for crafting a concise resolution.
Steve Moberly suggested that “PEG” be initially clarified as “Public, Educational, and Governmental” access channels in the heading with the acronym used thereafter in the document. He also suggested that the wording “wishes to make three requests” be replaced with “hereby resolves to make three requests.”
Fred Risinger suggested that the document be sent to the Monroe County Commissioners as well as to the Utilities Regulatory Commission and the Bloomington Telecommunications Commission. John Walsh added that likely any governmental unit that counts on CATS to televise their meetings would be interested. Sara noted she had also added Rick Dietz, City of Bloomington, to the distribution list.
Legal counsel Tom Bunger will review the resolution before it is presented for action at the regular board meeting.
Sara Laughlin presented the cooperative services agreement with El Central Comunal Latino, noting that it is the third such annual contract. Sara had asked Marines Fornerino, El Centro’s representative, to speak to the board but Marines has since resigned. Sara noted that Marines was a fabulous networker and huge library supporter and will be missed. A representative from El Centro will address the board at the meeting next week.
Randy Paul added that VITAL has had a very positive relationship with Marines Fornerino and El Centro.
Fred Risinger noted two typos in the contract: 1) Section 3.0 #7 – “supplies” instead of “supplied”; 2) Section 3.0 #7 states El Centro will provide its own supplies, equipment and furniture but is contradicted by Section 4.0 # 4 which states that MCPL will provide equipment and furnishings as needed. Sara will make both corrections before next week, when the contract will be an action item.
Sara Laughlin reported that a clerical error in the 2008 budget form submitted to the Department of Local Government Finance (DLGF) will require action at the regular board meeting. $80,000 budgeted for Legal Services was inadvertently shown on the line item Engineering & Architectural Fees. The amount was in the correct budget category but on the wrong line. The error was made only on the budget form sent to DLGF and not on any other budget documents. A transfer of funds to correct the error will be required and will an action item on the February 18 board agenda.
None.
Meeting adjourned at 7:07 p.m.
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