Wednesday, January 13, 2010
Program Room 2B
Tom Bunger.
President John Walsh called the meeting to order at 5:50 p.m.
Pam Wasmer and Mary Loro presented a review of the January 2009 Materials Security Task Force presentation along with a status update, recommendations, and return on investment comparison. Background information was included in the work session packet.
Recommendations are:
Short Term Improvements: Make physical changes to the layout of the library to increase the visibility of staff and improve surveillance of the collection.
Long Term Improvements: a) Invest in Radio Frequency Identification (RFID) and an Automated Materials Handling System; and b) Place most AV items in individual locking cases that patrons can unlock at self-serve checkouts.
Requests for Proposals were sent out and eight proposals were received. The task force has reviewed the proposals and selected three finalists for presentations. Presentations are scheduled for January 21st, 26th, and 29th.
Based on the most expensive proposal (not necessarily the one that will be selected), the estimated costs and sources of funding are:
|
Operating Fund 2010 |
LIRF |
Capital Projects Fund 2011 |
Tags |
$172,000 |
|
|
Hardware/software upgrade |
|
$103,000 |
|
Conversion labor |
10,000 |
|
|
Self-check software/hardware |
|
60,000 |
|
Security gates (Main and Ell) |
37,000 |
89,000 |
|
Total 2010 |
$219,000 |
$252,000 |
|
Auto. Mtrls. Handling system |
|
|
$345,000 |
Total 2011 |
|
|
$345,000 |
TOTAL |
|
|
$816,000 |
The Task Force estimates that if no changes to technology are made and circulation continues to increase, the total additional investment by 2019 (for lost materials, staff time) will be $5,085,533. If acquiring RFID system only (without materials handling), the total additional investment by 2019 will be $3,387,900 or a cost savings of $1,697,633 over the “do-nothing” option. If acquiring RFID and materials handling system, the total additional investment by 2019 will be $3,017,800 or a cost savings of $2,067,733 over the “do-nothing” option. These estimates were based on the one-time cost of equipment, the cost of circulation staff, and the cost of lost materials over a 12-year period.
The Board discussed various aspects of the presentation, including estimated staff time savings, reduction in lost items, pros, cons, and sustainability of the technology, and experiences of other libraries utilizing RFID.
Sara Laughlin clarified that the automated materials handling system would not be ordered until the 2011 Capital Projects Fund receives approval from the County Council. The RFID system would function for security and check-out. Check-in and sorting would continue to be done manually.
If approved for purchase, the estimated timeline would be: tag items during the summer of 2010, install software and gates later in the year, and install materials handling system in April/May of 2011.
Chris Hosler and Josh Wolf presented a report from the Quality Service Committee on the Food and Drink Policy of the library. The committee surveyed staff, reviewed policies of other libraries, checked with local bookstores, spoke with library facilities staff, Information Systems department, and materials evaluation staff. The committee recommends that the current policy, as found in the Behavioral Rules for Patrons, remain the same, but that the last sentence be used to implement designated areas for food and uncovered drinks.
“Food is allowed in the library. Drink containers must have secure lids; leftover food and containers must be disposed of promptly and properly. The library reserves the right to designate specific areas for food and drink.”
The committee recommends that covered drinks be allowed throughout the library; that uncovered drinks and food be allowed in designated areas; that all departments designate such areas; that positive patron education be implemented; and that regular scheduling of maintenance be implemented. Food and drink areas should equate with flooring types, i.e., food and drink in hard flooring areas. It is suggested that tables and chairs be added in the atrium area for this purpose. For staff, it is recommended that uncovered food and drink be allowed in non-public areas; that covered drinks be allowed throughout; and that managers provide adequate breaks for snacking away from public desks.
The board discussed the food and drink policy. Josh Wolf and Chris Hosler confirmed that the recommendations do relate to the renovations.
Randy Paul asked when the Children’s Department renovation is expected to be completed. Sara Laughlin explained that the custom carpeting is the hold-up but it is hoped that it will arrive very soon and that renovations will be completed in February.
Chris Jackson reported that four proposals were received in response to the Request for Proposals posted online in November, 2009. The library’s consultant, Michael Swendrowski of Specialty Vehicle Services, Inc., has recommended acceptance of the lowest bid from OBS in the amount of $184,120. The new bookmobile will be similar in size and style to the current bookmobile. Improvements include a hybrid power system (smaller diesel with battery power and rechargeable battery) and a solar panel on the roof. The engine will be 2010 compliant with reduced emission and clean diesel. The engine will be a Cummins engine with Freightliner chassis. The shell will be manufactured in northern Indiana. OBS is one of the three main vendors of bookmobiles and is a known entity with proven track record. The proposed contract allows 90 days for delivery of the shell and another 90 days for completion after the shell is delivered. The payment schedule would be 50% upon delivery of the shell; 45% upon delivery of the bookmobile; and 5% after acceptance period.
Contracts have not yet been received.
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. The RFPs were reviewed by board member Dave Ferguson and Joe O’Connor of Bunger & Robertson Law. Two bids were received from May Agency and First Insurance Group. First Insurance Group had the lowest bid at a cost of $45,000/year.
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 from January to February because new appointments are made in February.
Article VI, Sec. 2, change “executive officer” to “chief executive officer.”
None.
The meeting adjourned at 7:25 p.m.
Contact
Us Monroe County Public Library, Monroe County, Indiana ° (812)349-3050
Updated:
February 11, 2010
° http://www.monroe.lib.in.us/board/201001wrk.html
