Wednesday, March 23, 2009
Meeting Room 1B &1C
Tom Bunger, Rita Lichtenberg, Antonia Matthew, and Will Murphy.
President John Walsh called the meeting to order at 5:50 p.m.
The consent agenda (minutes of Feb. 18, 2009 Board meeting; minutes of March 11, 2009 Board work session; monthly bills for payment; monthly financial report; personnel report; Board calendar) was presented for approval.
Steve Moberly was concerned about the validity of the March 11 work session as there were only three board members present. Attorney Tom Bunger felt that since it was a work session rather than a regular board meeting it was not an issue.
Steve Moberly moved; Randy Paul seconded approval of the consent agenda as presented. Motion carried unanimously.
Sara Laughlin announced that the library has been awarded a $21,000 grant from the Indiana State Library for a digitization project with the Monroe County Historical Society. Photos, ledgers, and historical objects will be digitized and will be accessible on the MCPL website, the Historical Society website and through the Indiana Memory web site.
Sara Laughlin presented the 2010-2012 Capital Projects Fund.
Proposed for year 2010 are: $185,154 for completion of the Main Library renovation; $200,000 for purchase of new Bookmobile; and $126,853 for computer-related purchases. 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; $125,000 for computer-related purchases.
The projected assessed valuation for 2010 has been reduced to $5,031,902,174.
Steve Moberly noted that new board member Kari Isaacson’s name should replace Penny Austin’s on page one of the document.
Randy Paul moved; Steve Moberly seconded approval of the 2010-2012 Capital Projects Fund Plan. Motion carried unanimously.
Sara Laughlin explained that the next step will be to advertise the Plan two times; hold a public hearing on April 15 before final approval at the regular Board meeting and submission to the Monroe County Council. The focus of the 2010 plan will be a new bookmobile, the second half of Main Library renovation, and continuing support for technology. A presentation on the Plan will be made at the April public hearing.
Michael White (CATS Director) and Will Murphy (General Manager of WFHB) were present to discuss the proposed memorandum of understanding.
Michael White reported that this is the 35th year of CATS operations. CATS currently tapes 20-30 hours of local community meetings each week. It is proposing to produce (in collaboration with WFHB) a “Week in Review” half-hour program condensing that material with clips of the meetings and a moderator to introduce the clips. Michael noted that WHFB currently produces more daily news than any other outlet in Bloomington and would be a good partner for this venture. The memorandum of understanding provides for a $10,000 annual payment to WFHB.
Will Murphy, general manager of WFHB, presented information on WFHB. WFHB offers the only daily half-hour local news programming in the county, the only regular African-American public affairs programming in the county, the only regular gay-lesbian-transgender- transsexual programming, and the only weekly regular public affairs programming in Spanish (Hola Bloomington). He felt that both CATS and WFHB have a serious commitment to providing public information without interjection of opinion.
Randy Paul felt that the project was a great idea.
Steve Moberly felt that one of the important factors in CATS’ credibility is that it tapes public meetings in their entirely with no splicing or opinion offered. He was concerned that this project would give someone else editorial control over the program. Other concerns included: the use of CATS equipment and CATS personnel for the project while turning the work product over to WHFB with no payment from WHFB and instead a $10,000 payment to WHFB; the need for additional “fleshing out” of the proposal; the selection of the anchor and the necessity that it be someone with no involvement in partisan politics; and possible library risk incurred with the editing process and the necessity for absolute impartiality.
Randy Paul asked for confirmation that the regular CATS taping of meetings would remain unchanged and unedited. Michael White confirmed that the news recap would simply be in addition to the normal taping/televising. Randy felt that the Board’s role was to determine if this project meets the will of the people and not to micro-manage, i.e., select the anchor.
Melissa Pogue asked how the $10,000 payment would be utilized. Will Murphy stated that a part-time assistant would be hired to assist in reviewing tapes, etc.
John Walsh shared some of Steve Moberly’s concerns but was supportive of moving forward with the project with the knowledge that the library could pull out of the project if necessary.
