Loading...
HomeMy WebLinkAbout~Master - Ames Public Library Board of Trustees Minutes of the Regular Meeting 03/17/2016Ames Public Library Board of Trustees Minutes of the Regular Meeting March 17, 2016 The Ames Public Library (APL) Board of Trustees met in regular session on Thursday, March 17, 2016 in the Dale H. Ross Board Room, 515 Douglas Avenue, with Acker, Bradley, Campbell, Linch, Rohret, and Stow in attendance. Briese, Butler, and Manus were excused. Library Director Carey was also present. Call to Order: Board President Acker called the meeting to order at 7:00 p.m. Consent Agenda: Moved by Bradley, seconded by Stow, to adopt a resolution approving the following items on the consent agenda: 1) Resolution accepting donations: a) Jeff Hall for adult programming support................................................. $50.00 b) Story County Genealogical Society for books in memory of Lucille Wahrenbrock and Patrick Cain .............................................................. $152.80 c) Story County Genealogical Society for books ..................................... $221.18 d) Henney Irrevocable Trust .................................................................. $48,075.63 2) Motion approving minutes of the regular meeting of February 18, 2016 3) Motion approving payment of claims 2/1/2016 – 2/29/2016 Vote on Motion: 5-0. Motion approved unanimously. Resolution No. 2016-L010 adopted. Public Forum: None. Ames Public Library Friends Foundation (APLFF) Report: Trustee Stow said the meeting was held March 10 and was his last, after serving as a trustee representative for seven years. He reported that: Karen Hallberg has joined the Board as a new member; proceeds from the Holiday Campaign exceeded $37,000; a new agreement with the Teen Advisory Group was approved; there was discussion about tracking volunteer hours of service for the Library; the first major book sale of the year brought in over $6,800 and income last month was over $10,000; a mini sale featuring gardening books is scheduled March 18-20; a tea with Ames authors is being planned for June 11; and a spring solicitation by mail will be released shortly. Acker thanked Stow and said she will join Butler as a trustee representative to APLFF. Art Committee Report: Acker stated that the committee has been working on commissioning work from another artist, Rose Frantzen of Maquoketa, whose collection entitled Portrait of Maquoketa is now on display at the State Historical Museum in Des Moines. Acker said that Frantzen visited APL in January and is eager to come up with a proposal. Strategic Planning Report: Carey said the management team is working on the task level of the plan, which will eventually include measures and a timeline. Administration Report: Carey said the large donation the Board had just accepted came from Mary Beth Henney, who included APL among the twenty beneficiaries of her estate. Carey said the bulk of the money has been received, but a final payment will come in when the estate is closed. She said the funds were not designated for a specific purpose, so they will be held in the donations account until the Board determines what it would like to do with them. 2 Carey distributed the Library’s Annual Report for Fiscal Year 2014/15 and noted that the Library had been closed for a month while moving into the new building. She gave kudos to Tracy Briseño, who took the lead on the concept, and Jillian Ocken, who did the graphic design and layout. Carey said that Small Talk Program Coordinator Kay Marner and Parent Educator Cynthia Marten are busy setting up their office with equipment and computers that came from the LENA Foundation. Jill Philby has started as a half-time clerk in the Youth Department; Hestia Sartika and Andrew Nguyen are beginning their work as Information Technology interns; the opportunities for Youth and Teen Interns are posted; and other intern position descriptions are in the final stages of development. Carey expressed sorrow over the recent deaths of two former employees, Jae Andrea and Margaret Dempsey. Building Project Update: Carey said that, after several months of debate, MSR has completely withdrawn its request for payment for additional services, so the Library was able to pay the final bill for custom furniture. Carey said there are only a few details to complete, one of which is the consultant’s recommendation on sound mitigation. She said he is trying to determine if there would be significant enough sound reduction to make any changes worthwhile. Carey reported that the new Big Belly solar trash compactors are proving to be a good investment and will quickly pay for themselves in savings of staff time. It was expected that they would reduce the need to empty outside trash bins from once or twice a day to once every five days, but they did not need to be emptied for over a month. Carey also said there is much less trash blowing around outside the building. There was brief discussion about smoking outside the building. Board Education: The trustees discussed Chapter 11 of the Iowa Library Trustees Handbook, “Working with the Library Director.” Records Retention Policy: Moved by Campbell, seconded by Rohret, to adopt a resolution approving revisions to the Records Retention Policy as presented/amended. Carey said that policy continues to be revised, especially as staff starts working more with the software. When