Wednesday, January 20, 2010
Program Room 2B
Lucille Bertuccio, Tom Bunger, Rita Lichtenberg, John Steinmetz, and Carol Tomasic.
President John Walsh called the meeting to order at 5:45 p.m.
The consent agenda (Minutes of December 16, 2009 Board Meeting; Minutes of January 13, 2010 Work Session; Minutes of January 13, 2010 Executive Session; Monthly Bills for Payment; Monthly Financial Report; Personnel Report; and Board Calendar) was presented for approval. Steve Moberly moved; Fred Risinger seconded approval of the consent agenda as presented. Motion carried unanimously (Dave Ferguson absent for vote).
John Walsh asked the Board for permission to adjust the agenda to allow the report on the Friends Annual Campaign to be presented first due to another commitment by John Steinmetz. The Board concurred.
John Steinmetz, Treasurer of the Friends Board, reported that in response to recommendations from the Long-Range Financial Planning Committee, the Friends have established an Annual Campaign committee with a goal of raising $25,000. They will not be focusing on the Committee’s second recommendation to build the library endowment at this time.
Margaret Harter reported that the campaign will be launched in February and will be named the “Campaign for Excellence.” The first step is to build a mailing list of 2,500 library advocates. This year’s focus will be on children and the library’s role in literacy and learning. 90% of gifts will go to immediate needs and the other 10% will go towards building a Friends Children’s Endowment.
Sara Laughlin presented the Director’s Report.
Randy Paul asked for a report on attrition and whether there are currently any positions that will not be filled. Sara Laughlin explained that there are no such positions at this time. Two vacant positions have been reduced from 25 hours/week to 20 hours/week and the 10 resulting hours will be moved to a page position, with additional holds pick-up moved into that position. Sara also noted that the two-week lag in hiring will be extended and that last year the lag saved approximately $150,000.
Randy Paul requested a monthly report on attrition. John Walsh suggested adding it to the Personnel report.
Dave Ferguson requested that VITAL statistics be included in Sara’s quarterly report. Sara will add them.
John Walsh requested an update on the Assistant Director position at the next work session.
Mickey Needham reported that carpeting for the Children’s area has arrived. The Children’s Outpost will close on January 24th and staff will begin moving the collection back and placing furniture. The Children’s Department will re-open on February 1. The CATS area is nearly complete. El Centro will move to meeting room 1A on February 2; VITAL will move into meeting room 1C on February 4-5. Renovation of the second floor will begin on February 8.
Randy Paul asked how long VITAL will be in the first floor location. Mickey estimated that it will be about three months.
Mickey Needham presented a construction change order in the amount of $147,568. Additional work includes: Alt. 3 – VITAL Resource Room build-out; Alt. 4 – Reconfigured book stacks & carpet; Temporary access to book drop area; Duct covers in Children’s; Tackable wall covering in Children’s; Carpet in CATS Studio A and Studio B ramps; and Deletion of door #100 and associated hardware.
Following discussion, Randy Paul moved; Fred Risinger seconded approval of Change Order # 1 in the amount of $147,568.
Chris Jackson requested approval to proceed with the contract with OBS, Inc., in the amount of $184,120 for the new bookmobile. Details were discussed at the January 13 board work session. Attorney Tom Bunger has reviewed the contract.
Steve Moberly moved; Fred Risinger seconded approval of proceeding with the contract in the amount of $184,120 with OBS Inc. Motion carried unanimously.
Randy Paul asked about the status of the old bookmobile. Chris Jackson explained that a new generator is being installed and the bookmobile will be operational soon.
Kari Isaacson asked from what fund the repairs are paid. Sara Laughlin responded that repairs are paid from the Operating Fund.
The CATS contracts are not yet available.
Bonnie Estell presented a resolution to transfer funds from unobligated budget lines to budget lines requiring additional funds for the 2009 budget. Funds requiring transfers are: Library Improvement Reserve Fund (LIRF); Rainy Day Fund; Operating Fund; and Library Capital Projects Funds (LCPF). This is a routine end-of-year transfer.
The board discussed overspent and underspent areas. Bonnie Estell noted that the total budget was underspent by $554,000 due to the budget shortfall in 2009.
