Wednesday, September 16, 2009
Meeting Room 1B
Tom Bunger, Bob Guindon, and Rita Lichtenberg.
President John Walsh called the meeting to order at 6:00 p.m.
The consent agenda (Minutes of August 19, 2009 Board Meeting; Minutes of September 9, 2009 Work Session; Monthly Bills for Payment; Monthly Financial Report; Personnel Report; Board Calendar (revised)) was presented for approval. Sara Laughlin noted that the Board Calendar has been changed to show that the two November meetings (work session and regular meeting) will be held at the City of Bloomington Council Chambers. Meeting Rooms 1B and 1C will be closed during the month of November due to the Children’s Department renovation and Room 2B is scheduled for a teen program.
Steve Moberly moved; Kari Isaacson seconded approval of the consent agenda. Motion carried unanimously.
Sara Laughlin reported on the Friends of the Library upcoming author event (November 14) featuring Rick Braggs. Sara distributed a copy of a CATS program with MCPL staff Dory Lynch and Wendy Rubin discussing Braggs’ books. I.U. Continuing Studies will have a class on “Poverty and the Power of Words” featuring Bragg’s All Over but the Shoutin’.
Sara Laughlin reported that the Board approved the construction drawings for the Main Library renovation on August 5. Requests for Proposals (RFPs) were published. Ten bids were received and bids were opened on September 2. The library is required to accept the lowest responsive and responsible bidder. All bids were reviewed and references checked for the lowest bidder. Administration is recommending acceptance of the bid from 3D Professional Contractors in the amount of $771,100 for Phases 1, 2, and 2A and Alternates #2 (Children’s Glass Partition), #8 (Canopy over New Drive-Up Window), #9 (Grant Street Site Drainage), #10 (Widening Grant Street Sidewalk), and #11 (Three Additional Parking Spaces). It is further recommended that $44,900 be set aside as a contingency fund for the project.
Sara Laughlin explained that Phase 1 represents carpeting in CATS and the Children’s Department, rearranging shelving, redesigning and defining the entrance to the Children’s Department, adding additional Self-Check machines. Phase 2A includes relocating the drive-up window to the parking lot side of the building, adding a lane for the drive-up, creating a lay-by, and adding three parking spaces. Phase 2 represents internal changes to the second floor, including adding self-check machines, moving holds for self pickup, changes in VITAL tutoring areas, and new carpeting.
Sara Laughlin explained funding sources for the renovation:
| Building Corp. Funds | $225,000 |
| 2009 LIRF* | 162,000 |
| 2010 LIRF* | 42,000 |
| 2009 Capital Projects Fund | 171,000 |
| 2010 Capital Projects Fund | 185,000 |
| Flood Insurance | 31,000 |
| Total | $816,000 |
*Library Improvement Reserve Fund
Dave Ferguson moved; Fred Risinger seconded accepting the bid from 3D Professional Contractors in the amount of $771,100 including Alternates #2, #8, #9, #10, and #11; setting aside $44,900 as contingency funds; and proceeding with construction. Motion carried unanimously.
Sara Laughlin presented the petition to officially appeal the shortfall in tax revenue due to incorrect advertising of the Net Assessed Valuation for 2009. The amount of the appeal is $861,651.
Dave Ferguson moved; Steve Moberly seconded approval of the Petition to Appeal for an Increase to the Maximum Levy as presented. Motion carried unanimously.
Sara Laughlin presented the Test Proctoring Policy. Sara reported that MCPL staff has administered 42 tests in the past 12 months.
Dave Ferguson moved; Kari Isaacson seconded approval of the Test Proctoring Policy with a fee of $30 per test.
Randy Paul felt that many people could not afford such fees and that the income from proctoring would not help the library that much but could do a great harm to many people.
Steve Moberly asked Sara Laughlin to explain the time involved in the proctoring process. Sara explained that a librarian is required to do the proctoring and time requirements include the initial contact, correspondence to acquire password and instructions, maintaining security, contacting the student to set up a time for exam, being present during the exam, and certifying that the student took the exam.
Kara Isaacson requested clarification of what type of exams were administered. Sara explained that GED exams were not included and that the exams were a mix of college classes and some certification testing.
Steve Moberly pointed out that the list included colleges from New York, Illinois, Wisconsin, Missouri, Texas State, as well as Indiana University.
