Wednesday, May 20, 2009
Meeting Room 1B &1C
Tom Bunger, Kevin Huse, Rita Lichtenberg, Antonia Matthew, Mercy Rodriguez, Carol Tomasic, and Clark Whitlow.
President John Walsh called the meeting to order at 5:55 p.m.
The consent agenda (minutes of April 15, 2009 Board Meeting; minutes of April 22, 2009 Public Hearing; Minutes of April 29, 2009 Special Board Meeting; Minutes of May 13, 2009 Board Work Session; Minutes of May 13, 2009 Executive Session; monthly bills for payment; monthly financial report; personnel report; Board calendar) was presented for approval. Randy Paul moved; Fred Risinger seconded approval of the consent agenda as presented. Motion carried unanimously (Dave Ferguson absent for vote).
Sara Laughlin reported that the format of the Quarterly Report has been revamped with a new category (technology) added. Circulation numbers continue to increase.
The discussion of the Classification/Compensation Study was postponed for discussion at a work session immediately following the regular Board meeting.
Sara Laughlin reported on available funds for the renovation project. Currently available funds are: $120,000 in Library Improvement Reserve Fund (LIRF); $178,266 in Library Capital Projects Fund 2009 (LCPF); and $244,898 in Building Corp. Funds. Total available in 2009: $543,164. An additional $185,154 has been approved for the LCPF 2010 and administration is hopeful that an additional $55,481 will be recovered with the library’s appeal of the nearly $1 million lost due to the drop in county assessed valuation.
Steve Moberly asked about the Building Corporation funds. Sara Laughlin explained that the funds had previously been approved for a second floor renovation that was not done. Randy Paul asked whether administration is confident about recovering the $55,481 on appeal. Sara Laughlin explained that the library is “eligible” to appeal and has been told that one-half of the lost funds will automatically be restored but does not feel comfortable in counting on the money until it is actually restored. The funds, if recovered, would be received in 2010 along with the normal tax distributions.
As discussed at the May work session, Sara Laughlin reported that she had learned from the City of Bloomington that the sidewalks around the library belong to the library and as such the library is responsible for paying for any additional curb cuts. To improve handicapped access it has been suggested that the curb cut on Kirkwood be relocated and the old one be filled in. The Lincoln Street lay-by has an adequate curb cut but also has one that should be filled in. The library will ask for approval from the City.
Kevin Huse (Woollen Molzan Architects) discussed proposed changes to the parking lot to accommodate the relocation of the drive-up window. One option is to create a lay-by area for discharge of passengers. This option would eliminate three parking spots unless the area currently used as the community garden is converted to parking (requiring a City variance). The sidewalk from the north along the building would be eliminated due to lack of space.
Discussion ensued regarding the parking lot and the drive-up window relocation. Randy Paul felt that the lay-by would be an important safety improvement even if with a loss of parking spaces. He noted that handicapped parking spaces without enforcement are of little value. Randy felt that handicapped access should be further studied since there still will not be one good entrance for all handicapped persons (e.g., Kirkwood is OK for a power wheelchair but not for a manual one). He favored improved curb cuts on Lincoln and Kirkwood and a lay-by in the lot even if a handicapped parking spot is lost. Steve Moberly thought the lay-by was a good idea and asked how many handicapped parking spaces are required by law. Kevin Huse believed that three spaces were required but will check. Sara Laughlin felt that three spaces would be important due to the number of elderly people who use the library and noted that enforcement is a difficult issue. Kari Isaacson felt that three spots should be provided even if more than required.
Kevin Huse noted that a City variance will likely be required for the relocation of the drive-up window.
Kevin Huse reported on the estimated budget required for each phase of construction. Phase 1 Interior Work 1st Floor: $200,437 plus $48,000 for furniture; Phase 2 Interior Work 2nd Floor: $564,166 plus $68,885 for furniture; Phase 2A Parking Lot & Drive-up Book Drop: $83,867 (Alt. #1 adding parking spaces $3,185); Phase 3 Additional Interior Work 1st & 2nd Floors: $390,033 plus $2,120 for furniture; and Phase 4 Additional Interior Work 1st & 2nd Floors $21,311. Total Construction Costs with Furniture: $1,382,004.
Steve Moberly asked for clarification of funds available now. Sara Laughlin stated that funds available in 2009 total $543,164 ($120,000 from LIRF; $178,266 from LCPF; $244,898 from Building Corp. funds). Building Corp. funds plus $17,000 insurance money from flooding will cover Phase 1. Building Corp. funds should be spent as soon as possible since we are past the deadline and several notices of such have been received. Attorney Tom Bunger concurred that the funds should be spent now.
Sara Laughlin recommended proceeding with construction drawings for Phase 1.
Following additional discussion, Steve Moberly moved; Randy Paul seconded authorization to proceed with construction drawings for Phase 1 to be funded using all of the Building Corp. funds; insurance (FEMA) funds; and any necessary LIRF and LCPF funds. Motion carried unanimously.
Kevin Huse requested Board authorization to proceed with conversations with the City. The Board requested that he do so.
Sara Laughlin asked for feedback for preferences on Phase 2 & 2A, specifically whether the Board is in favor of relocating the drive-up window as proposed.
Kari Isaacson felt that the drive-up window would be used more if relocated. John Walsh noted that getting a useable drive-up has been a priority and will be a good thing if it can be achieved without creating safety hazards in the parking lot. Dave Ferguson felt that funneling more traffic through the parking lot in front of the entrance and losing the sidewalk was a matter of concern. Sara Laughlin explained that the current configuration does not work well (people have to exit cars to use it) and the drive-up is currently not open during all library hours due to staffing. Relocation will allow shared staffing within the Circulation Department. The plan is to use the existing drive-up window area for parking for the Outreach van. Steve Moberly preferred to try to correct the deficiencies of the existing window rather than put more traffic through the parking lot. Randy Paul felt that in terms of accessibility the proposed plans were an improvement.
Sara Laughlin suggested that perhaps more work was needed to determine if the Circulation Department could be relocated without moving the drive-up window. Bara Swinson, Circulation Manager, felt that transporting materials from various areas added more opportunity for mistakes in addition to difficulty in staffing. Bara noted that responses to a staff survey had shown two of the top priorities were consolidation of circulation areas and relocation of the drive-up window. She felt that the changes were necessary in order to continue to serve the public well with a 10% increase in circulation and a 25% increase in holds. She also felt that having the drive-up window open during all library hours would help people with disabilities and others and will likely reduce some of the parking needs.
Randy Paul felt that improving the street curb cuts would reduce some traffic in the lot. John Walsh understood the concerns with the parking lot but felt the lay-by area would alleviate some problems and was willing to gamble on the relocation of the drive-up window. Dave Ferguson felt that perhaps a parking lot expert should be consulted. Sara Laughlin noted that the library has more than a million visitors each year with only 37 parking spots and that parking continued to be the biggest area of patron dissatisfaction. She felt it was the library’s obligation to try to do something. Fred Risinger had mixed feelings about the parking lot issue but felt it was important to move forward with the Circulation Department changes. Melissa Pogue agreed that it was important to move forward with the Circulation Department changes.
Following additional discussion, John Walsh noted that there appeared to be board consensus to moving forward with the drive-up window relocation plans, keeping in mind the concerns with the parking lot.
Randy Paul moved; Fred Risinger seconded to proceed with construction drawings for Phase 2 and Phase 2A. Motion carried 5-2 (Dave Ferguson and Steve Moberly dissenting).
None.
None.
None.
Meeting adjourned at 7:10 p.m.
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Updated:
August 4, 2009
° http://www.monroe.lib.in.us/board/200905min.html