Randy Paul moved; Kari Isaacson seconded approval of the Resolution to Transfer Funds as presented. Motion carried unanimously.
Bonnie Estell presented a resolution to request advance tax draws from the Monroe County Treasurer and a letter to the Treasurer requesting the advance tax draws. This is a routine procedure requesting distribution of available funds before the semi-annual tax settlements are distributed.
Randy Paul asked what happens if no advance payments are received. Bonnie Estell explained that operating fund balances and borrowing will be used if necessary.
Randy Paul moved; Kari Isaacson seconded approval of the Resolution to Request Advance Tax Draws and the letter to the County Treasurer requesting advance tax draws as presented. Motion carried unanimously.
Bonnie Estell reported that she had sent out three Requests for Proposals for the library’s commercial property, general liability, automobile, workers’ compensation, and commercial umbrella insurance. Two bids were received. First Insurance Group was the lowest bid with a cost of $45,000/year. Bonnie Estell recommended acceptance of this bid.
Steve Moberly moved; Melissa Pogue seconded acceptance of the First Insurance Group bid in the amount of $45,000. Motion carried unanimously.
John Walsh presented proposed revisions to the Board by-laws. The by-laws were last reviewed in 1980. Proposed revisions include:
Article II: Add wording “as amended”.
Article IV, Sec. 2: Change the order of notification (no content change).
Article IV, Sec. 5: Change “Robert’s Rules of Order” to “Sturgis Standard Code of Parliamentary Procedure”.
Steve Moberly suggested two additional changes:
Article III, Sec. 2: Change election date from January to February because new appointments are made in February.
Article VI, Sec. 2: Change “executive officer” to “chief executive officer”.
Dave Ferguson moved; Melissa Pogue seconded approval of the proposed revisions to the Board of Trustees Bylaws as presented. Motion carried unanimously.
The Quality Service Committee has requested that the current Food and Drink Policy, as found in the library’s Behavioral Rules for Patrons, remain the same, and that the last sentence be used to implement designated areas for food and uncovered drinks. At the January 13 work session, Steve Moberly requested one grammatical change to the policy (shown in bold): “Food is allowed in the library. Drink containers must have secure lids; leftover food and containers must be disposed of promptly and properly; however, the library reserves the right to designate specific areas for food and drink.” The policy implementation will coincide with the library renovations.
Dave Ferguson moved; Kari Isaacson seconded approval of the grammatical change. Motion carried unanimously.
Margaret Harter announced the selected title for this year’s One Book One Bloomington and Beyond program. This is the ninth annual title selected by the community. The selected book is The Amazing Adventures of Kavalier and Clay by Michael Chabon. Margaret thanked the sponsors: Bloomington Area Arts Council; City of Bloomington Parks and Recreation; Indiana University Libraries; Monroe County Community School Corporation; and Monroe County Library. Margaret also thanked the Friends of the Library for purchasing 30 extra copies of the book to be distributed, read, and passed on to others to read. This is the first year for “Pass it on”. As part of the “Pass it on” program, Margaret distributed a copy of the book to each board member.
Randy Paul asked how many copies are available in the collection. Sara Laughlin responded that there are at least 20 copies. [Additional information: There are 28 copies of the book plus a downloadable version and two copies on CD.]
Rita Lichtenberg spoke regarding community enthusiasm for the library’s garden last summer. Rita introduced Lucille Bertuccio who further discussed the garden; the importance of organic gardening to the community; her hopes that the library will continue the project; and the availability of volunteers from Bloomington Organic Gardeners for help with the garden.
Sara Laughlin commented that library administration also enjoyed the garden and hopes that we can do it again.
Randy Paul felt that it is a very important project.
Randy Paul asked about progress on a “green” report. Sara Laughlin noted that she is working on it. The charges to the Lean and Green Committee were: 1) recycling; 2) lighting; 3) investigating LEED certification for existing buildings. The Committee has made substantial progress on recycling and will meet with IU Sustainability Director soon to get advice on LEED certification.
Board President John Walsh congratulated Steve Moberly on his re-appointment to the library board.
Meeting adjourned at 7:00p.m.
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February 19, 2010
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