Randy Paul reiterated his feeling that proctoring fees would provide an insignificant amount of money to the library but would be a significant amount to many people.
Motion carried 6-1 (Randy Paul dissenting).
Sara Laughlin reported that the Indiana State Library has created a consortium for the purpose of distributing state internet funds. Many other large libraries in the state are members. The funds are distributed according to a hierarchy: 1) members of the consortium who filter; 2) members of the consortium who do not filter; 3) libraries who filter but are not members; and 4) libraries that do not filter and are not members. Currently MCPL would be in the fourth category and likely would receive no funds. Joining the consortium would move MCPL up to second priority. Funds received would likely be in the $20,000-$30,000 range.
Dave Ferguson moved; Fred Risinger seconded the resolution to join the internet consortium. Motion carried unanimously.
The recommendations of the Long-Range Planning Committee were discussed. Sara Laughlin presented a list of recommendations for assignment of the 10 suggestions made by the committee.
Kari Isaacson felt that the Main Library renovations would help align core services and streamline staff time.
Randy Paul asked whether staff and Friends of the Library had seen the recommendations. Sara Laughlin explained that staff has not seen the recommendations and that the Friends Board had not yet seen them, but two Friends Board members served on the committee (Anita Harder and John Steinmetz). The fund-raising subcommittee (Margaret Harter, Curt Simic, John Steinmetz and Anita Harder) will meet again in the coming week and then will meet with Helena Walsh, president of the Friends Board.
Steve Moberly commented that it was fortunate that Curt Simic would continue to work with the sub-committee which would remain active.
Randy Paul felt that all Friends members and staff should see the report.
As an example of current fund raising efforts, Sara Laughlin shared that she had received a letter from Monroe Bank stating that two long-time active community members Henry and Cecilia Wahl have left money in a trust and MCPL is one of the organizations named as a possible recipient of funds. September 30 is the deadline for the first request for funding.
Randy Paul moved to table the 2010 salary increases until 2011. Motion failed due to lack of a second.
None.
Sara Laughlin gave a brief history of the Library’s logos and noted the previous logo was created in print rather than digital format making it difficult to use in many settings. The library has begun using the new logo in program guide and posters and will replace the old logo as opportunities occur, rather than all at once. CATS, VITAL, and MCPL all have distinctive new logos that share common properties. The logos were designed by Lee Busick who worked with the logo committee (Margaret Harter, Paula Gray-Overtoom, Martin O’Neal, and new member John Berry). John Berry, staff graphic designer, and Martin O’Neal, CATS, presented the new logos and their thoughts on the logos. Paul Gray-Overtoom spoke regarding the flexibility of the new logos and how they relate to the planned redesign of the Library website.
Randy Paul asked about the cost of the design. Sara Laughlin stated that the cost was $6,000. Randy asked why the logo was not designed in-house. Sara explained that logo design requires specialized skills, and at the time the library had a 20-hour/week graphic designer. She also noted that the cost was paid by the Friends of the Library.
Randy Paul asked what the process was for obtaining Friends funding. Sara explained that she presented an annual request to the Friends Board. All departments are invited to submit requests. The library provides monthly expenditure reports to the Friends and receives quarterly payments.
Steve Moberly requested that the reports be shared with the Board in the future.
Michael White, CATS manager, noted that this is CATS 35th year. He reported that both the City of Bloomington and Monroe County have approved 2010 contracts for CATS coverage at the rate of 50% of their franchise income. The Town of Ellettsville did not approve a contract for 2010, but may still come to some agreement. Michael noted that CATS Week, the joint news program with WHFB, is going very well.
Martin O’Neal spoke regarding changes in technology and changes to the CATS website.
The Board discussed whether Town of Ellettsville and Richland-Bean Blossom School Corporation meetings would be covered without an agreement. Fred Risinger hoped that the Ellettsville meetings would be covered and noted that the County had not paid 50% until this year. Sara Laughlin noted that MCPL policy states that we will cover meetings as long as staff and equipment are available. The contracts with the County and City specify specific meetings to be covered.
Michael White added that the Town of Ellettsville is revisiting their agreement with TCI. He is working with Ellettsville on this matter and hopes they will increase the franchise fee rate to 5%.
Meeting adjourned at 7:25 p.m.
Contact
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Updated:
November 13, 2009
° http://www.monroe.lib.in.us/board/200909min.html