Sara Laughlin noted that attorney Tom Bunger suggested that the Board authorize library administration to work out details of the contract to bring back to the Board for final approval.
Randy Paul moved; Kari Isaacson seconded authorizing administration to proceed with contractual details for later approval by the Board. Motion carried 4-1 (Steve Moberly dissenting; Dave Ferguson absent for vote).
Bonnie Estell presented the Resolution to Declare Equipment Obsolete stating that the Fixed Asset Policy states that the Board must deem equipment obsolete before disposal. The list of items included 17 computers purchased in 2001-2002 and a customer shelter from Ellettsville branch purchased in 2003. The items have been deemed obsolete.
Randy Paul asked about the condition of the computers. Sara Laughlin reported that the library’s Lean & Green committee has submitted a recommendation as to recycling/refurbishing for use by other nonprofit organizations. This action will simply remove the equipment from the library’s list of fixed assets.
Randy Paul moved; Melissa Pogue seconded approval of the disposal list as presented. Motion carried unanimously.
Bara Swinson reported that circulation numbers continue to increase each year. Dealing with this increase without increased budget or employees has required the involvement of all library staff and a culture of actively reviewing what is being done.
Bara introduced circulation department staff Mary Loro, Jennifer Kellams and Jared Thompson who reported on various process improvements in the department. Two of the biggest changes were relocation of self-check machines and moving all holds pick-ups to the second floor. Usage of the self-check machines has increased from about 10% to 25% in just a few months. The department will continue to monitor and evaluate processes. The upcoming Main Library Renovation will allow for additional changes.
None.
Randy Paul commented on the financial distress in the community and country and asked if there was more the library can do in the community, additional organizations we should be working with, and whether we are promoting our current programs enough. Randy asked for any suggestions from the community.
Sara Laughlin commented that the library currently participates in two local coalitions: the Life Long Learning Coalition with Ivy Tech and I.U. Continuing Studies and the Broadview Learning Center’s Advisory Council. The staff is also planning a community garden to benefit Mother Hubbard’s Cupboard.
Sara Laughlin reported that a costly error was made in the library’s 2009 budget. Our assessed valuation estimate ($6,744,384,090) was too high resulting in a tax rate too low to raise the necessary funds. The county has experienced almost a billion dollar drop in assessed valuation (currently $5,896,978,162 for 2009) due to a change in homestead credit. Although our budget was reviewed by Monroe County Council and the state Department of Local Government Finance (DLGF), we were not informed of the change in assessed valuation. An appeal can be made with much of the shortage likely restored in 2010.
The following shortfalls will be realized: Debt Service Fund, $333,052; Capital Projects Fund, $55,481; and Operating Fund, $518,735. The library has a sufficient cash balance in the Debt Service Fund to handle the shortfall. The shortfall in the Capital Projects Fund can be managed by reducing the allocation for Main Library Renovation. Sara presented a preliminary list of suggestions to manage the Operating Fund shortfall:
Action |
Impact |
| Shift supplies expenses to Rainy Day Fund | $40,000 |
| Unanticipated Polaris credit | $20,000 |
| Savings from unfilled Associate Director | $40,000 |
| Savings from lagged hiring | $20,000 |
| Retain funds scheduled for 2009 LIRF transfer | $150,000 |
| Delay end of year payments to January 2010 | $50,000 |
| Replace with anticipated additional COIOT revenue | $200,000 |
Total savings |
$520,000 |
Steve Moberly asked whether the proposed actions were “set in stone” as he was not sure some of the suggestions were fiscally prudent and felt they could perhaps make the situation worse. John Walsh suggested that the issue be an agenda discussion item for the April work session. Kari Isaacson asked how the tax rate is derived. Sara Laughlin explained that the tax rate is derived by taking the amount of funds needed and dividing that number by the assessed valuation. It is prudent to assume a lower evaluation that generates an artificially high rate, since the rate cannot be increased after approved.
None.
Meeting adjourned at 7:10 p.m.
Contact
Us Monroe County Public Library, Monroe County, Indiana ° (812)349-3050
Updated:
February 18, 2011
° http://www.monroe.lib.in.us/board/200903min.html