asked how a record’s historical value was determined, Carey said a certain amount of subjective judgment has to be made; sometimes a decision is deferred and sometimes assistance is sought from Ames Historical Society. It was recommended that the policy indicate how long electronic records are recoverable and that a log be kept of what is being deleted and when. It was noted that security camera video footage is overwritten when the storage capacity of the device is reached. The trustees questioned whether video images should be considered official records, since they are not required for the operation of the library, are not for public consumption, and any images that are turned over to the Police Department as part of an investigation become Police Records. The preference was that the disposition of any saved images be included in the policy on Library Security Cameras. Moved by Stow, seconded by Rohret, to remove digital video recordings from the Administration section. 3 Vote on Motion 5-0. Motion carried unanimously. Vote on Motion to approve the revised policy with one amendment: 5-0. Motion approved unanimously. Resolution No. 2016-L011 adopted. Mission, Values, and Strategic Planning Policy: Moved by Bradley, seconded by Stow, to adopt a resolution approving the Mission, Values, and Strategic Planning Policy as presented/amended and removing the separate Strategic Planning Policy. Roll Call Vote (on policy as presented): 5-0. Motion approved unanimously. Resolution No. 2016-L012 adopted. Financial Limits Authority Policy: Carey said that staff had held a preliminary discussion with the Budget and Finance Committee and has posed some questions to the Legal Department for clarification on how the Library Board’s authority fits in with City policies. Strategic Plan 2016-2018: Moved by Stow, seconded by Campbell, to adopt a resolution approving the priorities, initiatives, and activities in the Strategic Plan 2016-2018 as presented/amended. Vote on Motion to approve the policy as presented: 5-0. Motion approved unanimously. Resolution No. 2016-L013 adopted. Modern Quilt Relish Artist Proposal Moved by Stow, seconded by Bradley, to adopt a resolution authorizing the Art Committee to finalize the proposal submitted by Marny Buck and Jill Guffy of Modern Quilt Relish, and to proceed with the acquisition of six quilted wall hangings. Vote on Motion: 5-0. Motion approved unanimously. Resolution No. 2016-L014 adopted. Director’s Performance Evaluation: Acker indicated that Carey had requested that the meeting be closed under the provision of Iowa Code Section 21.5(1)(i), which refers to the evaluation of the professional competency of an individual whose performance is being considered. Moved by Stow , seconded by Campbell, to close the meeting under the provisions of Iowa Code Section 21.5(1)(i) for the purpose of discussing the Director’s performance evaluation. Roll Call Vote: 6-0. (Voting aye: Bradley, Briese, Butler, Campbell, Linch, Manus, Rohret, Stow). Motion carried unanimously. The meeting was closed at 7:43 p.m. The regular meeting was reconvened at 8:31 p.m. Director’s Salary for Fiscal Year 2016-17: Moved by Acker, seconded by Bradley, to adopt a resolution setting the Director’s salary for fiscal year 2016/17 at $ 129,480. Vote on Motion: 5-0. Motion carried unanimously. Resolution No. 2016-L015 adopted. Bylaws Review Committee: It was agreed that Acker, Linch, and one of the new trustees would conduct the bylaws review. 4 Election and Installation of Officers: Acker iterated the slate of officers presented by the nominating committee in February, then asked if there were any further nominations for the office of president. Hearing none, she declared nominations for the office of president closed. Acker welcomed further nominations for the office of vice president. None were offered and nominations for the office of vice president were declared closed. Additional nominations for the office of secretary were invited. None were offered; nominations for the office of secretary were declared closed. Moved by Campbell, seconded by Bradley, to elect the slate of officers—Acker, President; Briese, Vice President; and Linch, Secretary—as presented. Vote on Motion: 6:0 (including Acker). Motion carried unanimously. The new officers were declared elected and installed for the upcoming year. Recognition of Retiring Trustees: Acker expressed thanks and gratitude for Sherry Bradley’s and Kevin Stow’s years of service. She noted that both of them had served as trustees since April 2009—for the entire building project and through many staff changes. Certificates of Recognition were presented. Stow shared a Top Ten List of various activities in which he was engaged during his tenure on the Board, and concluded by saying that he discovered what he “geeked:” volunteering. Bradley said she felt privileged and honored to be on the Board; she treasures the staff, volunteers, and other Board members and is proud of the success of the renewal project. Trustee Comments: The trustees expressed their appreciation for Bradley’s and Stow’s contributions to the Board and the Library. Adjournment: Moved by Stow, seconded by Bradley, to adjourn at 8:41 p.m. Vote on Motion: 5-0. Motion carried unanimously. The next regular meeting will be on Thursday, April 21, 2016, at 7:00 p.m., in the Dale H. Ross Board Room, Ames Public Library, 515 Douglas Avenue.